4-RFP 25-0137-2 PMAS.pdf

Chatham County Purchasing &

Contracting Department 1117 Eisenhower Drive, Suite C, Savannah, Georgia 31406

(912) 790-1618

REQUEST FOR PROPOSALS

RFP NO. 25-0137-2

PROJECT MANAGEMENT AND ANALYTICS SOFTWARE

(PMAS)

PRE-PROPOSAL CONFERENCE (WEBEX ONLY): 10:00 A.M.,

OCTOBER 29, 2025

PROPOSALS RECEIVED BY: 5:00 P.M., NOVEMBER 18, 2025

CHATHAM COUNTY, GEORGIA

OFFICE OF THE PURCHASING DIRECTOR

1117 EISENHOWER DRIVE, SUITE C

SAVANNAH, GEORGIA 31406

(912) 790-1618

DATE: October 7, 2025 RFP NO.: 25-0137-2

GENERAL INFORMATION FOR REQUEST FOR PROPOSALS

This is an invitation to submit a proposal to supply Chatham County with services as indicated herein. Proposals shall be submitted on-line on the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal up to 5:00 P.M., November 18, 2025. The

Purchasing Director reserves the right to reject any and all proposals and to waive formalities.

Instructions for preparation and submission of a qualification proposal are contained in the Request for Proposal package. Please note that specific forms for submission of a proposal are required.

A pre-proposal conference has been scheduled to discuss the specifications and resolve any questions and/or misunderstanding that may arise. The pre-proposal conference will be held via WebEx only on October 29, 2025 at 10:00 A.M. You are encouraged to attend.

Meeting Link:

https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mcf8124e370cb7fb003202

20be750fb59

Meeting Number: 2306 993 0923

Meeting Password: PsFP2awZU92

Join by Video System: Dial 23069930923@chathamcountyga.webex.com

Join by Phone: 1-415-655-0001

Access Code: 23069930923

Any changes to the conditions and specifications must be in the form of a written addendum to be valid; therefore, the Purchasing Director will issue a written addendum to document approved changes. For good and sufficient reason, up to 24 hours before the advertised deadline, the County https://chathamcountyga.bonfirehub.com/portal https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mcf8124e370cb7fb00320220be750fb59 https://chathamcountyga.webex.com/chathamcountyga/j.php?MTID=mcf8124e370cb7fb00320220be750fb59 may extend the response schedule. An addendum will be issued setting forth the new date and time.

Chatham County has an equal opportunity procurement policy. Chatham County seeks to ensure that all segments of the business community have access to providing services needed by County programs. The County affirmatively works to encourage utilization of disadvantaged and minority business enterprises in our procurement activities. The County provides equal opportunity for all businesses and does not discriminate against any persons or businesses regardless of race, color, religion, age, sex, national origin or handicap. The County expects its contractors to make maximum feasible use of minority businesses and qualified minority employees. The terms

"disadvantaged business", "minority business enterprise", and "minority person" are more specifically defined and explained in the Chatham County Purchasing Ordinance.

SECTION I

INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE: The purpose of this document is to provide general and specific information for use in submitting a qualification proposal to supply Chatham County with services as described herein. All proposals are governed by the Code of Chatham County, Chapter 4, Article IV, and the laws of the State of Georgia.

1.2 HOW TO PREPARE PROPOSALS: All proposals shall be:

A. Proposers are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.

1.3 HOW TO SUBMIT PROPOSALS: All proposals shall be:

A. Submitted on-line on the County’s procurement portal at:

https://chathamcountyga.bonfirehub.com/portal

** In submitting their proposal, the proposer certifies that he/she has carefully read all related Request for

Proposal documents and agrees to comply with all provisions.

B. If a proposer is unable to submit their proposal on-line, they should notify the procurement contact for the solicitation at least one week prior to proposals being due to receive instructions. The County is seeking to conduct all solicitations on-line. The phone number for Purchasing and Contracting is 912-790-1618.

1.4 HOW TO SUBMIT AN OBJECTION: Objections from Offerors to this Request for

Proposals and/or these specifications should be brought to the attention of the County

Purchasing Director in the following manner:

A. When a pre-proposal conference is scheduled, the Proposer may object in writing any time prior to or at the pre-proposal conference.

B. When a pre-proposal conference is not scheduled, the Proposer shall object in writing not less than five (5) days prior to the Date for submission.

C. The objections contemplated must pertain to both form and substance of the

Request for Proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this Request for Proposal.

1.5 ERRORS IN PROPOSALS: Proposers or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Proposer's own risk.

1.6 STANDARDS FOR ACCEPTANCE OF PROPOSERS FOR CONTRACT AWARD:

The County reserves the right to reject any or all Proposals and to waive any irregularities or technicalities in Proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the Offer of a Proposer who has previously failed to perform properly or complete on time contracts of a similar nature, whom investigation shows is not in a position to perform the contract.

1.7 PROPOSER: Whenever the term "Proposer" is used, it shall encompass the "person", "business", "firm", or other party submitting a proposal to Chatham County in such capacity before a contract has been entered into between such party and the County.

1.8 COMPLIANCE WITH LAWS: The Proposer shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Proposer and the County.

Any such requirement specifically set forth in any contract document between the Proposer and the County shall be supplementary to this section and not in substitution thereof.

1.9 CONTRACTOR: Contractor or subcontractor means any person, firm, or business having a contract with Chatham County. The Contractor of goods, material, equipment or services certifies that the firm will follow equal employment opportunity practices in connection with the awarded contract as more fully specified in the contract documents.

1.10 LOCAL PREFERENCE: The Contractor agrees to follow the local preference guidelines as specified in the contract documents, which state “The CONTRACTOR hereby agrees, as part of the consideration to Chatham County for making this Contract, that the CONTRACTOR in the carrying out of this contract will give the citizens of

Chatham County preference for employment to perform all labor required by this contract.

that the rate of wages to be paid shall not be less than legally required; and that in the purchase of materials to be used in the Work of the Project, preference shall be given to sources from within Chatham County to the maximum extent possible. The

CONTRACTOR will cause the forgoing provisions to be inserted in all subcontracts so that provisions will be binding upon each subcontractor.”.

1.11 DEBARRED FIRMS AND PENDING LITIGATION: Any potential proposer/firm listed on the Federal or State of Georgia Excluded Parties Listing (Barred from doing business) will not be considered for contract award. It is the proposer’s responsibility to inform the County should the proposer/firm be placed on the Federal or State of Georgia

Excluded Parties Listing during the proposal process. Proposers shall disclose any record of pending criminal violations (Indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years. Any proposer/firm previously defaulting or terminating a contract with the County will not be considered. Successful proposers with whom the County enters into a contract with for goods or services will notify the County if they become debarred during the course of the contract.

** All bidders or proposers are to read and complete the Disclosure of Responsibility

Statement. Failure to do so may result in your solicitation response being rejected as non-responsive.

Bidder acknowledges that in performing contract work for the Board, bidder shall not utilize any firms that have been a party to any of the above actions. If bidder has engaged any firm to work on this contract or project that is later debarred, Bidder shall sever its relationship with that firm with respect to Board contract.

1.12 PERFORMANCE EVALUATION: On April 11, 2008, the Chatham County Board of

Commissioners approved a change to the County Purchasing Ordinance requiring

Contractor/Consultant Performance Evaluations, at a minimum, annually, prior to contract anniversary date.

Should Contractor/Consultant performance be unsatisfactory, the appointed County

Project Manager for the contract may prepare a Contractor/Consultant Complaint Form or a Performance Evaluation to the County Purchasing Director.

SECTION II

PROPOSAL CONDITIONS

2.1 SPECIFICATIONS: Any obvious error or omission in specifications shall not inure to the benefit of the bidder but shall put the Proposer on notice to inquire of or identify the same to the County.

2.2 MULTIPLE PROPOSALS: No Proposer will be allowed to submit more than one offer.

Any alternate proposals must be brought to the Purchasing Director's attention during the

Pre-proposal Conference or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.3 OFFERS TO BE FIRM: The Proposer warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of sixty (60) days from bid date submitted, unless otherwise stated in the proposal. When requested to provide a fee proposal, fees quoted must also be firm for a sixty-day period.

2.4 COMPLETENESS: All information required by the Request for Proposals must be completed and submitted to constitute a proper proposal.

2.5 LIABILITY PROVISIONS: Where Proposers are required to enter or go into Chatham

County property to take measurements or gather other information in order to prepare the proposal as requested by the County, the Proposer shall be liable for any injury, damage or loss occasioned by negligence of the Proposer, his agent, or any person the Proposer has designated to prepare the Offer and shall indemnify and hold harmless Chatham County from any liability arising therefrom. The contract document specifies the liability provisions required of the successful Proposer in order to be awarded a contract with

Chatham County.

2.6 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION: By submission of this Offer, the Proposer certifies, and in the case of a joint offer, each party thereto certifies as to its own organization, that in connection with this procurement:

(1) The prices in this offer have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other competitor;

(2) Unless otherwise required by law, the prices which have been quoted in this offer have not been knowingly disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to opening, directly or indirectly to any other competitor; and

(3) No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit an offer for the purpose of restricting competition.

2.7 AWARD OF CONTRACT: The contract, if awarded, will be awarded to that responsible

Proposer whose proposal will be most advantageous to Chatham County, price and other factors considered. The Board of Commissioners will make the determination as to which proposal best serves the interest of Chatham County.

2.8 PROCUREMENT PROTESTS: Objections and protests to any portion of the procurement process or actions of the County staff may be filed with the Purchasing

Director for review and resolution. The Chatham County Purchasing Ordinance – Part 9

– Vendor Disputes shall govern the review and resolution of all protests.

2.9 QUALIFICATION OF BUSINESS (RESPONSIBLE PROPOSER): A responsible

Proposer is defined as one who meets, or by the date of the acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for

Proposals. Chatham County has the right to require any or all Proposers to submit documentation of the ability to perform the service requested.

Chatham County has the right to disqualify the proposal of any Proposer as being unresponsive or unresponsible whenever such Proposer cannot document the ability to deliver the requested service.

2.10 COUNTY TAX CERTIFICATE REQUIREMENT: A current Chatham County or municipal business license (within the State of Georgia) is required unless otherwise specified. A firm need not have a Chatham County Business License prior to submitting a proposal. However, a license must be obtained by the successful vendor prior to award of

Please contact the Chatham County Department of Building Safety and Regulatory Services at (912) 201-4300 for additional information.

NOTE: No contract shall be awarded unless all real and personal property taxes have been paid by the successful contractor and/or subcontractor as adopted by the Board of

Commissioners on 8 April 1994.

2.11 INSURANCE PROVISIONS, GENERAL: The selected CONTRACTOR shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property, which may arise from or in connection with the performance of the work, hereunder by the Contractor, his agents, representatives, employees or subcontractor. The cost of such insurance shall be included in the Bid.

It is every Contractor’s responsibility to provide the County Purchasing and Contracting

Department current and up-to-date Certificates of Insurance and Declaration Sheets for multiple year contracts before the end of each term. Failure to do so may be cause for termination of contract.

2.11.1 General Information that shall appear on a Certificate of Insurance:

I. Name of the Producer (Contractor’s insurance Broker/Agent).

II. Companies affording coverage (there may be several).

III. Name and Address of the Insured (this should be the Company or Parent of the firm Chatham County is contracting with).

IV. Summary of all current insurance for the insured (includes effective dates of coverage).

V. A brief description of the operations to be performed, the specific job to be performed, or contract number.

VI. Certificate Holder (This is to always include Chatham County).

Chatham County as an “Additional Insured”: Chatham County invokes the defense of “sovereign immunity.” In order not to jeopardize the use of this defense, the County is not to be included as an “Additional Insured” on insurance contracts.

2.11.2 Minimum Limits of Insurance to be maintained for the duration of the contract:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a Contractor or

Tenant. This policy coverage includes: premises and operations, use of independent contractor, products/completed operations, personal injury, contractual, broad form property damage, and underground, explosion and collapse hazards. Minimum limits: $1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the Contractor while performing within the scope of their duties.

Employer’s Liability coverage is usually included in Worker’s

Compensation policies, and insures common law claims of injured employees made in lieu of or in addition to a Worker’s Compensation claim.

Minimum limits: $500,000 for each accident, disease policy limit, each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the Contractor’s use of automobiles. Minimum limit:

$1,000,000 combined single limit per accident for bodily injury and property damage. Coverage should be written on an “Any Auto” basis.

2.11.3 Special Requirements:

Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to the coincident with the date of any contract, and the Certificate of Insurance shall state the coverage is claims-made. The Retroactive date shall also be specifically stated on the

Certificate of Insurance.

A. Extended Reporting Periods: The Contractor shall provide the County with a notice of the election to initiate any Supplemental Extended

Reporting Period and the reason(s) for invoking this option.

B. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this request.

C. Cancellation: Each insurance policy that applies to this request shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt requested, has been given to the County.

D. Proof of Insurance: Chatham County shall be furnished with certificates of insurance and with original endorsements affecting coverage required by this request. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Contractor must ensure Certificate of Insurance are updated for the entire term of the County.

E. Insurer Acceptability: Insurance is to be placed with an insurer having an

A.M. Best’s rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five (5) year basis, the current total Best’s rating will be used to evaluate insurer acceptability.

F. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by the Chatham County Board of Commissioners.

G. Deductibles and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Contractor shall procure a bond guaranteeing payment of related suits, losses, claims, and related investigation, claim administration and defense expenses.

2.12 INDEMNIFICATION: The PROPOSER agrees to protect, defend, indemnify, and hold harmless Chatham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the PROPOSER or its subproposers. The PROPOSER’s obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. PROPOSER further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Chatham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's

Compensation Act arising out of injuries sustained by any employee of the PROPOSER or his subcontractor or anyone directly or indirectly employed by any of them.

The PROPOSER’s obligation to indemnify Chatham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the PROPOSER.

2.13 COMPLIANCE WITH SPECIFICATION - TERMS AND CONDITIONS: The

Request for Proposals, Legal Advertisement, General Conditions and Instructions to

Proposers, Specifications, Special Conditions, Proposers Offer, Addendum, and/or any other pertinent documents form a part of the Offeror's proposal and by reference are made a part hereof.

2.14 SIGNED RESPONSE CONSIDERED AN OFFER: The submitted Response shall be considered an offer on the part of the Proposer, which offer shall be deemed accepted upon approval by the Chatham County Board of Commissioners, Purchasing Director or his designee. In case of a default on the part of the Proponent after such acceptance, Chatham

County may take such action, as it deems appropriate, including legal action for damages or lack of required performance.

2.15 NOTICE TO PROCEED: The successful proposer shall not commence work under this

Request for Proposal until a written contract is awarded and the Purchasing Director or his designee issues a Notice to Proceed. If the successful Proposer does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

2.16 PAYMENT TO CONTRACTOR: Instructions for invoicing the County for service delivered to the County are specified in the contract document.

A. Questions regarding payment may be directed to the Finance Department at (912)

652-7905 or the County’s Project Manager as specified in the contract documents.

B. Contractor will be paid the agreed upon compensation upon satisfactory progress or completion of the work as more fully described in the contract document.

C. Upon completion of the work, the Contractor will provide the County with an affidavit certifying all suppliers, persons or businesses employed by the Contractor for the work performed for the County have been paid in full.

D. Chatham County is a tax-exempt entity. Every contractor, vendor, business or person under contract with Chatham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Chatham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.17 LICENSES, PERMITS, AND TAXES: The price or prices for the service shall include full compensation for all fees that the proponent is or may be required to pay. Chatham

County is Tax Exempt. The Purchasing & Contracting Office upon request (912) 790-1618 will provide a Tax Exemption Certificate.

2.18 MINORITY – WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the County Board of Commissioners to increase the participation of minority (MBE) and women-owned (WBE) business in its contracting and procurement programs.

The County is committed to a policy of equitable participation for these firms by setting goals for each contract. Bidder/proposers are requested to include in their proposals a narrative describing their past accomplishments and intended actions in this area. If bidder/proposers are considering minority or women owned enterprise participation in their proposal, those firms, and their specific duties must be identified in their proposal along with the percentage(s) and dollar amount awarded to the MBE/WBE firm. Proposers may also provide demographic information regarding their employees to show their commitment to equal opportunity. If a bidder/proposer is considered for award, he/she will be asked to meet with the County Staff so that the intended MBE/WBE participation goals can be formalized and included in the subsequent contract.

If the awarded contractor is claiming minority status, the contractor shall apply for certification by Chatham County, Georgia to the Office of Minority Business Coordinator.

The Minority Business Coordinator will provide documentation of application status once approved or disapproved by Chatham County. Certification by any other government entity is acceptable if current copy of the certification is provided with this solicitation. For information on the program or MBE/WBE contractors/vendors please contact the County’s

Minority and Women Business Office 1117 Eisenhower Drive, Suite 101, Savannah, Georgia 31406, (912) 652-7860.

REQUEST FOR PROPOSALS

SECTION III

GENERAL CONDITIONS

3.1 DESCRIPTION AND OBJECTIVES: Chatham County is requesting proposals from qualified software vendors for the implementation of a Project Management and Analysis

Software (PMAS). The purpose of this Request for Proposal is to solicit proposals that meet our organization’s needs, including improving project oversight, accountability, and efficiency.

3.2 METHODOLOGY: The procurement described herein may be conducted in a two-step process.

STEP ONE- ACCEPTANCE AND EVALUATION OF QUALIFICATION

PROPOSALS: All technical requirements, unless otherwise specified, must be met by the proponent or such proposal may be disqualified as being non-responsive. Proposals that are deemed incomplete as to substance and content may be returned without consideration. A shortlist of qualified firms will be developed and ranked.

STEP TWO-INTERVIEWS: The evaluation committee may request an interview with short-listed firms. If interviews are conducted, they will be scored. It will be at the discretion of the evaluation committee on the number of firms that will interview/present.

3.3 CONFIDENTIALITY OF DOCUMENTS: Upon receipt of a proposal by the County, the proposal shall become the property of the County without compensation to the proponent, for disposition or usage by the County at its discretion (except for as provided by Georgia law for proprietary information). The details of the proposal documents will remain confidential until final award or rejection of proposals and/or protected under the restraints of law. Only final points and ranking of proposals will be openly disclosed prior to approval by the Board of Commissioners. Proponent shall have no contact with any

Department Representative or Evaluation Committee Member during and after the evaluation process. Any information contained in the proposal that is considered by the

Proponent as “proprietary” to remain confidential shall be clearly identified and justified.

3.4 CONE OF SILENCE: Lobbying of Procurement Evaluation Committee members, County Government employees, and elected officials regarding this product or service solicitation, Invitation to Bid (ITB) or Request for Proposal (RFP) or contract by any member of a proposer’s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected.

3.5 COMPENSATION: The County has attempted in SECTION V to provide as much information about the project as possible to enable firms to structure their offer.

3.6 REJECTING PROPOSALS: The County reserves the right to reject any or all proposals and is not bound to accept any proposal if that proposal is contrary to the best interest of Chatham County. Similarly, the County is not bound to accept the lowest dollar proposal if the offer is not considered in the County's best interest.

3.7 COST TO PREPARE RESPONSES: The County assumes no responsibility or obligation to the respondents and will make no payment for any costs associated with the preparation or submission of the proposal.

3.8 INQUIRIES: Direct any questions related to this RFP to Ms. Sabrina Tippett, Procurement

Specialist, and submit all questions through the County’s procurement portal https://chathamcountyga.bonfirehub.com/portal Messages - Vendor Discussion section.

Include the RFP number, page, and paragraph number as a reference to each question.

DEADLINE FOR ALL QUESTIONS is noted on the procurement portal under Project

Details.

THE ONLY OFFICIAL ANSWER OR POSITION OF CHATHAM COUNTY WILL BE

THE ONE STATED IN WRITING.

3.9 METHOD OF SOURCE SELECTION: Chatham County is using the Competitive

Sealed Proposal method of source selection, as authorized by Part 3 of the Chatham

County Purchasing Ordinance for this procurement.

An award, if made, will be made to the responsible offeror whose proposal is most advantageous to Chatham County, taking into consideration price and other factors set forth in this Request for Proposal (RFP). The County will not use any other factors or criteria in the evaluation of the proposals received.

3.10 EQUAL EMPLOYMENT OPPORTUNITY: During the performance of this contract, the COMPANY agrees as follows:

The COMPANY will not discriminate against any employee or applicant for employment because of race, creed, color, sex, age, national origin, place of birth, physical handicap, or marital status.

SECTION IV

SPECIAL CONDITIONS

4.1 PENDING LITIGATION: Proposals will not be accepted from any company, firm, person, or party, parent subsidiary, against which Chatham County has an outstanding claim, or a financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further.

4.2 EVALUATION FACTORS: Factors such as proponents’ overall capability, specialized experience, reputation, past performance on similar projects, technical competence, financial stability, ability to meet program goals, delivery under the contract terms, and fee schedule will be considered in the award recommendation. Commitment in the level of MBE/WBE firms, contractor and employees will also be considered in the evaluation of proposals.

4.3 SELECTION PROCESS: Proposals will be evaluated initially on the basis of the written document. Thus, the proposal must be complete, concise and clear as to the intent of the respondent. Further evaluation may include an oral presentation, which will be scheduled after receipt of the written proposal and approval of the shortlist.

4.4 CONTRACT: The successful respondent will be expected to execute a contract within

30 days of notice of award.

4.5 PROPOSALS MUST BE RESPONSIVE TO:

4.5.1 INTRODUCTION/COVER LETTER: You should provide no more than a two

(2) page letter of introduction. The letter should highlight or summarize whatever information you deem appropriate as a cover letter, as a minimum, this section should include the name, address, email address, and telephone number of one (1) contact to whom any correspondence should be directed. This section should include a clear statement of the Proposer’s understanding of this Request for

Proposal and the contract requirements, and how the Proposer intends to meet the requirements of this Request for Proposal. This section should also demonstrate the proposer’s understanding of the County’s goals as outlined in Section V- Scope of

Services.

4.5.2 EXPERIENCE & QUALIFICATIONS - TOTAL POSSIBLE POINTS: 20

A. Provide a summary of your firm’s organization including size, location of the corporate office, years in business, number of employees, and experience and qualifications to perform the requested services.

B. Provide a brief summary of the qualifications of those individuals who will serve with the County’s project team and state what role each team member will play.

C. Summarize experience delivering Project Management & Analytics Software in the last five (5) years, including client name, services provided, and duration.

D. Provide a general description of the firm’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Proposer’s ability to complete the project.

E. State if your firm has operated under a different name within the past ten (10) years and provide the name your firm previously operated under.

F. Describe or list any metrics your firm has from your clients about their satisfaction on the date of completion or year-to-year retention.

4.5.3 FUNCTIONALITY, CAPABILITIES & IMPLEMENTATION – TOTAL

POSSIBLE POINTS: 25

A. Provide a detailed description of the proposed software, including its features and functionalities. Outline how the software will address the specific needs of the

Project Management Office listed in the Scope of Services – Section V.

B. Explain the software’s capabilities for providing consistent templates, workflows, reporting structures, role-based dashboards, executive summaries, and automated report scheduling.

C. Describe how the software can improve resource management. Detail the tools that will aid in this, such as workload balancing, time tracking, and capacity forecasting at individual and team levels.

D. Provide detail on the software’s capabilities for role assignments, configurable approval workflows and detailed audit trails.

E. Discuss the software’s capability to enable controlled sharing of project schedules and reports (i.e., Gantt charts, dashboards, etc.) with external stakeholders such as contractors or partner agencies when appropriate.

F. Provide detail of the proposed implementation plan, including timelines and milestones. Specify any hardware or software requirements for successful implementation.

4.5.4 TRAINING PROGRAM AND TECHNICAL SUPPORT - TOTAL

POSSIBLE POINTS: 20

A. Describe the training programs offered for our staff, including the duration and method of delivery, ongoing options available for onboarding new staff (i.e., in-application help, vendor-provided training, role-based onboarding modules, etc.)

B. Provide information on the support and maintenance services offered, including response times and problem/issue escalation procedures.

C. Discuss your policy for upgrade support and timeliness of upgrades including the determination process for upgrades and future releases.

D. Describe what is covered in the vendor’s annual service-level agreement (SLA).

4.5.5 MBE/WBE PARTICIPATION - TOTAL POSSIBLE POINTS: 15:

Commitment in the level of local MBE/WBE business/firms, subcontractors, contractors, and employees. Approach to meeting and exceeding the MBE/WBE requirements. History of Minority-owned, Women-owned business utilization in the past.

4.5.6 COST PROPOSAL – TOTAL POSSIBLE POINTS: 15:

Proposers shall use the cost proposal sheet provided with detail of unit pricing broken out as an attachment. Vendors are to submit their unit pricing for licenses and if they are proposing a site license. Vendors should submit pricing for all components of the Project Manage and Analytics Software.

The County reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process.

4.5.7 REFERENCES: TOTAL POSSIBLE POINTS: 5: Please provide a minimum of three (3) references related to PMAS or similar enterprise project software implementations. Please be sure that these references can attest to the company’s knowledge, quality of work, timeliness, diligence, working relationships and flexibility. Please provide the client’s name, address, phone number and the name of a contact. Chatham County is interested in the type of service(s) provided and how long that reference has been your client.

4.5.8 SAMPLE DOCUMENTS:

To establish a complete and competitive proposal, vendors must include sample copies of the following documents:

o Sample training manual o Sample user guide o Sample agreement for software, maintenance, and support.

These documents can be uploaded with your proposal response as our procurement portal allows for multiple files to be uploaded.

4.5.9 INFORMATION TECHNOLOGY WORKSHEET: The excel worksheet must be submitted with the proposal. Prior to proposal evaluation, the worksheet will be reviewed by the County’s Information and Communication Services

Department. Based on the responses provided in the worksheet, the determination will be made as to whether the proposal will be considered. Additionally, the

County’s Information and Communication Services (ICS) Department Vendor

Policy for Software Systems is included in Supporting Documentation and must be acknowledged when submitting your proposal.

4.5.10 INTERVIEWS/PRESENTATIONS (IF REQUIRED) – TOTAL POSSIBLE

POINTS: 30

4.6 ASSIGNMENT: The PROPOSER shall not assign or transfer any interest of the contract without prior written consent of the County.

4.7 CONTRACT AWARD:

A. Successful Proponent will be asked to submit his/her firms’ contractual issues for consideration in the Chatham County contract. Proposals will become part of the

B. No work shall be performed under the contract until a contract has been fully executed by both parties. A notice to proceed will be issued by Chatham County.

SECTION V

SCOPE OF SERVICES

PROJECT MANAGEMENT AND ANALYTICS SOFTWARE (PMAS)

5.2 GENERAL BACKGROUND:

The Chatham County Project Management Office (PMO) seeks to implement a Project

Management and Analysis Software (PMAS) to improve project oversight, accountability, and efficiency. This document, informed by the preceding Request for Information (RFI) 25-0103-2, establishes the requirements for this Request for Proposal

(RFP).

The PMAS will serve the PMO exclusively and is expected to:

• Standardize project management practices and reporting.

• Provide real-time dashboards for leadership and staff.

• Improve governance through role clarity, approval workflows, and audit trails.

• Enhance resource and workload management.

• Ensure adoption through vendor-provided training and support.

To ensure security and compliance, the solution must support secure authentication methods, including Single Sign-On (SSO) and Multi-Factor Authentication (MFA). It must provide Role-Based Access Control (RBAC) to ensure proper data access and governance and integrate with Microsoft 365. Other County system integrations [Enterprise Resource Planning (ERP), Geographical Information System (GIS), and Information Technology System Management (ITSM)] are out of scope at this stage.

5.3 BUSINESS OBJECTIVES:

Purpose: The purpose of implementing a PMAS is to provide the PMO with a centralized platform that improves project oversight, accountability, and decision-making. The system will serve as a foundation for consistent project practices, enhanced reporting, and efficient resource management within the PMO.

Objectives: The strategic and operational objectives of the PMAS are as follows:

• Standardize project management practices by providing PMO staff with consistent templates, workflows, and reporting structures.

• Enhance visibility and reporting by enabling role-based dashboards, executive summaries, and automated report scheduling.

• Improve resource management with tools for workload balancing, time tracking, and capacity forecasting at the individual and team levels.

• Strengthen accountability and governance through responsible, accountable, consulted, and informed (RACI) role assignments, configurable approval workflows, and detailed audit trails.

• Increase efficiency by reducing reliance on manual spreadsheets, duplicative data entry, and ad hoc reporting.

• Support training and adoption with in-application help, vendor-provided training, and role-based onboarding modules.

• Ensure vendor support and sustainability through strong service-level agreements

(SLAs), technical support, and regular product updates.

• Drive cost-effectiveness by consolidating project tracking into one platform, minimizing reliance on separate tools, and providing predictable license/maintenance costs.

• Enable scalability to accommodate future growth in PMO operations and potential expansion to other County departments.

• Enable controlled sharing of project schedules and reports (e.g., Gantt charts, dashboards) with external stakeholders such as contractors or partner agencies when appropriate.

These objectives directly support the PMO’s mission of delivering consistent, accountable, and efficient project management services.

5.4 SYSTEM SCOPE OF WORK:

Purpose: The scope defines the boundaries of the PMAS project. It clarifies what the system must include to support the PMO’s mission and what is intentionally excluded from this phase. Clearly defining scope ensures alignment among stakeholders, avoids scope creep, and provides vendors with a clear understanding of the County’s expectations.

IN-SCOPE:

• Core project management functions (task tracking, milestones, dependencies, templates).

• Dashboards and reporting at multiple levels (PMO staff, Program Director, executive summaries).

• Governance features (RACI role assignment, approval workflows, audit trails).

• Resource allocation, workload balancing, and time tracking.

• Integration with Microsoft 365 applications (Teams, Outlook, SharePoint).

• Training, onboarding, and vendor-provided support services for PMO staff.

• Core security features, including Single Sign-On (SSO), Multi-Factor Authentication

(MFA), and Role-Based Access Control (RBAC), to align with County security standards. The final implementation approach will be confirmed in consultation with

ICS.

• Provide controlled, read-only visibility into project status for external stakeholders

(e.g., external contractors, partner agencies) through secure access as approved by the

PMO.

• Ensure all data managed by the PMAS is stored in compliance with County and federal data residency requirements (U.S.-based data centers only).

OUT-OF-SCOPE:

• Multi-department implementation (Information and Communication Services (ICS), Engineering, Chatham Emergency Management Agency (CEMA), Finance, Public

Works, etc.).

• Geographical Information System (GIS) integration.

• Employee Resource Planning (ERP)/Finance system integration.

• Information Technology Service Management (ITSM) platform integrations (e.g., ServiceNow, Jira).

• Citizen-facing transparency portals.

• Legacy system retirement or decommissioning is not directly tied to PMAS adoption.

5.5 STAKEHOLDERS:

Purpose: This section identifies the stakeholders involved in guiding the success of the

PMAS. By clearly defining who the stakeholders are and their roles, the County ensures that responsibilities are understood, expectations are aligned, and the system is designed to meet the needs of its users.

STAKEHOLDERS:

• Program Director – Provides executive oversight, ensures alignment with County priorities, and receives high-level portfolio reporting.

• Senior Project Manager & Project Managers – Manage day-to-day projects within the system, oversee task/milestone tracking, and ensure compliance with PMO standards.

• Business Systems Analysts (BSAs) – Support requirements definition, develop reporting dashboards, and analyze project data for insights.

• External Stakeholders (contractors, partner agencies) – May be granted secure, limited visibility into project information as approved by the PMO.

• Finance Department – Manages budget oversight and fiscal compliance for

Chatham County projects.

• Information and Communications Services (ICS) – Will be engaged during the

RFP and implementation stages to ensure technical compliance with Chatham County

IT policies, cybersecurity posture, and infrastructure standards.

• Purchasing and Contracting – Provides oversight for the RFP process, vendor contracting, and compliance with County purchasing policies.

• Subject Matter Experts (SMEs) – The PMO staff will operate as the project’s

SMEs.

5.6 FUNCTIONAL REQUIREMENTS:

Purpose: Functional requirements define what the PMAS must do to support the PMO.

These requirements outline the specific features and capabilities necessary to manage projects, track performance, and support effective governance. They are prioritized as

Must-Have, Important, or Nice-to-Have to indicate their criticality.

CORE PROJECT MANAGEMENT:

• Must-Have:

o Create and manage projects, tasks, dependencies, milestones, and templates so that all PMO projects follow a consistent structure.

o Program-level rollups that combine multiple projects into a single view for oversight and reporting.

• Important:

o Baseline tracking that compares planned dates, budgets, or deliverables against actual performance.

o Support for multiple project methodologies (waterfall, agile, hybrid) so

PMs can choose the best fit for each project.

• Nice-to-Have:

o Visual portfolio timelines (multi-program Gantt charts) that allow leadership to see overlapping projects on a single timeline.

COLLABORATION & COMMUNICATION:

o Role-based access and permissions so the right people see the right information.

o Task-level commenting, @mentions, and notifications so project discussions stay connected to specific work.

• Important:

o Document sharing with version control, so teams always work on the most recent file.

o Secure, read-only access for external stakeholders (e.g., contractors, partner agencies) to view dashboards or reports. If not available, the system must support easy export or publishing of project information.

o The system should allow configurable alerts and automated notifications for updates such as task assignments, status changes, and approvals to improve communication and accountability.

• Nice-to-Have:

o Integrated chat or threaded discussions to consolidate communications within the project platform.

DASHBOARDS & REPORTING:

o Customizable dashboards at project, program, and portfolio levels so each role (PM, BSA, Director) sees tailored views.

o Ability to export dashboards and reports into multi-format export (Excel, Portable Document Format (PDF), and PowerPoint).

o The system must include visual project health indicators (e.g., red/yellow/green status or equivalent) to communicate overall project condition to stakeholders quickly.

o The system must maintain data accuracy and relational integrity when exporting reports or datasets to other formats or tools (e.g., Excel, Power

BI). Exports must preserve key relationships between projects, tasks, resources, and financial data to support County analytics.

• Important:

o Scheduled reports delivered via email, so stakeholders receive updates automatically.

• Nice-to-Have:

o Heatmaps and predictive analytics that highlight schedule or resource risks before they occur.

RESOURCE & TIME TRACKING:

o Assign and track workload across individuals so no one is overloaded.

o Time logging at the task level for accountability and reporting.

• Important:

o Workload balancing dashboards that show staff capacity across multiple projects.

• Nice-to-Have:

o Forecasting tools with “what-if” modeling to test resource changes before committing.

BUDGETING & FINANCIALS:

o Track budgets at the project level to ensure financial control.

o Record actual costs against planned budgets for variance analysis.

o The system must support aggregated financial rollups across programs or portfolios, allowing summary-level reporting and budget visibility for executives.

• Important:

o Ability to categorize costs by type (labor, software, hardware, etc.).

• Nice-to-Have:

o Advanced forecasting tools or integration with County ERP for future financial alignment.

GOVERNANCE & RACI:

o RACI matrix assignment (Responsible, Accountable, Consulted, Informed) so project roles are clear.

o Approval workflows for deliverables so key decisions are documented.

• Important:

o Change control tracking with approval history for all scope or timeline changes.

• Nice-to-Have:

o Escalation workflows that notify leadership automatically when issues arise.

INTEGRATIONS & APIS:

• Must-Have:

o Microsoft 365 integration (Teams, Outlook, SharePoint) to ensure seamless collaboration with existing County platforms.

• Important:

o Open API that allows the County to build custom integrations if needed.

o Data structures exposed through APIs must align with report export data models to ensure consistency across integrations.

• Nice-to-Have:

o Pre-built connectors for external tools (e.g., Jira, ServiceNow) for potential future use.

SECURITY & COMPLIANCE:

o Single Sign-On (SSO), Multi-Factor Authentication (MFA), and RBAC for secure access.

• Important:

o Role-specific permissions that align with County security policies.

• Nice-to-Have:

o Alignment with advanced security frameworks like FedRAMP or

StateRAMP for future scalability.

DEPLOYMENT & MOBILITY:

o Cloud-based deployment accessible from anywhere.

o Mobile apps for iOS and Android so PMO staff can update tasks on the go.

• Important:

▪ Offline mobile capability for entering updates without internet, with data syncing later.

• Nice-to-Have:

o Hybrid deployment (cloud + on-premises) for flexibility in IT strategy.

TRAINING & ADOPTION:

o Vendor-provided onboarding training tailored to PMO staff roles.

o User documentation and knowledge base for self-service support.

• Important:

o Role-based training modules (PM, BSA, Director) to build capability quickly.

• Nice-to-Have:

o In-app guidance and digital adoption tools for continuous learning.

EXTRAS / INNOVATION:

o None (these are optional differentiators).

• Important:

o Project intake & request management for consistent project approval.

o Portfolio prioritization & scenario planning to test funding or resource options.

o The system should extend AI-driven functionality to include automated task prioritization and predictive workload…