RFP-25-025_bidnet.pdf

REQUEST FOR PROPOSAL #25-025

Page | 1

REQUEST FOR PROPOSALS

CITY OF ENGLEWOOD

HUMAN RESOURCE INFORMATION SYSTEM (HRIS)

FOR

THE CITY OF ENGLEWOOD, COLORADO

RFP NO: 25-025

RFP ISSUANCE DATE: May 15, 2025

PROPOSAL DUE DATE: June 10, 2025

This document is the UNOFFICIAL RFP document. The City of Englewood's official posting platform can be found on The City of Englewood's website, Solicitation

Opportunities & Awards. Instructions for registration are included for the new platform.

Solicitation Opportunities & Awards | City of Englewood, Colorado https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards

Page | 2

Statement of Purpose The City of Englewood (“the City” or “City”) is seeking to replace its current Human Resources Information System (HRIS) with a comprehensive solution that will better serve the organization's present needs while providing flexibility for future growth. The selected Contractor will provide a modern, integrated HRIS that streamlines Human Resource processes, improves data management, and enhances user experience for both Human Resource staff and employees throughout the City of Englewood.

Considerations This City invites qualified Contractors to submit a Proposal to replace current HRIS system

Proposals will be reviewed and evaluated using a competitive, best-value selection process described below. Proposals shall be considered from Contractors who are firmly established in the appropriate business. Contractors shall be financially sound and have the resources and ability to perform the required services in a professional and safe manner in accordance with industry standards.

Proposals in response to this Solicitation must be submitted prior to 2:00 PM MDT, June 10, 2025. Sealed proposals (electronic submissions only) will be received and accepted online via the City of Englewood’s Online Procurement System (https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards).

Solicitation Process Proposals will be evaluated and scored based on the criteria provided in this RFP. The City will consider the approach to complete the scope of work, qualifications of the project team, experience in similar work, and value of the proposed fee to complete the work.

The City may conduct interviews with short-listed firms.

Negotiations may be held with the Contractor ranked the highest by the evaluation committee based on proposal, fee, and interview (if needed). The City and the top-ranked Contractor may negotiate the details of the final contract, and City Council approval of the award may be requested. Upon Council approval, the contract will be signed, a PO set up, Notice to Proceed issued and work may begin. Should the City be unable to reach an agreement with the top-ranked Contractor, negotiations may commence with the next-ranked Contractor. This process will continue until a satisfactory contract is negotiated, or the City exercises its right to reject all proposals.

Project Manager

Lennie Jarrett will serve as the City Project Manager.

Page | 3

City Communications

No oral communications from the Project Manager or any other individual representing or purporting to represent the City are binding. Contractors are restricted from any and all contact with City staff and any public official of these organizations, other than the Procurement Division, regarding the project during the procurement process. A violation of this provision may result in disqualification of Contractor.

Questions Questions will be accepted until Thursday, May 28, 2025 @ 2:00pm. Once the question period expires, the addendum will be posted on the City’s online Strategic Sourcing platform. Verbal questions during the recommended pre-proposal meeting and site visit will be screened for applicability and, as applicable, responded to in an addendum. All questions during the procurement period must be directed in writing to:

Trudi Peepgrass, NIGP-CPP, CPPB Procurement & Contracts Manager Finance Department City of Englewood 1000 Englewood Parkway, Englewood, CO 80110 303-762-2419 tpeepgrass@englewoodco.gov

RFP Organization This RFP consists of the following:

• Section 1 – Project Overview, Background, and Goals

• Section 2 – Project Schedule and Milestones

• Section 3 – Scope of Work

• Section 4 – Proposal Submittal Requirements

• Section 5 – Proposal Evaluation and Selection

• Section 6 – Conditions for Contractors

• Attachment A – Sample Professional Services Agreement

• Attachment B – Functional Needs Requirements Evaluation Spreadsheet

• Attachment C – Functional Needs Instructions

• Attachment D – City Acronyms and Terminology

Section 1 – Project Overview, Background, and Goals

1.1 Project Overview

The City of Englewood (“the City” or “City”) is seeking to replace its current Human Resources Information System (HRIS) with a comprehensive solution that will better serve the organization's present needs while providing flexibility for future growth. The selected Contractor will provide a modern, integrated HRIS that streamlines Human

Page | 4

Resource processes, improves data management, and enhances user experience for both Human Resource staff and employees throughout the City of Englewood.

The City currently has approximately 600 permanent full and part time employees with an addional 400 seasonal employees who work from May to early September.

The city has two Collective Bargaining Units covering hourly workers and non-supervisory sworn staff at the Police Department. We do not have a fire department.

In evaluating responses the City will consider end-to-end HRIS solutions and solutions which can be easily integrated with other third-party best of breed modules.

The Human Resource team is small considering the number of employees it serves. It consists of eight employees, including the Driector. Each of the team has specialities, but needs to be able to handle general Human Resource duties as well.

Finance handles biweekly payroll with support from Human Resource on any time and attendance issues.

The IT Business Services team assists Human Resources and Finance as needed for configuration, problem resolution, and compiles reporting needs.

1.2 Project Background

UKG, our current HRIS system, does not adequately meet the City’s Human Resource needs. There are too many processes which must be handled manually outside of the system causing delays, errors and frustration among staff members.

The City has undertaken several attempts to enhance and fix current issues without success. In addition, the UKG Time and Attendance module we use will be sunset in the next few years.

1.3 Project Goals

The City’s objectives for delivery of the Project are as follows:

The goal of this project is to select and implement an HRIS which meets the needs of our collective bargaining units, complex time scheduling, seasonal workers, and regular staffing. In addition, the implementation should reduce manual proceesses, be easy to use, highly configurable, and increase employee engagement.

The timeline would be to implement Time and Payroll in preparation of the first payroll in 2026, with the implementation of other features in early 2026. If this is not possible, then a plan to accommodate tax compliance for the overlap period will be required for the 2025 tax year.

Page | 5

Section 2 – Project Schedule and Milestones

2.1 Schedule

The City intends to proceed with the implementation of a new HRIS system.

2.2 Project Milestones

These milestones represent the anticipated schedule for resource planning purposes and are subject to change.

Request for Proposals posted May 15, 2025 Deadline for written questions May 28, 2025 @ 2:00 pm Proposal and fee submission due date June 10, 2025 @ 2:00 pm Anticipated Contractor Interviews (as needed) Week of June 23, 2025 Anticipated Council Consideration July 2025 Anticipated Notice to proceed July 2025

Section 3 – Scope of Work See attached file "Functional Needs Requirements Evaluation.xls" (Attachment B) to understand the application deliverable requirements.

Selected Contractor will work with the City to determine specific implementation timelines during contract but should include projected timelines and details with this request. These details should include the following:

• Projected timeline for deeper process discovery

• Projected timeline for implementation/configuration of each module/functional section proposed or included in the application o Benefits o Integrations o Learning Management o Payroll o Performance/Talent Management o Position Management o Offboarding o Onboarding o Recruiting o Reporting o Technical Requirements o Time and Attendance o Workflows and other Automations

Page | 6

The city will work with the selected vendor to detail processes as needed during the implementation process.

The new HRIS for the City may include, but is not limited to, some of the following core functionalities:

1. Employee Information Management: Centralized database for maintaining comprehensive employee records, including personal information, employment history, certifications, skills, and performance data.

2. Payroll Integration: Seamless integration with the City of Englewood, CO's payroll systems to ensure accurate and timely processing of wages, benefits, deductions, and tax withholdings.

3. Benefits Administration: Tools for managing employee benefits programs, including health insurance, retirement plans, and other offerings specific to the City of Englewood, CO, with capabilities for online employee self-service during open enrollment periods.

4. Time and Attendance: Automated time tracking system that interfaces with payroll, allowing for efficient management of employee schedules, leave balances, and attendance records.

5. Recruitment and Applicant Tracking: Comprehensive tools for posting job openings, managing applications, scheduling interviews, and tracking candidates throughout the hiring process for the City.

6. Onboarding and Offboarding: Structured workflows for efficiently bringing new employees into the City and processing departing employees, including necessary documentation, asset management, and access control.

7. Performance Management: Capabilities for setting goals, conducting evaluations, providing feedback, and tracking employee development plans.

8. Reporting and Analytics: Robust reporting tools with customizable dashboards providing insights into workforce metrics and trends to support strategic decision-making by leadership.

9. Employee Self-Service Portal: User-friendly interface allowing employees to access and update their personal information, view pay stubs, request time off, and access relevant HR policies and forms.

10. Mobile Accessibility: Support for secure access to key system functions via mobile devices for both HR administrators and employees.

11. Training and Development Tracking: Tools for managing employee training requirements, certifications, and professional development activities.

Page | 7

12. Compliance Management: Features to ensure the City remains compliant with federal, state, and local employment regulations, including required reporting capabilities.

The selected Contractor will be responsible for system implementation, data migration from existing systems, configuration to meet the City’s specific requirements (Attachment C), integration with other city systems as needed, comprehensive staff training, and ongoing technical support. The solution must be scalable to accommodate the City's future growth and adaptable to changing HR practices and regulations.

Security and data privacy must be paramount in the proposed solution, with appropriate safeguards for protecting sensitive employee information in accordance with all applicable laws and best practices. The system should maintain detailed audit trails of all transactions and changes.

Service Requirements must include:

1. Four (4) hours initial response time for ordinary issues

2. One (1) hour response for immediate payroll processing issues

3. Ability to escalate tickets if needed

4. Tickets remain open until resolved or added into the fix roadmap

Contractor Minimum Requirements:

1. In business more than 10 years

2. At least one transition team member must have more than 5 years of experience configuring complex time reporting systems for Police Departments or other government collective bargaining unit contracts

3. At least one team member must have more than 5 years of experience in HRIS operations and configuration

4. Project manager must have more than 3 years of experience transitioning HRIS systems

5. At least one member of the data migration team must have more than 5 years of experience migrating to HRIS data (UKG preferred)

Supplemental Services The City has, to the best of its knowledge, defined the scope and tasks to complete the work. The Contractor may propose, at its discretion, additional services beyond those listed in this RFP that it feels are necessary to complete the work or add value to the project. Those additional services shall be included in the scope and fee as a stand-alone task under “Supplemental Services.” The City Project Manager must approve Supplemental Services before performing the work.

Page | 8

Contract Renewal The City of Englewood reserves the right to utilize the awarded Contractor for future phases of the project, which include a similar scope of work or a continuation of the awarded project.

Section 4 – Proposal Submittal Requirements

4.1 Submittal Place and Deadline

The response must be received before the due date and time as specified in this RFP. It is the responsibility of the Contractor to ensure that electronic submittals are received prior to the closing time specified. Bids received after the date and time set for the Bid opening shall be considered non-responsive and returned un-opened to the Bidder.

Electronic submissions will only be accepted online the City of Englewood’s Online Procurement System, https://www.englewoodco.gov/government/city-departments/finance/solicitation-opportunities-awards Questions or technical difficulties should be directed to the websites’ Supplier Support Team support.ionwave@eunasolutions.com.

Submittals will be accepted until 2:00 PM on June 10, 2025.

The City of Englewood utilizes an Online Procurement System for all electronic solicitation submittals. It is the Contractor’s responsibility to ensure the submittal process is started with enough time to meet the 2:00pm deadline; for example: do not start the upload and submittal process at 1:50 pm with the expectation that your submittal will be received by the City prior to the 2:00pm deadline. If the Contractor experiences any problems, has questions or technical difficulties, PLEASE contact the Supplier Support Team, support.ionwave@eunasolutions.com. If the Supplier Support Team is unable to resolve the problem, contact the procurement agent (contact information in Introduction) by 1:45pm for a submittal resolution.

Proposals may be amended or withdrawn only by written notice prior to the Proposal opening. Amendments or withdrawals received after the Proposal opening will not be effective, and the original Proposal submitted will be considered. The Contractor agrees that its Proposal will not be withdrawn within ninety (90) calendar days following opening of the Proposals, and that during such time its Proposal will remain Contractor and irrevocable. The City reserves the right to reject any or all Proposals and to waive any technical defects in Proposals.

The City reserves the right to request clarification of information submitted and to request additional information of one or more Contractor after the Proposal Submission Due Date.

4.2 Submittal Format

Proposal submittals shall be clear, accurate, comprehensive, and provide specific and succinct answers to all questions and requests for information. Indirect, imprecise, or

Page | 9 incomplete responses can serve only to the disadvantage of the proposer. Generic marketing material is discouraged. Excessive or irrelevant material will not be favorably received.

The Proposal must not exceed 10 total pages (8½ × 11 inch with 1-inch or greater margins; up to 2 pages of the total page count may be 11 x 17-inch tri-fold format; each double-sided counts as two pages), excluding the transmittal letter, index or table of contents, front and back covers, title pages/separation tabs, draft agreement acknowledgement form, and appendices.

A font similar in size to or larger than Calibri eleven-point (11-pt) shall be used.

4.3 Submittal Content

The content requirements set forth in this RFP represent the minimum content requirements for the Proposal. Additional information may be provided at Contractor’s discretion and within the available page count.

The Contractor shall submit two separate files as part of their Proposal, as listed above.

The Technical Proposal and the Functional Requirements spreadsheet – submitted in Excel format, do NOT convert to pdf format. Additional information and documentation as requested as part of the Functional Requirements spreadsheet may be included as an appendix.

The Proposal must include, at a minimum, the following information:

• Transmittal Letter

• Company Information

• Part 1 – Experience and Technical Capability

• Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule.

• Part 3 – Draft Agreement Review

Transmittal Letter

Include a transmittal letter signed by an authorized representative of the Contractor who can commit the Contractor to the obligations required in the Draft Agreement. Place the transmittal letter on the Contractor’s letterhead and include the name, address, phone number, and e-mail address for the Contractor contact person. Specify who would be the Contractor’s signatory to any contract documents executed with the City. Include other information deemed relevant by the Contractor.

Proposals must be signed by an authorized corporate officer, principal, or partner (as applicable) with a signature in full. Contractors who are nonresident corporations shall furnish to the City a duly certified copy of their Articles of Incorporation from the State of Colorado Secretary of State Office along with the Proposal. Failure to promptly submit this evidence or qualification to do business in the State of Colorado may be basis for rejection of the Proposal.

The transmittal letter shall be limited to two (2) 8½ x 11-inch pages.

Page | 10

Part 1 – Contractor Experience and Technical Capability

Provide a description of the Contractor’s qualifications, experience, and technical capability. This shall include, at a minimum, the following elements:

• Provide an organizational chart for the Contractor’s project team, identifying all key personnel, the reporting hierarchy of staff and Contractor/Sub-Contractors, and the specific individuals responsible for coordination of the separate components of the work. City preference is for the project team to include some local personnel.

• Describe the roles, responsibilities, and availability of the key personnel who will be assigned to the Project through completion.

• Identify all Sub-Contractors and describe their roles, and responsibilities. Identify the Sub-Contractors’ key personnel.

• Ownership structure

• Succession plan for leadership

• Revenues if publicly available

• Expenditures put into Research & Development each year

• History of acquisitions

• Average customer size in employee counts

• Development Documentation to include:

o How enhancements are placed onto the development Roadmap o Current Development Roadmap

Note: The identification and utilization of specific key personnel through the life of a project are important factors in the City's consideration and selection of a Contractor. Any changes in identified key personnel after the award of the Agreement must be approved by the City in writing before the change is made. Include availability of the project team to begin work as soon as possible after the selected Contractor receives the Notice to Proceed.

Contractor Experience: Provide clear and thorough descriptions of the Contractor's related and applicable experience and performance, particularly for:

• Experience implementing HRIS solutions in municipal or government settings

• Relevant experience with public sector clients similar to the City

• Qualifications and expertise of the proposed implementation team

• Quality and relevance of references provided from comparable municipalities

Provide detailed information on the three (3) most applicable projects that have been substantially completed by the Contractors’ team members. Details shall include the following:

• Project title and contract number.

• Contractor and key personnel’s role in project.

Page | 11

• Owner contact information including phone number.

• Period of performance (contract start and end dates).

• Contract value.

• Summary of work performed.

• Project performance (including change order history, schedule adherence, and budget adherence).

• Describe any major issues or challenges presented on the project(s) and how they were resolved.

Note: Information demonstrating how the Contractor team’s key personnel have collaborated, performed, and resolved issues together on previous projects are important factors in the City's consideration and selection of a Contractor.

Key Personnel Experience: Describe specific relevant experience of each proposed key personnel providing similar details for projects as requested in Contractor Experience.

Reference Requirements: The City may contact the referenced individual(s) identified by the Contractors in Contractor Experience. The contact person(s) listed as a reference shall be someone who has personal knowledge of the Contractor’s performance during the referenced project. More than one person can be listed, but all must have knowledge of the project.

Part 2 – Project/Scope Understanding, Approach, and Anticipated Schedule

Provide a description of the Contractor’s approach for managing and delivering the scope of services contained in this RFP, and any additional issues and proposed strategies for meeting the City’s needs for the project based on Contractor’s understanding of the work, including:

• Demonstrated understanding of the City's specific HRIS requirements

• Quality and appropriateness of proposed project management methodology

• Comprehensiveness of communication plan and reporting procedures

• Clear definition of roles and responsibilities for both vendor and City of Englewood, CO staff

• Approach to milestone tracking and progress measurement

• Quality assurance processes and standards

• Effectiveness of proposed issue resolution procedures

• Completeness of project documentation standards

• Clarity and feasibility of the proposed implementation methodology

• Reasonableness of project timeline for the City

• Thoroughness of data migration approach from existing systems

• Quality of testing strategy to ensure system integrity

Page | 12

• Comprehensiveness of staff training plan for City employees

• Approach to change management during implementation

• Resources allocated to ensure successful implementation

Provide a proposed schedule/timeline and detailed project plan to complete the work.

Part 3 – Draft Agreement Review

The Contractor understands that neither this RFP nor the Proposal shall constitute a contract with the City. No contract is binding or official until Proposals are reviewed and accepted by appointed City staff; approved through the appropriate levels of authority within the City; and an official contract is duly executed by the City.

Attachment A (Draft Agreement) of this RFP contains the proposed Professional Services Agreement for the Project. Proposers shall review this draft document and provide comments regarding any aspect of such document about which it has any concern, including terms that it considers ambiguous or which it believes should be modified. Such comments shall be submitted with the Proposal. The City will review all comments received and, if it deems appropriate, in its sole discretion, may modify such document. The Draft Agreement included in the RFP is the form upon which Contractors shall base their Proposal. The comments submitted on the draft agreement will not be counted in the total page count specified above.

Price Proposal

A font similar in size to or larger than Calibri eleven-point (11-pt) must be used for the Price Proposal.

Price Proposal to identify pricing for any additional features/modules deemed necessary to fit the City’s functional needs, add the additional price per individual line item.

Appendix A – Key Personnel Resumes

Provide key personnel resumes for project team. Appendix A does not count toward overall page count but is limited to resumes only.

Section 5 – Proposal Evaluation and Selection

5.1 General

The Proposals will be reviewed and evaluated by the City’s Selection Committee according to the requirements and criteria outlined herein. During the Proposal evaluation process, written questions or requests for clarification may be submitted to one or more Contractors regarding its Proposal or related matters.

Page | 13

In addition, the City may require all or a limited number of Contractors to participate in virtual or in-person interviews.

5.2 Selection Process Overview

For the purpose of selecting the most qualified Contractor, the City will use a competitive selection process as set forth in pertinent City and State procurement requirements. The procedure will involve the following steps:

a. The City will advertise the RFP Invitations on the City’s strategic sourcing platform.

b. Responsiveness and minimum qualifications will be checked.

c. The City’s Selection Committee will review, rank, and may short-list Proposals which meet responsiveness and minimum qualification requirements.

d. Interviews with each of the shortlisted Contractors to clarify their Proposals may be conducted. This decision is at the sole discretion of the City. Interviews will provide short-listed Contractors the opportunity to present their project team and approach to City staff and will include a question-and-answer session.

e. The City’s Selection Committee will then rank each Proposal, Price Proposal, and Interview (if applicable) to prepare a recommendation for approval. Upon authorization, the Project Manager shall negotiate a contract with the selected Contractor. Should the Project Manager be unable to negotiate a satisfactory contract with the Contractor considered to be most qualified, the Project Manager, or designee, shall terminate such negotiations with that Contractor and begin negotiations with the next most qualified Contractor and so on until negotiations are successful.

f. The City reserves the right to modify or reject any contract for the acquisition of goods and/or services submitted to it for consideration.

5.3 Responsiveness

Each Proposal will be reviewed to determine whether it is responsive to the RFP. Failure to comply with the requirements of this RFP may result in a Proposal being rejected as non-responsive. At its sole discretion, however, the City may waive any such failure to meet a requirement of this RFP and may request clarification or additional information to remedy a deficiency.

5.4 Evaluation Criteria

The Selection Committee will evaluate and rank the Proposals that satisfy the minimum qualification requirements identified in this section by applying scores to each Proposal part, as set forth in the table below.

Table 2: Proposal Evaluation Scoring

Proposal Part Scoring

Functional Needs Requirements 50

Page | 14

• Comprehensiveness of the proposed HRIS solution in addressing all required functionalities

• Quality of employee information management capabilities and

• Robustness of administration tools and self-service functionality

• Capabilities of time and attendance tracking and integration

• Completeness of recruitment and applicant tracking features

• Efficiency of onboarding and offboarding workflow processes

• Depth of performance management tools

• Quality and customizability of reporting and analytics functions

• Usability of employee self-service portal

• Capabilities and security of mobile accessibility features

• Effectiveness of training and development tracking tools

• Comprehensiveness of compliance management features specific to public sector requirements

• Additional functional need as defined in the attached documentation

Technical Architecture & System Security

• Robustness of security architecture and protocols

• Compliance with relevant data protection regulations

• Quality of audit trail capabilities

• Data backup and recovery procedures

• Access control mechanisms and user authentication

• Data encryption standards

• Security incident response procedures

• Physical and virtual security measures for hosting infrastructure

• Technical and database architecture

• Additional functional need as defined in the attached documentation

Pricing Structure and total Cost of Ownership

• Initial implementation costs

• Ongoing license/subscription fees

• Additional costs for maintenance, support, and upgrades

• Customization and integration expenses

• Training costs

• Value for investment compared to system capabilities

• Pricing transparency and absence of hidden costs

• Total cost of ownership over a five-year period for the City

Project Team Experience & Technical Capability

• Qualifications and expertise of key team members assigned to the

City project

• Technical certifications and credentials relevant to HRIS implementation

• Prior experience implementing similar systems in comparable municipal environments

Page | 15

• Demonstrated expertise in data migration and system integration

• Continuity plan for project staffing to ensure consistent delivery

• Depth of project team's knowledge regarding public sector Human

Resource requirements

• Availability and allocation percentage of key resources throughout project lifecycle

• Team's experience with change management in municipal organizations

Project Understanding & Management Approach

• Demonstrated understanding of the City's specific HRIS requirements

• Quality and appropriateness of proposed project management methodology

• Comprehensiveness of communication plan and reporting procedures

• Clear definition of roles and responsibilities for both contractor and

City staff

• Approach to milestone tracking and progress measurement

• Quality assurance processes and standards

• Effectiveness of proposed issue resolution procedures

• Completeness of project documentation standards

Experience with Similar Organization

• Extent of experience implementing HRIS solutions for municipalities of similar size to the City

• Demonstrated understanding of the unique HR needs and challenges of local government organizations

• Examples of successful implementations for organizations with similar workforce composition

• Experience addressing specific compliance requirements applicable to Colorado municipal entities

• Track record of long-term partnerships with similar organizations

• Knowledge of public sector employment policies and practices specific to Colorado municipalities

• Adaptability of solution to the specific organizational structure of the

City

• References from clients with comparable organizational characteristics and requirements

Implementation Strategy & Ongoing Support

• Clarity and feasibility of the proposed implementation methodology

• Reasonableness of project timeline for the City

• Thoroughness of data migration approach from existing systems

• Quality of testing strategy to ensure system integrity

Page | 16

• Comprehensiveness of staff training plan for City employees

• Approach to change management during implementation

• Resources allocated to ensure successful implementation

• Thoroughness of risk assessment for the City implementation

• Quality of contingency plans for potential issues

• Previous experience handling implementation challenges

• Approach to scope management and change requests

• Strategies to minimize disruption to the City’s operations during transition

• Comprehensiveness of ongoing technical support offerings

• Response time guarantees for various issue severity levels

• Quality of system update and upgrade procedures

• Availability of user documentation and resources

• Training options for new staff and continuing education

• Help desk capabilities and hours of operation

Scalability and Future Adaptability

• Ability to scale with the City’s growth

• Flexibility to adapt to changing Human Resource regulations and practices

• Product roadmap and future development plans

• Capacity to add new modules or functionalities as needed

• Approach to system updates and staying current with technological advancements

• Company long-term stability

Total possible points 100

Section 6 – Conditions for Contractors

6.1 Standard Contract

Contractors shall identify any issues they have with the Professional Services Agreement standard contract within this RFP. Contractors shall note that from time to time the City will be updating and changing the contracts, and the standard contract attached to a future solicitation will be the basis for that project, not the one contained within this RFP.

The identification of willingness to enter into the standard contract is for general purposes at this time but is part of the evaluation process and must be included. There may be negotiations on a project-by-project basis which provides further clarification. Please note the RFP asks the Contractor to provide comments on the standard contract and indicate their willingness to use the standard contract. The City is not suggesting entering into an agreement with any Contractor using this contract at the time of RFP submittal, and the City will not provide a response to the Contractor’s comments provided.

Page | 17

All changes to the contract must be submitted at this time. Any changes after the City award of the contract are grounds for rescinding said award. The Contractor shall identify any issues they have with the standard contract within the RFP. Contractor shall note that from time to time the City will be updating and changing the contracts.

The following are some general clarifications that may be applied when negotiations with a selected Contractor occurs on a future project:

A. Definition of Terms: There may be further clarification as needed on a specific project, for specific contract terms.

B. Time of Completion: Each project will have a specific completion date, and some projects may be more flexible than others. The completion date will be identified by the City and will be negotiated on a project-by-project basis and included in the exhibit portion of the contract.

C. Use of sub-Contractors: The City fully expects that many project categories will require a prime Contractor and sub-Contractors as members of the project team.

The City may consider a modification to contract language that affects sub- Contractor use.

D. Public property: All project information and materials are public information and may be used at public meetings, or by the public when and if requested.

E. Insurance: Minimum values listed are statutory. The City requires being listed on the general liability policy as an additional insured. Copies of insurance certificates are not needed as part of the RFP.

F. Purchase of other items not listed on this solicitation based on percentage discounts: While the City has listed all major items on the solicitation which are utilized by the City and/or departments in conjunction with their operations, there may be ancillary items that must be purchased by the City during the term of this contract. For this reason, Vendors are requested to quote a percentage discount from the Vendor's price list that will be offered to the City for items which do not appear on this solicitation. The City reserves the right to award these ancillary items to the successful Vendor or another Vendor based on the lowest actual price offered.

6.2 Conflict of Interest

The Contractor must disclose with the Proposal, the name of any officer, director, partner, associate, or agent, who is also an officer or employee of the City.

6.3 Rights of the City

In connection with this procurement process, including the receipt and evaluation of Proposals and award of the Agreement, City reserves to itself (at its sole discretion) all rights available to it under applicable law, including without limitation, with or without cause and with or without notice, the right to:

Page | 18

• Cancel, withdraw, postpone, or extend this RFP, in whole or in part, at any time prior to the execution of the Agreement, without incurring any obligations or liabilities.

• Modify the procurement schedule.

• Waive deficiencies, informalities and irregularities in a Proposal and accept and review a non-conforming Proposal.

• Suspend and terminate the procurement process or terminate evaluations of

Proposals received.

• Permit corrections to data submitted with any Proposal.

• Hold meetings and interviews, and conduct discussions and correspondence, with one or more of the Contractors to seek an improved understanding of any information contained in a submitted Proposal.

• Seek or obtain, from any source, data that has the potential to improve the understanding and evaluation of the Proposals.

• Seek clarification from any Contractor to fully understand information provided in the Proposal and to help evaluate and rank the Contractors.

• Accept or reject any or all Proposals that it may in its sole discretion deem non-responsive, to waive technicalities, or to accept the Proposal that, in its sole judgment, is most advantageous and best serves the over-all interest of the City.

• Reject a Proposal containing exceptions, additions, qualifications, or conditions not called for in the RFP or otherwise not acceptable to the City.

• Conduct an independent investigation of any information, including prior experience, included in a Proposal by contacting project references, accessing public information, contacting independent parties, or any other means.

• Request additional information from a Contractor during the evaluation of its Proposal.

6.4 Obligation to Keep Project Team Intact

Contractors are advised that all key personnel identified in their Proposals remain on the team for the duration of the procurement process and execution of the Project. If extraordinary circumstances require a change, it must be submitted in writing to the City, who shall have sole discretion to determine whether to authorize a change, recognizing that certain circumstances may occur that are beyond the Contractor’s control.

Unauthorized changes to the Project team at any time during the procurement process may result in penalties or termination.

6.5 Additional Conditions

Non-Collusion By submitting a Proposal in response to the RFP, the Contractor represents that, should the Proposal be accepted, the resulting contract(s) would not violate any provisions of federal law or regulations, or any ordinances or regulations established by the City.

Anti-Discrimination During the performance of the Contract, the Contractor agrees as follows:

Page | 19

• Comply with federal anti-discrimination laws.

• Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirement of this section.

Proposal Preparation Costs By submittal of a Proposal, the Contractor agrees that all costs associated with the preparation of his/her Proposal and interview preparation/materials (if applicable) will be the sole responsibility of the Contractor. The Contractor also agrees that the City bears no responsibility for any costs associated with the preparation of the Proposal and/or any administrative or judicial proceedings resulting from the solicitation process.

Drug Free Workplace The selected Contractor must provide a Drug Free Workplace in accordance with Colorado State law.

Occupational Safety and Health Act (OSHA) In instances where such is applicable due to the nature of the matter with which this Proposal is concerned, all material, equipment, etc., as proposed and offered by Contractors must meet and conform to all OSHA requirements; the Contractor's signature upon the Proposal being by this reference considered a certification of such fact.

Patent Infringement, Etc.:

By submission of a Proposal the Contractor certifies that the services to be furnished will not infringe any valid patent, copyright, or trademark and the successful Contractor shall, at his/her own expense, defend any and all actions or suits charging such infringement and hold the City harmless in case of any such infringements.

6.6 Addenda

If any revisions or clarifications to the RFP or procurement process become necessary or desirable (at the City’s sole discretion), the City may issue written addenda.

6.6 Addenda