RFP 24_PW02_ Asset Mgmt Software Solution.pdf

CITY OF MILTON REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

24-PW02

RFP Title:

Asset Management Software Solution

Due Date and Time: December 20, 2023, at 2:00 pm EST

*Link for virtual announcement of proposals received in response to this RFP will be posted as a Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

Number of Pages: 49

ISSUING DEPARTMENT INFORMATION

Issue Date: November 22, 2023 City of Milton Public Works Department 2006 Heritage Walk Milton, GA 30004

Phone: 678-242-2500

Website: www.miltonga.gov

INSTRUCTIONS TO OFFERORS

Electronic Submittal: **Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov

If you have not registered as a vendor via BidNet we encourage you to register.

There is no cost to join, and you will be notified of any potential bid opportunities with the City of Milton as well as other agencies who are part of the Georgia Purchasing Group.

Mark Face of Envelope/Package:

RFP Number: 24-PW02 Name of Company or Firm Special Instructions:

Deadline for Written Questions December 6, 2023 by 5:00 PM EST

Submit questions online via the BidNet Direct procurement portal at www.miltonga.gov

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH PROPOSAL RESPONSE

http://www.miltonga.gov/

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TABLE OF CONTENTS

Offeror’s RFP Checklist

Disclosure Form

Proposal Letter

Contractor Affidavit and Agreement (eVerify)

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Services

Section 4: Professional Proposals

Section 5: Cost Proposal

Section 6: Evaluation Criteria

Section 7: Standard Contract Information

Sample Standard Contract

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OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton

1._______Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2._______Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3._______Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4._______Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at http://www.miltonga.gov will include all questions asked and answered concerning the

RFP.

5._______Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6._______ Provide complete answers/descriptions. Read and answer all questions and requirements.

Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. _______Check the website for RFP addenda. Before submitting your response, check the City’s website at http://www.miltonga.gov to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. _______Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete.

The copies are provided to the evaluation committee members and will be used to score your response.

10. _______Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s response.

http://www./

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CITY OF MILTON DISCLOSURE FORM

MUST BE RETURNED WITH PROPOSAL

This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees.

Please complete this form and return as part of your RFP package when it is submitted.

Name of Offeror _____________________________________________________

Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation:

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RFP# 24-PW02

PROPOSAL LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the Request for Proposal (24-PW02) Asset Management Software Solution.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name______________________________________________________________

Print/Type Company Name Here_______________________________________________

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CONTRACTOR AFFIDAVIT AND AGREEMENT

STATE OF GEORGIA

CITY OF MILTON

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

____________________________________ I hereby declare under penalty of perjury eVerify Number that the foregoing is true and correct.

____________________________________ Executed on __________________, ____, 20___ Date of Authorization in ___________________(city), _______ (state).

Name of Contractor Signature of Authorized Officer or Agent

Asset Management Software Solution Printed Name and Title of Authorized Officer Name of Project or Agent

SUBSCRIBED AND SWORN BEFORE ME ON

City of Milton, Georgia THIS THE _____ DAY OF ______________, 20___.

Name of Public Employer

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

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SCHEDULE OF EVENTS

Task Date

Issue RFP November 22, 2023

Deadline for Questions December 6, 2023 by 5:00 p.m. EST

Answers Posted by the City (Addendum) On or about, December 12, 2023

Proposals Due By 2:00 p.m. EST on December 20, 2023

Award Contract February 19, 2024 (proposed)

NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.miltonga.gov) FOR ADDENDA

AND SCHEDULE UPDATES.

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SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Milton is seeking written proposals from qualified vendors for the implementation of a comprehensive Asset Management and Work Order System. All Proposers must comply with all general and special requirements of the RFP information and instructions enclosed herein.

The City intends to select a single proposer that demonstrates the level of expertise to provide these services through the proposal review process. The selected firm will be expected to provide services in accordance with the project schedule established by the City of Milton.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposals (RFP) is issued until a Contractor is selected, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement, except at the direction of Honor Motes, Procurement Manager. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Office: Honor Motes, Procurement Manager Address: 2006 Heritage Walk, Milton, GA 30004 Telephone Number: 678-242-2507 E-mail Address: honor.motes@miltonga.gov

1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions via the solicitation link on BidNet Direct, the procurement portal on the City’s website, on or before 5 PM (EST) on December 6, 2023. Each question must provide clear reference to the section, page, and item in question. Questions received after the deadline may not be considered.

C. City’s Answers.

mailto:honor.motes@

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The City will provide an official written answer to all questions on or about December 12, 2023. The City's response will be by formal written addendum.

Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside the posting of the RFP at http://www.miltonga.gov .Offerors must sign and return any addendum with their RFP response.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of state law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Professionals submitting a response to this RFP.

E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.3 NON-DISCRIMINATION

All qualified applicants will receive consideration without regard to age, handicap, religion, creed or belief, political affiliation, race, color, sex, or national origin.

1.4 SUBMITTING PROPOSALS

Offerors must organize their qualifications into sections that follow the following format. For the purposes of the RFP, the term “company” shall refer to the prime respondent of this RFP, or in other words, the company with whom the City will contract.

Only Technical proposals shall be initially submitted. Cost proposals will be requested from the shortlisted firms after the technical evaluations and any product demonstrations have been completed.

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Offerors must organize their proposal into sections that follow the following format. This RFP is for one proposal that includes all potential phases of this project.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Milton request for proposal cover page (information entered and signed: first page of this document)

2. City of Milton Disclosure form (signed)

3. City of Milton Proposal letter (information entered)

4. Contractor Affidavit and Agreement (eVerify)

5. Technical Proposal:

a. No more than ten (10) pages

1. Cover page(s), table of contents, tabs, and required forms do not count toward the page limit

b. Minimum of 11-point font

Each Technical Proposal Shall Contain:

a. Cover letter – introductory remarks and proposal summary (1 page)

b. Scope & Product Capabilities – considers the comprehensive product and assesses how easily it can integrate into Public Work's daily routine and if it addresses the needs

c. Company History & Experience - demonstrate Company stability and experience in providing software to comparable governments and similar organizations, documentation of client satisfaction (do City's continue to use the product year after year)

d. Implementation – proposed implementation schedule for the software system, overall time required to get the system up and running, ease (or challenges) in importing data, conversions and complexity of training and use

1. Applicable Addenda Acknowledgement Forms (if necessary)

2. Interviews and Product Demonstration - Short-listed vendors will be invited to make a presentation to the City. During this presentation the vendor can provide live demonstrations of the software and discuss the benefits of their software system. A question and answer will follow the presentation. Additional scoring criteria will be used for this phase as well as the pricing component after the initial technical evaluation of proposals is completed.

3. Price will be requested from short listed firms only after the technical evaluations and the product demonstrations are complete.

Consultants must organize their proposal into sections that follow the format of Section 1.4, and Section 3.0.

B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point

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deductions. The City may also choose to not evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

C. Copies Required and Deadline for Receipt of Proposals.

Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov . Proposals will be opened at approximately 2:30 p.m. and names of Firms will be announced. *Link for virtual announcement of proposals received in response to this RFP will be posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure proposals are submitted via the BidNet Direct procurement portal by the designated time. Late proposals will not be accepted.

1.5 OFFEROR'S CERTIFICATION

By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expense incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Milton and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

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SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria. The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company financial information requested by the City of Milton to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets. Please contact Honor Motes, Procurement Manager, for additional information.

Information separated out under this process will be available for review only by the procurement office, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in the event of a “right to know” (open records) request from another party.

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2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of nonresponsive.

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation in order to determine the highest scoring Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposal/qualifications and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested. Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

E. Opportunity for Discussion/Negotiation and/or Oral Presentation/Product

Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical and contractual

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aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer

The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision.

Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Request for Documents Notice.

Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer may issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract and no work may begin until a contract signed by all parties is in place.

I. Contract Negotiation.

The procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

J. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

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2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Milton to award and execute a contract. Upon a determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss a RFP submittal for any purpose in order to answer questions or to provide clarification,

6. Award a portion of this RFP or not award any portion of this RFP if it is in the best interest of the City not to proceed with contract execution; or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

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SECTION 3: SCOPE OF SERVICES

3.0 GENERAL

Milton, Georgia is a growing community located north of Atlanta with a population of approximately 41,000. The City of Milton Public Works Department is comprised of the following major functions:

• Operations and Right of Way Maintenance

• Facilities, Buildings & Grounds Maintenance

• Engineering

• Stormwater Management

• Construction and Inspection

These functions frequently share equipment, staff, data, and project information. They also have extensive communication with other Departments (e.g., Finance, Fire, Parks and Recreation) and citizens (i.e., our customers). Growing populations, tightening budgets, and ever-increasing regulatory standards have resulted in the need for a better method of tracking, managing, reporting, sharing and archiving data. It is the intent of this RFP to find a software asset management and work order system to help accomplish this with the intent of entering into a five-year general services contract agreement with the selected software provider.

The City of Milton (City) is seeking written proposals from qualified vendors for the implementation of a comprehensive Asset Management and Work Order System. The proposer should have adequate prior experience working with local government. The primary focus of this RFP is to procure a system to develop and track Work Orders, including budget, expenditures, photos, contact information, notes, etc. and tie those work orders to specific assets in the city. Proposals should demonstrate capability to include, but not limited to:

• Asset management (asset history, detailed maintenance records, condition monitoring, and lifecycle)

• Financial management (financial records, depreciation, and budget planning)

• Work order, work request, and preventative maintenance planning

• Work order prioritization and scheduling (SeeClickFix integration)

• Customer Service Requests (CSRs) - Internal and external (SeeClickFix integration)

• Resource and labor management (able to relate to public-private partnerships and services provided by others)

• Material and inventory management

• Stormwater Management

• Facility Condition and Management

• Easy to use dashboard and reporting capabilities

• Audit and compliance capabilities

3.1 SOFTWARE & VENDOR REQUIREMENTS

It is the intention of the City that the selected vendor shall provide services in system design and set up, software installation, integration design and build, training, project

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management, technical and post implementation support. The vendor is expected to be able to provide on-site support, as needed, during the project.

The City is looking for a completely hosted solution; however, will accept on-premises deployments proposals. Proposals must consider all data conversion and migration for moving from the current solution. If a hosted solution is proposed, please include a detailed list of all recommended hardware (routers e.g.) and 3rd Party software (Citrix, VPN e.g.) requirements. Also include an estimate for this hardware and Third-Party software components. The City reserves the right to procure these components and services on its own if it decides upon a hosted solution.

In addition, please provide the multi-factor-authentication (MFA) technology that’s currently offered within your system.

3.2 SPECIFIC SCOPE OF SERVICES

The software should be capable of the following and are to be included in software proposal:

1. The system shall be capable of maintaining a database and/or connecting to databases of City assets, equipment, expenditures, etc. and provide queries and reporting abilities for these data. The data should include all history relative to the asset. Listed below are examples of asset types intended to track.

a. Facilities

i. Government Buildings

ii. Properties

iii. Grounds

b. Parks & Recreation

i. Buildings

ii. Athletic Fields

iii. Trails

c. Infrastructure

i. Roads

ii. Signals

iii. Right of Way

iv. Sidewalks

v. Stormwater Structures

2. "Work Orders" are specific tasks that require field work to correct or improve a situation. Work Orders are performed by either in-house staff or contracted staff and have material, equipment and/or labor costs. Costs are tracked individually and usually funded from the General Fund. Schedule components include anticipated start, actual start, anticipated duration, and actual completion date.

The system should have the following abilities related to managing work:

a. Works order management tied to assets

b. Creating internal work orders

c. Input and scheduling of routine, preventative work orders

d. Incorporation of citizen requests from SeeClickFix and generation of corresponding Work Orders

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e. Monitor Work Order progress

f. Customize Work Orders with photos or other types of attachments;

g. Send multiple types of alerts (i.e., email, text messages, internal program alerts);

h. Schedule with follow-up tracking;

i. Allow for queries/ data pulling from past Work Orders

3. Resource & Labor Management

a. Work Order Creation, Assignment, Scheduling, & Tracking

i. Track utility locates for each Work Order

ii. Track labor, material, equipment, and fuel cost with each Work

Order

b. Preventative Maintenance Scheduling

c. Detailed work records and history

i. Labor costs tracking

ii. Generate reports for each Work Order from all input aspects or by time

iii. Generate work order form for completion by field employees

iv. Generate reports on work order, individual employees, or contractors

d. Material & Inventory Tracking

e. Track production by asset location, work activity, Work Order, Programs, and Projects

f. Capable of operating from multiple platforms with the ability to view and result work orders, manage assets and facilities from mobile devices

4. Pavement Management

a. Solution should include options for scenario building

b. Mapping, analysis, and decision-making tool for the pavement management planning

c. Solution should be able to create maps, analyze data and plan road repairs and budgeting decisions

5. Administrative

a. The Milton Finance Department currently uses Incode by Tyler Technologies (is in the process of procuring future services) for tracking and managing the City's funds, including revenue, expenditures, and budgets. It is desirable if that the software is compatible of exporting data to Excel spreadsheets and/or Incode.

i. Budget tracking and planning

1. Track annual contracts where applicable, against contract amount, time frame and invoices by Work Order, Project and Program;

2. Generate reports that illustrate the financial aspect of employee labor, equipment usage, fuel, and project by specific date range;

b. Asset financial history

c. Depreciation schedule

d. Reporting & Auditing

i. Easy and customizable reporting

e. Dashboard

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3.3 ALL SYSTEMS

A. Easy to use, intuitive interface with customizable menu options.

B. System must allow for individualized and group-based access permissions for each module and sub-module.

C. Explanation of implementation plan including process reviews with departments.

D. Must include a companion status and health check monitoring service that shows the City the current health of the service or be able to provide proof of system uptime on daily, weekly, monthly, quarterly, and annual basis.

E. Provide a Testing and Staging environment.

F. Must have incident notification mechanisms in place (such as email or SMS) for any service outage or security incident.

3.4 GENERAL FEATURES AND REQUIREMENTS

A. Provide the following information regarding the technology of the proposed solution:

a. On-Premises versus SaaS or Hosted options and definition of each.

b. Hardware specifications for the proposed solution.

c. Mobile hardware and operating system specifications.

B. Support for Service-Oriented Architecture, Specific Web Services C. Standards supported (e.g., WSDL, REST, JSON), Server Virtualization, etc.

D. Support for remote access technologies and encryption (VPN, synchronization, etc.).

E. Escrow Agreements, etc. Address how the city’s data would be delivered or provided to the city if the relationship between the city and the Offeror is terminated.

F. Development languages, structures or frameworks used e.g., .NET.

architecture, SQL, etc.

G. Customizable approval levels for all system modules H. System notification for pending approvals, adds, moves, or changes within the modules. Notifications should be centralized within the system, and receivable via email, SMS, etc.

I. Mobile friendly solution or mobile app that can be used on both IOS and Android devices.

J. Customizable reports with the ability to export to but not limited to: Excel, CSV, Txt, SQL DB, and Word

K. Have an open API structure or can work with third-party solutions to create API connections.

3.5 SECURITY AND DATA BACKUP

A. Provide a detailed diagram or plan of the proposer’s data backup procedures and infrastructure.

B. Be able to provide data backup reports as requested by the client within 48 hours of the request.

C. Proposer must have the ability to retain all system data for at a minimum 90 days.

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D. The solution must be able to provide a full change log for any changes made within the system.

E. Support account provisioning and authentication integrations with the City’s infrastructure. To enable City users to use their central SSO credentials, and allow City IT to centrally control the authentication process and group membership/access control, ensure the following:

a. SAML2 is supported by the product. SAML2 is a mainstream standard that exists to redirect a user authentication from the service provider back to City’s IAM infrastructure, allowing single sign-on (SSO).

b. There is a way to provision and control group memberships programmatically by some integration.

F. Must be scalable and highly available by design and in practice, so that any spike in demand by their consumer base does not affect the performance of any individual user. Similarly, the overall system must be designed to be fault-tolerant so that if any subsystem failure occurs, there is no resulting service outage.

G. Follow all regulatory data controls as applicable (HIPAA/HITECH, NIST 800-171, PCI DSS, GDPR, etc.).

H. System must encrypt all data in transmission and at rest, meeting NIST, PCI, PHI, and PII standards.

I. In the case of breaches or outages, in addition to the necessary operational reporting, there must be defined service provider responsibilities for reporting timeliness, completeness, root cause, and mitigation strategy.

3.6 VALUE ADDED PRODUCTS AND REQUIRED INTEGRATIONS

A. Include any additional products and/or services available that vendor currently offers in their normal course of business that is not included in the scope of this RFP that you think will enhance and add value to the product.

B. City would like the solution to be integrated with either Laserfiche (on-premises) solution or Microsoft SharePoint 365 for document management.

The city currently uses Laserfiche as its primary document management system.

C. The city requires the solution to have the ability to integrate with ESRI ArcGIS on-premises and online solutions. ESRI integration needs to be bi-directional in nature, if possible, with read and write capabilities.

D. The city currently uses SeeClickFix as the citizen request management system.

The city requires the solution to have the ability to integrate with SeeClickFix and ability to create work orders directly from requests.

E. Integration with Microsoft PowerBI is preferred but not required.

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SECTION 4: OFFEROR PROPOSALS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Professional to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Offerors interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

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SECTION 5: COST PROPOSAL

**ONLY IF SHORT LISTED AND AFTER DEMOSTRATION**

The offeror’s cost proposal shall be signed by an authorized agent of the company and shall be submitted in a separate sealed envelope. Cost proposal shall only be scored for shortlisted vendors.

The undersigned proposer, having familiarized themselves with the work required by the RFP, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this proposal for the above named services is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP to be performed or furnished by proposer for the unit prices of:

Cost:

a. Provide a detailed cost of ownership for all software licenses, support, training, and implementation services being proposed.

b. Pricing must be complete and list any available discounts, one-time and recurring costs for five years, including all hardware, software, support, and licensing costs.

c. Estimates for implementation services should include the following:

i. Project management

ii. Installation and implementation of the software

iii. System configuration

iv. Training

v. Interfaces or integrations

vi. Report development

vii. Travel

viii. Post Go-Live Support

d. Pricing information supplied with the response must be valid for at least 150 days.

Prices are good through calendar year 2024. Provide any proposed fee increase % that would be applied starting in calendar year 2025.

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SECTION 6: EVALUATION CRITERIA

The evaluation committee will review and evaluate the proposals according to the following criteria:

• A selection team for the City will initially evaluate and score all submittals received.

• Proposals not meeting the minimum requirements and those who are non-responsive will not be considered.

Proposal Evaluation Criteria (Round 1):

Scope & Product Capabilities 40 pts.

• Considers the comprehensive product

• Assesses how easily it can integrate into Public Work's daily routine

• Addresses the needs of the City

Company History & Experience 40 pts.

• Demonstrate Company stability

• Experience in providing software to comparable governments and similar

• Documentation of client satisfaction

• City's continue to use the product year after year

• Qualifications related to the requirements defined in this RFP

• Number of years the firm has provided the products and services outlined in the

RFP

• Employees assigned to the proposed implementation team including a list of the tasks for which they will be responsible.

• Identify services that will be outsourced to a subcontractor

Implementation 10 pts.

• Proposed implementation schedule for the software system

• Overall time required to get the system up and running

• Ease (or challenges) in importing data

• Conversions and complexity of training and use

Maximum points for Round 1 = 90 pts.

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Interviews and Product Demonstration (Round 2):

Short-listed vendors will be invited to make a presentation to the City. During this presentation the vendor can provide live demonstrations of the software and discuss the benefits of their software system. A question and answer will follow the presentation.

Vendors shall be available during the designated period for software demonstrations.

Cost proposals will be requested from shortlisted firms only after the technical evaluations and the product demonstrations are complete.

Demonstration 40 pts.

Price 10 pts.

Maximum points for Round 2 = 50 pts.

SECTION 7: STANDARD CONTRACT INFORMATION

7.0 STANDARD CONTRACT

The City’s standard contract is attached to this document as Appendix A. Offeror should notify the City of any terms within the standard contract that preclude them from responding to the RFP. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring Offeror at the time of contract negotiation.

7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract, attached as Appendix A, contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring Offeror. The contract language contained in Appendix A does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 SUBCONTRACTOR

The highest scoring Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposals. The City reserves the right to approve all sub-contractors. The Contractor shall be responsible to the City for the acts and omissions of all sub-contractor

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or agents and of persons directly or indirectly employed by such sub-contractor, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document, or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.3 GENERAL INSURANCE REQUIREMENTS

See sample contract.

7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

The Contractor is required to supply the City of Milton with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the Contractor nor its employees are employees of the City. The proof of insurance/exemption must be received by the City of Milton within ten (10) working days of the Request for Documents Notice and must be kept current for the entire term of the contract.

CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE REQUIRED

DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.

7.5 COMPLIANCE WITH LAWS

The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the Contractor subjects subcontractors to the same provision. The Contractor agrees that the hiring of persons to perform the contract will be made based on merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

7.6 CONTRACT TERMINATION

See sample contract.

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SAMPLE CONTRACT ONLY ~ DO NOT RETURN WITH PROPOSAL

PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT is made and entered into this_____ day of _____________, 20___

(the “Effective Date”), by and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia, acting by and through its governing authority, the Mayor and City Council (hereinafter referred to as the “City”), and _____________________, a __________________, (herein after referred to as the "Consultant"), collectively referred to herein as the "Parties."

WITNESSETH:

WHEREAS, City desires to retain Consultant to provide certain services in the completion of a Project (defined below); and

WHEREAS, City finds that specialized knowledge, skills, and training are necessary to perform the Work (defined below) contemplated under this Agreement; and

WHEREAS, Consultant has represented that it is qualified by training and experience to perform the Work; and

WHEREAS, Consultant desires to perform the Work as set forth in this Agreement under the terms and conditions provided in this Agreement; and

WHEREAS, the public interest will be served by this Agreement; and

WHEREAS, Consultant has familiarized itself with the nature and extent of the

Agreement, the Project, and the Work, and with all local conditions and federal, state, and local laws, ordinances, rules, and regulations that may in any manner affect cost, progress, or performance of Work.

NOW, THEREFORE, for and in consideration of the mutual promises, the public purposes, and the acknowledgements and agreements contained herein, and other good and adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually agree as follows:

I. SCOPE OF SERVICES AND TERMINATION DATE

A. Agreement. The Agreement shall consist of this Professional Services Agreement and each of the Exhibits hereto, which are incorporated herein by reference, including:

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Exhibit “A” – City Solicitation Documents Exhibit “B” – Consultant Response/Proposal Exhibit “C” – Scope of Work Exhibit “D” – Contractor Affidavit Exhibit “E” – Subcontractor Affidavit Exhibit “F” – Key Personnel

B. Project Description. The “Project” at issue in this Agreement is generally described as:

C. The Work. The Work to be completed under this Agreement (the “Work”) includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit “C”, attached hereto, and incorporated herein by reference. Unless otherwise stated in Exhibit “C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat, utilities, transportation, facilities, services, and any other miscellaneous items and work necessary to complete the Work. Some details necessary for proper execution and completion of the Work may not be specifically described in the Scope of Work, but they are a requirement of the Work if they are a usual and customary component of the contemplated services or are otherwise necessary for proper completion of the Work.

D. Schedule, Completion Date, and Term of Agreement. Consultant understands that time is of the essence of this Agreement and warrants and represents that it will perform the Work in a prompt and timely manner, which shall not impose delays on the progress of the Work. The term of this Agreement (“Term”) shall commence as of the Effective Date, and the Work shall be completed, and the Agreement shall terminate, on or before __________________________ (provided that certain obligations will survive termination/expiration of this Agreement). If the Term of this Agreement is longer than one year, the Parties agree that this Agreement, as required by O.C.G.A. § 36-60-13, shall terminate absolutely and without further obligation on the part of City on December 31 each calendar year of the Term, and further, that this Agreement shall automatically renew on January 1 of each subsequent calendar year absent City’s provision of written notice of non-renewal to Consultant at least five (5) days prior to the end of the then current calendar year. Title to any supplies, materials, equipment, or other personal property shall remain in Consultant until fully paid for by City.

II. WORK CHANGES

A. Change Order Defined.