Construction projects, and bulk purchasing. The City is accepting proposals from qualified providers to replace the city’s current bid webpage with a Software a...

City of Cape Girardeau Development Services Department 401 Independence Street Cape Girardeau, MO 63701 E-Procurement Software Request for Proposals All proposals shall be submitted to: Anna Kangas Transformation Manager 401 Independence Street Cape Girardeau, MO 63701 Published: Friday, November 6, 2020 Due Date: Friday, December 11, 2020 Background _______________________________________________________ 3 General Information ________________________________________________ 3 Scope of Services ___________________________________________________ 4 Submittal Requirements _____________________________________________ 6 Selection Criteria ___________________________________________________ 7 Schedule __________________________________________________________ 7 Background The City of Cape Girardeau, population approximately 38,000, is located in Cape Girardeau County, in Southeast Missouri. The City council consists of a Mayor and six Council members. The City operates under a City

Manager form of Government. The City currently posts bid information by any of the following methods: on the Finance Department’s bid webpage, publishes in the local newspaper, manually notifies vendors by email, phone and regular mail, and advertises on department Facebook pages. The City procures several types of services and products, including: 1. Design and/or construction services for infrastructure projects such as extension or replacement of streets, water, sanitary sewer or storm sewer mains, sidewalks, etc., and city facilities ranging in size from park restrooms to a new city hall. 2. Bulk purchasing of items such as fuel, copy paper, janitorial supplies, swimming pool chemicals, etc. 3. On-call services such as annual contracts for electrical work, concrete and asphalt patching, lab testing, etc. Annually, the City procures several dozen services and products through RFPs/RFQs for design and/or construction services, notice to bids for construction projects, and bulk purchasing. The City is accepting proposals from qualified providers to replace the city’s current bid webpage with a Software as a Service (Saas) E-Procurement solution, designed to automate vendor management, solicitation, evaluation, reporting and auditing. The City may also consider the following based on need and proposed pricing: contract and project management, insurance certificate and bond management. The City utilizes Tyler Technologies Munis ERP solution for other functions such as general ledger, utility billing, permits, and licensing. The City’s intent is to enter into a contract for an initial term of 12 months, with option to renew annually for four (4) additional consecutive one-year terms. General Information Please contact Transformation Manager Anna Kangas with any questions, at (573) 339-6613, or akangas@cityofcape.org. The deadline for questions concerning this RFP is Wednesday, December 2, 2020. Direct contact with other staff, elected or appointed officials, or selection committee members concerning this RFP at any time is strictly prohibited. Please return your proposal by December 11, 2020 by 4 pm (CST) by mail or in person to: City of Cape Girardeau Attn: Anna Kangas 401 Independence Street Cape Girardeau, MO 63703 Provide 6 hardcopies and one PDF of the proposal on CD or flash drive, in a sealed envelope marked as Proposal for E-Procurement Software. mailto:akangas@cityofcape.org Late submissions will not be accepted and shall be returned unopened. The City reserves the right to reject any or all submissions, or any part thereof. Scope of Services Proposals shall provide the City with a web-based, Software as a Service (SaaS) e-procurement solution to automate one or more of the following “modules”: vendor management, solicitation, evaluation of proposals/bids, contract and project management processes, insurance and bond management. Features and functionality of the software shall include the following, at a minimum: 1. Self-service vendor management: a. Web-page interface with the City’s website b. Vendor self-registration 24/7 c. Technical support for vendors d. Commodity/Service category code identification e. Vendor notification and emailing f. Vendor performance ratings, including a narrative, for each contract g. List other available options, if any 2. Solicitation process: a. Allow the City to upload solicitation templates and related documents in various formats including Word, PDF, Excel b. Allow the City to upload construction plans, project manuals, etc, and allow registered bidders to download and print these documents c. Automated invitation/notification of registered vendors for newly posted solicitations based on Commodity/Service category code d. Allow the City to manually add additional participants/vendors to solicitations e. Secured E-Bidding for Requests for Proposals, Requests for Qualifications, Bidding of construction projects, Bidding of on-call services, and Bidding of bulk purchases f. Administrative support functionality such as on-line plan holder lists, distribution of addenda, and distribution of bid tabulations g. Accept and verify bid bonds; verify receipt of addenda h. Allow registered vendors to upload electronic submissions in multiple files and document types, and provide confirmation email of successful electronic upload i. Track and report on vendor notifications and downloads j. Pre-bid meeting management and online Q&A management k. Sealed bids management l. Bid award functions including both itemized and lump sum m. Ability to receive, evaluate and select based on add alternate bids n. List other available options, if any 3. Evaluation process: a. Automated bid tabulation and sealed bidding, with ability to download the bid tabulation report b. Allow city staff to register evaluation panel members with review and scoring roles, as needed c. RFP automated evaluation functions, including sharing documents, evaluation criteria development, review/score/rank matrix with/without knowledge of pricing, monitor evaluator status, automatic email notifications, tracking of notes and information from evaluation panel members d. The ability to review all bid document requirements e. List other available options, if any 4. Contract/Project management process: a. Add/edit contract template drafting b. Track subcontractor information c. Upload contract document files d. Ability to upload certified payrolls, OSHA cards, Debarment Certification, Insurance certificates, etc. e. View existing and past contract history f. Contract modifications tracking such as change orders, amendments, etc. g. Ability to monitor project costs, including encumbered amount, amount paid to date for contract total, change orders, pay requests, amount paid to date per each bid item. h. Milestones and event tracking, such as terms, renewals, tasks, etc. i. Ability to monitor project schedule j. Automated email k. Generate standard and ad-hoc reports, charts, etc. l. Secure negotiation portal m. Category and Spend analytics management, reporting on purchasing transactions, including metrics tracking n. List other available options, if any 5. Insurance Certificate and Bond Management: a. Add/edit insurance certificates, Upload ACORD certificates in PDF b. Broker/agent and insurance administration c. View existing and past ACORD certificates for history d. Run reports such as vendor name, insurance type and status, certificate dates, contract title, project name, etc. e. Automated notification settings for renewal, change, etc. f. List other available options, if any 6. Standard reporting: a. Solicitation/project outreach reports b. Activity and management reports c. Vendor reports and searches d. List other available options, if any 7. Ensure security of web-based solution: a. Maintain private and confidentiality of vendor records b. Ability to control/restrict access by individuals c. Protect against unauthorized web-based application intrusion d. Data back-up and disaster recovery e. List other initiatives, if any 8. Training courses for city users. a. Describe the class format (in person, by video conference, etc.) and duration. b. Indicate how additional training will be provided for new employees, for staff refresher, and how training will be provided on upgrades/new releases of the software. c. List other training information, if any. 9. Technical support a. To assist and solve problems for the City and its vendors. b. Indicate any limitations on hours of technical support. c. Indicate how support can be obtained (online chat, web portal, phone, etc.) d. List other technical support information, if any Submittal Requirements The response to this RFP must be organized according to the following format. Information should be concise and specific to address each request. 1. Contain a letter of interest (no more than one page long); 2. Profile on the proposing firm including a brief description of the firm size, the firm’s financial stability, capacity and resources. This section shall also list any lawsuit or litigation and the result of that action, where litigation is still pending or claims or settlements were paid by the proposer or its insurers, within the last 5 years. 3. A brief description of the proposer’s and sub-proposer’s qualifications and experience on similar projects. Provide, in table format, descriptions of relevant project experience, percentage of work the proposer was responsible for, the period of time over which the work occurred, and contact information of each client identified including name, title and phone number. Describe the proposer’s ability to adhere to the project schedule and budget. Indicate if any clients are no longer clients, and why they chose not to continue with your software. 4. Describe the approach to this project, including a schedule of major tasks and subtasks, and identify responsible party for each task. Indicate the expected amount of time to implement the software, and possible “Go Live” date. 5. Describe the software’s ability to meet each of the requirements in the Scope of Services. 6. Propose technical or procedural innovations that have been implemented successfully on other projects of similar scope and size that may provide the city with better service delivery. 7. Identify key staff for this project, including name, title and specific responsibilities on this project. Include an organizational chart for the project team and resumes for key personnel. 8. Discuss any exceptions or requested changes the proposer has to the City’s RFP conditions and requirements. 9. Submit cost information in a separate, sealed envelope within your proposed response. a. Providing pricing for the full implementation of a Saas, including all license fees, training, etc. This initial price should be all-inclusive of a turnkey system. b. Provide a cost proposal for any modifications or other options that would be in the City’s best interest that your firm would like to offer. c. Provide in the pricing proposal what training is included and what is provided at additional costs, and define those costs. d. Provide a fixed cost for your firm to conduct training for the City of Cape Girardeau. Clarify if the training will be virtual or in-person; for in-person training, including costs for travel, accommodations, etc. e. Provide a fixed rate for maintenance and support for the first year and following year(s). f. Provide information on cost and frequency of upgrades, including what type of training is included with upgrades, and how long previous versions are supported. 10. Provide a sample of the proposed Licensed Agreement. Selection Criteria A City review team will evaluate each submission based upon the criteria stated in this Request for Proposal and the ability to execute the services. If necessary, the top firms will be invited to an interview and to provide a demonstration of the software. Following the interview and demonstration, the team will select the firm the City considers most qualified and negotiate a fee. The City reserves the right to negotiate modifications to the RFP it deems acceptable. The City reserves the right to terminate this process in the event it deems the progress towards a contract to be insufficient. Firms will be evaluated in accordance with the weighted criteria listed below. Criteria Weight 1. Quality and Completeness of Proposal 10 2. Key System Features and Functionality 35 3. Reporting capabilities 10 4. Customer Service 15 5. Schedule 10 6. Cost 20 TOTAL 100 Schedule Consultants must be able to accommodate the following schedule: SOQs due by 4:00 p.m. Friday, December 11, 2020 Firms on short list notified by Monday, December 21, 2020 Interviews week of January 11, 2020 Final selection by Wednesday, February 3, 2020 City Council authorization of agreement Monday, February 15, 2020