Power_Platform_Support_Services.pdf

REQUEST FOR PROPOSAL # C156180926

Consultant Contract

Project Title: Power Platform Support Services

Table 1: Solicitation Schedule

Solicitation Release October 2, 2026

Pre-Submittal Conference (Non-Mandatory) October 8, 2026, 10:00am

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/286501113856

262?p=aZHsgO0pZ9rfviqLGA Meeting ID: 286 501 113 856 262 Passcode: Jo3pL7oP Need help? | System reference Dial in by phone +1 206-686-8357,,213586467# United States, Seattle Find a local number Phone conference ID: 213 586 467#

Deadline for Questions October 22, 2026, 12:00am

Response Submission Deadline October 29, 2026, 5:00pm

Announcement of Successful Proposer(s) OPTIONAL - Add date range if using, if not using click Manage Events followed by Remove Custom

Event https://teams.microsoft.com/meet/286501113856262?p=aZHsgO0pZ9rfviqLGA https://teams.microsoft.com/meet/286501113856262?p=aZHsgO0pZ9rfviqLGA

Estimated Dates of Interviews (if

Conducted)

OPTIONAL - Add date range if using, if not using click Manage Events followed by Remove Custom

Event

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/seattle/projects/309276

Procurement Contact Information

Procurement Contact: Jason Edens, Contracts Advisor, jason.edens@seattle.gov, (206) 684-0600

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

TABLE OF CONTENTS

1. Procurement Contact Information

2. Purpose and Background

3. Performance Schedule

4. Solicitation Objectives

5. Minimum Qualifications

6. Scope of Work

7. Contract Modifications

8. Procedures and Requirements

9. Selection Process

10. Proposal Evaluation

11. Award and Contract Execution

12. Response Materials and Submittal

Attachments:

A - C156180926 Power Platform Services Contract

1. Procurement Contact Information

Procurement Contact: Jason Edens, Contracts Advisor, jason.edens@seattle.gov, (206) 684-0600

Proposals are to be submitted through the e-Procurement portal at https://procurement.opengov.com/portal/seattle, no later than 5:00 pm on Thursday, October 29, 2026.

Unless authorized by the Procurement Contact, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information.

2. Purpose and Background

Purpose

The purpose of this Request for Proposals (RFP) is to solicit qualified vendors to provide professional services in support of the City of Seattle’s Microsoft Power Platform ecosystem. The City seeks strategic partners to help transition from a phase of organic, department-led adoption to a mature, enterprise-wide sustainment model. The selected vendor(s) will provide services that enhance platform governance, scalability, security, and support, while aligning with the City’s values of equity, accessibility, and digital inclusion.

This engagement will support the City’s goals to:

• Maintain and enhance existing Power Platform solutions

• Provide scalable support for new application development

• Establish and enforce governance, security, and lifecycle management best practices

• Promote responsible citizen development and innovation

• Ensure accessibility and equitable access to digital tools across departments

Background

The City of Seattle has successfully deployed Microsoft Power Platform as a key enabler of digital transformation and operational efficiency. Since its introduction, the platform has seen widespread adoption, with users across multiple City departments. This has resulted in a growing ecosystem of more than 30 enterprise-grade applications, hundreds of citizen-developed apps, and thousands of Power Automate flows.

This organic growth has demonstrated the platform’s value in empowering departments to solve business problems, streamline workflows, and reduce reliance on traditional development resources. However, as adoption continues to scale, the City recognizes the need for a more sustainable, governed, and supportable model to ensure long-term success.

Seattle IT is now seeking to establish a pool of approved vendor partners to help evolve the Power Platform ecosystem into a secure, sustainable, and citizen-empowered environment that supports both enterprise-grade solutions and grassroots innovation.

3. Performance Schedule https://procurement.opengov.com/portal/seattle

Performance Schedule

After award, the City anticipates that selected partners will remain on the selection list for 2 years with an option to extend the agreement for an addition two 2-year periods for a maximum contract life of 6 years.

Partners on the selection list will be the preferred partners for any projects that arise during that period from

City departments. Each project will have an individual performance schedule based on scope and timeline, which will be negotiated upon the project start. The City reserves the right to extend the contract, up to a maximum of 10 years. Poor performance on projects assigned under this contract may result in removal from the selection list.

Project Duration

This RFP is for the purpose of having reliable partners to scale the Power Platform and provide surge support to related projects as they arise. The duration of individual projects will vary based on scope and funding.

4. Solicitation Objectives

The City expects to achieve the following outcomes through this consultant solicitation:

The City of Seattle is seeking to establish a strategic partnership with a qualified vendor (or vendors) to support the continued growth and maturity of its Microsoft Power Platform ecosystem. Through this solicitation, the City aims to achieve the following objectives:

A. Establish a Sustainable Support Model

Develop and implement a scalable support framework that enables departments to maintain and enhance existing Power Platform solutions while supporting new development needs.

B. Enhance Governance and Security

Implement best practices for platform governance, security, and lifecycle management to ensure compliance, data integrity, and responsible use across the enterprise.

C. Promote Citizen Development and Innovation

Empower City staff through training, enablement, and support structures that encourage responsible citizen development while maintaining oversight and consistency.

D. Advance Equity and Accessibility Goals

Ensure that Power Platform solutions are designed and supported in ways that promote digital inclusion, accessibility, and equitable access to technology across all departments and communities.

E. Provide Strategic and Technical Expertise

Leverage vendor expertise to guide the City through platform evolution, including architecture, solution design, DevOps, and integration with other enterprise systems.

F. Support Change Management and Adoption

Assist with organizational change management, communications, and training to drive adoption and ensure long-term success of the Power Platform across the City.

5. Minimum Qualifications

Minimum qualifications are required for a Consultant to be eligible to submit a proposal response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration:

To be considered for this engagement, vendors must meet all of the following minimum qualifications at the time of proposal submission:

A. Experience with Microsoft Power Platform

5+ years experience delivering professional services related to Microsoft Power Platform (Power Apps, Power Automate, Power BI, Copilot Studio, and Power Pages) within enterprise or public sector environments, including expanding on and/or integrating with the Power Platform using high-code tools.

B. Relevant Experience with Power Platform Governance

2+ years experience utilizing governance, security, and compliance best practices in cloud-based environments, particularly within Power Platform and Azure ecosystems.

C. Project Management Capability

3+ years experience in managing complex, multi-stakeholder projects using structured methodologies.

Demonstrated knowledge and ability to work through a project lifecycle, including requirement elicitation and traceability.

6. Scope of Work

6.1. Power Platform Support Services Scope of Work

6.1. New Solution Development

• Work alongside Seattle IT and departmental stakeholders to design and develop new Power Platform solutions.

• Provide project management for the implementation efforts of new solutions in partnership with

Seattle IT and stakeholders.

• Provide architectural guidance and technical expertise for complex or cross-departmental initiatives.

• Support integration efforts with other enterprise systems as directed by Seattle IT.

6.2. Solution Support and Enhancement

• Collaborate with Seattle IT to provide support for existing Power Platform solutions, including troubleshooting, performance tuning, and enhancements.

• Conduct assessments of legacy apps and flows in partnership with City staff to ensure alignment with governance and security standards.

• Maintain clear records of work performed, aligned with City standards and practices.

6.3. Platform Governance and Strategy

• Assist Seattle IT in developing and refining a governance framework, including environment strategy, DLP policies, and access controls.

• Support the documentation and implementation of platform standards, naming conventions, and lifecycle management practices.

• Advise on best practices to ensure solutions meet City and regulatory requirements for security, privacy, and accessibility.

• Support Seattle IT in conducting periodic reviews and implementing improvements.

6.4. Citizen Development Enablement

• Assist in the creation of training materials and delivery of enablement sessions to empower City staff as responsible citizen developers.

• Support the establishment and operation of a Center of Excellence (CoE) model in collaboration with

Seattle IT.

• Provide coaching and mentoring under the guidance of the Digital Workflow Solutions Team

6.5. Monitoring and Reporting

• Prepare monitoring reports, metrics and alerts as requested by Seattle IT

• Assist Seattle IT with implementation of monitoring tools for Power Platform solutions

6.6. Change Management and Adoption Support

• Assist Seattle IT in developing and executing change management strategies, including stakeholder engagement and user adoption planning.

• Provide materials and support for communications, training, and feedback collection.

7. Contract Modifications

The City consultant contract is attached (See Attachments Section).

The City has attached its boilerplate contract terms so Proposers can be familiar with the boilerplate and the non-negotiable terms before submitting a proposal. Any questions about the City’s boilerplate should be made in advance of submittal.

If a Consultant seeks to modify the Contract, the Consultant must request that within their Proposal response as taking an “Exception”. The Consultant must provide a revised version that shows their proposed alternative contract language. The City is not obligated to accept such proposed changes. If you request Exceptions that materially change the character of the contract, the City may reject the Consultant’s Proposal as non-responsive. The City cannot modify provisions mandated by Federal, State or City law: Equal Benefits, Audit

(Review of Vendor Records), WMBE and EEO, Confidentiality, and Debarment, or mutual indemnification. Such

Exceptions would be summarily disregarded.

Although the City may open discussions with the highest ranked apparent successful Proposer(s) to align the proposal or contract to best meet City needs, this does not ensure negotiation of modifications proposed by the consultant through the exception process above.

8. Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

8.1. Registration into the City's Procurement Portal

If you have not previously done so, register at: https://procurement.opengov.com/portal/seattle, then subscribe to the City’s Procurement Portal. The Procurement Portal is used by City staff to identify companies for future solicitation lists and check certifications. Women- and minority-owned firms are asked to self-identify their business as such within the Procurement Portal. Registration in the City's Procurement Portal is required to submit a response to this solicitation.

8.2. Pre-Submittal Conference

The City offers an optional pre-submittal conference at the time, date and location on the Timeline. Proposers are highly encouraged to attend but not required to attend to be eligible to propose. The meeting answers questions about the solicitation and clarifies issues. This also allows Proposers to raise concerns. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items known as of this pre-proposal conference.

8.3. Questions

Proposers may submit their questions through the Procurement Portal. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to questions if any are issued.

8.4. Changes to the RFP

The City may make changes to this RFP if, in the sole judgment of the City, the change will not compromise the

City’s objectives in this solicitation. Any change to this RFP will be made by formal addendum issued by the City, through the Procurement Portal at https://procurement.opengov.com/portal/seattle and shall become part of this RFP.

8.5. Receiving Addenda and/or Question and Answers

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the

City, through the Procurement Portal. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the

Consultant that any and all addenda was received and incorporated into your response. However, the Project

Manager reserves the right to reject any submittal that does not fully incorporate Addenda that is critical to the project.

8.6. Proposal Submittal

Proposals must be received by the City no later than the date and time in the Timeline, except as revised by

Addenda. The submitter has full responsibility to ensure the response is submitted to the City's Procurement

Portal within the deadline. The Procurement Portal will not allow vendors to upload submissions past the deadline.

8.7. Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to respond in a manner that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms and information. The Proposer is to ensure the materials submitted properly and accurately reflect the Proposer’s offering. During scoring and evaluation

(prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; this does not limit the City’s right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.

8.8. Prohibited Contacts

Proposers shall not interfere in any way to discourage other potential and/or prospective proposers from proposing or considering a proposal process. Prohibited contacts includes but is not limited to any contact, whether direct or indirect (i.e. in writing, by phone, email or other, and by the Proposer or another person acting on behalf of the Proposer) to a likely firm or individual that may discourage or limit competition. If such activity is evidenced to the satisfaction and in sole discretion of the City department, the Proposer that initiates such contacts may be rejected from the process.

8.9. License and Business Tax Requirements

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes

A. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.

B. A “physical nexus” means you have physical presence, such as: a building/facility/employee(s) in

Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).

C. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP/RFQ, and it will ask you to specify if you have “physical nexus”.

D. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the

Consultant and not charged separately to the City.

E. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.

F. The City of Seattle Application for a Business License and additional licensing information can be found on this page here: https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses

G. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is tax@seattle.gov. The main phone is 206-684-8484.

H. Self-Filing You can pay your license and taxes on-line https://www.filelocal-wa.gov/Default_FileLocal.aspx

I. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the License and Tax Administration office at tax@seattle.gov or 206-

684-8484 to request additional assistance.

J. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the

City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

8.10. State Business Licensing

Before the contract is signed, you must have a State of Washington business license (a “Unified Business

Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged https://www.seattle.gov/city-finance/business-taxes-and-licenses/business-licenses mailto:rca@seattle.gov https://www.filelocal-wa.gov/Default_FileLocal.aspx https://www.filelocal-wa.gov/Default_FileLocal.aspx mailto:tax@seattle.gov separately to the City. Instructions to apply for a business license can be found at https://dor.wa.gov/open-business/apply-business-license and the State of Washington Department of Revenue contact help page at https://dor.wa.gov/contact.

8.11. Federal Excise Tax

The City is exempt from Federal Excise Tax.

8.12. No Guaranteed Utilization

The City does not guarantee utilization of any contract(s) awarded through this RFP/RFQ process. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to issue multiple or partial awards, and/or to order work based on

City needs. The City may turn to other appropriate contract sources or supplemental contracts to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

8.13. Expansion Clause

The contract limits expansion of scope and new work not expressly provided for within the RFP.

Expansion for New Work (work not specified within the original Scope of Work Section of this Agreement, and/or not specified in the original RFP as intended work for the Agreement) must comply with the following:

(a) New Work is not reasonable to solicit separately; (b) is for reasonable purpose; (c) was not reasonably known by the City or Consultant at time of solicitation or was mentioned as a possibility in the solicitation (i.e. future phases of work, or a change in law); (d) is not significant enough to be regarded as an independent body of work; (e) would not attract a different field of competition; and (f) does not change the identity or purpose of the Agreement.

The City may make exceptions for immaterial changes, emergency or sole source conditions, or other situations required in City opinion. Certain changes are not subject to these limitations, such as additional phases of Work anticipated during solicitation, time extensions, and Work Orders issued on an On-Call contract. Expansion must be mutually agreed and issued by the City through written Addenda. New Work performed before an authorizing Amendment may not be eligible for payment.

The City reserves the right to independently solicit and award any New Work to another firm when deemed appropriate or required by City policy.

8.14. Effective Dates of Offer

Solicitation responses are valid until the City completes award. Should any Proposer object to this condition, the

Proposer must object prior to the Q&A deadline in the Timeline.

8.15. Cost of Preparing Proposals

The City is not liable for costs incurred by the Proposer to prepare, submit and present proposals, interviews and/or demonstrations.

https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/open-business/apply-business-license https://dor.wa.gov/contact

8.16. Readability

The City’s ability to evaluate proposals is influenced by the organization, detail, comprehensive material and readable format of the response.

8.17. Changes or Corrections to Proposal Submittal

Prior to the proposal submittal closing date and time established for this RFP, a Consultant may change or correct its proposal by following the Instructions here:

https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe. No change to a proposal shall be made after the proposal closing date and time.

8.18. Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No error or omission shall diminish the

Proposer’s obligations to the City.

8.19. Withdrawal of Proposal

A submittal may be withdrawn at any time through the Procurement portal prior to the closing date or by written request of the submitter.

8.20. Rejection of Proposals

The City may reject any or all proposals with no penalty. The City may waive immaterial defects and minor irregularities in any submitted proposal.

8.21. Incorporation of RFP and Proposal in Contract

This RFP and Proposer’s response, including promises, warranties, commitments, and representations made in the successful proposal once accepted by the City, are binding and incorporated by reference in the City’s contract with the Proposer.

8.22. Independent Contractor

The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the Consultant. Consultant workers are prohibited from supervising City employees or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of

Seattle timesheet, administering employee discipline, and similar supervisory actions.

Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City.

The City will not provide space in City offices for performance of this work. Consultants will perform most work from their own office space or the field.

8.23. Equal Benefits

Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of https://opengov.my.site.com/support/s/article/4f4218bf-7da6-4fc6-b0c3-7eade0776ebe employees, and of their dependents and family members. The Consultant Questionnaire requested in the

Submittal instructions includes materials to designate your equal benefits status.

8.24. Insurance Requirements

Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance and additional insured endorsement policy language to the City before Contract execution. The apparent successful

Proposer must promptly provide proof of insurance to the City upon receipt of the notice of intent to award.

Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Proposers may elect to provide the requested insurance documents within their Proposal.

8.25. Proprietary Materials

The State of Washington’s Public Records Act (Release/Disclosure of Public Records): Under Washington State

Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of

Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.

The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the

City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://app.leg.wa.gov/rcw/default.aspx?cite=42.56.

If you have any questions about disclosure of the records you submit with your bid, contact the Procurement

Contact named in this document.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)

As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal or contract work products, are exempt from disclosure you can request that they not be released before you receive notification.

To do so you must complete the City Non-Disclosure Request Form (“the Form”) provided by the City (see page

4 on the Consultant Questionnaire) and very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption http://app.leg.wa.gov/rcw/default.aspx?cite=42.56 scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form.

Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the

Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the

City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to Purchasing for that record(s), you can then seek an injunction under

RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.

Requesting Disclosure of Public Records

The City asks bidders and their companies to refrain from requesting public disclosure of bids until an intention to award is announced. This measure is intended to protect the integrity of the solicitation process particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law. If you do wish to make a request for records, visit https://www.seattle.gov/public-records/public-records-request-center.

8.26. Ethics Code

Familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. For an in-depth explanation of the City’s Ethics Code for Contractors, Vendors, Customers and Clients, visit:

http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm. Any questions should be addressed to Seattle

Ethics and Elections Commission at 206-684-8500.

No Gifts and Gratuities.

Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example of this is giving sporting event tickets to a City employee who is also on the evaluation team of a solicitation to which you submitted or intend to submit. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants.

Involvement of Current and Former City Employees.

https://www.seattle.gov/public-records/public-records-request-center https://www.seattle.gov/public-records/public-records-request-center http://www.seattle.gov/ethics/etpub/et_home.htm http://www.seattle.gov/ethics/etpub/faqcontractorexplan.htm

The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former

City employees, official or volunteer that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.

Contract Workers with over 1,000 Hours.

The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.

No Conflict of Interest.

Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.

Campaign Contributions (Initiative Measure No. 122)

Elected officials and candidates are prohibited from accepting or soliciting campaign contributions from anyone having at least $250,000 in contracts with the City in the last two years or who has paid at least $5,000 in the last 12 months to lobby the City. See Initiative 122, or call the Ethics Director with questions.

8.27. Background Checks and Immigrant Status

The City may require background checks for the Consultant, as well as some or all of their employees and contracted workers who may perform work under this Agreement. The City reserves the right to require such background checks at any time. The City has strict policies regarding the use of background checks, criminal checks, and immigrant status for contract workers. The policies are incorporated into this Agreement and available for viewing on-line at http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks.

8.28. Use of Hyperlinks and URLs in Submittals

Hyperlinks and URLs to web sites or references to attachments may not be used in documents submitted in response to this solicitation, unless specifically requested in the submittal requirements. The City is not obligated to evaluate, review, or score any information submitted in the form of a hyperlink or URL. Information and documentation requested for the evaluation process must be submitted in the format indicated in the solicitation instructions.

8.29. Cost and Pricing

Provide a fully-loaded hourly rate, including a breakdown of the total number of hours to complete the Work and a firm fixed price based on the Scope of Work and deliverables provided in the solicitation. Costs shall include all direct, indirect and overhead expenses, including travel and lodging expenses and any other allowable reimbursable costs incurred by the Consultant to perform the Work.

http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks http://www.seattle.gov/purchasing-and-contracting/social-equity/background-checks

Do not include contingency or assumptions in your cost proposal. Instead, you may include a separate breakdown for out-of-scope costs, including scope of work, hours and any assumptions for the City to consider in your proposal.

The City may request additional clarification or a breakdown of the hours and costs with the top-ranking proposers.

9. Selection Process

9.1. Initial Screening

The City will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2. Equal Benefits, Minimum Qualifications, an Inclusion Plan, satisfactory financial responsibility and other elements are screened in this Step. A significant failure to perform on past City projects may also be considered in determining the responsibility of a firm.

9.2. Proposal Evaluation

Proposals shall be evaluated using the evaluation criteria in the Proposal Evaluation Section.

9.3. Interviews

The City may interview top ranked firms from the proposal evaluation. If interviews are conducted, rankings of firms shall be determined by the City, using the combined results of interviews and proposal submittals.

Consultants invited to interview are to bring the assigned key person(s) named by the Consultant in the

Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are not on the project team without advance authorization by the

Procurement Contact. If interviews are conducted, they will be worth the points listed in the Proposal Evaluation section.

9.4. References

The City may contact one or more references. The City may use references named or not named by the Proposer.

The City may also consider the results of performance evaluations issued by the City on past projects.

9.5. Selection

The City shall select the highest ranked Proposer(s) for award, including written proposal and the interview (if applicable). The City reserves the right to make a final selection based on the combined results and/or the overall consensus of the Consultant Evaluation Committee.

9.6. Contract Negotiations

The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).

9.7. Right to Award to next ranked Consultant

If a contract is executed resulting from this solicitation and is terminated within 90-days, the City may return to the solicitation process to award to the next highest ranked responsive Consultant by mutual agreement with such Consultant. New awards thereafter are also extended this right.

9.8. Repeat of Evaluation

If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.

10. Proposal Evaluation

The City will evaluate proposals using the criteria below. Responses will be evaluated, scored and ranked.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications

Experience and Qualifications will be further reviewed for vendors who meet Minimum

Qualifications. To demonstrate experience and qualifications, submissions should include the following:

• Provide a description of your organization’s experience delivering professional services focused on

Microsoft Power Platform, including

Power Apps, Power Automate, Power BI, Copilot Studio, and Power

Pages. Describe how your team has expanded or integrated these tools using high-code approaches.

(Reference Section 6.1 and 6.2)

• Provide evidence of experience applying governance, security, and compliance best practices within

Power Platform and Azure environments. This evidence could include governance charters, strategic plans, enterprise design standards that are utilized, etc.

(Reference Section 6.3 and 6.4)

• Provide examples demonstrating your ability to manage complex, multi-stakeholder projects using structured methodologies, including requirement elicitation and traceability. Include in the examples descriptions of the project that speak to scope, budget, timeline and outcomes. (Reference Section 6.1 and 6.6)

Points Based 40 (40% of Total)

2. Proposed Delivery of Service

Proposals for services do not require identifying individual staff, but should demonstrate the vendor's commitment to providing quality services in future projects.

Submissions should:

• Describe your process for development and implementation of solutions, troubleshooting, performance tuning, and ensuring supportability of implemented solutions. (Reference Section 6.1 and

6.2)

• Provide descriptions of past architectural guidance, cross-departmental solution design, technical leadership, and integration with enterprise systems. (Reference

Section 6.1 and 6.3)

• Describe your strategy for project management, stakeholder engagement, user adoption planning, communication materials, and user training. (Reference Section 6.6)

• Explain how you prepare monitoring reports, metrics, alerts, and support implementation of monitoring tools.

(Reference Section 6.5)

If you are identifying specific staff that will work under any awarded contract, include resumes/bios and any certifications for those staff members. Resumes should detail their relevant Power Platform experience, as well as any additional application development skills or experience.

Points Based 30 (30% of Total)

3. Cost Proposal

This RFP is designed to select preferred partners for surge needs and scaling of the

Power Platform and related technologies. Cost proposals should include average hourly rates for Project Manager, Business Analysis, and

Developer resources. Note that actual cost and payment terms will be negotiated on a per-project basis for vendors that are selected.

Points Based 30 (30% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews

Vendors that move beyond the submission review phase and demonstrate strong qualifications will be notified for an interview.

The interview will be conducted with a team from the City including service stakeholders and Power Platform SMEs. Interviews will focus on materials provided in the submission and further exploration of approach to services. There may be technical questions in the conversation to gage the understanding of the breadth of knowledge in the platform.

While it is not required that individual staff be identified at this stage, the vendor interviewees should be able to speak to the level of knowledge, design standards, and design approach of projects built utilizing the

Power Platform and related technologies.

Points Based 100 (100% of Total)

11. Award and Contract Execution

The Procurement Contact will provide timely notice of an intent to award to all Consultants responding to the

Solicitation.

11.1. Protests

Interested parties that wish to protest any aspect of this RFP selection process shall provide written notice to the Procurement Contact.

11.2. No Debriefs

The City issues results and award decisions to all bidders. The City will not provide debriefs.

11.3. Instructions to the Apparently Successful Consultant(s)

The Apparently Successful Consultant(s) will receive an Intent to Award Letter from the Procurement Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.

Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business

License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.

11.4. Checklist of Requirements Prior to Award

The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.

• Seattle Business License is current and all taxes due have been paid.

• State of Washington Business License.

• Evidence of Insurance (if required)

• Form W-9 if a new Consultant for the City

11.5. Insurance Requirements for Award

Proof of insurance is required, see Attachments for Insurance Transmittal Form.

12. Response Materials and Submittal

Prepare your response as follows. Use the following format and provide all attachments. Failure to provide all information below on proper forms and in the order requested, may cause the City to reject your response. Items with an asterisk are required.

1. Proof of Legal Business Name

Provide a certificate or documentation from the Secretary of State in which you incorporated that shows your company legal name. Many companies use a “Doing Business As” name or nickname in daily business; the City requires the legal name for your company. When preparing all forms below, use the proper company legal name. Your company’s legal name can be verified through the State Corporation Commission in the state in which you were established, which is often located within the Secretary of State’s Office for each state. For the

State of Washington, see http://www.secstate.wa.gov/corps/

2. Minimum Qualifications*

This response is mandatory. The determination you have achieved all minimum qualifications is made from this section alone, and therefore, the Evaluation Committee is not obligated to check references or search other materials in your proposal to make this decision.

For each Minimum Qualification listed below, please describe how you meet the minimum qualification.

Minimum Qualification #1: Experience with Microsoft Power Platform

5+ years experience delivering professional services related to Microsoft Power Platform (Power Apps, Power

Automate, Power BI, Copilot Studio, and Power Pages) within enterprise or public sector environments, including expanding on and/or integrating with the Power Platform using high-code tools.

Minimum Qualification #2: Relevant Experience with Power Platform Governance

2+ years experience utilizing governance, security, and compliance best practices in cloud-based environments, particularly within Power Platform and Azure ecosystems.

Minimum Qualification #3: Project Management Capability

Ability to manage complex, multi-stakeholder projects using structured methodologies. Demonstrated knowledge and ability to work through a project lifecycle, including requirement elicitation and traceability.

*Response required http://www.secstate.wa.gov/corps/

3. Proposal Response*

Provide a written proposal that speaks to the scope of work in section 6 and proposal criteria described section 10 (experience and Qualifications, Proposed Delivery of Service. Proposals should be thorough, but limited to 15 pages (not including any attached resumes or strategic plan/governance document examples).

Written proposals will be evaluated on the criteria described in section 10 (Proposal Evaluation).

Provide at least one reference in your proposal, which the City will contact for high-scoring firms. References should be able to speak to work performed by the Proposer in the last 3 years.

*Response required

4. Pricing Proposal*

This RFP is designed to select preferred partners for surge needs and scaling of the Power Platform and related technologies. Cost proposals should include the vendor's anticipated hourly rate for consultants that would be assigned, including a 'not-to-exceed' rate.

*Response required

5. Consultant Questionnaire *

Please download the below document, complete, and upload.

Provide information to the extent this information is available. If your response is incomplete or requires further description, the City may request additional information within a specified deadline, or may determine the missing information is immaterial.

• fas-cpcs-consultant-questio...

*Response required

6. Contract Modifications

Make requested changes to the Contract language using track changes and upload here.

https://government-project.s3.us-west-2.amazonaws.com/85872/5d652daf-9b35-4527-9260-cd81b180897d_fas-cpcs-consultant-questionnaire.docx