Basis2 Software Consulting RFP QA FINAL.docx
DOCX document 47 KB Posted
- Solicitation number
- 21260708110002
- Issued by
- Philadelphia County, Philadelphia City, Pennsylvania
About this file
This is a Request for Proposals (RFP) issued by the City of Philadelphia Water Revenue Bureau seeking lead software consulting services for the Basis2 water billing system. The City requires two lead software consultants to perform interface programming tasks and provide production support for the Basis2 billing system operated by Novatti International. Key responsibilities include interface programming on Oracle and SQL systems, mapping functional requirements to the Basis2 software, developing technical specifications, and delivering daily production support for billing system issues. The pre-proposal meeting is scheduled for July 20, 2026 at 1:00 p.m. via Microsoft Teams, with written questions due by July 27, 2026 at 5:00 p.m. Proposals must be submitted by August 10, 2026 at 5:00 p.m., and the City anticipates issuing a Notice of Intent to Contract on August 28, 2026. The initial contract term commences December 5, 2026 through December 4, 2027, with the City retaining the option to renew for up to four additional one-year terms.
Proposals must be submitted as fixed-price agreements with detailed cost breakdowns by labor category, hourly rates, and principal tasks; however, cost is material but not a determining factor in evaluation. Applicants must demonstrate technical expertise with Basis2 software, water billing functionality, and Oracle database systems, supported by references from at least three comparable governmental projects. Required insurance coverage includes workers' compensation, general liability ($1 million), professional liability ($1 million), automobile liability ($1 million), and cyber liability ($1 million). All work must comply with Philadelphia Code Chapter 17-1400 regarding campaign contribution disclosures and Appendix F IT Standards, which mandate perpetual non-proprietary data access through documented APIs, 99.9% system availability, multi-factor authentication, AES-256 encryption for data at rest and TLS 1.3 for data in transit, and 24-hour incident reporting. Local Business Entity certification is encouraged as a positive evaluation factor. Upon contract termination, providers must grant the City minimum 180 days of extended system access for data retrieval.
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City of Philadelphia RFP Question Responses Opportunity #21260708110002
| # |
| RFP Section # |
| Question |
| Response |
| 1 |
| 1.1 - Background |
| Please confirm which resources the City and/or Novatti International will furnish, including Basis2 source-code and documentation access, development/test environments, Oracle and Microsoft SQL access, software licenses and development tools, VPN or remote-access capability, interface specifications, security onboarding, and City technical or DBA support. |
| City will furnish all things noted as required to perform the requested work and service. |
| 2 |
| 1.1 - Background |
| For pricing and staffing purposes, please provide the anticipated annual productive hours for each full-time consultant, the expected percentage or frequency of onsite work at the Center City locations, and the historical or anticipated frequency of evening, weekend, and holiday production-support effort. |
| Approximately 1800 productive hours per person, assuming 200 hours for City holidays and the person’s personal time-off. Expected onsite 1-2 days a week on average. Evening weekend and holiday production support can occur at times. |
| 3 |
| 1.2 – General Statement of Proposal Requirements |
| The RFP requires two lead programming consultants and lists multiple five-year experience requirements. Must each proposed consultant independently satisfy every listed minimum requirement? |
| Each person must have 5 years’ experience. |
| 4 |
| 2.1 – Fixed Price Proposal Required |
| Should the fixed-price proposal be based on reserved annual capacity for two full-time consultants, a City-provided estimated number of hours, or defined tasks and deliverables? |
| City expects a billable hourly rate per person, that is fixed, and for approximately 1800 hours a year per person. |
| 5 |
| 3.2 – Qualification of Applicants |
| May the City evaluate complementary qualifications across the two-person team? |
| No, each candidate must separately possess all the necessary qualifications. |
| 6 |
| 3.2 – Qualification of Applicants |
| For a privately held small business that does not maintain audited financial statements, will the City accept a financial-capacity statement supported by unaudited financial statements, tax returns or tax transcripts, bank or credit references, and disclosure of any bankruptcy filings, in lieu of independently audited or CPA-prepared financial statements? |
| The City may consider unaudited financial statements, but financial qualifications will be based on the totality of what is submitted to show financial stability. Do not submit tax returns or transcripts. |
| 7 |
| 3.2(3) – Financial Qualifications |
| Are audited financial statements mandatory for all Applicants? |
| See response to Question 6. |
| 8 |
| 3.2(3) – Financial Qualifications |
| If an Applicant is a privately held company that does not maintain audited financial statements, will the City accept unaudited financial statements in lieu of audited financial statements? |
| See response to Question 6. |
| 9 |
| 3.3 – Implementation Plan, Statement of Work, Project Schedule and Milestone Payment Schedule |
| Please clarify how Applicants should reconcile the requirement for a fixed price with the requirement to provide fully burdened hourly rates, work hours, milestone costs, and a milestone payment schedule. |
| City expects a billable hourly rate per person, that is fixed and for approximately 1800 hours a year per person. To clarify, milestone costs and milestone payment schedule are not required. Monthly hourly invoicing for hours worked is expected. |
| 3.4 – Cost Proposal |
| How materially higher-than-estimated production-support demand would be handled? |
| If the City requires materially higher-than-estimated production support services while under contract, the selected Applicant will need to negotiate with the City on the number of additional hours needed. If or when there is agreement, these additional costs may require a contract amendment to account for those increased costs. |
| 11 |
| Appendix A – Detailed Project Requirements |
| May an Applicant rely on the directly relevant Basis2 experience, personnel qualifications, and governmental references of a named subcontractor or teaming partner, provided the Applicant remains fully responsible as prime contractor? |
| Yes. |
| 12 |
| Appendix A – Detailed Project Requirements |
| Are there required incident response or resolution service levels that Applicants should incorporate? |
| Not as part of the bid, but management will review with successful candidates. |
| 13 |
| Appendix F – Additional IT Standards |
| Please also identify any required transition or knowledge-transfer period with the incumbent team that Applicants should include in their schedules and pricing. |
| With the requested experience levels, there is an expected limited transition and immediate productivity. |
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