AGENDA_MANAGEMENT_SOFTWARE.pdf

REQUEST FOR PROPOSAL

23/24-88

AGENDA MANAGEMENT SOFTWARE

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: April 16, 2024

DEADLINE FOR QUESTIONS: May 2, 2024

RESPONSE DEADLINE: May 9, 2024, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

REQUEST FOR PROPOSAL

23/24-88

AGENDA MANAGEMENT SOFTWARE

I. INTRODUCTION

II. INSTRUCTIONS TO BIDDERS

III. STANDARD INSTRUCTIONS TO BIDDERS

IV. PROJECT DETAILS

V. INSURANCE AND INDEMNIFICATION REQUIREMENTS

VI. LIVING WAGE ORDINANCE

VII. TECHNOLOGY SOLICITATION TERMS

VIII. EVALUATION CRITERIA

IX. VENDOR SUBMISSIONS

Attachments:

A - Functionality Questionnaire

T - Manchester living wage certification

Request For Proposal #23/24-88 Title: AGENDA MANAGEMENT SOFTWARE

1. INTRODUCTION

1.1. Summary

The Town of Manchester is seeking proposals for software that will assist with the development of public meeting agendas, agenda accessibility and creation of meeting minutes. The goal is to make it easier for departments to submit agenda items and to allow for a flexible process for creating the final agenda. The Town would like to use this software to create minutes based on the agenda. The software should allow board/commission members the ability to easily search and annotate the agenda to enhance effective communication during public meetings.

Interested and qualified companies who have demonstrated their ability, at comparable work, are invited to submit proposals.

1.2. Background

The Town of Manchester is responsible for supporting many boards and commissions. However, the goal of this RFP is to select a solution that will allow us to support our Board of Directors in both the development of meeting agendas and minutes. The Board of Directors is comprised of nine members.

The agenda is prepared by collecting agenda topics and backup material from various departments. This is currently accomplished using email. The current method of creating the agenda does not allow for flexibility should a topic need to be added or removed.

The Directors prefer to use iPads or a laptop to view the agenda and supporting material. They need the ability to easily search for a topic and see their personal notes regarding various topics. In addition, the

Directors and staff need the ability to make notes during the meeting that may require follow-up.

Meeting minutes are currently produced following the meeting by listening to recorded video/audio.

This process is very lengthy and our goal is to find ways to streamline the process.

1.3. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Department

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Information Systems mailto:cnarracci@manchesterct.gov tel:(860)647-3033

Department Head:

Karen Freund

Chief Information Officer

1.4. Timeline

Release Project Date April 16, 2024

Question Submission Deadline May 2, 2024, 4:00pm

RFP Opening Date and Time May 9, 2024, 11:00am

2. INSTRUCTIONS TO BIDDERS

2.1. ELECTRONIC BIDDING INFORMATION

Submitting Proposals

Specifications and proposal forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain proposal packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Proposals may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com)

Submitting Questions and Receiving Responses

Proposers shall submit all inquiries regarding this RFP via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-

Procurement Portal. Bidders may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.2. BID OPENING INFORMATION

Proposals must be received by the date and time indicated in the bid documents.

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the proposer with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this proposal.

3. The town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting proposal documents.

4.This proposal and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the proposer to download this information. THE TOWN OF MANCHESTER

WILL NOT MAIL A SEPARATE HARD COPY OF ADDENDUM TO PROPOSERS. Failure of any proposer to receive any such addendum or interpretation shall not relieve such proposer from any obligation under his RFP as submitted. All addenda so issued shall become part of the Contract Documents.

5. Proposal prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of proposals received later than the time and date set for submission deadline will not be considered.

7. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

8. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

9. The Proposer, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

10. Proposer shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to proposal prices when paid within the stated number of days in the proposal.

11. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov Portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any proposer or prospective proposer against the Town.

11A. The Town reserves the right to reject any and all proposals, to waive technical defects, and to make such awards including accepting a proposal, although not the lowest cost, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any proposal if the proposer, any officer of the proposer, or any other company owned in whole or in part by any officer(s) of the proposer, is delinquent in the payment of any taxes or fees owed to the Town. The

Town reserves the right to require a disclosure statement from the proposer listing the name(s) of all officers of the company.

11B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

12. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the proposer to discharge a contract. The proposer shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any proposal if the proposer fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the proposal is conditional in nature.

13. Except where otherwise provided, a contract between the Town and a successful proposer shall consist of the Request for Proposal, Specifications, Plans, Proposal, and Acceptance by the Town and these Rules and Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

14. All Requests for Proposal shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

15. The Request for Proposal shall be made available on the Town of Manchester Purchasing Web Site via the OpenGov Portal.

16. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

17. In the event that any proposer wishes to protest the potential award of a proposal, the proposer must make it’s protest in writing, identify the protesting party, the RFP number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester

Purchasing Office, within FIVE (5) business days after the award decision.

18. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Department and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

19. In the event that any protesting proposer wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the Purchasing Authority pursuant to paragraph 1 herein.

20.Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

21. All Awards shall be made by the Purchasing Authority.

22. The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal

Order 11246. By signing the Proposal form for this proposal, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

2.5. Important Instructions for Electronic Submittal

Proposers shall create a FREE account with Open Gov Procurement by signing up at https://secure.opengov.com/portal/townofmanchester. Once you have completed account registration, browse back to this page, https://procurement.opengov.com/portal/townofmanchester and click on

"Submit Response", and follow the instructions to submit the electronic bid.

2.6. Instructions to Bidders

In accordance with the provisions of the Town Charter, sealed proposals will be received through the

OpenGov Portal, not later than the date and time set forth above, for furnishing the commodities and/or services listed herein. Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

3. STANDARD INSTRUCTIONS TO BIDDERS

3.1. STANDARD INSTRUCTIONS TO BIDDERS – SUPPLIES, MATERIALS &

EQUIPMENT

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

3.2. Overview:

The Town of Manchester (Town) desires to engage a contractor to provide the services in support of the

AGENDA MANAGEMENT SOFTWARE.

Incorporated as part of the RFP are the #Attachments, #Scope of Work . The Project includes, but is not limited to, Invitation to RFQ/RFP, Instructions to Bidders, Supplementary Instructions to Bidders, RFQ/RFP Form, Standard Form of Agreement Between Owner and Contractor , General Conditions of the Contract for Construction , and Supplementary General Conditions of the Contract for Construction.

https://procurement.opengov.com/portalownofmanchester/projects/23771?section=187364 https://procurement.opengov.com/portalownofmanchester/projects/23771?section=187367

3.3. Description of Project:

Agenda Management Software

3.4. Minimum Requirements:

Firms shall provide appropriate credentials and documentation as follows:

3 years experience

4. PROJECT DETAILS

4.1. Product Functionality

The proposer shall include a short narrative section that illustrates the proposer's understanding of the requirements of the project.

Please review the attach functionality checklist.

4.2. Implementation Process

Provide details about your implementation process. This should include the following:

• What is a typical project timeline?

• Describe your project management strategy and how many employees from your company will be assigned to our project.

• Describe the expected Town staff requirements.

• Describe any requirements that will be the Town's responsibility during the implementation process.

4.3. Support

Describe your support model.

• Do you have different levels of support?

• What is the typical response time?

• How does the Town staff contact support (phone, email, website, etc.)?

• Is there an escalation process in the event that an issue is not addressed?

4.4. Upgrade Process

Describe your upgrade process.

• Are you responsible for performing upgrades or does the Town perform the upgrades?

• If you perform the upgrades, what time of day do you typically accomplish the upgrade?

• How much notice do you provide prior to an upgrade?

• Do you provide release notes pertaining to the upgrade?

• Do you have a test environment where an upgrade can be installed first for testing purposes?

4.5. Training

Describe your training process.

• Do you provide training onsite or online?

• Do you have prerecorded training videos that can be viewed as needed?

• Do you have written documentation?

• How long is your typical training session?

• Do you prefer to train all town employees or do you use a train-the-trainer approach?

4.6. Cost

The proposal price shall include all equipment, labor and materials to render the specified service(s).

The cost proposal must include the following details:

• Describe your licensing model.

• Include the cost of adding additional boards/commissions.

• List any one time costs.

• List any recurring fees and indicate if they are invoiced monthly or annually.

• Staff training and implementation fees.

The cost proposal shall include an itemized list of any additional services including (but not limited to) the following:

• Different levels of support that may be available.

• Labor costs, administrative costs or equipment and materials.

• Any third party software. Indicate whether the software is required or optional.

• A fee schedule for emergency and/or after hours service calls.

The cost proposal shall list each function separately and include all purchase and implementation costs.

The Town may choose to implement any combination of the proposed modules. All prices must be firm and fixed for at least one (1) year following the notice of award. Subsequent years will be held to a maximum increase of 5%.

4.7. References

The proposal shall include at least three (3) references from past or current government clients. Please include the following information for each reference:

• Client (name of entity, contact person, address, telephone and email)

• Date and status of project (still in implementation, complete, etc.)

• Brief description of project

4.8. Functionality Checklist

Proposers must complete the attached functionality checklist.

• Indicate whether the proposed software can accomplish the specified task by checking Yes or

No.

• Proposers may include additional comments but these are not mandatory.

• Some checklist items are not a Yes/No question but ask for a description. The information can be put in the comment field or in a separate document. If a separate documentt is used, the proposer must include the question for easy reference during evaluation.

5. INSURANCE AND INDEMNIFICATION REQUIREMENTS

5.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor/insured will provide, pay for, and maintain in full force and affect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

A. Certificates of Insurance: The contractor/insured will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the General Services Department. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor/insured’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents or employees.

B. Insurer Qualification: All insurance will be provided through companies authorized to do business in the State of Connecticut and considered acceptable by the owner.

C. Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner and owner’s architects, directors, officers, representatives, agents, and employees as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D. Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E. Subcontractors’ Insurance: The contractor/insured will require each subcontractor hired by and/or employed by contractor/insured to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor/insured will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F. Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor/insured will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G. Hold Harmless:The contractor/insured shall defend, indemnify and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

5.2. INSURANCE LIMITS AND COVERAGE:

A. To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions and coverage’s of Insurance Services Office (ISO) policies, forms, and endorsements.

B. If the contractor/insured has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor/insured must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retention’s or deductibles will be the contractor/ insured’s sole responsibility.

C. Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident;

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease

D. Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $10,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $10,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

Notes:

• If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”).

• Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor/insured or insured from the Fire Marshall.

E. Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the

Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property; in any one accident or occurrence. This policy shall not be subject to an annual aggregate limitation. See chart above for applicable minimum coverage amounts.

F. Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s Project operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property. See chart below for applicable minimum coverage amounts.

If the Contract amount is between 0 and $2,000,000:

• The Minimum Single Occurrence Amount required is $1,000,000 and the Minimum Annual

Aggregate Amount is $2,000,000

If the Contract amount is between $2,000,000 and $50,000,000:

• The Minimum Single Occurrence Amount required is $2,000,000 and the Minimum Annual

Aggregate Amount is $4,000,000

If the Contract amount is > $50,000,000:

• The Minimum Single Occurrence Amount is $4,000,000 and the Minimum Annual Aggregate

Amount is $8,000,000

G. Excess Coverage:

For contracts valued under $250,000, contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $1,000,000, covering all lines of insurance required by this contract.

For contracts with a value of $250,000 or more, contractor shall purchase and maintain excess or umbrella liability insurance with a limit of not less than $5,000,000, covering all lines of insurance required by this contract.

H. Cyber Risk Insurance

Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination.

This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

I. Professional Liability

Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination.

This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services. The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to

Owner.

6. LIVING WAGE ORDINANCE

6.1. Living Wage Ordinance

This contract is subject to provisions of the Town of Manchester Living Wage Ordinance. A summary description of the ordinance and the certification form is attached. Bidders are asked to indicate on the attached Certification Form if your firm would be considered a covered employer. The Certification Form shall be returned to the Town with the proposal.

6.2. Summary Description for Vendors Regarding Manchester’s Living Wage Ordinance

Effective February 1, 2010, the Town of Manchester adopted a living wage ordinance. This Summary

Description is designed to provide any vendor bidding on a Town of Manchester contract with the key provisions of that ordinance. It does not contain the full ordinance.

LIVING WAGE REQUIREMENT:

The ordinance requires that companies awarded service contracts by the Town of Manchester exceeding $25,000 in any one fiscal year pay their Eligible Employees a living wage. Companies considered Covered Employers subject to this requirement are defined below. The Town of Manchester has determined that the contract resulting from this bid or Request for Proposals will be subject to the ordinance if the total contract value is $25,000 or more in any one fiscal year.

The living wage is currently calculated to be $16.59 per hour for employees that are provided comprehensive health care benefits, or $24.59 per hour for employees that are not provided comprehensive health care benefits.

The living wage and health benefit requirements are adjusted annually each July, effective July 1, 2010.

Companies will be required to pay the applicable living wage rate in effect during the term of their contracts.

COVERED EMPLOYERS AND EXEMPTIONS:

The ordinance requires that Covered Employers pay the living wage rate. Certain employers are excluded from paying the living wage rate. They are as follows:

Non-profit organizations as defined by the ordinance, and

Entities that employ less than 25 eligible employees.

ELIGIBLE EMPLOYEES:

Eligible employees are all permanent, full time employees of the company (defined as a normal work week of at least 30 hours), working in the State of Connecticut, not just those working on the Town contract. The following are not considered eligible employees for the purposes of the living wage requirement:

Employees with a normal work week of less than 30 hours.

Seasonal or temporary employees.

Employees under the age of 18.

Employees hired as part of a school-to-work program.

Students who serves in a work-study program or as an intern.

Trainees participating for not more than six months in a training program.

Employees enrolled in a governmentally funded vocational rehabilitation program.

Volunteers working without pay.

Employees exempted under Section 14(c) of the Fair Labor Standards Act due to disabilities.

Any person whose wage rate is subject to a federal or State of Connecticut statute or regulation mandating a prevailing wage rate.

EMPLOYER OBLIGATIONS:

Covered Employers are required to do the following pursuant to the ordinance.

Certify with the submission of their bid or proposal a) that they will pay the required living wage to eligible employees if awarded a contract, or b) that they are exempt from requirements of the ordinance, Upon award, covered employers shall provide the Town a sworn affidavit affirming that all eligible employees of the covered employer working in the State of Connecticut are receiving the living wage and health benefits required by this ordinance.

This sworn affidavit shall be provided thereafter on an annual basis within 30 days of a request being made by the Town if the duration of the contract exceeds one (1) year.

Notify their employees of their rights under the Living Wage Ordinance by posting a copy of the ordinance and other materials prepared by the Town of Manchester in locations where employees will see them.

Make best efforts to attempt to hire residents of the Town of Manchester for all new positions which result from a service contract subject to the ordinance.

PROHIBITED PRACTICES:

Covered Employers cannot decrease non-wage benefits (such as insurance, vacation, or pension) as a means of complying with the living wage requirements.

Covered Employers cannot retaliate or discriminate against any employee for making a complaint against the covered employer regarding compliance with living wage requirements.

ENFORCEMENT:

The Town may enforce the provisions of this ordinance by the imposition of fines, suspension of contract or declaring the Covered Employer ineligible for future contracts.

WAIVERS:

The ordinance provides for the waiver of certain requirements in the ordinance. However, no waivers will be considered until the bidding process has been completed and a contract has been awarded.

Requests for waivers must be made by the Covered Employer, in writing, to the General Manager. The

General Manager shall submit the waiver request to the Board of Directors, which shall have the sole discretion as to whether it is granted.

The above is intended to be a summary of the requirements of the living wage ordinance as they affect covered employers and is provided for informational purposes only. Employers should read the entire

Living Wage Ordinance. It can be found online at www.townofmanchester.org on the left side of the page. Click on Document Center, scroll to General Services and click on Living Wage Ordinance.

7. TECHNOLOGY SOLICITATION TERMS

7.1. Vendor Security Agreement

Vendors who provide software and/or software support to the Town of Manchester must agree to the following requirements.

Access to any Town of Manchester or related network is for the purposes of supporting this agreement.

Any unauthorized use of that access will prompt immediate revocation of access rights and necessitate the use of other means for fulfillment of services in this agreement.

Unauthorized access to Town of Manchester systems or data is prohibited.

Data accessible due to access given for purposes of fulfillment of this agreement shall not be removed from devices controlled by the Town of Manchester. This includes data stored on premises in Town of

Manchester data centers as well as data stored in cloud instances controlled by the Town of

Manchester.

Vendor will hold confidential information in strict confidence and will access information only for the explicit business purposes outlined this Agreement.

Disclosure of account information, including usernames, passwords, email addresses, domain names, or mechanisms used for authentication is prohibited.

Directly or indirectly causing the inclusion of any false, inaccurate, or misleading entries into any records or reports is prohibited.

Vendor will return or securely destroy all confidential information upon expiration or termination of this

Agreement.

Vendor will notify the Town of Manchester immediately upon the termination of any individual involved in providing Services so that account access, passwords, remote diagnostic access, or other forms of access can be revoked.

At the request of the Town of Manchester, Vendor agrees to provide the Town of Manchester with a written summary of the procedures Vendor uses to safeguard and maintain the confidentiality of Town of Manchester Records.

Vendor will notify the primary contact on this agreement directly within one (1) business day upon the discovery of a security incident impacting, or potentially impacting, the data or services provided to the

Town of Manchester by Vendor.

Vendor will provide contact information for a primary information security contact within their organization that the Town of Manchester may contact regarding security concerns or issue

Vendor must comply with information security compliance regulations that would apply to a) the types of data that the Town of Manchester would reasonably store in the systems provided in this Agreement and b) the types of services they would be responsible for under this Agreement

8. EVALUATION CRITERIA

The Town will evaluate all proposals deemed responsive to this request by a committee selected by the

Town of Manchester. Proposals will be evaluated by the Town based on the following criteria:

• Quality, clarity and responsiveness of proposal.

• Functional and Technical capabilities.

• Installation, implementation and training plan.

• Demonstrated performance of proposed system elsewhere, system maintenance, updating and ongoing technical support and references.

• Cost of software/and support.

If deemed necessary by the committee, the Town of Manchester reserves the right to shortlist the proposals received and arrange for interviews/ oral presentations to the committee as part of the selection process. Discussions, requests for additional information and negotiations may take place with the short list vendors to ensure clarification and to obtain a system that meets the requirements of this

RFP.

The Town of Manchester shall select the responsible and responsive Proposal which is determined by the Town to be the best suited, most advantageous, and provides the greatest overall benefit to the

Town on the basis of the criteria and evaluation factors included in this Request for Proposal. Cost shall be only one factor in the award decision. The Town expressly reserves the right to negotiate with the selected vendor prior to an award of any contract pursuant to this Request for Proposal.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Product Functionality

Proposer shall include a narrative section that illustrates the proposer's understanding of the requirements of the project. In addition, the proposer shall complete the functionality checklist.

Points Based 40 (40% of Total)

2. Vendor Support and Experience

The vendor should have experience in working with Municipalities for a minimum of three years.

The vendor shall explain their support model.

Points Based 20 (20% of Total)

3. References

The proposer shall include at least three references from past or current government clients. The references must include the client name, contact name and information and a brief description of the project.

Points Based 20 (20% of Total)

4. Cost

The cost proposal shall include all the software licenses, equipment, implementation, support and training costs. These items must be identified in separate line items. The monthly or annual costs must be clearly identified.

Optional items must be clearly marked for consideration.

Points Based 20 (20% of Total)

9. VENDOR SUBMISSIONS

9.1. Proposal Requirements*

Please confirm that you have read and agreed with the entire RFP and related attachments (if any) including

A. General Conditions, if applicable

B. Special Provisions and Specifications, if applicable

☐ Yes

☐ No

*Response required

9.2. Firm Description*

Provide a description and brief history of the firm. Name of firm, location of principal and branch offices;

length of time in business; and firm ownership structure.

*Response required

9.3. Related Experience*

Please provide a list of at least three projects currently in progress and completed over the last three years. The description should at a minimum provide the project name, location, year of completion, owner name and reference with telephone number.

*Response required

9.4. Organization and Staffing*

Provide an organization chart for project management. Although we understand that you will not assign staff to our project at this time, we want to understand what roles will be assigned to our project and how the project management will be organized.

*Response required

9.5. Typical Project Approach*

Provide description of services your firm will utilize during each phase of the project to ensure the project is completed on schedule and within budget.

*Response required

9.6. Litigation/Arbitration*

List information on (a) any involvement in litigation or arbitration with municipal clients; and (b) all clients that have terminated your services prior to completion of any project within the past ten (10) years. Explain circumstances that led to it and describe the resolution.

*Response required

9.7. Insurance*

Contractor/ Vendor shall agree to maintain in force at all times during the contract the following minimum coverages and shall name the Town of Manchester as Additional Insured on a primary and non-contributory basis to all policies except Workers Compensation.

☐ Please confirm

*Response required

9.8. Separate Cost Proposal*

Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

*Response required

9.9. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

9.10. IT SECURITY

9.10.1. Vendor Information *

Please provide your Company Name

Your Company Address

Main Contact Name and Title

Telephone Number

Email Address

*Response required

9.10.2. Vendor Security Agreement*

Vendors who provide software and/or software support to the Town of Manchester must agree to the following requirements.

Access to any Town of Manchester or related network is for the purposes of supporting this agreement.

Any unauthorized use of that access will prompt immediate revocation of access rights and necessitate the use of other means for fulfillment of services in this agreement.

Unauthorized access to Town of Manchester systems or data is prohibited.

Data accessible due to access given for purposes of fulfillment of this agreement shall not be removed from devices controlled by the Town of Manchester. This includes data stored on premises in Town of

Manchester data centers as well as data stored in cloud instances controlled by the Town of

Manchester.

Vendor will hold confidential information in strict confidence and will access information only for the explicit business purposes outlined this Agreement.

Disclosure of account information, including usernames, passwords, email addresses, domain names, or mechanisms used for authentication is prohibited.

Directly or indirectly causing the inclusion of any false, inaccurate, or misleading entries into any records or reports is prohibited.

Vendor will return or securely destroy all confidential information upon expiration or termination of this

Agreement.

Vendor will notify the Town of Manchester immediately upon the termination of any individual involved in providing Services so that account access, passwords, remote diagnostic access, or other forms of access can be revoked.

At the request of the Town of Manchester, Vendor agrees to provide the Town of Manchester with a written summary of the procedures Vendor uses to safeguard and maintain the confidentiality of Town of Manchester Records.

Vendor will notify the primary contact on this agreement directly within one (1) business day upon the discovery of a security incident impacting, or potentially impacting, the data or services provided to the

Town of Manchester by Vendor.

Vendor will provide contact information for a primary information security contact within their organization that the Town of Manchester may contact regarding security concerns or issue

Vendor must comply with information security compliance regulations that would apply to a) the types of data that the Town of Manchester would reasonably store in the systems provided in this Agreement and b) the types of services they would be responsible for under this Agreement

☐ Please confirm

9.10.3. Where do your servers reside geographically?*

*Response required

9.10.4. What is your protocol for suspected security incidents?* *Response required

9.10.5. What is your disaster recovery plan?*

*Response required

9.10.6. Describe any security measures you have in place to protect our data.* *Response required

9.10.7. Are customer systems isolated from internal systems?* ☐ Yes

☐ No

*Response required

9.10.8. What type of encryption do you use for customer data in transit?* *Response required

9.10.9. What type of encryption do you use for customer data at rest?* *Response required

9.10.10. What authentication methods do you support?*

*Response required

9.10.11. What compliance requirements do you support?*

*Response required

9.10.12. Does your software utilize artificial intelligence? If so, please explain how it is used.*