PROFESSIONAL IMPLEMENTATION SERVICES FOR

ORACLE UTILITY BILLING SYSTEM (UBS)

City of Fort Myers, Florida

Procurement Services

2200 Second Street Fort Myers, FL 33901

RFP for Utility Billing System (UBS) Implementation Services City of Fort Myers, FL

Table of Contents

Section 1: RFP Introduction

1.1 Purpose of the RFP

1.2 Schedule Summary

1.3 About the City

1.4 Project Background

1.5 Notice to Proposers

1.6 Conditions

1.7 City Rights Reserved

1.8 Communication Regarding the RFP

1.9 Inquiries and Requests for Clarification

1.10 Procurement Schedule …………………………………………………………………………………………………………..8

Section 2: Project Scope

2.1 Functional Scope Overview

2.2 Project Goals

2.3 Project Timeline

2.4 Implementation Approach

2.5 Conversions

2.6 Project Staffing

2.7 Statement of Work ………………………………………………………………………………………………………………12

Section 3: Detailed Submittal Requirements

3.1 Proposal Section 1.0 ― Introduction

3.2 Proposal Section 2.0 ― Proposer Team

3.3 Proposal Section 3.0 ― Functional Requirements

3.4 Proposal Section 4.0 ― Technology Deployment

3.5 Proposal Section 5.0 ― Implementation Approach

3.6 Proposal Section 6.0 — Price Format

3.7 Proposal Section 7.0 ― Implementation Terms and Conditions

Section 4 - Evaluation Process

4.1 Evaluation Criteria

4.2 Evaluation Process

Section 5 – Attachments

Section 1: RFP Introduction

1.1 Purpose of the RFP

The City of Fort Myers, Florida ("the City"), is soliciting proposals from qualified firms to provide professional implementation services for a new Utility Billing System (UBS) that will support the City's water, wastewater, and solid waste utility operations. Through this Request for Proposals (RFP), the City intends to acquire the rights to use a Utility Billing System that satisfies the functional, technical, and implementation requirements identified herein.

The City has recently implemented Oracle Enterprise Resource Planning (ERP) solutions for core business functions, including Financial Management, Human Resources, Payroll, and related administrative operations. As part of its long-term technology strategy, the City has elected to standardize around Oracle solutions whenever practical. Accordingly, the City is seeking an experienced implementation partner to deploy Oracle Utilities Customer Cloud Service (CCS), and Oracle Fusion Field Service (OFFS) to ensure seamless integration with the City's Oracle ERP environment.

The selected proposer will be responsible for providing the professional services necessary to successfully implement Oracle Utilities Customer Cloud Service (CCS), and Oracle Fusion Field Service (OFFS). Services are expected to include, but are not limited to, project management, business process review and configuration, system implementation, integration, data conversion, testing, training, change management, go-live support, knowledge transfer, and post-implementation support.

Oracle Utilities Work and Asset Cloud Service (WACS) is currently considered to be out of scope for this project. The City is, however, prepared to consider bringing it in scope, if it is deemed necessary to meet the City’s functional requirements.

Proposers are not required to be authorized resellers of the Oracle software. The City will consider proposals under which the software is acquired directly from Oracle or through the implementation partner acting as a reseller. Proposers should clearly identify the proposed software acquisition approach and any associated responsibilities.

Proposals should include a comprehensive description of the proposed implementation methodology, project governance structure, staffing plan, and the roles and responsibilities of all key project personnel. Proposers should also clearly define all implementation activities, project deliverables, assumptions, dependencies, and the scope of post-implementation support and ongoing services.

1.2 Schedule Summary

See Schedule in OpenGov

1.3 About the City

The City of Fort Myers, incorporated on March 24, 1886, is located in Lee County, Florida and has a staff of approximately 1200 employees serving a population of approximately 102,000 permanent residents.

The City encompasses approximately 50 square miles. The City functions as a Council / Manager form of government.

Thomas Edison was one of Fort Myers’ early inhabitants and a formational figure in the City’s development. Fort Myers became known as “The City of Palms” as a result of Edison’s deep respect for nature. Through his effort and determination, the royal palms lining historic McGregor Boulevard were imported and planted resulting in today’s beauty and majesty. His best friend Henry Ford shared Edison’s enthusiasm in Fort Myers and became a homeowner and frequent visitor. The history associated with Edison and Ford along with the building boom in the late 1800’s and early 1900’s left a legacy and history unique to Fort Myers. The cobblestone downtown and historic districts have retained much of their charm and proper preservation measures are in place to ensure that charm will be treasured for generations to come.

Table 1.2

City of Fort Myers, Florida

Utilities Provided Water Wastewater Solid Waste Sewer

Table 1.3

Background Summary

Background Statistics Approximate Number of Regular Employees

Number of Utility Employees

153 (25 Utility Billing/Customer Service; 44 Solid Waste; 55 Water/Wastewater Treatment Plants; 17 Water Distribution; 12 Utility Admin/Engineering)

Operating Budget $389.7M

Capital Budget $298,9M

Fiscal Year (City) October 1 – September 30 City Population (Estimated)

102,000

Metric Estimated Number of residential utility customers

28,054

Number of commercial utility customers

5,045 (including 648 trash and garbage only customers)

Number of meters 32,451 Number of Utility Field positions

7 (Includes Meter Mechanics and Supervisors)

Table 1.4

Approximate User Count

The number of users currently accessing each primary application (s) is as follows (user counts include transaction entry and report-only users, and includes users who access one or more of the applications):

Application Approximate User Count

Eden Utility Billing 30

1.4 Project Background

The City has used Tyler Technologies’ Eden enterprise resource planning (ERP) and Utility Billing solution since 2003. Between October 2025 and January 2026, the City replaced the Eden ERP modules with Oracle Fusion; however, its Utility Billing operations remain on the Eden platform.

The City has decided to replace the remaining Eden Utility Billing module with Oracle Utilities Customer Cloud Service (CCS) and Oracle Fusion Field Service (OFFS).

The City engaged the Government Finance Officers Association (GFOA) to assist in validating its software selection, defining the scope of the new Utility Billing solution’s implementation, and facilitating the process for selecting a qualified implementation partner. The selected partner will be expected to support the implementation while helping the City identify operational efficiencies and opportunities to improve its existing business processes.

1.5 Notice to Proposers

Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the Proposer to more than it may realize. Information obtained by the Proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the Proposer or relieve the Proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Attempts by or on behalf of a Proposer to contact or to influence any member of the evaluation committee, any member of the City Council, or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that Proposer from further consideration. Only the format described in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted proposal.

1.6 Conditions

1.6.1 Joint Proposal

If all RFP requirements are not met with products and services provided by one firm, proposers are encouraged to partner with another firm to submit a joint proposal. Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine if its overall fit is in the best interests of the organization.

1.6.2 Primary Firm

If multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation of all partners included in the joint proposal.

1.6.3 Pricing

Pricing must be submitted on a fixed fee basis upon completion of pre-identified “milestones.” For implementation services under a milestone arrangement, the vendor shall invoice the City when the City has accepted the services included as requirements for each milestone. The scope of the project, including the milestones, will be defined by the statement of work that describes both functional requirements of the software and business process expectations.

1.6.4 Proposal Validity

All proposals and any subsequent clarification or response to the City’s questions shall be valid for a minimum of 180 days.

1.7 City Rights Reserved

1.7.1 Reservation of Rights

The City reserves the right to select the proposal(s) which in its sole judgment best meets the needs of the organization. The City has established an Evaluation Committee for this selection purpose. The Evaluation Committee will select the best solution for the best value; meaning, the lowest proposed cost will not be the sole criterion for recommending the contract award.

1.7.2 Multiple Contracts

N/A.

1.7.3 Right of Rejection

The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the organization’s best interest.

1.7.4 Modification

The City may modify this RFP by issuance of one or more written addenda.

1.7.5 Additional Information and Scope

The City reserves the right to meet with select proposers at any time to gather additional information.

Furthermore, the City reserves the right to remove or add functionality (i.e., modules, components, or services) until the final contract signing.

1.7.6 Committal

This RFP does not commit the City to award a contract.

1.7.7 Property

All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review. Proposers concerned with the release of proprietary or confidential information are encouraged not to include such information in the proposal.

1.7.8 Expenses

The City shall not be liable for any pre-contractual expenses incurred by prospective Proposers, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

1.8 Communication Regarding the RFP

All communication from prospective proposers regarding this RFP must be in writing through the OpenGov Portal.

Attempts by or on behalf of a prospective or existing Proposers to contact or to influence any member of the Evaluation Committee, any member of the City council or any employee of the City regarding the acceptance of a proposal may lead to elimination of that Proposer from further consideration.

1.9 Inquiries and Requests for Clarification

1.9.1 Contact

To maintain fairness in the process, any contact concerning this procurement must be through the Procurement representative. All questions, including those related to technical issues, are to be submitted via the City of Fort Myer’s OpenGov portal.

Contact: Denise K. Finn Title: Procurement Manager Email: dfinn@fortmyers.gov or procurementservices@fortmyers.gov

Questions over the phone will not be accepted.

1.9.2 Clarifications

All questions concerning the RFP must reference the RFP section heading. Questions will be answered and posted to the bid portal in the form of addenda to the RFP. Direct contact with city elected officials or city staff, other than the Purchasing Representative, during the bid/proposal process may render the bid/proposal non-compliant. If such an infraction is determined, at the Purchasing Manager’s discretion, no further consideration may be given for the bid/proposal.

1.9.3 Inquiries

Inquiries or requests for clarification submitted prior to the pre-solicitation meeting will be addressed at the pre-solicitation meeting. Additional inquiries or requests for clarification will be accepted until the deadline established in Section 1.10 - Procurement Schedule.

1.9.4 Changes to Proposals

Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes and withdrawals must be submitted in writing and received by the City prior to the deadline for proposals.

After the deadline for proposals, no change in prices or other provisions prejudicial to the interest of the City or fair competition shall be permitted.

mailto:dfinn@fortmyers.gov mailto:procurementservices@fortmyers.gov

1.10 Procurement Schedule

The City reserves the right to change the procurement schedule. If changes are made, proposers will be notified by the City in the form of an addendum to this RFP.

The expected procurement schedule is listed below:

Table 1.5 Tentative Procurement Schedule

See Schedule in OpenGov

Section 2: Project Scope

2.1 Functional Scope Overview

The functional scope is defined in Section 2.1. The overall scope includes implementation, project management, and other ongoing services.

Functions Process/Activity Customer Management • Manage customer information

• Manage property information

• Customer self-service

• Cashiering

• Inquiries and notifications

Meter Management • Meter inventory

• Meter condition

• Meter reading (manual and automated)

Billing • Rate tables

• Billing process

• Bill printing/EBilling

Payments / Collections • Online and walk-in payments

• Electronic payments

• Cash/check receipt

• Lockbox processing

• Payment reconciliation

• Managing delinquent accounts

• Service disconnection

Service Requests • Service requests

• Work orders (installation, servicing, , disconnection, removal)Field crew scheduling & dispatch

Solid Waste • Routing sheet generation

• Routing optimization

• Container inventory

• Special pickups

Reporting • Ad hoc reporting

• Time sensitive reports

• End user reporting tools

Workflow • Notifications for new permits/certificates/meters/properties

2.2 Project Goals

The City has used a combination of requirements and process maps to determine the outcomes for the project.

Overall Goals:

The City has made the strategic decision to standardize around Oracle software. The implementation of the Oracle Fusion ERP solution was completed in January 2026 and the City is now planning on replacing its existing Utility Billing software with Oracle Utilities Customer Cloud Service (CCS) and Oracle Fusion Field Service (OFFS) by March 2027, or shortly thereafter.

The City is looking to partner with an Oracle implementation specialist with in-depth experience in Utility projects, as well as experience working for municipalities within Florida. The implementation of the solution should improve operational efficiency and increase productivity while still being easily accessible by employees and relatively easy to use so that the City does not have to invest a substantial amount of time and effort in training

The goals for this project include:

• Full integration to the main ERP system and other critical third-party applications

• Reduce manual data entry

• Improved operational effectiveness and productivity

• Eliminate paper-based business processes and paper forms wherever possible

2.3 Project Timeline

The City is open to various recommended timelines; however, the City expects to start the implementation around October 2026 with the goal of going live June or July 2027, or shortly afterwards. The current Eden application will be at the end of life March 2027, but the software licenses are owned by the City in perpetuity, and the servers are hosted in a City datacenter, so the software has the potential to remain operational after the end-of-life date.

The City is prepared to have consultants complete work remotely if necessary. Assuming an October 2026 start, Proposers should communicate realistic timelines to successfully implement the proposed solution.

2.4 Implementation Approach

The City understands that each Proposer may take a different approach to implementation. However, to better compare different approaches and to ensure that essential components of the implementation are proposed, the City requires that all Proposers use the definitions below when describing implementation activities.

2.4.1 Project Management

The proposer will be responsible for providing overall coordination and management of the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:

• Project Plan

• Status Reports

2.4.2 Knowledge Transfer

Proposer will be responsible for ensuring that the City’s core project team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. Knowledge transfer stage will include all core team training.

Specific deliverables expected during this stage include:

• Project Team Training Plan

• End-User Training Materials

2.4.3 System Design

Proposer will be responsible for facilitating process to define how the system will be used to meet the City’s process requirements and project goals. As part of the design, the City expects to engage in discussions around how to use the system most effectively, what changes in business process are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:

• Requirements Traceability Document

2.4.4 Build

After completing design and after the City has made decisions on both business process and system configurations, the City expects that the Proposer and the City staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:

• As-built Documentation

2.4.5 Conversion

Proposer will be expected to develop a data conversion strategy for the project and implement the recommendations. City staff will work with the Proposer Team to extract data from legacy applications and to map the data into the Proposer tools. The Proposer, in turn, will be responsible for loading the converted data and confirming the successful load of the data. Specific deliverables expected during this stage include:

• Conversion Plan

• Converted Data Acceptance

2.4.6 Testing

Throughout the process, the City expects to engage in execution of a formal test plan. The test plan will be developed during the project and shall include testing approach, roles and responsibilities for testing, and clear deadlines and expectations around testing effort. The City expects to engage in detailed conference room pilot testing, unit testing, regression testing, integration testing, parallel testing, and user acceptance testing. Specific deliverables expected during this stage include:

• Testing Plan

• Test Scripts

• Testing Acceptance

2.4.7 Go Live and Support

At go-live, the City expects that the Proposer will assist with end-user training, work to prepare a cutover plan, and assist with the transition to the new software. Included with go-live, could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:

• Cutover Plan

• Final Acceptance Documentation

2.5 Conversions

Conversion requirements have been included as Attachment 9 – Conversion Requirements. Proposers should respond to each conversion requirement to identify the proposed scope.

2.6 Project Staffing

The City will make every effort to staff the project appropriately and understands that staffing a project is important to its success. In is expected that the City employees that have been working with GFOA to discuss improvement opportunities and prepare the City for implementation will all be involved as the “core” team moving forward with the project.

The City expects project staff to include a Project Manager, Core Team Leads, Core Team Members (SMEs), and Technical Resources. The anticipated participation for the Project Manager is a minimum of

0.5 FTE and a maximum of 1.0 FTE. The Core Team Leads are anticipated to participate at a rate of 0.5 FTE each, while the Core Team Members are anticipated to participate at a minimum of 0.25 FTE and a maximum of 0.5 FTE. Technical Resources staff will participate as needed.

2.7 Statement of Work

The City will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the City deems necessary:

• Project Scope

• Project Milestones

• Project Deliverables

• High Level Project Schedule (Listing of Phases and Go Live Dates)

• Project Resources

• Project Roles and Responsibilities

• Quality Assurance and Testing Procedures

• Project Change Control Procedures

• Service Level Agreement (SLA)

Section 3: Detailed Submittal Requirements

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals must address the following questions and contain the following sections.

3.1 Proposal Section 1.0 ― Introduction

The introductory material should include a title page with the RFP name, name of the proposer, address, contact information, the date, a letter of transmittal, and a table of contents. The executive summary should be limited to a brief narrative summarizing the proposal.

1) Complete Attachment 1 ― Signature Page

2) Complete Attachment 2 ― Proposer Statement

3.2 Proposal Section 2.0 ― Proposer Team

This section of the proposal should identify all firms included in the proposal and any necessary third-party products or firms required or recommended for the City.

1) Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the City.

o How many staff will the Proposer have assigned to the project?

o What is the approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site?

o What are the major roles and responsibilities for each resource?

2) Complete Attachment 3 ― Professional Services Background for each firm involved with the project.

3) Complete Attachment 4 ― Reference Form for each firm involved in the project.

4) Complete Attachment 8 ― Staffing Sheet

3.3 Proposal Section 3.0 ― Functional Requirements

This section describes the software and implementation scope of the overall project and the requirements for each functional area. Although the software has already been selected, responses to the functional requirements must be completed to identify each implementation firm’s familiarity and expertise with the software and the scope of the implementation. It is not a requirement that the selected implementor have the ability to sell Oracle licenses.

Table 3.1 Available Functional Requirements Responses

Attachment 7 Functional Requirements Responses Column E: Available Responses Y Requirement Met and Proposed (Standard features in the generally available product)

Y-ND

Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)

N Requirement Not Met with Proposal I Need More Information/Discussion Column F: Available Responses S Requirement and Feature Supported by Software Developer TPS Requirement and Feature Supported by Third Party NS Requirement and Feature Not Supported

1) Complete Attachment 7 ― Functional Requirements o Failure to provide some requirements or excluding some requirements from scope will not eliminate the proposer from contention. The City will evaluate the proposal as a whole, including price and value comparisons when evaluating proposals.

o The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery, configuration, and implementation of all positive responses (every response except “N”).

o For requirement responses other than “N” proposers must indicate the module or product that is required to meet the requirement.

o For requirement responses other than “N” proposers must indicate the phase of the project that the functionality will be implemented.

o All responses which are marked Y, or Y-ND will be considered to be included in the scope, and the cost proposal and all other information submitted in this proposal should reflect this.

o For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate a response code of Y-ND and provide more detail in the appropriate column.

3.4 Proposal Section 4.0 ― Technology Deployment

This section of the proposal should identify any technical requirements for operating the system:

1) Complete Attachment 5 – Technology Deployment for the primary proposed solution.

3.5 Proposal Section 5.0 ― Implementation Approach

This section should describe the proposed implementation plan. Proposers should reference Section 2 – Project Scope for more information on the project scope, goals, and implementation effort.

1) Please provide a description of your methodology for this project, taking into account the environment, the scope, and the desired goal to improve business processes.

2) Complete Attachment 6 – Project Expectations

3) Complete Attachment 9 – Conversions

4) Complete Attachment 11 – Interface List

Proposers must provide responses to the conversion requirements Attachment 9 (Data Conversions). If additional items to be converted are proposed, please add them to the spreadsheet. The following answer key shall be used when responding to the conversion requirements.

Table 3.2 Available Data Conversions Responses

Attachment 9: Data Conversions

Item Response Response Description

Agree Y/N Respondents should identify whether or not your firm agrees that this item needs to be converted.

Included in Price Y/N If your firm agrees that this item needs to be converted, indicate with a Yes or No whether or not your firm's work effort to complete the conversion is included in the pricing schedule.

Estimated Consulting Hours

Include the number of estimated consulting work hours to complete the conversion.

Comments Text Include any comments or assumptions relevant to the answers above.

The following information is intended to address current applications and Third-Party Systems (TPS) that are used by the City for major business functions closely related to utility billing. Information about their replacement or interface is provided in detail in Attachment 11 (Interface List). The City intends to discuss the future use of these applications, or their replacement, during vendor interviews and contract negotiations. However, Proposers should complete Attachment 11 (Interface List) to the best of their ability based upon the instructions provided and submit it with other attachments.

Information regarding the available responses has been provided in the table below. Please read carefully and respond thoughtfully as interfaces to the City’s UBS is critical to project success.

Table 3.3 Available Interface List Responses

Attachment 11: Interface List Responses Column E: Available Responses

Replace w/ERP System is replaced with functionality native to the new the ERP

Replace w/New TPS System is replaced with a new Third Party System (TPS) that has been proposed as part of the new solution

Keep Keep the current system and build a permanent interface as part of the project Column F: Available Responses

Inbound Only Data will be pulled from the TPS into the ERP System Outbound Only Data will be pushed from the ERP System into the TPS

Bi-Directional Data will be pushed from the ERP System into the TPS and pulled from the TPS into the ERP System

Column G: Available Responses

Temporary Interface will be needed for limited amount of time during the project be will not be necessary after the project is completed

Permanent Interface will be needed for the lifetime of the ERP System Column H: Available Responses

Real-Time Data is transferred, at a minimum, every 15mins.

Hourly Data is transferred, at a minimum, every 60mins.

Daily Data is transferred, at a minimum, every 24 hours

Weekly Data is transferred, at a minimum, every 7 days Monthly Data is transferred, at a minimum, every 30/31 days

Proposers must provide responses to the reporting requirements in Attachment 12 (Reports). If additional reports are proposed as part of the solution, please add them to the spreadsheet. The following answer key should be used when responding to the reporting requirements.

Table 3.4 Available Reports Responses

Attachment 12: Reports Column D: Available Responses

SR Standard Reports CR Custom Reports

Column E: Available Responses

Consultant Work Effort Number of Hours

Column F: Available Responses

Client Work Effort Number of Hours

Column G: Available Responses

In Scope? Yes / No

Column H: Available Responses

Included in Price Yes / No

3.6 Proposal Section 6.0 — Price Format

Proposers should submit price proposals using the format provided in Attachment 10 ― Cost to this RFP.

1) Complete and submit Attachment 10 ― Cost o All pricing must be submitted as fixed by milestone. Costs listed as “to-be-determined” or “estimated” will not be considered.

o Identify major milestones as part of the project. It is required that costs will be invoiced when the City has accepted the services included as requirements for each milestone.

Please provide a schedule of all payments necessary to complete the proposed scope.

o All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable or task. Proposers are required to fill in deliverables and tasks under the provided headers. Additional detail may be provided to further explain deliverable or task costs.

o Proposers should include all software modules and state any limitations on module use.

If no limitations are listed, the City will consider that pricing is based on full enterprise-wide access for the City.

o Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.

3.7 Proposal Section 7.0 ― Implementation Terms and Conditions

This section asks for proposers to accept key terms and conditions for the project.

1) Complete Attachment 6 – Project Expectations

2) Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section, with a written explanation of the exception and an alternate proposal (if applicable). The City, at its sole discretion, may reject any exceptions or specifications within the proposal.

Section 4 - Evaluation Process

The City will review all proposals received as part of a documented evaluation process. For each decision point in the process, the City will evaluate proposals according to specific criteria and will then elevate a certain number of proposals to compete in the next level. Proposals not previously elevated may be elevated at a later date if the previously elevated proposals lead to an unsuccessful outcome.

4.1 Evaluation Criteria

The criteria that will be used to evaluate proposals may include, but are not limited to the following:

• Overall Understanding of the Utility

• Functionality

• Cost

• Implementation Interviews

• Software and Implementation References

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list.

4.2 Evaluation Process

The City will follow the evaluation steps summarized below:

1) Proposal Opening: Proposal submittals shall be received and publicly opened. Only the names of Respondents will be read at this time.

2) Compliance: A preliminary evaluation by the City shall determine whether each received proposal is complete and compliant with all instructions and/or submittal requirements in the RFP. Any proposals that are incomplete or that do not comply with the instructions and/or submittal terms and conditions may be rejected and excluded from further consideration. Vendor proposals, which are compliant, are advanced to the written evaluation stage.

3) Written Evaluation: The City will evaluate written proposals according to the criteria outlined above. The highest ranked proposals will advance to in-person interviews. Each elevated proposal team will receive a Request for Clarification (RFC) letter seeking any necessary clarification of the initial, written, proposal. The RFC letter will also identify a schedule for the on-site interview session that will include a detailed discussion of implementation issues.

4) Interviews: Interview sessions will consist of a one-day, on-site meeting with each select Proposers to focus on implementation issues and discuss the statement of work (SOW).

After vendor interviews, the City will elevate one (1) proposal to contract negotiations.

5) Negotiations: The City will select a finalist vendor to complete implementation negotiations.

The final contract award recommendation will be made to the City Manager.

6) Contract Award: The City Manager authorizes all contracts of this type.

Section 5 – Attachments Attachment 1 - Signature Page Attachment 2 - Proposer Statement Attachment 3 - Professional Services (Background) Attachment 4 - Professional Services (References) Attachment 5 - Technology Deployment Attachment 6 - Project Expectations Attachment 7 - Functional Requirements Attachment 8 - Project Staffing Attachment 9 - Conversions Attachment 10 – Cost Attachment 11 – Interfaces Attachment 12 - Reports

Section 5 – Attachments