PW1137-22 - CMRS RFP - FINAL.pdf

PW1172-22 – Campground Management and Reservation System (CMRS) Page 1 of 12

MARION COUNTY

REQUEST FOR PROPOSALS PW1172-22

OREGON BUYS #: S-C25102-00003950

Campground Management and Reservation System

Release Date: November 14, 2022

RFP Due Date: 2:30 p.m. (PST) on December 20, 2022

Refer Questions to:

Toby Giddings Phone number: (503) 588-5047 tgiddings@co.marion.or.us

Submit RFP’s to:

PO_Contracts@co.marion.or.us

Electronic copies of this RFP and attachments, if any, can be obtained from the Oregon Buys website https://oregonbuys.gov and search either of the numbers listed above within Bid Solicitations.

mailto:tgiddings@co.marion.or.us mailto:PO_Contracts@co.marion.or.us https://oregonbuys.gov/

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Table of Contents

REQUEST FOR PROPOSALS PW1172-22

1. INTRODUCTION

2. BACKGROUND

3. CONTRACT TERM

4. SCHEDULE OF EVENTS

5. SCOPE OF WORK

6. ANTICIPATED CONTRACT TASKS

7. PRE-PROPOSAL CONFERENCE

8. INSTRUCTIONS TO PROPOSERS

a. Cover Letter

b. CMRS Functional Overview

c. Task 1: Project Management Plan

d. Task 2: System Analysis and Detailed Functional Specifications

e. Task 3: Development

f. Task 4: System Testing Support

g. Task 5: System Access and Training

h. Task 6: CMRS Application Launch

i. Task 7: Ongoing Maintenance and Support

j. Qualifications and Experience

k. Advantage to the County

l. Advantage to the Public

m. References

n. Specifications Worksheet

o. Cost Proposal

p. Proposed Contract (optional)

9. CONTRACT FORM

10. EVALUATION

a. Minimum Responsiveness

b. Categories

c. Evaluation Methodology

11. NEXT STEP DETERMINATION

a. Additional Submission Items

b. Demonstration

12. AWARD NOTICE AND ACCEPTANCE PERIOD

13. PROTEST AND APPEALS

14. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules

b. RFP Amendment, Cancellation and Right of Rejection

c. Confidentiality

d. Proposer Responsible for Incurred Costs

e. Cooperative Purchasing

15. ATTACHMENTS AND EXHIBITS

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1. INTRODUCTION

Marion County Public Works Department (County) is currently seeking a Campground Management and Reservation System (CMRS). The County is seeking proposals from individuals, firms, teams or consultants, hereafter called “proposer(s),” with demonstrated experience in implementing campground reservation systems for customers with needs similar in scope to County, and proposes to engage the successful Proposer for the following services:

Provide a cloud-based SaaS CMRS meeting Marion County Public Works’ process flows and requirements in reservation scheduling, reservation management, reports, and payment processing.

All firms submitting proposals are referred to as proposers in this document; after negotiations, the awarded Proposer will be designated as Contractor.

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 347,818, stretches from the Willamette River to the Cascade Mountains and encompasses nearly 1,200 square miles. Marion County has 20 cities, including the Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven departments of which are headed by elected officials.

Marion County’s Public Works Department campground reservation program is responsible for management and reservation for 18 campground and sites owned by Marion County. To modernize the campground program and move forward with a SaaS cloud-based Enterprise model, Public Works is seeking an online and robust Campground Management and Reservation System. The goal of this modernization is to support the campground program with increased efficiency of program staff with automated scheduling and reporting, data quality with online scheduling tool, reduce time spent on manual processes, and improve administrative processes with the ability to provide dynamic reports.

3. CONTRACT TERM

The Contract is anticipated to start in January 2023. The initial Contract term shall be for 5 years. The parties may agree to extend the term of the Contract until such time a replacement system is implemented.

4. SCHEDULE OF EVENTS

a. Optional pre-proposal conference November 21, 2022, at 2:30pm.

b. Questions and Clarifications due to the contact on the cover page of the RFP no later than 2:30pm on November 28, 2022.

c. Answers to questions posted on OREGONBUYS website on December 2, 2022.

d. RFP Protest Period Ends 7 calendar days prior to RFP Closing.

e. Proposals are due no later than 2:30 p.m. on December 20, 2022, at the email address listed on the cover page of the RFP. Late submittals will not be accepted.

http://www.co.marion.or.us/BOC/about.htm#cities

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f. Notice of Intent to Award Protest Ends 7 days from Notice of Intent to Award.

g. Contract Execution (approximately): February 2022.

The County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

5. SCOPE OF WORK

Provide and implement a CMRS that will replace the current manual processes for campground reservations. The goal of the new system is to:

a. Increase efficiency of program staff with automated scheduling and reporting.

b. Increase data quality with online scheduling tool.

c. Reduce time spent on manual processes.

d. Improve administrative processes with the ability to provide dynamic reports.

e. Provide Data Migration

6. ANTICIPATED CONTRACT TASKS

a. Task 1: Project Management Plan. The Apparent Successful Proposer shall provide a Project Management Plan specific to the project management services for this project using project management best practices as defined by County and the Project Management Institute Body of Knowledge (PMBOK). The plan must include a definition and provide a detailed summary for each section in the “Project Management Plan Overview”, to showcase how each Deliverable, Section, and Subsection within the Project Management Plan will be executed. This Task includes consulting with County, advising County as to project status, managing the development and delivery of Deliverables, documenting CRMS requirements, making agreed-upon adjustments to the Project Plan, and containing the project scope and schedule to ensure that the project goals are met and that the CRMS delivered to Marion County Public Works meets their requirements (see attachment “enter finalized document name”).

b. Task 2: System Analysis and Detailed Functional Specifications. The Apparent Successful Proposer shall complete an analysis, including a gap analysis, of Marion County Public Works Department CRMS Specification Worksheet (Attachment 4), current processes, identify areas for process improvement, develop detailed functional specifications, and document detailed business processes for the CRMS in accordance with the agreed Project Plan.

c. Task 3: Development. The Apparent Successful Proposer shall develop, test, and deliver functional CRMS inclusive of a Configured Campgrounds Reservation Management System that meets the Marion County Public Works Department Specification Worksheet (Attachment 4) and the prototype design documented in the accepted Functional Specifications Document, and deploy it to a test environment where Marion County can perform acceptance testing.

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d. Task 4: System Testing Support. The Apparent Successful Proposer shall develop a User Acceptance Testing (UAT) guide inclusive of test scenarios for Marion County to complete.

Apparent Successful Proposer will respond to Marion County questions about the CRMS and Configured Campgrounds Reservation Management System and resolve identified defects and/ Campgrounds Reservation Management System setup and configuration changes within agreed-upon timeframes during Marion County testing activities.

e. Task 5: System Access and Training. The Apparent Successful Proposer shall provide Marion County-designated personnel with system access and provide them with thorough system training. On or before the training, the Apparent Successful Proposer shall deliver the CRMS User Guide and any Training Materials in electronic format.

f. Task 6: Campgrounds Reservation Management System Launch. Upon Apparent Successful Proposer’s delivery of the successfully tested CRMS, the Project Sponsor must execute the Letter of Acceptance. Once Apparent Successful Proposer receives the executed letter from Marion County, CRMS will be deemed accepted and placed into production.

Completion of this Task will indicate Marion County considers the project complete and delivered.

g. Task 7: Ongoing Maintenance and Support. The Apparent Successful Proposer must provide needed services to support the CRMS such maintenance agreements, software upgrades, annual updates, patches and fixes needed to improve functionality and keep the software in working order. Proposer will provide such support, not only to maintenance packages purchases under this agreement, but in support of any existing and current agreements.

7. PRE-PROPOSAL CONFERENCE

An optional pre-proposal conference is scheduled at the time and date set forth in Section 4:

Schedule of Events and will be a Teams Meeting.

Click the following link to join the meeting: https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNkNjk4OTUtMGRiZS00ZDAyLThhZTQtZDI5Njk3MjhiNmIy%40thr ead.v2/0?context=%7b%22Tid%22%3a%22716bee54-8eb8-46d6-a628- 9178fc88015e%22%2c%22Oid%22%3a%224be3bacd-cda1-4b0d-b138-92dd55237201%22%7d

Potential proposers may ask questions during the conference, however, statements made by the County at the conference are not binding upon the County unless confirmed by a written addendum.

8. INSTRUCTIONS TO PROPOSERS

Proposals are due at the County no later than the time and date set forth in the Section 4:

Schedule of Events. Proposals will be considered time-stamped and received by the County when they are received in the email inbox listed on the cover page. Email subject line shall be clearly marked with the RFP number:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNkNjk4OTUtMGRiZS00ZDAyLThhZTQtZDI5Njk3MjhiNmIy%40thread.v2/0?context=%7b%22Tid%22%3a%22716bee54-8eb8-46d6-a628-9178fc88015e%22%2c%22Oid%22%3a%224be3bacd-cda1-4b0d-b138-92dd55237201%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNkNjk4OTUtMGRiZS00ZDAyLThhZTQtZDI5Njk3MjhiNmIy%40thread.v2/0?context=%7b%22Tid%22%3a%22716bee54-8eb8-46d6-a628-9178fc88015e%22%2c%22Oid%22%3a%224be3bacd-cda1-4b0d-b138-92dd55237201%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNkNjk4OTUtMGRiZS00ZDAyLThhZTQtZDI5Njk3MjhiNmIy%40thread.v2/0?context=%7b%22Tid%22%3a%22716bee54-8eb8-46d6-a628-9178fc88015e%22%2c%22Oid%22%3a%224be3bacd-cda1-4b0d-b138-92dd55237201%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWNkNjk4OTUtMGRiZS00ZDAyLThhZTQtZDI5Njk3MjhiNmIy%40thread.v2/0?context=%7b%22Tid%22%3a%22716bee54-8eb8-46d6-a628-9178fc88015e%22%2c%22Oid%22%3a%224be3bacd-cda1-4b0d-b138-92dd55237201%22%7d

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PW1172-22 – Campground Management and Reservation System (CMRS)

Proposers must include their name and address and contact information in the body of the email.

It is the Proposer’s responsibility to ensure that proposals are received prior to the stated submission deadline and email address. Pursuant to MCPCR 20-0460, The county shall not consider late offers, withdrawals or modifications, except as permitted in sections 20-0470 or 20- 0261.

The proposal must include information responsive to items (a) through (p) set forth below. The proposal may not exceed a total of 50, 8.5” x 11” pages. Proposals shall be submitted using the following formats: Microsoft Word .docx, Microsoft Excel .xlsx or searchable Adobe format.

Proposals shall not be more than 50MB. Proposals exceeding 50 pages will be truncated and only the first 50 pages will be evaluated. Attachment 4, the Specification Worksheet does not count in the 50-page limit.

Proposers must include the following as part of their proposal:

a. Cover Letter The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must include the name, title, address, and email address of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

b. CMRS Functional Overview Provide an overview of the CMRS as it relates to the features, functionality, and use.

c. Task 1: Project Management Plan Describe the plan to address Task 1 as described in Section 6.a.

d. Task 2: System Analysis and Detailed Functional Specifications Describe the plan to address Task 2 as described in Section 6.b.

e. Task 3: Development Describe the plan to address Task 3 as described in Section 6.c.

f. Task 4: System Testing Support Describe the plan to address Task 4 as described in Section 6.d.

g. Task 5: System Access and Training Describe the plan to address Task 5 as described in Section 6.f.

h. Task 6: CMRS Application Launch Describe the plan to address Task 6 as described in Section 6.g.

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i. Task 7: Ongoing Maintenance and Support Describe the plan to address Task 7 as described in Section 6.h.

j. Qualifications and Experience Provide the qualifications and experience of the key team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the County.

k. Advantage to the County Describe the advantages to the County if Proposer’s solution is selected as the CRMS. Why is this solution the best option for the county and more advantageous than selecting another option?

l. Advantage to the Public Describe the advantages to the public if Proposer’s solution is selected as the CRMS. Why is this solution the best option for the citizens of Oregon and more advantageous than selecting another option?

m. References Provide 3 references from current or former client firms for similar projects performed for any clients within the last 5 years. References must verify the quality of previous, related Work.

County may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. County may use references to obtain additional information, break tie scores, or verify any information needed. County may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment 3) to its references. Reference forms must be completed by the reference, returned to the Proposer, and submitted with the Proposal.

Proposers not submitting references as instructed will receive a score of zero for the reference category.

n. Specifications Worksheet Submit completed Attachment 4 as its own separate.xlsx file, not imbedded into the main proposal.

o. Cost Proposal The Cost Proposal shall be the total cost to implement and use the proposed CMRS for five years.

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p. Proposed Contract (optional) Proposer shall submit their own contract if they would like the County to consider using Proposer’s contract as a basis for contract negotiation rather than the standard County contract (Exhibit 1).

9. CONTRACT FORM

By submitting a proposal, proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract for Services (Exhibit 1). Proposer shall review the attached Contract for Services and note exceptions. Unless proposer notes exceptions in its proposal, the County intends to enter into a Contract for Services with the successful proposer substantially in the form set forth in Contract for Services (Exhibit 1). It may be possible to negotiate some provisions of the final Contract for Services; however, many provisions cannot be changed. Proposer is cautioned that the County believes modifications to the standard provisions constitute increased risk and increased cost to the County. Therefore, the County will consider the Scope of requested exceptions in the evaluation of proposals.

Any proposal that is conditioned upon the County’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the County’s Legal Counsel.

In the event that the parties do not reach mutually agreeable terms, the County may terminate negotiations and commence negotiations with the next highest-ranking proposer.

10. EVALUATION

a. Minimum Responsiveness.

In order to be responsive, each proposal will be reviewed for minimum responsiveness.

Failure to meet minimum responsiveness shall result in rejection of the proposal. Each proposal must comply with Section 8: Instructions to Proposers and include the following to be considered minimally responsive:

[ ] 8.b CMRS Functional Overview [ ] 8.c Task 1: Project Management [ ] 8.d Task 2: System Analysis and Detailed Functional Specifications [ ] 8.e Task 3: Development [ ] 8.f Task 4: System Testing Support [ ] 8.g Task 5: System Access and Training [ ] 8.h Task 6: CMRS Application Launch [ ] 8.i Task 7: Ongoing Maintenance and Support [ ] 8.j Qualifications and Experience [ ] 8.k Advantage to the County [ ] 8.l Advantage to the Public [ ] 8.o Cost Proposal [ ] Attachment 1: Proposal Form [ ] Attachment 4: Specification Worksheet

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b. Categories.

The evaluation criteria and their respective weights are as follows:

§ Section Title Points 8b CMRS Functional Overview 50 8c Task 1: Project Management Plan 10 8d Task 2: System Analysis and Detailed Functional Specifications 10 8e Task 3: Development 10 8f Task 4: System Testing Support 10 8g Task 5: System Access and Training 10 8h Task 6: CMRS Application Launch 10 8i Task 7: Ongoing Maintenance and Support 10 8j Qualifications and Experience 25 8k Advantage to the County 20 8l Advantage to the Public 20 8m References 20 8n Specifications Worksheet 25 8o Cost Proposal 20 Round 1 total points 250 11.b Additional Submission Items 50 11.c Demonstrations 100 Round 2 total points 150 Grand Total 400

c. Evaluation Methodology

i. Evaluation Committee Scoring – A County Evaluation Committee (CEC) will evaluate sections 8b through 8l of all responsive proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth in this RFP.

Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

ii. Reference Scoring (§ 8m) – References will score a series of four questions on a scale of 0-5 points for a total of 20 points per score sheet. The three reference responses will be averaged (rounded to the tenth of a point) to determine the proposers reference score. A proposer not submitting references as instructed will receive a score of zero for references. A proposer submitting one reference will have the score for that reference averaged with two scores of zero (example AVERAGE 20, 0, 0 = 6.7).

iii. Specifications Worksheet Scoring (§ 8n / Attachment 4) – Scoring for the specifications worksheet will be determined by the formulas in the worksheet. Worksheet score possible can be seen on the Specifications tab in column E. Worksheet score earned can be seen in column F. The Score tab will display the total worksheet score possible, the worksheet score earned, and the RFP points earned.

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iv. Cost Proposal Scoring (§ 8o) - A cost score will be determined for each Cost Proposal based upon the percentage of the proposed cost as compared to the lowest Proposer’s cost using the following formula:

lowest cost of all Proposers X cost points possible = cost score cost being scored

11. NEXT STEP DETERMINATION

County may determine Apparent Successful Proposer at the conclusion of Round 1 or may conduct additional rounds of evaluation if in the best interest of the County. If a second round is conducted, scores from Round 1 will be added to scores from Round 2 to determine the Apparent Successful Proposer.

Establishing a Competitive Range - If County determines to move to additional rounds of evaluation, a competitive range may be determined. Proposers with the 3 highest Round 1 submissions will advance to the next round. County may increase or decrease the number of Proposers advancing to Round 2 if there is a natural break in the scores. Additional rounds of evaluation may consist of, but will not be limited to:

a. Additional Submission Items Additional items may be requested to be submitted in Round 2. What will be requested will be determined after the scoring of Round 1.

b. Demonstration Proposer may be asked to provide a demonstration of their proposed system.

12. AWARD NOTICE AND ACCEPTANCE PERIOD

a. The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

b. After the evaluation of proposals and final consideration of all available pertinent information, the County will either reject all proposals or issue a written notice of intent to award the contract. The notice shall identify the apparent best evaluated proposal and the notice shall be provided to all proposers submitting a timely proposal. The notice shall not create any rights, interests, or claims of entitlement in the apparent best evaluated proposer.

c. The apparent best evaluated proposer should be prepared to enter into a contract with the County which shall be substantially the same as the Contract for Services in Exhibit 1 to this RFP. Notwithstanding, the County reserves the right to add terms and conditions, deemed to be in the best interest of the County, during final contract negotiations.

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d. If a proposer fails to promptly sign and return the contract drawn pursuant to this RFP and final contract negotiations, the County may cancel the award and award the contract to the next best evaluated proposer.

13. PROTEST AND APPEALS

A proposer may protest the award of a contract or the intent to award a contract, whichever comes first, if the conditions set forth in ORS 279B.410(1) are satisfied. The protest must be submitted via email to the Contracts and Procurement Manager at cschlag@co.marion.or.us within seven (7) days after issuance of the notice of intent to award the contract. Please mark the email subject line “PW1172-22 – Campground Management and Reservation System

(CMRS)”.

All letters of protest shall clearly identity the reasons and basis for the protest. The Contracts and Procurement Manager will issue a written disposition in a timely manner as set forth in ORS 279B.410(4), which shall include the reason for the action taken and the process for appealing the decision. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County’s contract award decision.

14. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules found at http://www.co.marion.or.us/FIN/Pages/contracts.aspx, govern this RFP.

b. RFP Amendment, Cancellation and Right of Rejection.

i. The County reserves the unilateral right to amend this RFP in writing at any time by posting the addendum on the OREGONBUYS website. The County may extend the deadline for submission of proposals by written addendum. Proposers are responsible to view the website periodically for any addendum to the RFP. Proposers shall respond to the final written RFP, its exhibits and attachments, and all addenda. The County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

ii. The County reserves the right, in its sole discretion, to waive minor informalities in proposals provided such action is in the best interest of the County. Where the County waives minor informalities in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP.

Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

c. Confidentiality.

The County will retain a master copy of each proposal to this RFP, which becomes public record after the notice of intent to award unless the proposal or specific parts of the proposal can be shown to be exempt by law under ORS Chapter 192. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS 192.311-431 or otherwise is exempt from disclosure under the Oregon Public Records Law, that proposer shall complete and submit the Attachment 2: Trade Secret Form and a fully redacted version of its proposal.

mailto:cschlag@co.marion.or.us http://www.co.marion.or.us/FIN/Pages/contracts.aspx%20x

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Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the proposal as confidential, in whole or in part, as exempt from disclosure is not acceptable. County advises each proposer to consult with its own legal counsel regarding disclosure issues. If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure, proposer has waived any future claim of non-disclosure of that information.

d. Proposer Responsible for Incurred Costs.

The County shall not be liable for any expenses incurred by proposer in both preparing and submitting its proposal or contract negotiation process, if any.

e. Cooperative Purchasing.

Pursuant to ORS 279A.205 thru 279A.215, other public agencies within the State of Oregon may use the purchase agreement resulting from this Request for Proposals unless the Proposer expressly notes in their proposal that the prices quoted are available to the County only. The condition of such use by other agencies is that any such agency must make and pursue contact, purchase order, delivery arrangements, and all contractual remedies directly with the successful Proposer; the County accepts no responsibility for performance by either the successful Proposer or such other agency using this agreement. With such condition, the County consents to such use by any other public agency within the State of Oregon.

15. ATTACHMENTS AND EXHIBITS

Attachment 1: Proposal Form Attachment 2: Trade Secret Form Attachment 3: Reference Form Attachment 4: Specification Worksheet Exhibit 1: Sample Software as a Service (SaaS) Contract

15. ATTACHMENTS AND EXHIBITS