Loading...
HomeMy WebLinkAbout102-11 RESOLUTIONRESOLUTION NO. 102-11 A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN, PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT SERVICES, AND APPROVING A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency of $20,000.00, for the provision of information technology project implementation and management services. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 21St day of June, 2011. APPROVED: ATTEST: By: GY4Gi SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas Budget Adjustment Form V11.0415 Budget Year 2011 Division: Chief of Staff Department: Chief of Staff Request Date 6/21/2011 Adjustment Number BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION $205,000 is requested in the Information Technology Assessment & Project Management capital project for project management services provided by Platt & Moran to evaluate and negotiate connectivity for the City's remote locations. $205,000 is coming from the Fiber Connectivity Between City Building project. This project is currently on hold. The IT assessment indicated other connectivity options should be explored. Division Head dget Director Date ( -tet Date Department Director Finan r;. Director o Chief . tall Date 6W3-2.01.1 Date 62-424 Date to Prepared By: Reference: kspringer Budget & Research Use Only Type: A BCD EP General Ledger Date Posted to General Ledger Checked / Verified TOTAL BUDGET ADJUSTMENT Initial Date Initial . Date Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Contract services Fixed assets 4470.9470.5315.00 205,000 10013 . 1101 4470.9470.5801.00 (205,000) 08027 . 1 H :\Budget\ Forms\BA2011 _B LAN K_V20110415 EXHIBIT 1 of 1 Don Marr Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 6/21/2011 City Council Meeting Date Agenda Items Only Division Action Required: Chief of Staff/ Mayor's Office Department Approval of Contract and Budget Adjustment with Plante Moran for InformationTechnology contract services . 205,000.00 Cost of this request 4470.9470.5315.00 Account Number Project Number Budgeted Item 205,000.00 IT Assessment/Project Contract Work Category / Project Budget Program Category / Project Name Info Tech Impvs Funds Used to Date Program / Project Category Name 205, 000.00 Sales Tax Capital Remaining Balance Fund Name Budget Adjustment Attached X Finance and Internal Services Director Date -G-zoLi Date Previous Ordinance or Resolution # Original Contract Date: Original Contract Number: Date Comments: Revised January 15, 2009 Selevile ARKANSAS City Council Agenda Memo City Council Meeting Date: 6/21/2011 To: Mayor and Members of the City Council From: Don Marr, Chief of Staff Thru: Mayor Jordan Date: 6/3/2011 Subject: RFP 10-08 Information Technology Project Management & Consulting Services Recommendation: The City Staff and Administration recommend on behalf of the Mayor's office that the City of Fayetteville, AR contract with Plante Moran, PLLC for Information Technology Project Implementation and Management Services. The request is for $185,000 plus $20,000 contingency for the contract with Plante Moran PLLC. Background: During the Capital Improvement Projects Budget for 2010, the City Council approved a $80,000 for a IT Assessment Project. During the Capital Improvement Projects Budget for 2010, the City Council approved $80,000 for a IT Technology Assessment Project. City Staff followed the Professional Services selection process as outlined in City Purchasing policies. The Selection committee reviewed 8 proposals that were submitted in response to the City's RFP request, and the selected Plante Moran to conduct the City's IT Assessment. The assessment was completed and recommendations given to the City Council in first quarter 2011. Due to limited IT staff time and in some cases the IT Staff do not currently hold the technical skill sets necessary to accomplish the outlined action items. The administration initiated a request for proposal to provide certain IT project management support services specifically for: • Telecommunications Services to leverage the information gathered as a part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunication inventory, services, issues, and develop a an RFP and bid Telecommunication services as appropriate. • Evaluate options for a hosted email environment, • Conduct a Help Desk detailed assessment, and establish performance metrics, service levels, and staffing allocations. • Establish and Implement IT Governance Methodology, • Work to expand the City's website to include temporary electronic service capabilities to accept payments, orders, for all NR transactions until an ERP system is selected and implemented, • Determine ERP Needs Assessment, proposal development, selection of a Vendor, and establish a statement of work and conduct contract Negotiations • Management development activities designed to develop the executive level skills and abilities of the City's IT Manager 113 West Mountain 72701 (479) 575-8323 accessfayetteville.org TDD (Telecommunications Device for the Deaf) (479)-521-1316 These projects will allow the City to advance towards improved usage of technology, self service capabilities available to citizens, and to free up time for City Staff to take manual processes into electronic processes, so that time can be allocated to more value added services. Budget Impact: The administration is requesting a budget adjustment to move $205,000 currently budgeted in the CIP from Fiber Connectivity Between City Buildings to IT Contract Management Service. These services and contract work will be conducted over the next 18 months (July 2011 through Dec 2012). The IT Assessment stated on page 12 of 86 within the IT Assessment Final Report: "We believe it may be possible for the City to improve services (connection speeds, telecom contract negotiations/re-bidding while reducing costs, and to potentially avoid constructing its own fiber connection." At the cost of $205,000. We recommend using those funds to contract for these projects, which in turn will provide better quality of IT services both internally and to the Citizens of Fayetteville. The goals of the IT Assessment action items are to: • Expand upon existing achievements in transitioning the IT Services from a reactive organization to a focus on customers and results; • Provide outstanding customer service to stakeholders internal and external to the Department(s); • Interact with and inform customers, vendors, and others on as routine and as efficient a basis as possible; • Become a greater strategic resource for top management and departments; • Eliminate non -value added tasks and unnecessary costs in business processes; • Reflect "best practices" in all areas of activity. 113 West Mountain 72701 (479) 575-8323 accessfayetteville.org TDD (Telecommunications Device for the Deaf) (479)-521-1316 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN, PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT SERVICES, AND APPROVING A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency of $20,000.00, for the provision of information technology project implementation and management services. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 21St day of June, 2011. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas RFP 11-05, Information Technology Project Implementation and Management Services List of Proposals Received Name ontact Phone Numl er Email City State • Zi Quadrivium, Inc. Brent Obana (479) 872-6473 bobana@genterprises.com Springdale AR 72764 Coeur Business Group, Inc. Mark Peterson (636) 561-2455 mark.petersona.coeurgroup.com Lake Saint Louis MO 63367 The Persimmon Group Shane Cox (785) 215-9215 shanecox@thepersimmongroup.com Tulsa OK 74103 The Azimuth Group Jerry Tweedy (469) 583-3602 jtweedygazimuthg rp.com Dallas TX 75205 Plante & Moran, PLLC Adam Rujan (800) 544-0203 adam.rujan@plantemoran.com Southfield MI 48034 �avetlevi_le THE CITY OF FAYETTEVI E, ARKANSAS CONTRACT Reference Bid: RFP 11-05, Information Technology Project Implementation & Management Services Contractor: Plante & Moran, PLLC Term: 1 year with 4 automatic renewal options • This contract executed this 2, day of J u,A, , 2011, between the City of Fayetteville, Arkansas, and Plante & Moran, PLLC. In consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for Information Technology Project Implementation & Management Services WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 11-05 (herein after referred to as Request for Proposal or RFP), City has awarded this contract to Plante & Moran, PLLC; and WHEREAS, Plante & Moran, PLLC has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Information Technology Project Management Services , as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP and attached in Appendix A. RFP 11-05, Information Technology Project Implementation & Management Services Page 1 of 6 3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days written notice by either party. 4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties. 5. Assignment and Subcontracting: Plante & Moran, PLLC shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, Plante & Moran, PLLC shall provide written notice to the City within thirty (30) business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days notice to Plante & Moran, PLLC of the intent to cancel, or with cause if at any time Plante & Moran, PLLC fails to fulfill or abide by any of the terms or conditions specified. Failure of the Plante & Moran, PLLC to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify Plante & Moran, PLLC of such occurrence and the Contract shall terminate on the last day of the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice because of budgetary issues. RFP 11-05, Information Technology Project Implementation & Management Services Page 2 of 6 7. Compensation: As compensation for Plante & Moran, PLLC providing services to the City as described herein, the City shall pay Plante & Moran, PLLC in arrears, based on the submission of invoices for work completed and properly authorized. City shall pay Plante & Moran, PLLC in an amount not to exceed $185,000.00 for services listed in RFP 11-05. In addition to payment for services, City shall pay Plante & Moran, PLLC authorized and pre -approved travel expenses. 8. Permits & Licenses: Plante & Moran, PLLC shall secure and maintain any and all permits and licenses required to complete this contract. 9. Minimum Insurance Requirements: Plante & Moran, PLLC shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. Plante & Moran, PLLC must provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance of a purchase order or commencement of any work under this contract. Plante & Moran, PLLC shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Plante & Moran, PLLC. 10. Indemnification: Plante & Moran, PLLC shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Plante & Moran, PLLC; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of Plante & Moran, PLLC; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by Plante & Moran, PLLC represents specific consideration for this indemnification obligation. 11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 12. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such RFP 11-05, Information Technology Project Implementation & Management Services Page 3 of 6 determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 13. Scope of Work: Scope is further defined in detail with Appendix A of this contract: 1) Telecommunication Projects & Services (Al & A2): Telecommunications consulting services consist of developing a telecommunications strategic direction for the City and assisting with the implementation. As part of this effort Plante & Moran, PLLC will leverage the information gathered as part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunications at a deeper level to include: a. Define the current carrier environment / Produce a circuit inventory; b. Define the current LAN/WAN environment; c. Define the current telephone system environment: d. Deliver a letter of Telecommunications Strategic Direction, which includes: i. City's carrier contracts and services ii. Tactical issues iii. Telephone system e. Implement Recommendations 2) Email Platform and Help Desk Projects a. Email Platform i. Identify two primary vendor options for a "hosted" email environment ii. Assist in perform high level cost analysis to evaluate the advantages of the preferred option iii. Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain quotes for the service iv. Provide remote project management support to the City / Vendor team in the implementation of a hosted email solution b. Help Desk Assessment i. Conduct a Help Desk detailed assessment ii. Establish staffing, service levels, performance metrics iii. Provide limited oversight as the City implements the changes. RFP 11-05, Information Technology Project Implementation & Management Services Page 4 of 6 3) IT Governance Project (C): Plante & Moran, PLLC will work closely with City Management to design and implement a comprehensive IT Governance approach. Specific steps will include: a. Work with City Management to design an approach to IT governance, including reviewing the governance model and fitting it to existing Fayetteville management processes. b. Establish an IT Steering Committee, including development of a Committee Charter. c. Facilitate the first three Steering Committee meetings, monitor the next three meetings. Discussion items will include IT Policy, IT Spending, Standards, & Major projects and ROI. d. Work with the IT Director to establish his role and to implement our effective IT Liaison approach. e. As part of this process, Plante & Moran, PLLC will include ongoing management development activities designed to develop the executive level skills and abilities of the City's CIO. 4) Web Enhancement Project (D): Plante & Moran, PLLC will assist City Purchasing to: a. Contract with a web developer who can program in "cold fusion". b. Contract with a payment processing vendor to process transactions; c. Develop a manual/semi-automated process to transfer transaction data from the payment processing vendor into the current accounting system. 5) ERP Needs Assessment, RFP Development & System Selection: Plante & Moran, PLLC will leverage City staff to assist in defining system requirements, developing an RFP document, solution selection, statement of work, contract negotiations and implementation phases of the project. a. ERP Needs Assessment b. ERP Request for Proposal Development c. ERP Evaluation and Selection of Vendor d. ERP Statement of Work and Contract Negotiations 14. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 15. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of RFP 11-05, Information Technology Project Implementation & Management Services Page 5 of 6 Fayetteville, Plante & Moran, PLLC will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. 16. Documents Comprising Contract: The contract shall include this Agreement for Information Technology Project Implementation & Management Services and attached Appendix A, as well as the following documents, which are incorporated herein by reference: 1) City of Fayetteville's Request for Proposal and all of its addenda and attachments issued in reference to RFP 11-05; 2) Plante & Moran, PLLC 's Certificate of Insurance as required, listing the City as an additional insured; 3) Plante & Moran, PLLC's Proposal. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their above listed order. WITNESS OUR HANDS THIS A, I5 DAY OF u,c� , 2011. PLANTE & MORAN, PLLC By: 1e� Printed Contractor Name & Title Company Secretary 7400 ilo> ) -( HUN` Business Address at. / Ma Li863(1 City, State & Zip Code Date Signed: t 1• 1/ CITY OF FAYETTEVILLE, ARKANSAS L NELD JO ' , Mayor ATTEST: Sondra Smith, City Clerk Date Signed: 4/a9/7/ RFP 11-05, Information Technology Project Implementation & Management Services Page 6 of 6 plante moran City of Fayetteville Ms. Andrea Foren, Purchasing Agent Purchasing Division — Room 306 1 13 West Mountain Fayetteville, AR 72701 Dear Ms. Foren ppei1c1C 7 4 June 2, 2011 Plante & Moran, PLLC 27400 Northwestern Highway P.O. Box 307 Southfield, MI 48037-0307 Tel: 248.352.2500 Fax: 248.352.0018 ptantemoran.com As we discussed, Plante & Moran, PLLC is pleased to modify our Proposal (RFP 11-05) to provide Information Technology Project Implementation and Management Services. We have modified the pricing to exclude travel expenses from the hourly rates. Travel will be reimbursed as needed and approved by the City. Also, we will be invoicing on a time and materials basis, up to the not to exceed budget of $185,000 over the next 18 months. The attached edits include modifications to our originally proposed scope of services, and estimated hours, in order to complete the essence of each requested service within the budget available. We do assume the active participation of City Purchasing staff and to a lesser extent some City IT resources. I believe that this modified proposal will substantially meet the goals and objectives established for each project. Given your immediate time requirements, I propose that as an initial project step we will develop a more detailed project workplan to cover these services over the next 18 months. Please feel free to call me if you have any questions at 248-223-3328. Very truly yours, P.LANTE & MOR.AN, PLLC Adam Rujan, Partner Praxity: MEMBER ULOO L. RSL ANCE: Gr. INDEPE"iii:::"i T' V'i(i 1S Pricing and Calendar Our fee is based on a blended rate of $205 per hour for the estimated number of hours expected to complete project activities. Our subcontractor, Accio offers 2 rates based on skill set, $175 and $135. Travel related costs will be billed in addition to our professional services fees. Specific rates include: Project Director: $205/hour Project Manager: $205/hour Senior Consultant: $205/hour Consultant: $205/hour The expected level of effort and project duration are listed below: Short Term (July — Dec 2011): Telecommunications (A 1 & A2) Email Platform Assessment (B1) Help Desk Service Audit (B2) IT Governance (C) 120 120 80 Q1 Q1-2 Q2 160 Q1.-2* Website Enhancements (D) 120 Q1-2 Long Term (Jan — Dec 2012): ERP Needs Assessment (Al) included** ERP Selection (A2) 350 Calendar 2012** Management Development - Included in C above * * * *Actual elapsed time will be 12 months ** Abbreviated ERP needs assessment incorporated within ERP selection. Actual elapsed time will be 12- 24 months for full ERP implementation beyond the selection process ** * Actual elapsed time will be 12 — 18 months — activities incorporated within IT Governance 2 Plante moran .ns yes (41 Our telecommunications consulting services consist of developing a telecommunications strategic direction for the City and assisting with the implementation. As part of this effort we would leverage the information gathered as part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunications at a deeper level to include: 1. Define the current carrier environment / Produce a circuit inventory: Inventory the carrier bills and identify of all lines/circuits by billed account. This sets the stage to "right -size" the City's telecom bills, address poor rates, and address contract expiration issues. We would also look to identify problems, constraints, and out -dated offerings within the current service mix. 2. Define the current LAN/WAN environment: Identify and evaluate any constraints or additional investment the City should be aware of in order to support changes to their future telecommunications environment. 3. Define the current telephone system environment: Identify the type, age, size, and important characteristics of the telephone systems serving the City. Address how these systems do or do not integrate to meet the City's needs. Identify the current state, support, and direction of these offerings. 4. Deliver a letter of Telecommunications Strategic Direction: We will submit a letter addressing: a. City's carrier contracts and services: We will identify services that are no longer rate - optimized or are off -contract, opportunities to leverage and optimize the City's telecom spend, opportunities to identify and eliminate un -used services, and opportunities to transition legacy services to current/appropriate offerings. b. Tactical issues: Periodic service disruptions are being incurred due to Wide Area Network (WAN) T1 circuit outages due to rain/moisture problems. Reliability and bandwidth constraints on the WAN Ti circuits (1.54 Mbps) are pressing the City to consider alternatives including a capital intensive fiber optic build between sites. We will review courses of action to resolve immediate issues while considering WAN options for minimizing capital expenditures. c. Telephone system: The City uses Plexar/Centrex, Nortel, and Cisco voice telecommunications systems/services. We will provide recommendations regarding direction and moving the City forward with its telecommunications services. 5. Implement Recommendations: We will work with the City Purchasing Department to develop an RFP and bid Telecommunication services, as appropriate. We will work closely with your office, and obtain authorization prior to implementing any recommendations. We anticipate an on-site meeting early in the project to gather and review information and interview key individuals. The project will be staffed primarily by Mr. Ted Mallires our telecommunications expert. 3 Plante moran inforr Project i:n1)It°mentation and %1i€ a '.i lt'n Servic 2: E ail Platform and Help Desk Projects The major steps associated with these projects are as follows: B 1 — Email Platform • Identify two primary vendor options for a "hosted" email environment • Assist in perform high level cost analysis to evaluate the advantages of the preferred option • Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain quotes for the service • Provide remote project management support to the City / Vendor team in the implementation of a hosted email solution B2 — Help Desk Assessment • Conduct a Help Desk detailed assessment • Establish the following: o Staffing o Service Levels o Performance Metrics • Provide limited oversight as the City implements the changes. 4 Plante moran vernance Project (C) Plante & Moran will work closely with City Management to design and implement a comprehensive IT Governance approach. Specific steps will include: • Work with City Management to design an approach to IT governance, including reviewing the governance model and fitting it to existing Fayetteville management processes. • Establish an IT Steering Committee, including development of a Committee Charter. • Facilitate the first three Steering Committee meetings, monitor the next three meetings. Discussion items will include: o IT Policy o IT Spending o Standards o Major projects and ROI • Work with the IT Director to establish his role and to implement our effective IT Liaison approach. • As part of this process, we will include ongoing management development activities designed to develop the executive level skills and abilities of the City's CIO. 5 Plante moran 4: Enhance Project Expand the City website. There appears to be significant citizen demand to pay bills and order services online. The website currently allows for online utility payments. This project will expand the existing website to offer more functionality, like accepting orders and payments for trash bins. This is a temporary solution, the "permanent" solution will be to utilize the functionality which will be resident in the new ERP system (full implementation is at a minimum 2-3 years away). Plante and Moran will assist City Purchasing to: • Contract with a web developer who can program in "cold fusion". This is an older language, but still available. The cost to add links for 3-4 applications should be less than $25,000. We will work with City Purchasing and IT staff to develop specifications. • Contract with a payment processing vendor to process transactions; typical costs are two to three percent of transaction value. We will contact the City's current banker(s) to identify potential vendors. Vendors may include Payflow Pro (PayPal), Authorize.net and SkipJack. • Develop a manual/semi-automated process to transfer transaction data from the payment processing vendor into the current accounting system. Remember, this is a temporary solution. A fully integrated solution will likely be purchased and implemented with the replacement of the ERP system. This is a fast, low cost solution to providing the citizens with greater online services, as desired by City leadership. If feasible, the Parking Dept application will be integrated into the solution. 6 Plante moran Pt"i)t7€:; iii to Pro _ae; ERP Needs s ssment, RFP Develop enand System Having performed similar ERP projects for many large, local units of government over the years, Plante & Moran's seasoned project consultants have developed and refined a proven methodology and set of related tools that provide outstanding and valued service to our clients by leveraging best practices while incorporating the unique needs of our clients. Our approach will include engaging a qualified project team to develop, refine and execute a proven project plan to meet the project objectives. Our methodology includes the following phases: ERP Needs Assessment ERP Request for Proposal Development • ERP Evaluation and Selection of Vendor ERP Statement of Work and Contract Negotiations We will leverage City staff to assist in defining system requirements, developing an RFP document, solution selection, statement of work, contract negotiations and implementation phases of the project. We have a number of tools and templates that can and will expedite the selection process. 7 Plante moran �� City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 REQUEST FOR PROPOSAL: RFP 11-05, Information Technology Project Implementation & Management Services DEADLINE: Friday, April 15, 2011 before 2:00:00 PM, local time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteviIle.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Friday, March 25, 2011 REQUEST FOR PROPOSAL RFP 11-05, Information Technology Project Implementation & Management Services No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 11-05, Information Technology Project Management Services" with the name and address of the Proposer. All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Contact Person: E -Mail: Business Address: City: Signature: State: Title: Phone: Date: Zip: City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 1 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services Advertisement The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms / providers to perform information technology project implementation and management services. To be considered, proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas before Friday, April 15, 2011 at 2:00:00 PM, local time. No late proposals shall be accepted. Proposal forms must be downloaded from the City's web site at http://www.accessfavetteville.orq. All questions regarding the RFP process should be directed to Andrea Foren at aforen ci.fayetteville.ar.us or (479)575-8220. Proposers shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Ark. Code Annotated 22-9-203, the City of Fayetteville encourages all qualified small, minority and women business enterprises to proposal and receives contracts for goods, services, and construction. Also, City of Fayetteville encourages all prospective Proposers to subcontract portions of their contract to qualified small, minority, and women business enterprises. The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute an agreement of the Proposer to these conditions. CITY OF FAYETTEVILLE By: Andrea Foren, CPPB Title: Purchasing Agent Ad date: 03/25/2011 City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 2 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services Table of Contents SECTION: PAGE NUMBER Cover Page 01 Advertisement 02 SECTION A: General Conditions 03 SECTION B: Scope of Services and General Information 12 SECTION C: Statement of Disclosure 19 SECTION D: Authorized Negotiator Information 20 SECTION E: Addendum Acknowledgement Form 21 SECTION F: Debarment Certification Form 22 SECTION G: Draft Agreement/Contract 23 SECTION H: Statement of No -Submittal 27 ATTACHMENTS: # OF PAGES Appendix A: Fayetteville IT Assessment Report 86 Appendix B: Internal Auditor IT Report 10 Appendix C: City Organizational Chart 01 Appendix D: City IT Organizational Chart 01 Appendix E: City WAN Chart 01 City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 3 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION A: General Conditions 1. SUBMISSION OF PROPOSAL: a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP. b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Proposal should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. e. All Proposers shall submit eight (8) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees. f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. The names of respondents only will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. i. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. j. Proposers should have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer may furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. I. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before 2:00:00 as shown by the atomic clock located in the Purchasing Division Office. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 4 of 27 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals will be considered for all brands that meet the quality of the specifications listed for any items. 4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. 5. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 6. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 7. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 8. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The City" which states the following: i. An employee of the City shall be permitted to conduct business with the City, provided the contract or job is for services, is submitted as a competitive bid, is approved by the City Council City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 5 of 27 following disclosure of the direct or indirect financial interest of the individual employee, and the total sum payable under the contract does NOT exceed $500.00. b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 9. WITHDRAWL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal, based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 10. LATE PROPOSAL OR MODIFICATIONS: a) Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. 11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 12. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 13. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 14. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 6 of 27 b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19- 101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case 15. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 16. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 18. CERTIFICATE OF INSURANCE: The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 19. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its Proposer to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 20. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the Proposer even if the hourly work actually performed by the Proposer would not justify such fee. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 21. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 7 of 27 b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City 22. ASSIGNMENT, SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 23. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 24. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 25. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 26. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 8 of 27 City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 27. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 28. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 29. OTHER GENERAL CONDITIONS: a) Proposer is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c) Each Proposer should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. d) Proposers must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. e) The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. f) The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g) If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. h) Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. i) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail ( aforen(a�ci.fayetteville.ar.us ). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 9 of 27 work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. j) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen(u)ci.fayetteville.ar.us) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. k) "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises." I) At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized Negotiator Form" containing the signature of a duly authorized officer or agent of the Proposer's company empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed. m) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. n) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. o) The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substan- tially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. p) The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville.. 30. EVALUATION CRITERIA & SELECTION COMMITTEE: A selection committee has been appointed to oversee the selection process, which will include reviewing and evaluating each RFP response, interviewing the top candidates for selection, and any follow-up documentation or information requested from the top candidates. The criteria listed below will be used by the City to evaluate and score responsive and qualified proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score their proposals. Each proposal submitted is not required to be ranked by the selection committee; however, all proposals will be evaluated. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed below, based on the evaluation of the selection committee. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 10 of 27 1) 15% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. 2) 15% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. This section of the evaluation criteria includes the amount of work presently underway for your firm; please present this in your RFP. 3) 35% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. The Firm's ability and commitment to complete the project in the timeframe outlined by the City will also be taken into consideration. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom we can contact for information. 5) 15% Price: Complete pricing to the City for all services described herein. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 11 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION B: Scope of Services and General Information 1) Introduction and Background The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms I providers to perform information technology project management services. The City contracted with a project management company who assisted with oversight of an IT assessment, which was completed in November of 2010. This IT assessment is attached and included with this RFP as Appendix A. The analysis includes a complete organizational review and evaluation of the City's current IT services and organizational structure which supports core business functions of the City organization, the personnel/staffing requirements necessary for the support of systems, and the governance structures employed to support the operational mission of the Division of Information Technology Services (ITS). While an understanding of the City's IT hardware and software systems are necessary to appropriately accomplish the scope of work, neither a detailed analysis of those systems nor the development of extensive recommendations regarding those systems was requested. Work associated with this study was oriented towards the provision of guidance and deliverables which clearly define those areas that pose the greatest risk and those areas that offer the greatest opportunity for overall improved information technology service delivery in the City of Fayetteville organization. The primary objective of this review is to enable ITS to: • Expand upon existing achievements in transitioning the ITS from a reactive organization to a focus on customers and results; • Provide outstanding customer service to stakeholders internal and external to the Department(s); • Interact with and inform customers, vendors, and others on as routine and as efficient a basis as possible; • Become a greater strategic resource for top management and departments; • Eliminate non -value added tasks and unnecessary costs in business processes; • Reflect "best practices" in all areas of activity. (Information and Technology Assessment, 2010) About Fayetteville Located in the Northwest corner of Arkansas and surrounded by the breathtaking Ozark Mountains, natural beauty frames Fayetteville. With a population over 73,000, and nearing half a million regionally, Fayetteville has all the resources and advantages of a large city, yet its unique quality of life and heritage set it apart. • Home to the University of Arkansas, Fayetteville was positioned at Number 15 in Forbes' annual list of the top 100 metropolitan areas in the nation for businesses. • US News and World Report in its newly released "2011 America's Best Colleges" guide, ranked University of Arkansas' Supply Chain Management and Logistics Specialty among the top 25 nationally. • US News and World Report ranked the University of Arkansas' Sam M. Walton College of Business and the School of Law in the top tier of its 2011 edition of America's Best Graduate School. Other rankings awarded to the City include: • No. 2: Best Cities for Recession Recovery, 2009, Forbes.com • No. 4: Best Places for Business and Careers, 2009 Forbes • No. 6: Smarter Cities Ranking, 2009, Natural Resources Defense Council • No. 7: Best Places to Live, Work and Play, 2008, Kiplinger • No. 7: Top College Sports Towns, 2010 Forbes • No. 9: Healthiest Housing Markets, 2009, Builder magazine City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 12 of 27 Mayor Lioneld Jordan First elected in November of 2008, Lioneld Jordan is serving his first term as Mayor of the City of Fayetteville. He previously served as Vice Mayor for four years and eight years as Alderman from Ward Four, instituting the monthly ward meetings that serve as the model for his Town Hall Meetings as Mayor. Mayor Jordan's priority projects for his first term include developing a comprehensive economic development program focused on Green Jobs that pay a living wage, providing open government that encourages citizen participation, effectively managing the City budget and enhancing the quality of life in Fayetteville by supporting sustainable development, environmental protection, a vibrant arts community, affordable housing, and alternative transportation. Mayor Jordan is an advocate of using technology for enabling citizens to be more closely connected to the City. As part of his open government philosophy, the Mayor maintains an active presence on Facebook that provides citizens a means of direct communication. The City's AccessFayetteville.org website contains a wealth of information regarding current activities, including streaming video of City Council meetings and other events. It serves as an information repository for City documents and information related to City planning. The Mayor's goal for the future is to enable the citizens to meet all their informational and transactional needs with the City via the AccessFayetteville.org website. City Council The Fayetteville City Council is in support of Mayor Jordan's open government philosophy. In their view, technology plays a key role both in serving citizens and facilitating internal operations. Along with the emphasis placed on the City's external website, the Council's goal is for the City to realize internal operating improvements and efficiencies through the effective use of technology. The Council also views as important the City's positioning in regard to making use of open -source software and outside software development resources. Access to City data via data warehousing strategies or open API's is desired in order to ensure an environment that can rapidly adapt to changing demands for information and applications. Information Technology The Information Technology Division operates within the Department of Administration, reporting to the Finance Director. It is made up of two distinct functional areas. 1. IT Operations and Support 2. Geographic Information Systems Operations The Division is the central provider, coordinator and administrator of IT -related applications, hardware and infrastructure for all areas of the City except for Police and Fire. Police and Fire have IT staff reporting directly to their organizations responsible for supporting their specific technology. The Division supports a range of stand alone Utilities that are part of the City's infrastructure. The City has approximately 500 IT users within its overall staff of approximately 750. Approximately 150 of these users reside in Police and Fire. PC desktops are the primary technology interface, with laptops and a variety of mobile devices in use across the City. There is no comprehensive mobile communications strategy in place today. There is no standard desktop image in use. Desktop software purchases may be budgeted and made by City Divisions independent of central IT. The City has at minimum 326 license users of Microsoft Office and 124 licensed users of Adobe Standard or Professional. The City has a number of outlying network locations supported by Ti data lines provided primarily by AT&T. IT planning has been traditionally aligned with the City's annual budget process. Operations and support historically have primarily focused on the major applications in use by the City. City of Fayetteville, AR REP 11-05, Information Technology Project Implementation & Management Services Page 13 of 27 New World Financials and Utilities (AS/400) ➢ Hansen Public Safety ESRI GIS ➢ EMC Documentum - Document Management ➢ Novell GroupWise On -going or planned projects for the next 12 months currently include: ➢ Data center server virtualization and migrations Network Core Switch replacement ➢ Installation of fiber to certain remote network sites y Time and Attendance software AS/400 Hardware replacement/upgrade ➢ New World Utility Billing Software Upgrade y New World Systems Parking Management software upgrade ➢ GIS ArcServer Upgrade - Upgrade and migrate the GIS SDE SQL server and data. ➢ Paperless utility billing 2) Scope of Work Immediate Proiects (One- to two-year implementation timeline): A-1: Telecommunications - AT&T has multiple contracts with the City of Fayetteville that are either end of the contract term, or are on stand alone individual contracts. The IT Assessment conducted by the City of Fayetteville and Plante & Moran, PLLC identified high service interruptions of South Side lines.' The City wishes to consolidate contracts and negotiate for a more stable solution (or build a fiber line to address the South Side lines). A-2: Telecom Service improvements - Evaluate and develop a Telecom Program which plans the re -organization of telecommunication activities, purchases, etc. from the Parking & Telecommunications Division to the IT Division. This project will also evaluate current vendors, and develop a plan for vendor selection. Cisco and Nortel are both current providers to the City of Fayetteville --one within the IT Division and one within the Telecommunications Division. The project manager would also need to develop an implementation program for IP phone implementation. B-1: Evaluate cloud computing technology for office applications, including email. Evaluate these hosted solutions versus internal housing of applications and email, and develop a plan and cost to implement the final decision. B-2: Increase IT Basic Service Levels by establishing helpdesk metrics/standards for addressing computer requests, the purchase/deployment of desktop computers, email issues, system speed, and remote access. In addition, the project manager will establish standard build criteria for various user group needs, a project plan for the implementation of virtualization desktops and deployment of desktops, and protocols for security, passwords, individual email box storage limits, etc. C: Establish an IT Governance process that accomplishes the following: 1) clearly establishes IT Leadership around IT purchases and the IT vision for the organization; 2) evaluates return on investment for IT requested items; and 3) ensures that business processes have been analyzed and evaluated for efficiencies to ensure desired features and system benefits are evaluated against new system purchases rather than purchasing systems to handle costly, inefficient, or unproductive business processes. D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets on - City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 14 of 27 line, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Lona Term Projects (Three- to five-year implementation timeline): A-1: Establish features and functions needs list for the future selection of an ERP System. Work with City Staff members in the Internal Consulting and Internal Audit divisions to understand business processes and identify areas where business analysis needs to be conducted to ensure that the business processes are defined, documented and evaluated for efficiency, so that during the system selection process the committee clearly understands system needs. A-2: Research and evaluate the existing ERP Solution and coordinate the development of a project plan for the long term replacement of our existing ERP system. This plan should include the writing of a detailed RFP, which clearly outlines system needs, identifies the management committee members to be involved in the system selection process, solicits potential vendors that can meet the City's needs, participates in the system selection of an ERP Vendor, establishes an implementation schedule, and identifies the system purchase and implementation cost. Management Development Services -Ongoing through all of the projects A: The Chief Information Officer (CIO) of the information technology project will report directly to the City of Fayetteville's Chief of Staff and Finance Director and work with the City's IT Division Manager on the implementation of IT Strategies and performance requirements. In addition, the CIO will provide coaching and management development skills to the IT Division Manager that enable the IT Manager to develop project management best practice skills, staff scheduling & performance accountability skills, project prioritization, Capital Improvement Plan development, and IT Governance leadership. 2) City Technology Goals 2.1 Statement from the Mayor's 2010 State of the City Address - Technology Goals Directional Statement - Key Goals and Objectives of the City of Fayetteville "We will invest in our technology infrastructure to make government more efficient, to save taxpayers money, and to make the City government more accessible and responsive." 2.2 City of Fayetteville Technology Goals Make effective use of technology to enable the City of Fayetteville to: • Improve operational effectiveness, efficiencies and responsiveness in all areas of City operations, with internal only or external facing to the citizens. • Improve labor efficiencies and reduce or prevent the need for future staff additions Provide on-line facilities for citizens use in conducting business with the City • Represent excellence in environmental stewardship - minimizing to use of paper and consumption of resources 3) City Provided Resources 3.1 City staff will provide support only. Consultant will provide hands-on services to obtain objectives as outlined in the scope of work as opposed to only providing leadership. 3.2 IT staff will make themselves and IT resources available for review/discussion 3.3 The City will provide needed workspace and meeting facilities 3.4 The City will assist in coordinating resources and scheduling meetings as needed City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 15 of 27 4) Qualifications 4.1 Please list relevant projects which best exemplify your qualifications for this Project, including but not limited to experience with IT related project management 4.1.1 For areas defined in the scope of work, please prepare a Project Summary table organized in the following manner: 1. Name of project. 2. Project Type and size. (Strategic, New Implementation & Deployment, etc.). 3. Project location. 4. Budget Creation and Management activity. 5. Total project cost. 6. Selection and Management of Consulting Services activities (if any) during the project 7. Written Project description. 8. Delivery method. 9. A statement acknowledging if the project was completed on time and on budget. 10. Describe the services your firm provided including the Team Members who were actually involved in the project and their role. 11. Contact information for the Client contact person or project manager. 4.2 Firm must be experienced in providing IT consulting services for state, county or municipal government as well as for general business. 4.3 Background information must be provided for each resource that would be assigned to work on this project, including: 4.3.1 Name and Title 4.3.2 Referenced Projects participation 4.3.3 Potential Project Role 4.3.4 Years Experience with firm or other firms / companies: a. Consulting b. Other (describe) 4.3.5 Education: Degree(s)/Year/Specialization 4.3.6 Current Certification(s) / Registration(s) 4.3.7 Other Experience & Qualifications relevant to the proposed project 5) RFP Response Format All Proposers shall submit eight (8) original copies of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended but not required. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to ANY City employees. Proposals should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. The following items will not count toward the page limitations: appendix, cover sheet, letter of transmittal, resumes (no more than 1 page per person), and forms provided by the City for completion. The contents should be labeled as listed below. 8.1 Cover Sheet 8.2 Table of Contents City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 16 of 27 8.3 Letter of Transmittal 8.3.1 Submitted on the provider's letterhead - no more than four (4) pages 8.3.2 Concisely state the provider's understanding of the services required by the City 8.3.3 Provide a summary of why the Respondent believes itself to be the most qualified 8.3.4 A statement granting the City and its representatives authorization to contact any previous client of the Respondent (or a Respondent's Team Member) for purposes of ascertaining an independent evaluation of the Respondent's or a Respondent's Team member's performance 8.3.5 Additional relevant information not requested elsewhere in this RFP 8.3.6 A statement indicating that to the best of the Respondent's abilities, all information contained in the RFP submittal is complete and accurate 8.3.7 The signature of the letter shall be that of a person authorized to represent and bind the firm/provider 8.4 Executive Summary 8.5 Firm Qualifications, including: 8.5.1 Firm Overview, including: a. Areas of specialization b. Firm history c. Location of home and branch offices; d. Principal officers of the firm e. Type of organization: Individual or sole proprietorship, professional corporation, partnership, joint venture, etc. 8.5.2 Project References 8.5.3 Proposed Project Staffing 8.5.4 Other relevant information not otherwise requested 8.5.5 Proof of insurance — The firm shall provide and maintain in force at all times during the term of the contract contemplated herein insurance for: a. Workers' Compensation as required by Arkansas State Law, Commercial b. General Liability, & Automobile Liability. c. Proof of such shall be submitted prior to award of contract 8.6 Project Approach 8.6.1 Proposed Project Charter statement 8.6.2 Summary Overview of Approach 8.6.3 Critical success factors 8.6.4 Quality review process 8.6.5 Project team - roles and responsibilities 8.6.6 Project calendar, including: a. High level work plan b. Anticipated days on -site c. Timing of specific resource involvement 8.6.7 Communication strategy City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 17 of 27 8.6.8 Project risk assessment 8.6.9 Proposed deliverables 8.7 Pricing 8.7.1 Pricing shall be presented on an hourly basis. It is the intent of the City to contract for a minimum of forty (40) hours up to a maximum of sixty (60) hours per month. 8.7.2 Hourly rates should be provided for all resources that will be assigned to the project. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 18 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION C: Statement of Disclosure — To Be Submitted With ALL Proposals This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. Printed Name Signature Date City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 19 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION D: Authorized Negotiator Information — To Be Submitted With ALL Proposals At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. PART I: Primary Contact Information: Name of Firm: Name of Primary Contact: Title of Primary Contact: Phone#1 (cell preferred): E -Mail Address: PART 2 Contact for Legally: Binding Contracts; Phone#2: Is the primary contact (listed in Part I) able to legally bind contracts? YES NO (circle one) If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): E -Mail Address: Date: Signed: Phone#2: City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 20 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION E: Addendum Acknowledgement Form Please acknowledge receipt of addenda for this invitation to bid or request for proposal by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. I ADDENDUM NO. I SIGNATURE AND PRINTED NAME I DATE RECEIVED Note: Prior to submitting the response to this solicitation, it is the responsibility of the firm submitting a response to confirm if any addenda have been issued. If such document(s) has been issued, acknowledge receipt by signature and date in the section above. Failure to do so may result in being considered non- responsive. Information regarding addenda issued is available on the City of Fayetteville website under the Purchasing Division at www.accessfaVetteville.org by selection "Bid's, RFP's, and RFQ's" under the "Business" heading. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 21 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION F: Debarment Certification Form - THIS FORM SHALL BE SUBITTED WITH ALL PROPOSALS As an interested party on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Debarment: Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME: COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: PHONE: FAX: SIGNATURE: DATE: NOTICE: CAUSE: Debarment by an agency pursuant to FAR 9.406-2, GPO Instructions 110.11A, or PS Publication 41, for one or more of the following causes (a) conviction of or civil judgment for fraud violation of antitrust laws, embezzlement, theft, forgery, bribery, false statements, or other offenses indicating a lack of business integrity; (b) violation of the terms of a Government contract, such as a willful failure to perform in accordance with its terms or a history of failure to perform; or (c) any other cause of a serious and compelling nature affecting responsibility. (See Code N- Debarment pursuant to FAR 9.406 2(b)(2) Drug Free Workplace Act of 1988.) TREATMENT: Contractors are excluded from receiving contracts, and agencies shall not solicit offers from, award contracts to renew or otherwise extend the duration of current contracts, or consent to subcontracts with these contractors, unless the City determines that there is a compelling reason for such action. Government prime contractors, when required by the terms of their contract, shall not enter into any subcontract equal to or in excess of $25,000 with a contractor that is debarred, suspended, or proposed for debarment, unless there is a compelling reason to do so. Debarments are for a specified term as determined by the debarring agency and as indicated in the listing. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 22 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION G: Draft Agreement/Contract This contract executed this day of , 2011, between the City of Fayetteville, Arkansas, and Contractor .In consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for Information Technology Project Implementation & Management Services WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 11-05 (herein after referred to as Request for Proposal or RFP), City has awarded this contract to Contractor; and WHEREAS, Contractor has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Information Technology Project Management Services , as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP. 3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days written notice by either party. 4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties. 5. Assignment and Subcontracting: Contractor shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, Contractor shall provide written notice to the City within thirty (30) business days of City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 23 of 27 such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days notice to Contractor of the intent to cancel, or with cause if at any time Contractor fails to fulfill or abide by any of the terms or conditions specified. Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify Contractor of such occurrence and the Contract shall terminate on the last day of the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice because of budgetary issues. 7. Compensation: As compensation for Contractor providing services to the City as described herein, the City shall pay Contractor in arrears, based on the submission of invoices for work completed and properly authorized. 8. Permits & Licenses: Contractor shall secure and maintain any and all permits and licenses required to complete this contract. 9. Minimum Insurance Requirements: Contractor shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. Contractor must provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 24 of 27 of a purchase order or commencement of any work under this contract. Contractor shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Contractor. 10. Indemnification: Contractor shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Contractor; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of Contractor ; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by Contractor represents specific consideration for this indemnification obligation. 11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 12. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 13. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 14. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, Contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 25 of 27 15. Documents Comprising Contract: The contract shall include this Agreement for Information Technology Project Implementation & Management Services as well as the following documents, which are incorporated herein by reference. a. City of Fayetteville's Request for Proposal and all of its addenda and attachments issued on __________,2011; b. Contractor's Certificate of Insurance as required, listing the City as an additional insured; c. Contractor's Proposal. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their above listed order. WITNESS OUR HANDS THIS DAY OF , 2011. CITY OF FAYE.TTEVILLE, FAYETTEVILLE, ARKANSAS LIONELD JORDAN, Mayor Attest: Sondra Smith, City Clerk CONTRACTOR NAME AND TITLE ATTEST: COMPANY SECRETARY BUSINESS ADDRESS City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 26 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION H: Statement of No Submittal — If Applicable In order to assist the Purchasing Division of Fayetteville in evaluating and improving our solicitation process, we are asking for completion of this form and returning via fax or e-mail. By submitting this form, it will assist us in evaluating all response, improving our bid solicitation process, and to maintain a positive relationship with our vendors. We, the undersigned, have declined to bid for the following reason(s): 1. We do not offer this service/product Our schedule would not permit us to perform. 3 Unable to meet specifications 4. Insufficient time to respond to the Invitation to Bid 5. 6. *NAME OF FIRM: *BUSINESS ADDRESS: *CITY: *PHONE: *E-MAIL ADDRESS: *BY:( PRINTED NAME) *AUTHORIZED SIGNATURE: *TITLE: We are unable to meet bond requirements Other (Explain) *PLEASE LIST OTHER COMMENTS BELOW: *STATE: *ZIP: FAX: *DATE: *Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding. Please do not hesitate to contact us at 479-575-8220 if you have questions, comments, or concerns regarding these bid documents. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 27 of 27 VeW1Il THE CITY OF FAYETTEVILLE, ARKANSAS ARKANSAS City of Fayetteville - Purchasing Division Mountain - m 306 RFP 11-05, Addendum 1 113 W. Roo Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Tuesday, April 05, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. This question was asked from an interested vendor and the response to that vendor is hereby provided to all interested parties. Question: On requirement D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets online, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Is this asking the winning vendor to do the coding of the short-term web -site enhancements or the Project Management and implementation of the enhancements using the City's web programmers? Answer: In the Final IT Assessment report the City Council recently contracted, it was recommended, that the City might look for some Short-term solutions that might bridge a gap between, providing some Citizen E -Business applications for payment of bills, parking tickets, parking monthly passes, facility reservations, solid waste dumpster payments, etc., prior to the City o Fayetteville being ready to select and implement a new full ERP system that might handle these types of E - Business electronic transactions long term. We would like for the contracting company to research possible short-term, low cost solutions, develop a project plan of implementation, and work with various accounting staff to minimize back -end work to get business transactions entered into the City's financial statements. Some of the work might be contracted, some of the work might be handled by City of Fayetteville IT programmers, some might be handled by the company selected and awarded this RFP. All options will be considered against other priorities, and cost of work. The determination on whether to do this internally with programming staff, or with the selected contractor would be determined based on project work load, most cost effective method. As a reminder, the list of projects outlined in the scope of work within this RFP is a list of possible projects. While this is an area we wish to address, other projects may take priority over this specifically outlined item, and the selected contracting company may not work on this item at all - dependent upon on final management decisions of priorities. Acknowledge Addendum #1: Printed Name: Signature: Title: Date: Page 1 of 1 Telecommunications Device for the Deaf TDD (479) 521- 1316 Company: 113 West Mountain - Fayetteville, AR 72701 'ttv1e ACtKAESA5 THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division RFP '11 -05, Addendum 2 113 W. Mountain — Room 306 Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteviIle.ar.us Date: Wednesday, April 6, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. 1.) Clarification on proposal pricing - Proposers should adhere to the following requirements when providing pricing fees in all proposals: All Proposers need to list hourly rates only, based on various skill sets for each experience level of employee. Therefore, Proposers can submit different hourly rates as long as a description for the skill level for each hourly rate is described. For instance management coaching and project assessment might be a higher level individual and higher rate, than some of the other work provided. Proposers are not required to provide an estimated number of hours per individual project listed. The City is looking to contract a minimum of 40 hours and a maximum of 60 hours per month. Proposals will be evaluated for price based on the hourly rates provided. Hourly rates shall not include any travel expenses. Travel expenses will be reimbursed based on actual cost incurred by the Proposer as approved by the City. 2.) Clarification on scope of work - It is the intent of the City of Fayetteville to contract with a single entity capable of providing information technology project implementation and management services for all individual projects listed in the RFP. On site time and expected budget for this project have not been established at this time. All Proposers need to submit a minimum of three (3) references for similar work performed. Paae 1 of 1 Acknowledge Addendum #2: Printed Name: Signature: Telecommunications Device for the Deaf 108(479)521-1316 Title: Date: Company: THE CITY OF FAYETTEVILLE, ARKANSAS RKANSA City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 C -Mail: aforen@ci.fayetteville.ar.us Date: Tuesday, April 05, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside c over of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. This question was asked from an interested vendor and the response to that vendor is hereby provided to all interested parties. Question: On requirement D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets online, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Is this asking the winning vendor to do the coding of the short-term web -site enhancements or the Project Management and implementation of the enhancements using the City's web programmers? Answer: In the Final IT Assessment report the City Council recently contracted, it was recommended, that the City might look for some Short-term solutions that might bridge a gap between, providing some Citizen E -Business applications for payment of bills, parking tickets, parking monthly passes, facility reservations, solid waste dumpster payments, etc., prior to the City o Fayetteville being ready to select and implement a new full ERP system that might handle these types of E - Business electronic transactions long term. We would like for the contracting company to research possible short-term, low cost solutions, develop a project plan of implementation, and work with various accounting staff to minimize back -end work to get business transactions entered into the City's financial statements. Some of the work might be contracted, some of the work might be handled by City of Fayetteville IT programmers, some might be handled by the company selected and awarded this RFP. All options will be considered against other priorities, and cost of work. The determination on whether to do this internally with programming staff, or with the selected contractor would be determined based on project work load, most cost effective method. As a reminder, the list of projects outlined in the scope of work within this RFP is a list of possible projects. While this is an area we wish to address, other projects may take priority over this specifically outlined item, and the selected contracting company may not work on this item at all - dependent upon on final management decisions of priorities. IAcknowledge Addendum #1: 1 of I Telecom unications Device for the Deaf TDD (479) 521.1316 Printed Name: Signature: Title: Date: Company: 113 West Mountain . Eeyetteviite, .R 72701 City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 R F P 11-05, Addendum 2 Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Wednesday, April 6, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside c over of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. 1.) Clarification on proposal pricing - Proposers should adhere to the following requirements when providing pricing fees in all proposals: All Proposers need to list hourly rates only, based on various skill sets for each experience level of employee. Therefore, Proposers can submit different hourly rates as long as a description for the skill level for each hourly rate is described. For instance management coaching and project assessment might be a higher level individual and higher rate, than some of the other work provided. Proposers are not required to provide an estimated number of hours per individual project listed. The City is looking to contract a minimum of 40 hours and a maximum of 60 hours per month. Proposals will be evaluated for price based on the hourly rates provided. Hourly rates shall not include any travel expenses. Travel expenses will be reimbursed based on actual cost incurred by the Proposer as approved by the City. 2.) Clarification on scope of work It is the intent of the City of Fayetteville to contract with a single entity capable of providing information technology project implementation and management services for all individual projects listed in the RFP. On site time and expected budget for this project have not been established at this time. All Proposers need to submit a minimum of three (3) references for similar work performed. Acknowledge Addendum #2: Printed Name: Signature: 1 of I Telecommunications Device for the Deaf TDD (479) 521-1316 I Title: Date: Company: equisition o.. a e: City Of Fa]/@ teviHe Purchase Order (PO) Requ@ St /13/201 6 1 (Not a Purchase Orcler) O Number: xpec e e ivery Date: <,...All purchases under 25Q0 shall be used on a P Card unless medical of 1099 service related (Call x256 with questions) AJ►Q Regtestsha►l be scanned to the Purchasing email Purchasrhg@c1 ayetteviltear us": , ......' ..... Vendor #: ' Vendor Name ." Mail 20398 " . Plante & Moran PLLC . Yes:_ No:_ Address: Fob Point: Taxable Quotes Attached Yes:_ No:_ Yes: No: City: State: Zip Code: Ship to code: Divison Head Approval: 149 Requester: Requester's mployee # "". . Extension Don Marr 3251. 3.3Q . Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 IT Contract Services 1 " Lot 205,000.00 $205,000;00 4470-9470-5315 00 2 $0.00 3 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 8 $0.00 ej G°I1A sIN 9 $0.00 10 $0.00 „ Shipping/Handling Lot $0.00 Special nstructions: Subtotal: $205,000.00 Tax: Total: $205,000.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Chief Of Staff:T 1 I A Revised 1/2/2008 RESOLUTION NO. 102-11 A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN, PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT SERVICES, AND APPROVING A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency of $20,000.00, for the provision of information technology project implementation and management services. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 21St day of June, 2011. APPROVED: By: ATTEST: By: &N-&t-2&Wt� SONDRA E. SMITH, City Clerk/Treasurer `����uurir►rr�,� 00 .s1 //: FAYETTEVILLE; o � City of Fayetteville, Arkansas Budget Adjustment Form V11.0415 Budget Year Division: Chief of Staff Request Date Adjustment Number 2011 Department: Chief of Staff 6/21/2011 BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION $205,000 is requested in the Information Technology Assessment & Project Management capital project for project management services provided by Platt & Moran to evaluate and negotiate connectivity for the City's remote locations. $205,000 is coming from the Fiber Connectivity Between City Building project. This project is currently on hold. The IT assessment indicated other connectivity options should be explored. `-U Q ILLC-I.2n1f Division Head Date Budget Director Date Department Director FinancA Director Chief 6-3-21.L Date Date 51 Prepared By: kspringer Reference: Budget & Research Use Only Type: A B C D E P General Ledger Date Posted to General Ledger Checked J Verified Initial Date Initial . Date TOTAL BUDGET ADJUSTMENT - - Increase / (Decrease) Project.Sub Account Name Account Number Expense Revenue Number Contract services 4470.9470.5315.00 205,000 10013 . 1101 Fixed assets 4470.9470.5801.00 (205,000) 08027 . 1 EXHIBIT H:\Budget\Forms\BA2011_BLANK_V20110415 1 of 1 City of Fayetteville Staff Review Form ;omments: City Council Agenda Items and Contracts, Leases or Agreements 6/21/2011 City Council Meeting Date Agenda Items Only Don Marr Chief of Staff/ Mayor's Office Submitted By Division Department Technology contract services . $ 205,000.00 $ 205,000.00 IT Assessment/Project Contract Work Cost of this request Category / Project Budget Program Category / Project Name 4470.9470.5315.00 $ - Info Tech Impvs Account Number Funds Used to Date Program / Project Category Name $ 205,000.00 Sales Tax Capital Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached X Previous Ordinance or Resolution # Dat Original Contract Date: Original Contract Number: Date `P,. 0. fL• G -G -20L, Finance and Internal Services Director Date Received in City _ Q 0 3 ; 7 g RCVD V D Clerk's Office Q-03 Date ENT R� Received in Mayor's Office Ete Revised January 15, 2009 aye aavi„le City Council Agenda Memo To: Mayor and Members of the City Council From: Don Marr, Chief of Staff Thru: Mayor Jordan Date: 6/3/2011 City Council Meeting Date: 6/21/2011 Subject: RFP 10-08 Information Technology Project Management & Consulting Services Recommendation: The City Staff and Administration recommend on behalf of the Mayor's office that the City of Fayetteville, AR contract with Plante Moran, PLLC for Information Technology Project Implementation and Management Services. The request is for $185,000 plus $20,000 contingency for the contract with Plante Moran PLLC. Background: During the Capital Improvement Projects Budget for 2010, the City Council approved a $80,000 for a IT Assessment Project. During the Capital Improvement Projects Budget for 2010, the City Council approved $80,000 for a IT Technology Assessment Project. City Staff followed the Professional Services selection process as outlined in City Purchasing policies. The Selection committee reviewed 8 proposals that were submitted in response to the City's RFP request, and the selected Plante Moran to conduct the City's IT Assessment. The assessment was completed and recommendations given to the City Council in first quarter 2011. Due to limited IT staff time and in some cases the IT Staff do not currently hold the technical skill sets necessary to accomplish the outlined action items. The administration initiated a request for proposal to provide certain IT project management support services specifically for: • Telecommunications Services to leverage the information gathered as a part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunication inventory, services, issues, and develop a an RFP and bid Telecommunication services as appropriate. • Evaluate options for a hosted email environment, • Conduct a Help Desk detailed assessment, and establish performance metrics, service levels, and staffing allocations. • Establish and Implement IT Governance Methodology, • Work to expand the City's website to include temporary electronic service capabilities to accept payments, orders, for all A/R transactions until an ERP system is selected and implemented, • Determine ERP Needs Assessment, proposal development, selection of a Vendor, and establish a statement of work and conduct contract Negotiations • Management development activities designed to develop the executive level skills and abilities of the City's IT Manager 113 West.Mountain 72701 (479) 575-8323 accessfayetteville.org TDD (Telecommunications Device for the Deaf) (479)-521-1316 These projects will allow the City to advance towards improved usage of technology, self service capabilities available to citizens, and to free up time for City Staff to take manual processes into electronic processes, so that time can be allocated to more value added services. Budget Impact: The administration is requesting a budget adjustment to move $205,000 currently budgeted in the CIP from Fiber Connectivity Between City Buildings to IT Contract Management Service. These services and contract work will be conducted over the next 18 months (July 2011 through Dec 2012). The IT Assessment stated on page 12 of 86 within the IT Assessment Final Report: "We believe it may be possible for the City to improve services (connection speeds, telecom contract negotiations/re-bidding while reducing costs, and to potentially avoid constructing its own fiber connection." At the cost of $205,000. We recommend using those funds to contract for these projects, which in turn will provide better quality of IT services both internally and to the Citizens of Fayetteville. The goals of the IT Assessment action items are to: • Expand upon existing achievements in transitioning the IT Services from a reactive organization to a focus on customers and results; • Provide outstanding customer service to stakeholders internal and external to the Department(s); • Interact with and inform customers, vendors, and others on as routine and as efficient a basis as possible; • Become a greater strategic resource for top management and departments; • Eliminate non -value added tasks and unnecessary costs in business processes; • Reflect "best practices" in all areas of activity. 113 West Mountain 72701 (479) 575-8323 accessfayetteville.org TDD (Telecommunications Device for the Deaf) (479)-521-1316 RESOLUTION NO. A RESOLUTION APPROVING A CONTRACT WITH PLANTE & MORAN, PLLC IN THE AMOUNT OF $185,000.00, PLUS A PROJECT CONTINGENCY OF $20,000.00, FOR THE PROVISION OF INFORMATION TECHNOLOGY PROJECT IMPLEMENTATION AND MANAGEMENT SERVICES, AND APPROVING A BUDGET ADJUSTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, Arkansas hereby approves a contract with Plante & Moran, PLLC in the amount of $185,000.00, plus a project contingency of $20,000.00, for the provision of information technology project implementation and management services. Section 2. That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached as Exhibit "A". PASSED and APPROVED this 21St day of June, 2011. APPROVED: IM LIONELD JORDAN, Mayor ATTEST: SONDRA E. SMITH, City Clerk/Treasurer City of Fayetteville, Arkansas RFP 11-05, Information Technology Project Implementation and Management Services List of Proposals Received Name-` :,'; ;Contact I Phone Number f Email City State . Zip: 1,.Y Quadrivium, Inc. Brent Obana (479) 872-6473 bobana(a�genterprises.com Springdale AR 72764 2.,,w Coeur Business Group, Inc. Mark Peterson (636) 561-2455 mark. Peterson(a�.coeurgroup.com Lake Saint Louis MO 63367 3 The Persimmon Group Shane Cox (785) 215-9215 shanecox(a�thepersimmongroup.com Tulsa OK 74103 r The Azimuth Group Jerry Tweedy (469) 583-3602 itweedy(a�azimuthgrp.com Dallas TX 75205 -:5 Plante & Moran, PLLC Adam Rujan (800) 544-0203 adam.ruian(a)plantemoran.com Southfield MI 48034 CONTRACT Reference Bid: RFP 11-05, Information Technology Project Implementation & Management Services Contractor: Plante & Moran, PLLC Term: 1 year with 4 automatic renewal options • This contract executed this J_ day of j1.LN, 2011, between the City of Fayetteville, Arkansas, and Plante & Moran, PLLC. In consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for Information Technology Project Implementation & Management Services WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 11-05 (herein after referred to as Request for Proposal or RFP), City has awarded this contract to Plante & Moran, PLLC; and WHEREAS, Plante & Moran, PLLC has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Information Technology Project Management Services , as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP and attached in Appendix A. RFP 11-05, Information Technology Project Implementation & Management Services Page 1 of 6 3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days written notice by either party. 4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties. 5. Assignment and Subcontracting: Plante & Moran, PLLC shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, Plante & Moran, PLLC shall provide written notice to the City within thirty (30) business days of such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days notice to Plante & Moran, PLLC of the intent to cancel, or with cause if at any time Plante & Moran, PLLC fails to fulfill or abide by any of the terms or conditions specified. Failure of the Plante & Moran, PLLC to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify Plante & Moran, PLLC of such occurrence and the Contract shall terminate on the last day of the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice because of budgetary issues. RFP 11-05, Information Technology Project Implementation & Management Services Page 2 of 6 7. Compensation: As compensation for Plante & Moran, PLLC providing services to the City as described herein, the City shall pay Plante & Moran, PLLC in arrears, based on the submission of invoices for work completed and properly authorized. City shall pay Plante & Moran, PLLC in an amount not to exceed $185,000.00 for services listed in RFP 11-05. In addition to payment for services, City shall pay Plante & Moran, PLLC authorized and pre -approved travel expenses. 8. Permits & Licenses: Plante & Moran, PLLC shall secure and maintain any and all permits and licenses required to complete this contract. 9. Minimum Insurance Requirements: Plante & Moran, PLLC shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. Plante & Moran, PLLC must provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance of a purchase order or commencement of any work under this contract. Plante & Moran, PLLC shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Plante & Moran, PLLC. 10. Indemnification: Plante & Moran, PLLC shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Plante & Moran, PLLC; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of Plante & Moran, PLLC; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by Plante & Moran, PLLC represents specific consideration for this indemnification obligation. 11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 12. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such RFP 11-05, Information Technology Project Implementation & Management Services Page 3 of 6 determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 13. Scope of Work: Scope is further defined in detail with Appendix A of this contract: 1) Telecommunication Projects & Services (Al & A2): Telecommunications consulting services consist of developing a telecommunications strategic direction for the City and assisting with the implementation. As part of this effort Plante & Moran, PLLC will leverage the information gathered as part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunications at a deeper level to include: a. Define the current carrier environment / Produce a circuit inventory; b. Define the current LAN/WAN environment; c. Define the current telephone system environment: d. Deliver a letter of Telecommunications Strategic Direction, which includes: i. City's carrier contracts and services ii. Tactical issues iii. Telephone system e. Implement Recommendations 2) Email Platform and Help Desk Projects a. Email Platform i. Identify two primary vendor options for a "hosted" email environment ii. Assist in perform high level cost analysis to evaluate the advantages of the preferred option iii. Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain quotes for the service iv. Provide remote project management support to the City / Vendor team in the implementation of a hosted email solution b. Help Desk Assessment i. Conduct a Help Desk detailed assessment ii. Establish staffing, service levels, performance metrics iii. Provide limited oversight as the City implements the changes. RFP 11-05, Information Technology Project Implementation & Management Services Page 4 of 6 3) IT Governance Project (C): Plante & Moran, PLLC will work closely with City Management to design and implement a comprehensive IT Governance approach. Specific steps will include: a. Work with City Management to design an approach to IT governance, including reviewing the governance model and fitting it to existing Fayetteville management processes. b. Establish an IT Steering Committee, including development of a Committee Charter. c. Facilitate the first three Steering Committee meetings, monitor the next three meetings. Discussion items will include IT Policy, IT Spending, Standards, & Major projects and ROI. d. Work with the IT Director to establish his role and to implement our effective IT Liaison approach. e. As part of this process, Plante & Moran, PLLC will include ongoing management development activities designed to develop the executive level skills and abilities of the City's CIO. 4) Web Enhancement Project (D): Plante & Moran, PLLC will assist City Purchasing to: a. Contract with a web developer who can program in "cold fusion". b. Contract with a payment processing vendor to process transactions; c. Develop a manual/semi-automated process to transfer transaction data from the payment processing vendor into the current accounting system. 5) ERP Needs Assessment, RFP Development & System Selection: Plante & Moran, PLLC will leverage City staff to assist in defining system requirements, developing an RFP document, solution selection, statement of work, contract negotiations and implementation phases of the project. a. ERP Needs Assessment b. ERP Request for Proposal Development c. ERP Evaluation and Selection of Vendor d. ERP Statement of Work and Contract Negotiations 14. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 15. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of RFP 11-05, Information Technology Project Implementation & Management Services Page 5 of 6 Fayetteville, Plante & Moran, PLLC will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. 16. Documents Comprising Contract: The contract shall include this Agreement for Information Technology Project Implementation & Management Services and attached Appendix A, as well as the following documents, which are incorporated herein by reference: 1) City of Fayetteville's Request for Proposal and all of its addenda and attachments issued in reference to RFP 11-05; 2) Plante & Moran, PLLC 's Certificate of Insurance as required, listing the City as an additional insured; 3) Plante & Moran, PLLC's Proposal. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their above listed order. WITNESS OUR HANDS THIS I 51 DAY OF , 2011. PLANTE & MORAN, PLLC By: 4 Printed Contractor Name & Title AT Company Secretary 74©b o r rl ftw Business Address M. Y363(/ City, State & Zip Code Date Signed: 1 •7. 1/ CITY OF FAYETTEVILLE, ARKANSAS c L NELD JO , Mayor ATTEST: Sondra Smith, City Clerk nrrr►h,i Date Signed: _ • s iLLE• -_ ;FAYETTEV O ` RFP 11-05, Information Technology Project Implementation & Management Services Page 6 of 6 plantete moran Aep-eAdI)c A June 2, 2011 City of Fayetteville Ms. Andrea Foren, Purchasing Agent Purchasing Division — Room 306 113 West Mountain Fayetteville, AR 72701 Dear Ms. Foren Plante & Moran, PLLC 27400 Northwestern Highway P.O. Box 307 Southfield, MI 48037-0307 Tel: 248.352.2500 Fax: 248.352.0018 ptantemoran.com As we discussed, Plante & Moran, PLLC is pleased to modify our Proposal (RFP 11-05) to provide Information Technology Project Implementation and Management Services. We have modified the pricing to exclude travel expenses from the hourly rates. Travel willbe reimbursed as needed and approved by the City. Also, we will be invoicing on a time and materials basis, up to the not to exceed budget of $185,000 over the next 18 months. The attached edits include modifications to our originally proposed scope of services, and estimated hours, in order to complete the essence of each requested service withinthe budget available. We do assume the active participation of City Purchasing staff and to a lesser extent some City IT resources. I believe that this modified proposal will substantially meet the goals and objectives established for each project. Given your immediate time requirements, I propose that as an initial project step we will develop a more detailed project workplan to cover these services over the next 18 months. Please feel free to call me if you have any questions at 248-223-3328. Very truly yours, P.LANTE & MORAN, PLLC Adam Rujan, Partner Praxity° MEMBER ULOS L. A LANCE: Of 1001'000001 E 11MS 1:�a"€11 a(fl to Provide 11"11:€)I"inat100 YT echo to 13t(?; Ct IP plenl ntal0111 Old. `1ana€ ct'll 01 3t/ IE: Pricing and Calendar Our fee is based on a blended rate of $205 per hour for the estimated number of hours expected to complete project activities. Our subcontractor, Accio offers 2 rates based on skill set, $175 and $135. Travel related costs will be billed in addition to our professional services fees. Specific rates include: Project Director: $205/hour Project Manager: $205/hour Senior Consultant: $205/hour Consultant: $205/hour The expected level of effort and project duration are listed below: Short Term (July — Dec 2011): Telecommunications (Al & A2) 120 QI Email Platform Assessment (B1) 120 Q1-2 Help Desk Service Audit (B2) 80 Q2 IT Governance (C) 160 Q1.-2* Website Enhancements (D) 120 Q1-2 Long Term (Jan — Dec 2012): ERP Needs Assessment (Al) included** ERP Selection (A2) 350 Calendar 2012** Management Development Included in C above * * * *Actual elapsed time will be 12 months ** Abbreviated ERP needs assessment incorporated within ERP selection. Actual elapsed time will be 12- 24 months for full ERP implementation beyond the selection process *** Actual elapsed time will be 12 — 18 months — activities incorporated within IT Governance 2 Plante moran Informal on iealmologv oicct In'if1 t 111 11 <§s. n and \4 agrnant orviaa 1 €i«"O m uni .. ti?a f S " ec.ts/S < ices(Al Our telecommunications consulting services consist of developing a telecommunications strategic direction for the City and assisting with the implementation. As part of this effort we would leverage the information gathered as part of the original IT Assessment plus pursue further investigation to analyze the City's telecommunications at a deeper level to include: 1. Define the current carrier environment / Produce a circuit inventory: Inventory the carrier bills and identify of all lines/circuits by billed account. This sets the stage to "right -size" the City's telecom bills, address poor rates, and address contract expiration issues. We would also look to identify problems, constraints, and out -dated offerings within the current service mix. 2. Define the current LAN/WAN environment: Identify and evaluate any constraints or additional investment the City should be aware of in order to support changes to their future telecommunications environment. 3. Define the current telephone system environment: Identify the type, age, size, and important characteristics of the telephone systems serving the City. Address how these systems do or do not integrate to meet the City's needs. Identify the current state, support, and direction of these offerings. 4. Deliver a letter of Telecommunications Strategic Direction: We will submit a letter addressing: a. City's carrier contracts and services: We will identify services that are no longer rate - optimized or are off -contract, opportunities to leverage and optimize the City's telecom spend, opportunities to identify and eliminate un-used services, and opportunities to transition legacy services to current/appropriate offerings. b. Tactical issues: Periodic service disruptions are being incurred due to Wide Area Network (WAN) TI circuit outages due to rain/moisture problems. Reliability and bandwidth constraints on the WAN Ti circuits (1.54 Mbps) are pressing the City to consider alternatives including a capital intensive fiber optic build between sites. We will review courses of action to resolve immediate issues while considering WAN options for minimizing capital expenditures. c. Telephone system: The City uses Plexar/Centrex, Nortel, and Cisco voice telecommunications systems/services. We will provide recommendations regarding direction and moving the City forward with its telecommunications services. 5. Implement Recommendations: We will work with the City Purchasing Department to develop an RFP and bid Telecommunication services, as appropriate. We will work closely with your office, and obtain authorization prior to implementing any recommendations. We anticipate an on -site meeting early in the project to gather and review information and interview key individuals. The project will be staffed primarily by Mr. Ted Mallires our telecommunications expert. Plante moran 11ri17{:is,fl to Podc Information Technology Proiect implementation and Management Serviccs I't'em 2: Email Ptatforrn and Hetp Desk Projects The major steps associated with these projects are as follows: B 1 — Email Platform • Identify two primary vendor options for a "hosted" email environment • Assist in perform high level cost analysis to evaluate the advantages of the preferred option • Assuming a favorable finding, assist City Purchasing to work with IT staff to obtain quotes for the service • Provide remote project management support to the City / Vendor team in the implementation of a hosted email solution B2 — Help Desk Assessment • Conduct a Help Desk detailed assessment • Establish the following: o Staffing o Service Levels o Performance Metrics • Provide limited oversight as the City implements the changes. 4 Plante moran v: fTs ti ,i s'oieJaitzo of l i ...tt c. Y an . 1_aic. 17nt . er c, Item : ii Governance Project Plante & Moran will work closely with City Management to design and implement a comprehensive IT Governance approach. Specific steps will include: • Work with City Management to design an approach to IT governance, including reviewing the governance model and fitting it to existing Fayetteville management processes. • Establish an IT Steering Committee, including development of a Committee Charter. • Facilitate the first three Steering Committee meetings, monitor the next three meetings. Discussion items will include: o IT Policy o IT Spending o Standards o Major projects and ROT • Work with the IT Director to establish his role and to implement our effective IT Liaison approach. • As part of this process, we will include ongoing management development activities designed to develop the executive level skills and abilities of the City's CIO. 5 Plante moran Poposa 1 to Pro, h"Ic Information i.echnolog? Project h'I"Pi inellintn:m and rvllanagcment Services. ter{ 4: Web Enhancement Project (D) Expand the City website. There appears to be significant citizen demand to pay bills and order services online. The website currently allows for online utility payments. This project will expand the existing website to offer more functionality, like accepting orders and payments for trash bins. This is a temporary solution, the "permanent" solution will be to utilize the functionality which will be resident in the new ERP system (full implementation is at a minimum 2-3 years away). Plante and Moran will assist City Purchasing to: Contract with a web developer who can program in "cold fusion". This is an older language, but still available. The cost to add links for 3-4 applications should be less than $25,000. We will work with City Purchasing and IT staff to develop specifications. • Contract with a payment processing vendor to process transactions; typical costs are two to three percent of transaction value. We will contact the City's current banker(s) to identify potential vendors. Vendors may include Payflow Pro (PayPal), Authorize.net and SkipJack. Develop a manual/semi-automated process to transfer transaction data from the payment processing vendor into the current accounting system. Remember, this is a temporary solution. A fully integrated solution will likely be purchased and implemented with the replacement of the ERP system. This is a fast, low cost solution to providing the citizens with greater online services, as desired by City leadership. If feasible, the Parking Dept application will be integrated into the solution. Plante moran y 1:) \)p€ s,ld 1O t"t 'eft"illtlt o r' rchno ogy l'C£?j c t s t ?I) t'IIl€`€?lathin and an €€'L'.me 1 5ervica ftem 5: ERP Needs Assessment, FP Developmentand System ;election Having performed similar ERP projects for many large, local units of government over the years, Plante & Moran's seasoned project consultants have developed and refined a proven methodology and set of related tools that provide outstanding and valued service to our clients by leveraging best practices while incorporating the unique needs of our clients. Our approach will include engaging a qualified project team to develop, refine and execute a proven project plan to meet the project objectives. Our methodology includes the following phases: ERP Needs Assessment ERP Request for Proposal Development • ERP Evaluation and Selection of Vendor • ERP Statement of Work and Contract Negotiations We will leverage City staff to assist in defining system requirements, developing an RFP document, solution selection, statement of work, contract negotiations and implementation phases of the project. We have a number of tools and templates that can and will expedite the selection process. Plante moran �� City of Fayetteville, Arkansas Purchasing Division — Room 306 113 W. Mountain Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 REQUEST FOR PROPOSAL: RFP 11-05, Information Technology Project Implementation & Management Services DEADLINE: Friday, April 15, 2011 before 2:00:00 PM, local time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Andrea Foren, CPPB, aforen@ci.fayetteviIle.ar.us, 479.575.8220 DATE OF ISSUE AND ADVERTISEMENT: Friday, March 25, 2011 REQUEST FOR PROPOSAL RFP 11-05, Information Technology Project Implementation & Management Services No late proposals will be accepted. RFP's shall be submitted in sealed envelopes labeled "RFP 11-05, Information Technology Project Management Services" with the name and address of the Proposer. All Proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager. Name of Firm: Contact Person: E -Mail: Business Address: City: Signature: State: Title: Phone: Date: Zip: City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 1 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services Advertisement The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms / providers to perform information technology project implementation and management services. To be considered, proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas before Friday, April 15, 2011 at 2:00:00 PM, local time. No late proposals shall be accepted. Proposal forms must be downloaded from the City's web site at http://www.accessfavetteville.orq. All questions regarding the RFP process should be directed to Andrea Foren at aforen ci.fayetteville.ar.us or (479)575-8220. Proposers shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Ark. Code Annotated 22-9-203, the City of Fayetteville encourages all qualified small, minority and women business enterprises to proposal and receives contracts for goods, services, and construction. Also, City of Fayetteville encourages all prospective Proposers to subcontract portions of their contract to qualified small, minority, and women business enterprises. The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein, and all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute an agreement of the Proposer to these conditions. CITY OF FAYETTEVILLE By: Andrea Foren, CPPB Title: Purchasing Agent Ad date: 03/25/2011 City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 2 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services Table of Contents SECTION: PAGE NUMBER Cover Page 01 Advertisement 02 SECTION A: General Conditions 03 SECTION B: Scope of Services and General Information 12 SECTION C: Statement of Disclosure 19 SECTION D: Authorized Negotiator Information 20 SECTION E: Addendum Acknowledgement Form 21 SECTION F: Debarment Certification Form 22 SECTION G: Draft Agreement/Contract 23 SECTION H: Statement of No -Submittal 27 ATTACHMENTS: # OF PAGES Appendix A: Fayetteville IT Assessment Report 86 Appendix B: Internal Auditor IT Report 10 Appendix C: City Organizational Chart 01 Appendix D: City IT Organizational Chart 01 Appendix E: City WAN Chart 01 City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 3 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION A: General Conditions 1. SUBMISSION OF PROPOSAL: a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP. b. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the person(s) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Proposal should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. e. All Proposers shall submit eight (8) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to City employees. f. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. The names of respondents only will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. i. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. j. Proposers should have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer may furnish a reference list of clients for whom they have performed similar services and must provide information as requested in this document. k. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. I. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before 2:00:00 as shown by the atomic clock located in the Purchasing Division Office. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 4 of 27 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals will be considered for all brands that meet the quality of the specifications listed for any items. 4. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City of Fayetteville reserves the right to select the proposal that it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. f. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or proposal data without changing the terms of the proposal. g. The City of Fayetteville reserves the right to make selection of the Proposer to perform the services required on the basis of the original proposals without negotiation. 5. EVALUATION CRITERIA: The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 6. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 7. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 8. CONFLICT OF INTEREST: a. The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract With The City" which states the following: i. An employee of the City shall be permitted to conduct business with the City, provided the contract or job is for services, is submitted as a competitive bid, is approved by the City Council City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 5 of 27 following disclosure of the direct or indirect financial interest of the individual employee, and the total sum payable under the contract does NOT exceed $500.00. b. The Proposer shall promptly notify Andrea Foren, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 9. WITHDRAWL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal, based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 10. LATE PROPOSAL OR MODIFICATIONS: a) Proposal and modifications received after the time set for the proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. 11. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 12. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 13. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 14. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 6 of 27 b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19- 101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case 15. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 16. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 17. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 18. CERTIFICATE OF INSURANCE: The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 19. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its Proposer to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 20. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the Proposer even if the hourly work actually performed by the Proposer would not justify such fee. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 21. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 7 of 27 b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City 22. ASSIGNMENT, SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 23. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 24. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 25. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 26. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 8 of 27 City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 27. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 28. INTEGRITY OF REQUEST FOR PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 29. OTHER GENERAL CONDITIONS: a) Proposer is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b) Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c) Each Proposer should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. d) Proposers must provide the City with their bids signed by an employee having legal authority to submit bids on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. e) The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. f) The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g) If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. h) Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. i) NOTE: Any uncertainties shall be brought to the attention to Andrea Foren immediately via telephone (479.575.8220) or e-mail ( aforen(a�ci.fayetteville.ar.us ). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 9 of 27 work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. j) Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Andrea Foren, City of Fayetteville, Purchasing Agent via e-mail (aforen(u)ci.fayetteville.ar.us) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. k) "Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises." I) At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit an "Authorized Negotiator Form" containing the signature of a duly authorized officer or agent of the Proposer's company empowered with the right to bind and negotiate on behalf of the Proposer for the amounts and terms proposed. m) Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. n) Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. o) The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substan- tially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. p) The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville.. 30. EVALUATION CRITERIA & SELECTION COMMITTEE: A selection committee has been appointed to oversee the selection process, which will include reviewing and evaluating each RFP response, interviewing the top candidates for selection, and any follow-up documentation or information requested from the top candidates. The criteria listed below will be used by the City to evaluate and score responsive and qualified proposals. Proposers shall include sufficient information to allow the City to thoroughly evaluate and score their proposals. Each proposal submitted is not required to be ranked by the selection committee; however, all proposals will be evaluated. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed below, based on the evaluation of the selection committee. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 10 of 27 1) 15% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with information on their organization. 2) 15% Experience, Competence, and Capacity for Performance: Information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. Provide detailed breakdown of subcontractor's staff to be used and how they are to be used to supplement your staff. This section of the evaluation criteria includes the amount of work presently underway for your firm; please present this in your RFP. 3) 35% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing each phase of work. Include with this the amount of work presently underway. The Firm's ability and commitment to complete the project in the timeframe outlined by the City will also be taken into consideration. 4) 20% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with City and others will be used, including quality of work, timely performance, diligence, ability to meet past budgets, and any other pertinent information. Firm will provide a list of similar jobs performed and person whom we can contact for information. 5) 15% Price: Complete pricing to the City for all services described herein. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 11 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION B: Scope of Services and General Information 1) Introduction and Background The City of Fayetteville, Arkansas is seeking sealed proposals from qualified firms I providers to perform information technology project management services. The City contracted with a project management company who assisted with oversight of an IT assessment, which was completed in November of 2010. This IT assessment is attached and included with this RFP as Appendix A. The analysis includes a complete organizational review and evaluation of the City's current IT services and organizational structure which supports core business functions of the City organization, the personnel/staffing requirements necessary for the support of systems, and the governance structures employed to support the operational mission of the Division of Information Technology Services (ITS). While an understanding of the City's IT hardware and software systems are necessary to appropriately accomplish the scope of work, neither a detailed analysis of those systems nor the development of extensive recommendations regarding those systems was requested. Work associated with this study was oriented towards the provision of guidance and deliverables which clearly define those areas that pose the greatest risk and those areas that offer the greatest opportunity for overall improved information technology service delivery in the City of Fayetteville organization. The primary objective of this review is to enable ITS to: • Expand upon existing achievements in transitioning the ITS from a reactive organization to a focus on customers and results; • Provide outstanding customer service to stakeholders internal and external to the Department(s); • Interact with and inform customers, vendors, and others on as routine and as efficient a basis as possible; • Become a greater strategic resource for top management and departments; • Eliminate non -value added tasks and unnecessary costs in business processes; • Reflect "best practices" in all areas of activity. (Information and Technology Assessment, 2010) About Fayetteville Located in the Northwest corner of Arkansas and surrounded by the breathtaking Ozark Mountains, natural beauty frames Fayetteville. With a population over 73,000, and nearing half a million regionally, Fayetteville has all the resources and advantages of a large city, yet its unique quality of life and heritage set it apart. • Home to the University of Arkansas, Fayetteville was positioned at Number 15 in Forbes' annual list of the top 100 metropolitan areas in the nation for businesses. • US News and World Report in its newly released "2011 America's Best Colleges" guide, ranked University of Arkansas' Supply Chain Management and Logistics Specialty among the top 25 nationally. • US News and World Report ranked the University of Arkansas' Sam M. Walton College of Business and the School of Law in the top tier of its 2011 edition of America's Best Graduate School. Other rankings awarded to the City include: • No. 2: Best Cities for Recession Recovery, 2009, Forbes.com • No. 4: Best Places for Business and Careers, 2009 Forbes • No. 6: Smarter Cities Ranking, 2009, Natural Resources Defense Council • No. 7: Best Places to Live, Work and Play, 2008, Kiplinger • No. 7: Top College Sports Towns, 2010 Forbes • No. 9: Healthiest Housing Markets, 2009, Builder magazine City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 12 of 27 Mayor Lioneld Jordan First elected in November of 2008, Lioneld Jordan is serving his first term as Mayor of the City of Fayetteville. He previously served as Vice Mayor for four years and eight years as Alderman from Ward Four, instituting the monthly ward meetings that serve as the model for his Town Hall Meetings as Mayor. Mayor Jordan's priority projects for his first term include developing a comprehensive economic development program focused on Green Jobs that pay a living wage, providing open government that encourages citizen participation, effectively managing the City budget and enhancing the quality of life in Fayetteville by supporting sustainable development, environmental protection, a vibrant arts community, affordable housing, and alternative transportation. Mayor Jordan is an advocate of using technology for enabling citizens to be more closely connected to the City. As part of his open government philosophy, the Mayor maintains an active presence on Facebook that provides citizens a means of direct communication. The City's AccessFayetteville.org website contains a wealth of information regarding current activities, including streaming video of City Council meetings and other events. It serves as an information repository for City documents and information related to City planning. The Mayor's goal for the future is to enable the citizens to meet all their informational and transactional needs with the City via the AccessFayetteville.org website. City Council The Fayetteville City Council is in support of Mayor Jordan's open government philosophy. In their view, technology plays a key role both in serving citizens and facilitating internal operations. Along with the emphasis placed on the City's external website, the Council's goal is for the City to realize internal operating improvements and efficiencies through the effective use of technology. The Council also views as important the City's positioning in regard to making use of open -source software and outside software development resources. Access to City data via data warehousing strategies or open API's is desired in order to ensure an environment that can rapidly adapt to changing demands for information and applications. Information Technology The Information Technology Division operates within the Department of Administration, reporting to the Finance Director. It is made up of two distinct functional areas. 1. IT Operations and Support 2. Geographic Information Systems Operations The Division is the central provider, coordinator and administrator of IT -related applications, hardware and infrastructure for all areas of the City except for Police and Fire. Police and Fire have IT staff reporting directly to their organizations responsible for supporting their specific technology. The Division supports a range of stand alone Utilities that are part of the City's infrastructure. The City has approximately 500 IT users within its overall staff of approximately 750. Approximately 150 of these users reside in Police and Fire. PC desktops are the primary technology interface, with laptops and a variety of mobile devices in use across the City. There is no comprehensive mobile communications strategy in place today. There is no standard desktop image in use. Desktop software purchases may be budgeted and made by City Divisions independent of central IT. The City has at minimum 326 license users of Microsoft Office and 124 licensed users of Adobe Standard or Professional. The City has a number of outlying network locations supported by Ti data lines provided primarily by AT&T. IT planning has been traditionally aligned with the City's annual budget process. Operations and support historically have primarily focused on the major applications in use by the City. City of Fayetteville, AR REP 11-05, Information Technology Project Implementation & Management Services Page 13 of 27 New World Financials and Utilities (AS/400) ➢ Hansen Public Safety ESRI GIS ➢ EMC Documentum - Document Management ➢ Novell GroupWise On -going or planned projects for the next 12 months currently include: ➢ Data center server virtualization and migrations Network Core Switch replacement ➢ Installation of fiber to certain remote network sites y Time and Attendance software AS/400 Hardware replacement/upgrade ➢ New World Utility Billing Software Upgrade y New World Systems Parking Management software upgrade ➢ GIS ArcServer Upgrade - Upgrade and migrate the GIS SDE SQL server and data. ➢ Paperless utility billing 2) Scope of Work Immediate Proiects (One- to two-year implementation timeline): A-1: Telecommunications - AT&T has multiple contracts with the City of Fayetteville that are either end of the contract term, or are on stand alone individual contracts. The IT Assessment conducted by the City of Fayetteville and Plante & Moran, PLLC identified high service interruptions of South Side lines.' The City wishes to consolidate contracts and negotiate for a more stable solution (or build a fiber line to address the South Side lines). A-2: Telecom Service improvements - Evaluate and develop a Telecom Program which plans the re -organization of telecommunication activities, purchases, etc. from the Parking & Telecommunications Division to the IT Division. This project will also evaluate current vendors, and develop a plan for vendor selection. Cisco and Nortel are both current providers to the City of Fayetteville --one within the IT Division and one within the Telecommunications Division. The project manager would also need to develop an implementation program for IP phone implementation. B-1: Evaluate cloud computing technology for office applications, including email. Evaluate these hosted solutions versus internal housing of applications and email, and develop a plan and cost to implement the final decision. B-2: Increase IT Basic Service Levels by establishing helpdesk metrics/standards for addressing computer requests, the purchase/deployment of desktop computers, email issues, system speed, and remote access. In addition, the project manager will establish standard build criteria for various user group needs, a project plan for the implementation of virtualization desktops and deployment of desktops, and protocols for security, passwords, individual email box storage limits, etc. C: Establish an IT Governance process that accomplishes the following: 1) clearly establishes IT Leadership around IT purchases and the IT vision for the organization; 2) evaluates return on investment for IT requested items; and 3) ensures that business processes have been analyzed and evaluated for efficiencies to ensure desired features and system benefits are evaluated against new system purchases rather than purchasing systems to handle costly, inefficient, or unproductive business processes. D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets on - City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 14 of 27 line, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Lona Term Projects (Three- to five-year implementation timeline): A-1: Establish features and functions needs list for the future selection of an ERP System. Work with City Staff members in the Internal Consulting and Internal Audit divisions to understand business processes and identify areas where business analysis needs to be conducted to ensure that the business processes are defined, documented and evaluated for efficiency, so that during the system selection process the committee clearly understands system needs. A-2: Research and evaluate the existing ERP Solution and coordinate the development of a project plan for the long term replacement of our existing ERP system. This plan should include the writing of a detailed RFP, which clearly outlines system needs, identifies the management committee members to be involved in the system selection process, solicits potential vendors that can meet the City's needs, participates in the system selection of an ERP Vendor, establishes an implementation schedule, and identifies the system purchase and implementation cost. Management Development Services -Ongoing through all of the projects A: The Chief Information Officer (CIO) of the information technology project will report directly to the City of Fayetteville's Chief of Staff and Finance Director and work with the City's IT Division Manager on the implementation of IT Strategies and performance requirements. In addition, the CIO will provide coaching and management development skills to the IT Division Manager that enable the IT Manager to develop project management best practice skills, staff scheduling & performance accountability skills, project prioritization, Capital Improvement Plan development, and IT Governance leadership. 2) City Technology Goals 2.1 Statement from the Mayor's 2010 State of the City Address - Technology Goals Directional Statement - Key Goals and Objectives of the City of Fayetteville "We will invest in our technology infrastructure to make government more efficient, to save taxpayers money, and to make the City government more accessible and responsive." 2.2 City of Fayetteville Technology Goals Make effective use of technology to enable the City of Fayetteville to: • Improve operational effectiveness, efficiencies and responsiveness in all areas of City operations, with internal only or external facing to the citizens. • Improve labor efficiencies and reduce or prevent the need for future staff additions Provide on-line facilities for citizens use in conducting business with the City • Represent excellence in environmental stewardship - minimizing to use of paper and consumption of resources 3) City Provided Resources 3.1 City staff will provide support only. Consultant will provide hands-on services to obtain objectives as outlined in the scope of work as opposed to only providing leadership. 3.2 IT staff will make themselves and IT resources available for review/discussion 3.3 The City will provide needed workspace and meeting facilities 3.4 The City will assist in coordinating resources and scheduling meetings as needed City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 15 of 27 4) Qualifications 4.1 Please list relevant projects which best exemplify your qualifications for this Project, including but not limited to experience with IT related project management 4.1.1 For areas defined in the scope of work, please prepare a Project Summary table organized in the following manner: 1. Name of project. 2. Project Type and size. (Strategic, New Implementation & Deployment, etc.). 3. Project location. 4. Budget Creation and Management activity. 5. Total project cost. 6. Selection and Management of Consulting Services activities (if any) during the project 7. Written Project description. 8. Delivery method. 9. A statement acknowledging if the project was completed on time and on budget. 10. Describe the services your firm provided including the Team Members who were actually involved in the project and their role. 11. Contact information for the Client contact person or project manager. 4.2 Firm must be experienced in providing IT consulting services for state, county or municipal government as well as for general business. 4.3 Background information must be provided for each resource that would be assigned to work on this project, including: 4.3.1 Name and Title 4.3.2 Referenced Projects participation 4.3.3 Potential Project Role 4.3.4 Years Experience with firm or other firms / companies: a. Consulting b. Other (describe) 4.3.5 Education: Degree(s)/Year/Specialization 4.3.6 Current Certification(s) / Registration(s) 4.3.7 Other Experience & Qualifications relevant to the proposed project 5) RFP Response Format All Proposers shall submit eight (8) original copies of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended but not required. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted. Electronic copies shall not be submitted via e-mail to ANY City employees. Proposals should be no more than twenty five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. The following items will not count toward the page limitations: appendix, cover sheet, letter of transmittal, resumes (no more than 1 page per person), and forms provided by the City for completion. The contents should be labeled as listed below. 8.1 Cover Sheet 8.2 Table of Contents City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 16 of 27 8.3 Letter of Transmittal 8.3.1 Submitted on the provider's letterhead - no more than four (4) pages 8.3.2 Concisely state the provider's understanding of the services required by the City 8.3.3 Provide a summary of why the Respondent believes itself to be the most qualified 8.3.4 A statement granting the City and its representatives authorization to contact any previous client of the Respondent (or a Respondent's Team Member) for purposes of ascertaining an independent evaluation of the Respondent's or a Respondent's Team member's performance 8.3.5 Additional relevant information not requested elsewhere in this RFP 8.3.6 A statement indicating that to the best of the Respondent's abilities, all information contained in the RFP submittal is complete and accurate 8.3.7 The signature of the letter shall be that of a person authorized to represent and bind the firm/provider 8.4 Executive Summary 8.5 Firm Qualifications, including: 8.5.1 Firm Overview, including: a. Areas of specialization b. Firm history c. Location of home and branch offices; d. Principal officers of the firm e. Type of organization: Individual or sole proprietorship, professional corporation, partnership, joint venture, etc. 8.5.2 Project References 8.5.3 Proposed Project Staffing 8.5.4 Other relevant information not otherwise requested 8.5.5 Proof of insurance — The firm shall provide and maintain in force at all times during the term of the contract contemplated herein insurance for: a. Workers' Compensation as required by Arkansas State Law, Commercial b. General Liability, & Automobile Liability. c. Proof of such shall be submitted prior to award of contract 8.6 Project Approach 8.6.1 Proposed Project Charter statement 8.6.2 Summary Overview of Approach 8.6.3 Critical success factors 8.6.4 Quality review process 8.6.5 Project team - roles and responsibilities 8.6.6 Project calendar, including: a. High level work plan b. Anticipated days on -site c. Timing of specific resource involvement 8.6.7 Communication strategy City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 17 of 27 8.6.8 Project risk assessment 8.6.9 Proposed deliverables 8.7 Pricing 8.7.1 Pricing shall be presented on an hourly basis. It is the intent of the City to contract for a minimum of forty (40) hours up to a maximum of sixty (60) hours per month. 8.7.2 Hourly rates should be provided for all resources that will be assigned to the project. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 18 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION C: Statement of Disclosure — To Be Submitted With ALL Proposals This page does not count towards page limitations set forth in this request for proposal or bid. Proposer must disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Your response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain) PLEASE FILL OUT THE SECTION BELOW AND SUBMIT THIS FORM WITH YOUR BID OR PROPOSAL: 1.) I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and 2.) My organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. Printed Name Signature Date City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 19 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION D: Authorized Negotiator Information — To Be Submitted With ALL Proposals At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. PART I: Primary Contact Information: Name of Firm: Name of Primary Contact: Title of Primary Contact: Phone#1 (cell preferred): E -Mail Address: PART 2 Contact for Legally: Binding Contracts; Phone#2: Is the primary contact (listed in Part I) able to legally bind contracts? YES NO (circle one) If no, please list contact that can legally bind a contract for the firm: Name: Title: Phone#1 (cell preferred): E -Mail Address: Date: Signed: Phone#2: City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 20 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION E: Addendum Acknowledgement Form Please acknowledge receipt of addenda for this invitation to bid or request for proposal by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. I ADDENDUM NO. I SIGNATURE AND PRINTED NAME I DATE RECEIVED Note: Prior to submitting the response to this solicitation, it is the responsibility of the firm submitting a response to confirm if any addenda have been issued. If such document(s) has been issued, acknowledge receipt by signature and date in the section above. Failure to do so may result in being considered non- responsive. Information regarding addenda issued is available on the City of Fayetteville website under the Purchasing Division at www.accessfaVetteville.org by selection "Bid's, RFP's, and RFQ's" under the "Business" heading. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 21 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION F: Debarment Certification Form - THIS FORM SHALL BE SUBITTED WITH ALL PROPOSALS As an interested party on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Debarment: Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Your signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME: COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: PHONE: FAX: SIGNATURE: DATE: NOTICE: CAUSE: Debarment by an agency pursuant to FAR 9.406-2, GPO Instructions 110.11A, or PS Publication 41, for one or more of the following causes (a) conviction of or civil judgment for fraud violation of antitrust laws, embezzlement, theft, forgery, bribery, false statements, or other offenses indicating a lack of business integrity; (b) violation of the terms of a Government contract, such as a willful failure to perform in accordance with its terms or a history of failure to perform; or (c) any other cause of a serious and compelling nature affecting responsibility. (See Code N- Debarment pursuant to FAR 9.406 2(b)(2) Drug Free Workplace Act of 1988.) TREATMENT: Contractors are excluded from receiving contracts, and agencies shall not solicit offers from, award contracts to renew or otherwise extend the duration of current contracts, or consent to subcontracts with these contractors, unless the City determines that there is a compelling reason for such action. Government prime contractors, when required by the terms of their contract, shall not enter into any subcontract equal to or in excess of $25,000 with a contractor that is debarred, suspended, or proposed for debarment, unless there is a compelling reason to do so. Debarments are for a specified term as determined by the debarring agency and as indicated in the listing. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 22 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION G: Draft Agreement/Contract This contract executed this day of , 2011, between the City of Fayetteville, Arkansas, and Contractor .In consideration of the mutual covenants contained herein, the parties agree as follows. WITNESSETH: WHEREAS, City has previously determined that it has a need for Information Technology Project Implementation & Management Services WHEREAS, City, after soliciting competitive proposals for such services pursuant to City of Fayetteville RFP 11-05 (herein after referred to as Request for Proposal or RFP), City has awarded this contract to Contractor; and WHEREAS, Contractor has represented that it is able to satisfactorily provide these services according to the terms and conditions of the RFP, which are incorporated herein by reference, and the terms and conditions are contained herein; and NOW THEREFORE, in consideration of the above and mutual covenants contained herein, the parties agree as follows: 1. Information Technology Project Management Services , as requested and more specifically outlined in the RFP, this agreement, and all subsequent official documents that form the Contract Documents for this Agreement. 2. Time of Service: Services shall be performed in a timely manner, as specified in the RFP. 3. Term of Agreement: Services performed pursuant to this Contract shall commence upon execution of this agreement and continue until project is complete, unless canceled or terminated within thirty (30) days written notice by either party. 4. Amendment of Contract: This Contract may be amended only by mutual agreement of the parties. 5. Assignment and Subcontracting: Contractor shall perform this contract. No assignment or subcontracting shall be allowed without the prior written consent of the City. In the event of a corporate acquisition and/or merger, Contractor shall provide written notice to the City within thirty (30) business days of City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 23 of 27 such notice of action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a Proposer, which has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purposes of this Agreement. 6. Cancellation: The City of Fayetteville reserves the right to cancel this Contract, without cause, by giving thirty (30) days notice to Contractor of the intent to cancel, or with cause if at any time Contractor fails to fulfill or abide by any of the terms or conditions specified. Failure of the Contractor to comply with any of the provisions of this contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source any services which have not been provided within the period of time stated in the proposal, or if no such time is stated, within a reasonable period of time from the date of order or request, as determined by the City. In the event that sufficient budgeted funds are not available for a fiscal period, the City shall notify Contractor of such occurrence and the Contract shall terminate on the last day of the then current fiscal period without penalty or expense to the City. The City reserves the right to terminate within the thirty (30) day notice because of budgetary issues. 7. Compensation: As compensation for Contractor providing services to the City as described herein, the City shall pay Contractor in arrears, based on the submission of invoices for work completed and properly authorized. 8. Permits & Licenses: Contractor shall secure and maintain any and all permits and licenses required to complete this contract. 9. Minimum Insurance Requirements: Contractor shall maintain insurance in at least the amounts required in the RFP throughout the term of this contract. Contractor must provide a Certificate of Insurance in accordance with the insurance requirements listed within the RFP, evidencing such coverage prior to issuance City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 24 of 27 of a purchase order or commencement of any work under this contract. Contractor shall ensure that any subcontractors or persons hired by subcontractors maintain the same level of insurance coverage as Contractor. 10. Indemnification: Contractor shall indemnify, pay the cost of defense, including but not limited to attorneys' fees, and hold harmless the City from all suits, actions or claims of any character brought on account of any injuries or damages received or sustained by any person, persons, or property by or from the said Contractor; or by, or in consequence of any neglect in safeguarding the work; or on account of any act or omission, neglect or misconduct of Contractor ; or by, or on account of, any claim or amounts recovered under the Workers' Compensation Law or of any other laws, by-laws, ordinances, order of decree, except only such injury or damage as shall have been occasioned by the sole negligence of the City of Fayetteville. The first ten dollars ($10.00) of compensation received by Contractor represents specific consideration for this indemnification obligation. 11. Governing Law & Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. 12. Severability: The terms and conditions of this agreement shall be deemed to be severable. Consequently, if any clause, term, or condition hereof shall be held to be illegal or void, such determination shall not affect the validity of legality of the remaining terms and conditions, and notwithstanding any such determination, this agreement shall continue in full force and effect unless the particular clause, term, or condition held to be illegal or void renders the balance of the agreement impossible to perform. 13. Changes in Scope or Price: Changes, modifications, or amendments in scope, price, or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 14. Freedom of Information Act: Documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, Contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.) Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 25 of 27 15. Documents Comprising Contract: The contract shall include this Agreement for Information Technology Project Implementation & Management Services as well as the following documents, which are incorporated herein by reference. a. City of Fayetteville's Request for Proposal and all of its addenda and attachments issued on __________,2011; b. Contractor's Certificate of Insurance as required, listing the City as an additional insured; c. Contractor's Proposal. If there is a conflict between the terms of this Agreement and the above referenced documents, the conflict shall be resolved as follows: the terms of this Agreement shall prevail over the other documents, and the terms of the remaining documents shall be given preference in their above listed order. WITNESS OUR HANDS THIS DAY OF , 2011. CITY OF FAYE.TTEVILLE, FAYETTEVILLE, ARKANSAS LIONELD JORDAN, Mayor Attest: Sondra Smith, City Clerk CONTRACTOR NAME AND TITLE ATTEST: COMPANY SECRETARY BUSINESS ADDRESS City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 26 of 27 City of Fayetteville RFP 11-05, Information Technology Project Implementation & Management Services SECTION H: Statement of No Submittal — If Applicable In order to assist the Purchasing Division of Fayetteville in evaluating and improving our solicitation process, we are asking for completion of this form and returning via fax or e-mail. By submitting this form, it will assist us in evaluating all response, improving our bid solicitation process, and to maintain a positive relationship with our vendors. We, the undersigned, have declined to bid for the following reason(s): 1. We do not offer this service/product Our schedule would not permit us to perform. 3 Unable to meet specifications 4. Insufficient time to respond to the Invitation to Bid 5. 6. *NAME OF FIRM: *BUSINESS ADDRESS: *CITY: *PHONE: *E-MAIL ADDRESS: *BY:( PRINTED NAME) *AUTHORIZED SIGNATURE: *TITLE: We are unable to meet bond requirements Other (Explain) *PLEASE LIST OTHER COMMENTS BELOW: *STATE: *ZIP: FAX: *DATE: *Please note: We appreciate your feedback on this form and are very interested in your reason for not bidding. Please do not hesitate to contact us at 479-575-8220 if you have questions, comments, or concerns regarding these bid documents. City of Fayetteville, AR RFP 11-05, Information Technology Project Implementation & Management Services Page 27 of 27 VeW1Il THE CITY OF FAYETTEVILLE, ARKANSAS ARKANSAS City of Fayetteville - Purchasing Division Mountain - m 306 RFP 11-05, Addendum 1 113 W. Roo Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Tuesday, April 05, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. This question was asked from an interested vendor and the response to that vendor is hereby provided to all interested parties. Question: On requirement D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets online, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Is this asking the winning vendor to do the coding of the short-term web -site enhancements or the Project Management and implementation of the enhancements using the City's web programmers? Answer: In the Final IT Assessment report the City Council recently contracted, it was recommended, that the City might look for some Short-term solutions that might bridge a gap between, providing some Citizen E -Business applications for payment of bills, parking tickets, parking monthly passes, facility reservations, solid waste dumpster payments, etc., prior to the City o Fayetteville being ready to select and implement a new full ERP system that might handle these types of E - Business electronic transactions long term. We would like for the contracting company to research possible short-term, low cost solutions, develop a project plan of implementation, and work with various accounting staff to minimize back -end work to get business transactions entered into the City's financial statements. Some of the work might be contracted, some of the work might be handled by City of Fayetteville IT programmers, some might be handled by the company selected and awarded this RFP. All options will be considered against other priorities, and cost of work. The determination on whether to do this internally with programming staff, or with the selected contractor would be determined based on project work load, most cost effective method. As a reminder, the list of projects outlined in the scope of work within this RFP is a list of possible projects. While this is an area we wish to address, other projects may take priority over this specifically outlined item, and the selected contracting company may not work on this item at all - dependent upon on final management decisions of priorities. Acknowledge Addendum #1: Printed Name: Signature: Title: Date: Page 1 of 1 Telecommunications Device for the Deaf TDD (479) 521- 1316 Company: 113 West Mountain - Fayetteville, AR 72701 'ttv1e ACtKAESA5 THE CITY OF FAYETTEVILLE, ARKANSAS City of Fayetteville — Purchasing Division RFP '11 -05, Addendum 2 113 W. Mountain — Room 306 Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteviIle.ar.us Date: Wednesday, April 6, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside cover of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. 1.) Clarification on proposal pricing - Proposers should adhere to the following requirements when providing pricing fees in all proposals: All Proposers need to list hourly rates only, based on various skill sets for each experience level of employee. Therefore, Proposers can submit different hourly rates as long as a description for the skill level for each hourly rate is described. For instance management coaching and project assessment might be a higher level individual and higher rate, than some of the other work provided. Proposers are not required to provide an estimated number of hours per individual project listed. The City is looking to contract a minimum of 40 hours and a maximum of 60 hours per month. Proposals will be evaluated for price based on the hourly rates provided. Hourly rates shall not include any travel expenses. Travel expenses will be reimbursed based on actual cost incurred by the Proposer as approved by the City. 2.) Clarification on scope of work - It is the intent of the City of Fayetteville to contract with a single entity capable of providing information technology project implementation and management services for all individual projects listed in the RFP. On site time and expected budget for this project have not been established at this time. All Proposers need to submit a minimum of three (3) references for similar work performed. Paae 1 of 1 Acknowledge Addendum #2: Printed Name: Signature: Telecommunications Device for the Deaf 108(479)521-1316 Title: Date: Company: THE CITY OF FAYETTEVILLE, ARKANSAS RKANSA City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 Fayetteville, AR 72701 Phone: 479.575.8220 C -Mail: aforen@ci.fayetteville.ar.us Date: Tuesday, April 05, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside c over of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. This question was asked from an interested vendor and the response to that vendor is hereby provided to all interested parties. Question: On requirement D: Develop a project plan and implement short-term web -site enhancements for citizens to be able to conduct business in various situations. Some of those requested areas of service are the payment of parking tickets online, emailed utility billing, reservations of Park amenities (tennis courts, pavilions, practice fields, etc.), HR Activities around applications for employment and open job searches, employee benefits enrollment, and other identified e -business needs for citizens. Is this asking the winning vendor to do the coding of the short-term web -site enhancements or the Project Management and implementation of the enhancements using the City's web programmers? Answer: In the Final IT Assessment report the City Council recently contracted, it was recommended, that the City might look for some Short-term solutions that might bridge a gap between, providing some Citizen E -Business applications for payment of bills, parking tickets, parking monthly passes, facility reservations, solid waste dumpster payments, etc., prior to the City o Fayetteville being ready to select and implement a new full ERP system that might handle these types of E - Business electronic transactions long term. We would like for the contracting company to research possible short-term, low cost solutions, develop a project plan of implementation, and work with various accounting staff to minimize back -end work to get business transactions entered into the City's financial statements. Some of the work might be contracted, some of the work might be handled by City of Fayetteville IT programmers, some might be handled by the company selected and awarded this RFP. All options will be considered against other priorities, and cost of work. The determination on whether to do this internally with programming staff, or with the selected contractor would be determined based on project work load, most cost effective method. As a reminder, the list of projects outlined in the scope of work within this RFP is a list of possible projects. While this is an area we wish to address, other projects may take priority over this specifically outlined item, and the selected contracting company may not work on this item at all - dependent upon on final management decisions of priorities. IAcknowledge Addendum #1: 1 of I Telecom unications Device for the Deaf TDD (479) 521.1316 Printed Name: Signature: Title: Date: Company: 113 West Mountain . Eeyetteviite, .R 72701 City of Fayetteville — Purchasing Division 113 W. Mountain — Room 306 R F P 11-05, Addendum 2 Fayetteville, AR 72701 RFP 11-05, Information Technology Project Implementation & Management Services Phone: 479.575.8220 E -Mail: aforen@ci.fayetteville.ar.us Date: Wednesday, April 6, 2011 To: All interested parties From: Andrea Foren, CPPB, Purchasing Agent Notice: This addendum is hereby made a part of the bid documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. Addendum should be attached to the inside c over of the bidding documents, signed, and dated. THIS INFORMATION IS HEREBY ADDED AS FURTHER CLARIFICATION AND INSIGHT TO THE CITY OF FAYETTEVILLE'S RFP. 1.) Clarification on proposal pricing - Proposers should adhere to the following requirements when providing pricing fees in all proposals: All Proposers need to list hourly rates only, based on various skill sets for each experience level of employee. Therefore, Proposers can submit different hourly rates as long as a description for the skill level for each hourly rate is described. For instance management coaching and project assessment might be a higher level individual and higher rate, than some of the other work provided. Proposers are not required to provide an estimated number of hours per individual project listed. The City is looking to contract a minimum of 40 hours and a maximum of 60 hours per month. Proposals will be evaluated for price based on the hourly rates provided. Hourly rates shall not include any travel expenses. Travel expenses will be reimbursed based on actual cost incurred by the Proposer as approved by the City. 2.) Clarification on scope of work It is the intent of the City of Fayetteville to contract with a single entity capable of providing information technology project implementation and management services for all individual projects listed in the RFP. On site time and expected budget for this project have not been established at this time. All Proposers need to submit a minimum of three (3) references for similar work performed. Acknowledge Addendum #2: Printed Name: Signature: 1 of I Telecommunications Device for the Deaf TDD (479) 521-1316 I Title: Date: Company: equisition o.. a e: City Of Fa]/@ teviHe Purchase Order (PO) Requ@ St /13/201 6 1 (Not a Purchase Orcler) O Number: xpec e e ivery Date: <,...All purchases under 25Q0 shall be used on a P Card unless medical of 1099 service related (Call x256 with questions) AJ►Q Regtestsha►l be scanned to the Purchasing email Purchasrhg@c1 ayetteviltear us": , ......' ..... Vendor #: ' Vendor Name ." Mail 20398 " . Plante & Moran PLLC . Yes:_ No:_ Address: Fob Point: Taxable Quotes Attached Yes:_ No:_ Yes: No: City: State: Zip Code: Ship to code: Divison Head Approval: 149 Requester: Requester's mployee # "". . Extension Don Marr 3251. 3.3Q . Item Description Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject # Inventory # Fixed Asset # 1 IT Contract Services 1 " Lot 205,000.00 $205,000;00 4470-9470-5315 00 2 $0.00 3 $0.00 4 $0.00 5 $0.00 6 $0.00 7 $0.00 8 $0.00 ej G°I1A sIN 9 $0.00 10 $0.00 „ Shipping/Handling Lot $0.00 Special nstructions: Subtotal: $205,000.00 Tax: Total: $205,000.00 Approvals: Mayor: Department Director: Purchasing Manager: Finance & Internal Services Director: Budget Manager: IT Manager: Dispatch Manager: Utilities Manager: Chief Of Staff:T 1 I A Revised 1/2/2008