Proposer Checklist.pdf

This is a Proposer RFP Checklist document prepared by the City of Santa Monica, California, for a cloud-based backflow testing management software procurement. The City is soliciting proposals for a comprehensive software solution that will enable input, validation, tracking, and management of water backflow testing and customer notifications, with features including customer account management, customizable notifications, multiple user access levels, system integration with existing asset management software, and robust reporting functionality. The RFP was released on February 1, 2021, with a question submission deadline of February 15, 2021, and proposals due on March 8, 2021 at 3:00 pm. The initial contract term is three years with five potential one-year renewal options exercisable at the City's sole discretion. Proposals will be evaluated on a points-based system across seven weighted criteria: Ability to Meet Scope/Timelines (25 points), Experience/Technical Competence (20 points), Cost of Services (20 points), Quality Control (15 points), Stability/References (10 points), Value Add/Breadth of Service (10 points), and Presentation/Demonstration (5 points).

The checklist emphasizes that proposers must submit comprehensive documentation including a letter of transmittal, qualifications, key personnel information, references, project work plan, and a cost proposal. Vendors must comply with the City's Living Wage Ordinance and maintain specific insurance coverage including Commercial General Liability, Workers' Compensation, and Technology Professional Errors and Omissions/Cyber Liability insurance. Information security requirements mandate compliance with industry standards such as PCI-DSS, HIPAA, and CJIS, with vendors required to provide annual independent assessments like SAS SOC Type 2 reports. Proposers must acknowledge all issued addenda, adhere strictly to the specified RFP format, and submit responses on time, as late proposals are not accepted. All addenda and questions with answers are posted on the City's online vendor portal, ProcureNow.