RFQ 25-26-05 - Instructions and General Provisions - Community Risk Assessment Software.pdf

RFQ 25-26-05 – Community Risk Assessment Software

INSTRUCTIONS AND GENERAL PROVISIONS

REQUEST FOR QUOTES (RFQ) 25-26-05

SECTION 1. INTRODUCTION

1.1 The City of Santa Clara (hereinafter “City”) is soliciting proposals from qualified firms (“Proposer” or “Contractor”) to provide software licensing, maintenance and support services for a cloud-based community risk assessment (CRA) software (“Software”) to collect and provide analytic metrics of local data in Santa Clara, CA in support of the Santa Clara Fire Department (SCFD).

1.2 Currently SCFD is using the CRAIG1300 Dashboard.

1.3 The City will issue an Agreement to the successful Proposer(s) (“Contractor”) for an initial twelve-month period. After the initial period, the City reserves the right to exercise four (4) additional one-year period extensions for a total of five (5) years.

1.4 Pricing shall be firm fixed for the initial term. During this period the price may not change.

Price adjustments may be requested prior to any one-year option to renew the contract after the initial term. Price increase requests must be tied to prevailing wage, CPI, PPI, or relevant industry specific index. Price adjustments are subject to City's approval.

SECTION 2. KEY DATES (SUBJECT TO CHANGE AT THE

DISCRETION OF THE CITY)

Event Date RFQ Release Date September 8, 2025 End of Question & Answer Period September 16, 2025, by 2:00 p.m.

Due Date September 24, 2025, by 2:00 p.m.

SECTION 3. LIST OF ATTACHMENTS

Attachment Title

A Scope of Services and Requirements

The documents required to be included in your electronic submission are listed below:

B Exemplar Agreement Including Insurance Requirements

SECTION 4. PRE-PROPOSAL CONFERENCE

4.1 ☒ There is no pre-proposal conference for this RFQ.

SECTION 5. BASIS OF AWARD

5.1 Non-Price Determinative: The award for this requirement will be a “best value” procurement based on the City’s evaluation as per the following criteria and weights:

Evaluation Criteria Weight

Company Information, Qualifications and Experience 35%

Project Approach and Proposed Software 50%

Cost/Fee Proposal 15%

Total 100%

5.2 The City may designate incomplete proposals as non-responsive

5.3 Presentations / Oral Interviews (if held)

5.3.1 Finalist(s) (proposal(s) determined to have scored in the competitive range) may be invited to present oral presentations for the purpose of introducing key members of the project team and allowing the City to fully understand the Proposer’s ability to meet the evaluation criteria. Finalist(s) will be notified in writing of the date, place, time and format of the interview or presentation.

5.3.2 Oral presentations will not be scored separately. Instead, the City may modify proposal scores and resulting rankings based on the oral presentation.

5.3.3 Proposers are cautioned that oral presentations are optional and at the sole discretion of the City, unless otherwise specified in Section Error! Reference source not found.. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical proposals after their original submission. Proposers may not request an opportunity for oral presentations.

5.4 Best And Final Offer (BAFO)

5.4.1 A Best and Final Offer (BAFO) may be held with finalist(s) that have scored in the competitive range if additional information or clarification is necessary to make a final decision. The BAFO may allow Proposers to revise their original technical and/or cost proposals based on information received from the City. The City will send out the request for a BAFO with instructions addressing the areas to be covered and the date and time in which the BAFO is to be submitted. After receipt of the BAFO, scores may be adjusted based on the new information received in the BAFO.

5.4.2 The City will request only one BAFO, unless the Purchasing Officer determines in writing in the procurement file that another BAFO is warranted.

5.4.3 Proposers are cautioned that the BAFO is optional and at the sole discretion of the City. Therefore, Proposers should not assume that there would be an additional opportunity to revise their technical or cost proposals after their original submission. Proposers may not request an opportunity to submit a BAFO.

5.5 Agreements may be awarded to multiple Proposers if the City determines it would be in its best interest.

5.6 Final award shall be contingent upon selected firm accepting the Terms and Conditions listed in the City’s Exemplar Agreement.

SECTION 6. REQUIRED SUBMISSION DOCUMENTS

In order to expedite the evaluation process, each quote shall be organized in accordance with this section. Submittals that do not follow the specified format below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified.

6.1 Cover Letter: Include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include address, telephone, email address, and type of business entity.

6.2 Statement: Include a statement outlining your concurrence or concerns with any and all provisions as contained in the Exemplar Agreement.

6.3 Qualifications and Experience

6.3.1 Provide a detailed narrative demonstrating your company’s expertise and experience to meet the requirements of this RFQ.

6.3.2 Identify the person who will serve as the primary point of contact assigned to the City. Identify key individuals including their relevant experience, background, any certifications and licenses they hold, and any other pertinent information

6.3.3 Provide a list of references (projects) for your company where your company has provided your proposed software that is similar in size and scope as described in this RFQ.

6.3.4 Provide a detailed discussion on three of the projects from the list above that includes:

6.3.4.1 a description of services you provided.

6.3.4.2 customer name, location, and size.

6.3.4.3 project duration and cost.

6.3.4.4 highlights of goals achieved.

6.3.4.5 key personnel involved.

6.3.4.6 Customer contact information (name, telephone number, email, and address).

6.4 Project Approach and Proposed Software

6.4.1 Present a well-articulated work plan that describes the approach and methodology that your company intends to use to accomplish the required scope of services. This work plan shall establish that you understand the objectives and work requirements of this RFQ and that your company has the ability to satisfy those objectives and requirements

6.4.2 Provide a full description of your proposed software including the following:

6.4.2.1 Software features and capabilities, including dashboards and custom reporting.

6.4.2.2 Description of the user interface, including how it is hosted and accessed.

6.4.2.3 Provide a copy of the Privacy Policy or a detailed description of how the software de-identifies, stores, and protects data.

6.4.2.4 Provide a detailed description of the training and ongoing support that will be provided.

6.4.3 If applicable, provide a sample of any license or subscription agreement that may be required.

6.5 Cost/Fee Proposal: Submit a detailed cost breakdown detailing the cost of continuous access and ongoing support for the software. Cost proposals must include all anticipated costs, including travel, per diem, and out of pocket expenses. Please note the City of Santa Clara does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

6.6 Exemplar Agreement

6.6.1 The successful Proposer will be required to enter into an agreement with terms and conditions in substantial conformity with Attachment B.

6.6.2 Proposer shall note any exceptions to the terms and conditions of the Exemplar Agreement. If there are no exceptions, please return the first page of the Exemplar Agreement marked “No Exceptions”. Please note that excessive changes may result in lower proposal scores, or disqualification of proposal.

SECTION 7. SUBMITTING THE QUOTATION

7.1 Proposers can attach documents on BidNet Direct for online bids by clicking on “Upload Attachments”, then browse through your computer to find the document you want to attach.

Click “Browse”, find the document, and click “Open”. The location of the document will be in the browse field. Click on “Submit” to attach the document. Any questions regarding document attachment or uploading should be directed to BidNet Direct at the above-mentioned telephone number.

7.2 Your quote must be received by the due date and time listed in BidNet Direct. Proposers should familiarize themselves with BidNet Direct and allow adequate time to upload their quotes. Submittals that are initiated prior to the quote deadline but not completed by the deadline will not be accepted. The City is not responsible for any late or incomplete submissions due to any technical issues that may be encountered in BidNet Direct.Your quote must be received by the due date and time listed in this document. Late submittals will not be accepted.

SECTION 8. HOW TO OBTAIN THIS RFQ

8.1 This RFQ may be downloaded from the BidNet Direct e-Procurement system located at https://www.bidnetdirect.com/california/cityofsantaclara. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or by calling BidNet Vendor Support at 800-835-4603, Option 2, or via email at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara solicitations.

8.2 All addenda and notices related to this procurement will be posted by the City on BidNet Direct. In the event that this RFQ is obtained through any means other than BidNet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFB document.

SECTION 9. PROCEDURE FOR SUBMITTING QUESTIONS AND

INQUIRIES

Any questions related to this RFQ shall be directed to the Procurement Contact identified on the cover page by the deadline specified. Proposers shall not contact any other City employee or individual that may have been involved with the development of this RFQ. All questions are to be submitted in writing through the BidNet Direct Question and Answer utility. All responses to questions will be in writing in the form of an addendum. Questions answered on BidNet Direct shall be considered addenda to the RFQ. Oral interpretations or clarifications will be without legal effect.

SECTION 10. OBJECTIONS

Any objections as to the structure, content or distribution of this RFQ must be submitted in writing to the Procurement Contact by one week prior to the quote deadline. Objections must be as specific as possible, and identify the RFQ section number and title, as well as a description and rationale for the objection.

SECTION 11. GROUNDS FOR DISQUALIFICATION

Factors, such as, but not limited to, any of the following, may disqualify a quotation without further consideration:

11.1 Contact regarding this procurement with any City official or employee or evaluation team member other than the Procurement Contact from the time of issuance of this solicitation until the end of the protest period.

11.2 Evidence of collusion, directly or indirectly, among Proposers regarding the amount, terms, or conditions of this solicitation.

11.3 Influencing any City staff member or evaluation team member throughout the solicitation process, including the development of specifications.

11.4 Evidence of submitting incorrect information in the response to a solicitation or misrepresent or fail to disclose material facts during the evaluation process.

11.5 Offering gifts or souvenirs, even of minimal value, to City officers or employees.

11.6 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.

11.7 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of this solicitation.

11.8 Proposer’s default under any City agreement, resulting in termination of such Agreement.

SECTION 12. PUBLIC RECORD

12.1 All materials submitted in response to this solicitation become the exclusive property of the City of Santa Clara. At such time as the City awards a contract, all materials received in response to this solicitation become a matter of public record and shall be regarded as public records. If you must include confidential or proprietary information that you believe is exempt from disclosure, you must (a) clearly mark the specific information as “Confidential,” “Trade Secret,” or “Proprietary,” (b) state the specific provision in the Public Records Act that provides the exemption; and (c) provide the factual basis for claiming the exemption in each specific instance. In addition, you must separately provide a redacted version of your response materials.

12.2 The City shall not in any way be liable or responsible for the disclosure of any such quote or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary,” or if disclosure, in the City’s sole discretion, is required under the California Public Records Act as addressed below. Any quote which contains language purporting to render all or significant portions of the quote “Confidential,” “Trade Secret,” or “Proprietary” may be regarded as non-responsive.

12.3 Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Santa Clara may determine, in its sole discretion, that the information that a Contractor submits is not a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Contractor who submitted the information notice of the request.

Contractor shall immediately notify City whether Contractor will seek protection from disclosure by a court of competent jurisdiction. Any such action will be at the Contractor's sole expense. If, after receiving the foregoing notice from the City, Contractor takes no action or is not responsive as determined by the City, the City will disclose Contractor’s information without any liability or further duty of protecting the information.

SECTION 13. TAXES

13.1 Do not include California retail sales tax in your bid price.

13.2 The City of Santa Clara is exempt from federal excise tax, including federal transportation tax. The City will provide an exemption certificate as appropriate.

13.3 Contractors conducting business in the City of Santa Clara or using their own trucks to deliver merchandise must pay a City of Santa Clara Business Tax. To apply for a business license, Contractors must complete the business license application at https://www.santaclaraca.gov/home/showdocument?id=65820.

SECTION 14. EXECUTIVE ORDER N-6-22

14.1 In order to comply with the Governor's Executive Order, the following information is provided which will be included in City bids and agreements until such time that the EO is rescinded.

14.2 On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (EO) regarding sanctions in response to Russian aggression in Ukraine. The EO is located at https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive- Order.pdf.

14.3 The EO directs the City of Santa Clara to take certain immediate steps, including notifying all contractors and grantees of their obligations to comply with existing economic sanctions imposed by the U.S. government in response to Russia's actions in Ukraine, as well as any sanctions imposed under state law.

14.4 This correspondence serves as a notice under the EO that as a contractor or grantee, compliance with the economic sanctions imposed in response to Russia’s actions in Ukraine is required, including with respect to, but not limited to, the federal executive orders identified in the EO and the sanctions identified on the U.S. Department of the Treasury website (https://home.treasury.gov/policy-issues/financial-sanctions/sanctions-programs-and-country-information/ukraine-russia-related-sanctions). Failure to comply may result in the termination of contracts or grants, as applicable.

SECTION 15. OTHER PUBLIC AGENCY PURCHASES

15.1 It is intended that any other public agency be permitted to purchase under the terms submitted in response to this procurement. Any participating public agency shall accept sole responsibility for the placing of orders, arranging for delivery and/or services, and making payments to the Contractor. The City of Santa Clara will not be liable or responsible for any obligations, including but not limited to financial responsibility, in connection with participation by other public agencies.

15.2 If other agencies participate, the contractor shall furnish the City of Santa Clara an annual report showing the name of the agencies, contact person, and phone number for each agency, and details of items supplied, including quantities. This report shall be furnished to the City on the anniversary date of the commencement of the contract