REQUEST FOR PROPOSAL/QUALIFICATIONS FOR MUNICIPAL PROFESSIONALS Issued by the Township of Waterford Date Issued: November 8 th, 2017 Responses Due by: December 8th, 2017
Request for Proposal for Professional Services Purpose: The following procedures are designed to provide for a due diligence process in awarding professional services based on qualification, merit and cost effectiveness through accessible advertising. Services include annual appointments and day to day programs, projects and contracts. Proposals should be sent to: Township of Waterford, Attn: Susan Danson, 2131 Auburn Ave, Atco NJ 08004. Proposals are due no later than Friday December 8th, 2017. Scope of Services: INFORMATION TECHNOLOGY CONSULTING Any persons or firms interested in providing professional services to the Township of Waterford as defined in the New Jersey Statutes, N.J.S.A. 40A:11-2(6). 1. Appointment of Information Technology Consultant - The Information Technology Consultant shall be appointed by the Township Committee by a majority vote of a quorum of its members and shall serve for a term of one (1) year from the first day of January of their appointment year and until December 31, of the year of their appointment, unless an extension of time has been agreed upon by both parties. The parties may agree to up to two (2) one year extensions or one (1) two year extension. The Information Technology Consultant shall receive such compensation as may be agreed upon and determined by the Committee. 2. Roles and Responsibilities The Information Technology Consulting Services shall include, but not be limited to, provision of the following services for all Township offices, Police and Fire Offices (fire oversight will begin once the new firehouse is completed and the township occupies the building): A. File Server Management Daily on-line real time monitoring of critical functions Unlimited on-site and remote support Complete service pack and patch updates on a regular basis Review all ancillary programs, including but not limited to firewall, tape backup, antivirus programs for updates etc., and confirm system maintenance checks are performed. Create user accounts and manage security policies Rebuild the server and restore its systems from backup in case of failure Perform data backup across all servers and applications Identify and correct problems with the Local Area Network as they arise Identify and correct problems with the Wide Area Network connection as they arise
B. Workstation Management Unlimited on-site and remote support Complete patch management Maintain properly functioning configurations Install and set up new and rebuilt computers, including installing operating system and any necessary software, setting them up on network, setting them up for backups, adjusting email client settings Install and set up new office equipment (printers, scanners) When necessary, restore a system from backup Make sure all machines are up to date and free of viruses and spyware Perform minor hardware repairs (such as replacing hard drive, upgrading memory, etc.) C. General Consulting/IT Services Examples of general IT services are: server, workstation, printer, network device consultation, configuration and installation, software updates, network troubleshooting, firewall adjustments, email troubleshooting, hardware troubleshooting. D. Network Status All hardware and software programs are to be reviewed and updated to protect the network, server and workstations. Utilization of hardware, software and services that check network traffic, block restricted sites, and prevent cyber-attacks are to be reviewed and recommendations are to be made. The applicant/proposer must have demonstrated successful experience in supporting the finance, tax and constructions applications (Edmunds, Munidex, First Byte, Vital Communications, MPass, etc.), as well as other NJ municipal based computer software applications, as appropriate.
Exhibit A AFFIRMATIVE ACTION MANDATORY EQUAL EMPLOYMENT OPPORTUNITY LANGUAGE N.J.S.A. 10:5-31 et seq. (P.L. 1975, C. 127) N.J.A.C. 17:27 GOODS, PROFESSIONAL SERVICE AND GENERAL SERVICE CONTRACTS During the performance of this contract, the contractor agrees as follows: The contractor or subcontractor, where applicable, will not discriminate against any employee or applicant for employment because of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Except with respect to affectional or sexual orientation and gender identity or expression, the contractor will ensure that equal employment opportunity is afforded to such applicants in recruitment and employment, and that employees are treated during employment, without regard to their age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. Such equal employment opportunity shall include, but not be limited to the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Public Agency Compliance Officer setting forth provisions of this nondiscrimination clause. The contractor or subcontractor, where applicable will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex. The contractor or subcontractor will send to each labor union, with which it has a collective bargaining agreement, a notice, to be provided by the agency contracting officer, advising the labor union of the contractor's commitments under this chapter and shall post copies of the notice in conspicuous places available to employees and applicants for employment. The contractor or subcontractor, where applicable, agrees to comply with any regulations promulgated by the Treasurer pursuant to N.J.S.A. 10:5-31 et seq., as amended and supplemented from time to time and the Americans with Disabilities Act. The contractor or subcontractor agrees to make good faith efforts to meet targeted county employment goals established in accordance with N.J.A.C. l7:27-5.2. The contractor or subcontractor agrees to inform in writing its appropriate recruitment agencies including, but not limited to, employment agencies, placement bureaus, colleges, universities, and labor unions, that it does not discriminate on the basis of age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, and that it will discontinue the use of any recruitment agency which engages in direct or indirect discriminatory practices. The contractor or subcontractor agrees to revise any of its testing procedures, if necessary, to assure that all personnel testing conforms with the principles of job-related testing, as established by the statutes and court decisions of the State of New Jersey and as established by applicable Federal law and applicable Federal court decisions. In conforming with the targeted employment goals, the contractor or subcontractor agrees to review all procedures relating to transfer, upgrading, downgrading and layoff to ensure that all such actions are taken without
regard to age, race, creed, color, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, nationality or sex, consistent with the statutes and court decisions of the State of New Jersey, and applicable Federal law and applicable Federal court decisions. The contractor shall submit to the public agency, after notification of award but prior to execution of a goods and services contract, one of the following three documents: Letter of Federal Affirmative Action Plan Approval Certificate of Employee Information Report Employee Information Report Form AA302 (electronically provided by the Division and distributed to the public agency through the Division s website at www.state.nj.us/treasury/contract_compliance) The contractor and its subcontractors shall furnish such reports or other documents to the Division of Public Contracts Equal Employment Opportunity Compliance as may be requested by the office from time to time in order to carry out the purposes of these regulations, and public agencies shall furnish such information as may be requested by the Division of Public Contracts Equal Employment Opportunity Compliance for conducting a compliance investigation pursuant to Subchapter 10 of the Administrative Code at N.J.A.C. 17:27. PRODUCT OR SERVICE: PRINTED NAME OF AUTHORIZED REPRESENTATIVE: SIGNATURE OF AUTHORIZED REPRESENTATIVE: TITLE OF AUTHORIZED REPRESENTATIVE: DATE: THE FOREGOING MANDATORY AFFIRMATIVE ACTION LANGUAGE EXHIBIT A HAS BEEN REVIEWED AND ACKNOWLEDGED BY THE AUTHORITY OF THE ABOVE SIGNATURE AND IS ATTACHED AND INCORPORATED HEREIN BY REFERENCE IN THE CONTRACT.
Exhibit B Public Contracting ( Pay-to-Play ) Reform Adopted 2/8/2017 as Ordinance No. 2017-4 Prohibition on Awarding Public Contracts to Certain Contributors A. Any other provision of Law to the contrary notwithstanding, Waterford Township or any of its purchasing agents or agencies or those of its independent authorities, the Planning Board and Zoning Board, as the case may be, shall not enter into an agreement or otherwise contract to procure professional, banking, insurance coverage services or any other consulting services, including those awarded pursuant to a fair and open process, from any professional business entity, if that entity has solicited or made any contribution of money, or pledge of a contribution, including in-kind contributions, to any Waterford Township municipal candidate or holder of the public office having ultimate responsibility for the award of the contract, or campaign committee supporting each candidate or officeholder, or to any Waterford Township political party committee or (PAC) that regularly engages in, or whose primary purpose is the support of municipal elections and/or municipal parties in excess of the thresholds specified in subparagraph (d) within one calendar year immediately preceding the date of the contract or agreement. B. No professional business entity which enters into negotiations for, or agrees to, any contract or agreement with the municipality or any department or agency thereof or of its independent authorities for the rendering of professional, banking or insurance coverage services or any other consulting services, including those awarded pursuant to a fair and open process, shall solicit or make any contribution of money, or pledge of a contribution, including in-kind contributions, to any Waterford Township municipal candidate or holder of the public office having ultimate responsibility for the award of the contract, or campaign committee supporting such candidate or officeholder, or to any Waterford Township political party committee, or PAC that regularly engages in, or whose primary purpose is the support of municipal elections and/or municipal parties between the time of first communications between that business entity and Waterford Township regarding a specific professional services agreement and the termination of negotiations or the completion of the contract or agreement, whichever is later.
C. For the purposes of this Article, a professional business entity seeking a public contract means an individual, including the individual s spouse, if any, and any child living at home; person; firm; corporation; professional corporation; partnership; organization; or association. The definition of a business entity includes all principals who own ten (10%) percent or more of the equity of in the corporation or business trust, partners, and officers in the aggregate employed by the entity as well as any subsidiaries directly controlled by the business entity. D. Any professional business entity under this section may annually contribute a maximum of $2,600 each for any purpose to any candidate for Mayor or Township Committee, or $7,200 to a Waterford Township political party committee or PAC without violating subsection (a) of this section. E. For purposes of this section, the office that is considered to have ultimate responsibility for the award of the contract shall be: 1. The Waterford Township Committee and the Mayor of Waterford Township, if the contract requires approval or appropriation from the Committee. 2. The Mayor of Waterford Township, if the contract requires approval of the Mayor, or if a public officer who is responsible for the award of a contract is appointed by the Mayor. 3. The Waterford Township Land Use Planning Board. 4. The undersigned attests under penalty of perjury that they have not made a contribution in violation of Ordinance #2017-4 of the Township of Waterford. Signature Print Name & Title Subscribed and sworn before me this day of, 20. Notary Public
STOCKHOLER/OWNERSHIP DISCLOSURE CERTIFICATION (THE STATEMENT OF CORPORATE OWNERSHIP APPLIES TO ALL TYPES OF CORPORATIONS SUCH AS LIMITED PARTNERSHIPS, LIMITED LIABILITY CORPORATIONS, LIMITED LIABILITY PARTNERSHIPS AND SUB CHAPTER S CORPORATIONS) 1. THIS IS TO CERTIFY THAT THE BIDDER IN QUESTION IS A CORPORATION, PARTNERSHIP, OR JOINT VENTURE 2. IF THE ANSWER TO #1 ABOVE WAS THAT THE BIDDING ENTITY IS A CORPORATION, ALL INDIVIDUALS OR ENTITIES HOLDING AT LEAST 10% OWNERSHIP INTEREST OR MORE IN SAID CORPORATION, WHETHER BY THE ISSUANCE OF STOCK OR OTHERWISE, ARE THE FOLLOWING: NAME ADDRESS % OF OWNERSHIP 3. IF THE ANSWER TO #1 ABOVE WAS THAT THE BIDDING ENTITY IS A PARTNERSHIP GIVE THE NAMES, ADDRESSES AND PERCENTAGES OF INTEREST OF THOSE BEING 10% OR MORE IN SAID PARTNERSHIP NAME ADDRESS % OF OWNERSHIP 4. IF THE ANSWER TO #1 ABOVE WAS THAT THE BIDDING ENTITY IS A JOINT VENTURE, GIVE THE NAMES, ADDRESSES AND PERCENTAGES OF INTEREST OF THOSE BEING 10% OR MORE EQUITABLE OR LEGAL INTEREST IN SAID JOINT VENTURE. NAME ADDRESS % OF OWNERSHIP 5. I HOLD THE FOLLOWING OFFICE OR INTERESTS IN THE BIDDING ENTITY AND AM AN INDIVIDUAL HAVING MORE THAN 10% BENEFICIAL OR LEGAL INTEREST IN THE BIDDING ENTITY. 6. I MAKE THIS CERTIFICATION INDIVIDUALLY AND ON BEHALF OF SAID ENTITY WITH FULL KNOWLEDGE THAT THE TOWNSHIP WILL RELY ON THIS CERTIFICATION IN AWARDING ANY BIDS AND THAT ANY MISREPRESENTATION HEREIN SHALL SUBJECT THE ENTITY AND MYSELF TO ALL PENALTIES PROVIDED UNDER CHAPTER 33 OF THE PUBLIC LAWS OF 1977. DATE:, 20 SIGNED: Name & Title: Subscribed and sworn before me this day of, 20. ATTEST: Notary Public
Applicants/Proposers Responsibility in Responding to Township s Request for Proposals for Professional Services The applicant/proposer shall in response to the Township s Request for Proposal, at a minimum, include the following: 1. Full name and business office address. Description of relevant experience in New Jersey Municipal work, description of services provided specifically to the Township Waterford, and five (5) New Jersey Municipal references (if applicable). 2. Listing of all post high school education of the applicant and/or members of a professional firm seeking to provide professional services as described within the body of the Request for Proposals, including technical certifications. 3. Dates of licensure, if any, in the State of New Jersey and any other state as to the professional discipline requested to serve the needs of the Township. 4. A listing of any professional affiliations or membership in any professional societies or organizations, with an indication as to any offices held. 5. The number of licensed professional employees (if a professional firm) and/or affiliated with the professional entity seeking to provide services to the Township. A description of each individual s qualifications, including education, licensure and years of professional experience. 6. A listing of all previous Public Sector entities served by the applicant/proposer licensed professional including dates of service and position(s) held. 7. Proposed cost of the service(s) or activities, including the hourly/weekly/monthly rate of individuals who will perform the services or activities. The proposed cost shall include: a. Meetings b. Site visits and expenses c. Expenses for travel, postage and telephone excluded from the hourly rate d. If proposing a monthly hour allotment, all unused monthly hours to roll-over to the following month e. Additional service defined beyond the scope of regular serviced
8. Insurance the applicant/proposer shall provide documentation that insurance for professional liability coverage with limits as to liability acceptable to the Township of Waterford. 9. Financial Disclosure - The applicant/proposer as a professional, if required by law, shall file a Financial Disclosure Statement pursuant to Local Government Ethics Law N.J.S.A. 40A:9-22(1) et seq. 10. Law Against Discrimination and Affirmative Action The applicant/proposer as a professional shall file a statement as to compliance with N.J.S.A. 10:5-1 et seq. (Laws Against Discrimination) an P.L. 1975, c. 1927 (Affirmative Action) 11. Public Contracting ( Pay-to-Play ) Reform Adopted 2/8/2017 as Ordinance No. 2017-4 - The applicant/proposer as a professional shall complete the statement as to compliance 12. Stockholder / Owner Disclosure Certification The applicant / proposer as a professional shall complete the Disclosure 13. Enclose a copy of New Jersey Business Registration Certificate 14. The applicant/proposer shall submit an original and three (3) copies of their proposal for review and consideration by the Township Committee and/or the Township Administrator. 15. Failure to comply with any item above may disqualify your submission
Basis for Award of Contract/Agreement for Professional Services The Township shall award all professional service contracts or agreements based on qualification, merit and cost competitiveness. Selection criteria will include: 1. Proposal contains all required checklist information 2. Relevance and extent of qualifications, experience and training of personnel to be assigned 3. Qualifications of the firms who will perform the service or activity 4. Validity of plan proposed to meet the Township of Waterford s needs 5. Relevance and extent of similar engagements performed 6. References 7. Ability to perform the service or activity in a timely fashion, including staffing and the staff s familiarity of the service or activity 8. Reasonableness of cost proposal and cost competitiveness 9. Plan for performing engagement is realistic, thorough and demonstrated knowledge of requirements, personnel availability and back office support infrastructure 10. The Township reserves the right to conduct an interview or interview with the prospective professional to discuss the scope of the professional services as outlined in the applicant s/proposer s proposal 11. All awards or waivers will be by resolution acted on by the Township Committee at a Township meeting 12. All awards are subject to availability of funds 13. This policy will include, but not be limited to, all of the above listed requirements