Utility Billing System Software _ Implementation Services 2025.pdf

REQUEST FOR PROFESSIONAL SERVICES

The City of Durango, Colorado, hereinafter “the City,” by and through the Purchasing Manager, is accepting proposals for RFP for Utility Billing System (UBS) Software and Implementation Services City of Durango, CO in accordance with the terms, conditions, and specifications contained in these documents.

Bidders wishing to participate should ensure they have all addenda prior to submission of bid.

Failure to acknowledge receipt of any addenda applicable to this project could result in the rejection of your bid.

This request for proposals and any subsequent addenda will be posted to the Rocky Mountain E- Purchasing System website (www.bidnetdirect.com/colorado). Click on Vendor Login or Vendor Registration if you have not already registered. Vendors are encouraged to register with RMEPS for all City bid opportunities.

Questions (Questions received after the deadline may not be accepted.)

Each bidder, before submitting his bid, shall become fully informed as to the extent and character of work required. All questions are to be submitted via Rocky Mountain E-Purchasing System website:

(www.bidnetdirect.com/colorado). Answers will be published at www.bidnetdirect.com/colorado .

Question Deadline: October 21, 2025, (Local Time) 3:00 P.M. (MST)

Submittal Instructions (Reference: Required Submittals Section) Submittal requirements are outlined in the Submittals Section of the Bid Documents.

Final Addendum: November 4, 2025, (Local Time) 3:00 P.M. (MST)

Project Title: RFP for Utility Billing System (UBS) Software and Implementation Services City of Durango, CO

Proposals Due Date and Time: November 11, 2025, (Local Time) 3:00 P.M. (MST)

Deliver Proposals via: www.bidnetdirect.com/colorado. Late proposals will not be accepted. It is the sole responsibility of the respondent to see that the bid is received before the submission deadline.

The respondent shall bear all risks associated with submitting their bid submission. All proposals submitted shall be binding upon the respondent if accepted by the City within sixty (60) calendar days of the submission date. Negligence upon the part of the respondent in preparing the proposal confers no right of withdrawal after the time fixed for the submission of proposal. This project is being bid in accordance with the City of Durango Purchasing Policy.

Bob Grogan, Jr.

Purchasing Manager September 16, 2025 Published: September 17 & 19, 2025.

949 E 2nd Ave · Durango, CO 81301 · 970.375.4994 http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado http://www.bidnetdirect.com/colorado

RFP for Utility Billing System (UBS) Software and Implementation Services

City of Durango, CO

Table of Contents

Section 1: RFP Introduction

1.1 Purpose of the RFP

1.2 Schedule Summary

1.3 About the City

1.4 Project Background

1.5 Notice to Proposers

1.6 Conditions

1.7 City Rights Reserved

1.8 Communication Regarding the RFP

1.9 Inquiries and Requests for Clarification

Section 2: Project Scope

2.1 Functional Scope Overview

2.2 Project Goals

2.3 Project Timeline

2.4 Implementation Approach

2.5 Interfaces

2.6 Conversions

2.7 Project Staffing

2.8 Statement of Work

Section 3: Detailed Submittal Requirements

3.1 Proposal Section 1.0 ― Introduction

3.2 Proposal Section 2.0 ― Proposer Team

3.3 Proposal Section 3.0 ― Functional Requirements

3.4 Proposal Section 4.0 ― Technology Deployment

3.5 Proposal Section 5.0 ― Implementation Approach

3.6 Proposal Section 6.0 — Price Format

3.7 Proposal Section 7.0 ― Implementation Terms and Conditions

Section 4 - Evaluation Process

4.1 Evaluation Criteria

4.2 Evaluation Process

Section 5 – Attachments

Section 1: RFP Introduction

1.1 Purpose of the RFP

Through this RFP, the City of Durango, Colorado (the City) desires to purchase or otherwise acquire rights to use a Utility Billing System (UBS) for the City’s water and wastewater, solid waste, and other City billing needs, meeting the requirements identified in this RFP.

In addition, the City requires proposals for professional services necessary to implement the system and train City staff on the new software. The City prefers vendors that provide the proposed software via the cloud or SaaS.

Proposers may submit multi-vendor proposals. However, if doing so the bidder should clearly describe the roles and responsibilities of each vendor, both as related to implementation activities and to post-implementation support.

1.2 Schedule Summary

Table 1.1

Major Project Milestones

Date and Time Event

September 17 & 19, 2025 1st and 2nd Publication Dates October 21, 2025, 3:00 PM (MST) Inquiry / Contractor Questions Deadline November 4, 2025, 3:00 PM (MST) Final Addendum November 11, 2025, 3:00 PM (MST) Proposal Submittal Deadline

A Non-mandatory Pre-Submittal Conference Call will be held on October 2, 2025, at 1:00 PM Local Time

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Phone conference ID: 741 055 155#

1.3 About the City

Durango, Colorado, incorporated in 1881, is in the southwest corner of the state, near the Four Corners area where Colorado, Arizona, Utah, and New Mexico meet. It serves as the county seat of La Plata County and is a regional commerce hub. With a population of 19,531 and covering 17.01 square miles, Durango is surrounded https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWZjZmU5NTgtODBiYy00YzljLTgzNmItNTE0ZTliN2Y5NzUy%40thread.v2/0?context=%7b%22Tid%22%3a%22040de88c-f891-4713-a648-9b8cf83a0275%22%2c%22Oid%22%3a%2221e30a39-10d8-4467-aab7-d6bf5fcb9aa4%22%7d tel:+17197333638,,741055155 https://dialin.teams.microsoft.com/92784447-b6b7-4102-b97c-891455d02e5c?id=741055155 by the San Juan National Forest, which makes up a significant portion of the county's land. The city has a rich history tied to mining and is home to Fort Lewis College.

Durango operates under a council-manager government, where the City Council, consisting of five elected members, makes policy decisions, and the city manager handles day-to-day operations. The city provides a variety of services, including public safety, transportation, economic development, public utilities, and recreation. The City also has an Urban Renewal Authority, the Durango Renewal Partnership, which is working on revitalization plans and is involved in a joint venture with La Plata County in the operation of the Durango- La Plata County Airport.

The city follows a structured financial planning process, with an annual budget that is proposed by the City Manager and approved by the City Council, including appropriation ordinances for various projects and grants.

Table 1.2

City of Durango, Colorado

Utilities Provided Water Wastewater Trash Sewer Additional Service Fees (e.g., Streets and Sustainability)

Table 1.3 Background Summary

Background Statistics Approximate Number of Regular Employees 430

Number of Utility Employees 46

Number of Solid Waste Employees 13

Operating Budget $225,000,000

Capital Budget (General Fund, Water, Sewer) $14,600,000

W-2s Issued 430

Fiscal Year (City) Jan. 1 – Dec. 31

City Population (Estimated) 19,534

Metric Estimated

Number of active utility accounts 7833

Number of inactive utility accounts 220

Number of water meters 7515

Number of water meter readers 2

Table 1.4 Approximate User Count

The number of users currently accessing each primary application (s) is as follows (user counts include transaction entry and report-only users, and includes users who access one or more of the applications):

Application Approximate User Count

UBS 45

1.4 Project Background

The City has been using City-Suite (by Harris) Utilities since approximately 2015. The City recognized the need to improve business processes, user experience, and generally implement a more modern UBS solution. The Government Finance Officers Association (GFOA) was selected to help the organization define the project scope for a replacement solution and to facilitate the selection process.

The City worked with GFOA to discuss current processes and identify potential opportunities for improvement. Through this process the functional requirements (Attachment 7) were developed.

Many staff members participated in the current and future state process meetings and are excited to move forward to final selection and implementation.

1.5 Notice to Proposers

Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the Proposer to more than it may realize. Information obtained by the Proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the Proposer or relieve the Proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Attempts by or on behalf of a Proposer to contact or to influence any member of the selection committee, any member of the City Council, or any employee of the City with regard to the acceptance of a proposal may lead to elimination of that Proposer for further consideration. Only the format described in the RFP and the attachments included with this RFP will be accepted as compliant for the submitted proposal.

1.6 Conditions

1.6.1 Joint Proposal

If all RFP requirements are not met with products and services provided by one firm, proposers are encouraged to partner with another firm to submit a joint proposal. Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine if its overall fit is in the best interests of the organization.

1.6.2 Primary Firm

If multiple firms partner to submit a joint proposal, the proposal must identify one firm as the primary contact. This primary contact will be the primary point of contact throughout the procurement process and will be held responsible for the overall implementation of all partners included in the joint proposal.

1.6.3 Pricing

Pricing must be submitted on a fixed fee basis upon completion of pre-identified “milestones.” For implementation services under a milestone arrangement, the vendor shall invoice the City when the City has accepted the services included as requirements for each milestone. The scope of the project, including the milestones, will be defined by the statement of work that describes both functional requirements of the software and business process expectations.

1.6.4 Proposal Validity

All proposals and any subsequent clarification or response to the City’s questions shall be valid for a minimum of 180 days.

1.7 City Rights Reserved

1.7.1 Reservation of Rights

The City reserves the right to select the proposal(s) that, in its sole judgment, best meet the needs of the organization. The City has established an Evaluation Team for this selection purpose. The Evaluation Team will select the best solution for the best value, meaning the lowest proposed cost will not be the sole criterion for recommending the contract award.

1.7.2 Multiple Contracts

The City reserves the right to award multiple contracts from this RFP.

1.7.3 Right of Rejection

The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the organization’s best interest.

1.7.4 Modification

The City may modify this RFP by issuance of one or more written addenda.

1.7.5 Additional Information and Scope

The City reserves the right to meet with select proposers at any time to gather additional information.

Furthermore, the City reserves the right to remove or add functionality (i.e., modules, components, or services) until the final contract signing.

1.7.6 Committal

This RFP does not commit the City to award a contract.

1.7.7 Property

All proposals submitted in response to this RFP become the property of the City and public records, and as such, may be subject to public review. Proposers concerned with the release of proprietary or confidential information are encouraged not to include such information in the proposal.

1.7.8 Expenses

The City shall not be liable for any pre-contractual expenses incurred by prospective Proposers, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

1.8 Communication Regarding the RFP

All communication from prospective proposers regarding this RFP must be in writing by email to the address listed in Section 1.9, Inquiries and Requests for Clarification. Communication by telephone or in person will not be accepted.

Attempts by or on behalf of a prospective or existing Proposer to contact or to influence any member of the Evaluation Team, any member of the City Council, or any employee of the City regarding the acceptance of a proposal may lead to elimination of that Proposer from further consideration.

1.9 Inquiries and Requests for Clarification

1.9.1 Contact

To maintain fairness in the process, inquiries concerning this procurement, including questions related to technical issues, are to be directed through the bidnet site at: www.bidnetdirect.com/colorado

If you have issues submitting questions through bidnet you may contact:

Contact: Bob Grogan, JR.

Title: Purchasing Manager Email: Bob.Grogran@durangoco.gov Bid Net Customer support # 800- 835-4603

Questions over the phone will not be accepted.

1.9.2 Clarifications

All questions concerning the RFP must reference the RFP section heading. Questions will be answered and posted to the bid portal in the form of addenda to the RFP. Direct contact with city elected officials or city staff, other than the Purchasing Manager, during the bid/proposal process may render the bid/proposal non-compliant. If such an infraction is determined, at the Purchasing Manager’s discretion, no further consideration may be given for the bid/proposal.

1.9.3 Inquiries

mailto:Bob.Grogran@durangoco.gov

Inquiries or requests for clarification submitted prior to the pre-proposal conference will be addressed at the pre-proposal vendor conference. Additional inquiries or requests for clarification will be accepted until the deadline established in Section 1.10 - Procurement Schedule.

1.9.4 Changes to Proposals

Proposals may be changed or withdrawn prior to the deadline for proposals. All such changes and withdrawals must be submitted in writing and received by the City prior to the deadline for proposals.

After the deadline for proposals, no change in prices or other provisions prejudicial to the interest of the City or fair competition shall be permitted.

1.10 Procurement Schedule

The City reserves the right to change the procurement schedule. If changes are made, proposers will be notified by the City in the form of an addendum to this RFP.

The expected procurement schedule is listed below:

Table 1.5 Tentative Procurement Schedule

Date and Time – ALL MST Description September 17 & 19, 2025 1st and 2nd Publication Dates October 21, 2025, 3:00 PM Inquiry / Contractor Questions Deadline November 4, 2025, 3:00 PM Final Addendum November 11, 2025, 3:00 PM Proposal Submittal Deadline Week of November 17, 2025 Elevate for Demonstrations/Interviews Estimated Week of week of January 12, One-Day Software Demonstrations/Interviews

Estimated Week of Week of February 9, Elevate and Notify Semifinalist or Finalist Proposer(s)

Estimated Week of Week of March 9, Discovery Sessions Completed (Half Days per Elevated Proposer if Necessary)

Estimated April/ June 2026 Complete Contract Negotiations and Statement of Work

(SOW)

Estimated August / September 2026 Implementation Begins (Preferred) Estimated September / November 2026 Go-Live (Preferred) for initial modules if not full system

A Non-mandatory Pre-Submittal Conference Call will be held on October 2, 2025, at 1:00 PM Local Time

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Section 2: Project Scope

2.1 Functional Scope Overview

The overall functional scope is defined in Sections 2.1 through 2.7 below. The scope includes software, implementation, project management, and other ongoing services.

Table 2.1 Functional Scope Overview

Functions Process/Activity

Customer Management • Manage customer information

• Manage property information

• Customer self-service

• Routes

• File attachments and activity logs

• Mailing and email generation

• Custom searches and advanced filters

Meter Information • Meter inventory

• Meter condition

• Meter size

Billing • GL Configuration

• Service types and classes

• Utility types

• Rate schedules, tier blocks and tables

• Fees, flat rates and fixed charges

• Seasonal rates and winter averaging

• Billing process

• Billing statement and printing

• Bill messages

Payments / Collections • Electronic payments

• POS payments

• Lockbox and batch uploads

• Managing delinquent accounts

Service Requests • Work orders

• For all services the City provides

Reporting • Ad hoc reporting

• Time sensitive reports

• End user reporting tools

• High, decreased, and no reading reports

Additional Features of Interest • Geo mapping for account notifications

• Notifications for new permits/certificates/meters/properties

2.2 Project Goals

The City has used a combination of requirements and process maps to determine the outcomes for the project.

Overall Goals:

The City is interested in installing a low maintenance application, meaning a hosted application or cloud application by the end of 2026 depending on the implementation schedule. The application should be easily accessible by employees and relatively easy to use so that the City does not have to invest a substantial amount of time and effort in training. Finally, users are seeking an application where business users can generate reports without significant assistance from technology resources.

The City has made a strategic decision to modernize its software systems.

The goals for this project include:

• Full integration to the main ERP system

• Reduce manual data entry

2.3 Project Timeline

The City is open to various recommended timelines; however, the City expects to start implementation around August / September 2026 with the goal of going live October / November 2026 at the latest. The City is prepared to have consultants complete work remotely if necessary. Assuming a September / November 2026 start, Proposers should communicate realistic timelines to successfully implement the proposed solution.

2.4 Implementation Approach

The City understands that each Proposer may take a different approach to implementation. However, to better compare different approaches and to ensure that essential components of the implementation are proposed, the City requires that all Proposers use the definitions below when describing implementation activities.

2.4.1 Project Management

The proposer will be responsible for providing overall coordination and management of the project including governance support, schedule management, risk mitigation, project communications, contract management, and quality assurance. Specific deliverables expected during this stage include:

• Project Plan

• Status Reports

2.4.2 Knowledge Transfer

Proposer will be responsible for ensuring that the City’s core project team has sufficient knowledge and understanding of the software to properly participate in the project and subsequent system and business process design discussions. Knowledge transfer stage will include all core team training.

Specific deliverables expected during this stage include:

• Project Team Training Plan

• End-User Training Materials

2.4.3 System Design

Proposer will be responsible for facilitating process to define how the system will be used to meet the City’s process requirements and project goals. As part of the design, the City expects to engage in discussions around how to use the system most effectively, what changes in business process are required and to document configurations, interfaces, reports, workflows, and security roles. Specific deliverables expected during this stage include:

• Requirements Traceability Document

2.4.4 Build

After completing design and after the City has made decisions on both business process and system configurations, the City expects that the Proposer and the City staff will work collaboratively on building the system. All activities related to system configuration, interface development, report creation, or other build tasks should be included in this stage. Specific deliverables expected during this stage include:

• As-built Documentation

2.4.5 Conversion

Proposer will be expected to develop a data conversion strategy for the project and implement the recommendations. City staff will collaborate with the Proposer Team to extract data from legacy applications and map it into the Proposer tools. The Proposer, in turn, will be responsible for loading the converted data and confirming the successful load of the data. Specific deliverables expected during this stage include:

• Conversion Plan

• Converted Data Acceptance

2.4.6 Testing

Throughout the process, the City expects to engage in the execution of a formal test plan. The test plan will be developed during the project and includes testing approach, roles and responsibilities for testing, and clear deadlines and expectations around testing effort. The City expects to engage in detailed conference room pilot testing, unit testing, regression testing, integration testing, parallel testing, and user acceptance testing. Specific deliverables expected during this stage include:

• Testing Plan

• Test Scripts

• Testing Acceptance

2.4.7 Go Live and Support

At time for go-live, the City expects that the Proposer will assist with end-user training, work to prepare a cutover plan, and assist with the transition to the new software. Included with go-live could also be assistance for after go-live with management of help-desk type functions. Specific deliverables expected during this stage include:

• Cutover Plan

• Final Acceptance Documentation

2.5 Interfaces

Integration requirements have been included in Table 2.2 – Interfaces to the UB System. Proposers should respond to each interface requirement to identify the proposed scope.

Table 2.2

Interfaces to the UB System

Interfaces System Innovators iNovah Productions InvoiceCloud Zenner USA Matrix-DataProse City’s New Financial System

2.6 Conversions

Conversion requirements have been included as Attachment 9 – Conversion Requirements. Proposers should respond to each conversion requirement to identify the proposed scope.

2.7 Project Staffing

The City will make every effort to staff the project appropriately, recognizing that effective staffing is crucial to its success. The City has staffed the project with small teams of one to eight individuals that represent key stakeholder groups for each functional area. These process improvement teams have been working to establish project goals, discuss improvement opportunities, and prepare the City for implementation. It is expected that all will be involved as the “core” team moving forward with the project. Each core team will have a lead individual identified, but all are expected to participate in the project. The City has identified the following teams for the project:

• Utility Billing

The City expects project staff to include a Project Manager, Core Team Leads, Core Team Members (SME’s), and Technical Resources. The anticipated participation for the Project Manager is a minimum of

0.5 FTE and a maximum of 1.0 FTE. The Core Team Leads are anticipated to participate at a rate of 0.5 FTE each, while the Core Team Members are anticipated to participate at a minimum of 0.25 FTE and a maximum of 0.5 FTE. Technical Resources staff will participate as needed.

2.8 Statement of Work

The City will require the development of a detailed statement of work, including a high-level project plan, prior to contract signing. The statement of work will include and describe at least the following and may include additional items the City deems necessary:

• Project Scope

• Project Milestones

• Project Deliverables

• High Level Project Schedule (Listing of Phases and Go Live Dates)

• Project Resources

• Project Roles and Responsibilities

• Quality Assurance and Testing Procedures

• Project Change Control Procedures

• Service Level Agreement (SLA)

Section 3: Detailed Submittal Requirements

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. Proposals must address the following questions and contain the following sections.

3.1 Proposal Section 1.0 ― Introduction

The introductory material should include a title page with the RFP name, name of the proposer, address, contact information, the date, a letter of transmittal, and a table of contents. The executive summary should be limited to a brief narrative summarizing the proposal.

1) Complete Attachment 1 ― Signature Page

2) Complete Attachment 2 ― Proposer Statement

3.2 Proposal Section 2.0 ― Proposer Team

This section of the proposal should identify all firms included in the proposal and any necessary third-party products or firms required or recommended for the City.

1) Identify the proposed project team including the firms responsible for implementation, and any key consulting team members that will be providing services to the City.

o How many staff will the Proposer have assigned to the project?

o What is the approximate dedication to the project of each resource and approximate time work will be completed on-site vs. off-site?

o What are the major roles and responsibilities for each resource?

2) Complete Attachment 3 ― Professional Services Background for each firm involved with the project.

3) Complete Attachment 4 ― Reference Form for each firm involved in the project.

4) Complete Attachment 8 ― Staffing Sheet

3.3 Proposal Section 3.0 ― Functional Requirements

This section describes the software and implementation scope of the overall project and the requirements for each functional area. Responses to the functional requirements should be completed to identify the capability of the software and the scope of the implementation.

Table 3.1 Available Functional Requirements Responses

Attachment 7 Functional Requirements Responses Column E: Available Responses Y Requirement Met and Proposed (Standard features in the generally available product) Y-

ND

Requirement Met and Proposed (Features that are not offered as a generally available product or require custom development)

N Requirement Not Met with Proposal I Need More Information/Discussion Column F: Available Responses S Requirement and Feature Supported by Software Developer TPS Requirement and Feature Supported by Third Party NS Requirement and Feature Not Supported

1) Complete Attachment 7 ― Functional Requirements o Failure to provide some requirements or excluding some requirements from scope will not eliminate the proposer from contention. The City will evaluate the proposal as a whole, including price and value comparisons when evaluating proposals.

o The requirements responses submitted will become part of the agreement. Proposers are expected to warrant the delivery, configuration, and implementation of all positive responses (every response except “N”).

o For requirement responses other than “N” proposers must indicate the module or product that is required to meet the requirement.

o For requirement responses other than “N” proposers must indicate the phase of the project that the functionality will be implemented.

o All responses which are marked Y, or Y-ND will be considered to be included in the scope, and the cost proposal and all other information submitted in this proposal should reflect this.

o For functionality that is not currently available and not available for viewing at a demo, but that will be in scope for the project either as generally available features in a future release or as a customization, modification, or enhancement specific for this project, Proposers should indicate a response code of Y-ND and provide more detail in the appropriate column.

3.4 Proposal Section 4.0 ― Technology Deployment

This section of the proposal should identify any technical requirements for operating the system:

1) Complete Attachment 5 – Technology Deployment for the primary proposed solution.

2) Complete Attachment 5 – Technology Deployment for any additional third-party proposed products.

3.5 Proposal Section 5.0 ― Implementation Approach

This section should describe the proposed implementation plan. Proposers should reference Section 2 – Project Scope for more information on the project scope, goals, and implementation effort.

1) Please provide a description of your methodology for this project, taking into account the environment, the scope, and the desired goal to improve business processes.

2) Complete Attachment 6 – Project Expectations

3) Complete Attachment 9 – Conversions

Proposers must provide responses to the conversion requirements (Attachment 9 – Conversions). If additional items to be converted are proposed, please add them to the spreadsheet. The following answer key shall be used when responding to the conversion requirements.

Table 3.2 Available Responses for Data Conversions

Item Response Response Description

Agree Y/N Respondents should identify whether or not your firm agrees that this item needs to be converted.

Included in Price

Y/N If your firm agrees that this item needs to be converted, indicate with a Yes or No whether or not your firm's work effort to complete the conversion is included in the pricing schedule.

Estimated Consulting Hours

Number of Hours

Include the number of estimated consulting work hours to complete the conversion.

Comments Text Include any comments or assumptions relevant to the answers above.

3.6 Proposal Section 6.0 — Price Format

Proposers should submit price proposals using the format provided in Attachment 10 ― Cost to this RFP.

1) Complete and submit Attachment 10 ― Cost o All pricing must be submitted as fixed by milestone. Costs listed as “to-be-determined” or “estimated” will not be considered.

o Identify major milestones as part of the project. It is required that costs will be invoiced upon completion of major milestones. Please provide a schedule of all payments necessary to complete the proposed scope.

o All service costs must be provided on a task or completion basis with costs assigned to each milestone, deliverable, or task. Proposers are required to fill in deliverables and tasks under the provided headers. Additional detail may be provided to further explain deliverable or task costs.

o Proposers should include all software modules and state any limitations on module use.

If no limitations are listed, the City will consider that pricing is based on full enterprise-wide access for the City.

o Proposers must submit implementation costs as fully loaded rates that include all necessary travel or other expenses. By submitting a proposal, all proposers acknowledge that all pricing (including travel) must be a fixed fee or included in the implementation milestones.

3.7 Proposal Section 7.0 ― Implementation Terms and Conditions

This section asks for proposers to accept key terms and conditions for the project.

1) Complete Attachment 6 – Project Expectations

2) Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section, with a written explanation of the exception and an alternate proposal (if applicable). The City, at its sole discretion, may reject any exceptions or specifications within the proposal.

Section 4 - Evaluation Process

The City will review all proposals received as part of a documented evaluation process. For each decision point in the process, the City will evaluate proposals according to specific criteria and will then elevate a certain number of proposals to compete in the next level. Proposals not previously elevated may be elevated at a later date if the previously elevated proposals lead to an unsuccessful outcome.

4.1 Evaluation Criteria

The criteria that will be used to evaluate proposals may include, but are not limited to the following:

• Overall Understanding of the Utility

• Functionality

• Cost

• Software Demonstrations/Implementation Interviews

• Software and Implementation References

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list.

4.2 Evaluation Process

The City will follow the evaluation steps summarized below:

1) Proposal Opening: Proposal submittals shall be received and publicly opened. Only the names of Respondents will be read at this time.

2) Compliance: A preliminary evaluation by the City shall determine whether each received proposal is complete and compliant with all instructions and/or submittal requirements in the RFP. Any proposals that are incomplete or that do not comply with the instructions and/or submittal terms and conditions may be rejected and excluded from further consideration. Vendor proposals, which are compliant, are advanced to the written evaluation stage.

3) Written Evaluation. The City will evaluate written proposals according to the criteria outlined above. The highest-ranked proposals will advance to the Software Demonstration/Interview Stage.

4) Software Demonstrations/Interviews. Vendors that are advanced to this stage will be required to complete software demonstrations and interviews with City Evaluators. The City will also interview key Vendor staff to be assigned to the project. Demonstrations and interviews will be evaluated by the City. Only products that have been proposed may be demonstrated. Proposers may be asked to provide clarification items after the demonstration/interviews.

5) Discovery sessions will consist of an additional on-site meeting with select proposers to focus on implementation issues and development of a statement of work (SOW). After vendor demonstrations/interviews, the City will elevate either one (1) or two (2) proposers.

Each elevated proposal team will receive a Request for Clarification (RFC) letter seeking any necessary clarification of the initial proposal or demonstrations. The RFC letter will also identify a schedule for the on-site Discovery session that will include a detailed discussion of implementation issues.

6) Negotiations. The City will select a finalist vendor to complete software and implementation negotiations. If third-party software is involved, the City may elect to negotiate with these vendors first. The primary vendor will be expected to assist with negotiations with the third-party vendors. The final contract award recommendation will be made to the City Manager.

7) Contract Award. The City Manager authorizes all contracts of this type.

Section 5 – Attachments Attachment 1 - Signature Page Attachment 2 - Proposer Statement Attachment 3 - Professional Services (Background) Attachment 4 - Professional Services (References) Attachment 5 - Technology Deployment Attachment 6 - Project Expectations Attachment 7 - Functional Requirements Attachment 8 - Project Staffing Attachment 9 - Conversions Attachment 10 - Cost

Section 5 – Attachments