6-Attachment 2 - Scope of Work.docx
DOCX document 21 KB Posted
- Solicitation number
- SLCI26040
- Issued by
- Salt Lake County, Salt Lake City, Utah
About this file
This document is a Scope of Work attachment for the Salt Lake City Employee Gift Card Program solicitation. The City is seeking a vendor to provide a single, secure web-based online ordering and tracking system for an employee gift card program, with potential expansion to other city programs. The system must support gift cards from various retail vendors or as credit cards, available in denominations between $10 and $500, in both physical and electronic formats. Physical cards must be delivered within 5 business days, while electronic cards must be sent within 24 hours. The project requires system integration with the City's Workday ERP system, with a implementation timeline of 120 days from contract recordation. Key milestones include providing a live test solution within 30 days, City approval processes, and multiple virtual training sessions.
The contract requires comprehensive customer service support, including a dedicated point of contact, reporting capabilities for City administrators, and the ability to export data in Excel or CSV formats. The vendor must provide software licensing, technical support (8 hours/day, 5 days/week), remote diagnostic capabilities, and a warranty period with provisions for system upgrades, preventative maintenance, and repair services. While specific pricing details are not included in this document, the scope suggests a comprehensive technology solution with ongoing support and maintenance. The program is specifically valid in the State of Utah and aims to create a flexible, efficient gift card management system for Salt Lake City's municipal departments.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-Confidential+and+Proprietary+Info+Declaration+Form.pdf | ||
| 4-Attachment 3 - Cost Proposal.xlsx | XLSX spreadsheet | |
| 2-SLCI26040.docx | DOCX document | |
| 3-Attachment 1 - Sample Agreement.docx | DOCX document | |
| 5-Attachment 4 - Score Sheet.xls | XLS spreadsheet |
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Text version
Attachment 2 Scope of Work
The awarded Offeror will provide a single, secure web-based, online ordering and tracking system (“System”) for an employee gift card program. The City may also purchase gift cards for other programs outside of employee gift cards.
A. Gift Card Requirements Gift card shall meet the following requirements:
a. Available to a variety of retail vendors or used as a credit card in any location that accepts credit cards without a penalty or activation charge.
b. Available in amounts between $10.00 and $500.00.
c. Available in both physical and electronic format.
i. Physical Cards: The cost of shipping physical cards shall be included in the costs submitted by the Offeror. Delivery of physical cards shall be within 5 business days.
ii. Electronic Cards: Shall be sent to employee specified email address within 24 hours.
d. Valid in the State of Utah.
e. Available in bulk from a specific retail vendor.
B. Customer Service
a. The awarded Offeror shall designate a single point of contact through the implementation and training process. The awarded Offeror shall designate a customer service point of contact once the System is implemented.
b. The awarded Offeror shall provide a response plan for issues in the System for both City Administrators and employees.
C. Reporting
a. City Administrators of the System shall be able to view up to date reports of activity for tracking, monitoring, and audit purposes including number of cards issued.
b. The System shall include a report that can export data such as employee name, type of recognition, and value of recognition through an excel or .csv file.
D. Implementation and Milestones
a. The awarded Offeror shall be responsible for providing all required hardware and performing the initial installation, configuration, and programming to provide the services and functionality as described in this solicitation. The awarded Offeror shall integrate its proposed System with City’s ERP system Workday.
b. Milestones
i. The awarded Offeror must provide a live test solution to the City of its proposed platform meeting requirements within thirty (30) days of contract recordation. The live test solution must be adequate for testing of all solution features and are suitable for the live environment.
ii. City shall approve or deny the live test solution within thirty (30) days of demonstration. City shall ensure that specifications are complete and correct.
iii. If the awarded Offeror’s live test solution does not meet specifications, the awarded Offeror shall have seven (7) days to correct specifications.
iv. Once the awarded Offeror has made the necessary corrections, the City shall have fourteen (14) days to review and ensure that specifications are complete and correct.
v. City and the awarded Offeror shall coordinate to integrate the System with Workday and develop a timeline to complete integration and testing.
vi. Testing must be completed and a final live solution must be in place by 120 days from contract recordation (subject to change).
vii. The awarded Offeror shall provide multiple virtual trainings on the live solution to the City thirty days prior to go live (subject to change).
2. Licensing
The awarded Offeror shall provide sufficient software licenses for all software to be installed and used simultaneously.
3. Support, Upgrades, and Preventative Maintenance, and Maintenance and Repair
a. Support
The awarded Offeror shall provide the following support:
i. Provide at a minimum 8 hours a day, 5 days a week support during business hours (8:00 AM – 5:00 PM MDT) for the software/hardware provided.
ii. Capable of remotely diagnosing issues and providing updates for the System.
iii. Provide advanced notice to the City of any updates or modifications to the System.
b. Warranty
The awarded Offeror shall provide a warranty period (“Warranty Period”) as negotiated in the contracting phase from acceptance by City for the System including products and services that will fully comply with the requirements listed in the RFP.
During the Warranty Period, the awarded Offeror will correct all defects at no cost to the City. If applicable, all hardware supplied shall be covered by the manufacturer’s normal written guarantee and/or warranty (minimum of one (1) year) against defects in materials, workmanship, and performance. The awarded Offeror shall also be responsible for all shipping and freight costs with warranty repairs.
c. Upgrades
The awarded Offeror shall provide a warranty period as negotiated in the contracting phase from installation and acceptance by City. During the warranty period, the awarded Offeror shall offer software upgrades developed by the awarded Offeror and any subcontractors for all software elements provided in the System. The cost of these upgrades, if the City elects to have them incorporated into the System, shall be included in the basic cost for the initial warranty period, and in the renewal cost for the warranty renewal periods. The City shall approve of software upgrade and “patch” schedules and timing, and the awarded Offeror shall provide appropriate documentation and training.
d. Preventative Maintenance
The awarded Offeror shall provide scheduled preventative maintenance for the entire System for the term of the Warranty Period and for the term of any support services agreement that the City elects to enter into with the awarded Offeror.
The awarded Offeror shall perform all scheduled preventative maintenance on the System between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday only, on days on which the City conducts normal business.
The awarded Offeror shall notify the City to schedule preventative maintenance and shall provide the City with a minimum of ten (10) business days of notice prior to a scheduled maintenance visit, if applicable.
e. Maintenance and Repair
The awarded Offeror shall be responsible for preventive maintenance, remedial maintenance, and correction of latent defects on the System for the term of the warranty period, and subsequent support services contract periods. The awarded Offeror shall provide all parts, test equipment, and labor associated with maintenance of the System. The awarded Offeror shall inform the City of any improved or updated versions of the System software and shall provide the City with the option to install this software at no additional cost to the City.
The awarded Offeror shall provide qualified, trained service personnel for performing warranty maintenance. Repair and replacement services in the event of System or computer failure shall be responded to and corrected by the awarded Offeror.
E. Other related services and products may be agreed upon by both parties in a written task order.
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