0_RFQ 24-25-71-Foot Traffic Data _ Analytics Software_Main Document.pdf

RFQ #24-25-71, Foot Traffic Data & Analytics Software

INSTRUCTIONS AND GENERAL PROVISIONS

REQUEST FOR QUOTES (RFQ) #24-25-71

FOOT TRAFFIC DATA & ANALYTICS SOFTWARE

SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (hereinafter “City”) is requesting quotes from qualified contractors (Proposers) for foot traffic data and analytics software to support the strategic planning and operational efficiency of the Department of Parks and Recreation (Department). The software will provide essential data for the development and management of future projects, services, and events.

1.2 The City will issue an Agreement to the successful Proposer for an anticipated one-year term with the option to extend for up to four additional terms, for a total of five years.

SECTION 2. KEY DATES (SUBJECT TO CHANGE AT THE

DISCRETION OF THE CITY)

Event Date RFQ Release Date April 9, 2025 End of Question & Answer Period April 25, 2025 at 2:00pm PST Due Date May 14, 2025 at 2:00pm PST

SECTION 3. LIST OF ATTACHMENTS

Attachment Title

A Scope of Services

B Exemplar Agreement including Insurance Requirements

The documents required to be included in your electronic submission are listed below:

C Customer Reference Form

SECTION 4. MINIMUM QUALIFICATIONS

The Proposer must meet the following minimum qualifications. Quotes that fail to meet the minimum qualifications in this section will be considered non-responsive and disqualified from further consideration.

4.1 A minimum five (5) years’ experience hosting and maintaining data collection and analytics software.

SECTION 5. PRE-BID CONFERENCE

5.1 There is no pre-bid conference for this RFQ.

SECTION 6. BASIS OF AWARD

6.1 Non-Price Determinative: The award for this requirement will be a “best value” procurement based on the City’s evaluation as per the following criteria and weights:

Evaluation Criteria Weight

Company Information, Experience & Qualifications 30%

Technical Capability 40%

Cost/Fee Proposal 30%

Total 100%

6.2 The City may designate incomplete quotes as non-responsive.

6.3 Best And Final Offer (BAFO)

6.3.1 A Best and Final Offer (BAFO) may be held with finalist(s) that have scored in the competitive range if additional information or clarification is necessary to make a final decision. The BAFO may allow Proposers to revise their original technical and/or cost proposals based on information received from the City. The City will send out the request for a BAFO with instructions addressing the areas to be covered and the date and time in which the BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the new information received in the BAFO.

6.3.2 The City will request only one BAFO, unless the Purchasing Officer determines in writing in the procurement file that another BAFO is warranted.

6.3.3 Proposers are cautioned that the BAFO is optional and at the sole discretion of the City. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical or cost proposals after their original submission. Proposers may not request an opportunity to submit a BAFO.

6.4 Final award shall be contingent upon selected firm accepting the Terms and Conditions listed in the City’s Exemplar Agreement.

6.5 The Proposer selected for award is required to submit a “Certificate of Insurance” in accordance with the requirements outlined in the Exemplar Agreement within ten (10) days after issuance of notice of intended award, unless the City grants an extension in its sole discretion. Failure to do so may result in withdrawal of the award and award to the next ranked proposer.

SECTION 7. REQUIRED SUBMISSION DOCUMENTS

7.1 In order to expedite the evaluation process, each quote shall be organized in accordance with this section. Submittals that do not follow the specified format below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified.

7.1.1 Cover Letter: Include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include address, telephone, email address, and type of business entity.

7.1.2 Statement: Include a statement outlining your concurrence or concerns with any and all provisions as contained in the Exemplar Agreement or Purchase Order.

7.1.3 Firm and Team Experience: (a) Provide a brief summary demonstrating your company’s expertise and experience to meet the requirements of this RFQ; (b) identify the person who will serve as the primary point of contact assigned to the City. and (c) provide three references for which your company has provided services similar in size and scope as described in this RFQ. Use Attachment C (Customer Reference Form) to submit the required customer references.

7.1.4 Technical Capability:

7.1.4.1 Description of Product: Provide a detailed description of the software, to include the following elements:

a. The process of collecting and storing data obtained through mobile location sharing.

b. The process of anonymizing and disclosing the data to software end users.

c. The process of analyzing anonymized data to obtain customer insights, including a list of databases against which data is compared.

d. The typical margin of error for insights obtained

7.1.4.2 Description of User Interface: Provide a detailed description of the user interface, including how it is hosted and accessed and what features are provided, such as dashboards and custom reporting.

7.1.4.3 Data Protection: Provide a copy of the Privacy Policy or a detailed description of how the software de-identifies, stores and protects data.

7.1.4.4 Training and Support: Provide a detailed description of the training and ongoing support that will be provided.

7.1.4.5 Licenses/Subscriptions: If applicable, provide a sample of any license or subscription agreements that may be required.

7.1.5 Cost Proposal: Submit a detailed cost breakdown detailing the cost of continuous access and ongoing support for the software, including hourly rates, as applicable. Cost proposals must include all anticipated costs, including travel, per diem, and out of pocket expenses. Please note the City of Santa Clara does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

SECTION 8. PRODUCT DEMONSTRATIONS (IF HELD)

8.1 Finalist(s) (proposal(s) determined to have scored in the competitive range) may be invited to present a product demonstration allowing the City to fully understand software capabilities and visualize how City staff will interact with the product. Finalist(s) will be notified in writing of the date, place, time and format of the interview or presentation.

8.2 Product demonstrations will not be scored separately. Instead, the City may modify proposal scores and resulting rankings based on the demonstration.

8.3 Proposers are cautioned that product demonstrations are optional and at the sole discretion of the City, unless otherwise specified in Section 7. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical proposals after their original submission. Proposers may not request an opportunity for a product demonstration.

SECTION 9. SUBMITTING THE QUOTE

9.1 Proposers can attach documents on BidNet Direct for online bids by clicking on “Upload Attachments”, then browse through your computer to find the document you want to attach.

Click “Browse”, find the document, and click “Open”. The location of the document will be in the browse field. Click on “Submit” to attach the document. Any questions regarding document attachment or uploading should be directed to BidNet Direct at the above-mentioned telephone number.

9.2 Your quote must be received by the due date and time listed in BidNet Direct. Proposers should familiarize themselves with BidNet Direct and allow adequate time to upload their quotes. Submittals that are initiated prior to the quote deadline but not completed by the deadline will not be accepted. The City is not responsible for any late or incomplete submissions due to any technical issues that may be encountered in BidNet Direct. Your quote must be received by the due date and time listed in this document. Late submittals will not be accepted.

SECTION 10. HOW TO OBTAIN THIS RFQ

10.1 This RFQ may be downloaded from the BidNet Direct e-Procurement system located at https://www.bidnetdirect.com/california/cityofsantaclara. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or by calling BidNet Vendor Support at 800-835-4603, Option 2, or via email at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara solicitations.

https://www.bidnetdirect.com/california/cityofsantaclara http://www.santaclaraca.gov/

10.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct. In the event that this RFQ is obtained through any means other than BidNet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFB document.

SECTION 11. PROCEDURE FOR SUBMITTING QUESTIONS AND

INQUIRIES

Any questions related to this RFQ shall be directed to the Procurement Contact identified on the cover page by the deadline specified. Proposers shall not contact any other City employee or individual that may have been involved with the development of this RFQ. All questions are to be submitted in writing through the BidNet Direct Question and Answer utility. All responses to questions will be in writing in the form of an addendum. Questions answered on BidNet Direct shall be considered addenda to the RFQ. Oral interpretations or clarifications will be without legal effect.

SECTION 12. PAYMENT BOND REQUIREMENTS (FOR SERVICES)

A payment bond is not required.

A payment bond is required.

SECTION 13. PERFORMANCE BOND REQUIREMENTS

A performance bond is not required.

A performance bond is required.

SECTION 14. OBJECTIONS

Any objections as to the structure, content or distribution of this RFQ must be submitted in writing to the Procurement Contact by one week prior to the quote deadline. Objections must be as specific as possible, and identify the RFQ section number and title, as well as a description and rationale for the objection.

SECTION 15. GROUNDS FOR DISQUALIFICATION

Factors, such as, but not limited to, any of the following, may disqualify a quotation without further consideration:

15.1 Contact regarding this procurement with any City official or employee or evaluation team member other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period.

15.2 Evidence of collusion, directly or indirectly, among Proposers regarding the amount, terms, or conditions of this solicitation.

15.3 Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications.

15.4 Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process.

15.5 Offering gifts or souvenirs, even of minimal value, to City officers or employees.

15.6 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.

15.7 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of this solicitation.

15.8 Proposer’s default under any City agreement, resulting in termination of such Agreement.

SECTION 16. PUBLIC RECORD

16.1 All material submitted in response to the RFQ becomes the property of the City. Quotes submitted may be reviewed and evaluated by any persons at the discretion of the City.

SECTION 17. TAXES

17.1 Do not include California retail sales tax in your bid price.

17.2 The City of Santa Clara is exempt from federal excise tax, including federal transportation tax. The City will provide an exemption certificate as appropriate.

17.3 Contractors conducting business in the City of Santa Clara or using their own trucks to deliver merchandise must pay a City of Santa Clara Business Tax. To apply for a business license, Contractors must complete the business license application at https://www.santaclaraca.gov/home/showdocument?id=65820.

SECTION 18. LOCATION AND DELIVERY

18.1 The Contractor agrees to make deliveries to City location(s) only upon receipt of a duly signed and approved purchase order/release issued by the City. Delivery made without such documentation shall be at the Contractor’s risk.

18.2 The Contractor will be responsible for all costs associated with shipping, and delivery. All items delivered shall be Free On Board (F.O.B.) Destination, full freight prepaid except for special or expedited orders. In the event of special or expedited orders where incremental transportation or shipping fees are incurred by the Contractor, those incremental freight charges shall be added as a separate line item to the invoice submitted.

18.3 The Contractor shall authorize immediate replacement of any item that has been damaged in transit.

https://www.santaclaraca.gov/home/showdocument?id=65820

SECTION 19. ENVIRONMENTALLY PREFERABLE PRODUCTS AND

SERVICES

19.1 Where applicable, Proposers are encouraged to offer Energy Star, Green Seal, EcoLogo, or EPEAT certified products. The City also encourages Proposers to offer products and services that are produced or delivered with minimal use of virgin materials and maximum use of recycled materials and reduce waste, energy usage, water utilization, and toxicity in the manufacture and use of products.

19.2 Proposers are encouraged to offer Energy Star certified products or products that meet FEMP (Federal Energy Management Program) standards for energy consumption. City also encourages Proposers to offer products that are produced with recycled materials, where appropriate, unless otherwise requested in this RFQ.

SECTION 20. EXECUTIVE ORDER N-6-22

20.1 In order to comply with the Governor's Executive Order, the following information is provided which will be included in City bids and agreements until such time that the EO is rescinded.

20.2 On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf.

20.3 The EO directs the City of Santa Clara to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

20.4 This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

SECTION 21. OTHER PUBLIC AGENCY PURCHASES

21.1 It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. Any participating public agency shall accept sole responsibility for the placing of orders, arranging for delivery and/or services, and making payments to the Contractor. The City of Santa Clara will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with participation by other public agencies.

21.2 If other agencies participate, the contractor shall furnish the City of Santa Clara an annual report showing the name of the agencies, contact person, and phone number for each agency, and details of items supplied, including quantities. This report shall be furnished to the City on the anniversary date of the commencement of the contract.