RFP Trimble Cityworks Unity for Implementation Services (1).pdf

City of Denton, Texas

Request For Proposal For

Cityworks Software Implementation and Support Services

RFP Overview

The City of Denton is seeking a qualified partner to provide end-to-end support for implementing Trimble Unity Maintain powered by Cityworks asset management system.

The selected firm will be responsible for onboarding new departments onto the platform, providing end-user training and providing ongoing technical support under a long-term agreement.

Project Scope: Cityworks Optimization & Expansion

Overview The scope of this project encompasses two primary objectives: conducting a comprehensive business process analysis of the current Cityworks utilization within the Water department and managing the configuration and implementation of Cityworks across new target departments.

Core Objectives The comprehensive assessment will evaluate existing workflows to identify opportunities for implementing industry best practices. By fully leveraging Cityworks' capabilities, the project aims to streamline the City’s enterprise asset

City of Denton RFP for Cityworks Application Implementation and Support Services management activities—ultimately delivering more timely, accurate, and easily accessible data.

Desired Goals and Objectives To achieve this, the proposed services should aim to address the goals outlined below.

Note to Vendors: The City views these objectives as a comprehensive 'wish list.' Vendors are encouraged to demonstrate how closely their solution aligns with these targets, distinguishing between standard capabilities and potential areas for phased growth.

• Complete a comprehensive asset management process analysis to develop an assessment that provides an implementation approach that implements best practices using Cityworks software

• Complete an analysis of the existing hardware, software, and network to make recommendations for upgrading, configuring, and /or enhancing to ensure successful implementation of Cityworks software

• Provide hands-on technical support to support any recommended upgrades, configurations, or enhancements

• Configure the City’s required asset classes

• Configure asset inventory for migrating departments

• Convert/Migrate, where applicable available historical maintenance data

• Convert/Migrate integrations between software (ex: 311, AVL, Pioneer)

• Create new or integrate existing GIS workflows

• Configure Trimble Unity Field mobile for in-the-field operations use

• Convert current Cityworks Mobile app to Trimble Unity Field

• Provide comprehensive training and documentation to ensure successful implementation

City of Denton RFP for Cityworks Application Implementation and Support Services

Defined Assets

WATER

Distribution System Mains

Raw Water Mains

Water System Raw Water Intakes

Water System Fittings

Water Mains Service Laterals

System Valves

Fire Hydrants

Water Meters

Water Meter boxes

Flow Meters

Hydrant Meters

Water System Sampling Stations

Water System Facilities

Network Structures

Backflow Devices

Vaults

Control Valves

Pump Stations

Water System Pumps

Motors

Chemical Storage Tanks

Storage Tanks

Water System Stations

Chlorinators

Blowers

Sensors

Programmable Logic

Controllers

Variable Frequency Drives Instrumentation

Generators

Fuel Tanks

Ozone Nitrogen Systems

WASTEWATER

Sanitary Sewer Cleanouts

Sanitary Sewer Control Valves

Sanitary Sewer Discharge Point

Sanitary Sewer Fittings

Sanitary Sewer Gravity Mains

Sanitary Sewer Inlets

Sanitary Sewer Lateral Lines

Sanitary Sewer Manholes

Sanitary Sewer Network

Sanitary Sewer Pumps

Sanitary Sewer System Valves

Sanitary Sewer Vaults

Lift Stations

Equipment

Below-grade pipes and conduits

Structures

Sanitary Sewer Pressurized Mains

City of Denton RFP for Cityworks Application Implementation and Support Services

DRAINAGE

Storm Basins

Storm Channels

Storm Culverts

Storm Facilities

Storm Inlets

Storm Manholes

Storm Outlets

Storm Pipes

Storm Pumps

Storm Dams

Storm Bar Ditches

Storm Nodes

STREETS

Streets

Roads

Intersections

Alleys

Bridges

Guardrails

Parking Areas

Sidewalks

ADA Ramps/Curb ramps

TRAFFIC

Markings (Lines)

Symbols (Points)

Signal Cabinets

Signalized Intersections

Signs

Supports (Poles)

City of Denton RFP for Cityworks Application Implementation and Support Services

PARKS

Aquatic Amenities

Aquatic Facilities – Pools

Art Installations

Athletic Courts - Tennis, Basketball and Volleyball

Athletic Fields – Soccer, Baseball, Softball, Cricket, etc.

Benches

Bike Racks

Bleachers

Bollards

Bridges

Buildings

Community Gardens

Disc Golf Fields – Baskets, Lines and Tees

Docks

Dog Parks

Drinking Fountains

Electrical Outlets

Exercise Equipment

Exercise Equipment Areas

Extreme Sports Park

Fences

Field Court Accessories

Flagpoles

Forested Areas

Gates

Grills

Impervious Surface

Irrigation Systems

Lake

Landscaped Areas

Lights

Maintenance Equipment (i.e. Lawn Mowers, etc.)

Markers

Medians

Monuments

Mowing Areas

Native Areas

Parking Lots

Parks

Pavilions

Pervious Surfaces

Picnic Tables

Playgrounds

Ponds

Public Areas (i.e. City Hall, Libraries, Rec Centers)

Restrooms

RV Park (including ~30 water, sewer and electrical hookups)

Security Cameras

Shade Structures

Signs

Skate Park

Splash Pad Areas/Spray grounds

Splash Pad Equipment

Storage Containers

Streams

Trails

Trash Containers

Trees (including tree-gates and lifter sidewalks

City of Denton RFP for Cityworks Application Implementation and Support Services

City Overview The City of Denton is full-service city located in north central Texas. Founded in 1857, Denton has grown from a small frontier town to a burgeoning suburbanized area with an estimated population of 165,998. Denton is the county seat of, and a major city in, Denton County.

The City is a dynamic community whose rapid growth has affected its infrastructure as well as its culture. Denton is approximately 95 square miles in size and strategically positioned approximately 37 miles northwest of Dallas and 35 miles northeast of Fort Worth. Located on the Interstate 35 corridor at the intersection of I-35E and I-35W, Denton is approximately 25 miles from DFW International Airport and 20 miles north of Alliance Airport.

The following departments participated in an initial business process review and assessment process, and during the requirements development process for this RFP:

• Water Utilities

• Streets

• Drainage

• Traffic Operations

• Parks and Recreation

The sections below provide background for each of these departments regarding the EAM systems in use and the current functional environment for what and how the systems are used.

Water Utilities

Denton Water Utilities (DWU) is responsible for the distribution, collection, and treatment of the City’s water resources. DWU provides water services for 46,000 metered customer connections. Denton Water Distribution and Collections maintain 707 miles of water main and 570 miles of sewer main including 40 Lift stations, 10 storage tanks, 4 pump stations, and estimated 90,000 additional assets within the system. DWU treatment division operates two production plants and two reclamation plants.

The Department’s field operations use Cityworks to process WOs related to the operations, maintenance, and rehabilitation of its assets. Crews capture equipment, labor, and material costs for work completed, and each WO is attached to assets mapped in the City’s GIS database.

The Department’s metering division completes service requests in the City’s Utility Billing (UB) work management application, mCare, a module of the Harris NorthStar UB, and relies on an integration to import completed work to Cityworks for costing.

City of Denton RFP for Cityworks Application Implementation and Support Services

The Department’s treatment facilities use InforEAM to facilitate preventative maintenance and, to a lesser degree, repair work for facility assets. The department has a need for an integration to GIS for the treatment facilities. The current system contains a hierarchical list of equipment and assets to associate WOs. Asset data, projects, and budgets are tracked in Excel spreadsheets.

In addition, the Department uses Info360Asset to model risk and criticality, asset rehabilitation and replacement assessments and lifecycle costing through integrating work order data with GIS to assist in facilitating the Department budget and work planning.

The Department also uses several standalone systems to manage assets, such as SewerAI, for sewer line and manhole inspections.

The following specific requirements related to Cityworks software configuration were identified by the Division:

• Provide a public interface for the submission of service requests, including the generation of related work orders or integration with Verint 311.

• Integration with inventory tracking and ordering; and

• Integration of Service requests through mCare into Cityworks, and the ability to establish work orders within CityWorks for both scheduled and non-scheduled work orders activity.

Streets

The Streets Department uses OpenGov (Cartegraph) to manage the City’s 1,650 lane miles of asphalt and concrete roadways. The system is used to maintain assets such as sidewalks, guardrails, American Disability Act (ADA) ramps, bridges, and parking lots.

Assets can be viewed and tracked geospatially and synced with ArcGIS. All WOs are subdivided into tasks. To create a task, maintenance crew leaders select an asset on the map in OpenGov. Maintenance crew leaders can add equipment, labor hours, materials, and photos to the task. Equipment rates, material rates, and labor rates are kept up to date via manual ad hoc updates into OpenGov. All material data are stored in OpenGov;

however, staff retrieve the rates from JDEdwards and manually enter them into OpenGov quarterly. The City does not currently have an interface between JDEdwards and OpenGov for labor rates, or between Kronos and OpenGov for hours worked. Requests are created through an integration with the 311 system Verint when the Department receives a complaint, for issues such as debris on the road, usually from 311 or phone calls.

Automations can be set to create new tasks or send notifications once work is completed.

Additionally, the Streets Department is manually entering roadway reconstruction work as tasks in OpenGov to update the asset condition, due to Capital Projects not interfacing with the EAM. Utility street cut data is also imported into the system monthly to document

City of Denton RFP for Cityworks Application Implementation and Support Services pavement impacts, through datasets provided by Utilities. OpenGov is used to track the Overall Condition Index (OCI) for pavement, using a combination of Pavement Condition Index scores (PCI) and ride scores obtained from a contracted pavement conditional analysis consultant. This pavement study is conducted every five years, and the data is imported into OpenGov. OpenGov uses the Asset Condition Manager tool, in which OCI data is used to track the road conditions over time, based on pavement type and condition, through a series of asset condition prediction curves. This asset condition is recalculated nightly and will degrade based upon the asset’s designated prediction curve. OpenGov is used to adjust for maintenance impacts by increasing the OCI by a designated percentage or absolute number based upon the maintenance activity performed. A Scenario Builder module within OpenGov is used for budget forecasting based on desired OCI target scores and budget constraints.

Drainage

The Drainage Department uses OpenGov for asset management drainage-related WOs.

Drainage currently manages 8,590 inlets, 2,680 manholes, 300 miles of pipe, 38.8 miles of channels, and sweeps 879 curb miles of streets.

All WOs are subdivided into tasks and most drainage work is completed as tasks. To create a task, maintenance crew leaders select an asset on the map in OpenGov. Maintenance crew leaders can add equipment, labor hours, materials, and photos to the task. A two-way integration creates a task from a customer request or complaint via phone call, email, or through 311, a system where customers can report on issues directly to the City. For pipe inspections, inlet inspections, and manhole inspections, the Department creates tasks by selecting these assets on the map in OpenGov. Individual inspection tasks are created on each selected asset and are added to a WO automatically, if desired. Tasks are created for each individual asset and integrated into the WO. Asset attributes data is synced to GIS nightly. Equipment rates, material rates, and labor rates are kept up to date via manual ad hoc updates into OpenGov. All material data are stored in OpenGov; however, staff retrieve the rates from JDEdwards and manually enter them into OpenGov quarterly. The City does not currently have an interface between JDEdwards and OpenGov for labor rates, or between Kronos and OpenGov for hours worked. Street sweeping work is recorded via a one-way integration pushing data from Routeware utilizing AVL as the routes are run.

Traffic Operations

The Traffic Engineering and Operations Department uses Cartegraph, Cameleon Video Management System, and Centracs, an intersection data management system, for traffic data. Centracs notifies staff of intersection outages via an email or text notification. For intersection outages, staff manually create a WO within Cartegraph. The system is used to address maintenance and maintain assets such as signs, supports, stripings, and markings, signals, and signal cabinets. If a different department creates a WO for an asset, City of Denton RFP for Cityworks Application Implementation and Support Services the Traffic Operations Department can access the same WO for the asset, reducing duplicative WO creation. The Department has around 50,000 assets managed in Cartegraph. These assets are not currently linked to GIS but are planned to be mapped in the future. Most of the traffic asset data in Cartegraph is obtained by technicians using laptops when they work in the field. Technicians manually create asset data as needed into the system, such as drawing data points for demarcations and stop signs. The City does not currently have an interface between JDE and Cartegraph to pull inventory and materials from the warehouse and issue Purchasing Orders (POs) for items.

Parks and Recreation

The Parks and Recreation Department is responsible for maintaining the City’s parks, trails, sports complexes, cemeteries, medians, rights-of-way, and City properties. The Department currently uses Micro Main to manage regular maintenance tasks, construction projects, and work orders. Work orders are created by two methods: demand or scheduled.

Demand work orders are created by Parks staff for immediate repairs to department assets or in response to requests received through the City’s customer relationship management (CRM) application, Engage Denton. Scheduled work orders are created in advance for preventative maintenance activities such as trash and landscape routes, pesticide application, and aeration. Parks staff do not track labor, equipment, asset inventory, or material costs on work orders, only labor hours. Parks staff perform daily inspections of department vehicles and equipment; however, inspection results are not reported to the Fleet Department unless significant repair is required. The Department also maintains an inventory of cemetery lots in an Excel spreadsheet. A Smartsheet file is being created to inventory and assess headstone conditions, supported by GPS locations and photographs.

It is anticipated that future headstone maintenance decisions will be determined by reviewing photographs of the headstone conditions.

City of Denton RFP for Cityworks Application Implementation and Support Services

Current Environment

This section documents the stats of the current environment to help Proposers prepare their proposal responses.

The City has the following systems in place:

• Cityworks Server AMS

• Cityworks Mobile

• ESRI ArcGIS v.11.1 (planned move to 11.5)

• Harris/Northstar Utility Billing

City’s Technical Standards

Technology Current Standard

Database(s) SQL Server 2022 or higher

Server OS Windows Server 2022 or higher

Desktop OS Windows 11 Enterprise

Server Hardware Support for virtualized server running on VMware vSphere platform 8.x or higher

Desktop Hardware Dell Mico Desktop with Intel Ultra 5 CPU with 16 GB of RAM, Dell Workstation Intel Ultra 7 CPU, 32 GB of RAM, Dell Tower Workstation with Intel Ulta 9 CPU with 64 GB of RAM

Laptop/Mobile Hardware Dell laptops, Apple iPads/iPhones if they are the only option

Browser Google Chrome and Edge

Email Server / Client Office 365 in Azure

Virtual Environment vSphere 8.x

Storage Area Network Pure Storage Fiber Channel based SAN

Active Directory Active Directory 2022, AD Integration preferred

VPN Cisco AnyConnect VPN

GIS Esri 11.1 (Future 11.5), ArcGIS Pro 3.2.5, (Future 3.5)

City of Denton RFP for Cityworks Application Implementation and Support Services

Proposal Deliverables The implementation of the Cityworks Unity platform requires a hosted environment.

Proposers are expected to recommend specific hosting solutions and provide evidence of their technical experience in deploying and managing these systems.

The proposer selected in response to this RFP shall provide professional services as necessary to successfully:

• Assess current business processes and workflows

• Define areas of alignment to the proposed software solution as well as gaps and define action plans to better align any processes and gaps to out-of-the box software functionality within a reasonable tolerance

• Train City staff, including end-user, on the use/configuration/maintenance/security/etc., of the software solution

• Assist with the configuration of the software solution

• Develop defined integrations with other software systems

• Assist with testing the software solution including resolution of defects and configuration errors

Support the overall implementation process with those tasks and deliverables as is commonplace to the implementation of an asset software solution including but not limited to:

• Project management

• Project governance

• Organizational change management

• Communication strategies, and preparation of the City and its staff for live production use of the proposed software solution.

The manner in which proposers’ approach each of these tasks, and the degree to which the division of labor falls upon the vendor or the City, will be at the discretion of the proposing vendors based upon the successful and recommended methodology that has been employed on similarly situated public health departments within the municipal sector.

The City acknowledges that each Proposer will bring forward for consideration its own unique approach and methodology to the implementation process, and as such specific approaches/deliverables are not being prescribed as a requirement. All deliverables must be submitted to the City for review and approval or rejection. It will be the City’s sole determination as to whether any tasks have been successfully completed and are acceptable.

Signed acceptance is required from the City prior to approval of an invoice for payment. If a deliverable is not accepted, the City will provide the reason, in writing, within ten (10) business days, or as otherwise mutually agreed upon, of receipt of the deliverable. If the deliverable is of such complexity that additional time is required, the City will notify the

City of Denton RFP for Cityworks Application Implementation and Support Services

Vendor within the ten (10) business day period and include an estimated date by which Vendor can expect a response.

Proposers shall provide potential phase start and target go-live dates in proposal responses. These dates should be estimates based on anticipated resource requirements and dependencies between functional areas. These dates are subject to negotiation.

During the implementation process following contract signing, in the event implementation project schedule delays occur at no fault of the City and at the sole fault of the implementing vendor, the City shall not be held responsible for any additional costs associated with such delays and any tasks assigned to the City shall similarly be extended equal to the delays caused by the vendor.

The following information establishes the expectation of the minimum level of project management documentation to be provided by Proposers as a part of, but not exclusively, the resulting implementation services offered. As part of the implementation scope, following signing of a contract, the selected Proposer shall develop and provide the City with the following items:

• Project Management Plan: a detailed Implementation Project Plan that, at a minimum, includes the following:

o Objectives o Deliverables and Milestones o Project Schedule o Resource Management Processes o Scope Management Processes o Schedule Management Processes o Risk Management Processes o Quality Management Approach o Communication Management Approach o Organizational Change Management Approach

• Status Reporting: The City does request weekly status update meetings to be delivered through the project duration including written agendas provided at minimum twenty-four (24) hours in advance of scheduled meetings.

o Training Plan o System Interface Plan o Testing and Quality Assurance Plan o Pre- and Post-Implementation Support Plan o System Documentation o Risk Register

City of Denton RFP for Cityworks Application Implementation and Support Services

All of Proposer’s personnel providing goods and services under the resulting contract shall possess the necessary skills, experience, and knowledge, to perform their assigned duties.

In the event assigned personnel are providing non-conforming or unsuitable services, the City shall notify the vendor and provide the opportunity to rectify the deficiency. If unable to cure the nonconforming services, the vendor shall remove from the project and replace the vendor personnel that the City deems unsuitable for the project with a resource possessing the necessary skills, experience, and knowledge, to perform their assigned duties in a satisfactory manner.

The City shall be entitled to any and all upgraded versions of the software covered in the contract that becomes available from the selected proposer. Such upgrades shall be provided at no cost to the City so long as a valid maintenance and support agreement, or if applicable software as a service licensing agreement, is in place.

The selected proposer may be required to meet with the City Project Manager not less than once per quarter to conduct a performance review of the vendor on the project. These meetings will be either in person at City offices, or via teleconference or web-conference.

This performance review will include a review of the pricing, delivery performance, customer service, and improving operational efficiencies.

Solution Requirements Project Management o Provide required components of a comprehensive Project Plan, including WBS and Gantt Chart o Plan for and participate in bimonthly Steering Committee Meetings and provide schedule status reports

Cityworks Infrastructure o Complete an assessment of the City’s technical environment, including proper server sizing and configuration for the Cityworks implementation o Provide hands-on technical support to the City with the implementation of recommended updates to the City’s technical environment o Complete a role-based security model specification (including for public portal) based on a multi-domain Active Directory structure. User roles should have appropriate level access required to perform their functions. User access needs to be managed by administrators and Information Services needs to have Administrative access to servers, systems, and databases o Formulate a secure mobile strategy recommendation and design o Development of security based on Active Directory credentials

City of Denton RFP for Cityworks Application Implementation and Support Services

GIS

o Assess/ evaluate the City’s current ArcGIS implementation to ensure optimal / best practice configuration o Assess current REST services development for integration with Cityworks

Business Process Analysis o Complete the identification and analysis of department/division-specific business processes o Document agrees/recommended business processes to be implemented

Software Configuration o Provide initial software configuration and update based on feedback provided by the City following its initial review

Reporting o Support the City in its analysis of reporting needs and the prioritization for report development o Complete report development and testing

Data Conversion o Support the City in its analysis of data conversion / migration requirements o Complete data conversion / migration, including support for the City review of converted data

System Integration o Complete system integration / interfaces identified by the City and support testing to ensure accuracy

Testing o Develop a test strategy and related test cases and test scripts to support City efforts by the City to ensure that the Cityworks configuration meets its requirements

Training o Develop training plan and deliver training to ensure City familiarity with Cityworks functionality and readiness for it use

Documentation o Develop and deliver required system documentation including business process documentation and end-user guide

Implementation o Review and present strategy for Cityworks implementation, including assurance of the ongoing support for the selected model

City of Denton RFP for Cityworks Application Implementation and Support Services

City Staffing The City intends to have functional and technical resources available during Project implementation, though it is noted that the City does not anticipate dedicating staff full-time to the implementation in addition to managing their core job responsibilities. This applies to both City functional resources as well as technical resources. Staffing and resource requirements are a consideration for the City in terms of both the implementation process as well as supporting the software once in an operations mode. Interested proposers are encouraged to submit questions to the City to solicit such additional information as is necessary to adequately estimate the resource commitments that would be expected of the City during implementation, and post go-live for ongoing support of the system(s). Additional resource planning will be performed based upon the selected Proposer(s).

Proposers shall clearly indicate in the proposal responses the estimated level of City resource involvement in the implementation process, in order to allow the City to perform adequate planning. The City will utilize the response to Respondents’ Resource Hour Estimates in Attachment A, Tab 3 – Project Approach and Implementation Methodology, of Proposals as an input into the staffing plan the City develops, and requests that Proposers clearly articulate estimated staffing considerations in their responses. Contract performance may take place onsite at City offices, or remotely, or through a blended approach of onsite and remote delivery, subject to agreement between the parties.

Evaluation Procedures The following subsection outlines the intended proposal evaluation process the City has identified.

• Reference Checks: The City may employ a process of contacting references provided through proposals. This process may include teleconference meetings, web conferences, and in-person meetings with references. The City reserves the right to conduct reference checks at any point in the evaluation process.

• Best and Final Offer and Request for Clarification: A Best-and-Final-Offer process may be initiated if it is determined to be in the best interest of the City. Such a process may be initiated following the identification of the Vendor Shortlist or at any other evaluation process step. Additional processes of scope and cost clarification may be employed as part of the evaluation process if it is deemed to be in the City’s best interest.

City of Denton RFP for Cityworks Application Implementation and Support Services

EVALUATION CRITERIA

As described in the preceding Evaluation procedures sub-section, the City intends to follow an iterative approach to scoring based on key evaluation activities. The City will evaluate the submissions in accordance with the selection criteria and score each Proposer on the basis of each submittal. Vendor proposals shall be evaluated in accordance with the following criteria:

Criteria Description Points

Approach This criterion considers but is not limited to the following:

• The alignment of the proposed implementation timeline to the City’s desired timeline.

• The distribution of implementation tasks among City and Proposer teams.

• The proposed resources hours among City and

Proposer teams.

• The Proposer’s approach to key implementation tasks including but not limited to project management, data conversion, testing, and training.

• The Proposer’s approach to data conversion activities, including the level of services proposed, and division of ownership of roles/responsibilities.

Ongoing Technical Support or

Subscription SLA

This criterion considers but is not limited to the following:

• The vendor’s planned ongoing support, service level availability agreement, and maintenance services.

• The vendor’s hours of support and support channels offered.

• Tiered service offerings providing optional enhanced support models.

• The frequency, timing, and approach to deploying patches, fixes, and enhancements to the software.

• Disaster recovery, support level availability, redundancy, and other ongoing hosting and/or other services offered.

Proposed Experience This criterion considers but is not limited to the following:

• The Proposer’s experience delivering the services requested in the RFP.

• The Proposer’s experience with similar implementations for comparable organizations, including within the state of Texas or other municipalities.

• The Proposer’s experience deploying comparable interfaces to the City’s related applications.

• The Proposer’s experience in converting legacy system data into the proposed solution.

City of Denton RFP for Cityworks Application Implementation and Support Services

• The relevance of references related to organization size and location, structure of the organization, entity type (e.g., city/county/town/village), comparable scope, similar software version, and deployment model.

• The feedback received from references related to the proposer’s experience and previous engagements.

Cost This criterion considers, as applicable, the price of the software licensing, services, and terms of any offered ongoing maintenance and support (including applicable service level agreements, disaster recovery, etc.) proposed in response to the information solicited by this RFP.

CLARIFICATION AND DISCUSSION OF PROPOSALS

The City may request clarifications and conduct discussions with any Proposers that submit a Proposal, including requesting additional information. The City reserves the right to select the Proposal or Proposals that it believes is the most responsive as determined by the City Evaluation Committee, which will best serve the City’s business and operational requirements, considering the evaluation criteria set forth below. Proposers shall be available for a system demonstration to City staff on dates specified in this RFP or as otherwise requested by the City if selected for system demonstrations. Failure of a Proposer to respond to such a request for additional information, clarification, or system demonstrations may result in rejection of the Proposal. The initial evaluation may be adjusted because of a clarification under this section. The City reserves the right to waive irregularities in the Proposal content or to request supplemental information from Proposers.

Instructions for Respondents (Required Response Documents) Each RFP response must be concise. Pertinent supplemental information should be referenced and included as appendices. All proposals are encouraged to be tabbed or otherwise organized to comply with the following sections:

Company Overview and Implementation Approach Proposals must be structured, presented, and labeled in the following manner:

City of Denton RFP for Cityworks Application Implementation and Support Services

Cover Letter Table of Contents Section 1 – Executive Summary Section 2 – Company Background Section 3 – Company Qualifications Section 4 – References Section 5 – Implementation Approach and Work Plan Section 6 – Ongoing and Post-Implementation Support

Proposals should be prepared on standard 8 1/2" x 11" paper and printed on two sides. All proposal pages should be numbered. The City, at its sole discretion, may reject a proposal if the Proposer fails to: follow the specified format, label the responses correctly, or address all the subsections.

Cover Letter The proposal must include a cover letter that provides the following:

a) Proposer’s legal name and corporate structure.

b) Proposer’s primary contact to include name, address, phone, and email.

c) Other Companies, Corporations, Partnerships, or Joint Ventures with which the Proposer is affiliated.

d) Identification of use of subcontractors and scope of work to be performed by subcontractors.

e) Identification of any pending litigation against the Proposer or Proposer’s affiliates.

f) Disclosure of any bankruptcy or insolvency proceedings in last ten

(10) years for the Proposer or the proposer’s affiliates.

g) Statement of the Proposer’s credentials to deliver the services sought under the RFP.

h) Statement indicating the proposal remains valid for at least 120 days.

i) Statement that the Proposer or any individual who will perform work for the Proposer is free of any conflict of interest (e.g., employment by the City).

j) Statement of acknowledgement that the City’s legal documents have been reviewed and accepted with or without qualification. If qualifications are involved, those items requiring adjustment or modification must be identified and listed along with suggested modifications to the contract. If no modifications are noted, the City will assume that the proposer is capable of performing all normal

City of Denton RFP for Cityworks Application Implementation and Support Services tasks and services without reservation or qualification of the contract.

k) Signature of a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it.

The Proposal Cover Letter should be concise and brief and not exceed three (3) pages unless Proposer’s exceptions to the City’s legal documents require it.

Table of Contents All pages are to be numbered. Figures, tables, charts, etc. must be assigned index numbers and identified in the Table of Contents.

Section 1 – Executive Summary This section of the proposal should provide a brief and concise synopsis of Proposer’s proposal and a description of the Proposer’s credentials to deliver the services sought under the RFP. The Executive Summary should not exceed three (3) pages.

Section 2 – Company Background This section of the proposal should:

2.1 – Provide a brief description of the Proposer’s background.

2.2 – Identify the location of headquarters, technical support, and field offices and the location of office which would service the City.

2.3 – Identify Proposer’s annual company revenues and profit for the last three

(3) company fiscal years.

The Background section should not exceed three (3) pages.

Section 3 – Company Qualifications In this section of the proposal, the Proposer should identify company qualifications and experience in implementing solutions similar to what the City is seeking:

3.1 – Describe the Proposer’s familiarity with Cityworks implementations including how many your organization has completed.

3.2 – Identify experience with similarly-sized

California agencies. The Company Qualifications section should not exceed three (3) pages.

Section 4 – References The Proposer must provide at least five (5) references with at least three (3) of the references for Cityworks system implementations and at least three (3) that have been

City of Denton RFP for Cityworks Application Implementation and Support Services implemented in the last three

(3) years (references may meet either or both of these conditions). The City prefers references from agencies of similar size and complexity to the City. For each reference, proposer must provide the following information:

4.1 – Name and contact information (i.e. name, title, address, phone, and email).

4.2 – Brief project description, including identifying the software version and modules implemented.

4.3 – Number of employees.

4.4 – Implementation date.

4.5 – Implementation timeline and cost.

Section 5 – Implementation Approach and Work Plan The Proposer should identify the proposed implementation approach clearly identifying each phase, the timeline proposed, roles and responsibilities to be performed, and tools and methods to be utilized by the Proposer and roles and responsibilities to be performed by the City.

5.1 – Provide resumes for the project manager and other key resources that will be assigned to the project; describe expertise of proposed staff and identify on-site requirements.

5.2 – Describe your project approach and methodology

5.3 - Provide a detailed work plan/schedule based on your experience in implementing at similar sized agencies.

5.4 – Identify all deliverables that will be provided

5.5 – Describe the roles and responsibilities of the City staff during implementation and provide an estimated level of effort.

5.6 – Recommend a conversion strategy that includes what data should be converted and describe the conversion methodology.

5.7 – Describe your recommended training approach and how to ensure users are prepared to use the Cityworks solution.

The Implementation Approach and Work Plan section should not exceed ten (10) pages.

Section 6 – Ongoing and Post-Implementation Support In this section of the proposal, the Proposer should address the following items in a concise manner:

6.1 – Describe ongoing / post-implementation support services including help desk processes and procedures, support hours (in Central Standard

City of Denton RFP for Cityworks Application Implementation and Support Services

Time), escalation procedures and response time commitments.

The Ongoing Maintenance and Support section should not exceed two (2) pages.

Price Proposal (Separate Document) The City seeks a clear and comprehensive understanding of all costs associated with the implementation of Cityworks. In this section, the Proposer must itemize all costs associated with the implementation.

Specifically, the City wants to understand the level of effort, identification of the resources to be provided by proposed phase, and the related resource rates.

The Proposer’s Price Sheet(s) must identify all costs required to complete a successful implementation to include:

7.1 Initial Implementation Services

a) Project Management

b) Implementation, installation and configuration

c) Conversion

d) Interface development

e) Training and Documentation

f) Post-Implementation support

7.2 Travel

a) Proposer to submit a travel and expense policy that will apply for the duration of the Project up to final payment and for the future as it relates to any renewal terms.

7.3 Cost for Ongoing Post Implementation Support Services (including but not limited to the following)

a) Please specify in your proposal how these costs are broken out