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REQUEST FOR PROPOSAL - CONSULTANT SERVICES FOR LONG RANGE PLAN FOR DOCUMENT MANAGEMENT SYSTEM ",. ,,::0.: ';.-,-, c'_." -," ~",~".',' '.:.' .:"~-"; -',-,~, .".;:-- ~.'. ~' . I EXHIBIT A I CITY OF CLEAR WATER REQUEST FOR PROPOSAL CONSULTANT SERVICES FOR LONG RANGE PLAN FOR A DOCUMENT MANAGEMENT SYSTEM I. General Purpose The City of Clearwater is accepting proposals for the service of a consultant to evaluate the City's needs with regard to paperless technology including, but not limited to, optical disk document imaging, electronic document management, and development of a Request for Proposal for a system(s) that initially addresses the needs of the City Clerk Department and can be expanded to address the needs of other departments. The project will serve both the needs of the City and its citizens while meeting State Requirements for retention and access. It shall improve efficiency and be cost effective. The system will be implemented in phases. II. Scope of Services Detailed work procedures are not included in the Scope of Services. The firm selected must exercise independent, professional judgment in the performance of services outlined. The services will include, but are not limited to, the following: A. Review and evaluate the current records management program and develop a long range plan for implementing technology in the future. B.. Ensure that the recommended system(s) and other future technological enhancements proposed comply with the City's standards for telecommunications and data processmg. C. Determine methods for streamlining work processes through the use of electronic forms and workflow. D. Develop an RFP for a system that initially addresses the needs of the City Clerk Department and that can be expanded in the future to address the needs of other departments. Participate in a Pre-Bid Conference if scheduled. E. Review, with staff, the RFP submittals received and assist in evaluating the submittals and ranking the top 3. F. Be available to resolve issues or conflicts that arise during installation and implementation of the system and as needed with regard to future phases of the imaging system and the long range plan that is proposed. III. Time Schedule Week of 2/9/98 Release Date Written Questions Due RFP opening - 100 S. Myrtle Ave., Clearwater, FL 33756 at 4:00 p.m. Selection of Top Candidates for Oral Presentation January 2, 1998 January 16, 1998 February 2, 1998 RFP Consultant Long Range Plan for a Document Management System 12/26/97 ~ ~ " I I All responses must be marked on the outside: "Request to Provide Consulting Services for an Imaging System to the City of Clearwater: To be opened at 4:00 p.m. E.S.T., February 2, 1998. The Firm is solely responsible for reading and completely understanding the requirements of this RFP. The opening time shall be and must be scrupulously observed. Under no circumstances will qualification delivered after the specified delivery time be considered. Late submissions shall be returned unopened to the firm with the notation "The qualifications were received after the delivery time designated for the receipt and opening of the proposals." The Firm shall submit ten (10) copies of their proposals in their entirety. All proposals shall be prepared and submitted in accordance with the provisions of this RFP. However, the City may waive any informalities, irregularities, or variances, whether technical or substantial in nature or reject any and all qualifications at its discretion. Any proposals may be withdrawn prior to the indicated time for opening of proposals or authorized postponement thereof. No firm may withdraw proposals within ninety (90) days after the actual date of the proposal's opening. VI. Inquiries & Addenda Each firm shall examine all RFP documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions, or requests concerning interpretation, clarification, or additional information pertaining to the RFP shall be made through the City of Clearwater's Purchasing Manager, George McKibben at P. O. Box 4748, Clearwater, FL 33758; 100 S. Myrtle Ave., Clearwater, FL 33756; or FAX 813/562/4635. The City shall not be responsible for oral interpretations given by any City employee, representative, or others. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to this RFP, the City will attempt to notify all prospective firms who have secured same. However, it shall be the responsibility of each firm, prior to submitting the proposal, to contact the City of Clearwater's Purchasing Manager (813/562-4634) to determine if addenda were issued and to make such addenda a part of the proposal. VII. Responder Preparation Expenses Each responder preparing a proposal in response to this request shall bear all expenses associated with their preparation. Responders shall prepare a response with the understanding that no claims for reimbursement shall be submitted to the City for the expense of preparation or presentatIon. RFP Consultant Long Range Plan for a Document Management System 3 12/26/97 I Vli. Right to Protest I Any actual or prospective bidder who is aggrieved in connection with the solicitation or award of a contract may seek resolution of his/her complaints by contacting the Purchasing Manager. IX. No Corrections Once competitive proposal is submitted, the City shallnot accept any request by any proposer to correct errors or omissions in any calculations or competitive price submitted. X. Openness of Procurement Process Written competitive proposals, other submissions) correspondence, and all records made thereof) as well as negotiations conducted pursuant to this RFP, shall be handled in compliance with Chapters 119 and 286 Florida Statutes. The City gives no assurance as to the confidentiality of any portion of any proposal once submitted. XI. No Collusion By offering a submission to the RFP,the proposer certifies the proposer has not divulged to) discussed or compared his/her competitive proposal with other proposers and has not colluded with any other proposers or parties to this competitive proposal whatsoever. XU. Informality Waiver/Rejection Of Proposals The City reserves the right to reject any or all responses and to waive any irregularity, variance or informality whether technical or substantial in nature, in keeping with the best interest of the City. Xli. Appropriations Clause The City, as an entity of government, is subject to the appropriation of funds by its legislative body in an amount sufficient to allow continuation of its performance in accordance with the terms and conditions of this contract for each and every fiscal year following the fiscal year in which this contract shall remain in effect. Upon notice that sufficient funds are not available in the subsequent fiscal years, the City shall thereafter be released of all terms and other conditions. XIV. Evaluation Criteria & Ranking Process A. The evaluation of the proposals shall be accomplished utilizing the criteria described in this section. Information and data included in the response shall be considered in the evaluation process RFP Consultant Long Range Plan for a Document Management System 4 12/26/97 I I B. Selection Criteria 1. Overall quality, completeness, and thoroughness of the Work Plan including the time frame to complete the project. 2. Successful experience with local governments and! or organizations in performing similar projects. 3. Successful experience in developing a program in phases. 4. Reports from references. 5. Cost for services 6. Qualifications of employees working on the project. 7. Extra points will be given for Work Plans that are complete and include an integrated system not just a stand alone document imaging system. C. References - References may be called regarding the satisfaction of services rendered by the proposing firm. References will be evaluated based on technical ability, cost, and results of recommendations made to other clients. Negotiations - Following the ranking of the proposals the Committee shall designate the top ranked firm and enter into negotiations. The Committee shall notify the firm in writing. Negotiations shall begin based immediately with the firm selected. If negotiations are successful, the Committee shall recommend the favorable firm to the City Commission. Thereafter, the City Commission may issue a notice of intent to enter into an agreement with the firm by certified mail. If the negotiations are unsuccessful, the Committee shall begin negotiations with the second ranked firm. The Committee reserves the right to terminate negotiations at any time, with or without cause. The Evaluation & Negotiation Committee reserve the right to negotiate whatever schedule is convenient to it and which is in the best interest of the City. D. Insurance, Safety & Contract Requirements The successful bidder will procure and maintain, at bidder's expense, insurance coverage as contained in Exhibit A attached hereto and made a part hereof as if fully set forth herein, and will also comply with all supplemental provisions regarding insurance, indemnification, safety, etc. contained therein. RFP Consultant Long Range Plan for a Document Management System 5 12/26/97 J I CITY OF CLEARWATER RFP. IMAGING CONSULTANT CRITERIA EV ALUA TION NAME OF FIRM: ! DATE: SCORE: COMMITTEE CONSENSUS: SCORE ' WTX CRITERIA WEIGHT RATING RATING COMMENTS 1. Overall quality and thoroughness of the proposal including the time frame to complete the proiect. S 2. Successful experience with local governments and/ or organizations in performing similar proiects. 4 3. Successful experience in developing a program in phases. 3 4. Reports from references. 3 5. Cost for services 2 6. Qualifications of employees working on the proiect. 3 7. Extra points will be given for Work Plans that are complete and include an integrated system not just a stand alone document imaging system. 4 RFP Consultant Long Range Plan for a Document Management System 6 12/26/97 .; " I I EXHIBIT A CITY OF CLEARWATER RISK MANAGEMENT/INSURANCE REQUIREMENTS FOR AGREEMENTS AND CONTRACTS STATEMENT OF PURPOSE The City of Clearwater enters into agreements and contracts for services and/or products of other parties. Agreements and contracts shall contain Risk Management/Insurance terms to protect the City's interests and to minimize its poten- tial liabilities. Whenever applicable, the following terms shall be included in agreements and contracts. CITY DEFINED The term City (wherever it may appear) is defined to mean the City itself, its Commission, the Community Redevelopment Agency of the City of Clearwater, a Florida governmental agency created pursuant to Part III, Chapter 163, Florida Statutes, its duly appointed officers, or other public bodies, officers, employees, volunteers, representatives and agents. OTHER PARTY DEFINED The term other party (wherever it may appear) is defined to mean the other person or entity which is a party to an agreement or contract with the City, any subsidiaries or affiliates, officers, employees, volunteers, representatives, agents, contractors, and subcontractors. HOLD HARMLESS The City shall be held harmless against all claims for bodily injury, sickness, disease, death or personal injury or damage to property or loss of use resulting therefrom, arising out of the agreement or contract unless such claims are a result of the City's sole negligence. PAYMENT ON BEHALF OF CITY The other party agrees to pay on behalf of the City, and to pay the cost of the City's legal defense, as may be selected by the City, for all claims described in the Hold Harmless paragraph. 1 I I Such payment on behalf of the City shall be in addition to any and all other legal remedies available to the City and shall not be/considered to be the City's exclusive remedy. INSURANCE The other party shall provide the following described insurance, except for coverages specifically waived by the City, on policies and with insurers acceptable to the City. These insurance requirements shall not limit the liability of the other party. The City does not represent these types or amounts of insurance to be sufficient or adequate to protect the other party's interests or liabilities, but are merely minimums. Except for workers' compensation and professional liability, the other party's insurance policies shall be endorsed to name the City as an additional insured to the extent of the City's inter- ests arising from this contract or agreement. Except for workers' compensation, the other party waives its right of recovery against the City, to the extent permitted by its insurance policies. The other party shall request that its insurers' policies include or be endorsed to include a severability of interests/cross lia- bility provision so the City will be treated as if a separate policy were in existence without increasing the policy limits. The other party's deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The other party is responsible for the amount of any deductible or self-insured retention. Workers' Compensation Coveraqe The other party shall purchase and maintain workers' compensation insurance for all workers compensation obligations imposed by state law and employers liability limits of at least $100,000 each accident and $100,000 each employee/$500,000 policy limit for disease. The other party shall also purchase any other coverages required by law for the benefit of the employees. General, Automobile and Excess or Umbrella Liability Coveraqe The other party shall purchase and maintain coverage on forms no 2 , .- ," I / I more restrictive than the latest editions of the Commercial or Comprehensive General Liability and Business Auto policies of the Insurance Services office. Minimum limits of $500,000 per occurrence for all liability must be provided, with excess or umbrella insurance making up the difference, if any, between the policy limits of underlying poli- cies (including employers liability required in the Workers' Com- pensation Coverage section) and the total amount of coverage required. Commercial General Liability If Commercial General Liability coverage is provided: Coverage A shall include premises, operations, products and completed operations, independent contractors, contractual liability covering this agreement or contract, and broad form property damage coverages. Coverage B shall include personal injury. Coverage C, medical payments, is not required. Occurrence Form The occurrence form of Commercial General Liability must be provided. Comprehensive General Liability If Comprehensive General Liability coverage is provided it shall include at least: Bodily injury and property damage liability for prem- ises, operations, products/completed operations, independent contractors, and property damage resulting from explosion, collapse or underground (x,c,u) exposures. Broad Form Comprehensive General Liability coverage, or its equivalent, with at least: Broad form contractual liability covering this agreement or contract, personal injury liability and broad form property damage liability. Products/Completed Operations Coveraqe The other party is required to continue to purchase products 3 I I contract or agreement, for a minimum of three years beyond the City's acceptance of renovation or construction projects. Business Auto Liability Business Auto Liability coverage is to include bodily injury and property damage arising out of operation, maintenance or use of any auto, including owned, nonowned and hired auto- mobiles and employee nonownership use. Watercraft/Aircraft Liabilitv If the other party's provision of services involves utiliza- tion of watercraft or aircraft, watercraft and/or aircraft liability coverage must be provided to include bodily injury and property damage arising out of ownership, maintenance or use of any watercraft or aircraft, including owned, non- owned and hired. Excess Or Umbrella Liability Umbrella Liability insurance is preferred, but an Excess Liability equivalent may be allowed. Whichever type of coverage is provided, it shall not be more restrictive than the underlying insurance policy coverages. CER~IFICATES OF INSURANCE Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewal or adverse change. New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals. If requested by the City, the other party shall furnish complete copies of the other party's insurance policies, forms and endorsements. The address where all such Certificates of Insurance and policies of insurance, when requested, shall be sent or delivered is as follows: City of Clearwater Attention: City Clerk P.O. Box 4748 Clearwater, FL 33758-4748 4 -I I For Commercial General Liability coverage the other party shall, at the option of the City, provide an indication of the amount of claims payments or reserves chargeable to the aggregate amount of liability coverage. Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the other party's obligation to fulfill the insurance requirements herein. INSURANCE OF THE OTHER PARTY PRIMARY Insurance required of the other party or any other insurance of the other party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of City, Insurance, Additional Insurance and Certificates of Insurance provisions of this agreement or contract. LOSS CONTROL/SAFETY Precaution shall be exercised at all times by the other party for the protection of all persons, including employees, and property. The other party shall be expected to comply with all applicable laws, regulations, or ordinances related to safety and health and shall make special efforts where appropriate to detect hazardous conditions and shall take prompt action where loss control/safety measures should reasonably be expected. The City may order work to be stopped if conditions exist that present immediate danger to persons or property. The other party acknowledges that such stoppage will not shift responsibility for any damages from the other party to the City. CONSIDERATION FOR HOLD HARMLESS/PAYMENT ON BEHALF Applicable To Florida Construction Contracts The other party agrees to accept, and acknowledges as an adequate amount of remuneration, the consideration of $100.00 for agreeing to the Hold Harmless, Payment on Behalf of City, Insurance and Certificates of Insurance provisions in this agreement or contract. ADDITIONAL INSURANCE FOR REPAIR OR SERVICE OR OTHER CONTRACTS If checked below, the City requires the following additional provisions or types of insurance for repair or service or other 5 I I contracts to afford added protection against loss which could affect the work being performed. Commercial General Liability Increased General A9breqate Limit : The minimum commercial general liab~lity general aggregate limit shall be $ which 1S greater than the occurrence limit simply because it is an annual aggregate limit. Installation Floater Insurance Installation Floater insurance is to be provided to cover damage or destruction to equipment being installed or other- wise being handled or stored by the other party. The amount of coverage should be adequate to provide full replacement value of the equipment being installed, otherwise being handled or stored on or off premises. All risks coverage is preferred. Motor Truck Carqo Insurance If the Installation Floater insurance does not provide transportation coverage, separate Motor Truck Cargo or Transportation insurance is to be provided for materials or equipment transported in the other party's vehicles from place of receipt to building sites or other storage sites. All risks covered is preferred. Contractor's Equipment Insurance Contractor's Equipment insurance is to be purchased to cover loss of equipment and machinery utilized in the performance of work by the other party. All risks coverage is preferred. Fidelity/Dishonesty Insurance - Coveraqe for Employer Fidelity/Dishonesty insurance is to be purchased to cover dishonest acts of the other party's employees, including but not limited to theft of vehicles, materials, supplies, equipment, tools, etc., especially property necessary to work performed. Fidelitv/Dishonesty/Liability Insurance - Coveraqe for City Fidelity/Dishonesty/Liability insurance is to be purchased or extended to cover dishonest acts of the other party's employees resulting in loss to the City. 6 ";. .. "I :; l '..... . ,I,' .' . I I ADDITIONAL INSURANCE FOR RENOVATION OR CONSTRUCTION CONTRACTS If checked below, the City requires the following types of insur- ance for renovation or construction contracts, in addition to required coverages previously cited, including Additional Insur- ance for Repair or Service or Other Contracts. Commercial General Liability Proiect Aaareaate Because the Commercial General Liability form of coverage includes an annual aggregate limitation on the amount of insurance provided, a separate project aggregate limit is required by the City for this contract or agreement. Owners Protective Liabilitv For renovation or construction contracts the other party shall provide for the City an owners protective liability insurance policy (preferably through the other party's insurer) in the name of the City. Builders Risk Builders Risk insurance is to be purchased to cover the property for all risks of loss, subject to a waiver of coinsurance, including coverage of risks indicated in the Installation Floater and Motor Truck Cargo insurance previously described if such coverages are not separately provided. The Builders Risk insurance is to be endorsed to cover the interests of all parties, including the City and all contractors and subcontractors. The insurance is to be endorsed to grant permission to occupy. PROFESSIONAL LIABILITY. MALPRACTICE AND/OR ERRORS OR OMISSIONS If checked below, the City requires the following terms and types of insurance for professional, malpractice, and errors or omiss- ions liability. x Hold Harmless The following replaces the previous Hold Harmless wording: The City shall be held harmless against all claims for bodily injury, sickness, disease, death or personal injury 7 . ' I I or damage to property or loss of use resulting therefrom arising out of performance of the agreement or contract, unless such claims are/a result of the City's own negligence. The City shall also be held harmless against all claims for financial loss with respect to the provision of or failure to provide professional or other services resulting in professional, malpractice, or errors or omissions liability arising out of performance of the agreement or contract, unless such claims are a result of the City's own negligence. x Professional Liability/Malpractice/Errors or Omissions Insurance The other party shall purchase and maintain professional liability or malpractice or errors or omissions insurance appropriate for the type of business of business engaged in by the other party with minimum limits of $500,000 per occurrence. If a claims made form of coverage is provided, the retro- active date of coverage shall be no later than the inception date of claims made coverage, unless prior policy was extended indefinitely to cover prior acts. Coverage shall be extended beyond the policy year either by a supplemental extended reporting period (ERP) of as great duration as available, and with no less coverage and with reinstated aggregate limits, or by requiring that any new policy provide a retroactive date no later than the inception date of claims made coverage. WRITTEN AGREEMENT/CONTRACT Any party providing services or products to the City will be expected to enter into a written agreement, contract, or purchase order with the City that incorporates, either in writing or by reference, all of the pertinent provisions relating to insurance and insurance requirements as contained herein. A failure to do so, may, at the sole discretion of the City, disqualify any party from perfor.ming services or selling products to the City provided, however, the City reserves the right to waive any such requirements. 8