City_of_Santa_Cruz_ERP_and_UB_RFP_Specifications.pdf

Request for Proposals No. RFP No. IT-0046

FOR

Software and Implementation Services for an Enterprise Resource Planning (ERP), and Utility Billing (UB) Software Systems Environment

Contact:

Chip Handley, IT Manager

Email:

chandley@santacruzca.gov

Phone: (831) 420-5001

Pre-proposal meeting: Monday, November 13, 2023, 1:00 PM PST

Proposals Due: Tuesday, January 9, 2024, 5:00 PM PST

City of Santa Cruz Request for Proposals No. RFP No. IT-0046 - Software and Implementation Services for an Enterprise Resource Planning (ERP), and Utility Billing (UB) Software Systems Environment

Rev. 4.19.2023 Page 2

Table of Contents

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

1.2 Summary Scope of Work

1.3 Contact

1.4 RFP Schedule

1.5 Proposal Submittal Due Date

1.6 Pre-Proposal Meeting

1.7 Responsiveness and Responsibility

1.8 Definitions

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

2.2 Proposal Evaluation Criteria

2.3 Responsiveness

2.4 Responsibility

2.5 Adherence to RFP Requirements

2.6 Proposal Submittals in Procurement Portal

Content for Tabs 1 – 14 Price Proposal

Proposal Format………………………………………………………………………………………………………………………..10

2.7 Functionality

2.8 Technical Considerations

2.9 Approach

2.10 Proposer Relevant Experience

2.11 Key Proposed Personnel Experience

2.12 Cost Proposal

2.13 References

2.14 Functionality Demonstrated

2.15 Technical Capabilities

2.16 Quality of Presentation

2.17 Approach Discussion

2.18 Experience Discussion

2.19 Negotiations

2.20 Public Record

2.21 Award Protests

2.22 Debriefing

2.23 Contract Implementation

2.24 Reservation of Rights

2.25 Environmental Conservation and Sustainable Living

2.26 Financial Responsibility

SECTION 3 TERMS AND CONDITIONS

3.1 City’s Standard Terms and Conditions

3.2 Insurance Requirements

3.3 Living Wage

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3.4 Agreement (Appendix A)

3.5 Contract Period

3.6 Equal Employment Opportunity and Non-Discrimination

3.7 Indemnification

SECTION 4 PRELIMINARY SCOPE OF SERVICES

4.1 Project Objectives

4.2 Minimum Qualifications

4.3 Scope of Work

Alternate Proposals, Partnerships and Proposers of Subsets of Functionality

4.4 City and Project Staffing ……………………………………………………………………………………………………..29

4.5 Deployment Model

4.7 Potential Phasing and Target Live Dates

4.8 Current Applications Environment

Current Utility Billing Process Diagram ……………………………………………………………………………………..34

4.9 Project Management Documentation

4.10 Budget

4.11 Personnel

4.12 Software Upgrades

4.13 Performance Review

4.14 Warranties ………………………………………………………………………………………………………………………..36

APPENDIX A SAMPLE AGREEMENT

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SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the National Marine Sanctuary and is a popular tourist destination owing to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities including a recreational wharf, public golf course, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also host to University of California Santa Cruz, the Santa Cruz Harbor, and the Santa Cruz Beach Boardwalk amusement park.

1.2 Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below-mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Software and Implementation Services for an Enterprise Resource Planning (ERP), and Utility Billing (UB) Software Systems Environment

RFP No. RFP No. IT-0046

The City anticipates awarding a contract(s) to one or more proposers for a five (5) year term with the option to extend and additional two five (5) year terms. The successful Proposer will provide the services outlined below in Section 4 Preliminary Scope of Services.

The successful Proposer shall furnish all software and services, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide a brief statement of services and summary description of the software solution, in Tab 2 of Attachment A- Proposal Response Forms.

1.3 Contact

The contact for this solicitation is Chip Handley, IT Manager, Chandley@santacruzca.gov This solicitation document may be downloaded from the City’s Procurement portal at https://procurement.opengov.com/portal/santacruzca. All questions must be submitted in the City’s Procurement Portal by the date set forth in Section 1.4, below.

1.4 RFP Schedule

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

mailto:Chandley@santacruzca.gov https://procurement.opengov.com/portal/santacruzca

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ACTIVITY DESCRIPTION/LOCATION DATE OR PERIOD

Pre-Proposal Video Meeting via Microsoft Teams Meeting

Refer to RFP Section 1.6 Pre- Proposal Meeting

Monday, November 13, 2023, 1:00 PM PST

RFP Questions and Clarification Due Date Refer to RFP Section 2.2

Tuesday, November 21, 2023, 5:00 PM PST

Response to Proposer(s) RFP Questions and Clarification & Issue Addenda

Refer to RFP Section 2.2 Friday, December 8, 2023, 5:00 PM PST

Proposal Submittal Due Date Electronic version – Refer to RFP Section 1.5 Proposal Submittal Due Date

Tuesday, January 9, 2024, 5:00 PM PST

1.5 Proposal Submittal Due Date

Proposals may be received up to but not later than the Proposal Submittal due date listed in Section 1.4 RFP Schedule via the City e-Procurement Portal located at https://procurement.opengov.com/portal/santacruzca.

The City 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 City of Santa Cruz strongly recommends completing your response well ahead of the deadline. Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

The subject line of the emailed proposal shall include the Project name and RFP number. It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

1.6 Pre-Proposal Meeting

A non-mandatory pre-proposal meeting is scheduled for the dates and time listed in Section 1.4 RFP Schedule via web conference. The purpose of this meeting is to give Proposers the opportunity to familiarize themselves with the City’s requirements. Clarification and a review of the RFP process will be discussed at the pre-proposal meeting. Attendance at the pre-proposal conference is not mandatory, however, it is strongly encouraged. Access to the pre-proposal video conference is available via the following:

Microsoft Teams Meeting

Click here to join the meeting

Meeting ID: 289 842 062 94

Passcode: bG9hQs

The City complies with the Americans with Disabilities Act. If you require reasonable accommodations in order to attend the pre-proposal meeting, please call the contact listed in Section 1.3 Contact at least 48 hours prior to the meeting.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDdiOTI1ZGQtY2I4Yi00ZTQ0LThlNGEtYzIyNWNmYTg2ZjVj%40thread.v2/0?context=%7b%22Tid%22%3a%22feab8902-637f-47b2-a683-641ca716ec3f%22%2c%22Oid%22%3a%22a21246bd-75a0-442e-bf77-c878ea05eded%22%7d

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1.7 Responsiveness and Responsibility

When determining Responsiveness of the proposal, the City may consider any of the following but not limited to:

a. Proposal received on time and completed per instructions.

b. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

c. Proposal is compliant with specifications and industry standards.

When determining Responsibility of the Proposer, the City may consider any of the following but not limited to:

a. Possession of industry standard licensing and/or certifications.

b. Financial capacity of the Proposer.

c. Experience or past performance of the Proposer.

d. Use of Subcontractors / Subconsultants.

e. Past, Present and Pending Legal Actions.

f. Exceptions with City’s Terms and Conditions.

g. Anticipated adherence with Project delivery schedule.

h. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

1.8 Definitions

In this RFP document:

a) “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this RFP.

b) “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

c) “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

d) “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

e) “Contract” also means Purchase Order or Agreement.

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SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

Proposers shall submit all questions or requests for clarification regarding any aspect of this RFP via the City e- Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca by the date identified in Section 1.4 RFP Schedule. All answers to inquiries will be posted on the City e-Procurement Portal. Proposers may also click “Follow” on this RFP to receive an email notification when answers are posted. It is the responsibility of the Proposer to check the website for answers to inquiries.

Any questions or requests for clarification not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out via an addendum.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda, and it is the Proposer’s sole responsibility to comply with any addenda to this RFP.

Addenda Notification: Proposers are required to register for an account via the City e-Procurement Portal hosted by OpenGov to receive written addenda to the solicitation. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each Proposer to periodically check the site for any addenda at https://procurement.opengov.com/portal/santacruzca.

2.2 Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in Sections 2.3 and 2.4, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the software and service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked Proposer.

2.3 Responsiveness

Does the proposal meet the minimum requirements in Section 1.7 Responsive and Responsibility to be responsive (the submittal includes all of the required documentation): Pass/Fail

2.4 Responsibility

Does the proposal meet the minimum qualification requirements in Section 1.7 Responsive and Responsibility to be responsible (the documentation provided shows that the proposer is capable of performing the work):

Pass/Fail

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The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth below. Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

Phase 1 Proposal Evaluation Criteria Basis of Evaluation Score

Adherence to RFP Requirements Sections 2.5 and 2.6 5%

Functionality Section 2.7 15%

Technical Considerations Section 2.8 10%

Approach, Attachment A, Tab 3 Section 2.9 10%

Proposer’s Relevant Experience. Attachment A, Tab 1 Section 2.10 2.5%

Key Proposed Personnel Experience. Attachment A, Tab 4

Section 2.11 2.5%

Cost Proposal, Attachment C1 and C2 Section 2.12 15%

Total 60%

The City may conduct scripted demonstrations with the highest scoring Proposers. The City reserves the right to waive the scripted demonstrations and evaluate the Proposer based on the Proposal Evaluation Criteria alone.

Should scripted demonstrations be conducted, proposals will be evaluated by the EC using the Demonstration Evaluation Criteria as set forth below. Proposers will be responsible for all their expenses associated with the scripted demonstration. The City reserves the right to conduct scripted demonstrations with qualified contractors by web or teleconference.

Phase 2 Demonstration Evaluation Criteria Basis of Evaluation Score

References Section 2.13 2.5%

Functionality Demonstrated Section 2.14 15%

Technical Capabilities Section 2.15 10%

Quality of Presentation Section 2.16 5%

Approach Discussion Section 2.17 5%

Experience Discussion Section 2.18 2.5%

Total 40%

2.5 Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section 2. Proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the sub-headings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

2.6 Proposal Submittals in Procurement Portal and Proposal Format Proposals should be submitted in the City’s procurement portal as follows:

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Proposers are instructed to insert the completed Tab forms (Attachment A – Proposal Response Forms) in the corresponding Tab sections as a part of their response to the Technical Proposal. The City expects that Proposers will include additional proposal content beyond simply completing the forms and worksheets provided through this RFP. The following table contains the organization guidelines for Proposal responses.:

Technical Proposal Organization Guidelines

Proposal Tab No. Technical Proposal Section

Tab 1 Company Introduction and Relevant Experience

Tab 2 Software Solution

Tab 3 Project Approach and Implementation Methodology

Tab 4 Key Proposed Personnel and Team Organization

Tab 5 Project Schedule

Tab 6 System and Application Architecture

Tab 7 Data Conversion Plan

Tab 8 Security and Software Hosting

Tab 9 Testing and Quality Assurance Plan

Tab 10 Training Plan

Tab 11 References

Tab 12 Sample Contracts, Warranty, and Escrow

Tab 13 Exceptions to Project Scope and Contract Terms

Tab 14 Functional and Technical Requirements Response

Content for Tabs 1 – 14

Tabs 1 – 13

i. Attachment A – Proposal Response Forms is a Word document that provides detailed instructions and requirements for the Proposer as it relates to the documents to be submitted as their RFP response and Services required for the Project. Proposers are instructed to organize Proposals in a tabbed format and to insert the completed Tab forms (Attachment A – Proposal Response Forms) in the corresponding Tabs as a part of their response to the Proposal. In addition to the information captured through the questions and tables in Attachment A – Proposal Response Forms, Proposers are requested to provide complementary narrative information, diagrams, and images to help substantiate and support their proposal response to each Tab section. Proposers are directed to Attachment A – Proposal Response Forms, which includes forms, tables, and questions that are completed by the Proposer and inserted into each applicable tab of the RFP response (Tab 1 – 13).

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Attachment B: Tab 14

ii. Attachment B – Functional and Technical Requirements/Capabilities is an Excel document that provides detailed requirements and capabilities related to software features and functions, as well as potential interfaces and data conversion requirements. This tab is to include Proposer’s response as detailed in Attachment B –

Functional and Technical Requirements/Capabilities, which is an Excel document to be filled out by the Proposer. Proposers are to provide Attachment B in both Excel format, and also in PDF format appended to the responses to Attachment A Tabs 1-13.

Proposal Supplements

iii. Any Proposer-submitted materials or documentation not specifically requested through this RFP may be included as Supplements to the Proposal.

Price Proposal

The Proposer’s Price Proposal shall consist of two sections, as further described below:

1. The completed Cost Worksheets as contained in Attachment C1 – Cost Worksheets. Proposers shall not modify the worksheets in any way.

2. A narrative description of the proposed costs in response to Attachment C2 – Cost Narrative, including:

• The Proposer’s pricing as provided in vendor’s standard quoting/pricing format.

• The Proposer’s standard travel and expense policy.

• Proposals will be deemed non-responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

Proposal Format

Proposals shall be typed, as concise as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in Section 2 Process Instructions and comply with the maximum page limitations provided for each subsection of the RFP. The RFP Required Submittal Documents do not count toward applicable section page limits.

Resumes shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text charts and graphic pages and including attachments and exhibits.

Narrative pages are to be 8½x11 inches. 11x17 pages, if used, shall be used sparingly and only where required to convey related information that cannot otherwise be accommodated on an 8½x11 page. 11x17 will count as two pages.

The proposal shall use Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text. Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

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2.7 Functionality

The Proposer shall provide written responses to the Functional and Technical Requirements in Attachment B Functional and Technical Requirements/Capabilities for proposed functional areas and overall software solution, and ability to fulfill City Business functions and delivery of community services. The City may consider, but not be limited to consider, such written responses as well as the ability for the proposed software to integrate with the City systems environment.

2.8 Technical Considerations

The City shall consider, but is not limited to, the following:

• Alignment of the proposed software to the City’s preferred technical specifications.

• The Proposer’s written response to each Potential Interface.

• The level of integration among proposed functional areas.

2.9 Approach

The Proposer shall provide a description of the proposed approach for providing the scope of work described below in Section 4 Preliminary Scope of Services, as further provided in Attachment A, Tab 3- Project Approach and Implementation Methodology. In reviewing this Tab 3 information, the City may consider, but is not limited to, the following:

• The described approach to implement an enterprise system to achieve the City’s goals and objectives.

• The alignment of the proposed implementation timeline to the City’s desired timeline.

• The distribution of implementation tasks among City and Proposer teams.

• The proposed resources hours among City and Proposer teams.

The Proposer’s approach to key implementation tasks including but not limited to data conversion, testing, and training.

• The Proposer’s planned ongoing support and maintenance services.

2.10 Proposer’s Relevant Experience

In reviewing the Proposer’s relevant experience pursuant to Tab 1 of Attachment A, the City may consider, but is not limited to, the following:

• The Proposer’s experience delivering the services requested in the RFP.

• The Proposer’s experience with similar implementations for comparable organizations.

• The Proposer’s experience deploying comparable interfaces to the City’s related applications.

2.11 Key Proposed Personnel Experience

In reviewing the Proposer’s key proposed personnel’s experience pursuant to Tab 4 of Attachment A, the City may consider, but is not limited to:

• The experience of named staff delivering services requested in the RFP.

• The experience of named staff with similar implementations for comparable organizations.

• The qualifications of named staff to deliver the services requested in the RFP with a focus on business process optimization.

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2.12 Cost Proposal

Cost/Pricing is a factor in this RFP selection. Proposers must complete and submit a Cost Proposal (Attachment C1 and C2). It is the Proposer’s responsibility to state all costs to provide the services outlined in Section 4 Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive. Include the Cost Proposal with the Electronic Response.

The Proposer agrees to hold pricing in place for a minimum of 180 days from the submittal of a proposal in response to this solicitation.

The price will be evaluated in the following manner:

a. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

b. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: __Lowest Total Proposed Price Total % Price Proposer’s Total Proposed Price X for Price = Score

2.13 References

Proposer shall provide six (6) client references as further provided in Attachment A, Tab 11.

Reference Feedback and Comparable References:

The City may consider, but is not limited to, the feedback received from references related to the Proposer’s performance in the implementation including meeting project objectives and timelines, as well as the knowledge, skills, and experience of implementation staff; capabilities of the software; and ongoing Proposer performance with support and maintenance.

This criterion considers the relevance of references related to organization size and location, structure of the organization, entity type (e.g., City/town/village), comparable scope, similar software version, and deployment model.

The City reserves the right to:

• The City reserves the right to request additional references.

• Assess a Proposer’s past performance.

• Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the City.

• Contact client references for only shortlisted Proposers.

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It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

2.14 Functionality Demonstrated

For any proposers invited to participate in scripted demonstrations, the City may consider any new information learned or obtained through such demonstrations including but not limited to the demonstrated user interface and the alignment of demonstrated functionality with preferred business processes.

2.15 Technical Capabilities

For any proposers invited to participate in scripted demonstrations, the City may consider any new information learned through any Technical Discussion as part of such demonstrations or any other sessions as well.

2.16 Quality of Presentation

Proposers invited to participate in the scripted demonstrations will be evaluated on their ability to effectively communicate the project understanding, work plan and approach, and the qualifications of subcontractors and personnel. The presentations should be informative and concise.

2.17 Approach Discussion

For any proposers invited to participate in scripted demonstrations, the City may consider any new information learned through the Implementation Approach Discussion as part of such demonstrations as well as any other sessions.

2.18 Experience Discussion

For any proposers invited to participate in scripted demonstrations, the City may consider any new information learned regarding the Proposer’s relevant experience as related to the services provided in this RFP.

2.19 Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

2.20 Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA) California Government Code, sections 6250 – 6270. All documents related to this solicitation will become public records once discussions

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If Proposer’s proprietary information is contained in documents or information submitted to City, and Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

2.21 Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation.

Questions or concerns prior to the intent to award notice will be directed to:

Chip Handley, IT Manager chandley@santacruzca.gov

Any Proposer who unsuccessfully proposes for a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award. Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz City Clerk Administrator

809 Center Street, Room 9 Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written Notice of Intent to Award is sent by the City. Protest letters will include:

• The name, address, and telephone number of the protester;

• The Project title, RFP Number, and RFP due date;

• Name of City employee and Department designated as the contact in the original RFP;

• A detailed statement of the legal and/or factual grounds for the protest; and

• The form of relief requested.

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The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Proposer’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City Council is final.

2.22 Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

2.23 Contract Implementation

Upon award notification and prior to final contract approval, the successful Proposer will be required to submit:

• Proof of insurance and prevailing wage compliance documentation as specified in Section 3.2 Insurance Requirements and 3.3 Prevailing Wage of this RFP;

• Documentation of all credentials necessary to legally perform the Project specified;

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

• Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to Submittal 1 Proposal Cover Page, the Proposer’s response to Submittal 2 RFP Questionnaire, the Budget as described in Submittal 3 Cost Proposal, and any negotiated modifications agreed to by the parties.

2.24 Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information from a Proposer;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

▪ A substantial savings in cost will result due to a large quantity purchase, or

▪ The commodity is not appropriately classified under this specification contract.

• To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

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2.25 Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living. This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

2.26 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this RFP.

Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

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SECTION 3 TERMS AND CONDITIONS

3.1 City’s Standard Terms and Conditions

The City of Santa Cruz standard Terms and Conditions shall govern this contract. Review the terms and conditions here; all terms including, but not limited to, insurance apply to the contract resulting from this RFP. A current copy of these terms will be included in the resulting contract as Exhibit A Scope of Work. A hard copy of the Terms and Conditions is available by contacting the City’s Purchasing Division at (831) 420-5080.

3.2 Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, Data Security and Privacy Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions and this RFP. The City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

3.3 Living Wage

Every contract for services to the City for $10,000 or more is subject to the City’s Living Wage Ordinance number 2000-25. If applicable, Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa Cruz Municipal Code Chapter 5.10.

3.4 Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

3.5 Contract Period

The term of the contract shall commence upon contract execution and continue for a period of five (5) year term with the option to extend and additional two five (5) year terms.

3.6 Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed (including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal http://www.cityofsantacruz.com/home/showdocument?id=9259

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Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

3.7 Indemnification

To the fullest extent permitted by law, Proper agrees to indemnify, defend, and hold harmless the City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all claims, demands, actions, liabilities, injuries, damages, or expenses (including attorneys’ fees and costs)(“Losses”) arising out of a claim of infringement, actual or alleged, direct or contributory, of any intellectual property rights in any way related to this RFP or to the City’s authorized use of Proposer’s software during scripted demonstrations, testing, or otherwise during this RFP process.

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless Indemnitees from and against any and all Losses caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this RFP, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192

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SECTION 4 PRELIMINARY SCOPE OF SERVICES

4.1 Project Objectives

With this RFP, the City of Santa Cruz intends to replace its existing Tyler/Eden ERP and Utility Billing Applications with proven, commercial‐off‐the‐shelf systems. The City’s goal is to take advantage of modern ERP and Utility Billing Systems that are designed around best practices allowing the city to streamline and improve processes that result in timely, accurate, and easy‐to‐access information. More specifically, the new ERP and Utility Billing Applications should meet the following objectives:

• Utilizes a modern, intuitive user interface to promote system use and productivity.

• Provides the required business reports, has the ability to create ad-hoc reports, and can access data through inquiry or drilldown capabilities without the use of third-party reporting solutions.

• Provides customizable dashboards that integrate visible workflows and approval processes.

• Consolidate information, link processes and functions, and eliminate separate departmental spreadsheets and applications in favor of a single system that integrates the City’s financial and non‐ financial applications through a common application.

• The new ERP (Financials) and Utility Billing Systems are fully integrated.

• The new ERP and Utility Billing Systems are easily integrated with other city products and services through included tools such as open API’s and support flexible configurations that can adapt to evolving city processes.

• Offers a Utility Billing Customer Portal that provides a full set of self-services (consumption & leak detection, service requests and fulfillment, bill pay and presentment, and customer outreach).

• Offers a portal to facilitate employee digital self-service (i.e., paystubs, request paid time off (PTO), employee form completion/submittal, and an electronic open enrollment process).

• Streamline business processes to take advantage of best practices through automation, integration, and user defined business workflows.

• Eliminate the need for redundant or duplicate manual data operations to complete City Business functions.

In addition to the functionality identified above, the City of Santa Cruz is seeking a Proposer to provide professional services including best practices guidance, data conversion, system configuration, training, testing, project management, interface development, and ongoing customer support. These services will help ensure the city has a successful implementation in a timely and professional manner.

4.2 Minimum Qualifications

In order for Proposals to be evaluated and considered for award, Proposals must be deemed responsive to this RFP as determined in the discretion of the City Evaluation Committee. To be deemed responsive, the submitted Proposal documents shall conform in all material respects to the requirements stated in the RFP, and Proposers shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a Proposer’s capability to fully perform all requirements of the RFP include, and

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4.3 Scope of Work

The following table contains the list of functional areas of the desired future systems environment.

Functional Areas

Functional Areas

No. Functional Area No. Functional Area

1 General Ledger and Financial Reporting 10 Accounts Receivable

2 Project Accounting and Grant Management 11 Accounts Payable

3 Utility Billing – Account Management 12 Fixed Assets

4 Utility Billing – Meter to Cash 13 Inventory

5 Utility Billing – Customer Portal 14 Purchasing

6 Utility Billing - Field Service 15 Payroll

7 Utility Billing - Refuse Service 16 Time and Attendance

8 Budget 17 Benefits

9 HR and Personnel Management

The List of Functional and Technical Requirements/Capabilities contained in Attachment B – Functional and Technical Requirements/Capabilities contains the detailed functionality the City requires within each functional area in a future systems environment, as well as general and technical system requirements, and data conversion and interface scope.

The following table contains functional statistics of the City. These statistics are estimates and are provided for planning purposes only.

Functional Area Statistics

No. Functional Area/Metric Statistic

General Ledger and Financial Reporting

Number of Funds 240

Number of Accounts 1,719

Number of Journal Entries Annually 154,298

Chart of Accounts Structure

The City’s Chart of Accounts (COA) contains two styles of general ledger accounts. Revenue and Expense accounts are 5 segments:

• Fund (3)

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No. Functional Area/Metric Statistic

• Department (2)

• Division (2)

• Activity (4)

• Account (5)

Balance Sheet accounts are 2 segments:

• Fund (3)

• Account (5)

Segments are separated with a “- “

Budgeting

Budget Narrative: The budget process begins in October with development of budget priorities and direction from the community, Mayor, and City Council. The Annual Comprehensive Financial Report (ACFR) is reviewed and approved in December, which provides the fiscal condition of the City. Departments are given targets for discretionary expenditure based on revenue forecasts. Discretionary budgets include operational and capital expenditures.