West_Sacramento_RFP_for_Time_Entry_System_Selection_25-017_(corrected).pdf

REQUEST FOR PROPOSALS

25-017-RFP

TIME ENTRY & ATTENDANCE SYSTEM SELECTION

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: May 29th, 2025

DEADLINE FOR QUESTIONS: June 8th, 2025 at 11:59 PM

RESPONSE DEADLINE: July 2nd, 2025 at 11:59 PM

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://nam04.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocurement.opengov.com%2Fportal%2Fcityofwestsacramento&data=05%7C02%7CMatt.Coats%40plantemoran.com%7C8192762e3c904d211e8708dd980d0e43%7C64591f40df924ba4b17ab8f7aac94a4e%7C0%7C0%7C638833904050980675%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=eBr1BfGrUEQ27gSflgQ5YtX24QyzUh6KtEUaa5nnd6E%3D&reserved=0

City of West Sacramento

REQUEST FOR PROPOSALS

Time Entry & Attendance System Selection

Table of Contents

1. Introduction

2. Scope of Work

3. Proposal Requirements

4. Bidder and Proposal Response Guidelines

5. Terms and Conditions

6. Evaluation Criteria

7. Consultant Selection and Contract Award

8. Standard Contract Information

Request for Proposals #25-017-RFP Title: Time Entry & Attendance System Selection

1. Introduction

1.1. Summary

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide Timekeeping and Scheduling software that meets or exceeds the current City of West Sacramento requirements and whose complete product offering provides a robust solution that will allow the City to leverage their investment as their needs continue to evolve and grow. More details on the City's needs for this work are provided in the Scope of Work.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. West Sacramento has a Council/Manager form of government. Citizens elect four City Council Members by district (as of the November, 2022 election) who serve four year terms and directly elect the mayor who serves a four-year term. The City is full-service with nine (9) departments and nearly 500 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

1.3. Contact Information

Anthony Arieas

Business Services Coordinator

1110 West Capitol Ave.

3rd Floor

West Sacramento, CA 95691

Email: anthonya@cityofwestsacramento.org

Phone: (916) 617-4529

Department:

City Manager’s Office

1.4. Timeline

Milestone Timeframe

RFP issuance 5/29/25, 5 PM PDT

Deadline for clarification questions 6/10/25, 11:59 PM PDT

Responses provided to Vendor RFP clarification questions 6/20/25, 5 PM PDT

Vendor proposals due 7/2/25, 11:59 PM PDT

Demonstrations of software (subject to change and will vary based on the number of responsive vendors)

August 2025

Contract negotiations and award September – October 2025

Estimated start date of contract December 2025 mailto:anthonya@cityofwestsacramento.org tel:(916)617-4529

2. Scope of Work

2.1. Scope of Work

The City of West Sacramento is requesting that responding vendors propose a fully integrated timekeeping and scheduling vendor-hosted/cloud solution which includes software, hardware specifications, implementation and project management, and other technology services for the entire scope of that project where all components are owned by the vendor. Proposers must include the capabilities to the following module specifications to receive maximum consideration.

• Human Resources o Timekeeping o Scheduling

• General and Technical Requirements

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work ").

• Project Management

• Software Installation

• Report Development

• Integration and Interface Development

• Software Modifications

• Implementation and Training Services

• Testing

• Knowledge Transfer to Staff

• System Documentation Development

• Operational Redesign Assistance

• Ongoing Support and Maintenance Services

• Hosting Services

• Change Management

2.2. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

To facilitate the analysis of responses to this RFP, the bidder is required to prepare their proposals in accordance with the instructions outlined in this section. Bidders must respond in full to all RFP sections and follow the RFP format (section numbering, etc.) in their response. Failure to follow these instructions may result in rejection.

Proposals shall be prepared to satisfy the requirements of the RFP. EMPHASIS SHOULD BE

CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT. All parts, pages, figures, and tables should be numbered and labeled clearly. The proposal should be submitted to address the following items:

1. Proposal Transmittal Letter

2. RFP response (Sections 1 – 6)

3. Attachment A – Software and Services - Bidder Forms.docx

4. Attachment B – Software and Services - Pricing Forms.xlsx

5. Attachment C – Software and Services - Functional Requirements.xlsx

6. Standard City Contract Qualifications

7. Business License

8. W-9 Form

9. Insurance Requirements

10. Certification Regarding Debarment

11. Authorized Contract Signer

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact. The Letter shall state the complete name, or business name, of the

Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least one hundred and eighty days (180) business days after the Proposal due date.

C. Conflict of Interest. The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under Standard City

Contract Qualifications identifying the contract language at issue and Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed Subcontractor, their mailing address, email address, and telephone number as well as the service related to the

Scope of Work that the Subcontractor is anticipated to perform. NOTE: The Contractor must obtain written approval from the City prior to the use of any Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. RFP Response

All pages of the RFP Response sections 1-6 must be numbered. The RFP Response shall be limited to a total of twenty-five (25) pages and should not include unnecessary company advertisement material.

Resumes are part of the proposal package and will be included as part of the total page count.

3.3.1. Executive summary (Section 1)

The bidder should provide a brief narrative, not to exceed two pages, describing the proposed solution.

The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations.

3.3.2. Application software (Section 2)

The bidder is required to provide a general description of the application program product and how it will meet the requirements of this RFP. As part of the proposal process, bidders will be required to submit significant technical details about the proposed solution. Any potential conflicts with the City’s current technical environment must be noted in this section.

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This section must address, at a minimum, the following items:

• Describe your overall proposed technology solution.

• Describe the product direction for the company, including time frames.

• Describe unique aspects of the bidder's solution in the marketplace.

• Describe components of the solution that are industry standards versus being proprietary to the bidder.

For any third-party products:

• List all third-party products proposed.

• The reason that this product is a third-party product versus being part of the software bidder’s solution.

• The extent to which this third-party product is integrated with the bidder’s solution.

3.3.3. General implementation approach (Section 3)

Provide a general overview of the implementation approach you plan to use for the City that includes addressing the following items:

• Provide a detailed work plan or schedule in a work breakdown structure format as part of the proposal response.

• Provide an overall description of the bidder project management approach toward this type of engagement and projected timing for major phases.

• Describe key differentiators of the approach as it relates to implementing a solution on time, within budget, and with the ability to meet the needs of a diverse client like the City.

• Describe how you conclude on a preferred implementation phasing of software modules. What is your recommended approach for this implementation?

• Describe your approach toward running parallel systems, if necessary.

• Any unique tools, techniques, or methods that you use should be described in this section.

3.3.4. Project personnel (Section 4)

A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

3.3.5. Organizational change management approach (Section 5)

The City recognizes that a movement from the current environment to a new solution will require an active change management program. The bidder should clearly identify their approach toward organizational change management, including any unique approaches or tools that will be used and any industry standard methodologies followed for change management.

3.3.6. Operational redesign approach (Section 6)

With the deployment of a new application, the City wishes to take advantage of capabilities within the software that provide support for operational improvements. Bidders are requested to describe their approach toward operational redesign including a discussion on the optimal time in which to conduct redesign as it relates to implementation of the new software.

3.4. Attachment A – Software and Services - Bidder Forms.docx

This attachment will be used as a guided tool for bidders to answer specific questions about their software, methodology, approach, and more. Bidders are required to answer all questions in the forms.

Failure to respond to all questions can result in disqualification of the entire proposal. The forms are as follows:

1. Company Background Form

2. Project Management Approach Form

3. Interface Development Form

4. Report Development Form

5. Training Form

6. Staffing Plan Form

7. Ongoing Support Services Form

8. Client Reference Form

9. Technical Questionnaire

3.5. Attachment B – Software and Services – Pricing Forms.xlsx

Please complete the pricing forms that have been provided in the associated Microsoft Excel pricing spreadsheet. It is the responsibility of the bidder to ensure the accuracy of the pricing provided as part of your response. Any errors in providing an accurate price response due to inaccuracies in the provided templates are the sole responsibility of the responding bidder. If there is not enough space to describe the pricing on these forms, please attach a separate pricing page and provide the pricing information in the same type of format so that it is easy to understand. The City requests a firm, fixed price for each of the components described below that are included on the attached Microsoft Excel pricing spreadsheet as separate tabs:

Vendor checklist (including hosting/licensing model, travel and lodging costs, and discount) Proposal summary (no direct input required) Proposed scope Software information Software Implementation services Training services Integrations Modifications Other implementation services Optional

The cost proposal must be submitted as a separate document and shall include the completed cost worksheets that have been provided in Microsoft Excel.

I. The City will not consider time and materials pricing. Bidders shall provide firm and fixed pricing based on the functionality described. For each item, indicate if the cost is one-time, annual, or other.

II. Bidders shall specify their proposed annual increase, if any, for ongoing costs.

III. The bidder shall provide price information for each separate component of the proposed solution, as well as the costs of any modifications necessary to fully comply with the RFP specifications.

IV. In the event the product or service is provided at no additional cost, the item should be noted as "no charge" or words to that effect.

V. In the event the product or service is not being included in the proposal, the item should be noted as "no bid."

VI. Bidders shall provide all pricing alternatives in these cost sheets.

VII. Bidder shall provide prices in U.S. dollars.

VIII. Bidder shall make clear the rationale and basis of calculation for all fees.

IX. Bidders shall show separate subtotals for the required elements of the proposed solution and any layers of optional elements.

In presenting software subscription fees, the bidder shall:

Explain all factors that could affect subscription fees.

Indicate which product versions, operating platform(s), and machine classes are included for each price.

Indicate whether a product is for “server” or “client,” as applicable.

Make clear the extent of any implementation services that are included in the subscription fees

(installation, configuration, training, etc.).

To the extent possible, bidders shall show any applicable discounts separately from the prices for products and services. The bidder is encouraged to present alternatives to itemized costs and discounts, such as bundled pricing, if such pricing would be advantageous to the City.

The City reserves the right to pursue direct purchase of all items and services proposed, as well as to obtain independent financing.

3.6. Attachment C – Software and Services – Requirements.xlsx

Bidders will use the Microsoft Excel spreadsheet to respond to the requirements of this RFP. Bidders must use the Attachment C – Software and Services - Requirements.xlsx addendum to this RFP and attach added explanation pages as necessary. Please include any costs associated with modifications in the

Microsoft Excel pricing spreadsheet. Please note: The response to these requirements must be submitted in the exact format with no additional macros, formulas, new columns, modifications, or passwords. Failure to adhere to this requirement may result in disqualification of the entire proposal.

The requirements in this section contain the desired functionality of the requested software solution.

Bidders must replace cell C2 in the instructions tab with the bidder’s company name, which will be repeated for each subsequent module.

The Required Product(s) column is to be used to specify what product (e.g., product name or software module) is proposed. Use the comment column to provide additional comments pertaining to your response for that item.

Bidders should review the requirements listed and respond with their availability within the bidder’s proposed solution. The responses should be entered under the Availability column of each form as follows:

Y - Yes

Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table-driven setups, and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality unless specifically excluded in the statement of work, as part of the deployment of the solution.

R - Reporting

Functionality is provided through reports generated using proposed reporting tools. Any required costs for report creation that cannot be performed by users must be included in the pricing forms.

T - Third party

Functionality is provided by a proposed third party (third party is defined as a separate software bidder from the primary software bidder). The pricing of all third-party products that provide this functionality MUST be included in the cost proposal.

M -

Modifications

Functionality is provided through customization to the application, including the creation of a new workflow or the development of a custom interface, that may have an impact on future upgradability. The pricing of all modifications identified in the functional requirements must be included in the pricing forms.

F - Future Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response.

N - Not available Functionality is not provided.

3.7. Standard City Contract Qualifications

If the Proposer has contract qualifications, the Proposer shall upload a redlined copy of the contract found in Attachments; clearly identifying the Contract language at issue and suggested adjustment or modification in redline.

If no qualifications are identified, Proposer is presumed to have accepted the Contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification pursuant to the Contract and this question may be bypassed.

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3.8. Business License

Bidders should follow guidance pertinent to this requirement as described in OpenGov.

3.9. W-9 Form

Bidders should follow guidance pertinent to this requirement as described in OpenGov.

3.10. Insurance Requirements

Bidders should follow guidance pertinent to this requirement as described in OpenGov.

3.11. Certification Regarding Debarment

Bidders should follow guidance pertinent to this requirement as described in OpenGov.

3.12. Authorized Contract Signer*

Bidders should follow guidance pertinent to this requirement as described in OpenGov.

4. Bidder and Proposal Response Guidelines

4.1. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction

(collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before: June 6th, 2025, at 11:59 PM.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to.

Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

4.2. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

July 2nd, 2025, at 11:59 PM.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the

RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.3. No ex parte communications during the competitive bidding period

To ensure the proper and fair evaluation of a response, the City prohibits ex parte communication (e.g., unsolicited) initiated by the proposed bidder to a City official or an employee evaluating or considering the responses prior to the time a formal decision has been made. Questions and other communication from bidders will be permissible until <Question Submission Deadline> at <Question Submission Deadline

Time>. Any communication between the responder and the City after the deadline for questions will be initiated by the appropriate City official or employee to obtain information or clarification needed to develop a proper and accurate evaluation of the response. Ex parte communication may be grounds for disqualifying the offending responder from consideration or award of the solicitation in evaluation or any future solicitation.

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4.4. Right to request additional information

The City reserves the right to request any additional information that might be deemed necessary during the evaluation process.

4.5. Advice of omission or misstatement

In the event it is evident to a bidder responding to this RFP that City has omitted or misstated a material requirement to this RFP and/or the services required by this RFP, the responding bidder shall advise the contact identified on Section 2, Proposal submission of such omission or misstatement.

4.6. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFP. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. A Proposal shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible, but Proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal including associated attachments.

F. All responses, as well as any reference material presented, must be written in English.

G. All monetary amounts must be detailed in United States currency.

4.7. Confidential information

Information contained in the bidder’s proposal that is company confidential must be clearly identified in the proposal itself. The City will be free to use all information in the bidder's proposal for the City’s purposes. Proposals shall remain confidential until the City executes a contract with a provider. The bidder understands that any material supplied to the City may be subject to public disclosure under the City’s confidentiality act.

4.8. Confidentiality statement

Any information, including materials, drawings, designs, documentation, and other property or data, disclosed to the proposal responder shall not be used, reproduced, appropriated, or otherwise disseminated to anyone other than the City.

4.9. Reserved rights

The City reserves the right to waive any irregularities; accept the whole, part of, or reject any or all proposals; and select the firm which, in the sole opinion of the City, best meets the City’s needs.

The City also reserves the right to negotiate with potential bidders so that the City’s best interests are served.

4.10. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.11. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.12. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the City shall not accept any amendments, revisions, or alterations to a Proposal.

4.13. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.14. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

4.15. System Design Costs

The successful bidder shall be responsible for all design, information gathering, and required programming to achieve a successful implementation. This cost must be included in the base proposal.

4.16. Pricing Eligibility Period

All bidder proposals are required to be offered for a term not less than 180 calendar days in duration. A proposal may not be modified, withdrawn, or canceled by the bidder during the 180-day period following the time and date designated for the receipt of proposals. It is the City’s intent to procure that software solution that meets the long-term criteria for the City. The City, during the selection process, may decide to purchase a subset of the proposal components with the initial contract. The City requires that bidders agree for a period of three years from the date of the proposal to honor software and services pricing established within the bidder’s response for proposed components that are not included in the City’s initial purchase. The price of the proposed components can only be increased by the bidder during such time by an amount equal to the annual CPI-U adjustment for the region or 3%, whichever is less.

4.17. Additional Charges

No additional charges, other than those listed in Attachment B – Software and Services – Pricing

Forms.xlsx, shall be made. Prices quoted will include verification/coordination of order, all costs for shipping, delivery to all sites, unpacking, setup, installation, operation, testing, cleanup, training, and bidder travel charges.

4.18. Purchase Quantities

The City reserves the right to purchase any quantities of hardware or software items bid without altering the unit purchase price upon award and throughout the contract period.

4.19. Rights to Pertinent Materials

All responses, inquiries, and correspondence relating to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation produced by the bidders that are submitted as part of the proposal shall become the property of the City upon receipt, a part of a public record upon opening, and will not be returned.

The City reserves the right to accept any proposal, to reject any or all proposals, or to waive any irregularities in the proposal process in the best interest of the City.

5. Terms and Conditions

5.1. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.2. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties (collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a

Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.3. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion. Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.4. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a non-responsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP.

Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

5.5. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this

RFP.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.6. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the

RFP) will be considered nonresponsive and rejected.

5.7. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the Contract before execution.

5.8. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.9. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.10. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the

Proposals and shall be open for review by the public to the extent required by the California Public Records

Act, Government Code section 6254 et seq. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.11. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this

RFP.

5.12. Local Benefit Definition

The Proposer is invited to provide a statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City. To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the

Contract, the Contractor may be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met.

For purposes of this section, a local vendor or service provider is one located within the city limits and in possession of a West Sacramento business license.

5.13. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

Responses to this RFP will be evaluated in three (3) rounds. The City’s intent is to acquire a solution that provides the best value to the City and meets and exceeds the requirements identified in this RFP. The

City will be using the following process to reach a finalist decision:

6.1. Minimum Criteria

As part of the Vendor's RFP response, the following minimum criteria must be met for a proposal to be considered for further evaluation. Failure to meet all criteria will automatically disqualify the Vendor's response from further consideration:

Round 1 Criteria Pass/Fail

□ Minimum Client Software Installations

Software vendor and/or integrator combined must have provided software for at least

5 public sector organizations of similar size and complexity within the past three years, minimally with three being completely implemented in the state of California.

Pass/Fail

□ RFP Response Timeliness

RFP response is submitted by the due date and time.

Pass/Fail

□ Response Authorization

The RFP response is signed by an authorized company officer.

Pass/Fail

□ Response Completeness

Vendor complied with all instructions in the RFP and provided a response to all items requested with sufficient detail, which provides for the proposal to be properly evaluated. Any deficiencies in this regard will be determined at the sole discretion of the City to determine if a defect can be waived or if the proposal will be deemed non-responsive.

Pass/Fail

□ Core Requirements

Vendor provides responses to requirements and has responded “yes” to the majority of the core requirements.

Pass/Fail

6.2. Round 2 Evaluation

For those Vendors whose proposals pass the minimum criteria, the following categories of criteria will be used to further evaluate the proposals in the following order of preference from high to low:

Round 2 Criteria Weight

□ Functionality

Compliance with requirements as documented in the Plante Moran proposal analysis.

Proposed modifications and/or customizations as demonstrated in the vendor response to the requirements and identified through Plante Moran’s’ proposal analysis.

Resources: Requirements analysis provided by Plante Moran

□ Implementation Approach and Ongoing Support

Vendor’s response in the proposal around their proposed implementation approach included project management, training, proposed timeline and workplan detail, approach to software support and assistance with facilitating key post-go live processes, and functional ongoing support services.

Resources: Proposal response and vendor forms analysis provided by Plante Moran

□ Vendor Viability

Vendor’s response to various questions in the vendor forms that will be analyzed in the Plante Moran proposal analysis such as comparable installations, company background, financial stability, etc. This also includes the completeness and quality of the proposal response submitted by the vendor.

Resources: Proposal response and vendor forms analysis provided by Plante Moran

□ Cost

Value of the proposed solution including initial cost, ongoing cost, and 10-year cost as documented in the Plante Moran proposal analysis. This will also include the level of services provided by the vendor and required by the City (i.e. internal costs).

Resources: Cost analysis provided by Plante Moran

□ Technical

Vendor’s technical infrastructure, integration approach, technical support options, security approach as documented in their proposal and the technical section of the vendor forms.

Resources: Proposal response and vendor forms analysis provided by Plante Moran

6.3. Round 3 Evaluation

The top Vendors in the second-round evaluation will then proceed to an additional level of due diligence that may include the following activities:

• Follow-up questions and answers with the Vendors.

• Vendor demonstrations to include module/functionality demonstrations, technical demonstrations, service presentation, and other due diligence.

• Reference checking with comparable entities using the Vendor's product.

• At any point in time during the third round of evaluation, a Vendor may be eliminated from further consideration. At the conclusion of the round three activities, the finalist Vendors will be evaluated on all information collected to date against the following criteria in order of preference:

Round 3 Criteria Weight

□ Functionality

Demonstrated functionality as demonstrated during interviews and/or demonstrations.

Resources: Vendor demonstrations

□ Implementation Approach and Ongoing Support

Vendor’s demonstrated approach on their proposed implementation approach included project management, training, proposed timeline and workplan detail, approach to software support and assistance with facilitating key post-go live processes, and functional ongoing support services.

Resources: Vendor demonstrations and reference checks

□ Cost

Value of the proposed solution including initial cost, ongoing cost, and 10-year cost as documented in the Plante Moran proposal analysis. This will also include the level of services provided by the vendor and required by the City (i.e. internal costs).

Resources: Vendor demonstrations and cost analysis provided by Plante Moran

□ Vendor Viability

Vendor’s response to various questions in the vendor forms that will be analyzed in the Plante Moran proposal analysis such as comparable installations, company background, financial stability, etc. This will also conclude information gathered from reference checks.

Resources: Vendor demonstrations and reference checks

□ Technical

Vendor’s technical infrastructure, integration approach, technical support options, security approach as documented in their proposal and the technical section of the vendor forms.

Resources: Vendor demonstrations

7. Consultant Selection and Contract Award

7.1. Contract Award Process

The contract selection and award process shall comply with the following process ("Contract Award

Process"):

A. The Project Contact shall invite the Proposer with the highest score from the Proposal Evaluation

Process to participate in contract negotiations with the City.

B. Proposer and City shall negotiate the final terms and conditions of the Contract, pursuant to this

RFP. The Contact shall contain the same, or substantially the same, terms and conditions as portrayed in this RFP, the Scope of Work, the Proposal, and the City's Standard Contract.

C. Following negotiations, the City shall draft a contract for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFP and initiate further Proposal Evaluation Processes.

D. City records related to this RFP shall be made available for public inspection, as permitted by law, following Contract execution, or rejection of all Proposals.

E. The City reserves the right to accept or reject any or all Proposals.

8. Standard Contract Information

8.1. Standard Contract

The Contract executed pursuant to this RFP shall contain the same, or substantially the same, terms as provided in the City of West Sacramento Standard Professional Services Contract (provided in

Attachments). Capitalized and bracketed items shall be replaced with appropriate information in the final contract.

This RFP, including the Scope of Work, and the successful Proposal emanating from the RFP process shall be incorporated into the Contract.

8.2. Insurance Requirements

The apparent successful Proposer will be required to provide proof of insurance as set forth in the

Standard Contract and Insurance Requirements, both found in Attachments, prior to commencing work.

Exceptions to City insurance requirements will not be made. Any Proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of a Contract.

8.3. Contract Approval

This RFP, Proposal Evaluation Process and Contract Award Process do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of the City related to this RFP shall not commence until after the

Contract is fully executed in compliance with City ordinances and regulations to establish a legally binding contract.

8.4. Contract Payment

Contract payments shall only be made in accordance with the terms and conditions of the Contract and only after the Contract is fully executed in compliance with City ordinances and regulations. No payment shall be made until the Contract is executed.