Request for Proposal Local Government Software & Implementation Services 1

CITY OF MONTCLAIR, CALIFORNIA

REQUEST FOR PROPOSALS

LOCAL GOVERNMENT SOFTWARE

IMPLEMENTATION SERVICES

PROPOSAL DUE DATE & TIME

NOVEMBER 13, 2006

2:00 P.M.

SUBMIT PROPOSALS TO:

Donna Jackson

City Clerk

City of Montclair

5111 Benito St.

Montclair, CA 91763-2808

909-625-9415

TABLE OF CONTENTS

PAGE

BACKGROUND 3

CURRENT SYSTEMS 4

PART I

OVERVIEW………….…..………………………………………………………………6

PART II

GENERAL TERMS AND CONDITIONS REQUEST FOR PROPOSAL 8

PART III

SPECIAL CONDITIONS…………...….……………………………………………...15

PART IV

PROPOSAL FORMAT………………………………………………………………..18

PART V

TECHNICAL SPECIFICATIONS…………………………………………………….24

GENERAL REQUIREMENTS………………………………………………………..25

FUNCTIONAL/TECHNICAL REQUIREMENTS 27

PART VI

EVALUATION OF PROPOSALS……………………………………………………28

VENDOR COMMENTS TO REQUIREMENTS SPECIFICATIONS

DESCRIPTIONS……………………………………………………………………….30

BACKGROUND

PROPOSAL PURPOSE

The City of Montclair is soliciting proposals for a full range of municipal software applications that include software, implementation services, ongoing training and technical support. Ideally, the City of Montclair would like to acquire these software modules as one integrated solution from one vendor. We realize that this may not be entirely possible; therefore, vendors that provide only some of the modules may reply. Vendors of any municipal software applications listed in the System Scope may submit their proposals. It is understood that some vendors partner with other vendors to provide software applications that are designed to integrate well with each other, and we encourage them to submit their consolidated proposal.

CITY OF MONTCLAIR

The City of Montclair, incorporated in 1956, is a full-service City with its own Police and Fire Departments and has a young and diverse population that represents the ethnic and cultural diversity that is characteristic of Southern California. The City, located approximately 30 miles east of Los Angeles, serves a population of 34,729, with a staff of 216 full-time employees. The City provides trash and sewer services to 8,000 customers and issues approximately 2,500 business licenses annually.

Located at the westernmost edge of San Bernardino County, Montclair is the region’s premier shopping destination nestled at the Los Angeles, Orange County, and Inland Empire crossing. The centerpiece of northern Montclair is the Montclair Plaza, a 1.2 million square foot regional fashion mall.

The City of Montclair is located in close proximity to private universities/colleges, including the prestigious Claremont Colleges, three state universities, and seven community colleges.

The City of Montclair, with an area of 5.33 square miles, boasts twelve parks within its borders, including a skate park located next to Alma Hofman Park in the civic center. The City's Recreation Division provides recreational programs to approximately 263,000 participants annually.

The City of Montclair is in close proximity to the Interstate 10, Interstate 15, State Route 60, 210 Freeway, and Ontario International Airport.

CURRENT SYSTEMS

The City of Montclair’s current financial suite has been developed and is maintained by Knowles-McNiff, a software consulting firm. The supported modules for the current financial suite system include:

· 1099 Processing

· Account Maintenance

· Business License

· Cash Receipts

· Demands

· Department Budget Entry

· Expenditure Budget

· Finance Inquiry

· Finance Reports

· Fiscal Year Maintenance

· Journal Entry

· Purchase Orders

· Revenue Budget

· Vendor Maintenance

· Warrants

The financial suite system runs on Microsoft Windows SQL Server. Users connect to the finance database over a TCP/IP LAN network.

Knowles-McNiff also maintains and supports the current payroll and fixed assets programs. Both programs are stored on an HP3000 system. Finance employees use Reflection terminal emulator to establish a TCP/IP session with the HP3000. The current payroll system was acquired from Infocomp Systems, Inc. in 1986.

The City of Montclair uses American Computer Services, Inc. (ACS) for all utility billing services which include sewer and refuse. The finance workstation uses Procomm terminal emulator to connect over a 56k frame relay data line to an HP3000 system. The City of Montclair also accepts Visa, Mastercard, debit cards bearing the Visa or Mastercard logo, and check payments for sewer and refuse payments through the internet. Furthermore, City of Montclair customers can have automatic payments deducted from their checking account for sewer and refuse payments

Point of Sale (POS) transactions are maintained by Cougar Mountain software allowing the City to process payments such as checks, credit cards, debit cards, and electronic transfers. Currently, there are four POS stations within the City of Montclair that utilize the system: City Hall, Police Department, Human Services, and Fire Department. Cougar Mountain runs on a Microsoft Windows 2000 Server environment which also allows an unlimited number of users access. Cougar Mountain integrates with PC Charge software to authorize all credit card transactions. PC Charge software is installed on a Microsoft Window 2000 Server and uses a Plain Old Telephone System (POTS) line for all credit card transactions.

These applications do not meet the current and growing needs of the City of Montclair. The requirements specified in Part V, are a by-product of living with systems that lacked many of these features. Some of these features are mandatory. Systems lacking the required features will not be considered.

Part I

Overview

OVERVIEW

PART I

1-1 SYSTEM SCOPE: The City of Montclair is seeking proposals for integrated local government software applications that will include software, implementation services, ongoing training and technical support. Ideally, a single vendor will provide this integrated solution for all systems.

The City of Montclair desires a “turn key” solution that will be totally supported by the vendor. The vendor will be responsible for the following:

· Installing service packs

· Installing version upgrades

· Installing database upgrades

· Providing telephone support

1-2 REQUIRED SYSTEM FUNCTIONS: The City of Montclair has defined its general computing requirements as well as short-term and long-term information services directions. These are listed in Part V of this RFP. In addition, Part V contains a detailed listing of system functions that are required in the new system.

1-3 SELECTION PROCESS: At its discretion, the City of Montclair may require the vendor to provide demonstrations. These presentations provide an opportunity for the vendor to clarify the proposal for the City of Montclair. The City of Montclair will schedule any such presentations. Representatives of the City of Montclair may want to visit a client reference to observe the applications in an actual working environment. The award/negotiation sequence will be based on a selection methodology established by the City of Montclair.

1-4 AWARD: Once the proposals are opened, a committee selected by the City of Montclair will evaluate each proposal, taking into consideration the criteria and methodology stipulated in this RFP. The City of Montclair will be the sole judge in evaluation considerations and may make an award to the vendor(s) who submit the proposal judged by the City of Montclair to be most advantageous. A recommendation will be presented to the City of Montclair council or board, which will be in the best interest of the City of Montclair as determined by the evaluation committee. The award will only be to responsible vendor(s) qualified by experience to perform the services specified herein. All proposals submitted shall be valid for a period of ninety (90) calendar days from the date of the proposal opening.

Part II

General Terms and Conditions of

Request for Proposal

GENERAL TERMS AND CONDITIONS OF

REQUEST FOR PROPOSAL

PART II

1. PREPARATION OF PROPOSALS

Proposals will be prepared in accordance with the following:

A. All information required by the specifications shall be furnished. Each proposal shall be signed by a representative of the bidder who has authority to obligate the company.

B. Alternate proposals may be submitted, but they must stand alone.

C. Proposed time schedules shall be included when applicable.

D. The City of Montclair sales tax rate is 8 percent and, therefore, such taxes should be figured into the bid.

2. DESCRIPTION OF SUPPLIES AND/OR SERVICES

A. Any manufacturers’ names, trade names, brand names or catalog numbers used in these applications are for the purpose of describing and establishing minimum requirements or level of quality, standards of performance, and design required, and are in no way intended to prohibit the bidding of other manufacturers items of equal material, unless specifications state "NO SUBSTITUTIONS."

B. Proposers must indicate any variances to the specifications, terms, and conditions, no matter how slight. If variations are not stated in the proposal, it shall be construed that the bid fully complies with the specifications, terms and conditions.

C. Proposers are required to state exactly what they intend to furnish.

D. Proposers will submit, with their proposal, necessary data (factory information sheets, specifications, brochures, etc.) to evaluate and determine the quality of the product(s) they are proposing, if applicable.

E. The City of Montclair shall be the sole judge of quality and its decision shall be final.

3. SUBMISSION OF BIDS

A. Bids and addenda thereto shall be enclosed in sealed envelopes addressed to Donna Jackson, City Clerk, at the address shown on the front page of this RFP. The name and address of the bidder, the date and hour of the due date, and the bid name shall be placed on the outside of the envelope.

B. E-mail and facsimile bids will not be considered. Bidders shall have sole responsibility for delivery of bids on time and to the proper location.

4. REJECTION OF BIDS

A. The City of Montclair may reject a bid if:

1. The Bidder fails to acknowledge receipt of an addendum, or if

2. The Bidder misstates or conceals any material fact in the bid, or if

3. The bid does not strictly conform to the law or requirements of bid, or if

4. The bid is conditional; except that the bidder may qualify his bid for acceptance by the City of Montclair on an "all or none" basis. An "all or none" basis bid must include all items upon which bids are invited.

The City of Montclair may, however, reject all bids whenever it is deemed in the best interest of the City of Montclair to do so, and may reject any part of a bid unless the bid has been qualified as provided in paragraph 6(A)4 above. The City of Montclair may also waive any minor informalities or irregularities in any bid.

5. WITHDRAWAL OF BIDS

A. Bids may not be withdrawn for a period of 180 days after the time set for the bid opening.

B. Bids may be withdrawn prior to the time set for the bid opening. Such request must be in writing.

6. LATE BIDS OR MODIFICATIONS

Only bids or proposals received as of the opening date and time will be considered timely. Bids and modifications received after the time set for the bid opening will be rejected as late.

7. CLARIFICATIONS OR OBJECTION TO BID SPECIFICATIONS

If any person contemplating submitting a bid for this contract is in doubt as to the true meaning of the specifications or other bid documents or any part thereof, he/she may submit to the City of Montclair contact on or before seven days prior to the scheduled opening a request for clarification. All such requests for clarification shall be made in writing, and the person submitting the request will be responsible for its prompt delivery. Any interpretation of the bid, if made, will be made only by addendum duly issued. A copy of such addendum will be mailed or delivered to each person receiving an invitation to bid. The City of Montclair will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. Any objection to the specifications and requirements as set forth in this bid must be filed in writing with the City of Montclair contact on or before ten days prior to the scheduled opening.

8. COMPETENCY OF BIDDERS

A. Pre-award inspection of the Bidder's facility may be made prior to the award of a contract. Bids will be considered only from firms which are regularly engaged in the business of providing the products and/or services as described in this bid; have a record of performance for a reasonable period of time; and have sufficient financial support, equipment and organization to ensure that they can satisfactorily deliver the products and/or services if awarded a contract under the terms and conditions herein stated.

B. The City of Montclair may consider any evidence available to it of the financial, technical and other qualifications and abilities of a Bidder, including past performance/experience with the City of Montclair or other public agency in making an award that is in the best interest of the City of Montclair.

9. EMPLOYEES

All employees of the Bidder shall be considered to be at all times the sole employees of the Bidder, under the Bidder's sole direction, and not an employee or agent of the City of Montclair. The Bidder shall supply competent and physically capable employees; the City of Montclair may require the Bidder to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable, or whose presence on City of Montclair property is not in the best interest of the City of Montclair.

10. BID PROTESTS

The City of Montclair shall provide notice of its decision to award or reject to all bidders by standard mail. If bidders wish to protest a decision of award, they must file a notice of protest in writing to the City of Montclair contact within three (3) working days after receipt of the notice of the City of Montclair decision of award and shall file a formal written protest within five (5) days after filing the notice of protest. The notice of protest must be either hand delivered to the City of Montclair contact or sent via certified U.S. mail, return receipt requested. Failure to file a protest within the time specified herein shall constitute a waiver of all rights to protest the City of Montclair decision regarding the award of bid.

11. DISQUALIFICATION OF BIDDERS

A bidder may be disqualified temporarily or permanently and his/her bid(s) rejected for:

A. Poor performance or default, in the City of Montclair opinion, on previous contracts with the City of Montclair.

B. Poor performance or default, in the City of Montclair opinion, on previous contracts with other public entities.