Contents of Proposal_Probation RFP (2023)_DOL.pdf

RFP/CS/MCA/2311-1240144 Page 1 of 8

Part 2: Contents of Proposals/Required Submittals

1. General Contents of Proposals: A Proponent must submit a complete Proposal in response to this RFP in the format specified in this RFP; no other format will be considered. A Proposal will consist of two (2) separate documents:

1.1. Informational Proposal; and

1.2. Cost Proposal (Form provided by City at Part 6, Exhibit A.1). Cost Proposal will become part of the General Services Agreement attached to this RFP, if an Agreement is awarded pursuant to this procurement.

2. Informational Proposal: An Informational Proposal is comprised of two (2) sources of information:

2.1. Volume I, information drafted and provided by a Proponent; and

2.2. Volume II, information provided by a Proponent on forms provided by the City (or required to be created by a Proponent) in this RFP.

The Informational Proposals must be tabbed as indicated to reflect the sections listed in the Outline below.

3. Information Required to Be Included in Informational Proposal:

3.1. Summary: The following is a summary of information required to be contained in an Informational Proposal:

3.1.1. Information Drafted and Provided by a Proponent: This information should be included in Volume I of the Proposal:

3.1.1.1. Executive Summary;

3.1.1.2. Implementation Approach to Deliver Scope of Services;

3.1.1.3. Compliance with Requirements

3.1.1.4. Experience and Qualifications of Proponent Team;

3.1.1.5. Experience and Qualifications of Key Staff;

3.1.1.6. Past Performance on Projects of Similar Scope; and

3.1.1.7. References

3.1.2. Information Provided by a Proponent on Forms Provided by the City: This information should be included in Volume II of the Proposal:

3.1.2.1. Forms attached to this RFP at Part 4: This information should be included in Volume II of the Proposal:

3.1.2.1.1. Form 1; Georgia Illegal Immigration Reform and

Enforcement Act (IIREA) Form;

3.1.2.1.2. Form 2; Contractor Disclosure and Declaration Form;

3.1.2.1.3. Form 3; Contractor Financial Disclosure;

3.1.2.1.4. Form 4; Offeror Contact Directory;

3.1.2.1.5. Form 5; Reference List;

3.1.2.1.6. Form 6; Proposal Guarantee;

3.1.2.1.7. Form 7; Prohibited Sources’ Ethics Pledge;

3.1.2.1.8. Appendix A; Office of Contract Compliance Submittals;

and

3.1.2.1.9. Authority to Transact Business in the State of Georgia.

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NOTE: Every space on every form must be completed. If the form requires a Notary, please comply. Failure to complete each form as required may deem you non-responsive.

If there are any questions regarding any form, it is strongly recommended that you submit your question(s) to the Contracting Officer listed in the RFP prior to the deadline for submitting questions.

3.1.2.2. Forms attached to General Services Agreement attached to this

RFP:

3.1.2.2.1. Exhibit A-1 Cost Proposal

3.1.2.2.2. Appendix A; City’s OCC Programs; Office of Contract

Compliance Submittals; and

3.1.2.2.3. Proponent must provide a copy of a current certificate of insurance evidencing any existing commercial general liability policies issued for Proponent, if any. For purposes of this section, “Proponent” shall mean an individual, corporation or other corporate entity submitting a proposal in connection with this solicitation, including each joint venture partner if Proponent is a joint venture.

3.2. Information Requirements Details: The following is a more detailed summary of the requirements of certain portions of the Informational Proposal. Each Outlined Item should be included in your Proposals and tabbed as indicated:

3.2.1. Executive Summary – suggested 6 page maximum (Tab in Volume I)

3.2.1.1. Letter of Transmittal: The executive summary must include a letter with the Proponent’s name, address, telephone number and fax number, signed by a person authorized to act on behalf of the Proponent. The letter should also include the name, title, address, e-mail address, telephone number and fax number of the person signing the letter and the name, title, address, e-mail address, telephone number and fax number of one (1) contact person to whom all future correspondence and/or communications may be directed by the City concerning this procurement, if that person is different from the person executing the letter. The letter should also designate the type of business entity that proposes to enter into a Contract with the City and the identity of any other business entities that will comprise the Proponent and include a brief history of the Proponent and statement of the Proponent’s approach to providing the services solicited in this RFP including any initiatives you plan to implement to benefit Office of Contract Compliance (OCC); and

3.2.1.2. Detailed Executive Summary: The purpose of the Detailed Executive Summary is to provide an overview of the Proponent’s qualifications to accomplish the project. At a minimum, the Detailed Executive Summary must contain the following information:

3.2.1.2.1. Complete legal name of the Proponent and the name of the legal entities that comprise the Proponent. The Proponent must provide the domicile where each entity comprising it is organized, including entity name, brief history of the entity, RFP/CS/MCA/2311-1240144 Page 3 of 8 contact name, address, phone number, and facsimile number, as well as the legal structure of the entity and a listing of major satellite offices;

3.2.1.2.2. A description of the Proponent’s plan for complying with the City’s EBO goals. This section should include detailed background information regarding the essential subcontractors/ subconsultants the Proponent intends to use and should indicate the roles and responsibilities these firms will be assigned. Include a description of related customer relationship management software implementation experience for similarly sized municipalities that each subconsultant firm will provide as part of the services under this Agreement. Indicate any previous working relationship between the Prime or JV Partners and the subconsultant firms. Each Proponent must provide a letter from each essential subcontractor/subconsultant indicating that the firm concurs with the role and responsibility Proponent has described; and

3.2.1.2.3. Litigation Disclosure Statement. A declarative statement as to whether the Proponent or any member of the Proponent’s team has an open dispute with the City or is involved in any litigation associated with work in progress or completed work in either the private or public sector during the past five

(5) years.

3.2.1.2.4. Demonstrate an understanding of OCC’s goals and

objectives to be accomplished by the scope of services.

3.2.2. Compliance with Requirements: Successful bidders must provide a Statement of Work which shall contain

3.2.2.1. A detailed description of the services and application set (deliverables) to be provided;

3.2.2.2. A detailed milestone, delivery, service availability, and completion schedule applicable to the services;

3.2.2.3. Complete the attached detailed requirements document, describing and defining the relevant design, functional, operational, and performance characteristics;

3.2.2.4. Applicable service and support levels;

3.2.2.5. Training recommendations;

3.2.2.6. Charges for the services and the schedule on which such charges will be invoiced;

3.2.2.7. The identity of the key provider personnel;

3.2.2.8. Any additional provisions applicable to the services to be provided under the statement of work.

3.2.3. Implementation Approach to Deliver Scope of Services– suggested 15 page maximum (Tab in Volume I): The Proponent must provide the overall implementation approach that it proposes to use to successfully carry out the scope of services. Specifically address the following:

3.2.3.1. Understanding of the scope and deliverables;

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3.2.3.2. Plan for coordination and communication with City staff;

3.2.3.3. Approach on how the work is to be managed by the Proponent considering that work may be performed by a team comprised of Key Staff and team members from various firms and the City; Please address resource allocation and anticipated hours, both on the City side and for the vendor team

3.2.3.4. Description of the proposed Quality Control/Quality Assurance Program that will be implemented during the execution of the services to be provided under this Agreement;

3.2.3.5. Approach and systems used for cost estimating;

3.2.3.6. Approach and systems used for meeting schedules;

3.2.3.7. Other information deemed important by the Proponent;

3.2.3.8. Special expertise to be provided for the various services requested;

3.2.3.9. Staffing integration on IT matters;

3.2.3.10. Detailed project schedule;

3.2.3.11. Training and support during the implementation and after;

3.2.3.12. Risk Assessment & Management: Approach to mitigating issues that arise during project delivery efforts including corrective action plans;

3.2.3.13. Provide an Organizational chart that illustrates the team structure and relationships of the proposed team and defines roles and responsibilities and resources allocation;

3.2.3.14. Specifically, based on the Proponent’s Organizational structure, describe how the Proponent will manage the Services, specifically addressing the following:

3.2.3.14.1. Ensure proper communication and coordination among pertinent project team members and City staff;

3.2.3.14.2. Assure the City that the scope of work for the project will be kept within the established time and budget constraints;

3.2.3.14.3. Establish and maintain the necessary cooperative

relationships;

3.2.3.14.4. Coordinate all necessary project activities within that team relationship to ensure product deliverable is seamless with all disciplines.

3.2.4. Experience and Qualifications of Proponent Team – Suggested 15 page maximum (Tab in Volume I): Proponent and Subconsultants (if applicable) must clearly demonstrate the ability to meet all the minimum qualification requirements outlined in the Scope of Work, including the section GROUP VIII- Staffing (Minimum Qualifications). Specifically, provide:

3.2.4.1. A statement declaring the type of business relationship the Proponent will use (i.e., a single company, joint venture, etc.). If a Joint Venture, introduction of proposed JV team;

3.2.4.2. A background summary of the Prime Proponent or JV Partners consulting firm(s). Summary shall include corporate qualifications, commitment, strength, and technical capabilities to fulfill all services specified and required, and to successfully accomplish the work;

3.2.4.3. Description of the JV team and all proposed sub-consultants;

3.2.4.4. Delineation of the roles assigned to the team members and all

RFP/CS/MCA/2311-1240144 Page 5 of 8 proposed sub-consultants;

3.2.4.5. A description of the Proponent’s plan for complying with the City’s policy statement;

3.2.4.6. Organization chart of proposed team indicating the role each team member will fulfill;

3.2.4.7. Describe a back-up personnel plan in the event that key team members must be replaced during the course of the Services Agreement;

3.2.4.8. Specialized experience and technical competence of the organization in connection with the type of service required;

3.2.4.9. Other information on the Proponent’s team as may be applicable.

3.2.5. Experience and Qualifications of Key Staff – (Tab in Volume I):

3.2.5.1. Provide the names, qualifications and relevant experience for the individuals proposed as Key Staff to meet the Minimum Qualifications;

3.2.5.2. Provide minimum commitment of time on the contract for each individual identified as Key Staff;

3.2.5.3. Identify and provide resumes for all key staff that at a minimum fulfill the required staffing requested in the Statement of Work; each of the resumes should be no more than one (1) page long per individual and shall be organized as follows:

3.2.5.3.1. Name and Title;

3.2.5.3.2. Firm employed by;

3.2.5.3.3. Professional Background; and

3.2.5.3.4. Current and Past Relevant Employment; Education;

Certifications; and List of two (2) relevant projects, including: Client Name and Location; Project description;

Role of the individual; Project actual or expected completion date; and Client List/Reference Contact.

3.2.5.4. Submission of these names constitutes a commitment to use these individuals if the Proponent is selected, and changes may be made only with the prior written consent of the City. In the event there is a need to replace Key Staff during the course of the project, Proponent must describe its back-up personnel plan.

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3.2.7. References – (Tab in Volume I): Provide detailed descriptions of at least three

(3) references of customer relationship management software implementations performed by the Proponent for similarly scoped/sized municipalities. For a JV, each partner should submit at least two (2) reference projects. For Prime Proponents and Lead JV Partners, at least one (1) project should demonstrate

3.2.6. Past Performance on Projects of Similar Scope – suggested 15 page maximum (Tab in Volume I): Describe the Proponent’s experience in performing services as described in the Scope of Services for similarly sized municipalities. Separately list any projects/contracts that any member of the Proponent has performed and past experience with this specific team working together on other projects in the last 5 years. Proponent must provide a narrative description of at least three (3) projects demonstrating capability and qualifications in all areas identified below and each project should encompass the following component experience/expertise. For the Proponent the narrative description shall include:

3.2.6.1. The name of the project, the owner, and the project location and owner's reference including name, position, address, email and telephone number;

3.2.6.2. A description of the project and the work/roles performed by the various member firms;

3.2.6.3. The major project milestones and summary of scheduled versus actual completion dates, with explanation for any significant schedule slippage;

3.2.6.4. Summary of planned costs versus actual costs at completion, with explanation for any significant cost increases.

experience in a lead role (as a Prime Proponent or Lead JV Partner) managing a similar project. For Non-Lead JV Partners, at least one (1) project should demonstrate experience in a lead role (as a Prime Proponent, Lead JV Partner, or Non-Lead JV Partner) managing a similar project.

The detailed project descriptions shall include:

3.2.7.1. Name of project or contract agreement, client name, reference person, email address, and telephone number;

3.2.7.2. Summary of scope of services;

3.2.7.3. Prime Proponent or JV partner’s role and responsibilities on the contract; staff members who worked on the contract and their specific role;

3.2.7.4. Period of contract performance (dates when the work on the contract was performed).

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3.3. Cost Proposal.

Each Proponent must submit a Cost Proposal using the form provided by the City at Part 6; Exhibit A.1- Cost Proposal. The Cost Proposal must support the Scope of Work contained in the RFP and fully encompass all activities in the Proponent’s Proposal. The Cost Proposal shall serve as the baseline for final fee negotiation with the City.

4. Submission of Proposals:

4.1. Each Proponent should submit a digital version of its Proposal in Adobe Portable Document Format (“PDF”) via the ATLCloud system; and

4.2. If Certain Portions of your response are considered confidential and proprietary, we would recommend that you mark any portion of your proposal that you deem to be confidential as such, however, it cannot be guaranteed that the City will not have to disclose such information in accordance with its interpretation of the applicable public records laws.

5. Responsiveness and responsibility for each Proponent can be observed as the following:

A. The responsiveness of a Proponent is determined by, but not limited to, the following:

1. A timely and effective delivery of all services, materials, documents, and/or other information required by the City;

2. The completeness of all material, documents and/or information required by the City; and

3. The notification of the City of methods, services, supplies and/or equipment that could reduce cost or increase quality.

B. The responsibility of a Proponent is determined by, but not limited to, the following:

1. The ability, capacity and skill of the Proponent to perform the Agreement or provide the Work required;

2. The capability of the Proponent to perform the Agreement or provide the Work promptly, or within the time specified without delay or interference;

3. The character, integrity, reputation, judgment, experience and efficiency of the Proponent;

4. The quality of performance of previous contracts or work;

5. The previous existing compliance by the Proponent with laws and ordinances relating to the Agreement or Work;

6. The sufficiency of the financial resources and ability of the Proponent to perform Agreement for providing the Work;

7. The quality, availability and adaptability of the supplies or contractual

Work to the particular use required; and

8. The successful Proponent shall assume full responsibility for the conduct of his agents and/or employees during the time such agents or employees are on the premises for the purpose of performing the Work herein specified.

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6. The City will carefully evaluate the responsiveness and responsibility of each Proponent.

The selection criteria shall include but not be limited to, those factors contained in subsection 2-1188(k) of the City of Atlanta Code of Ordinances; and the following (the responsibility is solely on the Proponent to adhere to all evaluation factors as outlined in the City of Atlanta Code of Ordinances).