7-Recreation Management RFP 2000004237.pdf

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT (eBID)

SUBMISSIONS WILL ONLY BE ACCEPTED

ELECTRONICALLY VIA THE BONFIRE PORTAL https://fairfaxcounty.bonfirehub.com

Fairfax County Government uses a procurement portal powered by Bonfire Interactive for accepting and evaluating proposals. To register, visit https://fairfaxcounty.bonfirehub.com. Additional assistance is also available at Support@GoBonfire.com.

Submitting proposals via the Bonfire portal is mandatory. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to this RFP. Reference section titled “ELECTRONIC SUBMISSION OF PROPOSAL” in the Special

Provisions, for additional information.

Fairfax County strongly encourages offerors to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Offerors are responsible for the consequences of any failure to plan ahead in the submission of its Proposal.

The County uses eVA - Virginia's online, electronic procurement system, to publicly announce notice of all contract awards in excess of $200,000. In order to announce county contract awards, registration with eVA is necessary. In anticipation of receiving an award, vendors should register by clicking the Register

Now link on the eVA website homepage (www.eVA.virginia.gov).

https://fairfaxcounty.bonfirehub.com/ https://bonfirehub.zendesk.com/hc http://www.eva.virginia.gov)/

RFP # 2000004237

SPECIAL PROVISIONS

1. PURPOSE AND INTENT:

1.1. The purpose and intent of this Request for Proposal (RFP) is to solicit sealed proposals to establish a contract through competitive negotiation for a cloud-based, highly configurable, and scalable enterprise recreation management system along with all related implementation, hosting, maintenance, and support services. The solution must provide a long-term, sustainable platform capable of supporting the recreation program operations of both the Fairfax County Park Authority (FCPA) and the Department of Neighborhood and

Community Services (NCS).

1.2. It is the County’s intent to establish a multi-year contract that ensures full life-cycle support, including hosting, software maintenance, updates, security enhancements, and ongoing technical assistance, through both the initial term and all renewal periods. The selected

Contractor must be capable of providing continuous system availability, routine improvements, and responsive support to maintain reliable and effective operations throughout the entire contract duration.

1.3. The system must be SOC 2, HIPAA, and PCI DSS compliant for data protection and encryption.

2. PRE-PROPOSAL CONFERENCE:

2.1. A(n) (optional/mandatory) pre-proposal conference will be held on December 8, at 11:00

AM. You may join the pre-proposal conference using the following information:

Join the meeting now Meeting ID: 281 732 556 157 Passcode: mk9kN9eH Dial in by phone +1 571-429-5982,,5798691# United States, Washington Find a local number Phone conference ID: 579 869 1#

2.2. The purpose of the pre-proposal conference is to give potential offerors an opportunity to ask questions and to obtain clarification about any aspect of this RFP. Offerors may submit any questions pertaining to the RFP, in writing, to shameema.rahman@fairfaxcounty.gov

3. CONTACT FOR CONTRACTUAL MATTERS:

3.1. All communications and requests for information and clarifications shall be directed to the following procurement official:

Contract Specialist: Shameema Rahman Department of Procurement and Material Management Telephone:703-324-3138 Email: shameema.rahman@fairfaxcounty.gov

3.2. No attempt shall be made by any offeror to contact members of the Selection Advisory

Committee (SAC) about this procurement (see paragraph 15.3).

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NzgwMDY1NjUtM2Y0MC00MjNkLWEyMTUtNWRjZTEzMTRiZDhk%40thread.v2/0?context=%7b%22Tid%22%3a%22a26156cb-5d6f-4172-9d7d-934eb0a7b275%22%2c%22Oid%22%3a%22c0233131-d348-4d9c-bfda-5e1eba2b44ff%22%7d tel:+15714295982,,5798691 https://dialin.teams.microsoft.com/e5b18791-4e42-4a82-bed2-216a0e93463a?id=5798691 mailto:shameema.rahman@fairfaxcounty.gov mailto:shameema.rahman@fairfaxcounty.gov

4. CONTRACT PERIOD AND RENEWAL:

4.1. The initial term of the contract shall be five (5) years from the date of award. The County may, at its sole discretion, exercise up to three (3) additional five-year renewal options, contingent upon mutual agreement, satisfactory performance and the availability of funds.

4.2. Automatic contract renewals are prohibited. Contract renewals must be authorized by and coordinated through the County’s Department of Procurement and Material Management

(DPMM).

4.3. The obligation of the County to pay compensation due the contractor under the contract or any other payment obligations under any contract awarded pursuant to this Request for

Proposal is subject to appropriations by the Fairfax County Board of Supervisors to satisfy payment of such obligations. The County’s obligations to make payments during subsequent fiscal years are dependent upon the same action. If such an appropriation is not made for any fiscal year, the contract shall terminate effective at the end of the fiscal year for which funds were appropriated, and the County will not be obligated to make any payments under the contract beyond the amount appropriated for payment obligations under the contract. The County will provide the contractor with written notice of non-appropriation of funds within thirty (30) calendar days after action is completed by the

Board of Supervisors. However, the County’s failure to provide such notice shall not extend the contract into a fiscal year in which sufficient funds have not been appropriated.

5. BACKGROUND:

The Fairfax County Park Authority (FCPA) and the Fairfax County Neighborhood and

Community Services Department (NCS) are two distinct county agencies providing similar services with some overlapping customers.

While FCPA and NCS have similar requirements, each agency will independently manage the solution for their agency and there must be appropriate separation of agency-specific data and configuration.

5.1. FCPA operates the following:

a. 9 recreation centers with amenities such as swimming pools, classrooms, fitness centers, gymnasiums, and ice rinks.

b. 3 lakefront parks

c. 1 outdoor water park

d. 2 campgrounds

e. 415 Athletic Courts

f. 262 Athletic Fields that can be reserved

g. Nearly 100 reservable picnic facilities and other amenities.

h. Several historic and other unique rental facilities

i. 5 nature centers

j. Recreation programs held at non-FCPA locations throughout the County, including public schools and private vendor sites

5.2 NCS operates the following:

a. 14 Community Centers

b. 4 Teen Centers

c. 8 Teen Drop-in Centers

d. 15 Senior Centers

e. 2 Senior Centers Without Walls (CWOW)

f. 6 Computer Clubhouses

g. 12 Community Technology Programs

h. Adult Day Health Center (ADHC) at 4 locations state licensed by the Virginia Department of Social Services

i. Therapeutic Recreation (TR) broad programs offered at locations throughout Fairfax

County

5.3. Current Software:

5.3.1 Both agencies currently use separate instances of the same web-based Recreation

Management System that provides the following functionality:

a. Management of classes and events to allow on-line registration and attendance tracking

b. Management of schedules and reservations of picnic/shelters, campgrounds, school field trips, hourly reservations of some facilities like athletic courts, swim lanes etc.

c. Management of memberships in Rec Centers, fitness, water park, equestrian facility, etc.

d. Ticketing for daily events

e. Point of sale for inventory and non-inventory items at all facilities

f. Customer account management and communication

5.3.2 NCS uses a separate stand-alone system with the following functionality to support its

Adult Day Health Care program:

a. Participant profile and service information

b. Financial billing

c. Service auditing and program reconciliation

5.3.3 NCS uses a separate stand-alone system with the following functionality to support its

Therapeutic Recreation program:

a. Customizable programs and offerings

b. Registration and enrollment

c. Reporting capability for usership analysis

d. Online payment portal integration with Virginia Interactive NIC/vExchange for payment refunds.

e. Data storage of participant profile aligned with retention policy

5.4. Key Annual Transaction Volumes

Program Registrations FCPA NCS

Number of camp and class sessions offered annually 16,573 14,000

Number of total camp and class participants annually 137,691 37,900

Total annual revenue of camps and classes $21,066,029 $144,055

Facility Reservations

Total number of reservable facilities 683 20

Number of total facility reservations annually 34,618 230

Total annual revenue of facility reservations $2,293,464 $60,678

Memberships

Number of members 39,848 19,459

Average daily visits 2,789 1,442

Number of visits annually 1,017,996 422,594

Total annual revenue of memberships $9,515,891 $248,731

Retail Sales

Number of retail sale items 1,054 N/A

Number of retail transactions annually 200,002 N/A

Total annual revenue of retail sales $7,667,593 N/A

Customer Accounts

Number of individuals 781,316 16,999

Number of household accounts 382,825 13,577

Staff

Number of total users 1500 1000

Average concurrent users 250 100

Hardware

Number of public facing point of sale computers 70 26

Number of back office computers accessing system 400 400

6. STATEMENT OF NEEDS:

Fairfax County is seeking a robust, secure, and user-friendly system to manage the recreation programs of the Fairfax County Park Authority and Neighborhood and Community Services

Department. Fairfax County’s desire is to procure a single solution that can meet the needs of the Recreation programs of each agency. Additionally, if sufficient functionality exists, the solution will be used to manage the Adult Day Health Care and Therapeutic Recreation programs of the Neighborhood and Community Services Department.

6.1. Detailed requirements for these programs are listed in the RFP Requirements Workbook

(Attachment 1). Reference the Required Proposal Content section below for more information about the workbook and instructions on completing it. In general, the system should provide for the management of the following recreation programs:

a. Activity Registration- A robust, flexible, and customer-friendly registration system for various activities, including classes, drop-ins, and custom sessions, with real-time availability updates..

b. Facility Reservation - An intuitive booking system for facilities ranging from hourly to multi-day rentals, complete with calendar integration and availability tracking.

c. Memberships - A dedicated module for managing multiple membership types (time-based, fixed visit, etc.), including check-in/check-out features and recurring payments.

d. Ticketed Events - A scheduling feature for timed admissions to attractions, ensuring smooth operations and customer satisfaction. Also includes a mobile or web-based app for scanning and verifying tickets, streamlining the entry process.

e. Retail Sales - An integrated POS system supporting multiple payment types for seamless transactions, including barcode-enabled system for tracking inventory in gift shops and concessions.

f. Activity Permits - A streamlined system for managing and processing activity and facility permit requests. It should include tools and automated workflows for tracking applications, communicating with applicants, and routing approvals.

Additionally, should sufficient functionality exist, the system will be used to manage the following programs of the Neighborhood and Community Services Department:

g. Therapeutic Recreation – a system for the registration of participants into Therapeutic

Recreation programs with tracking of staff certifications and robust customer communication.

h. Adult Day Health Care – a system for the registration of participants into the Adult Day

Health Care program with tracking of caregiver information, care plans, transportation, and meals.

6.2. Special System Requirements

1. System Performance During Peak Periods:

FCPA offers quarterly class and camp registrations which have a high demand for a limited number of offerings. This generates a significant amount of traffic through the system when compared to normal operations, particularly within the first few hours of registration opening. The prospective solution must be capable of scaling to meet this demand while providing reliable and fair access to all customers.

2. Fee Reductions and Applications for Assistance:

The process of applying for and verifying eligibility for discounts must be centralized so that a customer must only apply once for financial assistance, with eligibility information being available to both agencies. Fairfax County does not currently have an automated system for receiving and verifying applications for financial assistance. Offerors may propose either; an application and verification process that is fully within the proposed solution, an application and verification process that uses a third-party process integrated into the proposed solution by the offeror, or an application process within the proposed solution that integrates with a customer provided verification system. Should the application and verification process be fully available within the proposed solution, there must be appropriate separation of agency specific customer account data. Should the application and verification process happen outside the proposed solution (via third-party software or solution), a method of linking the customer account within each agency’s solution to the third-party solution must be proposed.

3. Single Sign On:

Fairfax County uses a service called My Fairfax to provide customers with a single place to log in and access multiple Fairfax County services and applications. The proposed solution should integrate customer accounts to the My Fairfax portal so that customers can use their current or new My Fairfax accounts to access the Recreation Management

System including for the purpose of applying for financial assistance. The My Fairfax portal uses the OpenID Connect (preferred) or SAML2 protocol. Additional details are available upon request.

4. Shared System Governance:

The system will be used by two distinctly separate County agencies. The proposed solution shall provide complete separation of all modules, functionality, and data between

FCPA and NCS except common data required to support the functionality for single sign on and eligibility for financial assistance. Configuration changes and customization of modules or functionality for one agency shall not impact any other agency.

Where the same solution is used by both agencies, that system shall support separation of data in the system and provide organizational based security roles partitioning the data to restrict access to data within organizational boundaries.

7. TECHNOLOGY PROFILES AND ADDITIONAL REQUIREMENTS

See Attachment 1 for the Fairfax County Information Technology profiles and additional requirements that all county IT systems are expected to adhere to. Any deviation from these requirements must be negotiated and approved by the Department of Information Technology.

8. TECHNICAL PROPOSAL INSTRUCTIONS:

The offeror must submit their response to the Technical Proposal in Bonfire containing the following information. This information will be considered the minimum content of the proposal.

Proposal contents shall be arranged in the same order and identified with headings as presented herein. In addition, the offeror will submit in Bonfire an executed County’s Cover Sheet

(DPMM32), all the Attachment A Forms, and all Addenda issued (as applicable).

8.1. Section 1: INTRODUCTION

a. The cover letter will provide a brief history of the Offeror and its organization. The letter will indicate the principal or officer of the Offeror organization, who will be the County's primary point of contact during negotiations. This individual must have the authority to negotiate all aspects of the scope of services and provisions on behalf of the Offeror.

An officer authorized to bind the Offeror to the terms and conditions of this RFP must sign the cover letter transmitting the proposal.

b. EXECUTIVE SUMMARY:

The Offeror will provide an Executive Summary that presents a summary level description of the contents of the Proposal in brief and concise terms. In addition, the

Offeror must detail all exceptions to the exact requirements identified clearly and specifically in this RFP.

c. OFFEROR PROFILE AND PRODUCT HISTORY:

The Offeror will provide a profile of its organization, together with all other companies, who will be providing products or services, through a subcontracting arrangement with the Offeror. At a minimum, the Offeror will provide the following information:

i. Name of firm submitting proposal; main office address; when organized, if a corporation, when and where incorporated; and appropriate Federal, State, and

County registration numbers. If multiple vendors are jointly proposing, roles must be clearly defined.

ii. Number of years in business

iii. Number of years involved in providing recreation management software to parks and recreation organizations

iv. Number of years involved with proposed solution

v. Total number of employees

vi. Number of employees dedicated to proposed solutions (support, development, etc.)

vii. Total number of clients with the proposed solution in production

viii. Total number of clients with the proposed solution serving populations over

400,000

ix. Number of clients installed on release proposed

x. Number of signed contracts in progress

xi. Most recent annual sales revenue

xii. Most recent annual net income

xiii. Latest 10Q Security Exchange Commission

8.2. Section 2: TECHNICAL APPROACH

The offeror shall prepare a narrative describing how the proposed system meets Fairfax

County requirements. The narrative shall be organized into the following sections:

a. Offeror’s Analysis of Requirements

Statement of the requirements as they are analyzed by the offeror.

b. How the Solution Meets Program Requirements

An explanation individually of how the solution meets the requirements of each of the six primary recreation program areas in section 6 (a-f) above as well as the requirements for Therapeutic Recreation and Adult Day Health care if proposing a solution for those programs. Any lack of major functionality or exceptions to requirements should also be described here.

c. Meeting High Volume Demands

Offerors must provide an explanation of how their solution will meet the demands of the significant increase in traffic during the opening of quarterly registration cycles and the plan for ensuring adequate system performance and fair access to offerings. Real world production experience and metrics from current or past clients with comparable demand should be included if available.

d. Financial Aid Application and Tracking

Offerors must provide an explanation of how their solution allows for the application, tracking, and verification of financial assistance. The offeror should describe how a single application for financial assistance may be referenced and applied to customers in both agency systems.

e. Single Sign On

Offerors must provide an explanation of how their solution would interface with the My

Fairfax platform for a single sign on customer experience and how customer account information would be managed and accessed by each agency using the solution.

f. Shared System Governance

Offeror must provide an explanation of how their solution would meet the needs of both agencies while allowing for appropriate separation of data and functionality. The offeror should describe the structure needed to meet these requirements, whether that be two separate systems, a single system with appropriate separation, or some other structure.

g. Multi-Location Capability

Offeror must describe how their solution would meet the needs of a decentralized agency where there is appropriate separation of elements such as authorized users, inventory offerings, and business rules at multiple locations.

h. Fairfax County Technical Requirements

Offeror must describe how their system meets the requirements of Section 7

Technology Profiles and Additional Requirements and any exceptions to those requirements. Offeror should include any experience or special circumstances with integrating their solution into secure government environments.

i. Technical Environment

Offeror shall describe the computer hardware and system software platforms required to install and operate the proposed applications. Details will include any operating system, support or utility software with appropriate release levels, operation requirements, security requirements, and connectivity requirements. Offeror must describe the network environment required to operate the solution including any firewall rules, remote access, system integrations and APIs, and network performance requirements.

Offeror shall include preliminary layouts, sketches, network and architectural diagrams, other graphic representations, calculations, and other data that may be necessary for presentation, substantiation, justification, or understanding of the proposed approaches and its program.

j. Scope of Work

Offerors proposed definitive Scope of Work including requirements gathering, development, testing, training, deployment, and ongoing support accompanied by a detailed outline of the proposed program for executing the requirements of the technical scope and achieving project objectives. The offeror must present a description of the phases or segments into which the proposed program can logically be divided and performed.

k. Alternative Approaches

Offeror may also comment if deemed appropriate, on any aspect of the Request for

Proposal, including suggestions on possible alternative approaches to the coverage, definition, development, and organization of the issues presented in the “Statement of

Requirements” section, and may propose alternative approaches.

8.3. Section 3: REQUIRED PROPOSAL CONTENT

The following should be submitted in PDF format and signed electronically where appropriate:

a. Completed RFP Requirements Workbook

The RFP Requirements Workbook (Attachment 2) contains detailed system-wide and module-specific requirements. The workbook is separated into the following tabs (as defined below):

i. Instructions

Instructions for how to complete the workbook and score your proposal.

ii. General Requirements

1. General, technical, and vendor requirements.

2. All Offerors must fully complete this tab.

iii. Recreation Management

1. Functional requirements specific to recreation management.

2. All Offerors must fully complete this tab.

iv. Supplemental-Therapeutic Recreation

1. Requirements specific to Neighborhood and Community Services'

Therapeutic Recreation program.

2. Only offerors providing a solution that meets these requirements should complete this tab.

v. Supplemental-Adult Day Health Care

1. Requirements specific to Neighborhood and Community Services' Adult

Day Health Care Program.

2. Only offerors providing a solution that meets these requirements should complete this tab.

Responses to the workbook requirements must be recorded in that document, as detailed in the chart below. For any selection of “Partially Meets”, the offeror must fully explain how the solution would fully or partially meet that requirement.

Proposal Selection Definition

Fully Meets The solution meets this requirement out of the box with only standard configuration changes.

Other The solution does not fully meet this requirement out of the box but could meet it through means such as:

• Custom development

• Third Party software

• On a future roadmap

• Partially meets the requirement

• Other

For any selection marked as “Partially

Meets”, you must fully explain your choice.

Will Not Meet The solution does not meet this requirement and there is no option for the solution to meet this requirement.

Offerors must respond to each individual requirement listed in the General

Requirements and Recreation Management tabs of the Requirements

Workbook. Offerors who are proposing a solution that also meets the needs of the

Therapeutic Recreation and Adult Day Health Care programs of NCS should fully complete the tabs associated with those programs.

b. Implementation Plan and Services

The Offeror will present an implementation plan addressing two major components of the proposed solution: Project Timeline and Project Approach. See Attachment 3 for the expected elements of an implementation plan.

Project Timeline: The Offeror will provide an implementation schedule to delineate all activities, tasks, and responsibilities of the Offeror and County, including the Agency’s management, users, and technical personnel. Included should be a timeline demonstrating the sequence of events from the point of contract award through final user acceptance and system go-live. Include Gantt charts to illustrate phases, activities, comments, milestones, decision points, and deliverables.

Project Approach: The Offeror will include a comprehensive plan for completing all activities required for successful product implementation. The plan should include a description of the Offeror’s approach to project management, product configuration, product engineering, data conversion, reporting, interface development, product documentation, training, testing, installation, installation support, release management, post-implementation support, and final acceptance.

c. Technical Support Plan

The Offeror will provide a detailed description of its proposed post implementation maintenance and support plan. The Offeror will describe the process for the Agency to request future product enhancements. The Offeror will describe process for correction if a major bug or flaw is found. Describe Help Desk operations and the process for escalation of issues. Offerors should also describe available user group activities and support.

d. Service Level Agreement (SLA)

The offeror must provide a proposed Service Level Agreement outlining the standards for system performance and support that the system and vendor will meet. See attachment 4 for expected elements of a Service Level Agreement.

e. Saas Escrow Agreement

The Offeror must provide a proposed SaaS escrow agreement naming Fairfax County as the beneficiary and providing a minimum of 1 year of continuity of service should the contract be terminated early for any reason or should the vendor be unable or unwilling to continue providing the solution.

f. Training Plan

The offeror will provide a comprehensive training plan to ensure successful operation of the system. See Attachment 3 for the expected elements of a training plan. At a minimum, curriculum should cover:

i. Initial training for all county staff on general and role-specific functionality

ii. Post implementation training for new staff and refresher training for existing staff

iii. Training on new functionality when released

iv. Training for system administrators and other technical staff

v. Details of training methods (Online, In-person, Train-the-Trainer, etc.)

g. Fairfax County Project Proposal Matrix for Meeting Information Technology

Security Policy Requirements.

Offerors must complete and sign the Fairfax County Project Proposal Matrix

(Attachment 5). All offerors must complete sections A and D. Offerors proposing a cloud/hosted solution must complete section B. Offerors proposing an on-premise solution must complete section C. Responses should be thorough with additional information supplied as appropriate.

h. The Fairfax County AI Questionnaire

Offerors must answer the questions in the Fairfax County AI Questionnaire

(Attachment 6) to explain any AI features of their system or associated technologies.

i. Fairfax County IT Consultant Agreement

Offerors must complete and sign the IT Services Provider Consultant/Contractor

Agreement (Attachment 7) on behalf of their firm.

j. Contractor Agreements

Offeror must provide a copy of all agreements (including all end user license agreements, applicable third-party agreements, Service Level Agreement, software escrow agreement, etc.) as part of their response to this proposal if they are to be utilized during the performance of the contract. The agreements provided should be the actual documents (or exact duplicates) of the forms to be used for this project, not a typical or sample document. Failure to provide any such agreements may result in the Offeror’s proposal being deemed non-responsive.

9. COST PROPOSAL INSTRUCTIONS:

9.1. The offeror must submit their response to the Cost Proposal in Bonfire fully supported by cost and pricing data adequate to establish the reasonableness of the proposed fee. The offeror may submit their proposal on the Cost Proposal Template (Attachment 8) or in a similar format.

The following information should be submitted as part of the cost proposal. Offerors must provide an itemized price breakdown by agency (separate price breakdown for FCPA and

NCS) for each service separately.

a. The Offeror will provide a detailed breakdown of all costs required for the successful implementation and ongoing operation of the proposed solution. The County encourages the offeror to identify fully the costs associated with the proposed solution. To minimize or hedge on product costs will only serve to place the offeror at a disadvantage.

b. The offerors cost proposal must include deliverables-based milestones with all proposed pricing tied to successful completion of those milestones. Offerors should provide fixed prices in all areas where possible and give their best estimates on all others. The Offeror must identify those costs that are not fixed. Proposed pricing shall be F.O.B. Destination and shall NOT include state and local taxes.

c. The County will require the offeror to propose all equipment and material on this project. All equipment will be new, unless otherwise agreed to in writing by the

County. The County has the option to solicit third parties for alternative costs or use existing equipment for any or all of the proposed solution.

d. Breakdown of direct labor and labor overhead costs including number of man-hours and applicable actual or average hourly rates, overhead rate, and supporting schedule.

e. Travel and per diem or subsistence costs, if any supported by breakdown, including destination, duration, and purpose.

f. The offeror must specify all costs for developing interfaces and data conversion of all data identified in their response. Offerors should include the cost of conversion to a format compatible with the new system, provide the length of time to convert and upload the data, and explain how data conversion will be accomplished.

g. Breakdown of all other expenses such as clerical support, other overhead costs, supplies, etc.

h. Project Cost for each agency separately based on anticipated customization necessary to meet specific requirements. NOTE: The County’s priority is to obtain an out-of-the-box solution limiting customization, any requirements needing customization should be identified and listed as a separate (and optional) cost.

i. Projected ongoing (maintenance/support) costs per agency based on transaction estimates, licensing or modules requirements.

NOTE: Failure to break down cost elements may render the Cost proposal non-responsive.

PRICING:

9.2. The subsequent contract will be a firm-fixed price agreement. Post-implementation fee(s) will remain firm for the life of the contract.

9.3. Offerors should include all costs in the proposal, and the negotiated contract will be the final price for the agreed-upon goods and services. No allowances will be made for additional invoices for goods and services in the contract without a contractual modification amendment signed by the County Purchasing Agent.

9.4. Price decreases shall be made in accordance with paragraph 40 of the General

Conditions & Instructions to Offerors. (Appendix A)

10. CONSULTATION SERVICES:

a. The contractor’s staff must be available for consultation with County staff on an as-needed basis between 8:00 AM and 5:00 PM, Eastern Time, Monday through Friday. The

Contractor must be available by way of telephone and email.

b. The contractor must provide a single point of contact for resolution of technical issues to include problem analysis, estimate for resolution, escalation (if necessary), and follow-up at regular intervals, until the problem is resolved to the County’s satisfaction. The contact shall be available by way of telephone and email on an as-needed basis between 7:00 AM and 7:00 PM, Eastern Time or Eastern Day Light Savings time, Monday through Friday.

11. TRADE SECRETS/PROPRIETARY INFORMATION:

11.1. Trade secrets or proprietary information submitted by an offeror in connection with a procurement transaction shall not be subject to public disclosure under the Virginia

Freedom of Information Act; however, offerors must invoke the protections of this section prior to or upon submission of the data or other materials.

11.2. The offeror must identify the data or other materials to be protected and state the reasons why protection is necessary. Disposition of material after award(s) should be stated by the offeror.

11.3. Request for Protection of Trade Secrets or Proprietary Information (Attachment A) is provided as a courtesy to assist offerors desiring to protect trade secrets or proprietary information from disclosure under the Virginia Freedom of Information Act.

11.4. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and may result in rejection of the proposal.

12. REQUIRED SUBMITTALS:

12.1. Each Offeror responding to this Request for Proposal must supply all the documentation required in the RFP. Failure to provide documentation with the Offeror's response to the

RFP may result in the disqualification of the Offeror's proposal.

13. ELECTRONIC SUBMISSION OF PROPOSAL:

13.1. Proposals must be received electronically through Fairfax County’s online Procurement Portal at: https://fairfaxcounty.bonfirehub.com, on or before the Submittal Deadline.

Submissions will only be accepted through the portal. Fairfax County will not accept proposals submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (i.e., e-mail) in response to this RFP. Proposal submissions and registration are free of charge. Offerors can register for a free account at:

https://fairfaxcounty.bonfirehub.com, which will be required when preparing a submission.

Documents may be uploaded at any time during the open period. The official time used for receipt of proposals/modifications is the time stamp within the Bonfire portal. No other clocks, calendars or timepieces are recognized. For technical questions related to a submission contact Bonfire at support.bonfire@eunasolutions.com or click on the link “Contact Bonfire Support here” under Need Help? (Note: it takes an average of 16 minutes to an hour for a response). Therefore, offerors shall take the necessary steps to submit their proposals in advance.

13.2. If, at the time of the scheduled proposal closing Fairfax County Government is closed due to inclement weather or another unforeseeable event, the proposal closing will still proceed electronically through the Bonfire system.

13.3. Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Javascript must be enabled. Browser cookies must be enabled.

EUNA Customer Hub using the following link:

https://customer.eunasolutions.com/public/s/ https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Ffairfaxcounty.bonfirehub.com%2F&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547832673%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=EBMhwt2e0LNLMJaUz3z7tCoFSoXUHDzL%2Fdb1C%2FR6oho%3D&reserved=0 https://fairfaxcounty.bonfirehub.com/ mailto:support.bonfire@eunasolutions.com https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2F&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547875519%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=inSCjdBzFUC7Bo3QNjXK%2FUiwlDNIUH1mkWiWcKOeSmQ%3D&reserved=0

Alternatively, you can find it easily by searching “Euna Customer Support” on Google, which will take them here. Just click on the “Powered by Bonfire” link, and it will take you directly to the Hub.

Through this portal, vendors can:

• Access support articles "Knowledge Base"

• Submit a support ticket

Updated articles are now available through the new Hub:

1. Vendor Registration

2. Creating and Uploading a Submission

3. Video that walks through the above processes: vendor-registration-and-submission-video

13.4. It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

13.5. Technical Information: Uploading large documents may take time, depending on the size of the file(s) and your Internet connection speed. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. Minimum system requirements for the Bonfire portal - Microsoft Edge, Google Chrome, or Mozilla

Firefox. Javascript must be enabled. Browser cookies must be enabled.

13.6. It is the Offeror's responsibility to clearly identify and to describe the services being offered in response to the Request for Proposal. Offerors are cautioned that organization of their response, as well as thoroughness is critical to the County's evaluation process. The RFP forms must be completed legibly and in their entirety; and all required supplemental information must be furnished and presented in an organized, comprehensive and easy to follow manner.

13.7. Unnecessarily elaborate brochures of other presentations beyond what is considered sufficient to present a complete and effective proposal is not desired.

13.8. By executing the cover sheet (DPMM32), Offeror acknowledges that they have read this

Request for Proposal, understand it, and agree to be bound by its terms and conditions.

14. ADDENDA:

14.1. Offerors are reminded that changes to the RFP, in the form of addenda, are often issued between the issue date and within three (3) days before the due date. All addenda shall be signed and submitted before the due date/time or must accompany the proposal.

14.2. Notice of addenda will be posted on eVA and Bonfire. It is the Offeror’s responsibility to monitor the web page for the most current addenda at https://fairfaxcounty.bonfirehub.com.

14.3. The last day to submit questions to be addressed in the addendum will be addressed in

Bonfire under “Questions Due Date”. All questions pertaining to this RFP shall be submitted to Shameema.rahman@fairfaxcounty.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Feunasolutions.com%2Fsupport%2F&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547890851%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=876fmRiR6Hb7DYAfwQb7ujF1LIT9PVPS8b62Ap3ccPs%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2Farticle%2Fvendor-registration&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547904358%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=J%2B2Fi0wTWkjL8L31VtAZobZExa1VXGuJ%2BSs%2BUYxYX5w%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2Farticle%2Fcreating-and-uploading-a-submission&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547917474%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=jGEkbfGHf%2BqGC29wzW1PiIwfhVVE32p795LLivgizNQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2Farticle%2Fvendor-registration-and-submission-video&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547930948%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NwuA7OSe30nyiR6Ac%2BZkkqk%2FBojK0Ckfj%2BDEAFqqW4I%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fcustomer.eunasolutions.com%2Fpublic%2Fs%2Farticle%2Fvendor-registration-and-submission-video&data=05%7C02%7CSehresh.Tanweer%40fairfaxcounty.gov%7Cc9f9799909ec4461132508ddf5389542%7Ca26156cb5d6f41729d7d934eb0a7b275%7C0%7C0%7C638936345547930948%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=NwuA7OSe30nyiR6Ac%2BZkkqk%2FBojK0Ckfj%2BDEAFqqW4I%3D&reserved=0 mailto:Shameema.rahman@fairfaxcounty.gov

15. PROPOSAL ACCEPTANCE PERIOD:

15.1. Any proposal submitted in response to this solicitation shall be valid for (1) calendar year. At the end of (1) calendar year the proposal may be withdrawn at the written request of the offeror. If the proposal is not withdrawn at that time it remains in effect until an award is made, or the solicitation is canceled.

16. BASIS FOR AWARD:

16.1. Offerors will be evaluated for selection based on those most qualified to meet the requirements of this RFP.

16.2. Proposal Evaluation Criteria

a. The County will review all the proposals received that are deemed responsive and responsible. For each subsequent decision point in the process, the County will evaluate offerors according to specific criteria and will then elevate a certain number of offerors to the next level of evaluation.

b. The sole purpose of the proposal evaluation process is to determine which solution best meets the County’s needs. The evaluation process is not meant to determine that one offeror’s services are superior to any other, but rather that the selected offeror can provide the best services for the County's needs based on the information available and the

County’s best efforts and methods of determination. Offerors that are deemed responsive to the RFP and earning the highest scores at each level will advance to the next level of evaluations.

c. The proposal evaluation criteria should be viewed as standards that measure how well an offeror’s approach and capabilities meet the desired requirements and needs of the

County as outlined in the response and resultant demonstration. The County reserves the right to determine the suitability of proposals based on any or all of these criteria that will be used to evaluate proposals include:

Criteria Weight

Company background, qualifications, experience in the recreation field, and references

15%

Response to the Technical Approach 5%

Required Proposal Content 45%

Demonstration 15%

Price 20%

d. Offeror Interviews and Demonstrations:

At the County’s option, offerors may be invited for staff interviews. As part of this process, offerors may be requested to participate in product demonstrations using a script provided by the County in order to confirm their Technical Proposals.

16.3. The County Purchasing Agent reserves the right to award a contract by individual items, in the aggregate, or in combination thereof. The County Purchasing agent also reserves the right to reject any or all bids and to waive any informality in bids received whenever such rejection or waiver is in the best interest of the County. A Selection Advisory Committee has been established to review and evaluate all proposals submitted in response to this

Request for Proposal. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided in the evaluation criteria listed in

“Evaluation Criteria.” Based upon this review, the Cost proposals of the highest rated offeror(s) will then be reviewed.

16.4. No offeror, including any of their representatives, subcontractors, affiliates, and interested parties, shall contact any member of the Selection Advisory Committee or any person involved in the evaluation of the proposals. Selection Advisory Committee members will refer any and all calls related to this procurement to the procurement official named in

Paragraph 3.1 above. Failure to comply with this directive may, at the sole discretion of the

County, result in the disqualification of an offeror from the procurement process.

16.5. The County Purchasing Agent may arrange for discussions with firms submitting proposals for the purpose of obtaining additional information or clarification.

16.6. Offerors are advised that in the event of receipt of an adequate number of proposals, which in the opinion of the County Purchasing Agent, require no clarifications and/or supplementary information, such proposals may be evaluated without further discussion.

Consequently, offerors should provide complete and thorough proposals with the offerors most favorable terms. Should proposals require additional clarification and/or supplementary information, offerors should submit such additional material in a timely manner.

16.7. The County may cancel this Request for Proposal or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous.

17. INSURANCE:

17.1. The Contractor is responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all description used in connection therewith. The Contractor assumes all risk of direct and indirect damage or injury to the property or persons used or employed on or in connection with the work contracted for, and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission or operation under the contract.

17.2. The Contractor must during the continuance of all work under the contract provide the following:

a. Statutory Workers' Compensation and Employer's Liability insurance in limits of not less than $1,000,000 to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia.

b. Commercial General Liability insurance in the amount of $1,000,000 per occurrence, $2,000,000 in aggregate, to protect the Contractor, its subcontractors, and the interest of the County, its officers and employees against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work.

c. Owned, non-owned, and hired Automobile Liability insurance, in the amount of

$1,000,000 per occurrence/aggregate, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work, will be insured under either a standard Automobile Liability policy, or a Commercial General Liability policy.

d. Cyber Insurance, in an amount not less than $1,000,000 per claim and annual aggregate, covering all acts, errors, omissions, negligence, and including infringement of intellectual property (except patent and trade secret) in the performance of services for or on behalf of the County hereunder. Contractor’s policy will provide for Data

Security & Privacy “Cyber” coverage (including coverage for unauthorized access and use, failure of security, breach of confidential information, of privacy perils, as well as breach mitigation costs and regulatory coverage). Such insurance will be maintained in force at all times during the term of the agreement and for a period of two years thereafter for services completed during the term of the agreement.

17.3. Liability Insurance "Claims Made" basis:

1) If the liability insurance purchased by the Contractor has been issued on a "claims made" basis, the Contractor must comply with the following additional conditions. The limit of liability and the extensions to be included as described previously in these provisions remain the same.

2) The Contractor must either:

i. Agree to provide certificates of insurance evidencing the above coverage for a period of two years after final payment for the contract.