City of Albany, Oregon

Transcription

1 City of Albany, Oregon REQUEST FOR PROPOSALS RECREATION MANAGEMENT SOFTWARE Issue Date: August 31, 2015 Due Date: September 30, 2015, 2:00 p.m. Director of Parks & Recreation.. Ed Hodney IT Project Manager... Sean Park Purchasing Coordinator... Diane M. Murzynski, CPPB For more information regarding this, contact Diane Murzynski (541) PARKS & RECREATION

2 CITY OF ALBANY TABLE OF CONTENTS TABLE OF CONTENTS... 1 PROPOSER S SUBMITTAL CHECKLIST... 2 REQUEST FOR PROPOSALS (RFP)... 3 SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS... 4 SECTION 2 SCOPE OF WORK SECTION 3 SELECTION PROCESS AND PROPOSAL REQUIREMENTS SECTION 4 EVALUATION CRITERIA SECTION 5 CONTRACT REQUIREMENTS ATTACHMENT A SAMPLE CONTRACT EXHIBIT A - REFERENCES EXHIBIT B - NON-COLLUSION AND CONFLICT OF INTEREST CERTIFICATION EXHIBIT C - CERTIFICATION STATEMENT FOR CORPORATION OR INDEPENDENT CONTRACTOR EXHIBIT D - PROPOSER REPRESENTATIONS AND CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS EXHIBIT E - INSURANCE REQUIREMENTS EXHIBIT F - COST PROPOSAL APPENDIX: EXHIBIT G - REQUIREMENTS TABLE OF CONTENTS Page 1 of 29

3 PROPOSER S SUBMITTAL CHECKLIST Proposals must be submitted by the time designated and the address listed in the advertisement for the at the City Hall Parks & Recreation Department/Information Counter and marked received with time and date by City staff. Any proposals submitted after the designated closing time or to any other location will be determined nonresponsive and will not be opened. It is the responsibility of the Proposer to deliver the proposal by the indicated deadline to the designated location. If the Proposer submits a proposal via a delivery service (FedEx, UPS, etc.) the required sealed envelope must be enclosed in the delivery service packaging and the Project Title of the proposal must be written on the outside delivery service packaging. Proposers must submit eight (8) copies of their proposal. In addition to the hard copy (printed paper) version of Proposal, Proposer shall provide an electronic version of the Proposal on a USB drive in noneditable, Adobe format. All proposals should include the following submittals to be considered responsive: Introductory Letter Project Understanding and Approach References (Exhibit A) Non-Collusion and Conflict of Interest Certification (Exhibit B) Certification Statement for Corporation or Independent Contractor (Exhibit C) Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters (Exhibit D) Insurance Requirements (Exhibit E) Cost Proposal (Exhibit F) Requirements (Exhibit G) Signed Addenda (if applicable) PROPOSER S SUBMITTAL CHECKLIST Page 2 of 29

4 CITY OF ALBANY, OREGON REQUEST FOR PROPOSALS (RFP) Proposals Due by 2:00 p.m., Wednesday, September 30, 2015 Notice is hereby given that the City of Albany (City), Oregon, is requesting proposals to provide, training, and ongoing support and maintenance for the City. The City desires to enter into a professional services agreement with a qualified Contractor to provide the following scope of services in the application. Online registration and payment Online resource availability, calendaring, and scheduling with waitlist management Application, technical, and administration training On-going, 24x7 support and maintenance Web-based recreation management applications Robust reporting capabilities The can be downloaded from the City of Albany website at or a printed copy can be obtained by contacting the City of Albany Finance Department, 333 Broadalbin Street SW, Albany, OR 97321, or phone (541) , Monday through Friday, between the hours of 8:00 a.m. and 5:00 p.m. There is a $35 charge for printed RFP documents. It is imperative that those who download the solicitation documents check the website regularly for addenda, clarifications, and other notifications that may be pertinent. In addition, all Proposers known by the City of Albany to have received a complete set of the proposal documents will receive notification when additional items are posted to the website. For questions or clarifications regarding this RFP or to be added to the Interested Proposer s list, contact Diane Murzynski, CPPB, Purchasing Coordinator, at (541) Sealed proposals must be received by the City of Albany, at the Parks & Recreation Counter, not later than 2:00 p.m. PST on Wednesday, September 30, 2015, addressed to the City of Albany, Attention: Diane Murzynski, CPPB, Purchasing Coordinator, 333 Broadalbin Street SW, Albany, OR On the outside of the envelope, please reference for along with the name and address of the applicant. Faxed or electronic ( ) responses will not be accepted. Proposals received after the closing date and time will not be opened or reviewed. The City may reject any proposal not in compliance with all prescribed solicitation procedures and requirements and other applicable law, and may reject any or all proposals in whole or in part when the cancellation or rejection is in the best interest of the City, and at no cost to the City. DATED THIS 31ST DAY OF AUGUST Publish: Albany Democrat-Herald, Monday, August 31, 2015 Daily Journal of Commerce, Monday, August 31, 2015 Diane M. Murzynski, CPPB Purchasing Coordinator REQUEST FOR PROPOSALS (RFP) Page 3 of 29

5 SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS 1.1 INTRODUCTION The City of Albany is a municipal governmental entity providing a full range of services, including fire and police protection; sewer services; water services; construction and maintenance of highways, streets, and infrastructure; recreational activities, and cultural events. Albany is located in the heart of the Willamette Valley, 24 miles south of Salem, the state capital, and 40 miles north of Eugene, the state s second largest city. With a 2015 population of 51,270, Albany sits in both Linn and Benton Counties and is the county seat of Linn County. The City employs approximately 391 staff and is governed by a City Council comprised of six Councilors and the Mayor. The Council acts as the Local Contract Review Board for the City. With a diverse economic base Albany is experiencing growth common to the Willamette Valley, and is well poised to maximize the current growth potential. Albany s Parks & Recreation Department administers, coordinates and manages activities, classes, events (concerts and festivals), facility rentals, and a senior center, as well as maintains parks and swimming pools. Albany Parks & Recreation currently uses Active Network s Class recreation management software. The software requires replacement due to the end of product support. The City intends to enter into a professional services agreement with a qualified contractor to provide the following scope of services: 1. Web-based recreation management software supporting complex resource scheduling, reporting, and management 2. Resource availability, calendaring, and scheduling with waitlist management 3. Secure online registration and payment 4. Assistance and support in configuration of the new system 5. Application, technical, and administration training 6. Ongoing support, maintenance, and regular upgrades Additional information can be found at ISSUING OFFICE AND SUBMITTAL LOCATION The City Purchasing Coordinator will issue the document and will be the sole point of contact for the City for questions, concerns, and protests. Each Proposer shall provide eight (8) total copies of their proposal with one copy marked ORIGINAL. In addition to the hard copy (printed paper) version of Proposal, Proposer shall provide an electronic version of the Proposal on a USB drive in non-editable, Adobe format. The outside of the sealed envelope should reference Requests for Proposals for. Proposals must be received by the City of Albany, at the Parks & Recreation Department/Information Counter not later than 2:00 p.m., on Wednesday, September 30, 2015, addressed to the City of Albany, Attention: Diane Murzynski, CPPB, Purchasing Coordinator, 333 Broadalbin SW, Albany, OR Submittal Address & Process Questions: City of Albany Finance Department Diane Murzynski, CPPB, Purchasing Coordinator 333 Broadalbin Street SW Albany, OR diane.murzynski@cityofalbany.net Phone: (541) Technical Questions/Scope of Work: Sean Park, IT Project Manager sean.park@cityofalbany.net SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 4 of 35

6 Telephone, facsimile, or electronically transmitted Proposals will not be accepted. Proposals received after the specified date and time will not be given further consideration. Proposers submitting Proposals are solely responsible for the means and manner of their delivery, and are encouraged to confirm delivery prior to the deadline. 1.3 PROCUREMENT TIMELINE/RFP SCHEDULE The City anticipates the following general timeline for receiving and evaluating the proposals and selecting a Contractor for this RFP. The timeline listed below may be changed if it is in the City s best interest to do so. RFP Advertised August 31, 2015 Date to Submit Changes or Solicitation Protests September 14, 2015, 2:00 p.m. Last Date for Addenda September 25, 2015 Proposal Due Date September , 2:00 p.m. Evaluate Proposals October 1-7, 2015 Demonstrations and Interviews October 13-29, 2015 City Work Session November 2, 2015 City Council Meeting November 4, 2015 Notice of Intent to Award November 5, 2015 Protest Period ends November 12, 2015, 2:00 p.m. Contract Award November 13, CHANGES TO THE SOLICITATION BY CITY ADDENDA The City of Albany reserves the right to make changes to the RFP by written addendum, which shall be issued to all prospective Proposers known to the City of Albany to have received the Proposal Document. A prospective Proposer may request a change in the RFP by submitting a written request to the address set forth above. The request must specify the provision of the RFP in question, and contain an explanation for the requested change. All requests for changes or additional information must be submitted to the City of Albany no later than the date set in the RFP Schedule. The City of Albany will evaluate any request submitted, but reserves the right to determine whether to accept the requested change. If in the Purchasing Coordinator s opinion, additional information or interpretation is necessary; such information will be supplied in the form of an Addendum as stated above. Any addenda shall have the same binding effect as though contained in the main body of the RFP. Oral instructions or information concerning the scope of work of the project given out by City of Albany managers, employees, or agents to the prospective Proposers shall not bind the City of Albany. 1. All addenda, clarification, and interpretations will be posted on the City of Albany s website at City of Albany Bids, RFPs, RFQs. Proposers known by the City of Albany to have received a complete set of the proposal documents will receive notification when additional items are posted. 2. No addenda will be issued later than the date set in the RFP Schedule, except an addendum, if necessary, postponing the date for receipt of Proposals, withdrawing the invitation, modifying elements of the proposal resulting from a delayed process, or requesting additional information, clarification. 3. Each Proposer shall ascertain, prior to submitting a Proposal, that the Proposer has received all Addenda issued, and receipt of each Addendum shall be acknowledged in the appropriate location on each Addendum and included with the Proposal submittal. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 5 of 35

7 1.5 TRADE SECRETS AND PUBLIC RECORDS LAW All information submitted by Proposers shall be public record and subject to disclosure pursuant to the Oregon Public Records Act, except such portions of the Proposals for which Proposer requests exception from disclosure consistent with Oregon Law. All requests shall be in writing, noting specifically which portion of the Proposal the Proposer requests exception from disclosure. Proposer shall not copyright, or cause to be copyrighted, any portion of any said document submitted to the City of Albany as a result of this RFP. Proposer should not mark the whole proposal document confidential. If a Proposal contains any information that is considered a trade secret under ORS (2), Proposers must mark each sheet of such information with the following legend: "This data constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192." Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only "unless the public interest requires disclosure in the particular instance". Therefore, non-disclosure of City documents or any portion of a City document submitted as part of a Proposal may depend upon official or judicial determination made pursuant to the Public Records Law. In order to facilitate public inspection of the non-confidential portion of the Proposal, material designated as confidential shall accompany the Proposal, but shall be readily separable from it. Prices, makes, model or catalog numbers of items offered, scheduled delivery dates, and terms of payment shall be publicly available regardless of any designation to the contrary. Any Proposal marked as a trade secret in its entirety will be considered non-responsive. 1.6 CANCELLATION ORS 279B.100 provides for cancellation, rejection, or delay of proposals when the cancellation or rejection is in the best interest of the Contracting Agency as determined by the Contracting Agency. The City of Albany reserves the right to cancel award of this contract at any time before execution of the contract by both parties if cancellation is deemed to be in the City of Albany s best interest. In no event shall the City of Albany have any liability for the cancellation of award. 1.7 LATE PROPOSALS All Proposals that are not received by the deadline stated in the RFP Schedule will be considered late. Delays due to mail and/or delivery handling, including, but not limited to delays within City of Albany s internal distribution systems, do not excuse the Proposer s responsibility for submitting the Proposal to the correct location by the stated deadline. 1.8 CONDITIONS OF SUBMITTAL By the act of submitting a response to this RFP, the Proposer certifies that: 1. The Proposer and each person signing on behalf of any Proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no elected official, officer, employee, or person, whose salary is payable in whole or in part by the City of Albany, has a direct or indirect financial interest in the Proposal, or in the services to which it relates, or in any of the profits thereof other than as fully described in the Proposer's response to this solicitation. 2. The Proposer has examined all parts of the Request for Proposal, including all requirements and contract terms and conditions thereof, and, if its Proposal is accepted, the Proposer shall accept the contract documents thereto unless substantive changes are made in same without the approval SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 6 of 35

8 of the Proposer. 3. The Proposer, if an individual, is of lawful age; is the only one interested in this Proposal; and that no person, firm, or corporation, other than that named, has any interest in the Proposal, or in the proposed contract. 4. The Proposer has demonstrated quality experience providing the required goods and services. 1.9 PROPOSER REQUESTS INTERPRETATION OF RFP DOCUMENTS 1. Proposers shall promptly notify the City of Albany of any ambiguity, inconsistency or error, which they may discover upon examination of the Proposal Documents. 2. Proposers requiring clarification or interpretation of the Proposal Documents shall make a written request for same to the Purchasing Coordinator at the submittal location listed above. 3. The City of Albany shall make interpretations, corrections, or changes of the Proposal Documents in writing by published Addenda. Interpretations, corrections, or changes of the Proposal Documents made in any other manner will not be binding, and Proposers shall not rely upon such interpretations, corrections, and changes. 4. Should any doubt or difference of opinion arise between the City of Albany and a Proposer as to the items to be furnished hereunder or the interpretation of the provisions of this solicitation, the decision of the City of Albany shall be final and binding upon all parties PROPOSER REQUESTS FOR ADDITIONAL INFORMATION Requests for information regarding City of Albany services, programs, or personnel, or any other information shall be submitted in writing directly to the Purchasing Coordinator at the address in the. All requests for additional information shall be submitted in writing. Answers shall be provided to all Proposers of record on the date that answers are available COMPETITION Respondents are encouraged to comment, either with their Proposals or at any other time, in writing, on any specification or requirement within this RFP, which the respondent believes, will inordinately limit competition SOLICITATION PROTESTS A protest of any provision in this RFP must be made in writing and directed to the Purchasing Coordinator at the address listed in the RFP and shall be received no later than the date listed in the RFP Schedule. Any protest must address the requirement, provision or feature of this RFP or its attachments, that the potential Proposer believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. Such submittals will be reviewed upon receipt and will be answered in writing. No such protests or requests will be considered if received after the deadline. No oral, telegraphic, telephone protests or requests will be accepted COST OF RFP AND ASSOCIATED RESPONSES This RFP does not commit the City of Albany to paying any costs incurred by any Proposer in the submission or presentation of a Proposal, or in making the necessary studies for the preparation thereof. Responses to this solicitation are purely voluntary. Proposers shall not include any such expenses as part of their Proposals. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 7 of 35

9 1.14 CITY TO REQUEST CLARIFICATION, ADDITIONAL RESEARCH, AND REVISIONS 1. The City of Albany reserves the right to obtain clarification of any point in a Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Proposer to respond to such a request for additional information or clarification could result in a finding that the Proposer is non-responsive and consequent rejection of the Proposal. 2. The City of Albany may obtain information from any legal source for clarification of any Proposal or for information on any Proposer. The City of Albany need not inform the Proposer of any intent to perform additional research in this respect or of any information thereby received. 3. The City of Albany may perform, at its sole option, investigations of the responsible Proposer. Information may include, but shall not necessarily be limited to credit history, recent financial statements, current litigation, bonding capacity and related history, and contacting references. All such documents, if requested by the City of Albany, become part of the public records and may be disclosed accordingly. 4. The City reserves the right to investigate references including customers other than those listed in the Proposer s submission. Investigation may include past performance with respect to its successful performance of similar projects, conformance to Owner s budget, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, and its lawful payment to employees and workers or other criteria as determined by the City. 5. The City of Albany reserves the right to request revisions of proposals after the submission of proposals and before award. 6. The City of Albany reserves the right to negotiate revisions to the final contract, as well as price, with the successful proposer. 7. To the maximum extent allowed by law, the City may waive Proposal irregularities or strict compliance with any requirement herein if it concludes such action to be in its best interest REJECTION OF PROPOSALS The City of Albany reserves the right to reject any or all Proposals received as a result of this request. Proposals may be rejected for one or more of the following reasons, including but not limited to: 1. Failure of the Proposer to adhere to one or more of the provisions established in this RFP. 2. Failure of the Proposer to submit a Proposal in the format specified herein. 3. Failure of the Proposer to submit a Proposal within the time requirements established herein. 4. Failure of the Proposer to adhere to ethical and professional standards before, during, or following the Proposal process. The City of Albany may reject any Proposal not in compliance with all prescribed public procurement procedures and requirements, and may reject for good cause any or all Proposals upon a finding of the City of Albany that it is in the public interest to do so MODIFICATION OR WITHDRAWAL OF PROPOSAL BY PROPOSER 1. A Proposal may not be modified, withdrawn, or canceled by the Proposer for 60 (sixty) calendar days following the time and date designated for the receipt of Proposals. 2. Proposals submitted early may be modified or withdrawn only by notice to the City of Albany Purchasing Coordinator, at the Proposal submittal location, prior to the time designated for receipt of Proposals. Such notice shall be in writing over the signature of the Proposer. All such communications shall be so worded as not to reveal the amount of the original Proposal or any other material contents of the original Proposal. 3. Withdrawn Proposals may be resubmitted up to the time designated for the receipt of Proposals provided that they are then fully in conformance with these Instructions to Proposers. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 8 of 35

10 4. The City of Albany reserves the right to request revisions of proposals after the submission of proposals and before award for the purpose of obtaining best offers or best and final offers PROPOSAL OWNERSHIP 1. All Proposals submitted become and remain the property of the City of Albany and, as such, are considered public information and subject to public disclosure within the context of the federal Freedom of Information Act and Oregon Revised Statutes (ORS) and ORS , public records exempt from disclosure. 2. Unless certain pages or specific information are specifically marked "proprietary" and qualify as such within the context of the regulations stated in the preceding paragraph, the City of Albany shall make available to any person requesting information through the City of Albany's processes for disclosure of public records, any and all information submitted as a result of this solicitation without obtaining permission from any Proposer to do so after the Notice of Intent to award has been released DURATION OF PROPOSAL Proposal prices, terms and conditions shall be firm for a period of at least ninety (90) days from the deadline for receipt of submittal. The successful proposal shall not be subject to future price escalation or changes of terms if accepted during the ninety (90) day period. Price decreases or changes in terms by others after the acceptance of a proposal will not be considered AFFIRMATIVE ACTION By submitting a proposal, the Proposer agrees to comply with the Fair Labor Standard Act, Title VII of the Civil Rights Act of 1964, Executive Order (as amended), Fair Employment Practices, Equal Employment Opportunity Act, Americans with Disabilities Act, and Oregon Revised Statutes DISADVANTAGED, MINORITY, WOMEN, & EMERGING SMALL BUSINESSES (DMWESB) Albany encourages the participation of Target Businesses. These businesses are defined as Disadvantaged, Minority-Owned, Women-Owned, and Emerging Small Businesses (DMWESB) certified by the State of Oregon (OMWESB), and businesses certified as Small Disadvantaged Businesses by the Small Business Administration. Proposers may not discriminate in the award of a subcontract because the subcontractor is a minority, women or emerging small business enterprise (MWESB) certified under ORS INTENT TO AWARD All responsive and evaluated Proposers to this RFP will be notified of the Evaluation Committee's recommendation and the City's intent to award an agreement not less than seven (7) days prior to award of agreement. The notice of intent to award an agreement will be directed to the person who has signed the Proposal on behalf of the Proposer PROTEST OF INTENT TO AWARD A Proposer may protest the award of a contract or the intent to award such a contract, whichever occurs first, if the following conditions are satisfied: (1) The Proposer must be adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful; (2) The reason for the protest is that all the lower bids or higher ranked Proposals are non-responsive; (3) The City has failed to conduct the evaluation of Proposals in accordance with the criteria or processes described in the Solicitation Document; (4) The City has abused its discretion in rejecting the protestor's bid as nonresponsive; (5) The City's evaluation of the Proposals or the subsequent determination of award is otherwise in violation of ORS 279B.410. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 9 of 35

11 The Proposer must deliver the written protest to the Purchasing Coordinator within seven days after issuance of Notice of Intent to Award. A Proposer's written protest shall specify the grounds for protest. The City shall not consider a Proposer's contract award protest submitted after the above time line NOTICE TO PROCEED Work under the Agreement may not begin until the Notice to Proceed has been issued. The City will issue the Notice to Proceed after execution of the Contract. The Notice to Proceed will state the date work under the Agreement shall begin RECIPROCAL PREFERENCE LAW Oregon s reciprocal preference law, ORS 279A.120 and ORS 279A.125, requires public contracting agencies, in determining the lowest responsible Proposer, to add a percent increase to each out-of-state Proposer s bid price which is equal to the percent of preference given to local Proposers in the Proposer s home state. That is, if the low Proposer is from a state that grants a 10 percent preference to its own in-state Proposers, the Oregon Agency must add 10 percent to that Proposer s price when evaluating the bid. For details, check Oregon s Reciprocal Preference Law website at: Proposers in need of any assistance in the application of this law should contact the State Procurement Office: State of Oregon, Department of Administrative Services, State Procurement Office, 1225 Ferry Street SE, U-140, Salem, OR Telephone: CITY REPRESENTATIVE AND CONTRACT ADMINISTRATOR The City s Representative or designee shall have full authority to act on behalf of the City with respect to administration of the provisions of this Contract, including the authority to stop the work whenever such stoppage may be necessary to ensure the proper execution of the Contract. The Representative or designee shall also have authority to reject all work that does not conform to the Contract Documents. The City s Contract Representative/Administrator will be the IT Project Manager, Sean Park NOTICES, INVOICES, AND PAYMENTS All notices, invoices, and payments shall be made in writing and may be given by personal delivery or by mail. Notices, bills, and payments sent by mail should be addressed as follows: CITY OF ALBANY: CONTRACTOR: 333 Broadalbin Street SW P.O. Box 490 Albany, Oregon (Address), (City, State, Zip) And when so addressed, shall be deemed given upon deposit in the United States mail, postage prepaid. In all other instances, notices, bills, and payments shall be deemed given at the time of actual delivery. Changes may be made in the names and addresses of the person to whom notices, bills, and payments are to be given by giving notice pursuant to this section. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 10 of 35

12 1.27 DEFINITIONS (as used in these contract documents, except where the context otherwise clearly requires) CITY, OWNER means the City of Albany, Oregon. CITY S REPRESENTATIVE, CONTRACT ADMINISTRATOR means the person or persons designated by the City to administer this Contract and monitor compliance hereunder. CONTRACT DOCUMENTS means all written documents existing at the time of execution of this Contract and setting forth the obligations of the parties, including the, Professional Services Agreement, Scope of Services, Special Provisions, Non-Collusion and Conflict of Interest Certification, Certification Statement for Corporation or Independent Contractor, Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters, Insurance Requirements, References, Cost Proposal, Requirements, Proposal Response, and other attachments, exhibits, or addendums applicable to the final Contract Documents. In addition, written amendments to the Contract Documents executed by the parties from time to time, and any documents expressly incorporated by reference elsewhere in the Contract Documents enumerated above. CONTRACTOR, CONSULTANT, PROPOSER, RESPONDENT means the person or firm that has undertaken to perform the work subject of this contract and by whom or on whose behalf the contract was signed. DELIVERABLE means the acceptable product or service as identified in the statement of work; received as requested at the right: time, place, quality, quantity, and price. A deliverable must be measureable to determine that all conditions and acceptable performance are met. RESPONSIBLE PROPOSER means a Person that has submitted an Offer and meets the standards set forth in OAR , and not debarred or disqualified by the Contracting Agency under OAR When used alone, Responsible means meeting the aforementioned standards and is also defined in ORS 279B.110. RESPONSIVE PROPOSAL means an Offer or Proposal that substantially complies in all material respects with all prescribed procurement procedures and applicable solicitation requirements. When used alone, Responsive means having the characteristic of substantially complying in all material respects with applicable solicitation requirements. STATEMENT OF TIME means a period of time, unless stated as a number of City business days, shall include Saturdays, Sundays, and holidays. The word "day" as used in this RFP document, and any resulting contract awarded as a result of this process, shall constitute a calendar day of 24 hours measured from midnight to the next midnight. SUBSTANTIAL COMPLETION means a stage in the progress of the Work when the Work or designated portion thereof is sufficiently complete in accordance with the Contract Documents so that the Owner can occupy or use the Work or a portion thereof for its intended use. WORK means all tasks specified or necessarily implied in these Contract Documents to perform and complete their intended result. The term encompasses all labor, materials, supplies, tools, equipment, fuel, administrative and support services, overhead, and other direct and indirect expenses necessary to achieve the result intended by the Contract Documents. SECTION 1 INTRODUCTION AND PROCUREMENT REQUIREMENTS Page 11 of 35

13 2.1 GENERAL INFORMATION SECTION 2 SCOPE OF WORK The City is seeking a highly-qualified Contractor to implement a recreation management system to replace the current Active Network s Class platform, which is approaching end-of-life and will no longer be supported by the Contractor. In responding to this RFP, proposers shall provide, and will be evaluated on, the following information: 1. Proposer s experience and background, and past experience with similar Projects, preferably with municipal or county parks and recreation departments, including references (Agency, primary contact person, phone number, address, year(s) service was provided, type of Project and scope of services provided, and contract value) for each Project. 2. Project team qualifications and key personnel availability for the duration of the Project providing sufficient information to demonstrate that the Contractor and the personnel meet the criteria and Proposer qualifications. Specify the Contractor s Project Manager (team leader) and their relative experience in overseeing similar Projects. 3. Delivering the overall scope of work and Contractor s Project approach to deliver the described work in all phases of preparation for the Project and demonstrating specific understanding of the City of Albany Parks & Recreation Department s services, requirements, goals, budget, and how the Contractor will assist in meeting these goals. Describe Contractor s capabilities, innovative approach, and special methodologies to bring the Project to delivery. Provide a level-of-effort summary breakdown of time and staff by work activity for Contractor s responsibilities under this contract. Include an estimated grand total of person-hours required to your Contractor s entire scope of work. Identify key personnel to be used on this Project and their areas of responsibility. 2.2 SCOPE OF WORK The objective of the Project is to implement recreation management software that provides accurate resource scheduling and reservations (including parks and other City facilities), class scheduling, registration, payment, and management. The software will provide online availability and calendaring tools for customer use, decreasing the amount of time spent by City staff on recreation management tasks. Overall ease of use, including robust data management and reporting capabilities, is critical. The successful Proposer s solution shall provide the following: Web-based recreation management software supporting complex resource scheduling, reporting, and management Resource availability, calendaring, and scheduling with waitlist management Secure online registration and payment Assistance and support in configuration of the new system Application, technical, and administration training Ongoing support, maintenance, and regular upgrades The Proposer's solution should also include the following functionality: Park Maintenance Facilities Maintenance Sports and Tournament Coordination Asset Management SECTION 2 SCOPE OF WORK Page 12 of 35

14 2.3 IMPLEMENTATION DETAILS The following information will be pertinent to your ability to complete the Cost Proposal. Classes and activities are setup and managed on a quarterly basis. Over the course of a year there are over 400 courses and events offered. The annual number of participants varies between 6,000 and 8,000. Several different customer types and customer groups are utilized Approximately 200 annual rentals Schedules are complex and utilize irregular scheduling patterns 2.4 PROJECT MANAGEMENT 1. Provide diligent and consistent oversight and direction of the activities of the Contractor s Project Team to ensure Project proceeds in a timely and efficient manner in accordance with the Project schedule. 2. Manage all Project-related contracts including ensuring regulatory compliance and recommending payment. Provide any required coordination with other agencies. 3. Provide regular (minimum weekly) status reports to the City IT Project Manager to verify Project progress, any Project schedule or budget changes, and discuss any other issues that may affect successful on-time and on-budget Project implementation. These updates will be provided weekly to the City IT Project Manager in electronic format. 4. Conduct regular status meetings (minimum weekly) with the City's Project Team to verify that the Project is meeting the established schedule and budget. The services include preparing the agendas, coordinating and facilitating the meetings, and the provisioning of accurate and comprehensive minutes of all meetings in order to revise and refine the delivery of the Project to meet requirements. These minutes shall be issued in electronic format to the City IT Project Manager within 24 hours of each meeting. 5. Provide a detailed Project schedule, in electronic format, within 10 days of contract signing. Provide an updated Project schedule, in electronic format, during the weekly status meeting reflecting any Project schedule change. 6. Provide a detailed statement of work within 10 business days of Contract signing. 2.5 SCHEDULE Contractor should provide a Project Schedule and explanation of how Contractor will meet the go-live date of March 31, WORK PERFORMED BY CITY AND OTHERS The Contractor will coordinate with the City to implement the proposed Project Schedule. Any specific duties the City will perform for the Project shall be identified by the Contractor. Proposals should reflect a coordinated approach and should specify the type and level of support anticipated from City staff. At all times, the City will do its utmost to provide timely responses regarding all Project issues and questions that might arise. 2.7 PROJECT DELIVERABLES Deliverable shall be considered a successful implementation of recreation management software that meets Project requirements. SECTION 2 SCOPE OF WORK Page 13 of 35

15 SECTION 3 SELECTION PROCESS AND PROPOSAL REQUIREMENTS 3.1 SELECTION PROCESS The process to select will consist of a solicitation of proposals from all Proposers interested in providing the required services described in this RFP. Proposers must meet the requirements and demonstrate the necessary experience and professional qualifications to complete the project with the essential staff on time and within budget and provide the required ongoing services in an efficient and cost-effective manner to the City. The City intends to contract for the best value product and service that offers the desired level of quality at a reasonable price. 3.2 PROPOSAL FORMAT Proposals shall be printed double-sided and prepared in a simple, economical manner, without stiff binders or covers, fastened in the top left-hand corner, with the sections tabbed to match those in the RFP, and with all pages numbered within each section. The proposal shall be prepared succinctly, providing a straight forward, concise description of the Proposer s ability to meet the requirements of the RFP. There should be no unnecessary attachments or exhibits. City reserves the right to reject Proposals that are deemed illegible or too difficult to read. 3.3 PROPOSER REPRESENTATIONS The Proposer further agrees to the following: 1. To examine the scope of services and conditions thoroughly. 2. To provide for appropriate insurance, deposits, and bonds, if required. 3. To comply fully with the scope of services for the agreed contract. 4. That any and all registration and certification requirements are met as set forth and required in the Oregon Revised Statutes and this RFP. 3.4 JOINT PROPOSALS If Proposer is a partnership or joint venture, information must be provided for each partner or joint ventures, and each partner or joint ventures must sign the Proposal and any contracts on behalf of both itself and the Proposer, and each will be jointly and severally liable. In the case of a legal partnership or joint venture, a written Memorandum of Understanding between the parties must be submitted with the Proposal setting forth the business and service delivery agreements between the parties. 3.5 KEY PERSONNEL The Proposer shall acknowledge and agree that if selected, the Proposer is entering into this contract because of the special qualifications of the Proposer s key personnel. In particular, through this contract, the City, is engaging the expertise, experience, judgment, and personal attention of key personnel. The Proposer shall not reassign or transfer the key personnel to other duties or positions without notifying the City. In the event that a replacement of key personnel is necessary, the replacement must be acceptable to the City Contract Administrator. Proposer will provide City with key personnel who have experience with the Proposer s company and services. 3.6 INDEPENDENT CONTRACTOR The Contractor shall provide all labor, equipment, material, and supervision necessary to perform the scope of services described in this RFP. The parties intend that Contractor, in performing the services specified in this contract, shall act as an independent contractor and shall have the control of the SECTION 3 SELECTION PROCESS AND PROPOSAL REQUIREMENTS Page 14 of 35

16 work and the manner in which it is performed. Contractor is not considered an agent or employee of the City of Albany, and is not entitled to participate in any pension plan, insurance, bonus, or similar benefits the City of Albany provide its employees. 3.7 PROPOSAL CONTENT MANDATORY Failure to complete any question or request for information, in whole or in part, or any deliberate attempt by the Proposer to mislead the City, may disqualify the Proposer. Each Proposer shall describe their qualifications and commitment to providing the required scope of services and a clear understanding of the work to be performed, demonstrated by the comprehensiveness and appropriateness of the Proposal. 1. Introductory Letter - Proposer shall include an introductory letter and expression of interest in the project. Proposer should indicate a willingness to enter into a contract with the City based on the terms and conditions contained in the City s Professional Services Agreement, Exhibit A, and meet the requirements of this RFP. The introductory letter shall also name the person(s) authorized to represent the Proposer in any negotiations and the name and title of the person(s) legally authorized to sign any contract that may result. The letter shall be signed by an authorized representative of the Proposer. Include address and telephone and fax numbers. Any exceptions to the Sample Agreement should be provided within this Letter. 2. Project Understanding and Approach Proposer shall describe their understanding of the services requested and their approach to satisfying Project requirements. Proposer should list and describe any significant issues and concerns that need to be addressed. Other potential issues not previously indicated herein should be presented, along with any innovative or unique solutions. Proposer should describe proposed key personnel s qualifications and experience, and availability for the duration of the Project. Provide resumes covering special training, specific areas of expertise, project experience, educational background and certification, and specify the Project Manager. 3. Requirements Provide a detailed, specific response to each Requirement found in Exhibit G; an explanation of functionality of the features described in Section 2.1 Scope of Work, and a Schedule with specific information regarding Proposer s ability to complete the tasks on or before the go-live date of March 31, References Provide four (4) references from similar projects within the past five years, including the contact names, phone numbers, addresses and mailing addresses. Each reference must be willing to make themselves available for a conference call and verify quality of previous related work. References will be contacted to assist with the evaluation of experience, expertise, and the customer s satisfaction. 5. Cost Proposal Provide a cost for all software, hardware, and services proposed including: 1) Software license 2) Proposed hardware and integration 3) Deployment 4) Travel travel expenses cannot exceed government rates found at 5) Training 6) Annual support and maintenance. SECTION 3 SELECTION PROCESS AND PROPOSAL REQUIREMENTS Page 15 of 35

17 3.8 ADDITIONAL ATTACHMENTS REQUIRED WITH PROPOSAL SUBMITTAL The following shall be included with the Proposal Response. 1. References (Exhibit A) Complete and submit with Proposal. 2. Non-Collusion and Conflict of Interest Certification (Exhibit B) Sign and submit with Proposal. 3. Certification Statement for Corporation or Independent Contractor (Exhibit C) - Complete and submit with Proposal. 4. Proposer Representations and Certification Regarding Debarment, Suspension and Other Responsibility Matters (Exhibit D) - Complete and submit with Proposal. 5. Insurance Requirements (Exhibit E) Sign and submit with Proposal. 6. Cost Proposal (Exhibit F) - Proposers are required to sign and submit this form attached to their Cost Proposal. 7. Requirements (Exhibit G) - Proposers are required to provide responses to all Requirements. 8. Addenda - All addenda of this RFP should be submitted as part of the Proposal Response. Receipt of each addendum shall be acknowledged by the Proposer by signing in the appropriate designated location. Each Proposer should ascertain, prior to submitting a Proposal, that the Proposer has received all addenda issued by the City of Albany. Addenda are posted on the City of Albany s website at SECTION 3 SELECTION PROCESS AND PROPOSAL REQUIREMENTS Page 16 of 35

18 4.1 GENERAL INFORMATION SECTION 4 EVALUATION CRITERIA Each proposal will be judged on its completeness and quality of its content. The City reserves the right to reject any or all proposals and is not liable for any costs the Proposer incurs while preparing the proposal. All proposals will become part of the public file, without obligation to the City. Upon the completion of the evaluations, the City intends to negotiate a contract with the Proposer whose proposal is deemed to be most advantageous to the City. Special features or qualifications included in the proposal will be given due consideration. 4.2 EVALUATION COMMITTEE The Evaluation Committee will be comprised of five (5) members representing the Parks & Recreation Department. The role of the Evaluation Committee is to evaluate the proposals submitted and make a recommendation of award. The City may also seek expert advice to help review proposals. Such advisors to the Evaluation Committee may attend evaluation meetings and Proposer interviews, and lend any such expertise to the process as requested by the City. However, any such person contacted by the City for their expert advice shall not, from first being contacted until the RFP process is completed, or otherwise brought to an end, have communications with any Proposers regarding their proposals or the process. Scoring will be completed covering all areas listed below in the Evaluation Criteria. Proposals must provide a concise description of the Proposer s ability to satisfy the requirements of the RFP with emphasis on completeness and clarity of content. Evaluators will consider brevity of responses in scoring Proposals. All scores for each Proposer shall be added together to arrive at a final score for each Proposer. Proposals will then be ranked in descending order by the total proposal score. The City is seeking value from the service requested. If additional information is deemed necessary as part of the evaluations, such information will be solicited in order to allow the Committee to complete the evaluation process. The objective of requesting proposals is for the City to obtain the highest quality of services at a cost representing the best value to the City. 4.3 MANDATORY REQUIREMENTS EVALUATION CRITERIA INTRODUCTORY LETTER Does Proposer include an introductory letter expressing interest in the project? Does Proposer indicate a willingness to enter into a contract with the City based on the terms and conditions contained in the City s standard contract, Attachment A, and meet the requirements of this RFP? Is the person authorized to represent the Proposer in any negotiations and the name and title of the person(s) legally authorized to sign any contract that may result included? Is letter signed by an authorized representative of the Proposer? PROJECT UNDERSTANDING AND APPROACH This evaluation component will allow the City to assess the Proposer s understanding of the services that are requested and need to be provided for a successful project. In that regard, does Proposer present a clear and concise understanding of the overall Project and its objectives based on the available information? Proposer should list and describe the significant issues and concerns that need to be addressed. Are Key Personnel background and experience included? Other potential issues not previously indicated herein should be presented, along with any innovative or unique solutions. Include various general and/or specific tasks the Proposer views are important for prudent management and sequencing of the tasks required for a successful project. SECTION 4 EVALUATION CRITERIA Page 17 of 35

19 REQUIREMENTS Does Proposer clearly and completely explain how they will support each Requirement as described in Section 2.1 Scope of Work and complete Requirements - Exhibit G? Is the Proposed Schedule Proposer provided realistic and reasonable? Is anticipated go-live date, March 31, 2016, deadline addressed with appropriate resources to support schedule? Does Proposer describe a proposed training method? EASE OF USE During Demonstrations, the Evaluation Committee will score the Requirements based upon Functionality and Ease of Use. The Proposer may participate in person at the City of Albany - City Hall or remotely. Demonstrations may be a half day process. No costs associated with the on-site demonstration will be reimbursed to the Proposer. COST PROPOSAL Does Proposer provide a cost for all software, hardware and services proposed? Including the following and attached to Exhibit F Cost Proposal: Software license, hardware and integration, deployment, travel, training, and annual support and maintenance? REFERENCES AND INTERVIEWS Does Proposer provide references from similar type projects within the past five years listed on Exhibit A? Are references available and offer adequate information? The City will conduct phone Interviews with Proposers to ask additional questions following Demonstrations. Interviews are expected to last approximately an hour. 4.4 EVALUATION CRITERIA The Evaluation Committee will be looking for a functional fit to existing business requirements, including efficiency and flexibility provided to support Parks & Recreation s business processes. An easy to use, intuitive product is important. Technical strengths looked for include the ability to configure, maintain and upgrade. Introductory Letter Project Understanding and Approach Pass/Fail Pass/Fail Requirements 35% Ease of Use 30% Cost Proposal 25% References and Interviews 10% TOTAL POINTS AVAILABLE 100% SECTION 4 EVALUATION CRITERIA Page 18 of 35