Parks and Recreation Software

expired opportunity(Expired)
From: Sevier(City)
started - 15 Nov, 2022 (2 months ago)

Start Date

15 Nov, 2022 (2 months ago)
due - 15 Nov, 2022 (2 months ago)

Due Date

30 Nov, 2022 (2 months ago)
Bid Notification

Opportunity Type

Bid Notification

Opportunity Identifier

N/A
City Of Sevier

Customer / Agency

City Of Sevier
120 Gary Wade Blvd. Sevierville, TN 37862

Location

120 Gary Wade Blvd. Sevierville, TN 37862
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RReeqquueesstt ffoorr PPrrooppoossaallss ffoorr PPaarrkkss && RReeccrreeaattiioonn SSooffttwwaarree City of Sevierville Parks & Recreation 220 Gary Wade Boulevard Sevierville, TN 37864-5500 For General Information: Beth Penland, Recreation Superintendent Phone: (865) 453-5441 bpenland@seviervilletn.org For Technical Information: Kelly Stahlke, Database & Software Manager Phone: (865) 453-5504 Email: kelly@seviervilletn.org November 2022 2 INFORMATION FOR PROPOSAL RECEIPT AND OPENING OF PROPOSALS The City of Sevierville, Tennessee (herein called the “Owner”) invites proposals on the form(s) attached hereto for a Parks & Recreation Software. The Owner will RECEIVE BIDS UNTIL 3:00 PM, DECEMBER 1, 2022, at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, Tennessee, 37862 (Mailing address: P. O. Box 5500, Sevierville, Tennessee, 37864-5500). Proposals will then be publicly opened and read aloud at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, Tennessee. The envelope containing the proposal must be sealed, addressed to Tracy Baker, Assistant City Administrator and must bear the following information: Name of Proposing Firm Proposer’s Address Date and Time of Proposal Opening Proposal Enclosed: Parks & Recreation Software The Owner may consider informal any proposal not prepared and submitted in accordance with the provisions hereof and may waive any informality or reject any and all proposals. Any proposal received after the time and date specified shall not be considered. Include original proposal and two copies. QUALIFICATIONS OF PROPOSALS The Owner may make such investigations as he/she deems necessary to determine the ability of the Proposer to supply the necessary services, and the Proposer shall furnish to the Owner all such information and data for the purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer’s fail to satisfy the Owner that such Proposer is properly qualified to carry out the obligation of the contract by supplying the service contemplated therein. Conditional proposals will not be accepted. OBLIGATION OF PROPOSER At the time of the opening of proposals, each Proposer will be presumed to have read and to be thoroughly familiar with the specifications. The failure or omission of any Proposer to examine all the forms, instruments, and documents shall in no way relieve the Proposer from any obligation in respect to his/her proposal. Each Proposer is requested to fill out and return the attached Title VI Information sheet, vendor information sheet, and W-9 form as a part of the proposal package. QUANTITIES AND LENGTH OF CONTRACT This contract is for Parks and Recreation Software. Only one award will be made for this product. Prices contained herein are to be firm for the term of the contract, unless otherwise indicated. The Owner reserves the right to re-bid anytime during the contract. 3 PROPOSAL CONTENTS Proposals must contain the following: • Letter of intent explaining proposer’s qualifications and background of service; • List of other cities with whom the Proposer has supplied a similar product in the last five years; • Responses to all questions posed in the specifications; • Completed bid documents included in the bid package; and • List of qualified references PRODUCT DEMONSTRATION Prior to awarding this project, the Owner may choose to schedule follow-up product demonstrations with all or some of the Proposers. The Owner is not responsible for any costs incurred by the Proposer during the proposal process. AWARD CRITERIA The following criteria will be used to evaluate and to select the Parks and Recreation Software: • Adherence to proposal specifications and completion of bid documents; • Complete response to all questions proposed in the specifications; • Proposed fees; and • Proposer Experience and Qualifications, References and Past Performance QUESTIONS Please contact Beth Penland, Recreation Superintendent, at (865) 453-5441 or bpenland@seviervilletn.org with questions. INSURANCE REQUIREMENTS The successful Bidder shall procure and maintain for the duration of this contract, at its own cost and expense, insurance against claims for injuries to persons or damage to property including contractual liability, that may arise in connection with the performance of the work by the successful Bidder, his/her agents, representatives, employees, or subcontractors under this contract. The insurance carrier(s) must be licensed to conduct business in the State of Tennessee. The insurance will be evidenced by certificates of insurance provided to the Owner before the award of the contract. The certificate shall include wording that states the Owner will be notified thirty (30) days prior to cancellation of the coverage or a major change in the coverage provided. The successful Bidder will either verify the listed coverage(s) for all subcontractors hired by the Bidder to assist with this contract, or the successful Bidder will assume total financial responsibility for uninsured claims of the subcontractor. The Owner shall be held harmless for any injuries, claims, or judgements against the subcontractor. Certificates for liability coverages shall name the Owner as an additional insured. The following coverages shall be required and maintained in effect for the duration of the contract: Workers’ Compensation – A certificate shall be provided that the successful Bidder provides workers’ compensation coverage in compliance with the state laws of Tennessee. General Liability Insurance – A minimum $1,000,000 limit per occurrence. This insurance shall state on the certificate of insurance the following coverages: Broad Form Contractual Independent Contractor and Sub-contractors 4 Premises-Operations Automobile Liability Insurance – A minimum $1,000,000 limit per occurrence. This insurance shall state on the certificate of insurance the following coverages: Broad Form Contractual Independent Contractor and Sub-contractors Premises-Operations CONDITIONS FOR ALL COVERAGES Additional Insured: The City of Sevierville, its Board of Mayor and Aldermen, officers, employees, agents, representatives, boards, commissions, committees, and volunteers (hereinafter referred to as Owner) are to be covered as an additional insured with respect to liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, leased or used by the Contractor or premises on which Contractor is performing services on behalf of the Owner. The coverage shall contain no special limitations on the scope of protection afforded to the Owner. Notice of Cancellation or Non-renewal: Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except after thirty (30) days prior written notice has been given to the Department Head granting this bid and/or to the Risk Manager for the Owner. Acceptability of Insurers: Insurance is to be placed with financially sound Tennessee admitted insurers and approved by Owner’s Risk Manager. Certificates of Insurance: Contractor shall furnish the Owner with certificates of insurance with original endorsements affecting coverage required by this clause. The certificates and endorsements for each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Owner before work commences. Defense, Indemnification and Hold Harmless Agreement: Contractor hereby agrees to indemnify, defend and hold harmless the Owner from any and all loss, damage, cost, expense, liability, claims, demands, suits, attorney's fees and judgments arising directly or indirectly from or in any manner related to the work, project, event or other purposes in connection with the Contractor's performance or failure to perform under the terms of this contract, regardless of the active or passive nature of any negligence by the Owner, except as otherwise expressly stated herein. Contractor shall not be responsible when such liability arises from the sole negligence of the Owner. Contractor shall pay Owner for any costs incurred in enforcing this provision. Direct all insurance requirement questions to the City of Sevierville Risk Manager at (865) 453- 5504. 5 SPECIFICATIONS FOR Parks & Recreation Software GENERAL The purpose of this Request for Proposal (RFP) is to solicit proposals from qualified firms and proven consultant to provide a Parks & Recreation Software System. INTRODUCTION AND GENERAL INFORMATION The City of Sevierville Parks & Recreation Department employees 24 full time and 78 part time employees. Of those, we will need 10 user accounts. Currently, we have 18,110 active and inactive customers. In 2021, we had approximately 25,000 occurrences of usage for all our courses, classes and leagues. The target date for full implementation of this software is June 30, 2023. PROPOSAL REQUIREMENTS A. GENERAL REQUIREMENTS Exhibit A contains the desired scope of functionality for the proposed software solution. Proposers are required to complete and submit Exhibit A with the final proposal. The inability to meet a required function does not necessarily disqualify a vendor, except as noted. Final determination of qualification based on available functions will solely be determined by City of Sevierville. B. REQUIRED RESPONSES The proposal should provide a clear, concise description of the proposer’s ability to perform the requested services. The proposal must contain sufficient information to enable the City of Sevierville to consider it, in relation to other proposals received, and determine which proposer is best suited to furnish the services needed by City of Sevierville. A complete proposal must address the following: (1) What is the address and telephone number of your firm’s office in, or nearest to, Sevierville, TN? (2) What is your state of incorporation (if the proposer is a corporation)? (3) How many years have you been in business? (4) What is the name of your firm’s designated contact representative? (5) What is the name of your engagement manager, if different from designated contact representative? (6) What are the names of any affiliates, or any assumed business names under which you do or have done business? (7) What is your firm’s ability and willingness to commit and maintain staffing, both number and level, to successfully implement an engagement of this magnitude? (8) What is your ability to staff the engagement locally (i.e., the availability of staff in a local office with requisite qualifications and experience in the respective areas of specialization required to successfully complete the engagement)? (9) What are the names of your key staff who will be assigned to the project? (10) Provide a list of at least four references for whom you have provided services of the type required by City of Sevierville over the last two years. For each reference, provide the agency name, address, contact name, and contact phone number. 6 (11) Provide the addresses of all clients who have made claims against you within the last five years alleging a breach of contract or negligence in the performance of services. Describe the nature and current status of the claims. Claims should be disclosed regardless of whether they involved litigation, arbitration, or other formal dispute resolution process. The disclosures required under this provision also apply to any principals and key employees of the proposer and affiliates of the proposer who will be assigned to provide services to City of Sevierville. (12) Include complete information on overall cost, including maintenance cost, system software cost, probable system software upgrade charges, design, installation and testing costs, training and materials costs, third party costs, all outsourcing costs and a total not to exceed annual price/cost to City of Sevierville. (13) Is the software an on prem solution or SAAS? (14) Include average response times to inquiries (technical support, update support, etc.) that clients run into during throughout processing and please give a general overview of technical support we will be receiving. (15) Attach a proposed work schedule for implementing the services. Are there any time constraints on providing the services? (16) Describe all services that you anticipate providing for this project. Include all hardware specifications necessary to implement and run the system in a fully functioning environment at optimum performance. Include the brand name of hardware components used in your proposal and indicate whether this selection is optional or required. (17) Are you capable of performing all the services needed for this project or do you intend to subcontract any of the services? If you intend to subcontract, what services do you propose to subcontract for and to whom do you propose to subcontract? (18) Describe historical information your system maintains (including number of years maintained). (19) Please describe what functionality for your overall product is available via mobile devices. (20) Please describe what mobile platforms/technologies are supported (e.g. iPhone, Android, etc.) (21) Does your product adhere to all PCI compliance requirements? (22) Provide any other information you consider relevant to your proposal. 7 EXHIBIT A – GENERAL REQUIREMENTS WORKSHEET Feature Requirement – please detail as many of these features as possible in your proposal response. Check all features available with your product. Customer Management o Customer Account Creation & Management o Residency Set-up & Validation o Demographic Data o Balance Details Classes o Class Catalog Maintenance & Publishing o Class Calendars o Online and In Person Registration and Payment o Wait Lists & Max Capacity o Manage Required Documentation o Attendance Tracking o Instructor Dashboard with Attendance & Rosters Leagues o Youth & Adult League Management o Online Registration & Payment o Team Formation o Rosters o Coaches & Captains Site with Messaging o Integrated League Scheduling o Manage Required Documentation Child Care o Online and In Person After School Care and Day Camp Registrations o On-line Calendar of Events o Auto Bill Pay o Automatic Late Payment Fees o Attendance Rosters o Late Pick-Up Option o Staff Access to Emergency Contact Information o Manage Required Documentation Facilities o Online Requests and Payments o Buildings, Rooms & Fields o Booking & Zone Conflicts o Single, Centralized Calendar o Closures o Security Deposits 8 o Approvals Workflow o Customizable Contracts & Permits Memberships and ID Cards o Option for Online Reservations o Seasonal, Monthly, Weekly, Day, Family, Guest, Discounted & Free Passes o Auto Renewal with recurring billing option o Eligibility & Residency Rules o Expiration Reminders o Contactless Entry with ID Card o ID Card Design o ID Card Check-In/Out for individuals and families o ID Card must be able to be printed on our 3.375”X2.125”, 20 mil PVC door access key cards Point of Sale o In-Person Transactions o Self-Service Check-In Kiosk o Daily Admissions o Drop-Ins o Shift Management o Price Override and adjustments o Transaction Voids o Refunds & Credits o Customizable Receipt Payment Processing & Reporting o Integrated Online Payment Solution o Credit Cards, Checks, E-Checks, Cash, Gift Cards, Billing o Shopping Cart o Automatic Recurring Billing o Multi-Tender Transactions o Customer Monthly Statements & Reporting o Daily, Monthly and Annual Accrual & Cash Reporting o PCI Compliant o GL Codes o Reconciliation Reports o Attendance, Financial, Demographic, Roster & Statistical o Usage and Financial Dashboards o Render On Screen, Excel & PDF o Report Builder & Designer Email & Text Messaging o Unlimited Outbound Email & Text o Ability to Email Individuals or Groups o List Creation & Filtering 9 o Personalization o Attachments o Opt-In/Opt-Out o Scheduled Transmissions o Open Tracking Community Website o User friendly and mobile friendly customer website o Customer log in o Catalog of programs and classes o Online registration o Integrated online payments o Attendance and Payment History PRICING For the purpose of preparing this proposal, assume an employee license count of 10 users. Describe your pricing model. Provide an estimate of total costs for the solution(s) you are recommending. Estimate must include all costs for products, implementation, and servicing. Please make sure the following are included: License Fee: Annual Maintenance: Implementation costs: Training costs: Customization costs: Interface/feed development costs: Monthly hosting fees: Monthly processing fees: Monthly service fees: Other Monthly fees: Other one-time fees: All third-party costs: Products and services not specifically mentioned in this RFP, but which are necessary to provide the functional capabilities described by the proposer, shall be included in the proposal. 10 PROPOSAL FORM FOR Parks & Recreation Software Company: Contact Name: Email Address: _________________________________________________________________ Address: Phone: Email: _______ Federal Tax Identification Number: Business License # City: Estimated Completion Date: It is further understood and agreed by the undersigned in submitting this proposal that the Owner reserves the following rights and privileges: a. To accept or reject any or all Responses, and/or waive any of the informalities in the proposal process. b. To reject all proposals which do not conform to or exceed these specifications, without altering price of this proposal. c. To re-bid anytime during the term of the contract. Note: Proposer shall not add any conditions or qualifying statements to this bid, except as provided herein, as otherwise the bid may be declared irregular as not being responsive to the Advertisement for Bids. If you have questions regarding the specifications contained in this bid package, please contact: Beth Penland, Recreation Superintendent Phone: (865) 453-5441 bpenland@seviervilletn.org Bid Submitted by: Authorized Signature Name (Printed) Title Date mailto:bpenland@seviervilletn.org 11 TITLE VI INFORMATION It is the policy of the City of Sevierville to ensure compliance with Title VI of the Civil Rights Act of 1964: 49 CFR, Part 21; related statues and regulations to that end that no person shall be excluded from participation in or be denied benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance or any other funding source on the grounds of race, color, sex, national origin, or ancestry. By virtue of submitting a response to this solicitation, bidders agree to comply with the same non-discrimination policy. Bid Item/Project Name: Bid Date: *For Title VI and IX compliance, we ask for voluntary disclosure of the following information for the majority owner of the business: Gender: ___ Male ___ Female Race: ___ Caucasian ___ African American ___ Other (please specify) Company Name: The City of Sevierville does not discriminate based on race, color, or national origin in federal or state sponsored programs, pursuant to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d.). 12 BUSINESS TAX & LICENSE AFFIDAVIT Tennessee Code Annotated § 5-14-108(1) The undersigned states that they have legal authority to swear this on behalf of _______________________________, and that the business is not in any manner Name of firm or individual in violation of Tennessee Code Annotated § 5-14-108(1) which states, "No purchase shall be made or purchase order or contract of purchase issued for tangible personal property or services by employees, acting in their official capacity, from any firm or individual whose business tax or license is delinquent. " Please check one of the following: Affiant affirms and warrants that their business license status is currently valid, and all appropriate Tennessee business taxes have been paid and are current as of the date of this affidavit. Affiant affirms and warrants that their business is exempt from obtaining a business license in the state of Tennessee. BUSINESS Signature: _________________________ Title: _________________________ Date: _________________________ Witness Signature: _________________________ Date: _________________________ 13 14

Dates

Start Date

15 Nov, 2022 (2 months ago)

Due Date

30 Nov, 2022 (2 months ago)

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Location

Country : United StatesState : Tennessee