INVITATION TO NEGOTIATE NO FOR COMPUTER AIDED FACILITY MANAGEMENT (CAFM) SOLUTION

Transcription

1 INVITATION TO NEGOTIATE NO FOR COMPUTER AIDED FACILITY MANAGEMENT (CAFM) SOLUTION July 2, 2014 Refer ALL Inquiries to: Patty Davis, Procurement Officer Purchasing Department Citizens Property Insurance Corporation 2101 Maryland Circle Tallahassee, Florida Phone (850) FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION , F.S., CONSTITUTES A WAIVER OF PROCEEDINGS.

2 TABLE OF CONTENTS SECTION 1 INTRODUCTORY MATERIALS 1.1 Statement of Purpose 1.2 Citizens Background 1.3 Diversity 1.4 Taxes 1.5 Contract Term 1.6 Calendar of Events 1.7 No Contact or Lobbying 1.8 Pre-Bid Conference SECTION 2 SCOPE OF SERVICES 2.1 Project Background 2.2 Definitions 2.3 Functional System Requirements 2.4 Professional Services, Technical and Customer Support 2.5 Administrative Tools 2.6 Training 2.7 Implementation 2.8 Deliverables and Deliverables Schedule 2.9 Payment Schedule 2.10 Knowledge Transfer Plan 2.11 Transition 2.12 Security and Disaster Recovery 2.13 Performance Measures SECTION 3 RESPONSE INSTRUCTIONS & EVALUATION CRITERIA 3.1 Questions 3.2 Changes to the Solicitation 3.3 Response Due Date and Submission 3.4 Responses Submitted Are Public Records 3.5 Response Format 3.6 Response Contents 3.7 Review and Evaluation Process 3.8 Negotiation Process 3.9 Vendor s Representation and Authorization SECTION 4 SOLICITATION GENERAL CONDITIONS 4.1 Acceptance / Rejection 4.2 Protests 4.3 Corporate Change 4.4 Costs of Preparing Solicitation 4.5 Disposal of Solicitations 4.6 Electronic Posting of Award 4.7 Firm Response 4.8 Rules for Withdrawal 4.9 Minor Irregularities / Material Deviations 4.10 Misrepresentation ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 2 of 32

3 4.11 No Prior Involvement and Conflicts of Interest 4.12 Rejection of Responses 4.13 Tie Breaking Process 4.14 Negotiation Subsequent to Termination for Cause 4.15 Verbal Instructions 4.16 Demonstration of Capabilities 4.17 Environmental Policy SECTION 5 STANDARD TERMS AND CONDITIONS 5.1 Public Records 5.2 Data Export Restriction 5.3 Jurisdiction and Venue 5.4 Security and Confidentiality 5.5 Right to Audit Records 5.6 Termination Without Cause 5.7 Name/Logos 5.8 Invoicing 5.9 Governmental Restrictions 5.10 Citizens Code of Ethics and Conflict of Interest Disclosure Form 5.11 Vendor s Records 5.12 Compliance with Laws 5.13 Convicted Vendor List 5.14 Suspension of Work 5.15 Termination For Cause 5.16 Duties Upon Termination 5.17 Dispute Resolution 5.18 Warranty of Authority 5.19 Warranty of Ability to Perform 5.20 Warranty of Truthfulness and Accuracy 5.21 Entire Agreement 5.22 Modification of Terms 5.23 Waiver 5.24 Execution in Counterparts 5.25 Severability 5.26 Headings 5.27 Assignment/Subcontracting 5.28 Successors and Assigns 5.29 Force Majeure 5.30 Vendor Travel Reimbursement Guidelines 5.31 Independent Contractors 5.32 Indemnification 5.33 Insurance 5.34 Staff Training on Applicable Citizens Policies ATTACHMENTS: The below list of forms and documents pertain to this competitive solicitation. It is the Vendor s responsibility to review and submit all requested forms and information with their Response. Attachment A. Price Sheet Attachment B. Vendor Conflict of Interest Disclosure Form (Form No.: 501b) Attachment C. Litigation, Claims or Regulatory Action Form Attachment D. Business-Corporate References Form ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 3 of 32

4 Attachment E. FSBE, FBE & MBE Declaration Form Attachment F. Business Continuity and Disaster Recovery Questionnaire Attachment G. Functional Requirements Attachment H. Information Technology Standards and Guidelines Attachment I. IT Technical and Security Requirements Questionnaire ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 4 of 32

5 SECTION 1 INTRODUCTORY MATERIALS 1.1 STATEMENT OF PURPOSE: Citizens Property Insurance Corporation (Citizens) is seeking Responses from Vendors capable of providing a Computer Aided Facility Management (CAFM) Solution. Configuration, migration of existing data, implementation, maintenance, and support services will also be required. The Licensed Software and such services will be collectively referred to as the CAFM Solution. The CAFM Solution shall enable Facilities staff to manage multiple buildings of up to a combined 300,000 square feet via an enterprise-wide workgroup software product. The solution must have an associated web-based interface for customers to enter work requests. Citizens is considering both an on-premises solution or a vendor hosted cloud delivered solution (Software as a Service). Citizens reserves the right to terminate any and all support payments at its discretion while continuing to use the System without undue limitation. 1.2 CITIZENS BACKGROUND: In 2002, the Florida Legislature created Citizens, a not-for-profit government entity, whose public purpose is to provide property insurance to applicants who are not able to purchase coverage in the private insurance market. Citizens is governed by Section (6) F.S. and operates pursuant to a Plan of Operation that is approved by the Financial Services Commission of the State of Florida. Citizens operations are supervised by a Board of Governors comprised of eight (8) members who are appointed by the Governor, CFO, President of the Senate and Speaker of the House. Additional information about Citizens is available at Citizens website: DIVERSITY: Florida is a state rich in its diversity and is dedicated to fostering the continued development and economic growth of small, minority, women and service-disabled veteran owned business enterprises in the State of Florida. Participation of a diverse group of vendors doing business with Citizens is central to our effort. To this end, it is vital that small, minority, women and service-disabled veteran owned business enterprises participate in Citizen s procurement process as both prime contractors and subcontractors under prime contracts. Small, minority, women and service-disabled veteran owned businesses are strongly encouraged to submit Responses to this solicitation. 1.4 TAXES: Citizens Property Insurance Corporation is a State of Florida legislatively created governmental entity which does not pay Federal Excise or State sales taxes on direct purchases of tangible personal property. Citizens will not pay for any personal property taxes levied on Vendor or for any taxes levied on employees wages. 1.5 CONTRACT TERM: The contract term is anticipated to be five (5) years, and, at Citizens discretion, have 5 (five) optional one (1) year renewal terms. All terms, conditions and pricing will remain fixed for the term of the contract unless otherwise specified in the solicitation. 1.6 CALENDAR OF EVENTS: Listed below are important events and the corresponding dates and times relevant to this solicitation. These timeframes are subject to change at Citizens sole discretion. It is a Vendor s responsibility to comply with these timeframes and to monitor Citizens website for any changes. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 5 of 32

6 July 2, 2014 CALENDAR OF EVENTS DATE: TIME: ACTIONS: Solicitation Released July 9, 2014 TBD Pre-bid Conference July 10, 2014 Questions Due July 14, 2014 Answers Posted. July 23, :00 PM ET Responses Due. July 24, 2014 August 4, 2014 Review/Evaluation of Responses August 14, 2014 Public Evaluation Committee Meeting NEGOTIATIONS: August 22, 2104 September 9, 2014 Negotiations Begin ] Negotiations - Completed 1.7 NO CONTACT OR LOBBYING: Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following Citizens posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. 1.8 PRE-BID CONFERENCE: A Pre-Bid Conference will be held to provide Vendors with pertinent information, answer questions(s) and clarify any points in the solicitation that may not be fully understood. Attendance at the Pre-Bid Conference is non-mandatory and is for informational purposes only; attendance is not required to respond to this solicitation. The Pre-Bid Conference will be held at the location specified below on the date and time, as specified in Paragraph 1.6, Calendar of Events. Citizens Property Insurance Corporation 2101 Maryland Circle, Room 214 Tallahassee, Florida or Teleconference Number: , Access Code: ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 6 of 32

7 SECTION 2 SCOPE OF SERVICES 2.1 PROJECT BACKGROUND: Citizens currently utilizes McLaren CAFM Explorer CAFM 8 system ( CAFM system ) to serve as a central source of data related to leased office space, assets under management, people information, workstation/person moves, and work orders. The CAFM system also stores data on planned maintenance management, invoice logging, room scheduling, procedure documentation and vendor tracking. The CAFM system provides a means to manage AutoCAD files and other related documents. 2.2 DEFINITIONS: Citizens - means Citizens Property Insurance Corporation, a State of Florida legislatively created governmental entity governed by subsection (6), Florida Statutes, and the Plan of Operation adopted, which is available on Citizens website at Citizens Contract Manager - means Citizens departmental representative who will be responsible for administrating the daily functions of the Contract for Citizens; COTS means commercial off-the-shelf software Contract - means the written agreement between Citizens and a Vendor, to which the terms and conditions specified in this solicitation are incorporated by reference; Response - means all materials submitted by the Vendor pursuant to the solicitation instructions. Depending on the type of solicitation, these materials may also be referred to as the bid or the proposal. Vendor means an entity that responds to this solicitation; and System administrators means all those Facilities designated personnel who have the full version of the system software installed on their workstation or have access to the full complement of features if proposed software does not reside on client workstation. 2.3 FUNCTIONAL SYSTEM REQUIREMENTS: The Vendor s proposed solution must meet the following system requirements: A. Planned Maintenance Management: Planned Maintenance Management (PMMs): System should include a component that allows for routine scheduling of maintenance tasks and the assignment thereof. B. On-Demand Maintenance Management (Work Requests) : Citizens preference is that the System include a web-accessed component that enables internal end users to submit requests for work to be performed. C. AutoCAD Integration: System shall include a component that interfaces with Autodesk s AutoCAD (versions 2014) and has the capability to produce space utilization D. information/reporting. Property Portfolio/Lease Management: Citizens preference is that the System include a component that enables tracking Citizens building portfolio to include all related information such as lease terms, square footage, documents, building attributes, etc. E. Space Reservation Management: Citizens preference is that the System include a component that enables Facilities administrators to reserve shared spaces such as classrooms, conference rooms, visitor offices and the like. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 7 of 32

8 F. Facilities Specific Financial Management Citizens preference is that the System include a component that enables Facilities administrators to associate charges with services provided (i.e. charge back accounting)., enter invoice data that captures associated PO and be capable of deriving budget planning information reports G. H. I. J. Facilities Document Management: Citizens preference is that the System provide a document management component allowing Facilities administrators to maintain documents in a readily accessible storage area inside the system for the purposes of associating them with work orders, planned preventive maintenance as well as end user submitted documents Separate Environments: The proposed solution should be at a minimum inclusive of a separate test environment and production environment. Facilities Service Provider Information: Citizens preference is that the System provide a component for maintaining Service Provider contact information (internal and external) for the purposes of assigning work orders and tracking them to completion. Prepackaged and ad-hoc reporting: System should include a substantial number of standard canned reports and an advanced reporting interface that allows system administrators to create custom reports and templates from subsets of various related data elements. At a minimum, Citizens preference is that the proposed System to incorporate the following standard facility-related reports including but not limited to: o o o o o o o o o o Square Footage by space, zone, floor, department, building, city, vacancy Asset Inventory, by location and Assignment, Life-cycle and value tracking Invoice Expenditures by GL code, location Service Providers by location, trade Help Desk Work Order Status People by space, zone, floor, department, building, city Project tracking, including hours worked, costs Property Management with building specific data Space Reservation Management utilization and scheduling Facilities Technician/Service Provider Performance Report Output should include multiple formats such as, but not limited to, PDF, HTML, CSV. K. Data Import/Export Tool: Citizens preference is that the System have the capability to import and export data in multiple formats including but not limited to CSV and PDF. Data Query Capability: o User friendly ad hoc query capability so reports can be viewed before selected and/or printed o queries for data about buildings, floors and rooms and other data L. User Account Management and Permissions: System shall have the ability to create and assign different roles / levels of access and permission to users of the system. The system should provide a means of user authentication either by integration with and external user directory/authentication source such as Microsoft Active Directory or other LDAP based mechanism. M. The proposed CAFM Solution should provide the required base system functionality as described in this solicitation with minimal or no customization effort. If customization and/or consulting services are required for implementation and/or configuration, these services should be described and included in the consulting services price. 2.4 PROFESSIONAL SERVICES, TECHNICAL AND CUSTOMER SUPPORT: Citizens preference ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 8 of 32

9 is that the Vendor include technical support available to respond to Citizens inquiries/requests for assistance within 24 hours. Phone support must be available during Citizen s Core Business Hours (9AM to 5PM Eastern Time, Monday through Friday, excluding holidays). Vendor shall also provide an electronic means of initiating a support request ( , web site, etc.)the vendor shall have the ability to schedule planned support outside their normal business hours. Support may be provided via phone, in person, and/or web from a manager that has the authority to resolve any and all issues that arise The Vendor shall provide a mutually agreed upon support plan and services. The Vendor shall establish and maintain an internal staff of maintenance and support employees who are thoroughly trained with and knowledgeable in the System to provide Citizens with the Support and Maintenance Services. The Vendor agrees that the Support and Maintenance Services shall be performed by qualified personnel who are trained and thoroughly knowledgeable in the design, function and use of the System. 2.5 ADMINISTRATIVE TOOLS: The System should include administrative tools to monitor application and resource utilization. A. System Audit Capability. System must permit system audits to determine: System users and access levels Types of changes made by user and when (time stamp) B. Support performance monitoring tools and activity statistics reporting features: Utilities included in the Licensed Software should include data recovery tools and optimization tools. 2.6 TRAINING: The proposal should include information regarding any training the vendor offers their customers, including but not limited to: A. B. Technical Support Training: The proposal should identify and include training hours recommended to ensure capability of monitoring, maintaining and supporting the CAFM Solution. Technical System Administration and Business System Administration training options should be included in the proposal. This training should specificly target Citizens IT support for this solution. System Administrator Training: The proposal should include training hours recommended to ensure system administrators can effectively use the system. This training should specifically target the Facilities and General Services staff resources that will be using the system on a daily basis. C. At a time mutually agreed upon by the parties which shall be finalized during negotiations, Vendor shall deliver to the Citizens Contract Manager a final Training Plan and related training deliverables to Citizens. This plan will outline Vendor s recommendation on how to train internal Users on Vendor s System. Citizens Contract Manager will assist the Vendor in the development of this plan. The Training Plan shall address: 1. Initial creation of training materials to be delivered to Citizens employees, and / or other identified parties. 2. At Citizens discretion, Training may be delivered via online courses, in-person training, and / or via a Train the Trainer program. 3. Initial training of Citizens administrative and technical staff on Business and System Administration, configurability, or customization enhancements to Vendor s System. Vendor will provide training in accordance with the agreed upon Training Plan, which at Citizens discretion, may require that Vendor provide and / or assist with in-person training to Citizens employees, and other identified parties. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 9 of 32

10 2.7 IMPLEMENTATION: The Response should include an estimated timeframe for installation, configuration, testing, training, and implementation for both test and production environments. Citizens will require a significant amount of support from Vendor to successfully implement the Vendor s System, including training assistance to all Citizens users if the Train the Trainer program is not an option. Citizens is looking to contract with a vendor that is capable of implementing a software solution which covers all important aspects of Citizens current software state and requirements. Citizens will designate a CAFM system manager to oversee the implementation process according to the vendor s Implementation Plan. 2.8 DELIVERABLES AND DELIVERABLE SCHEDULE: The Vendor will be expected to provide to Citizens the following minimum deliverables under the contract. As to each item identified below, please describe your ability to satisfy the minimum requirements for these deliverables, and provide any other information you plan to make available with your solution. This information will be contained in Tab E of Vendor s Response. A. By January 1, 2015, Vendor will provide a fully implemented and operational CAFM System (test and production), configured per agreed upon specifications and acceptance by Citizens Facilities and IT Department. B. Integrations with relevant systems per agreed upon specifications. 1. Assist Facilities and IT staff in set-up, in the production environment, of all users for Citizens staff. 2. Set up of the Test Environment to mirror the production environment. 3. If hosted, the ability to refresh the test environment with production data on demand. C. Implementation Plan to include the following, at minimum: 1. Implementation plan and schedule with milestones supporting a 01/01/15 implementation. 2. Project Artifacts used for control and execution to include the following, at minimum: a. Status reports (budget, schedule, and scope) b. Issue and status tracking c. Change request tracking D. Training Plan: As part of negotiations, Citizens and Vendor will determine a date by which, the Vendor will provide a comprehensive training plan and relevant training materials that will address steps for engaging and performing both initial and ongoing training for Facilities and IT support staff. Citizens will require initial and ongoing training and support, which should including any upgrades or updates to software. E. Knowledge Transfer Plan as identified in Section F. Implementation Plan as described in Section 2.7 Implementation. G. Data Migration Strategy: Citizens will require assistance for the transition of services. Such services include migration of Citizens data created as a result of the prospective contract to either a Citizens data base / server, or to another Vendor H. Performance Measures as described in Section 2.13 Performance Measures. I. Reporting: Citizens expects the software to have the ability to run pre-packaged and ad hoc reports from within the system for internal Citizens system administrators. Performance management reporting functions based upon user access and criteria selected by Citizens should also be available. All data reported and generated reports should be importable into ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 10 of 32

11 Citizens data warehouse or other external reporting environment. All reports and data should be accessible and available for future use by Citizens Note: Additional deliverables may be determined and defined based on the solution provided and discussed during the negotiation process and/or contract development. 2.9 PAYMENT SCHEDULE: Vendor and Citizens will negotiate a mutually agreed upon payment schedule to be defined in the contract KNOWLEDGE TRANSFER PLAN: At a time mutually agreed to by the parties during negotiations, Vendor shall deliver to the Citizens Contract Manager a final Knowledge Transfer Plan. This plan shall specify how Vendor will ensure all knowledge gained from implementation of the System is effectively transferred to designated Citizens staff. The Knowledge Transfer Plan will address: A. Regularly scheduled de-briefing sessions with the selected Vendor team and Citizens project team; B. The validation of findings acquired during the implementation; and C. Distribution of materials received or developed during the implementation of the System to Citizens project team. Vendor will provide knowledge transfer services in accordance with the agreed upon Knowledge Transfer Plan TRANSITION: A. Transition Assistance and Plan: In addition to receiving an acceptable Transition Plan, beginning 180 days prior to Contract expiration or the termination date (the date of any termination or expiration of the Contract), Vendor must provide reasonable transition assistance services ("Transition Assistance"), in accordance with a mutually agreed upon Transition Plan that would be developed as a result of contract expiration, termination or as otherwise requested. The purpose of Transition Assistance is to enable a smooth transfer to a New System, including migration of Customer Data to a New System at no additional charge. As part of the Transition Assistance, the Vendor will: a. Cooperate with Citizens and / or a designated agent in connection with the transition to a New System; and b. As specified in the Transition Plan or upon request, and whether or not previously made available to Citizens: 1) At the end of the Contract term, Vendor shall deliver to Citizens all Customer Data, in a non-proprietary format that is approved by Citizens in writing, and that includes all associated metadata necessary, customary, or reasonable for timely import into a New System; 2) Return Citizens-owned materials in the Vendor s possession; 3) Answer questions related to the transition to a New System, and the migration of Customer Data, on an as-needed basis; and 4) To the extent reasonable, provide such other services, functions or responsibilities that inherently or necessarily must be performed by a former provider of a system substantially similar to the System when transitioning to a New System, provided that such services, functions or responsibilities shall be limited to those that can be delivered with the then current Vendor team staffing (including subcontractors if required). ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 11 of 32

12 B. Transition Plan: Citizens desires information that describes Vendor s ability to offer transition assistance. No later than ninety (90) calendar days after System Acceptance, Vendor and Citizens project team shall develop a Transition Plan including the transition period, to be delivered to Citizens Contract Manager. The Transition Plan must be approved by Citizens Contract Manager. The Transition Plan shall include all details, not limited to but including WSDL, schema or data dictionaries, API documentation, integration guide, environment information and activities that inherently, necessarily, customarily, or reasonably must be provided by Vendor in connection with transition to an alternative facilities management product or other system, ( New System ), as detailed below SECURITY AND DISASTER RECOVERY: The awarded Vendor must meet the following requirements; prior to the system go live date: 1. Security Requirements: The awarded Vendor must review Citizens security policy and during the negotiation phase, provide a written statement to Citizens that Vendors system meets all requirements defined within the policy. If awarded Vendor does not meet all of Citizens security requirements, the awarded Vendor must provide a written list of items that are not in compliance and work with Citizens to develop a mutually agreed IT security mitigation plan before the go live date. This plan must be implemented by the awarded Vendor. 2. Disaster Recovery/Business Continuity Plan: (SaaS solutions only) Vendor must provide a copy of its current disaster recovery or business continuity plan to Citizens during the negotiation phase. Updated disaster recovery or business continuity plans will need to be submitted by Vendor on an annual basis thereafter PERFORMANCE MEASURES: Citizens and Vendor will negotiate and determine a list of mutually agreed upon performance measures to be defined within the Contract. Performance measures may include, but may not be limited to the following: 1. Achievement of an on-time implementation per the mutually agreed upon implementation schedule. 2. Timely completion of the agreed upon training plan % completion of the agreed upon professional services. 4. Batch load response time. 5. Average response times and maximum number of users concurrently. 6. Records and reflects updates immediately after the user commits changes for real time estimations. 7. Near-instantaneous response time in client interface actions; however, at no time will it take more than 10 seconds to process and send. 8. System availability must be 99.99%, 24 X 7, outside of regular scheduled maintenance times. THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 12 of 32

13 SECTION 3 RESPONSE INSTRUCTIONS & EVALUATION CRITERIA 3.1 QUESTIONS: During the open question period, which ends on the date and time specified in Paragraph 1.6, Calendar of Events, Vendors may submit questions in writing to the Procurement Officer identified on page 1 of this solicitation. Citizens will post answers to the Questions on Citizens website in accordance with the Calendar of Events so all questions and answers are available at the same time to all Vendors. Vendors are strongly encouraged to raise any questions or concerns they may have regarding the requirements of this procurement, including the terms and conditions, during the question and answer phase of this solicitation. 3.2 CHANGES TO SOLICITATION: Changes to this solicitation will be accomplished via amendment or addendum posted on Citizens website. It is the Vendors obligation to monitor Citizens website to review amendments or addendums. 3.3 RESPONSE DUE DATE AND SUBMISSION: Responses shall be received by the Procurement Officer identified on page 1 on or before the date and time specified in Paragraph 1.6, Calendar of Events or the Vendors Response will be rejected as untimely. Clearly identify which solicitation your Response is for on the front of your submittal as follows: ITN No : Computer Aided Facilities Management (CAFM) Solution 3.4 RESPONSES SUBMITTED ARE PUBLIC RECORDS: By participating in this solicitation process and submitting a Response, a Vendor acknowledges the requirements of the Florida Public Record laws found in Ch. 119, Florida Statutes and s. 24(a), Art. I of the Florida Constitution (the Public Record Laws ), and agrees to the provisions set forth in this section. Citizens is a public entity subject to the Public Record Laws. All Vendor Responses and written communications regarding this solicitation become public records upon receipt by Citizens and therefore are subject to public disclosure. If a vendor asserts that any portion of its Response or written communication is exempt from disclosure under the Public Record Laws (a Protected Record ) then the Vendor MUST comply with the following process: 1. Clearly identify each portion of its Protected Record(s) that it believes is statutorily protected from disclosure; 2. Submit a separate electronic copy of Vendor s Response or written communication with only protected portions redacted; and 3. Submit a separate redaction log that provides a specific statutory citation justifying each redaction. If Vendor does not identify each portion of a Protected Record as specified herein, Citizens may produce Vendor s non-redacted copy in response to a public records request. If Vendor has complied with the provisions of this section and Citizens receives a public record request for a Protected Record, then Citizens will produce the redacted copy provided by Vendor in response to the public record request. If a request is made for the entire non-redacted Protected Record(s), then Citizens will promptly notify Vendor of the request. Vendor must take immediate and affirmative action to seek legal protection of its Protected Record(s) at issue. Citizens will not defend Vendor s claim in regard to this section. Failure by Vendor to take action in accordance with this section shall constitute a waiver of its assertion that the Protected Record(s) are exempt from disclosure under the Public Record Laws, and Citizens may either produce the Protect Record(s) or unilaterally submit the Protected Record(s) to the clerk of court for an in camera inspection and judicial determination to resolve the dispute. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 13 of 32

14 Notwithstanding the provisions of this section, in accordance with Federal or State law, Citizens will comply with any court order or government agency directive to produce a Protected Record. 3.4 RESPONSE FORMAT: This section prescribes the format in which the Responses are to be submitted. Any information deemed appropriate by the Vendor may be included, but is required to be placed within the pertinent sections. Citizens is under no obligation to look for responsive information contained in incorrect sections or that is not organized according to these instructions. All Responses must contain the sections outlined below. All Responses submitted should include numbered sections clearly separating and identifying each section as indicated below. It is the Vendors responsibility to provide complete answers and/or descriptions to all areas which Citizens has requested information. Do not assume Citizens will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with Citizens. Responses are evaluated solely on the information and materials provided in your written Response, the use of outside materials or external website links is not allowed. Any links provided in a Vendor s Response will not be reviewed or used to score Responses. Vendors are required to provide complete information and documentation within their submission which will be used for evaluation. A. Original Hardcopy Response: The Vendor shall submit with their Response one (1) hard copy original of their entire Response. B. Original CD Response: The Vendor shall submit with their Response one (1) CD original of their entire Response. C. Additional Response(s) Copies: Vendor should submit ten (10) identical copies of the original hardcopy Response and one (1) compact disk (CD) of the Response. Please Note that the hardcopy response(s) and original CD response will be used for review and evaluation purposes and should be identical in form and content. D. Redacted Copy of Response: In addition to the CD required in Section C. above, the Vendor should submit an additional CD with their Response containing a full Redacted electronic version of their Response in accordance with Section 3.4, below. This CD should be labeled Redacted Response and be void of any information the Vendor deems exempt from Florida s public record law. By participating in this solicitation process and submitting a Response, a Vendor acknowledges the requirements of the Florida Public Record laws found in Ch. 119, Florida Statutes and s. 24(a), Art. I of the Florida Constitution (the Public Record Laws ), and agrees to the provisions set forth in this section. See Section 3.4 and 5.1 for more details. 3.5 RESPONSE CONTENTS: The purpose of the Vendors Response is to demonstrate their qualifications, competence and capacity to provide services in conformity with the requirements as outlined by this solicitation. Responses should be prepared simply and economically, providing a straightforward, concise delineation of the contractor s capabilities to satisfy the requirements of this solicitation. Elaborate bindings, colored displays, and promotional material are not desired. Emphasis in each Response shall be on completeness and clarity of content. Vendor s response should be organized as follows: ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 14 of 32

15 Tab 1. Mandatory Submittal Requirements / Forms and Documents: In the Response, the Vendor shall submit: 1. Attachment B, Vendor Conflict of Interest Disclosure Form (Form No.: 501b); 2. Attachment C, Litigation, Claims or Regulatory Action Form. 3. Corporate Change: See Section 4, Corporate Change for further details, if applicable. Tab 2. Pricing: The Vendor shall submit a completed copy of Attachment A, Price Sheet in this section. Tab 3. Business / Corporate Qualifications: The Vendor should submit in this section the following information: 1. Vendor Experience: Vendor should describe any unique experience, qualifications or competitive advantage that the company/product might have in terms of technical platforms, functionality, implementation support or other similar considerations. The vendor response could address items such as the following: Years in business, corporate structure, Vendor s staff size and staff stability; Degree of integration of the CAFM solution with other software offered; How vendor serves the facilities management marketplace through their specific CAFM solution; Profile of the type of client who benefits most from vendor s solution, in terms of size and type of organization; Services the vendor offers their clients and how these services are provides, especially implementation, system documentation, training (for system administrators and for web users) and on-going system support services; Vendor s relationships with any third party organizations that might be involved in the Citizens sale or implementation and the nature of those relationships; Future plans for the product. 2. Business Continuity and Disaster Recovery: Vendor should submit in this section a completed copy of Attachment D, Business Continuity and Disaster Recovery Questionnaire. 3. Attachment D, Business / Corporate References Form: The vendor should identify a minimum of three clients who have installed and have been using the vendor s software solution for a minimum of six months. Organizations with similar sized real estate inventories and similar needs for a CAFM system are preferred. References may be contacted as part of the negotiations phase to confirm the services provided as well as confirm the quality of services received. 4. Florida Small Business Enterprises: Citizens encourages participation by Florida Small Business Enterprises (FSBE). Submit Attachment E, FSBE, FBE & MBE Declaration Form in this section. This form is for informational purposes only and will not be used in scoring your Response. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 15 of 32

16 5. Vendor Agreement: Vendor should submit discussion copies of agreements for the proposed services which incorporate Citizens required terms as stated in Section 5 of the solicitation. Submission of a proposed agreement should not be construed as Citizens acceptance of any terms or conditions contained therein. Tab 4. Financial Stability: Vendor financial stability and viability are essential qualifications to Citizens. Citizens will review documentation submitted by the Vendor to validate or assess financial stability and viability. The extent of the financial stability and viability review required below is based on the perceived level of risk associated with the services under the Contract. 1. Mandatory Requirement. The Vendor shall submit, the following financial documentation: Financial statements including, at a minimum, a balance sheet and income statement for the Vendor s most recent fiscal year, identifying the basis of accounting on which the financial statements are reported. Options for complying with this mandatory requirement are provided in paragraph 2, below. 2. Documentation. Options for complying with the mandatory requirement in paragraph 1, above, are provided in A F, below. The level of assurance provided by the financial documentation submitted will be considered by Citizens according to the following priority, in order, beginning with the highest assurance: A. Financial statements accompanied by the Audit report of an independent certified public accountant. B. Financial statements accompanied by the Review report of an independent certified public accountant. C. Financial statements accompanied by the Compilation report of an independent certified public accountant. D. Financial statements otherwise prepared by a certified public accountant. E. Financial statements prepared by the Vendor s internal management. F. Consolidated financial statements identified in A E of the Vendor s parent entity together with a parental guaranty assuring the parent entity will financially support the Vendor throughout the term of the prospective contract. 3. Pass/Fail Determination. The Vendor may submit its financial documentation in any manner described in paragraph 2, above. A Vendor that submits financial statements accompanied by the unqualified Audit opinion of an independent certified public accountant (option 2.A.), with no report modifications relating to the Vendor s ability to continue as a going concern, will PASS the financial stability and viability determination with no further review. For Vendors submitting documentation under options 2.B.-2.F., Citizens, or their designee, will assess the financial stability and viability of the Vendor and make its Pass/Fail determination, considering: A. The level of assurance provided by the financial documentation submitted (i.e, higher priority documentation is more likely to receive a Pass determination). Lower priority levels of documentation are more likely to require or additional documentation under paragraph 5, below. B. The financial condition or position of the Vendor. C. The results of operations of the Vendor. D. Solvency and liquidity of the Vendor. E. Any other information included in the financial statements which could have an effect on the financial stability and viability of the Vendor. ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 16 of 32

17 4. Provisional Pass. Citizens may issue a Provisional Pass to a Vendor while pursuing alternative or additional documentation under paragraph 5, below. A Vendor is eligible to advance to evaluations and negotiations after receiving a Provisional Pass; however the Vendor is not eligible for award unless a Pass determination is ultimately made by Citizens, or their designee. 5. Citizens, at its discretion, may request alternative or additional documentation, or assurances, from Vendors which could assist in demonstrating financial stability and viability, including but not limited to copies of tax returns, interim and supporting accounting reports, banking records, affiliated company financial reports, or parental guarantee. The level of assurance and applicability of such information submitted by a Vendor will be considered by Citizens in making its Pass/Fail determination. 6. Citizens reserves the right to require more detailed financial information during negotiations (e.g., complete annual financial statements including a balance sheet, an income statement, a statement of owners equity, a statement of cash flows, and accompanying note disclosures). TAB 5. Proposed Solution: Vendor shall describe in detail its proposed solution to achieve the ITN requirements as identified in Section 2 of the ITN. This section should include but not be limited to the following: 1. Vendor shall complete and submit a copy of Attachment G, Functional Requirements behind Tab Explain whether vendor is responding as the original software developer, as the current vendor of software developed by another company or as a product dealer/service provider or re-seller. Indicate vendor s company s length of service with the product being proposed. 3. Identify why their proposed solution is the best solution for Citizens. 4. Submit the solution database structure showing standard data elements and table relationships. 5. Vendor should describe the proposed how the proposed system will fit given Citizens needs and available resources to manage. 6. Perceived if not quantifiable vendor capability and focus on customer technical support 7. Vendor should provide documentation that shows the quality of the end user application (tool for work order submission). 8. Reporting Capabilities: Describe software functionality and reporting options in your proposed system, including but not limited to: Describe all default reports available with the proposed system. Ability to provide create custom or ad-hoc reporting in multiple formats including ability to export in a multiple formats (ie..csv,.pdf, etc). Please list all reports and file types available. Ability to provide scheduled reporting in multiple formats including ability to export in a multiple formats (e.g.,.csv,.pdf, etc). Please list all reports and file types available. Reporting functionality that can be restricted based on user role/hierarchy. 9. Technical and Security Requirements: The Vendor shall submit a completed copy of Attachment I, Information Technology Technical and Security Questionnaire and any related documents or information. For items requiring a ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 17 of 32

18 narrative response, Vendor should use the comments section of the form to identify if they meet the requirement and/or if the response to that requirement is addressed in another section of their response. TAB 6. Implementation: Vendor should include in this section any documentation to describe their proposed plan to implement the solution including but not limited to: 1. Vendor should describe their strategy for a phase one implementation as described above and indicates which services will be provided on site and which will be provided at the vendor s location. The vendor should identify any services that will be provided by a third party and should include the third party s costs in the vendor s price proposal. The vendor can assume that phase one will be completed during the first year and that subsequent phases will not begin until the second year. 2. Vendor should describe their strategy for transitioning data in the current system into their proposed product. Pricing should be identified as a separate line item within Attachment A, Price Sheet. 3. Vendor should indicate major milestones and the total time expected for the phase one implementation, start to finish, and the number of days allocated to each individual service required accomplishing the implementation. The cost for each service should be itemized. 4. Vendor should indicate the resources to be provided by vendor s company, resources to be provided by any third party support firm and resources Citizens will need to be prepared to provide. 5. Vendor should outline their plan for testing the system once it is installed on Citizens network. 3.6 REVIEW AND EVALUATION PROCESS: Citizens will conduct a comprehensive review and evaluation of all Responses meeting the requirements of this solicitation. Please note that Citizens, at its sole discretion, reserves the right at any time during the process to reject all Responses that are not in the best interest of Citizens. Only timely submitted responses will be reviewed and evaluated by staff to determine if they comply with the pass / fail requirements identified in this solicitation. Failure to meet any of these requirements may render a reply non-responsive and result in rejection. A. Technical Evaluation Criteria: For the purpose of evaluation, scoring and ranking, review categories have been divided into multiple sections. The following reflects the pass / fail criteria and the maximum number of points that may be awarded by category: TAB NO. TECHNICAL EVALUATION CRITERIA POINTS 1 Submission of All Mandatory Forms and Documents Pass/Fail 2 Pricing: See Section B (below table) for details 30 3 Business/Corporate Qualifications Vendor Experience = 5 Points Attachment F, Business Continuity and Disaster Recovery Questionnaire = 5 Points 10 ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 18 of 32

19 4 Financial Documentation pass/fail 5 6 Proposed Solution System Functionality: o How well did the summary of the solution, and the explanation of why it is the best solution for Citizens, address and meet the goals, needs and expectations of Citizens. =10 Points o Attachment G, Functional Requirements = 5 points System Requirements o Access and Support = 10 Points o Attachment I, IT Technical and Security Requirements Questionnaire Technical Requirements = 15 Points Security Requirements = 10 Points Implementation o Phase 1 Strategy = 5 Points o Data Migration = 5 Points Total Points: Points B. Pricing: Maximum Points = 30. Vendors may include pricing for complete solutions or maintenance and support of the current system. Pricing will be scored separately for each category: 1. Complete Solutions: Response includes software licensing, implementation, ongoing maintenance and/or support and any other additional fees included by the vendor. 2. Maintenance and Support Only: Any Response that includes only maintenance and support for Citizens current system. The following formula will be applied to the Vendor(s) in each category to evaluate Price. The lowest proposed Vendor price (Original Base Term) over the potential term of the contract will be awarded 30 points and henceforth be known as Lowest Total Cost (LTC). The remaining Vendor proposals will be scored using the following methodology: LTC divided by the Proposed Cost (PC) multiplied by the maximum points of 30 will equal the points awarded. Formula: LTC/PC x 30 = Pricing Score Using the evaluation criteria specified above, Citizens will evaluate and rank Responses and, at Citizens sole discretion, proceed to contract with the highest ranked Vendor(s). Before award, Citizens reserves the right to seek clarifications and request any information deemed necessary for evaluation of Responses. Vendors may be requested to make a presentation, provide additional references, provide the opportunity for a site visit, etc. Citizens reserves the right to require attendance by particular named representatives of the Vendor during this solicitation process. Any written summary of presentations or demonstrations should include a list of attendees, a copy of the agenda, and copies of any visuals or handouts. This additional information will become part of the Vendor s Response. 3.7 NEGOTIATION PROCESS: Using the evaluation criteria specified above Citizens will evaluate and rank the Responses and, at Citizens sole discretion, proceed to negotiate with Vendor(s) as follows: A. The highest ranked Vendor(s) will be invited to proceed to negotiations. Vendors are cautioned to propose their best possible offers in their initial Response as failing to do so may result in them not being selected to proceed to negotiations. Citizens reserves the ITN No , Computer Aided Facilities Management ( CAFM ) Solution Page 19 of 32