[FINAL]Special_Events_Management_System_(SEMS)_Scope_of_Work_-_KCW_4.docx

Title: Special Events Management System (SEMS) Proposal Solicitation

Special Events Management System (SEMS) Proposal Solicitation City of St. Petersburg P.O. Box 2842 St. Petersburg, FL 33731

City of St. Petersburg Special Events Management System (SEMS) Proposal Solicitation Introduction Scope of Work

Introduction Summary The City of St. Petersburg's Police Department would like to pursue a new Special Events Management System (SEMS). This system will be used to support the operations of the City of St. Petersburg Police Department’s Special Events Unit.

Background The City of St. Petersburg Police Department’s Special Events Unit is responsible for the planning and staffing of police coverage for events and circumstances outside those normally addressed by patrol and detective units. Known as "off-duty" jobs, these range from vendor requests, such as retail security, to City-sponsored events. The city co-sponsors approximately 60 events a year that require off-duty officers, including holiday parades, races, and concerts. The St. Petersburg Police Departments, through Special Events, also provides officers to work during the Tampa Bay Rays' home games at Tropicana Field.

Scope of Work Intent The City of St. Petersburg Police Department’s is soliciting proposals from qualified vendors to provide a Special Events Management System (SEMS) to support the operations of the City of St. Petersburg Police Department’s Special Events Unit.

Contract Term The initial term of the agreement is five years from the date of contract execution to be renewed annually.

Minimum Qualifications At a minimum, Vendor must meet the following qualifications:

· Have been in the business of providing a Special Events Management System (SEMS) hardware and software as described herein for a minimum of three years.

· Have the ability to obtain the City’s minimum insurance requirements set forth in the base agreement.

· Employees accessing the St. Petersburg Police Department Headquarters must pass and maintain the Level II background check conducted by the St. Petersburg Police Department.

· Upon request by the City, vendor will provide required evidence of financial stability and viability to fulfill the commitments of this Agreement.

· Own or have immediate access to the equipment, software, and personnel resources required to provide services to fulfill this Agreement.

Vendor Responsibilities At minimum, the Vendor shall provide and meet the following responsibilities:

· Provide the Special Events Management System based on the specifications attached.

· Provide a single point of contact for City to represent the voice of the project.

· Maintain Minimum Qualifications as stated in proposal throughout the duration of the Agreement.

· Schedule

· Vendor shall facilitate the project kick off meeting

· Will adhere to the mutually agreed upon project schedule.

· Provide a copy of the project schedule in a Microsoft Project format.

· Implementation

· Testing

· Vendor will be responsible for testing application before final release implementation

· System Acceptance

· Vendor will assist and provide guidance with System testing to achieve system sign off from Police Department

· Installation

· Vendor will be responsible to install and configure applications that meets the needs of the Police Department

· Training

· Vendor will be responsible to provide training documentation along with assist in training the defined staff that meets the needs of the Police Department.

· Expectations of performance

· Will adhere to the mutually agreed upon implementation/training schedule.

· Will provide communication responses in a timely manner as mutually agreed upon between the Police Department Project Manager and the Vendor.

· Location of Performance

· May be either onsite and/or remote as determined by the Police Department Project Manager to best meet the Vendor’s implementation and Department’s needs.

· Hosted Service Requirements

· If applicable, vendor will own and provide all needed training, software, documentation, personnel resources, and hardware if a hosted service is proposed that is needed to implement and sustain the product over its lifecycle.

· Deliverables of performance

· Milestones will be identified before project kickoff.

· Vendor will provide weekly project status reports.

· Vendor will deliver a system that meets the minimum requirements that are outlined in the Systems Specifications attachment and all the supporting manual documentation.

· Vendor will supply a copy of the training materials provided to the city.

· Will have successfully installed, configured, and tested the system to the City’s satisfaction.

· Support Services

· Vendor shall provide 24-hour, 7-day support to the City.

City's Responsibilities At a minimum, City shall provide and meet the following responsibilities:

1. City shall provide a point of contact (Police Department Project Manager) to administer the Agreement.

2. Police Department Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

3. Police Department Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

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