Addendum 2 Q A_~2.pdf

City of Long Beach

Department of Financial Management Purchasing Division 411 W Ocean Blvd. 6th floor, Long Beach, California 90802 p 562.570.6200

February 3, 2023

NOTICE TO PROPOSERS

ADDENDUM NO. 2: Q & A

RFP No. TI-23-205 TID Desktop Support

This addendum changes and supersedes the language in the original RFP. Please acknowledge receipt of this addendum by signing and submitting with your proposals. Any proposer who fails to submit this addendum may be disqualified.

The City would like to issue an Addendum to provide the following:

Questions and answers:

Q1: Are you looking to replace ServiceNow as service management system or are you looking for a complimentary system to ServiceNow?

A1: We are looking for a complimentary system to ServiceNow

Q2: How many agent licenses would you be looking to utilize within this new tool as well?

A2: We would want around a dozen agent licenses.

Q3: Whether companies from Outside USA can apply for this?

A3: Yes, location is not apart of the evaluation.

Q4: Whether we need to come over there for meetings?

A4: No. Meetings can be done virtually using Teams, Webex, Zoom, etc.

Addendum #2 – RFP No. TI-23-205

Q5: Can we perform the task outside the USA?

A5: Yes, location is not apart of the evaluation.

Q6: Can we submit the proposals via email?

A6: No, you will need to submit on Long Beach Buys. As per the RFP.

Q7: If you already have profile of Employees in ServiceNow and their location info is in their ServiceNow profile, you can group the tickets raised by those employees by their location by simply adding the location column in the list view of the Incidents & Service task tickets. (see here:

https://www.youtube.com/watch?v=yOlMWyqtKew&ab_channel=TechWithPri)?

A7: Location information is there, but we would like the solution to group the tickets and provide a suggested travel route for the support technician.

Q8: Are you looking for help with planning field dispatch of Support personnel to

Employee facilities by location?

A8: Yes

Q9: Since you have included the Performance metrics (section 1.5.1), are you expecting the selected vendor to assist in responding and resolving Service desk tickets?

A9: No

Q10: Does the City of Long Beach have a budget for leasing experiences such as

Birdly?

A10: During the pilot, there is no budget but if the solution is adopted long term, then yes, the City has a budget for services, licensing, maintenance, support, etc.

Q11: If the COLB ask is that every selected vendor runs a 6 months pilot, based on the scope and the differents asks that is defined mostly by the city itself, on its own investment dollars? Or are we entitled to propose scope, MVPs, duration, resource allocation and deliverables (and therefore define and ringfence our upfront investments) ourselves?

A11: Not sure what exactly this question is asking but the 6 month pilot should be no cost to the City. If the solution is to be adopted long term then we would go through a procurement process and all of the details of what that would entail would be negotiated at that time.

Q12: Can you please clarify number of users and number of admins required access to the proposed software licenses?

A12: 12 Users; 3 Admins

Q13: Are you able to send me the editable version of the Narrative Proposal Template?

A13: The RFP contains the Narrative template. Please use that.

Q14: Is it mandatory to have business license prior to the award of the contract?

A14: Business license is not required at time of submittal. The awardee will need to obtain a business license prior to contract execution.

Q15: Is the City intending for pilot programs to be offered at no cost during the pilot period?

A15: The selected vendor is expected to provide services at no cost during the proof of concept (POC) period which can go up to six (6) months.

Q16: Is the City looking for an existing digital product or is it possible to evaluate the proposed solution from scratch?

A16: The City is looking for existing and proven off-the-shelter products to avoid re-inventing the wheel with standard and minimal customizations. Smart City Challenge program services are intended to last up to 6 months, proposers need to take the program’s timeline into consideration.

Q 17: If you have a solution that fits into more than one product, how does the City want that referenced?

A 17: You can present your solution and explain why more than one product is proposed for the solution. If you are interested in multiple challenges, submit proposals separately.

Q 18: Is budget already allocated after the pilot period?

A 18: The decision to sustain or scale a project requires mutual agreement between the

City and the Awarded Contractor, and is conditional on factors such as pricing, funding availability, contracting considerations, City need, City Council authorization and market conditions.

Q 19: Is there an RFP afterwards?

A 19: The City reserves the right to sustain or scale the project by issuing a new solicitation.

Q 20: During the Proof of Concept (POC), can there be a restriction of users during the pilot period?

A 20: Yes, be intentional in the explanation why this course of action is best suited to measure success.

Q 21: How many pilots convert to paid contracts?

A 21: Annually, 1-2 pilots are sustained or scaled.

Q 22: Could you repeat the evaluation dates again?

A 22: February 16 – March 1, 2023.

Q 23: Will this recording be shared out?

A 23: Yes, this recording will be shared via an addendum in Long Beach Buys.

Q 24: Can our proposals be in word format?

A 24: All proposals need to be submitted in PDF form.

Q 25: Can you talk more about the qualifiers of the company-innovators? Do they need to be based in California? The United States? What are the specific qualifiers of the proposers?

A 25: All proposals will be evaluated based on the evaluation criteria. Specific evaluation criteria and how the proposal’s will be reviewed can be found in the Request for Proposal, geography is not part of the evaluation criteria.

Q 26: Did I hear correctly that each response in narrative section should be kept to 200 words?

A 26: The Narrative Proposal should provide a straightforward, concise delineation of capabilities to satisfy the Request for Proposal. Responses to each question should be no longer than 200 words.

Q 27: Is there a preference being given to local submitters or to small businesses?

A 27: All proposals will be evaluated based on the evaluation criteria, there is no specific quota or points given for a local or small business.

Q 28: Can work be performed remotely?

A 28: Yes.

Q 29: Do you need a statement of work?

A 29: No statement of work needed; the City will review the narrative proposal that answers the questions in the Request for Proposal.

Q 30: Can you elaborate on the references requested? Do they need to be local?

A 30: The City is looking to verify professional viability of the organization, references do not need to be local.

Q 31: How much weight do you place on past performance with government entities, specifically in California?

A 31: All proposals will be evaluated based on the evaluation criteria.

Q 32: Where can I find the narrative template?

A 32: The narrative template can be found in Section 3.3 of the Request for Proposal

(RFP).

Q 33: Will services required to build/configure pilot be recoverable if purchased after 6-month pilot?

A 33: The City will have more clarity at the conclusion of the pilot program.

Q 34: Where can I find the Equal Benefits Ordinance form that is mandatory?

A 34: This form can be downloaded from Long Beach Buys.

PREPARED BY: Ahmed Ali, Buyer I

ACKNOWLEDGED BY: __________________________________________________

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