2324-013 Projects Database Solution RFP V3.pdf

SUWANNEE RIVER WATER MANAGEMENT DISTRICT

REQUEST FOR PROPOSAL

NO. 23/24-013

Projects Database Solution

Table of Contents

Section Title Page 1 Introduction 2 2 Proposed Schedule 2 3 Instructions to Proposers 2-3 4 Key Points 3-6 5 Scope of Work 6-9 6 Proposal Package 10-11

Suwannee River Water Management District

9225 CR 49

Live Oak, FL 32060 386-362-1001

386-362-1056 (Fax) 800-226-1066 (Florida only) www.mysuwanneeriver.com

SECTION 1 – INTRODUCTION

The Suwannee River Water Management District (District) is conducting this Request for Proposal (RFP) for a web application to be developed to replace two existing Microsoft Access databases that are used to enter/modify data and generate reports on District projects. The proposed database solution must have a branded User Interface (UI) that District staff can utilize to edit and generate reports and documents from a single database that integrates multiple systems to automatically pull and/or push data in order to reduce manual data entry. An optional public facing web interface feature is being requested that would allow District staff to receive project applications and conduct communications with public account users. Post launch support & maintenance is also being requested to address basic bugs/fixes and to provide instructions and training to District staff on the use and administration of the database.

The initial contract shall be for a period up to two years with up to three subsequent one-year renewals for support & maintenance post launch based upon the mutual agreement of the District and the Vendor. Proposals must provide the optional public facing web interface feature as a separate line-item cost which may be included in the initial contract.

SECTION 2 - PROPOSED SCHEDULE

April 10, 2024 Release of Request for Proposal April 24, 2024 Questions DUE BY 5:00 p.m.

April 30, 2024 District will post all questions that were asked during the question period and answers to those questions on or before 5:00 p.m.

May 28, 2024* Proposals DUE PRIOR TO 2:00 p.m. Opening will occur at this time. * July 18, 2024* Selection Committee Meeting at District Headquarters* 2:00 p.m.

August 2, 2024 Anticipated contract start date.

* Denotes an optional public meeting. The District is located at the corner of U.S. 90 and C.R.

49 in Live Oak, Florida. All times are Eastern Daylight Time (EDT).

SECTION 3 - INSTRUCTIONS TO PROPOSERS

Questions: To provide equal opportunity and ensure the same information is provided to all proposers, any questions should be submitted by email to Sharon Hingson at Sharon.Hingson@srwmd.org on or before April 24, 2024. The questions with answers will be posted on the District website www.mysuwanneeriver.com, and DemandStar on April 30, 2024.

District staff are not authorized to orally interpret the meaning of the specification or other agreement documents, or correct any apparent ambiguity, inconsistency, or error therein.

Delivery of Proposal: The Bid package must be submitted electronically through Demand Star.

https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement

Proposal packages are due to be submitted through DemandStar by 2 p.m. May 28, 2024.

Proposals received after this time, for any reason, will be rejected.

ADA Compliance: Vendor must ensure that the electronic version of the Response and all documents submitted electronically are accessible according to 282.603 Florida Statutes (F.S.)

and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic mailto:Ashley.Spivey@srwmd.org http://www.mysuwanneeriver.com/ https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement https://www.demandstar.com/app/agencies/florida/suwannee-river-water-management-district/procurement documents. This requirement applies to editable formats, such as Microsoft Word, as well as portable document formats (PDF). All proposals submitted in electronic/digital format must include a certification by the Vendor that the electronic submission and all supporting documents are accessible according to Chapter 282.603 F.S. and Section 508 of the Rehabilitation Act of 1973 relating to the creation and use of electronic documents.

It is the obligation of the vendor to ensure that it has reviewed all amendments and all questions and answers to this RFP as posted on the District website to ensure that the proposal responds to the most current information available for the RFP.

SECTION 4 – KEY POINTS

Evaluation by District: The District intends to enter into contract with one Vendor, the contract shall be awarded to the responsible and responsive Vendor who submits the lowest complete proposal that provides the best value to the District as calculated using the criteria listed in “Evaluation of Proposals” section. To be considered a “Responsive Vendor” Respondents must 1.) provide all information requested in SECTION 6 and 2.) comply with all submittal requirements of the RFP. Failure to meet any of the criteria listed above will result in a “non-responsive submission” and the proposal will be rejected.

Evaluation of Responses: Responsive proposals shall include all requested information or documentation as described in SECTION 6 and will be evaluated using the following four criteria.

Firm Name Evaluation Criteria Weight Score Total

1. Established Business

• Vendor and subconsultant information.

• Length of time in business.

20%

2. Location

• Location of office in relation to District headquarters.

• Location of developers in relation to District headquarters.

• Vendor and developers are both U.S. based.

10%

3. Work Experience

• Prior experience developing similar solutions.

• Prior experience with the District or similar governmental entities.

25%

4. Project Cost Effectiveness

• Total price submitted.

• Ability to perform the scope of work.

• The proposal meets the intent of the scope of work.

45%

Proposal Score 100% /100

Selection Committee members will individually evaluate and score all responsive proposals using the following system:

• STEP ONE – Individual Selection Committee members will develop a total proposal score for each submitted proposal based on the four evaluation criteria areas listed above and their weighted values. For each criteria area, individual Selection Committee members can apply a score ranging from (5) representing high/excellent to (1) representing low/unsatisfactory. Using this system, in combination with the weighted values, (5) is the highest score a Selection Committee member can give any individual proposal.

• STEP TWO – Individual Selection Committee member scores for each proposal will then be added together to produce a final total score for each individual proposal. Based on this system, and assuming three committee members, 15 is the highest final total score any individual proposal can receive from all combined Selection Committee scores.

• STEP THREE – Based on these combined final total scores, the proposal/firm that has the highest final total score will be contacted for contract negotiations.

Challenge of Solicitation Process: If a potential proposer protests any provisions of this bid invitation, a notice of intent to protest shall be filed with the District, in writing, within 72 hours after the posting of the RFP on the District’s website and the proposer shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter 28-110, Florida Administrative Code (F.A.C.), and Section 120.57(3), F.S. shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), F.S. (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, F.A.C. and Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) F.S. shall constitute a waiver of proceedings under Chapter 120 of F.S.”

Challenge of District’s Intent to Award Contract: If a proposer intends to protest District’s intent to award contract, the notice of intent to protest must be filed with the District, in writing, within 72 hours after posting of a notice of intent to award contract and the proposer shall file a formal written protest within ten (10) days after filing of notice of intent to protest. Any proposer who files a formal written protest pursuant to Chapter 28-110, F.A.C., and Section 120.57(3), F.S.

shall post with the District at the time of filing the formal written protest, a bond pursuant to Section 287.042(2)(c), F.S. (2010).

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in Chapter 28-110, F.A.C. and Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S. More specifically, “Failure to file a protest within the time prescribed in Section 120.57(3) F.S. shall constitute a waiver of proceedings under Chapter 120 of F.S.”

Americans with Disabilities Act: The District does not discriminate upon the basis of any individual’s disability status. This nondiscrimination policy involves every aspect of the District’s functions including one’s access to, participation, employment, or treatment in its programs or activities. Anyone requiring reasonable accommodation as provided for in the Americans with Disabilities Act should contact the District at (386) 362-1001 or (800) 226-1066 (Florida only).

The District’s fax number is (386) 362-1056.

Minority Business Enterprises: The District recognizes fair and open competition as a basic tenet of public procurement. Bidders doing business with the District are prohibited from discriminating on the basis of race, color, creed, national origin, handicap, age or sex. The

District encourages participation by minority business enterprises. Whenever two or more service providers are ranked equally, a minority business enterprise shall be given preference in the award process.

Veteran’s Preference: In the absence of minority business enterprise, whenever two or more service providers are ranked equally by the District, a veteran-owned business enterprise shall be given preference in the award process.

Drug Free Workplace Act: The selected proposer shall represent that it has established a drug free workplace.

Public Entity Crime: Section 287.133(2)(a), F.S., states “A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in s.287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

Scrutinized Company: Section 287.135, F.S., states “A company is ineligible to, and may not, bid on, submit a proposal for, or enter into or renew a contract with an agency or local governmental entity for goods or services of:

a. Any amount if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, or is engaged in a boycott of Israel; or

b. One million dollars or more if, at the time of bidding on, submitting a proposal for, or entering into or renewing such contract, the company:

1. Is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473; or

2. Is engaged in business operations in Cuba or Syria.”

Insurance Requirements: If awarded, proposer shall represent and guarantee that all employees, agents, servants or representatives of the bidder, and all employees, agents, servants, or representatives of subcontractors are covered by workers’ compensation insurance as required by F.S. Prior to entering into contract with the District, proposer shall furnish District with certificates of insurance, naming District as named or additional insured without waiving any defense of sovereign immunity or increasing the limits of District’s liability in excess of the Florida Statutory Cap under F.S. 768.28(5) for items 2 and 3 below, providing evidence that proposer has in full force and effect the following minimum insurance with insurers authorized to do business in the State of Florida:

1) Workers' compensation insurance as required above;

2) Motor vehicular liability insurance with limits of not less than $300,000 combined single limit which insurance shall be applicable to any and all vehicles utilized by bidder to provide the services requested by District;

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.4725.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0200-0299/0215/Sections/0215.473.html

3) General liability insurance for all services rendered by bidder for the requested services with a minimum of $300,000 personal and advertising injury and $300,000 general aggregate.

The certificate of insurance shall also provide that District shall be notified in writing by the carrier at least 30 days prior to any cancellation of said insurance.

Rejection of Responses: The District reserves the right to reject any and all bids or other proposals submitted in response to District invitation. District also reserves the right to waive any minor deviations in an otherwise valid proposal. The District reserves the right to waive technical, non-substantive deficiencies in responses.

Proposers to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-business hour period following the agency posting the notice of intended award, any employee or officer of the District concerning any aspect of this solicitation, except in writing as indicated above. Violation of this provision may be grounds for rejecting a response.

SECTION 5 – SCOPE OF WORK

Project Overview: The objective of this project is to develop a web application to replace two existing Microsoft Access databases used for entering, modifying data and generating reports on the organization's projects. The new solution will feature a branded UI for user interaction, allowing users to edit and generate reports and documents from a single database. Additionally, the new system will integrate multiple systems to automatically pull and push data, reducing manual data entry. The integrated systems include both custom developed and commercial-off-the-shelf (COTS) applications. The custom developed systems are the Oracle based Suwannee River E-Regulatory System (E-Reg) and Microsoft SQL based Water Use Monitoring and Reporting database (WUMAR). The COTS systems include AccuFund, ArcGIS, CivicPlus, and Hydstra. An optional public facing web interface feature will allow District staff to receive project applications and conduct communications with public account users. Furthermore, ongoing support and maintenance will be provided to address basic bugs, fixes, and provide user training, instruction, and administration guidance.

Project Deliverables:

1. Branded Web Application: Develop a web-based application with a branded UI that reflects the organization's identity and facilitates intuitive user interaction.

2. Single Database Integration: Integrate multiple systems (E-Reg, AccuFund, ArcGIS, CivicPlus, WUMAR, Hydstra) into a single interface to automate data retrieval and reduce manual data entry.

3. Data Storage: Store backend data tables in a SQL instance.

4. User Authentication and Authorization: Implement secure user authentication and authorization mechanisms to ensure data security and access control. Integration with Microsoft 365/Entra ID Single Sign-On (SSO) or Windows authentication is preferred.

5. Data Editing Functionality: Provide users with the ability to edit project data efficiently within the web application.

6. Report Generation: Enable users to generate customizable reports based on the integrated data, with various filtering and sorting options.

7. Document Generation: Enable automatic generation of memorandums and other project documents using pre-defined document templates in various formats such as Microsoft Word (.docx), PDF, etc. Must include document template management, version control, and integration with project workflow.

8. Tracking and Project Management: Provide tools for tracking receipt of project information/documentation, review times, and when correspondence is sent/received.

Ability to send reminders when deadlines are approaching, when something has been received and when the project is routed between reviewers/approvers. Provide checklist for issuance, invoicing and closeouts along with all other tracking and project management items needed. Also provide tools for scoring project applications and documenting reviewer comments for each project application.

9. Support for Basic Bug Fixes: Provide ongoing support to address basic bugs and issues encountered within the application.

10. User Training and Documentation: Develop comprehensive user documentation and provide training sessions to ensure users are proficient in utilizing and administering the new database solution.

Project Timeline:

Phase 1: Planning and Requirements Gathering

• Gather requirements from stakeholders.

• Define project scope and objectives.

• Develop a detailed project plan.

Phase 2: Design and Development

• Design the UI/user experience (UX) of the web application.

• Implement database integration with external systems.

• Develop data editing functionality.

• Implement report generation features.

Phase 3: Testing and Quality Assurance

• Develop scripts for data transformation and transfer from existing Projects databases.

• Conduct thorough testing of the application.

• Address any issues or bugs discovered during testing.

• Ensure compliance with security standards.

Phase 4: Deployment and User Training

• Deploy the web application to production environment.

• Transfer of data from existing Projects databases to the new database.

• Provide user training sessions and distribute documentation.

• Develop plan for smooth transition from existing systems to the new solution.

Phase 5: Support and Maintenance

• Provide ongoing support for bug fixes and minor enhancements.

• Address user queries and issues promptly.

• Periodically review and optimize system performance.

Project Management: Throughout the project lifecycle, vendor shall include multiple meetings (both virtual and in person) with District projects manager/team, District IT administrators, District records and procurement staff and any other District stakeholders which may include presentation to the governing board. Vendor’s management and development staff must be available for meetings with District staff during normal business hours, which is from 8 a.m. to 5 p.m. Eastern Time, Monday through Friday. Vendor should include project administration such as invoicing quarterly, providing progress reports and administration of change orders, comments and requests.

Budget and Resources: The budget for this project includes personnel costs, software licensing fees, District owned hardware infrastructure (if necessary), travel costs, and any other relevant expenses. The contractor’s project team will utilize appropriate development tools and technologies to ensure the successful completion of the project within the allocated budget and timeline.

Acceptance Criteria:

• The solution meets all federal, state and district criteria and requirements.

• The web application meets all specified functional requirements.

• Integration with external systems is seamless and automated.

• The UI is intuitive, responsive, and reflects the organization's branding.

• Reports can be generated accurately and efficiently.

• Document templates are easily manageable and customizable by administrators.

• Users can efficiently generate memorandums and other project documents using selected templates.

• Generated documents accurately reflect project-specific information pulled from the database.

• Document generation is seamlessly integrated into the project workflow.

• Version control ensures the integrity and consistency of document templates.

• Users are trained and proficient in utilizing the new database solution.

• Ongoing support and maintenance services are provided as per the agreed terms.

Optional Requirement: Public Facing Web Interface In addition to the development of the internal web application, a public facing web interface shall be created to facilitate communication with external users, particularly for project application submissions and inquiries. The public facing web interface will include the following features:

• Project Application Submission: Public users shall be able to submit project applications through the web interface. The application form will capture necessary information and attachments required for project consideration.

• Communication Interface: Public users and District staff shall be able to communicate through the web interface. District staff will be able to respond to inquiries and requests for additional information related to project applications.

• Request for Additional Information (RAI): Public users shall have the capability to respond to RAIs through the web interface, providing any additional information requested by District staff.

• Project Search and Tracking: Public users shall have access to a search functionality to find submitted and issued projects. They shall be able to track the status of their submitted projects and view relevant information such as project updates and milestones.

• Document Repository: The web interface shall include a document repository where public users can download project contracts, agreements, and other relevant documents related to their submitted projects.

Proposals including a public interface that covers the aforementioned features will not require the integration with CivicPlus mentioned within project deliverable number two as this interface would replace the services currently provided by CivicPlus.

Integration with Internal System: The public facing web interface shall be seamlessly integrated with the internal web application to ensure data consistency and real-time updates.

Information submitted through the public interface shall be synchronized with the internal database for further processing and management by District staff.

Security and Access Control: Appropriate security measures shall be implemented to safeguard sensitive data and ensure secure communication between public users and the system. Access control mechanisms shall be in place to restrict unauthorized access to confidential information.

User Authentication and Registration: Public users shall be required to authenticate themselves before accessing certain features of the web interface, such as submitting project applications or tracking project status. User registration functionality shall be provided to manage user accounts and preferences.

User Interface Design: The public facing web interface shall feature a user-friendly design with intuitive navigation and clear instructions to facilitate ease of use for public users. The interface shall be responsive and accessible across different devices and screen sizes.

Testing and Quality Assurance: Comprehensive testing shall be conducted to ensure the functionality, performance, and security of the public facing web interface. Testing activities shall include functional testing, usability testing, accessibility testing, security testing and compatibility testing across various browsers and devices.

Documentation and Training: User documentation and training materials shall be provided to guide public users on how to navigate the web interface, submit project applications, track project status and communicate with District staff. Training sessions may also be conducted to familiarize users with the interface.

Acceptance Criteria:

• The public facing web interface meets all defined functional and non-functional requirements.

• Public users can efficiently submit project applications and communicate with District staff through the interface.

• Project search and tracking functionalities are accurate and accessible to public users.

• Document repository allows public users to download relevant project documents securely.

• Security measures are implemented to protect user data and ensure secure communication.

Conclusion: The addition of a public facing web interface will enhance the District’s ability to engage with external users and streamline the process of project application submission and communication. By providing public users with access to relevant information and resources, the District can improve transparency and efficiency in managing project-related activities.

SECTION 6 - PROPOSAL PACKAGE

Proposers are required to submit the requested information but are not required to complete and submit the form. The proposal package must include:

Established Business:

• Complete information of the respondent, including information on the respondent and any sub-consultants. Information to include:

o Years of experience.

o Any restrictions to the respondent performing the work.

o Ability of the respondent to start the project upon selection.

o Ability of the respondent to meet insurance requirements.

o Names of principal officers.

o Names of project team members.

o Registration of the business with the state of Florida.

o Certificate of operation.

o Any licenses and certifications of the team members.

o Certifications of minority status.

o Copy of certification that the submittal is ADA compliant.

Location:

• Location map and distance to District office for respondent and any sub-consultants.

Work Experience:

• A list of three projects similar in scope and level of complexity that the respondent has completed in the past five years including information of the organization and contact information for a point of reference.

• Any prior experience working with the District or similar governmental entities. Previous experience with the District will be considered in the evaluation of all proposals.

Project Cost Effectiveness:

• A narrative detailing the respondent’s ability to perform the scope of work as shown in

Section 5.

• A detailed proposal that meets all acceptance criteria listed in Section 5.

• Cost breakdown with separate line-item cost for the optional public facing web interface feature.

• Proposed schedule to completion.

Any material submitted in response to this RFP (except trade secrets as defined in s. 812.081, F.S.) will become a public document pursuant to Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07 F.S. It is the responsibility of the proposer to specifically identify any trade secret information contained in the proposal by clearly marking each page and section which contains trade secrets as defined by F.S. 812.081. Contractor’s refusal to comply with this provision shall constitute sufficient cause for termination of the contract resulting from this RFP.

This procurement is conducted under the rules, policies, and procedures of the District and the District’s Governing Board. This procurement is not conducted pursuant to Ch. 287, F.S., except where explicitly provided by law. The District’s rules, policies, and procedures are available by contacting the procurement officer.

PROPOSAL RESPONSE

FORM RFP 23/24-013

Service/Product Cost

Database Development & Launch w/ Public Facing Web Interface

Database Development & Launch w/o Public Facing Web Interface

Support & Maintenance Post Launch $ /Hr

Proposer’s Name: _______________________________________________

Company Name: _______________________________________________

Company Address: _______________________________________________

Company Phone Number: __________________________________________

Length of time company has been in business: ________________________

Primary Contact Person: __________________________________________

Primary Contact Email: __________________________________________

Primary Contact Phone: __________________________________________

Primary Contact Cellular: __________________________________________

Federal UIN/UEI: ________________________________________________