RFP 25-073 Required Attachments A - C.pdf

RFP 25-073 Sheriff’s Office Scheduling Software

ATTACHMENT A – COVER SHEET FOR PROPOSAL

Proposals must include this cover sheet (or this sheet reproduced on company letterhead) as PAGE 1 of the response. Vendors may complete this required attachment using the provided fillable form .pdf document or this sheet reproduced on company letterhead with required signatures.

The undersigned declares that the RFP Documents, including, without limitation, any RFP Addenda, Exhibits, and Appendices have been read.

The undersigned acknowledges receipt and acceptance of all addenda.

The undersigned agrees to the terms and conditions as outlined in the RFP.

The undersigned has reviewed the RFP Documents and fully understands the requirements set forth in the RFP and that if awarded it will be the basis for the proposer to enter into a contract with Ottawa County in accordance with the RFP documents.

The undersigned acknowledges that it is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions and, if applicable, the site condition. By the submission of a proposal, the proposer certifies that if awarded a contract they will make no claim against Ottawa County based upon ignorance of conditions or misunderstanding of the specifications.

The undersigned certifies that neither (Company), nor any of its successors, parent companies, subsidiaries, or companies under common control, are an “Iran Linked Business” as defined in the Michigan Economic Sanctions Act, 2012 P.A. 517, MCL 129.311, et. seq.

The undersigned agrees to indemnify, defend, and hold harmless the County and its officials, officers, employees, volunteers, and agents from and against any and all liability, claims, judgments, losses, damages, payments, costs and expenses, as more fully set forth in the general terms and conditions in the RFP.

The undersigned certifies to the best of his/her/its knowledge and belief, that neither it nor any of its principals, owners, officers, shareholders, key employees, directors and member partners: (1) are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency, as more fully set forth in the general terms and conditions in the RFP.

Insurance certificates are not required at the time of submission. However, if awarded, the Proposer agrees to meet the minimum insurance requirements posted in the general terms and conditions in the RFP.

ATTACHMENT A – (CONTINUED)

The submission of a proposal hereunder shall be considered evidence that the vendor is satisfied with respect to the conditions to be encountered and the character, quantity, and quality of the work to be performed.

Company Name:

Contact Name and Title:

Mailing Address:

Phone Number: ______________________ Email Address:

Federal Employer Identification Number:

Type of Entity/Organization (Select One): ☐ Individual ☐ Corporation ☐ Joint Venture

☐ Partnership ☐ Limited Liability Partnership ☐ Limited Liability Corporation

☐ Non-Profit/Church ☐Other:

The undersigned affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other vendor and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the vendor has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

Proposals must be signed by an official authorized to bind the provider to its provisions for at least a period of 90 days from the date of signature.

BY:

(Signature of Authorized Representative) Date

(Printed Name and Title of Authorized Representative)

ATTACHMENT B – VENDOR REFERENCES

Provide (3) three references from projects or services provided that are similar in size and/or scope, preferably from other governmental/municipal, and/or other community-based organizations. By providing the references below, Vendor authorizes any person contacted to give the County any and all information concerning work experience or performance and releases all parties from all liability for any damage that may result from furnishing the same to the County. Please do NOT include Ottawa County as a reference.

Vendor Reference 1

Customer Name:

Contact Person:

Number:

Email:

Project Description:

Vendor Reference 2

Vendor Reference 3

ATTACHMENT C - PROPOSAL RESPONSE

Information provided as part of a proposal response / pricing form should be clear and concise, providing detailed information / responses to all sections below and signed by an authorized Company representative.

Vague and general proposals will be considered non-responsive and may result in disqualification. Proposals should be prepared simply and economically, and ideally in the order laid out below, providing a straightforward, concise description of capabilities to satisfy the requirements of the RFP.

1. Company Background

• Overview of the company, including years in business, headquarters location, and ownership structure.

• Location of project team / customer support / technical support staff

• Experience and qualification to provide scheduling and workforce management software solutions to law enforcement or other public safety organizations.

• If part of proposal / software solution, description of any subcontractors or third-party partners involved in the delivery of the proposed solution.

2. Proposed Solution / Functional Requirements: From information in Section 3 Scope of

Work, provide a description of the proposed software solution and how the stated project requirements will be met.

Offerors shall be evaluated on the clarity, thoroughness, and content of their responses to the requirements in Section 3: Scope of Work (including but not limited):

A. Integration Requirements / Technical Specifications / Maintenance and Upgrades:

• Description of how the proposed solution integrates with TimeClocks Plus, including methods of data exchange (API, file-based, or equivalent).

• Frequency of synchronization.

• Identification of any optional or bonus features, such as real-time or near real-time synchronization.

• Explanation of how the solution ensures ongoing compatibility with TimeClocks Plus updates.

• Approach to system updates, patches, and upgrades.

• Frequency of updates and communication plan for notifying customers of changes.

• Plans to ensure future interoperability with TimeClocks Plus and other systems.

B. Scheduling Capabilities / System Capacity and Access / Reporting: Provide a confirmation statement of the following requirements:

• Support for multiple schedule types (12-hour, 10-hour, 8-hour, etc.).

• Capacity for at least 300 users, scalable to 350.

• Track, manage and administer callouts, shift trades, bid management for shifts and vacation and accrual tracking

• Mobile app functionality for deputies and supervisors.

• Single sign-on (SSO) support.

• Role-based permissions and access controls.

• Real-time Outlook calendar updates.

• Customizable account coding.

• Reporting tools and audit trail features.

ATTACHMENT C – (CONTINUED)

C. Compliance and Security:

• Information on system security features, including authentication, encryption, and access controls.

• Compliance with relevant industry standards and regulations (e.g., CJIS if applicable).

• Audit logging capabilities and data retention practices.

3. Implementation Plan / Customer Support and Training: From information in Section 3

Scope of Work, provide a description of project implementation and the proposed software solution answer to customer support and training.

• Proposed implementation plan and project management approach.

• Estimated implementation timeline with project phases, key milestones and timeline.

• Data migration strategy from existing databases.

• Roles and responsibilities of both Vendor and County team during implementation.

• Brief description of training programs for administrative staff, supervisors, and deputies.

Include information on training delivery methods (in-person, remotely, virtual, self-paced, etc.).

• Ongoing support model, including help desk availability, service level agreements (SLAs), and escalation procedures. Provide also information on any applicable warranties.

• Overview of the approach to system updates, patches, and upgrades. Include information on frequency of updates and communication plan for notifying customers of changes.

• Plans to ensure future interoperability with TimeClocks Plus and other systems

4. Pricing: As part of the proposal, the proposed amount should comprehensively account for all costs and fees necessary to complete services as described in the scope of work and should ensure that all costs and fees for all related services and any customer service, support and training with materials are described concisely (payment schedule, milestone pricing)

• Detailed pricing for software licensing or subscription fees.

• Costs for implementation, training, integration, and data migration.

• Invoicing process (by project phase / milestones /deliverables)

• Ongoing maintenance and support fees.

• Optional features or services priced separately.

• Warranty information.