Request for Proposal - Strategic Plan Data Management System and Dashboard .pdf

Request for Proposal

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Strategic Plan Data Management System and Dashboard

The City and County of Broomfield

Procurement Division

One DesCombes Drive

Broomfield, CO 80020

PROPOSAL CRITICAL DATES SCHEDULE

All Times Listed are Mountain Time

Solicitation Posted to BidNet August 15th, 2025

Questions due in BidNet August 22nd, 2025 2:00 pm

Q&A Posted to BidNet August 29th, 2025 5:00 pm

Solicitation Closing Date September 12th, 2025 2:00 pm

Revised June 26, 2025

TABLE OF CONTENTS

1. GENERAL INFORMATION. 4

2. SCOPE OF WORK AND REQUIREMENTS. 7

3. TECHNICAL PROPOSAL REQUIREMENTS 12

4. INSTRUCTIONS AND SUBMISSION REQUIREMENTS. 16

5. EVALUATION AND METHOD OF AWARD 18

6. COOPERATIVE PURCHASING EFFORTS 21

7. GENERAL SOLICITATION TERMS AND CONDITIONS 22

Links

BidNet Website: www.bidnetdirect.com/colorado

Evaluation Criteria

Proposer Questionnaire

Broomfield Required Contract Terms

The City & County of Broomfield wants to thank all Proposers in advance for their interest.

http://www.bidnetdirect.com/colorado https://docs.google.com/spreadsheets/d/10TvrYDyP4GZwkY5tCVz0Ks27hwjgOPHE/edit?usp=sharing&ouid=116177117526480057221&rtpof=true&sd=true https://docs.google.com/document/d/1VOz7_zlWtLrIBYSBeGEgzUc0NreWTGqqvjlXkJtP1cY/edit?usp=sharing https://drive.google.com/file/d/1ez3F-37ICr6t18eChLxt0QL5doQqePNm/view?usp=sharing

THE CITY AND COUNTY OF BROOMFIELD

Mission Statement

“Working in partnership with the community, the City and County of Broomfield provides excellent services in an efficient, respectful, and courteous manner to enhance and protect the environment and quality of life of Broomfield residents.”

Guiding Values

We are here to serve our residents as advocates and problem solvers.

We always treat our residents and employees with dignity, respect, and equity.

We are fiscally responsible.

We are here to help Broomfield be a safe and enjoyable community filled with opportunity for residents and employees.

We care and we show it through our positive manner.

We respond quickly and we follow-up.

We value vision, diversity and progressive thinking.

We encourage new ideas and suggestions.

We maximize opportunities to advance the interests of the community as a whole.

Commitment to Diversity, Equity and Inclusivity.

The City and County of Broomfield has made diversity, equity and inclusion one of the top priorities of the organization and seeks to align this priority to the organization’s mission and guiding values as stated below.

The values of diversity, equity, inclusivity, and accessibility are inherent to the City and County’s strategy to welcome, develop and maintain prosperous communities.

Accordingly, these values are embedded into all the City and County’s procurement processes to ensure competitive procurements that offer equitable opportunities for all potential submitters. Through equitable procurements, the City and County is working to lawfully remove barriers and lawfully increase access to City and County’s contracting opportunities for businesses that are owned, operated, or represented by historically marginalized individuals or groups. It is a primary value to lawfully promote economic equity by engaging a more diverse and inclusive community of vendors and contractors. Through this lawful promotion of equity, diversity, and inclusion, the City and County strives to improve opportunities that ensure fair and just access to jobs, housing, education, mobility options, and healthier communities.

Each procurement opportunity is to be approached with ethical and honest behavior.

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1. GENERAL INFORMATION.

1.1. Project Description. The City and County of Broomfield (hereinafter known as the “City”) acting through Strategic Initiatives, is seeking a software based solution that will allow staff to input and track performance metric data and visually show this data through a public-facing, web-based dashboard (“Project”).

1.1.1. The City intends to execute one (1) contract for the services requested in this Request for Proposal (“Solicitation”). In all cases, the City reserves the right to negotiate all contract amounts. Parties interested in submitting a proposal are required to follow the guidelines and instructions contained in this

Solicitation.

1.2. Terms. The term “Proposer” refers to each person or entity that submits a proposal in response to this Solicitation. The term “Awarded

Contractor” refers to the person or entity to which a contract is awarded.

1.3. E-Procurement System. The City, along with the other participating agencies, utilizes the Rocky Mountain E-Purchasing System hereafter referred to as “BidNet” to post proposals, amendments, and award information. Proposers must register themselves online prior to

Solicitation submission by visiting the BidNet website:

www.bidnetdirect.com/colorado.

1.3.1. The City shall issue written addenda if substantial changes, which impact the submission of the Solicitation, are required. Copies of such addenda will be distributed via the BidNet system. In the event of conflict with the original agreement documents, addenda shall govern all other agreement documents to the extent specified. Subsequent addenda shall govern over prior addenda only to the extent specified.

1.4. Critical Dates. Projected activities and the tentative schedule related to this Solicitation are identified on the title page Critical Dates, and are subject to change. In the event these dates change, Proposers will be notified on an addendum posted on BidNet.

1.5. Pre-Proposal Conference. No pre-bid meeting will be held for this

Solicitation.

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Strategic Plan Data Management System and Dashboard http://www.bidnetdirect.com/colorado

1.6. Proposer Questions. All questions for this Solicitation will only be accepted on BidNet. If you have issues with uploading your questions, please contact BidNet at 1-800-835-4603, for all technical and customer support. Any Proposer submitting questions shall be responsible for ensuring that the questions are delivered no later than the date and time identified on the title page of this Solicitation.

1.6.1. BidNet limits the characters available to input for the City to respond to each question. For this reason, multiple questions may not be submitted as a single question, as the City is unable to respond to multiple questions in the space provided. Because of this limitation, multiple questions per entry will not be answered.

A multi-part question containing an initial question and a follow-up is the exception to this rule.

1.7. Interviews. The City may at its discretion, elect to interview one (1) or more Proposers that submit a proposal, but is not required to do so. The interview may either be conducted via a virtual platform or in person in

Broomfield, Colorado.

1.7.1. The determination of whether to conduct interviews with the finalist(s) shall be made by the City based solely on its determination of whether interviews would be helpful in evaluating the proposals.

1.7.2. Any Proposer selected for an interview will be expected to make an introductory presentation followed by a demonstration and question and answer period. The City will not reimburse any travel related or other expenses related to an interview.

1.7.3. No other dates will be available for the interviews and the

Proposer shall be available during these dates. It is the Proposer’s responsibility to make appropriate arrangements to make these dates and contact the Procurement Official if an emergency arises.

1.8. Silence and Omissions. The apparent silence or omissions within this

Solicitation regarding a detailed description of the materials and services to be provided shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and

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workmanship of first quality are to be used.

1.9. Anti-Collusion. The Proposer by submitting a Proposal, certifies that their Proposal is made without previous understanding, agreement, or connection either with any persons, firms or corporations offering a

Proposal for the same items or with the City. The Awarded Contractor also certifies that the Proposal is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

1.10. Communications. Contact with any City representative, other than that outlined herein, concerning this Solicitation is prohibited and may deem your company non-responsive.

1.11. Contact Person. The City will not answer any telephone inquiries about this Solicitation. Direct all inquiries and correspondence in writing regarding this Solicitation to the Procurement Official listed below:

City and County of Broomfield Procurement Division George Dunn

Senior Procurement Specialist

E-mail: solicitations@broomfield.org

1.12. Interpretations. Any official interpretation of this Solicitation must be made by an agent of the City’s Procurement Division who is authorized to act on behalf of the City. The City shall not be responsible for interpretations offered by employees of the City who are not agents of the City’s Procurement Division.

1.13. Inconsistencies. Any inconsistencies noted by the Proposer upon review of this Solicitation shall be brought to the attention of the Procurement

Division, who shall be solely responsible for resolving any such inconsistencies. Notices of inconsistency shall be provided to solicitations@broomfield.org with details identifying the inconsistency.

1.14. Reasonable Accommodations. Anyone who requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to participate in a program, service, or activity of City and

County of Broomfield, should contact the ADA Coordinator at

303-438-6231 as soon as possible but no later than forty-eight (48) hours before the scheduled event.

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Strategic Plan Data Management System and Dashboard mailto:solicitations@broomfield.org

2. SCOPE OF WORK AND REQUIREMENTS.

2.1. Background. The City is developing our first organizational strategic plan

(“OSP”) which kicked off in September 2024, with plans of implementation in the first quarter of 2026. This is an initiative led by the City and County Manager’s Office, and at the request of Broomfield

City Council (“City Council”).

2.1.1. The OSP will serve as a roadmap for the organization. To assist with this effort, the City is looking for a software based solution that will have:

2.1.1.1. Allow staff to input and track performance metric data related to the goals coming out of the OSP.

2.1.1.2. Provide a public-facing, web-based dashboard highlighting progress made towards the goals of the OSP by tracking the results of the performance metric data.

2.1.1.3. The system should have the capabilities to provide, but not limited to, tailored benchmarks, reporting functions, data visualization capabilities, operate custom alerts, build and export reports, and automatically run mathematical computations with inputted data.

2.1.2. As part of the OSP work, the City has completed the following:

2.1.2.1. From Fall 2024 to Spring 2025, the OSP development began, including extensive outreach with employees and the City

Council.

2.1.2.2. The City has been working with Raftelis, a consulting group specializing in organizational strategic planning for local governments, to assist in the development and implementation of the OSP.

2.1.2.3. The OSP Framework has been developed through outreach in the form of employee focus groups, employee surveys, City leadership input, and City Council workshops. Through these efforts, we have identified mission, vision, guiding values, and strategic outcome areas.

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2.1.3. The development of the strategies and key performance

indicators for the strategic outcomes are currently underway with the second half of 2025 focused on finalizing the OSP and preparing for implementation in the first quarter of 2026.

2.2. Scope of Work. The City is seeking a software solution that enables staff to input and track performance metrics aligned with the OSP, and provides a public-facing, web-based dashboard to showcase progress toward OSP goals.

2.2.1. The City has developed the following timeline with the expectation of full use of the system and training completed by the first quarter of 2026. The Awarded Contractor will need to provide the following items through the remainder of 2025:

2.2.1.1. Collaboration with City staff to develop the backend of the system for input data to include metrics and key performance indicators as identified in the OSP, assigned users, automated reminders, alerts, data visualizations and customizable templates and reports.

2.2.1.2. Provide both training and materials to identified City staff on system use, creating reports, how to input metric data, build targets, current statuses, goal timelines and narrative information for key performance indicators.

2.2.1.3. Create a public facing dashboard which will be developed in collaboration with the City staff to ensure that the

Project meets the needs of the City. Awarded Contractors will need to provide either a sandbox or some form of user interface for the City to test and trouble shoot to ensure successful implementation.

2.2.2. The Strategic Plan Data Management System and Dashboard

(“Data Dashboard”) solution should have the following capabilities

2.2.2.1. Allow users to input, store, and track data.

2.2.2.2. Monitors progress and identifies when a goal is either on track or at risk.

2.2.2.3. Has the ability to pull data from the City’s data

management system and display it in a manner that is

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accessible, comprehensible, interactive and visually appealing to the public.

2.2.2.4. A sandbox or quality control process before internal information goes public.

2.2.2.5. Development of an implementation timeline, including roles and responsibilities, to ensure the Data Dashboard goes live by the first quarter of 2026.

2.2.2.6. Ongoing customer support and technical maintenance to ensure continued operational success.

2.2.3. General.

2.2.3.1. Off-the-shelf technology solution, which should require no modification to base code, but rather are highly configurable to meet the City’s needs.

2.2.3.2. Ability to successfully integrate and pull data with the

City’s organizational enterprise resource planning system.

2.2.3.3. The City is a Google entity, as such all systems are preferred to integrate with Google applications, and produce reports in Google formats.

2.2.3.4. The Data Dashboard should have a process in place that defines who can manage, edit, or view certain data.

2.2.3.5. Ability to record, update, and track strategies, programs, objectives, project tracking, action items and data within the data management system.

2.2.3.6. The Data Dashboard must have visualization capabilities to include the ability to produce charts, graphs, tables, trend lines, targets, scorecards, and other visualization tools.

2.2.3.7. The ability for multiple users to add data, communicate, track, update and monitor key performance indicators within the data management system.

2.2.3.8. Automated reminders and assigning tasks to individuals responsible for updating metrics in the data management system.

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2.2.3.9. Ability to build custom alerts that can provide notifications for specified purposes such as missed deadlines, below target performance metrics, anomalies in data trends, and completion of key milestones

2.2.3.10. Ability to export data for ad-hoc reporting purposes and create custom built reports from the inputted data within the system.

2.2.3.11. The ability to embed charts or graphs into custom reports.

2.2.3.12. Progress tracking must include the ability to develop a scorecard platform with indicators that can visually represent the performance of goals and metrics so that the viewer can quickly understand if a goal or metric is on track, at risk, or not meeting expectations.

2.2.3.12.1. These indicators must update automatically when

new data is inputted.

2.2.3.13. Ability to assign and maintain relationships between metrics and strategies, programs, program objectives, departments, initiatives, funding, priorities, and tasks.

2.2.3.14. Allows for automatic mathematical computations with inputted data.

2.2.3.15. The use of artificial intelligence to assist with operational workflow processes within the data management system.

2.2.3.16. Allows applicants the capability to save information and to return later to complete or update applications. Auto save functionality is preferred.

2.2.3.17. For data entry, reports, and Dashboard viewing, the application should be mobile-ready and allow City staff and members of the public to use the system on their smart-phone.

2.2.3.18. Ability to create an outward-facing Dashboard depicting identified performance data from the internal data management system, but is located separately from the internal system.

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2.2.3.19. The Dashboard must be fully synced with the data

management system so that data updates to the Dashboard occur either automatically or with a minimum number of clicks.

2.2.3.20. The Dashboard should track user activity such as identifying which webpages or metrics receive the most web traffic.

2.2.3.21. The City shall retain ownership of all data entered into or generated by the system.

2.2.4. Data Security.

2.2.4.1. Provides an audit trail with user id and date time stamp for modifications or deletions made to application elements such as measures, action items, and strategies within the data management system.

2.2.4.2. The data management system must have password

protected login for all users, preference would be that the application allows for single sign-in with Google, enabling users to authenticate using their Google credentials.

2.2.4.3. The Awarded Contractor shall implement and maintain data security measures consistent with industry standards and applicable regulatory requirements, including but not limited to Criminal Justice Information Services Security

Policy, Health Insurance Portability and Accountability Act

Security Rule, and National Institute of Standards and

Technology 800-53 or equivalent frameworks.

2.2.4.3.1. These measures must include, at a minimum, data

encryption, role-based access controls, audit logging, vulnerability management, and procedures to ensure the confidentiality, integrity, and availability of all data processed, stored, or transmitted on behalf of the organization.

2.2.5. Accessibility

2.2.5.1. The Data Dashboard must comply with all state and federal accessibility requirements, including but not limited to section 7.6 of this Solicitation.

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2.2.5.2. The data management system must be accessible to all users and in compliance with section 7.6 of this

Solicitation.

2.2.5.3. Data Dashboard interface must prioritize user-friendliness with consistent navigation and clear labeling.

2.2.5.4. As the central communication platform for the City’s OSP, the Data Dashboard must have multi-language options or a translation application.

3. TECHNICAL PROPOSAL REQUIREMENTS

3.1. Proposal Response Requirements. In order to be eligible for consideration, the Proposer needs to submit all requested information.

The omission of any information may be grounds to disqualify the

Proposer from further consideration. Answers must establish to the satisfaction of the City that the Proposer has adequate resources and capacity to complete the required Project as defined in this Solicitation.

3.2. Project Approach.

3.2.1. Describe your firm’s understanding of the purposes and objectives of the Project identified in section 2.

3.2.2. Detail the approach your firm will take to satisfy the project objectives and meet specific requirements as described in this

Solicitation.

3.2.3. Identify issues that typically surface during this type of project and how your firm is prepared to resolve these issues.

3.2.4. Please confirm your firm’s capacity, current workload and availability to dedicate resources to meet or exceed the City’s tentative Project Schedule included within section 2.2.

3.2.5. The Proposer shall provide a statement as to how they will ensure good faith efforts in assisting The City to ensure how equity considerations will be met and integrated through the process and final outcomes.

3.2.6. Proposals should ensure the following elements are provided with their submission.

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3.2.6.1. Visuals of what the back-end, data input fields look like for internal City users.

3.2.6.2. Examples and visuals of reports.

3.2.6.3. Visuals or web-links to current public facing web-based dashboards.

3.2.6.4. A copy of their suggested contract document including a proposed software agreement and service level agreement with the Proposal.

3.2.6.4.1. Service level agreement must include response

times.

3.2.6.4.2. Describe the types of customer support such as

phone, web, email or other.

3.2.6.4.3. Schedule or frequency of technical maintenance

updates

3.2.6.5. User license types and user access levels.

3.2.6.6. Warranty information and pricing.

3.2.6.7. Data security practices and protocols.

3.2.6.8. Technical documentation detailing single sign on support.

3.2.6.9. Application programming interface (“API”) and interface documentation.

3.2.6.10. Schedule for implementation, including a proposed project plan.

3.2.6.10.1. Include any application set-up and configuration.

3.2.6.11. Training and reference materials documentation, including a training plan.

3.2.6.12. Provide a concise statement detailing data ownership rights within your platform, along with the specific procedures and formats for data export in the event of contract termination.

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3.3. Team Qualifications.

3.3.1. Proposer’s Organization Chart. Identify the management structure and all associates and sub-consultants you intend to partner with for this project. Cleary list their task descriptions, as well as their ‘home’ location.

3.3.2. Background. Provide a brief background of your personnel who will be assigned to this project, their role in the project, and how their previous experience relates to this project. Also, describe your (firm/ project manager’s) method of keeping projects within budget and on schedule.

3.3.3. Geographic Location. A local based team is not required, however, it is preferred for the ability to meet in person and on-site with project stakeholders. Please identify the ‘home’ location of core team members; if they are not local please identify how they will meet project milestones and fulfill scope of work requirements.

3.3.4. Resumes. Provide resumes and roles of key personnel or intended sub-consultants, one (1) page max, that will be engaged on the project to include a brief explanation of each individual’s experience and proven ability working on similar projects.

Resumes should be included in an appendix at the end of your submitted Proposal.

3.4. Comparable Project Experience.

3.4.1. A brief background of your personnel who will be assigned to this project, their role in the project, and how their previous experience relates to this project. Also, describe their method of keeping projects within budget and on schedule.

3.4.2. Provide a breakdown of tasks and time and cost associated with each task.

3.4.3. All associates and sub-consultants you propose to partner with for this project and their background information. List their task descriptions clearly and the costs associated with each task.

3.4.4. Information regarding your firm’s present and committed workload and capacity through the completion of this Project, 25-RFP-SI-001 including considerations of any subsequent design of the preferred alternative.

3.4.5. Include 3-5 examples of similar scope and size projects for which your firm has completed within the last five (5) years. Project examples should include:

3.4.5.1. Name, location, and brief description of the project, including project dates.

3.4.5.2. Owner or Client information including organization, point of contact name, phone number and email. The City may use this information to contact and verify performance or details of the listed project.

3.4.5.3. Project photographs, web-links or other visuals

3.4.5.4. Project budget or cost including design, development and total.

3.5. Cost Proposal and Budget. The Proposer shall submit a Cost Proposal and

Budget in the format of their choosing which includes the estimated work hours by task, hourly rates, labor rates, material and any equipment cost to complete the project. A table for other costs shall be used for all costs not associated with a particular task or deliverable listed. The Cost Proposal and Budget shall include all other costs applicable to the project, including any not directly mentioned in the

Solicitation.

3.5.1. The Cost Proposal and Budget, post negotiation, shall become the pricing sheet included in the final agreement. Please be sure that in the Proposal submission, this section is easily detachable from the rest of the proposal.

3.5.2. Proposers should discuss payment requirements including, billing methodology for goods and services and any discounts for early payment.

3.5.3. All exclusions and additional costs assumed by the Proposer to be the responsibility of Broomfield shall be clearly stated. Any items not listed on the pricing forms will be considered to be included in the price of the unit at no additional cost to the City.

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3.6. Additional Submittal Documentation. In addition to the requirements above, Proposers shall complete and submit all of the documentation described below. These documents should be submitted separately from the Technical Proposal and Costs above. The following information will also be used to evaluate each submittal.

3.6.1. Proposals must be submitted in full, with all required documents listed below and should be titled "(Vendor Name) Solicitation

Number – (Project Title)”. The City uses the Submission Form

Structure within BidNet, which requires Proposers to submit each item individually based on the form structure required in BidNet on or before September 12th, 2025 2:00 pm.

3.6.1.1. Completed Proposal Submission

3.6.1.2. Complete Pricing

3.6.1.3. Completed Proposer Questionnaire

3.6.1.4. IRS Form W-9.

3.6.1.5. A Colorado Certificate of Good Standing dated within the past four (4) months from the contracting entity which can be obtained from the Colorado Secretary of State’s

Website.

4. INSTRUCTIONS AND SUBMISSION REQUIREMENTS.

4.1. Method of Submission. The City, along with the other participating agencies, utilizes the Rocky Mountain E-Purchasing System (hereafter referred to as “BidNet”) to post proposals, amendments, and award information. Proposers must register themselves online prior to qualification submission by visiting the BidNet website www.bidnetdirect.com/colorado. It is the intent of the City to issue all addenda through BidNet.

4.1.1. It is the Proposer’s responsibility to update their profile on BidNet with new addresses, telephone numbers, contact persons, and a listing of commodities and services provided by the Proposer.

4.1.2. Proposers requiring technical assistance when registering, or who do not have internet access, should contact BidNet directly at

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Strategic Plan Data Management System and Dashboard https://docs.google.com/document/d/1VOz7_zlWtLrIBYSBeGEgzUc0NreWTGqqvjlXkJtP1cY/edit?usp=sharing https://drive.google.com/file/d/1oJ6Emox5MLPtP3-LpXuU9Xt6gde7Jnhh/view?usp=sharing https://www.sos.state.co.us/pubs/business/businessHome.html https://www.sos.state.co.us/pubs/business/businessHome.html http://www.bidnetdirect.com/colorado

(800) 835-4603, for all technical and customer support questions.

4.2. Solicitation Notifications. Upon registration in BidNet, Proposers are automatically placed on the City’s bid list. Proposers will continue to receive solicitation notifications for the commodities specified during registration. Proposers may view all formal proposals and amendments online or be removed from future solicitations.

4.3. Release of Information. During an active Solicitation, to maintain the integrity and process, the City and County will not release any information until after an Award of an executed agreement has been made. After the issuance of an intent to award, the City and County may elect to post the name and the amount of the intended awardee’s bid or proposal.

4.3.1. All public communication regarding the award of a Solicitation will be provided through the BidNet system. Bid tabulations of submittals will be provided only as required by federal or state laws or regulations and will be made available only after the award.

4.3.2. During the active Solicitation, communication outside of the assigned Procurement Official, identified in section 1.11., is not permitted.

4.4. Instructions For Submission. Proposals must be submitted in full, with all required documents listed below and should be titled "(Vendor Name)

Solicitation Number – (Project Title)”. The City uses the Submission Form

Structure within BidNet, which requires Proposers to submit each item individually based on the form structure required in BidNet on or before

September 12th, 2025 2:00 pm.

4.4.1. The submitting party must indicate an expiration date for the submittals. Any expiration date shall not be less than ninety (90) days from the Solicitation Award Date.

4.4.2. Proposals received after the specified time will not be considered and individual extensions to the due date will not be granted.

4.4.3. All material submitted in response to this Solicitation will become the property of and retained by the City. Successful and

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unsuccessful Proposers will be notified by electronic mail.

4.5. Modification to Submission. Proposals may be modified after submission by withdrawal and resubmission only prior to the Solicitation Closing

Date and Time stated on the title page of this Solicitation. If you need assistance, please contact BidNet at (800) 835-4603, for all technical and customer support.

4.5.1. No information should be submitted that is not intended to be incorporated into the submittal or any agreement, which may result from such a proposal.

5. EVALUATION AND METHOD OF AWARD

5.1. Proposal Evaluation Criteria. The City will evaluate Proposers based upon the written response to the Solicitation; Proposer interviews; references;

and any other information requested by the City. A copy of the

Evaluation Criteria can be reviewed through the link below:

Solicitation Evaluation Criteria

5.2. Method Of Award. Award shall be made to the most responsive and responsible Proposers meeting the specifications and deemed to be in the best interest of the City.

5.2.1. Final evaluation may be based on, but not limited to, any or all of the following: price, adherence to specifications, previous experience with similar projects, reference checks, and delivery timeline.

5.2.2. Those that are clearly non-responsive to the stated requirements may be eliminated prior to this evaluation.

5.2.3. Proposers submitting an unsuccessful proposal may, within seven

(7) days of the notice of contract award, request a meeting for debriefing and discussion of their proposal. The request must be in writing addressed to the Procurement Official in section 1.11, City employees are unable to provide debriefing information, unless authorized by the Procurement Division.

5.3. Evaluation Committee. The City’s Evaluation Committee will evaluate each Solicitation response and make its selection, in its sole discretion, 25-RFP-SI-001

Strategic Plan Data Management System and Dashboard https://docs.google.com/spreadsheets/d/10TvrYDyP4GZwkY5tCVz0Ks27hwjgOPHE/edit?usp=sharing&ouid=116177117526480057221&rtpof=true&sd=true based on the following criteria listed in the Evaluation Criteria in section

5.1 above, in addition to interviews and references.

5.3.1. The City may elect to conduct interviews with top ranked

Proposers as part of the process of determining which Proposer is most qualified.

5.4. Additional Considerations. The City reserves the right to:

5.4.1. Accept any one or more than one proposal;

5.4.2. Late submissions or modifications of submissions will not be accepted or considered.

5.4.3. Withdraw or cancel this Solicitation;

5.4.4. Modify or amend, with the consent of the Proposer, any proposal prior to acceptance;

5.4.5. Negotiate with the Proposer;

5.4.6. Reject any or all Proposals or portions thereof received in response to this Solicitation and waive minor irregularities and informalities in the Proposal received or cancel this Solicitation if it is in the best interest of the City to do so;

5.4.7. Conduct interviews or invite Proposers to perform formal presentations;

5.4.8. Require the Proposer to clarify any information provided or to require Proposer to submit additional information determined necessary by the City to adequately evaluate the proposal;

5.4.9. If any Proposer knowingly makes a misrepresentation in submitting information to the City, such misrepresentation may be enough grounds for denying qualification to that Proposer, rescinding the

Proposer’s qualification, or rejection of a Solicitation during the procurement period. Any such misrepresentation may also result in debarment of the applicant by the City on future projects; and

5.4.10. The costs of developing and submitting a Solicitation response is entirely the responsibility of the Proposer and no cost shall be reimbursed by the City.

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5.5. Insurance. The Proposer, if awarded an agreement, shall procure all insurance as specified in this solicitation or as listed in the sample agreement, which shall be written for not less than the amounts specified or greater if required by law, and shall be maintained for the duration of any agreement. The Awarded Contractor will be responsible for complying with this section and any additional terms provided in the sample agreement prior to beginning work.

5.5.1. All insurers must be licensed or approved to do business within the State of Colorado, with no less than an A.M. Best Company rating of A- VII.

5.5.2. The City, its officers, board members, agents, employees and volunteers acting within the scope of their duties for the City and

County of Broomfield its officers, board members, agents, employees and volunteers acting within the scope of their duties for the City and County of Broomfield shall be named as

Additional Insured on all Commercial General Liability, Umbrella

Liability, Excess Liability and Automobile Liability Insurance policies, and for any construction contract, require Additional

Insured coverage for completed operations.

5.5.3. A Waiver of Subrogation is provided in favor of the Additional

Insureds as respects to all policies.

5.5.4. Lower amounts and other deviations from the standards given will only be accepted upon review and written approval by the City’s

Risk Management Office.

5.6. Agreement. The successful Proposer will be expected to enter into a contract with the City containing the general terms and conditions of this Request for Proposal and shall specifically include the attached required Broomfield Required Contract Terms and any other mutually agreed upon negotiated provisions, which at a minimum will contain the contents of the successful Proposer’s submission as well as the final scope of work and details of the service level agreement.

5.6.1. The Proposer shall submit a copy of their suggested contract document including a proposed software agreement and service level agreement with the Proposal.

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5.6.2. The City will not disclose any information derived from proposals submitted, or from discussions with other Proposers prior to award.

5.6.3. A copy of the Broomfield Required Contract Terms can be located through the link below:

Broomfield Required Contract Terms

5.7. Award Posting. After the award of an executed agreement, the solicitation file including any submissions are available for public record, excluding any items identified by the City and County as trade secrets, proprietary, or other protected information. Requests for information must follow the process for disclosure under the Colorado Open Records

Act ("CORA"), C.R.S. §§ 24-72-200.1 to -205.5, as identified on the City’s website.

6. COOPERATIVE PURCHASING EFFORTS

6.1. The City is a member of, or affiliated with, several regional professional procurement organizations within Colorado and Wyoming. These organizations are comprised of governmental purchasing agents, or agency representatives responsible for the purchasing function. These organizations include:

6.1.1. Multiple Assembly of Procurement Officials (MAPO). A cooperative purchasing organization comprised of procurement representatives from state, county, municipal, governments, special districts, or school districts along the front range of the

Rocky Mountains in Colorado.

6.1.2. Rocky Mountain Governmental Purchasing Association (RMGPA). A chapter member of the National Institute of Governmental

Purchasing (NIGP), consisting of public procurement professionals and their representative agencies which include state, county, and municipal governments; school districts and higher education;

and other special districts.

6.2. Members of these organizations, at their discretion, may request the use of the contracts or awards that result from this solicitation. Each governmental entity which uses a contract resulting from this

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Strategic Plan Data Management System and Dashboard https://drive.google.com/file/d/1ez3F-37ICr6t18eChLxt0QL5doQqePNm/view?usp=sharing solicitation would establish its own contract, issue its own orders, schedule deliveries, be invoiced individually, make its own payments, and issue its own exemption certificates as required by the Awarded

Contractor. It is understood and agreed that the City and County of

Broomfield is not a legally binding party to any contractual agreement made between another governmental entity and the Awarded Contractor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity. Usage by any other entity shall not have a negative impact on the City in the current term or in any future terms.

7. GENERAL SOLICITATION TERMS AND CONDITIONS

7.1. No Guarantees. The City makes no guarantee of any minimum or maximum amount of products/services to be procured; and reserves the right to award any agreement based upon the source selection criteria identified in the Solicitation. The City reserves the right to make no award under this Solicitation, and the right to cancel this request or any portion thereof.

7.1.1. Issuance of this Solicitation by the City does not constitute a commitment by the City to award a contract.

7.2. Equal Opportunity. The City intends and expects that the contracting processes of the City and its Proposers provide equal opportunity without regard to race, color, national origin, ethnicity, citizenship, immigration status, gender, age, sex, sexual orientation, gender identity, gender expression, marital status, level of income, military status, or disability in all programs and activities and that its Proposers make available equal opportunities to the extent third parties are engaged to provide goods and services to the City as subcontractors, vendors, or otherwise.

Accordingly, the Proposers shall not discriminate on any of the foregoing grounds in the performance of the contract, and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the contract (joint ventures are encouraged). The Proposers shall disseminate information regarding all subcontracting opportunities under this contract in a manner reasonably calculated to reach all qualified potential subcontractors who may be interested. The Awarded Contractor shall maintain records demonstrating its compliance with this article and shall

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make such records available to the City upon the City’s request. This statement is in accordance with Title VI of the Civil Rights act of 1964, the Restoration Act of 1987, section 504 of the Rehabilitation Act of

1973, the Americans with Disabilities Act of 1990 (ADA), and related statutes and regulations. The City is committed to facilitating an equitable community and workplace. Through coordinated strategic efforts and departmental alignment, the City advocates for making services accessible to all, especially those that have been historically excluded and under-resourced, including but not limited to Black, Indigenous and Persons of Color, Women, those who are

Differently-Abled and members of LGBTQIA+ communities. The City also ensures that every effort will be made to prevent discrimination through the impacts of its programs, policies, and activities on minority and low-income populations. Furthermore, the City will take reasonable steps to provide meaningful access to services for persons with limited

English proficiency.

7.3. Compliance With Federal, State, And City Laws. The Proposer agrees to comply with all Federal, State, and local laws and regulations applicable to the funding source authorizing any program or activity funded through this Solicitation (e.g. Title VI of The Civil Rights Act of 1964, and Limited

English Proficiency Requirements) and with all laws, policies, procedures, ordinances, and regulations of the City.

7.4. Sales Tax. The City is exempt from paying State or Local Sales Taxes.

Notwithstanding, Proposers should be aware of the fact that all materials and supplies which are purchased directly by the Proposer in conjunction with this contract will be subject to applicable State and

Local Sales Taxes and these taxes shall be borne by the Proposer. State

Tax I.D. # 98-02553-000.

7.5. Best Value Consideration. The City is a Best Value agency and, as such may award a responsible Proposers whose submission to a Solicitation provides the greatest overall benefit to the City in response to the requirements, and through comparing all costs, which may include actual costs, opportunity cost, cost savings, or cost avoidance, to any tangible or intangible benefits.

7.6. Digital Accessibility Standards. In 2021, the State of Colorado adopted

HB21-1110 relating to the digital accessibility standards required to be

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implemented under the Colorado Anti-Discrimination Act which makes it unlawful to discriminate against individuals with a disability. In order to comply with the law, the Contractor shall ensure that all digital deliverables and digital technology provided pursuant to the terms of this Agreement shall comply with at least the Web Content Accessibility

Guidelines (WCAG) 2.1 Level AA, or such updated standard as the

Colorado Governor’s Office of Information Technology may adopt from time-to-time.

7.7. Conflict of Interest. To ensure an ethical evaluation process, all inquiries or other communications regarding this Solicitation shall be exclusively directed to the Contact Person identified in the Communications section above.

7.8. Disclosure of Information. The Proposer must identify in each portion of the Proposal any information that the Proposer deems confidential, or which contains proprietary information, patents, copyrights, or trade secrets. The Proposer must provide justification of what information, upon request, should not be disclosed by the City under the Colorado

Open Records Act (C.R.S. §§ 24-72-201 through 205) (“CORA”). The City may otherwise use or disclose the information submitted by the Proposer for any purpose, unless its use is so identified and restricted by the

Proposer. The Proposer's opinion of what constitutes confidential information under CORA is not binding upon the City.

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