00933 RFP.pdf

Economic Development Customer

Relationship Manager (CRM) Request for Proposal (RFP)

Event# 00933

Distributed by:

Oakland County Procurement Division 2100 Pontiac Lake Road, Bldg. 41W

Waterford, MI 48328

Rev. Feb. 2025

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E V E N T # 0 0 9 3 3

Table of Contents

Table of Contents Section 1.0: Scope of Work and Bidder Proposals

1.1 Introduction

1.2 Solicitation Timeline

1.3 Scope of Services

1.4 Qualifications

Section 2.0: Bidder Information and Acceptance

2.1 Bidder Profile

2.2 References

2.3 Certificate of Compliance with Public Act of 517 of 2012

2.4 Technical Proposal

Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

3.2 Truth and Accuracy of Representations

3.3 Bidders Questions

3.4 Preparation of the Proposal

3.5 Adherence to Mandatory Requirements (Pass/Fail)

3.6 Evaluation Process

3.7 Evaluation Criteria and Award

3.8 Optional Tools to Enhance Evaluation Process

3.9 Oakland County Option to Reject Proposals

3.10 Freedom of Information Act

3.11 Contacts with Oakland County Personnel

3.12 Final Agreement Award Determination

3.13 Changes and Addenda to Proposal Documents

3.14 Reservation of Rights

3.15 Withdrawal of Proposal

3.16 Cancellation

Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

4.2 Interests of Bidder and County

4.3 Indemnification and Hold Harmless

4.4 Taxes & Payment Terms

4.5 Equal Employment Opportunity

4.6 Nondiscrimination

4.7 Governing Law and Venue

4.8 Compliance with Laws and Regulations

4.9 Advertising

Attachment A – Pricing Sheet Attachment B – Professional Services Terms and Conditions Template

E v e n t # 0 0 9 3 3

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Section 1.0: Scope of Work and Bidder Proposals

1.1 Introduction

The Oakland County Procurement Division, on behalf of the Department of Economic Development, is requesting proposals to develop and implement a Customer Relationship Management (CRM) system that will serve as the central hub for Oakland County Economic Development’s efforts. The Oakland County Economic Development team focuses on supporting and growing businesses within the county. The current CRM system is the Salesforce platform.

The selected vendor will be responsible for data migration, system integration, customization, training, and ongoing support. The County is open to both Commercial Off-The-Shelf (COTS) solutions, such as Salesforce, as well as custom-built solutions tailored to the County’s specific needs. The new CRM must seamlessly integrate with both the Advanced Manufacturing Index (AMI) tool, the "Intelligence" for prioritizing businesses, and the Business Resource Matching Tool, the "Assistant" for finding the best programs, to enhance data-driven decision-making and targeted business outreach.

Resource Matcher Summary: The Oakland County Resource Matcher is an AI-powered tool that identifies and connects businesses to funding programs, workforce solutions, and site selection opportunities based on their specific needs. It acts as a dynamic inventory of economic development resources, allowing businesses and consultants to quickly find and apply for support programs. Integration with the CRM will allow automatic tracking of which businesses were matched to which resources and outcomes over time.

Advanced Manufacturing Index (AMI) Summary: The Advanced Manufacturing Index (AMI) is a specialized assessment tool that scores businesses based on their readiness to adopt advanced manufacturing technologies. AMI provides insights into a company’s technological capabilities and highlights opportunities for targeted support, training, or resource matching. CRM integration with AMI will ensure business profiles include readiness scores and allow for proactive, data-driven outreach.

The purpose of this competitive Request for Proposal (RFP) is to promote and ensure the fairest, most efficient means to obtain the best value to Oakland County shall be assessed in accordance with the established evaluation criteria outlined in this RFP.

Oakland County, Michigan is in southeast Michigan, immediately north of the City of Detroit. The County covers 910 square miles and encompasses 62 cities, villages and townships (CVTs).

Located astride the Interstate 75 corridor and at the heart of “Automation Alley”, Oakland County is a world technology center. Oakland County’s population is approximately 1.2 million, encompasses 545,000 parcels of property, and features one of the lowest operating tax rates in the state of Michigan. Oakland County is one of the few counties in the nation with a AAA bond rating.

Additional information can be found on Oakland County’s website.

Oakland County Economic Development drives business growth, job creation, and community prosperity by connecting companies with critical resources, incentives, and support services. The department works closely with businesses of all sizes, local governments, and regional partners to strengthen Oakland County’s economy. Our team provides targeted assistance to help businesses expand, innovate, and succeed in a highly competitive environment. Through proactive outreach, strategic initiatives, and tailored support programs, we work to make Oakland County a leader in http://www.oakgov.com/

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This RFP is not a contractual offer or commitment to purchase services. Proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations or failure to submit required information may be grounds for disqualification. Oakland County reserves the right to waive, at its discretion, any irregularity or informality that Oakland County deems correctable or otherwise not warranting rejection of the RFP.

1.2 Solicitation Timeline

Activity Date Request for Proposal Released 6/12/2025

Optional Pre-Bid Conference Call 6/23/2025 at 11:00 AM EST

Requests for Clarification Due 6/25/2025 at 12:00 PM EST

Bidder Q&A Provided Estimated 7/9/2025

Proposals Due 7/25/2025 at 2:00 PM EST

All documentation for this event is available on the Michigan Inter-governmental Trade Network (MITN). Bidders are to register as a Supplier on the MITN website. If help is needed, call the MITN help line 800-835-4603.

The primary contact for this RFP is A’nna Dunbar. Specific requests for clarification must be submitted before 6/25/2025 @ 12:00 PM EST. All questions should be submitted in MITN and will be answered in the form of an addendum to the RFP.

The Pre-Bid Conference is NON-MANDATORY, but highly recommended.

Microsoft Teams Join the meeting now Meeting ID: 292 635 180 218 2 Passcode: 6wh6xm6D

Dial in by phone +1 248-333-6396,,439925690# United States, Pontiac Find a local number Phone conference ID: 439 925 690#

It is the responsibility of the Bidder to check the MITN website for addendums.

1.3 Scope of Services

The Scope of Services for this Proposal is to solely represent the interests of the County.

The Bidder(s) will be responsible for services including, but not limited to:

https://www.bidnetdirect.com/mitn/oakland-county https://www.bidnetdirect.com/mitn/oakland-county https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWMyYzE0MTItY2YxYS00MmYxLTk4MmQtOWVlZWY0NDc4NTY4%40thread.v2/0?context=%7b%22Tid%22%3a%226dd9592c-fa62-4c52-920e-c6981494a443%22%2c%22Oid%22%3a%22b6410a1d-1c96-43e3-b733-fb9e07287613%22%7d tel:+12483336396,,439925690 https://dialin.teams.microsoft.com/c0e630d0-e794-43a9-b711-4afc5a466a5b?id=439925690

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1. Develop and implement a modern, scalable, and user-friendly CRM.

2. Ensure a seamless transition from the existing CRM, maintaining key features such as business profile management, stakeholder tracking, and workflow automation.

3. Integrate the new CRM with AMI to enable the automatic synchronization of client profile information, the incorporation of AMI-generated readiness scores for advanced manufacturing adoption, and the automation of outreach workflows based on these scores. This integration should facilitate the prioritization of resources towards the highest-potential or strategically aligned companies.

4. Integrate with the Business Resource Matching Tool to enable the direct linking of CRM business entries with recommended funding, workforce, and site selection resources identified by the Resource Matcher. This integration should also facilitate AI-driven matching for more accurate recommendations based on client profiles.

5. Enhance data management, reporting, and user accessibility through advanced analytics and dashboards.

6. Incorporate AI-powered tools for data profiling, governance, and natural language queries.

7. Provide staff training and technical support.

8. Evaluate both COTS and custom-built solutions to determine the best fit for Oakland County’s operational requirements and long-term scalability.

9. Establish the CRM as the "Brain" of the economic development database, storing all business profiles, interactions, and outreach history.

10. CRM Development and Implementation

a) Have a detailed implementation plan that includes Tasks, Owner of Task (Bidder, Oakland County) and Timeline with key milestones.

b) Conduct stakeholder discovery sessions to define CRM user requirements.

These requirements include:

i. User Access & Roles: Role-based access for economic development consultants, program managers, IT administrators, and executive leadership.

ii. Business & Contact Management: Ability to store and manage company profiles, contact records, past interactions, and business assistance history.

iii. Automation & Workflow Management: Automated reminders, follow-ups, and task assignments based on business status and engagement levels.

iv. Data Integration: Seamless data syncing with AMI, Business Resource Matching Tool, and existing county databases, incorporating metrics from both the AMI (readiness scores and trends) and the Resource Matcher (resource matching effectiveness).

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v. Reporting & Analytics: KPI-driven dashboards with metrics such as business engagement rates, funding allocations, economic impact assessments, and lead conversion tracking.

vi. Mobile & Field Accessibility: Secure access to the CRM via mobile devices with offline functionality for field staff.

vii. Security & Compliance: Role-based permissions, multi-factor authentication (MFA), and compliance with county data governance policies.

c) Evaluate and recommend either a COTS solution or a custom-built CRM, with a justification for the choice.

d) Design and deploy a cloud-based CRM solution supporting multiple user roles.

e) Ensure the system is intuitive and supports customized workflows for economic development initiatives.

f) Provide a secure, scalable, and mobile-friendly infrastructure.

g) Ensure the pushing of AMI scores back into the CRM for easy access.

h) Work performed by a vendor with a history of CRM development and migration projects.

11. Data Migration

a) Have a detailed data migration plan that includes Tasks, Owner of Task (Bidder, Oakland County) and Timeline with key milestones.

b) Perform a full audit of existing Salesforce data.

c) Migrate all customer records, interactions, and related data, ensuring data integrity and accuracy.

d) Maintain existing tracking functionalities for business engagement history and past interactions.

12. System Integration

a) Develop APIs or other integration methods to ensure seamless and real-time connectivity with AMI, enabling real-time updates on business readiness scores and automation of outreach workflows.

b) Integrate the CRM with the Business Resource Matching Tool to match businesses with funding, workforce, and other economic development incentives.

c) Implement AI-powered natural language processing for data discovery and trend identification within integrated business intelligence tools.

d) Ensure interoperability with Oakland County’s existing IT ecosystem.

e) Support predictive analytics and recommendations based on CRM historical data and insights from the Resource Matcher and AMI.

f) Ensure that actions and outcomes from the integrated platforms (e.g., grants awarded via the Resource Matcher) automatically update CRM records.

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13. CRM Dashboard & Key Performance Indicators (KPIs)

a) The CRM dashboard should provide real-time insights into key metrics relevant to Oakland County’s economic development initiatives, including:

i. Business Engagement Metrics: Number of businesses assisted, categorized by industry and location.

ii. Advanced Manufacturing Index (AMI) Data: Readiness scores and trends by sector.

iii. Resource Matching Effectiveness: Number of successful business connections to available incentives, funding, and workforce resources.

iv. Lead Conversion Rates: Percentage of businesses that move through assistance pipelines.

v. Funding Allocation & Utilization: Total funds awarded, pending applications, and funding impact by category.

vi. User Activity & System Utilization: CRM adoption and active usage trends by County staff.

vii. Economic Impact Metrics: Job creation, revenue growth, and overall business sustainability indicators.

b) Dashboards should be highly visual, exportable, and customizable based on user roles.

14. AI-Powered Insights and Governance

a) Implement AI-driven data profiling and governance tools to ensure high-quality, structured data for business intelligence and decision-making.

b) Enable AI model governance capabilities to improve automation and workflow recommendations.

c) Provide AI-assisted data querying using natural language interfaces to enhance staff productivity. Vendors should also detail their capabilities in incorporating natural language querying and AI-driven recommendations for program matching.

15. Security, Compliance & Architecture

a) Implement role-based access control (RBAC) to protect sensitive data.

b) Ensure data encryption in transit and at rest.

c) Provide procedures for securely storing and handling sensitive data, particularly for personally identifiable information (PII), payment card (PCI- DSS CHD), or financial data.

d) Support multi-factor authentication (MFA) for secure access.

e) Configure security best practices for AI-driven solutions to ensure compliance with privacy and governance standards.

f) Provide a backup solution integrated with the CRM that the County can administer.

g) Adhere to secure coding practices to prevent common vulnerabilities like

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SQL injection or cross-site scripting.

h) Regularly test for security vulnerabilities, including both manual and automated methods such as penetration testing and vulnerability scanning.

i) Implement and monitor security logs to detect and respond to security incidents.

j) Maintain and execute procedures for security incident response and breach notification, especially concerning customer assets.

k) Provide access to environments other than production (e.g., DEV, QA, etc.)

for the proposed solution.

l) Provide a RACI chart or equivalent to clarify the County’s ongoing responsibilities regarding the solution.

m) Communicate system status and outages to the County.

n) Implement clear Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for the solution.

o) Have established and documented Service Level Agreements (SLAs) in place with redundancies and controls in place to meet the SLAs.

16. Training & Support

a) Develop user manuals and training materials.

b) Conduct hands-on training for end users and administrators.

c) Offer ongoing technical support and system maintenance.

1.4 Qualifications

Minimum Qualifications

Proposals will only be accepted by the County from Bidders that possess:

1. Does the Bidder have documentation of a third-party security attestation, such as the SOC2 Type 2, ISO/IEC 27001 Certification, HITRUST CSF Certification, or FedRAMP authorization?

2. Does the Bidder have established and documented Service Level Agreements?

3. Does the Bidder have an established and documented Support Model?

4. Does the Bidder have an established and documented schedule and process for Software Release Management?

5. Does the Bidder have a 1-year product roadmap?

6. Does the proposed solution only include software currently available for production release?

7. Is Bidder's Data Center in the United States and/or Canada?

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8. The County uses Okta as our enterprise Identity Providers (IDP) to provide SSO Authentication via SAML 2.0 or OIDC to all applications. Does the submitted solution support integration with Okta directly or via SAML 2.0 or OIDC?

9. Does the solution provide appropriate data protection to comply with legal standards applicable to the solution (e.g., FEDRAMP, HIPAA, PCI, etc.)?

10. Can the Bidder provide, upon request, the most recent penetration test and vulnerability report for the proposed IT solution?

11. Does the Bidder have a minimum of five (5) years of experience designing, developing, and implementing customer relationship management (CRM) systems, including data migration, integration, and workflow automation, as outlined in the Scope of Services with customers of size similar to Oakland County.

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Section 2.0: Bidder Information and Acceptance

1. The undersigned declares that the Bid Documents, including, without limitation, any RFP Addenda, and Exhibits have been read.

2. The undersigned is authorized, offers, and agrees to furnish the articles and/or services specified in accordance with the Specifications, Terms & Conditions of the Bid Documents.

3. The undersigned has reviewed the Bid Documents and fully understands the requirements in this Bid and that each Bidder who is awarded a contract shall be, in fact, a Prime Contractor, not a subcontractor, and agrees that its Proposal, if accepted by Oakland County, will be the basis for the Bidder to enter into a contract with the County in accordance with the intent of the Bid Documents.

4. The undersigned acknowledges receipt and acceptance of all addenda.

5. The undersigned agrees to the terms, conditions, certifications, and requirements listed in Section 2.

6. The undersigned acknowledges that Bidder will be in good standing in the State of Michigan, with all the necessary licenses, permits, certifications, approvals, and authorizations necessary to perform all obligations in connection with this RFP and associated Bid Documents.

7. It is the responsibility of each Bidder to be familiar with all of the specifications, terms and conditions of this RFP and, if applicable, the site condition. By the submission of a Proposal, the Bidder certifies that if awarded a contract they will make no claim against Oakland County based upon ignorance of conditions or misunderstanding of the specifications.

8. Insurance certificates are not required at the time of the proposal submission.

However, if awarded, the Bidder acknowledges and agrees to provide the minimum insurance requirements identified in the terms and conditions of the attached sample Professional Services Contract (Attachment B).

9. This is an electronic solicitation. Only responses uploaded into MITN/Bidnet will be considered. Emailed documents will not be accepted or reviewed.

10. Your response must include all requirements listed in sections 2.1-2.4 listed below, and the pricing attachment. Failure to include any of these documents may result in your response being deemed unresponsive. Upload one single combined document that must be labeled as “000XX Respondent Name” for sections 2.1-2.4. For pricing upload the document labeled as “000XXX ATT A Respondents Name”.

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2.1 Bidder Profile

Official Name of Bidder: Type of Entity/Organization (check one):

☐ Corporation

☐ Joint Venture

☐ Limited Liability Partnership

☐ Partnership

☐ Limited Liability Corporation

☐ Non-Profit / Church

☐ Other:

Street Address:

City:

State: Zip Code:

Website:

Primary Contact Name:

Primary Contact Phone Number

Primary Contact Email Address:

Federal Tax ID Number: Dun & Bradstreet (D&B) Number (if applicable):

Has your company ever been debarred by the Federal Government? ☐ Yes ☐ No

If yes, when? Has it been lifted and if so, when?

Has your company ever been debarred by any State or local ☐ Yes ☐ No Governments?

If yes, has it been lifted and if so, when?

Is your company a minority owned, woman owned, LGBTQ owned or veteran owned business?

Is your company a certified diverse business?

The individual below is authorized to sign on behalf of the company submitting this proposal.

Proposals must be signed by an official authorized to bind the provider to its provisions for a period of at least 90 days.

Signature:

Name and Title of Signer:

Date:

*Please include a current W-9

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2.2 References

1. Provide the names and telephone numbers and e-mail addresses of at least three (3) persons representing Bidder for whom the Bidder has performed work similar to that proposed, and who may be contacted as references. Preferably, these references should include Municipalities or Utilities similar to the County and should include the types of recent projects cited above.

2. Provide a List of any contracts which have been terminated, including the circumstances surrounding the termination. Provide the name and telephone number of your client's representatives of any such contracts.

3. List all legal proceedings, lawsuits, or claims which have been filed against any of

Bidder’s past or present employees within the last five (5) years. Indicate circumstance where you paid all or part of the claim.

Please submit references in the following format:

Organization Name Organization Contact Name Contact City, State Contact Email Contact Phone #

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2.3 Certificate of Compliance with Public Act of 517 of 2012

I certify that neither (Bidder), nor any of its successors, parent companies, subsidiaries, or companies under common control, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. In the event it is awarded Contract as a result of this Invitation to Proposal, Bidder will not become an “Iran linked business” during the course of performing the work under the Contract.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED

BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR

CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF

THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS

GREATER, PLUS COSTS AND REASONABLE ATTORNEY FEES INCURRED, AS MORE

FULLY SET FORTH IN SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

Name of Company:

By:

Title:

Date:

2.4 Technical Proposal

On Firm’s letterhead submit a response in the following in numbered/lettered order.

1. The proposals must include on the firm’s letterhead their Equal Employment Opportunity (EEO) Affirmative Action policy, a description of their Diversity, Equity, and Inclusion efforts, and the organization’s pro bono activities.

2. Bidder must submit a Certificate of Good Standing from the State in which its business is domiciled or certify that it is not required to obtain such a certificate or otherwise register with that State. If the Bidder is domiciled outside of Michigan, Bidder will also be required to submit a Certificate of Good Standing from the State of Michigan or certify on its Business Information Questionnaire that it is not required to obtain such a certificate or otherwise register with the State of Michigan. Information regarding how to obtain a Certificate of Good Standing from the State of Michigan may be found here.

3. The proposal must include a description of the Bidder’s demonstrated efforts in sustainability, including but not limited to greenhouse gas reduction goals, decarbonization, environmental social and governance (ESG) goals, corporate social responsibility (CSR) goals, or similar sustainable accounting frameworks, and other sustainable purchasing and procurement practices and attach as an Appendix if a formal policy is in effect.

4. On Firm’s Letterhead bidders shall submit a technical proposal specific to the Scope of

Work listed in section 1.3. Your submission should be numbered to match the headings and numbering in section 1.3, Scope of Services. Your responses to each of the numbered items should be included after each item.

https://www.michigan.gov/difs/industry/licensing-ins/tpa/licensed/certificate-of-good-standing-duplicate-certificate-of-authority

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5. On Firm’s Letterhead bidders shall submit the following additional information relevant to this the Scope of Work listed in section 1.3:

a. Cover letter with an executive summary of the company

b. Description of previous experience with similar projects

c. Resumes of key staff who will be involved with the project

6. On Firm’s letterhead bidders shall submit confirmation and explanation on how they meet each of the minimum qualifications listed in section 1.4, Minimum Qualifications section.

Your submission should be numbered to match the headings and numbering in section 1.4, Minimum Qualifications section. Your responses to each of the numbered items should be included after each item.

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Section 3.0: Bidding, Evaluation, Selection, & Award Process

3.1 Oakland County Responsibility

Oakland County is not responsible for representations made by any of its officers or employees prior to the execution of the Professional Services Agreement unless such understanding or representation is included in the Professional Services Agreement.

3.2 Truth and Accuracy of Representations

False, misleading, incomplete, or deceptively unresponsive statements in connection with a proposal shall be sufficient cause for rejection of the proposal. The evaluation and determination in this area shall be at the Oakland County Chief Procurement Officer’s sole judgment and their judgment shall be final.

3.3 Bidders Questions

Bidders may submit written questions regarding this RFP in MITN. All questions must be received by the date and time specified in the timeline above in 1.2. All questions, without identifying the bidder, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number and quote the language that prompted the question. This will ensure that the question can be quickly found in the RFP. The County reserves the right to group similar questions when providing answers.

Oakland County may modify the RFP at any time during the bid process. All changes to the RFP will be posted as an addendum under the Bid number, each posting officially revises the

RFP.

3.4 Preparation of the Proposal

Each Bidder must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 120 days from the closing date for responses to this RFP.

3.5 Adherence to Mandatory Requirements (Pass/Fail)

Oakland County Chief Procurement Officer or their designee shall review the Proposal and determine if the Bidder meets the minimum requirements as outlined in this RFP.

Failure of the Bidder to comply with the minimum mandatory requirements may eliminate its proposal from any further consideration. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present.

3.6 Evaluation Process

All proposals will be reviewed for compliance with the mandatory requirements stated within this RFP. Proposals not meeting the mandatory requirements will be deemed non-responsive and

P a g e 16 | 22 eliminated from further consideration. Oakland County reserves the right to withdraw the RFP to award one respondent, or to any combination of Respondents, by item, group of items, or total response. Oakland County may elect to waive any informality in a proposal if the sum and substance of the proposal are present. Oakland County may contact the Bidder for clarification of the Bidder’s Proposal. Oakland County may use other sources of information to perform the evaluation. Oakland County may require the Bidder to submit additional and/or supporting materials.

Responsive proposals will be evaluated on the factors identified in this RFP. The Bidder(s) whose proposal is most advantageous to the Oakland County, taking into consideration the evaluation factors, will be recommended for award approval.

After prospective Bidder(s) have been selected, Oakland County and the prospective Bidder(s) will negotiate an Agreement. If a satisfactory Agreement cannot be negotiated, Oakland County may, at its sole discretion, begin negotiations with the next qualified bidder who submitted a proposal.

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3.7 Evaluation Criteria and Award

An evaluation committee at the County will evaluate each Bidder’s proposal to determine if the Bidder meets the qualification criteria and if the technical specifications in the proposal are acceptable. The evaluation committee, at its discretion, will recommend Bidder(s) for award of an Agreement. The agreement(s) will be awarded to the qualified Bidder(s) whose proposal is most advantageous to the County, based upon the following evaluation criteria:

EVALUATION CRITERIA MAXIMUM POINTS

CRM Development and Implementation 15 Data Migration 5 System Integration 15 CRM Dashboard & Key Performance Indicators (KPIs) 10

AI-Powered Insights and Governance 5 Security, Compliance and Architecture 5 Training and Support 5 Bidder Profile (Section 2.1) 5 References (Section 2.2) 5 Executive Summary/Experience/Key Staff 10 Price Proposal (Attachment A) 20

TOTAL 100

The final award, when made, will be awarded to the Bidder determined by Oakland County, at its discretion, to have submitted the best proposal, taking into consideration the Bidder’s qualifications, proposed program of services and the cost thereof.

The successful Bidder shall commence work only after the transmittal of a fully executed contract and after receiving written notification to proceed from Oakland County. Failure of the successful Bidder to accept these obligations may result in cancellation of the award.

3.8 Optional Tools to Enhance Evaluation Process

Oakland County during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Oakland County:

• Clarifications

• Deficiency Report

• Oral Presentation

• Site Visit

• Best and Final Offer (BAFO)

• Negotiations

3.9 Oakland County Option to Reject Proposals

Oakland County may, in its sole and absolute discretion, reject any or all proposals submitted in response to this RFP. The County shall not be liable for any costs incurred by the Bidder in

P a g e 18 | 22 connection with the preparation and submission of any proposal. Oakland County reserves the right to waive inconsequential disparities in a submitted proposal.

3.10 Freedom of Information Act

All information submitted to Oakland County by the Bidder is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

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3.11 Contacts with Oakland County Personnel

All contact with Oakland County regarding this RFP or any matter relating thereto must be in e-mail to the primary Procurement contact listed above in 1.2. If it is discovered that a Bidder contacted and received information regarding this RFP from any Oakland County personnel other than the Procurement Contact, Oakland County, in its sole discretion, may disqualify its proposal from further consideration. Only those communications made by Oakland County Procurement in writing will be binding with respect to this RFP.

3.12 Final Agreement Award Determination

Oakland County reserves the right to make one total award, multiple awards, or a combination of awards, and to exercise its judgment concerning the selection of one or more proposals, the terms of any resultant agreement, and the determination of which, if any, proposal best serves the interests of Oakland County.

3.13 Changes and Addenda to Proposal Documents

Each change or addendum issued in relation to this RFP will be online and on file in the Procurement Office. It is the Bidder’s responsibility to acquire knowledge of any changes, modifications or additions to the authorized version of the RFP. No award will be made to any Bidder who fails to submit the Addendum Signature Page(s), if applicable.

3.14 Reservation of Rights

Oakland County reserves the right to reject any and all proposals, to negotiate the terms and conditions of all and any part of the proposals, to waive irregularities and/or formalities, and in general to make award in the manner as determined to be in the County’s best interest and its sole discretion.

Oakland County reserves the right to modify this RFP at any time prior to the due date, or to extend the due date, or to cancel this RFP at any time. Oakland County further reserves the right to reject any and all proposals in whole or in part for good cause when in the best interests of the County. Oakland County shall not be liable for any costs incurred by the Bidder in connection with the preparation and submission of any proposal.

3.15 Withdrawal of Proposal

Proposals may be withdrawn in person by a Bidder, or authorized representative, provided their identity is made known and a receipt is signed for the RFP but only if the withdrawal is made prior to the stated Proposal deadline. No proposal may be withdrawn for at least 90 days after the submission deadline except the successful Bidder whose prices shall remain firm for the entire contract period. In case of error by the Bidder in making up a proposal, the Chief Procurement Officer may, in their sole discretion, reject such a proposal upon presentation of a letter by the Bidder which sets forth the error, the cause thereof, and sufficient evidence to substantiate the claim.

3.16 Cancellation

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The RFP may be cancelled or any or all proposals may be rejected in whole or in part as may be specified in the RFP, when it is in the best interest of the County.

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Section 4.0: General Terms & Conditions

4.1 Gifts/Gratuities

Consistent with State law and the County adopted Standards of Conduct, Elected Officials, Department Heads, and/or County Employees will not be offered or entitled to earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason of their official business.

4.2 Interests of Bidder and County

The bidder assures that they have no interests which would conflict with the performance of services required by the Contract, if awarded. The Bidder also assures that, in the performance of a Contract, no officer, agents, employee of the County, or member of its governing bodies, may participate in any decision relating to the Contract which affects his/her personal interest or the interest of any corporation, partnership or association in which he/she is directly or indirectly interested or has any personal or pecuniary interest. However, this paragraph does not apply where specifically exempt under Michigan Law.

4.3 Indemnification and Hold Harmless

The bidder shall, at its own expense, protect, defend, indemnify and hold harmless Oakland County, its elected and appointed officers, employees and agents from all claims, damages (including but not limited to direct, indirect, incidental, consequential, special and punitive damages), costs, lawsuits and expenses including, but not limited to, all costs from administrative proceedings, court costs, and attorney fees, that they may incur as a result of any acts, omissions or negligence of the selected firm, its employees or agents or its subcontractors of sub-subcontractors, or any of their officers, employees or agents which may arise out of the contract.

The bidder’s indemnification responsibilities shall include the sum of damages, costs and expenses which are in excess of the sum paid out on behalf of or reimbursed to Oakland County or its elected and appointed officers, employees, or agents by the insurance coverage obtained and/or maintained by the selected firm pursuant to the requirements of this RFQ and the contract entered into.

4.4 Taxes & Payment Terms

Oakland County is exempt from Federal Excise and State Sales Tax. Bidder is required to pay all applicable taxes lawfully assessed in connection with its performance of the awarded Contract.

4.5 Equal Employment Opportunity

The bidder and its subcontractors, as required by law, shall not discriminate against the employee or applicant for employment with the respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly relates to employment, because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position. Breach of this covenant may be regarded as a material breach of the awarded Contract.

The Bidder agrees to post notices containing this policy against discrimination in conspicuous places

P a g e 22 | 22 available to applicants for employment and employees. All solicitations or advertisements for employees, placed by or on the behalf of a Contract, if awarded, will state that all qualified applicants will receive consideration for employment without regard to race, color, sex, national origin, disability, age, height, weight, marital status and religion.

4.6 Nondiscrimination

The Bidder, its contractors and subcontractors, as required by law, shall not discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment because of race, color, religion, national origin, age, sex, disability that is unrelated to the individual’s ability to perform the duties of a particular job or position, height, weight, or marital status. Breach of this Section shall be regarded as a material breach of the contract.

4.7 Governing Law and Venue

The Bidder shall be governed by the laws of the State of Michigan. In the event any actions arising under a Contract, resulting from this solicitation, are brought by or against the County of Oakland, the venue for such actions shall be established in accordance with the statutes of the State of Michigan and/or Michigan Court Rules. In the event that any action is brought under the Contract in Federal Court, the venue for such action shall be the Federal Judicial District of Michigan, Eastern District, Southern Division.

4.8 Compliance with Laws and Regulations

The Bidder shall render the services required by this RFP in complete compliance with all applicable Federal, State and local laws, ordinances, rules and regulations.

4.9 Advertising

The Bidder shall not advertise, issue a press release or otherwise publish information concerning this solicitation or contract without prior written consent of the County. The County shall not unreasonably withhold permission.