HomeMy WebLinkAboutStaff Report 3046
City of Palo Alto (ID # 3046)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 12/3/2012
City of Palo Alto Page 1
Summary Title: Multiple Contract Award For Temporary IT Staffing Services
Title: Request Council Approval of Contracts with Genuent USA, LLC, 22nd
Century Technologies, Inc., and IntelliBridge Partners Incorporated For
Temporary IT Staffing Services
From: City Manager
Lead Department: IT Department
Recommendation
Staff recommends that the Council approve the award of On-Call Contracts with
Genuent USA, LLC, 22nd Century Technologies, Inc., and IntelliBridge Partners
Incorporated for the provision of temporary Information Technology staffing needs.
Executive Summary
Periodically the City of Palo Alto’s Information Technology (IT) Department has a need
to fill various skill sets to ensure that there are no laps of services for our customers.
Because of this periodic need and varied skill sets require the IT Department would like
to award of multiple vendors on an on-call basis to fully cover its needs. The aggregate
cost of the three contracts will not to exceed $300,000.00 per year. Each contract will
be for a one-year term with the option for four one-year term extensions based on
need and funding.
Background
In the past when the IT Department needed a specific skill set, that they did not have
on hand, they would reach out to the IT retiree pool to fill these skill sets. Examples of
a couple of these skill sets are Unix Administrator, or GIS Manager.
The City is no longer allowed to reach out to its retired employees to fill temporary
needs; due to recent changes in California law.
City of Palo Alto Page 2
Discussion
The IT Department has a need to fill various skill sets on a temporary basis. These
temporary assignments may be for a few days or for several months depending on the
need. Examples of these temporary needs could be bringing on a SharePoint
Administrator for a two month period to upgrade the City’s SharePoint system. Bringing
on a Microsoft Exchange Administrator to fill in for when staff goes on vacation or is out
on extended sick leave.
When the need for temporary services arises, the IT Department must quickly fill these
positions in order to ensure that continued excellent service to City customers is
provided. The IT Department has proposed several different vendors for awards of
contract, as there was not a single vendor which could provide all of the services that
the IT Department requires.
Genuent USA, LLC, 22nd Century Technologies Inc., and IntelliBridge Partners
Incorporated have been selected for awards of contract as the City’s
providers of Temporary Staffing needs for the IT Department.
Summary of City Bid Process
ITD Temporary Staffing
Proposed Length of Project 60 months
Number of Solicitations Emailed 18
Total Days to Respond 14
Pre-Respond Meeting 1
Number of Company Attendees
at Pre-Respond Meeting
10
Number of Responses Received: 15
Response Price Range From a low of $25.00 per hour to a high of $185.00
per hour.
City of Palo Alto Page 3
Staff has reviewed all respondents submitted and recommends that Genuent USA, LLC,
22nd Century Technologies, Inc., and IntelliBridge Partners Incorporated should be
accepted; as they are the most qualify of the respondents.
Temporary positions will not receive pension or healthcare benefits; thus saving the City
in overall employment costs.
Resource Impact
The funds for the payment of the contracts’ costs will come from the Techology Fund
and are included in the FY 2013 budget. No additional funding is needed.
Environmental Review
Approval of these contracts do not constitute a project under the California
Environmental Quality Act (CEQA); therefore, no Environmental Assessment is required.
Attachments:
Attachment A: Scope of Services (DOCX)
Attachment B: Evaluation Matrix (XLSX)
Attachement C: RFP (DOC)
PR Numbers Associtated with this CMR (TXT)
C13148027 IntelliBridge (PDF)
C13146017 Genuent (PDF)
C13148026 22nd Century (PDF)
RFP146017
SCOPE OF SERVICES
The City of Palo Alto is in the process of selecting varioussearching for vendors to supply, on an on call
basis, IT support for the its Information Technology Department.
Because the City has such a varied IT environment the City will award multiple contracts on a time and
material basis. This support would be in line with, but not limited to the following Job Descriptions:
Manager Information Technology
o Distinguishing Characteristics
Manages a staff of professional, technical and /or clerical employees, works
closely with other Information Technology resources as well as other City
departments to coordinate client support and develop and monitor standards,
service level agreements and support procedures. Through subordinates, the
incumbent is responsible for managing and maintaining the City's Technology
staff and resources.
o Essential Duties
Supervises technical, clerical, and lead staff to include: prioritizing and assigning
work; conducting performance evaluations; ensuring staff is trained; and making
hiring, termination and disciplinary decisions
Directs, manages, and coordinates customer support and client relations within
the City.
Develops, implements, and manages citywide Service Level Agreements (SLAs),
which involves facilitating discussions with City management regarding current
and anticipated service requirements and alternative approaches.
Reviews departmental requests for technology, and makes recommendations as
appropriate or alternative system options.
Prepares and develops budgets; monitors and approves expenditures in
accordance with policies and principles of sound fiscal management. Develops
and maintains analytical tools for audit and control of programs.
Establishes written policies and procedures for Information Technology
acquisition and utilization.
Oversees the daily operational activities of technology systems.
Establishes citywide standards for Information Technology.
Evaluates technology and makes recommendations to ensure compatibility and
effectiveness.
Provides technical assistance to City departments.
Manages Information Technology customer support functions.
Plans and evaluates the work of professional, technical and other support staff.
Supervises the development of staff to maximize improvement of skills and to
provide for cross training.
Performs related duties and responsibilities as required
Senior Technologist
o Distinguishing Characteristics
This classification is at the expert professional level. Incumbents reconfigure City
applications to follow designated business processes. Performs professional
level project and program management and design; preparing reports and
presentations for review, manages City enterprise infrastructure,
systems/network, and applications; assessment of City needs for business
process and technology solutions. Must have the ability to create RFPs, CMRs,
written and oral reports and present to executive staff and council. Creates
reports and presentations for public meetings, liaisons with other departments,
external agencies, vendors and the public. Creates task assignments for staff
and may supervise personnel, assess operational goals and objectives related to
one or more departmental functions.
o Essential Duties
Provides project management leadership for specific automated systems
projects, which includes: collecting and analyzing business requirements;
proposing solutions and alternatives; defining application development scopes of
work and tasks; project budget creation and tracking, assessing user needs;
identifying appropriate tools to meet user needs; interviewing internal customers;
preparing bid specifications; evaluating bids; coordinating activities with external
vendors and internal customers; and/or, performing other related activities
Evaluates, designs, programs, implements, tests, tunes, and maintains
Information Technology infrastructure, websites, GIS applications, SAP
applications, and other Enterprise software, as well as other department specific
software applications, back-end and front-end servers, hardware/network,
database creation/administration, telecommunication systems, and/or other
related items, day-to-day systems administration including data storage and
system back-ups
Identifies City needs, organizes project, and implements all aspects of the City's
geographic information system (GIS). Oversees GIS application development,
contract development, or software acquisition.
Provides consulting assistance and services to application users; suggests,
designs, tests, implements, troubleshoots, and evaluates technology and
business process efficiencies and solutions
Provides advanced end-user support, including researching user complaints,
researching issues, answering technical questions, and/or assisting with
application revisions or problems
Maintains a variety of records and/or documentation for assigned area of
responsibility. Operates and administers Information Technology or
telecommunications management tools
Develops, prepares, and facilitates end-user training
Develops a variety of applications, procedures, reports, scripts, and/or interfaces
Researches and evaluates hardware and software; recommends and justifies
purchase suggestions; works with vendors on the installation, operation, and
maintenance of medium to large scale hardware and software products running
on various computer systems
Participates in a variety of meetings, committees, and/or other related groups in
order to receive and convey information regarding needs assessment, fulfillment
and usability
Negotiates services and software contracts with vendors and consultants;
manages vendor and contractor relationships
Oversees the monitoring and maintenance of applicable hardware, software,
telephone, and/or other related inventory items
Performs other duties of a similar nature or level
Technologist
o Distinguishing Characteristics
The Technologist is responsible for systems analysis, programming and design
in the solution of City data processing issues; maintains close coordination
between the Administrative Services Department and other departments to
ensure integration of all systems with City-wide MIS functions. Acts as a resource
to departments in the planning, development, and control of data systems
o Essential Duties
Formulates programming changes in response to departments' needs. Initiates
and documents code changes, prepares program descriptions and
documentation, prepares operation instructions. Tests and debugs programs as
necessary. Submits program changes to outside vendors for use in source
programs.
Provides project management for specific automated systems projects.
Assists in identification of systems software bugs or modification needs.
Formulates proper resolution request to system representatives; monitors
program problems resolution.
Identifies areas where change, use, or increased use of automated systems
would provide increased speed, accuracy or efficiency in City operations.
Works with other department representatives to prioritize City-wide requests for
new developments or enhancements. Provides input to management regarding
long-range automation plans.
Recommends policies for the use of automated systems.
Oversees testing of new systems and identifies discrepancies in information
processing.
Develops or reviews hardware and software specifications for new automated
systems and identifies impacts on existing or other planned systems; delivers
time and cost estimates of new systems to assist in preparing project budgets.
Maintains close coordination between the Administrative Services Department
and other departments to ensure integration of all systems with City-wide MIS
functions.
Provides technical expertise to department staff.
Provides City-wide user training and support for new and existing automated
systems.
Identifies City needs, organizes project, and implements all aspects of the City's
geographic information system (GIS). Oversees GIS application development,
contract development, or software acquisition.
Provides network design, analysis and recommendation of hardware and
software components with consideration for the application software, installation
of hardware and software, and implementation.
Is responsible for network operating system recommendations, implementation
and support.
Provides network support, monitor of traffic, performance tuning, segmentation
techniques including network management hardware and software, routine
network management and diagnostic equipment.
Understands network hardware including network interface cards, cabling and
wire categories, communications hub, routers, bridges and gateways.
Resolves complex network related problems involving computer hardware,
software and application systems.
When assigned to System Administration:
Administers the server hardware, including peripherals and operating and
application software.
Is responsible for performance and availability of the servers and the associated
maintenance and support that ensures these functions.
Acquires hardware and software required to maintain satisfactory performance
and availability.
Tests, corrects and otherwise makes programs and systems operational,
interacting with operators, programmers, clerks and department personnel.
Acts as systems software specialist in revising, updating and maintaining vendor
support software.
Schedules production workload, assists in operation budgets preparation and
administers aspects of operation development and implementation.
Formulates new or revises operating systems software; peripheral devices and
their software drivers; prepares flow chart of procedures and block diagrams;
codes programs into computer language; prepares operation instructions,
programs descriptions and documentation; develops clerical procedures and
output formats.
Consults with department representatives on objectives, requirements and
effectiveness of proposed and existing computer systems.
Trains computer operators, programmers, and personal computer technicians.
o For Public Safety Position:
Identify automation requirements of the City's Police and Fire Departments.
Oversee application development, contract development, vendor management
and/or software acquisition
o Related Functions:
Acts as liaison between City departments and software vendors to develop,
enhance, and improve automated systems.
Aids in acquiring new systems, software, and computers for use in conjunction
with automated systems.
Reports to management on system projects, future plans, usage, limitations,
performance, security, and related issues.
Performs related duties and responsibilities as required
Desktop Technician
o Distinguishing Characteristics
Under general supervision, maintains, repairs, and installs personal computer
(PC) hardware and software, peripherals, telecommunications and telephone
equipment; works on projects assigned by the Manager, Communications and
PC's supporting the implementation of new computer hardware and software
systems and technologies; works with System Analysts and related Information
Technology staff to resolve connectivity problems, and performs a combination of
duties in support of various utilities computer-based systems and related
equipment including administration, operation, and maintenance of data
acquisition systems, computer systems and data communications systems
o Essential Duties
Plans, organizes and performs hardware and software system configuration and
maintenance on personal computers throughout the City.
Receives telecommunications, networking and personal computer end user
requests for repairs and resolutions of problems, and performs moves and
changes (MACS) in the telephone system as needed.
Performs repairs, maintenance, and installation of personal computer hardware
and software, and of telephone sets and wiring.
Resolves connectivity problems such as direct wire, modem and LAN between
PCs and servers.
Works on special duties or projects assigned by the Manager such as hardware,
software and network installations and configurations.
Performs PBX system software changes.
Trouble shoots network connections.
Coordinates with telephone company representatives and vendors regarding
system changes and corrections of system problems, system resources and
usage, system updates and enhancements with end-users and other support
groups.
Administers and maintains systems network, data communications equipment
and system operational readiness
o Related Functions:
Assists in training staff on system use
Develops user guides and procedures
Contacts outside vendors to obtain documentation, information or support
Keeps current on computer topics
Perform related duties and responsibilities as required
The City intends to award multiple contracts for these services. Billing will be based on This will be a time
and materials. Pcontract; please include your agency’s expertise and billable rate for each job description
listed above. Also include any previous experience you have had with the City or with government
agencies similar to the City of Palo Alto.
File Number: RFP146017
RFP TITLE Information Technology Department
Staffing Services
Genuent 22ndCentury
Technologies,
Inc.
IntelliBridge
Partners Deltamine ClarusTec Makro
Technology
Service
Partners, Inc.
Sierra
Infosys.Inc.Romack Computerland Dimension
Consulting, Inc.
InterBase
Corporation
Domain
Experts
Silicon Valley
Group, Inc.Greythorn
#2 #3 #5 #13 #12 #7 #11 #8 #15 #6 #9 #1 #4 #14 #10
Quality and Completeness of Proposal.
*Matches scope of work 10 9.00 9.75 9.00 8.25 8.75 8.00 7.25 4.75 8.50 7.00 7.25 7.75 7.00 8.00 7.00
Quality, performance and effectiveness of the
solution, or services to be provided 10 9.75 9.00 9.25 9.50 9.25 6.75 6.75 6.00 8.00 7.00 7.00 7.00 7.75 7.00 7.00
Quality of the estimates by which projected
savings are developed 5 3.00 3.25 3.25 3.00 3.25 5.00 3.00 2.75 3.00 3.00 3.00 3.00 3.00 3.00 3.00
Proposer’s experience, including the experience
of staff 5 5.00 5.00 4.50 5.00 3.00 4.50 3.00 3.50 4.00 5.00 1.75 3.75 5.00 5.00 3.00
Cost to the City 20 19.25 19.75 15.50 15.25 19.25 20.00 20.00 17.00 13.33 15.00 16.25 17.75 13.00 0.00 0.00
Proposer’s financial stability 5 5.00 5.00 4.00 3.75 3.75 3.00 3.00 5.00 3.00 3.00 2.50 1.00 1.00 3.00 4.00
Proposer’s ability to perform work 5 5.00 5.00 5.00 4.50 3.25 3.00 3.00 1.75 4.50 3.25 2.50 1.00 1.00 4.67 3.00
Proposer’s ability to provide future records,
reports, data, service 5 5.00 5.00 5.00 4.25 3.75 3.00 3.00 4.50 3.50 3.00 2.50 1.00 5.00 3.00 3.00
Proposer’s compliance with applicable laws 5 5.00 5.00 5.00 4.75 3.50 3.00 2.75 4.75 4.75 3.00 2.75 2.00 1.00 5.00 5.00
Risk Assessment 5 5.00 4.00 5.00 4.00 1.75 1.00 1.25 4.00 3.00 1.00 2.50 2.00 1.00 3.00 5.00
OVERALL RATING 75 54.50 54.50 50.25 49.75 46.00 43.75 40.50 42.25 38.75 38.25 38.50 34.00 34.75 41.67 40.00
RANKING 1.25 1.50 3.50 4.75 5.25 5.75 7.75 8.25 8.25 10.00 10.25 11.25 12.25 14.00 14.75
Date: 09/17/2012 15 proposals received PM: KB Paige
CRITERIA Points
DEPARTMENT
INFORMATION TECHNOLOGY
REQUEST FOR PROPOSAL (RFP) NUMBER 146017
FOR PROFESSIONAL SERVICES
INFORMATION TECHNOLOGY TEMPORARY STAFFING
SERVICES
Pre-Proposal Meeting: 9:00 A.M. PST
Thursday, August 2, 2012
RFP Submittal Deadline: 3:00 P.M. PST
Tuesday, August 14, 2012
Contract Administrator: Adrian Brown
Adrian.Brown@CityofPaloAlto.org
CITY OF PALO ALTO
PURCHASING/CONTRACT ADMINISTRATION
250 HAMILTON AVENUE
PALO ALTO, CA 94301
(650) 329-2271
1
REQUEST FOR PROPOSAL (RFP) NO. 146017
FOR PROFESSIONAL SERVICES
TITLE: INFORMATION TECHNOLOGY TEMPORARY STAFFING SERVICES
1. INTRODUCTION
The City of Palo Alto is seeking proposals from qualified firms to provide
professional services for INFORMATION TECHNOLOGY STAFFING
SERVICES. The required services and performance conditions are described in
the Scope of Work (or Services). This set of services will be awarded to more
than one firm.
2. ATTACHMENTS
The attachments below are included with this Request for Proposals (RFP) for
your review and submittal (see asterisk):
Attachment A – Proposer’s Information Form*
Attachment B – Scope of Work/Services
Attachment C – Sample Agreement for Professional Services
Attachment D – Sample Table, Qualifications of Firm Relative to City’s Needs
Attachment E – Cost Proposal Format
Attachment F – Insurance Requirement
The items identified with an asterisk (*) shall be filled out, signed by the
appropriate representative of the company and returned with submittal.
3. INSTRUCTIONS TO PROPOSERS
3.1 Pre-Proposal Conference (Non-Mandatory)
A non-mandatory pre-proposal meeting/teleconference will be held on
Thursday, August 2, 2012 at 9:00 A.M. to 10:00 A.M., PST in the City’s
Council Conference Room, 250 Hamilton Avenue, Palo Alto, CA. All
prospective proposers are strongly encouraged to attend the meeting in
person, but prospective proposers may attend by way of teleconference.
To join the teleconference, dial (605) 475-4800, Host Access
Code: 707751*, and Participant Access Code: 707751#. Prospective
proposers do not have to attend this pre-proposal teleconference/meeting
in order to submit a proposal to this RFP.
3.2 Examination of Proposal Documents
The submission of a proposal shall be deemed a representation and
certification by the Proposer that they:
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3.2.1 Have carefully read and fully understand the information that was
provided by the City to serve as the basis for submission of this
proposal.
3.2.2 Have the capability to successfully undertake and complete the
responsibilities and obligations of the proposal being submitted.
3.2.3 Represent that all information contained in the proposal is true and
correct.
3.2.4 Did not, in any way, collude, conspire to agree, directly or indirectly,
with any person, firm, corporation or other Proposer in regard to the
amount, terms or conditions of this proposal.
3.2.5 Acknowledge that the City has the right to make any inquiry it
deems appropriate to substantiate or supplement information
supplied by Proposer, and Proposer hereby grants the City
permission to make these inquiries, and to provide any and all
related documentation in a timely manner.
No request for modification of the proposal shall be considered after its
submission on grounds that Proposer was not fully informed to any fact or
condition.
3.3 Addenda/Clarifications
Should discrepancies or omissions be found in this RFP or should there
be a need to clarify this RFP, questions or comments regarding this RFP
must be put in writing and received by the City by way of email no later
than 1:00 P.M. PST, Friday, August 3, 2012. Correspondence shall be
sent to Adrian Brown, Contract Administrator by way of email at
Adrian.Brown@CityofPaloAlto.org . Responses from the City will be
communicated in writing to all recipients of this RFP. Inquiries received
after the date and time stated will not be accepted and will be returned to
senders without response. All addenda shall become a part of this RFP
and shall be acknowledged on the Proposer’s Form.
The City shall not be responsible for nor be bound by any oral instructions,
interpretations or explanations issued by the City or its representatives.
3.4 Submission of Proposals
All proposals shall be submitted to:
City of Palo Alto
Purchasing and Contract Administration
250 Hamilton Avenue, Mail Stop MB
Palo Alto, CA 94301
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RFP Proposals must be delivered no later than 3:00 P.M. PST on
Tuesday, August 14, 2012. All proposals received after that time will be
returned to the Proposer unopened.
The Proposer shall submit Five (5) hard copies and two electronic (CDs)
of its proposal in a sealed envelope, addressed as noted above, bearing
the Proposer’s name and address clearly marked, “RFP NO. 146017
INFORMATION TECHNOLOGY STAFFING SERVICES.” The use of
color in your hard copy is preferred, but not required. The use of color is
required for electronic copies. The use of double-sided paper with a
minimum 30% post-consumer recycled content is strongly encouraged.
Please do not submit proposals in plastic binders. A soft-copy of the
RFP and response documents are required, and should be in Microsoft
Office format allowing us to save a copy as an editable file for internal
review. Burn and include 2 CDs with the soft-copy of your response
documents per, to allow for distribution of your response internally.
Vendors are solely responsible for ensuring timely receipt of their
responses
3.5 Withdrawal of Proposals
A Proposer may withdraw its proposal at any time before the expiration of
the time for submission of proposals as provided in the RFP by delivering
a written request for withdrawal signed by, or on behalf of, the Proposer.
3.6 Rights of the City of Palo Alto
This RFP does not commit the City to enter into a contract, nor does it
obligate the City to pay for any costs incurred in preparation and
submission of proposals or in anticipation of a contract. The City reserves
the right to:
Make the selection based on its sole discretion;
Reject any and all proposals;
Issue subsequent Requests for Proposals;
Postpone opening for its own convenience;
Remedy technical errors in the Request for Proposals process;
Approve or disapprove the use of particular subconsultants;
Negotiate with any, all or none of the Proposers;
Accept other than the lowest offer;
Waive informalities and irregularities in the Proposals and/or
Enter into an agreement with another Proposer in the event the
originally selected Proposer defaults or fails to execute an agreement
with the City.
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An agreement shall not be binding or valid with the City unless and until it is
executed by authorized representatives of the City and of the Proposer.
4. PROPOSED TENTATIVE TIMELINE
The tentative RFP timeline is as follows:
RFP Issued 07/23/2012
Pre-Proposal Meeting 08/02/2012 9:00 AM PST
Deadline for Questions, Clarifications 08/03/2012 1:00 PM PST
Answers Provided to Questions 08/08/2012
Proposals Due 08/14/2012 3:00 PM PST
Finalist Identified 08/21/2012
Consultant Interviews 08/27/2012 – 08/30/2012
Consultant Selection and Contract Preparation 08/31/2012
Contract Awarded 09/10/2012
Work Commences 09/17/2012
5. INFORMATION TO BE SUBMITTED (to be submitted in this order only)
These instructions outline the guidelines governing the format and content of the
proposal and the approach to be used in its development and presentation. The
intent of the RFP is to encourage responses that clearly communicate the
Proposer’s understanding of the City’s requirements and its approach to
successfully provide the products and/or services on time and within budget.
Only that information which is essential to an understanding and evaluation of the
proposal should be submitted. Items not specifically and explicitly related to the
RFP and proposal, e.g. brochures, marketing material, etc. will not be considered
in the evaluation.
All proposals shall address the following items in the order listed below and shall
be numbered 1 through 8 in the proposal document.
5.1 Chapter 1 – Proposal Summary
This Chapter shall discuss the highlights, key features and distinguishing
points of the Proposal. A separate sheet shall include a list of individuals and
contacts for this Proposal and how to communicate with them. Limit this
Chapter to a total of three (3) pages including the separate sheet.
5.2 Chapter 2 – Profile on the Proposing Firm(s)
This Chapter shall include a brief description of the Prime Proposer’s firm
size as well as the proposed local organization structure. Include a
discussion of the Prime Proposer firm’s financial stability, capacity and
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resources. Include all other firms participating in the Proposal, including
similar information about the firms.
Additionally, this section shall include a listing of any lawsuit or litigation and
the result of that action resulting form (a) any public project undertaken by
the Proposer or by its subcontractors where litigation is still pending or has
occurred within the last five years or (b) any type of project where claims or
settlements were paid by the consultant or its insurers within the last five
years.
5.3 Chapter 3 – Qualifications of the Firm
This Chapter shall include a brief description of the Proposer’s and sub-
Proposer’s qualifications and previous experience on similar or related
projects. Provide in a table format (see Sample Table, Attachment D)
descriptions of pertinent project experience with other public municipalities
and private sector that includes a summary of the work performed, the total
project cost, the percentage of work the firm was responsible for, the period
over which the work was completed, and the name, title, and phone number
of client’s to be contacted for references. Give a brief statement of the firm’s
adherence to the schedule and budget for the project.
This chapter shall include information regarding any relationships with firms
and/or individuals who may submit proposals in response to the RFPs being
developed.
5.4 Chapter 4 – Work Plan or Proposal
This Chapter shall present a well-conceived service plan. Include a full
description of major tasks and subtasks. This section of the proposal shall
establish that the Proposer understands the City’s objectives and work
requirements and Proposer’s ability to satisfy those objectives and
requirements. Succinctly describe the proposed approach for addressing the
required services and the firm’s ability to meet the City’s schedule, outlining
the approach that would be undertaken in providing the requested services.
5.5 Chapter 5 – Proposed Innovations
The Proposer may also suggest technical or procedural innovations that have
been used successfully on other engagements and which may provide the
City with better service delivery. In this Chapter discuss any ideas,
innovative approaches, or specific new concepts included in the Proposal
that would provide benefit to the City.
5.6 Chapter 6 – Project Staffing
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This Chapter shall discuss how the Proposer would propose to staff this
project. Key project team members shall be identified by name, title and
specific responsibilities on the project. An organizational chart for the project
team and resumes for key Proposer personnel shall be included. Key
personnel will be an important factor considered by the review committee.
Changes in key personnel may be cause for rejection of the proposal.
5.7 Chapter 7 – Proposal Exceptions
This Chapter shall discuss any exceptions or requested changes that
Proposer has to the City’s RFP conditions, requirements and sample
contract. If there are no exceptions noted, it is assumed the Proposer will
accept all conditions and requirements identified in the Attachment C –
“Sample Agreement for Services.” Items not excepted will not be open to
later negotiation.
5.8 Chapter 8 – Proposal Costs Sheet and Rates to be provide in separate
sealed envelope
The fee information is relevant to a determination of whether the fee is fair
and reasonable in light of the services to be provided. Provision of this
information assists the City in determining the firm’s understanding of the
project, and provides staff with tools to negotiate the cost, provide in a table
(See Table, Attachment E).
This Chapter shall include the proposed costs to provide the services
desired. Include any other cost and price information, plus a not-to-exceed
amount, that would be contained in a potential agreement with the City. The
hourly rates may be used for pricing the cost of additional services outlined in
the Scope of Work.
PLEASE NOTE: The City of Palo Alto does not pay for services before it
receives them. Therefore, do not propose contract terms that call for upfront
payments or deposits.
6. CONTRACT TYPE AND METHOD OF PAYMENT
It is anticipated that the agreement resulting from this solicitation, if awarded, will be
a fixed fee form of contract. A Sample Agreement of Services is provided as
Attachment C. The method of payment to the successful Proposer shall be on a
fixed fee basis with a maximum “not to exceed” fee as set by the Proposer in the
proposal or as negotiated between the Proposer and the City as being the maximum
cost to perform all work. This figure shall include direct costs and overhead, such
as, but limited to, transportation, communications, subsistence and materials and
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any subcontracted items of work. Progress payments will be based on a percentage
of project completed.
Proposers shall be prepared to accept the terms and conditions of the Agreement,
including Insurance Requirements in Attachment F. If a Proposer desires to take
exception to the Agreement, Proposer shall provide the following information in
Chapter 7 of their submittal package. Please include the following:
Proposer shall clearly identify each proposed change to the Agreement,
including all relevant Attachments.
Proposer shall furnish the reasons for, as well as specific
recommendations, for alternative language.
The above factors will be taken into account in evaluating proposals. Proposals that
take substantial exceptions to the proposed Agreement may be determined by the
City, at its sole discretion, to be unacceptable and no longer considered for award.
Insurance Requirements
The selected Proposer(s), at Proposer’s sole cost and expense and for the full term
of the Agreement or any extension thereof, shall obtain and maintain, at a minimum,
all of the insurance requirements outlined in Attachment F.
All policies, endorsements, certificates and/or binders shall be subject to the
approval of the Risk Manager of the City of Palo Alto as to form and content. These
requirements are subject to amendment or waiver if so approved in writing by the
Risk Manager. The selected Proposer agrees to provide the City with a copy of said
policies, certificates and/or endorsement upon award of contract.
7. REVIEW AND SELECTION PROCESS
City staff will evaluate the proposals provided based on the following criteria:
7.1 Quality and completeness of proposal;
7.2 Quality, performance and effectiveness of the solution, goods and/or
services to be provided by the Proposer;
7.3 Proposers experience, including the experience of staff to be assigned to the
project, the engagements of similar scope and complexity;
7.4 Cost to the city;
7.5 Proposer’s financial stability;
7.6 Proposer’s ability to perform the work within the time specified;
7.7 Proposer’s prior record of performance with city or others;
7.8 Proposer’s ability to provide future maintenance, repairs parts and/or
services; and
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7.9 Proposer’s compliance with applicable laws, regulations, policies (including
city council policies), guidelines and orders governing prior or existing
contracts performed by the contractor.
The selection committee will make a recommendation to the awarding authority.
The acceptance of the proposal will be evidenced by written Notice of Award
from the City’s Purchasing/Contract Administration Division to the successful
Proposer.
8. ORAL INTERVIEWS
Proposers may be required to participate in an oral interview. The oral interview will
be a panel comprised of members of the selection committee.
Proposers may only ask questions that are intended to clarify the questions that they
are being asked to respond.
Each Proposer’s time slot for oral interviews will be determined randomly.
Proposers who are selected shall make every effort to attend. If representatives of
the City experience difficulty on the part of any Proposer in scheduling a time for the
oral interview, it may result in disqualification from further consideration.
9. PUBLIC NATURE OF MATERIALS
Responses to this RFP become the exclusive property of the City of Palo Alto. At
such time as the Administrative Services Department recommends to form to the
City Manager or to the City Council, as applicable, all proposals received in
response to this RFP becomes a matter of public record and shall be regarded as
public records, with the exception of those elements in each proposal which are
defined by the Proposer as business or trade secrets and plainly marked as
“Confidential,” “Trade Secret,” or “Proprietary”. The City shall not in any way be
liable or responsible for the disclosure of any such proposal or portions thereof, if
they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if
disclosure is required under the Public Records Act. Any proposal which contains
language purporting to render all or significant portions of the proposal
“Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.
Although the California Public Records Act recognizes that certain confidential trade
secret information may be protected from disclosure, the City of Palo Alto may not
accept or approve that the information that a Proposer submits is a trade secret. If a
request is made for information marked “Confidential,” “Trade Secret,” or
“Proprietary,” the City shall provide the Proposer who submitted the information with
reasonable notice to allow the Proposer to seek protection from disclosure by a court
of competent jurisdiction.
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10. COLLUSION
By submitting a proposal, each Proposer represents and warrants that its proposal is
genuine and not a sham or collusive or made in the interest of or on behalf of any
person not named therein; that the Proposer has not directly induced or solicited any
other person to submit a sham proposal or any other person to refrain from
submitting a proposal; and that the Proposer has not in any manner sought collusion
to secure any improper advantage over any other person submitting a proposal.
11. DISQUALIFICATION
Factors such as, but not limited to, any of the following may be considered just
cause to disqualify a proposal without further consideration:
11.1 Evidence of collusion, directly or indirectly, among Proposers in regard to
the amount, terms or conditions of this proposal;
11.2 Any attempt to improperly influence any member of the evaluation team;
11.3 Existence of any lawsuit, unresolved contractual claim or dispute between
Proposer and the City;
11.4 Evidence of incorrect information submitted as part of the proposal;
11.5 Evidence of Proposer’s inability to successfully complete the
responsibilities and obligation of the proposal; and
11.6 Proposer’s default under any previous agreement with the City, which
results in termination of the Agreement.
12. NON-CONFORMING PROPOSAL
A proposal shall be prepared and submitted in accordance with the provisions of
these RFP instructions and specifications. Any alteration, omission, addition,
variance, or limitation of, from or to a proposal may be sufficient grounds for non-
acceptance of the proposal, at the sole discretion of the City.
13. GRATUITIES
No person shall offer, give or agree to give any City employee any gratuity, discount
or offer of employment in connection with the award of contract by the city. No city
employee shall solicit, demand, accept or agree to accept from any other person a
gratuity, discount or offer of employment in connection with a city contract.
14. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A PROPOSAL
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In order to avoid any conflict of interest or perception of a conflict or interest,
Proposer(s) selected to provide professional services under this RFP will be subject
to the following requirements:
14.1 The Proposer(s) who works on the procurement will be precluded from
submitting proposals or bids as a prime contractor or subcontractor in the
ultimate procurement.
14.2 The Proposer(s) may not have interest in any potential Proposer for the
ultimate procurement.
~ End of Section ~
6330.txt
There are three PRs associated with this CMR they are PR146017 - Genuent, PR148026
- 22nd Century Technologies, and PR148027 - IntelliBridge Partners. These vendors
will be used for temporary ITD services needs. KBP 10/09/12
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