City of Seattle
Seattle City Light Department
REQUEST FOR PROPOSALS
SCL RFP-#14201
Consultant Contract
In Web Redesign & Construction
Procurement Schedule
Table 1: Procurement ScheduleSchedule of Events
Date LocationSolicitation Release
April 13, 2015, FridayOptional Pre-Submittal Conference
April 23, 2015, Thursday 2:00 -3:00 PMSeattle Municipal Tower
(SMT) 1610
Deadline for Questions/Clarifications
May, 14, 2015, Tuesday 3:00 PMAddendum Issue Date
May 21, 2015, Thursday 3:00 PMSealed Proposals Due to the City
May 29, 2015, Friday 3:00 PMInterviews
June 11 – 25, 2015 TBDAnnouncement of Successful
Proposer(s)
July 1, 2015, Wednesday
Anticipated Negotiation Schedule
July 1 – 14, 2015Contract Execution
July 2015 – July 2016 The City reserves the right to modify this.Changes will be posted on the City website or as otherwise stated herein.
Procurement Contact
The City of Seattle, Seattle City Light
(SCL) Department
Serena Louie, Procurement & Contracts Specialist T: (206)684-3457
FAX (206) 287-5295 serena.louie@seattle.gov Table 2: Delivery Address Fed Ex & Hand Delivery - Physical
Address US Post Office - Mailing Address The City of Seattle, Seattle City Light Department
Attention: Serena Louie
Seattle Municipal Tower (SMT) 700 Fifth Avenue, Suite 3200 Seattle, Washington, 98104
The City of Seattle, Seattle City Light Department
Attention: Serena Louie
Seattle Municipal Tower (SMT) 700 Fifth Avenue, Suite 3200 P.O. Box 34023
Seattle, Washington, 98124-4023
Unless authorized by, Serena Louie, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employees does so at Proposer’s own risk. The City is not bound by such information. The Procurement and Contracting Contract Specialist will send out information to responding companies as decisions are concluded.
Table of Contents
1. Purpose and Background. ...4
2. Performance Schedule. ...4
3. Solicitation Objectives. ...4
4. Minimum Qualifications. ...5
5. Scope of Work. ...5
6. Contract Modifications. ... 12
7. General Instructions, Procedures and Requirements. ... 13
8. Response Materials and Submittal. ... 19
9. Selection Process. ... 20
10. Award and Contract Execution. ... 21
1.
Purpose and Background.
The existing internal Seattle City Light website (In Web) is difficult to navigate and needs to be updated to allow for improved communication. Better tools and technologies are now available to integrate content, web applications and dynamic information within a web presence. The In Web has been updated multiple times and has reached the limits of its capacity to be upgraded and modified.
The purpose of this project is a two phased undertaking to redesign and construct the Seattle City Light (Employee) In Web. The Design Phase of the project shall include evaluation of a non-user specific content delivery model, a user specific portal model, and the possibility of a hybrid solution. If user specific portal model features are selected, the design phase shall include evaluation of roles, and corresponding behaviors, to apply to City Light’s new In Web. Upon conclusion of the design phase the successful bidder shall proceed to the Construction & Implementation Phase of the new SCL In-Web. Completion of this project shall include:
• Project Management and Coordination • Facilitating Requirements Gathering
• Preparing Design options for Seattle City Light Selection
• An adaptable design with flexibility to accommodate additional devices and mobile device management in the future.
• Entering the construction phase with delivery and user evaluation / acceptance of a single “Sample” In Web Module
• Continuing to construct the remaining In Web modules • Providing end user content management training. • Implementing the completed In Web on SCL servers
2.
Performance Schedule.
The term of the contract shall extend for a duration of approximately (13) months after the date of execution by the General Manager and Chief Executive Officer of Seattle City Light (SCL), or designee. The vendors responding should submit their best and final budget along with the response to this RFP. The budget should include travel and expenses. The budget for this project has been estimated at $350,000.00.
The City expects and may, at its option, amend the original contract for scope, time and funding, subject to continuing appropriation authority by the Seattle City Council.
3.
Solicitation Objectives.
The City expects to achieve the following outcomes through this fixed price consultant solicitation:
• Engage an immediately available Consultant with demonstrated expertise to lead Seattle City Light’s (Employee) In Web redesign.
• This In Web Redesign project will set the tone and focus for the new SCL In Web by providing an organized, user friendly framework based on a solid understanding of SCL’s business requirements. • The selected Consultant shall review the existing SCL In Web and meet with stakeholders to capture
and document stakeholder requirements. Stakeholders will participate in a final review / feedback session to evaluate collected requirements.
• Upon completion of the requirements and design process, the selected Consultant shall demonstrate alternative In Web Design options for Seattle City Light selection.
• Seattle City Light typically implements Oracle databases and applications on the Oracle Solaris platform. Oracle Web Center, including Enterprise Content Management (ECM), composite
applications, and Site Studios, are currently implemented as part of Seattle City Light’s information technology blueprint.
• A sample In Web module, compatible with Seattle City Light’s information technology blueprint, shall be constructed, delivered and user evaluation and acceptance shall be completed.
• Upon completed user acceptance of the sample In Web Module, construction shall proceed on the remaining In Web modules. All tools and environments must retain compatibility with Seattle City Light’s tools and environments.
• End user content management training shall be provided prior to implementation for approximately 75 Seattle City Light employees.
• The migration of the constructed In Web to SCL servers shall be coordinated by the Vendor team and SCL project management.
4.
Minimum Qualifications.
Minimum qualifications are required for a Consultant to be eligible to submit a RFP response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration:
• Consultant has been in the business of providing Internal Web Design consulting and web site construction for a minimum of 5 (five) years.
• Consultant has completed a comparable project for a public entity in North America with in the last 3 (three) years.
• The proposed project manager has managed at least 1 project of similar scope and technical content within the last 3 (three) years.
5.
Statement of Work.
5.1 Objectives and DeliverablesPhase A– Design : Deliverables 1 - 3
Objective 1: Provide project management and coordination
Deliverable 1.1 Baseline Detailed Project Work Plan
Purpose To establish a mutually agreed-upon project baseline before significant work occurs and
to identify the specific tasks and resource levels necessary for timely delivery of the elements in the Work Statement. The Consultant shall adhere to established Seattle City Light Software Development Lifecycle methodology and provide required documentation for approval at appropriate milestones. All documentation shall be drafted and presented to SCL IT Project Manager for review and feedback prior to approval.
Content A hierarchical work breakdown structure, including tasks and corresponding
deliverables, resource requirements, resources available, dependencies, schedules/task duration estimates, and the Consultant and SCL resource assignments broken down to a sufficient level of detail to allow effective project control. The project work plan shall also include a detailed analysis of key project performance indicators.
Timing / Frequency Completed before additional project work begins. Updated weekly to show progress against plan.
Deliverable 1.2 Project Status Reports
Purpose To provide clear ongoing communications to SCL stakeholders concerning the status of
Content A weekly report containing sufficiently detailed information to enable SCL to determine the status of the project and any variance from the detailed project plan, schedule, or budget. The status report shall include, at a minimum:
• Status of the project including Deliverable status, Project status, and forecasted Deliverable status for the next reporting period
• Resource status for the project including staff utilization
• Schedule status for the project including task status, milestones completed, phases completed, schedule trends, and schedule summary
• Provide report on tasks completed versus scheduled based on work breakdown structure
• Issues, risks, and resource constraints which are effecting or could affect progress including the proposed or actual resolution
• Proposed changes to the project work plan, reasons for the changes, and approval/disapproval determination for any proposed changes
• Scope control tracked against original SOW (scope of work), with a completed Scope control document form for each scope change, and all approved Scope Changes entered in the Key Decision Log (KDL).
• Updated detailed project work plan with approved changes highlighted
Timing / Frequency Friday afternoon. Weekly.
Objective 2: Facilitate and Document Requirement Gathering Sessions
Deliverable 2.1 High Level Existing In Web Overview
Purpose To document the existing SCL In Web, Stakeholders and their primary In Web utilization
as a reference point for the In Web Redesign phase.
Content A high level document that describes the existing SCL In Web. This document should
describe stakeholder groups, current utilization and highlight what the current In Web does well in addition to areas that require remediation. All stakeholders who will be contributing to the redesign effort should be asked for constructive feedback regarding the existing In Web.
Timing / Frequency To be completed in early weeks of project. Project plan / work breakdown structure must indicate which tasks are contingent on completion of this work. Weekly milestones for High Level Existing In Web Overview should be including in project plan/work breakdown structure and included in weekly reporting.
Deliverable 2.2 Schedule, Facilitate & Document stakeholder requirement sessions
Purpose To define the stakeholder of the SCL (Employee) In Web design and facilitate gathering
their requirements input.
Content Manage and deliver lists of stakeholder groups; list of stakeholders; stakeholder group meetings scheduled and completed; and stakeholder group meeting minutes.
Deliverable 2.3 High Level Business Requirements Documentation
Purpose To capture and document the Business Requirements of the SCL (Employee) In Web
emphasizing the “what” and “why” required in the redesign.
Content Develop a set of requirements models and a prioritized list of requirements, organized
by stakeholders, as a basis for In Web design and future development.
Deliverable 2.4 Feature/Functionality Matrices
Purpose To identify the most and least necessary Features/Functionalities with Stakeholder
Content The Feature/Functionality matrices documentation contains a list of prioritized functionalities for the redesigned In Web. User access , content owners cross referenced to Preliminary In Web Page list
Deliverable 2.5 Preliminary In Web Page List and Navigation Map
Purpose To identify primary list of pages required on the redesigned In Web and navigation
paths between pages.
Content Preliminary list of In Web pages
Navigation map showing page to page movement and indicating which pages have limited access / or customized behavior based on User or User Roles.
Deliverable 2.6 Project Use Cases and Use Case Matrix
Purpose To clearly define stakeholders interactions with In Web.
Content A comprehensive list of In Web Use Cases validated by stakeholders and a Use Case
matrix organizing the Use Cases by Primary User role, Preconditions, Triggers, Basic flow, and Alternative Flow.
Deliverable 2.7 Project Define Phase Unified Modeling Language (UML) Models
Purpose To clearly illustrate work completed to date and comply with SCL Software
Development Cycle (SDLC).
Content To Be Business Process Models Unified Model Language (UML) corresponding to Use
Cases and Draft Deployment Diagram UML.
Objective 3: Present In Web Design Options
Deliverable 3.1 Design Mock-ups
Purpose Presentation of In Web Design options
Content Mock-up of sample sites showing what the new In Web shall look like. Should include
screen navigation (examples that move between each other.)
The Consultant shall provide multiple options to evaluate including an In Web with Portals (user sign on and customized behavior, user sign on and user group based behavior, and no user sign on)
Deliverable 3.2 Summary of Options presented
Purpose In Web Design Documentation Requirement
Content Summary of underlying details / functionality for Design Mock-up options presented.
Should include single page fact sheet for each option including pro’s, con’s and time and resources for delivery.
Deliverable 3.3 Infrastructure and Security Design Document
Purpose Demonstrate that security requirements are integrated into design
Content A detailed Security Design Document including In Web requirements, corresponding security requirements, and the security capabilities of all products and tools utilized in the design and user management technologies. The document should demonstrate how security shall be applied to content owners, site managers and developers and should include, but shall not be limited to: enterprise groups and access rights for content owners, site managers and developers. Demonstrate how a high level of secure authentication shall be incorporated into the In Web.
Deliverable 3.4 Project Design Phase UML Model
Purpose To clearly illustrate work completed to date and comply with SCL SDLC.
Content Class Diagrams (UML)
Phase B– Construction and Implementation: Deliverables 4 - 7
Objective 4: Sample (or Evaluation) In Web Module Build
Deliverable 4.1 Following selection of In Web design phase, begin 2nd phase, Construction Phase of project by defining In Web Module for Sample (or Evaluation) construction. Specification deliverables and timeline for Sample (or Evaluation) In Web Module Build
Purpose Clearly define scope of Sample In Web Module
Content Design document should include page list, navigation map, user roles, matrix of user
roles and functionalities, links to external apps and web sites.
Deliverable 4.2 Expand project plan for construction and evaluation of Sample In Web Module
Purpose To establish a mutually agreed-upon project baseline before construction of Sample In
Web Module (SIWM) and to identify the specific tasks and resource levels necessary for timely delivery of this module.
Content A hierarchical work breakdown structure, including tasks and corresponding
deliverables, resource requirements, resources available, dependencies, schedules/task duration estimates, and the Consultant and SCL resource assignments broken down to a sufficient level of detail to allow effective project control. The project work plan shall also include a detailed analysis of key project performance indicators.
Timing / Frequency Completed before construction on Sample In Web Module begins. Updated weekly to
show progress against plan.
Deliverable 4.3 Iterative construction and review cycles as needed to complete one SCL In Web module. Development shall be limited to this Sample Module until sign off is obtained.
Purpose Provide feedback loop during the construction phase to ensure documentation shall
translate to final product which shall meet expectations and pass User Acceptance Testing (UAT). Goal is for design team to see work-in-progress at least once a week. More frequent check in’s by a smaller review group are anticipated later in the construction phase.
Content Demonstrations of construction work-in progress including design team Q & A and design team driven demo’s whenever possible. These regularly scheduled
demonstrations are not to be scripted or limited to prepared scenarios.
Deliverable 4.4 Project Develop Phase UML Models
Purpose To clearly illustrate work completed to date and comply with SDLC.
Content Component Diagrams UML and Package Diagrams UML
Deliverable 4.5 Obtain users approval of complete Sample (or Evaluation) In Web Module upon completion.
Purpose Confirm completion and SCL acceptance of Sample In Web module and end of this
project phase. This deliverable must be completed before work begins on Objective 5.
Objective 5: Production In Web Build –
Construct, deliver and complete UAT on remaining SCL In Web modules
Deliverable 5.1 Expand project plan for construction and implementation of remaining SCL In Web Modules.
Purpose To establish a mutually agreed-upon project baseline before remaining construction
begins and to identify the specific tasks and resource levels necessary for timely delivery of the constructed In Web.
Content A hierarchical work breakdown structure, including tasks and corresponding
deliverables, resource requirements, resources available, dependencies, schedules/task duration estimates, and the Consultant and SCL resource assignments broken down to a sufficient level of detail to allow effective project control. The project work plan shall also include a detailed analysis of key project performance indicators (KPI’s).
Timing / Frequency Completed before additional construction work begins. Updated weekly to show
progress against plan.
Deliverable 5.2 Iterative construction and review cycles as needed to complete SCL In Web.
Purpose Provide feedback loop during construction phase to ensure documentation shall
translate to final product which shall meet expectations and pass UAT. The goal is for the design team to see work-in-progress at least once a week. More frequent check in’s by a smaller review group are anticipated later in the construction phase.
Content Demonstrations of construction work-in-progress, including design team Q & A and design team driven demos whenever possible. These regularly scheduled
demonstrations shall not be scripted or limited to prepared scenarios.
Deliverable 5.3 Obtain users approval of complete In Web Module upon completion.
Purpose Confirm completion and SCL acceptance of Sample In Web module and end of this
project phase. This deliverable must be completed before work begins on Objective 5.
Content Final review and SCL acceptance sign off.
Timing / Frequency Modules (or portions of completed In Web work) should be presented for approval as they are completed. It is not anticipated that the remaining construction project shall be presented in a single UAT sign off.
Objective 6: Content Management Training
Deliverable 6.1 Training plan for 75 SCL users in content management using Oracle Web Center Site Studio and/or other recommended content management tools.
Purpose An identified group of 75SCL users require in modifying (updating or refreshing) content within defined In Web page formats. Provide a training plan to provide this training at a SLC site (Seattle Municipal Tower) in two weeks prior to migration of completed In Web to SCL servers.
Content Detailed training plan including number of sessions required, length of session, class outline and materials, number of students per session and number of sessions required to meet training needs. SCL will retain copy of all class outlines, slides, training
materials and any electronic samples or exercises.
Deliverable 6.2 Partner with SCL training team to develop training schedule Purpose Schedule training and assign SCL users requiring training to classes.
Content Training schedule including dates, times, location and enrolled SCL users. Confirm scope of material to be covered with enrolled students via e-mail confirmation. Detail training resources needed in addition to class materials provided by the Consultant – network access (Consultant vs. SCL) and how this shall be achieved.
Deliverable 6.3 Training debrief memo & acceptance by SCL
Purpose To document training provided, successes and lessons learned and identify any training
next steps.
Content Document training providing, successes and lessons learned and identify any training
next steps. The Consultant shall provide this document to SCL and walk through at review meeting. SCL signs off that they have received debrief memo and training portion of contract has been completed.
Objective 7: Deployment
Deliverable 7.1 Present environment / plan for developing Sample In Web Module, expansion to additional In Web construction and deployment to SCL
Purpose Document Vendor plan for providing development / test area for Sample In Web
module which shall match SCL environment (to facilitate transition at end of project) and allow for expansion to construct additional In Web Modules and for transition to SCL environment after completion of work.
Content Detailed plan documenting Vendor environment including operating system, other
software tools and versions used; location of hosting environment; demonstrating ability to expand environment to allow for construction of full SCL site; demonstrating SCL team members ability to access site as needed to review progress.
Timing / Frequency This document must be presented at the same time as Deliverable 4.1 In Web Sample Scope and maintained and updated under document control for the duration of project.
Deliverable 7.2 Present detailed plan for migrating completed In Web to SCL at completion of construction.
Purpose Document any required preparation work to be completed at SCL prior to migration of
constructed In Web to SCL and the Consultant’s plan for migrating completed In Web to SCL servers.
Content Detailed plan listing any preparation work to be done at SCL prior to migration of constructed In Web to SCL. The Consultant shall plan and schedule timeline to migrate completed In Web to SCL servers including all SCL resources required. This plan should include at least one extensive test migration.
Timing / Frequency This document must be presented at the same time as Deliverable 5.1 Detailed Plan for Completion of Construction and Implementation of SCL In Web and maintained and updated under document control as necessary for the duration of project.
Deliverable 7.3 Manage In-Web Migration
Purpose Provide coordination of migration of In Web to SCL servers
Content The Consultant shall coordinate migration of the In Web to SCL servers and provide
expertise to support SCL team and trouble shoot difficulties encountered including coordination with other SCL Vendors along with the SCL Project Manager (SCL PM).
Timing / Frequency Beginning with pre-implementation tasks and extending 60 days beyond completion of migration.
5.2 Vendor and Project Management Expectations 5.2.1 Project Management and Coordination
a. The Consultant and Seattle City Light will each appoint a project manager to administer all sections of this statement of work. Project Managers will coordinate activities to insure the In Web Redesign project is on scope, on budget, and on time.
b. The Consultant and SCL PM will perform scope control, estimating and scheduling, communications, budget management, and risk management.
c. SCL will provide an In Web Redesign SharePoint site to be the official repository of record for project documents, logs, registers, and communications. The consultant Project Manager shall have access to this repository.
5.2.2 Project Estimates and Baseline Schedule
a. The consultant shall estimate, in resource hours, how long it will take to complete each In Web Redesign deliverable and shall lead the effort to determine a logical sequencing of project milestones and activities based upon dependencies and resource constraints.
b. The Consultant and SCL PM will work together to combine the activity duration estimates and dependencies with an In Web Redesign resource availability calendar to determine a start and end date for each project work product. This approach will produce a project schedule that accounts for resource commitments to operational activities and concurrent tasks.
c. Deliverables include:
i. Work product duration estimates mutually decided by project manager(s). ii. Work product dependencies.
iii. Resource availability calendar.
iv. Schedule baseline and any required adjustments. 5.2.3 Scope Control
a. This statement of work is the baseline scope for the Employee In Web Project. The Consultant and City Light project managers will share the responsibility of managing scope through a rigorous scope control process.
b. SCL will appoint a scope control committee who will decide on proposed changes to the In Web Redesign scope baseline. Approved scope changes may result in a contract change order and the commitment of additional SCL funds. The non-appropriation of additional funds will negate any decision to change the baseline project scope.
c. SCLPM will record all scope change and key project decisions in the In Web Redesign Decision Log. d. Deliverables include:
i. Scope baseline document
ii. Completed scope control forms for each scope change request iii. Monitored and maintained key decision log
e. Prerequisites:
i. The Consultant and SCL PM are responsible for their respective scope control activities. ii. SCL will form a scope control committee.
iii. SCL Project Manager will document scope control decisions in the key decision log. iv. SCL Project Manager will notify the Consultant of all scope control decisions
5.2.4 Required Project Communications
a. Good communication is the key to successful completion of the In Web Redesign. Communication work products assist with managing stakeholder expectations and driving user adoption and cooperation through all Employee project phases.
b. SCL PM will lead the development of In Web Redesign Communications Plan. This document will define the project stakeholders and their requirements for information relating to this project. The
communication plan will clearly identify the time frame, project team member responsible for
providing each communication and recipients of each communication. Approval of key stakeholders, including both project managers will be required, in order to complete development of the
Communication Plan.
c. The Consultant’s Project Manager shall deliver a Project Status Report to SCL each week. 5.2.5 Required Project Risk Management
a. Risk management is essential to successful completion of the In Web Redesign project. Identifying and managing potential risks shall be a key aspect of project management throughout the duration of the project.
b. The Consultant and SCL PM’s will collaborate on the following risk management deliverables. The Consultant and SCLPM(s) will meet at project inception and at least once every four weeks to discuss risk assessment, risk triggers, risk register status and risk item ownership. The Risk Register will be maintained by the SCLPM
c. Deliverables include:
i. Risk identification at project inception. ii. Risk assessment.
iii. Risk register with severity categorization, priority, status and owner assignments. iv. On-going risk monitoring and control.
v. Risk management meetings at least once every four weeks. d. Prerequisites:
i. Continuous performance of risk management. 5.2.6 Project Disagreement Escalation
In Web Redesign Disagreement Escalation. The following escalation procedures will be used to remedy low level project related disputes. The information herein is not meant to supersede the dispute and mediation contract language in the standard SCL professional services contract that governs this agreement.
a. Escalation to Project Managers
b. If unresolved, escalate to Program Manager c. If unresolved, escalate to Steering Committee
6.
Contract Modifications.
The boilerplate is not open to negotiation. The City consultant contract is attached.
The Consultant shall submit proposals understanding all Contract terms and conditions are mandatory. Response submittal is agreement to the Contract without exception. The City reserves the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. If the Consultant is awarded a contract and refuses to sign the attached Contract form, the City may reject the Consultant from this and future solicitations for the same work. Under no circumstances shall Consultant submit its own boilerplate of terms and conditions.
Although the City may open discussions with the highest ranked apparent successful Proposer to align the proposal or contract to best meet City needs, this does not ensure negotiation of modifications proposed by the consultant through the exception process above.
7.
General Instructions, Procedures and Requirements.
This section details City instructions and requirements for your response. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.
7.1 Registration into City Registration System.
If you have not previously done so, register at: http://www2.seattle.gov/ConsultantRegistration/ . The City expects all firms to register. Women- and minority- owned firms are asked to self-identify. For assistance, call 206-684-0444.
7.2 Pre-Proposal Conference.
The City offers an optional pre-proposal conference at the time, date and location on page 1. Proposers are encouraged to attend but it is not required. The conference answers questions, clarifies issues, and invites Proposers to raise concerns. Failure to raise concerns over issues during this opportunity will be a consideration if any protest is filed regarding items known as of this pre-proposal conference.
7.3 Questions.
Proposers may submit written questions to the Procurement and Contracts Specialist, Serena Louie until the deadline stated on page 1. The City prefers questions be through e-mail to the Serena Louie. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under in any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to Questions if any are issued.
7.4 Changes to the RFP /Addenda.
A change may be made by the City if, in the sole judgment of the City, the change will not compromise the City’s objectives in this acquisition. A change to this RFP will be made by formal written addendum issued by the City’s Procurement and Contracts Specialist (Serena Louie). Addenda and shall become part of this RFP and included as part of the Contract.
7.5 Receiving Addenda and/or Question and Answers.
It is the obligation and responsibility of the Consultant to learn of addendums, responses, or notices issued by the City. Some third-party services independently post City of Seattle solicitations on their websites. The City does not guarantee that such services have accurately provided all the information published by the City.
All submittals sent to the City may be considered compliant to all Addendums, with or without specific confirmation from the Consultant that the Addendum was received and incorporated, at the sole discretion of the Solicitation Contact. The Project Manager may reject the submittal if it does not fully incorporate an Addendum.
7.6 Proposal Submittal.
a. Proposals must be received into the City no later than the date and time on page 1 except as revised by Addenda.
b. All pages are to be numbered sequentially, and closely follow the requested formats.
c. The City DOES NOT HAVE page limits specified in the submittal instructions section. Any pages that exceed the page limit will be excised from the document for purposes of evaluation.
d. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline may be rejected unless waived as immaterial by the City given specific fact-based circumstances.
Submit one original (1) unbound, and nine (9) of bound copies, and one (1) electronic CD copy of the response. Fax, e-mail and CD copies are not an alternative to the hard copy. If a CD, fax or e-mail version is delivered, the hard copy will be the official version. Delivery is to the location specified on Page 2, Table 1.
a. Hard-copy responses should be in a sealed box or envelope marked and addressed with the City Solicitation Contact name, the solicitation title and number. If submittals are not marked, the Proposer has risks of the response being misplaced and not properly delivered.
b. Please use no plastic or vinyl binders or folders. The City prefers simple, stapled paper copies. If a binder or folder is essential due to the size of your submission, you use fully 100% recycled stock. Such binders are available from Keeney’s Office Supply at 425-285-0541 or Complete Office Solutions at 206-650-9195.
7.7 License and Business Tax Requirements.
The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.
Seattle Business Licensing and associated taxes.
a. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.
b. A “physical nexus” means you have physical presence, such as: a building/facility in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).
c. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP, and it will ask you to specify if you have “physical nexus”.
d. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Consultant and not charged separately to the City.
e. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.
f. Self-Filing You can pay your license and taxes on-line using a credit card https://dea.seattle.gov/self/ g. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues
business licenses and enforces licensing requirements. The general e-mail is rca@seattle.gov. The main phone is 206-684-8484, or call RCA staff for assistance (Anna Pedroso at 206-615-1611, Wendy Valadez at 206-684-8509 or Brenda Strickland at 206 684-8404).
h. The licensing website is http://www.seattle.gov/rca/taxes/taxmain.htm.
i. The City of Seattle website allows you to apply and pay on-line with a Credit Card if you choose.
j. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the RCA office (see contacts above in #7) to request additional assistance. A cover-sheet providing further explanation, with the application and instructions for a Seattle Business License is provided below .
k. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.
2005INSTRBIZLIC.pd
State Business Licensing. Before the contract is signed, you must have a State of Washington business license (a “Unified Business Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions and applications are at http://www.dol.wa.gov/business/file.html and the State of Washington Department of Revenue is available at 1-800-647-7706.
Federal Excise Tax. The City is exempt from Federal Excise Tax (Certificate of Registry #9173 0099K
exempts the City).
7.8 Proposer Responsibility to Provide Full Response.
It is the Proposer’s responsibility to respond that does not require interpretation or clarification by the City. The Proposer is to provide all requested materials, forms and information. The Proposer is to ensure the materials submitted properly and accurately reflects the Proposer’s offering. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; this does not limit the City right to consider additional information (such as references that are not provided by the Proposer but are known to the City, or past City experience with the consultant), or to seek clarifications as needed.
7.9 No Guaranteed Utilization. The City does not guarantee utilization of this contract. The solicitation may provide estimates of utilization; such information is for Consultant convenience and not a usage guarantee. The City reserves the right to multiple or partial awards, and/or to order work based on City needs. The City may turn to other appropriate contract sources or supplemental contracts, to obtain these same or similar services. The City may re-solicit for new additions to the Consultant pool. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.
7.10 Expansion Clause.
Note that the contract strictly limits the expansion of scope and addition of new work not expressly provided for within the RFP Scope of Work. The Proposers are to bring forward any questions about the scope that should be named within the solicitation, during the Q&A period.
7.11 Right to Award to next ranked Consultant.
If a contract is executed because of this solicitation process and is terminated within 90-days, the City reserves the option to return to the solicitation process to award the contract to the next highest ranked responsive Consultant by mutual agreement with such Consultant. Any new award may also be allowed this right.
7.12 Background Checks.
If essential, the City may require background/criminal checks during the course of the contract if essential. The City does not intend to request such background checks unless essential. City Light has regulatory requirements promulgated by organizations with jurisdiction over City Light, which require background checks of workers with access to certain locations/systems/data, before that worker can have authorized cyber or authorized unescorted physical access to those locations/systems/data. Such requirements may also require City Light to mandate that a worker sign a Non-Disclosure Agreement, undergo a Personnel Risk Assessment and/or security awareness training.
The City may open discussions with the apparent successful Proposer, to negotiate costs and modifications to the proposal or the contract, to align the proposal or contract to meet City needs within the scope sought by the solicitation.
7.14 Effective Dates of Offer.
Solicitation responses are valid until the City completes award. Should any Proposer object to this condition, the Proposer must object prior to the Q&A deadline on page 2.
7.15 Cost of Preparing Proposals.
The City will not be liable for any costs incurred by the Proposer to prepare, submit and present proposals, interviews and/or demonstrations.
7.16 Readability.
Proposers are advised that the City’s ability to evaluate proposals depends on the Proposer’s submittal document, including organization, level of detail, comprehensive material and readable.
7.17 Changes or Corrections to Proposal Submittal.
Prior to the submittal closing date and time, a Consultant may change its proposal, if initialed and dated by the Consultant. No changes are allowed after the closing date and time.
7.18 Errors in Proposals.
Proposers are responsible for errors and omissions in their proposals. No such error or omission shall diminish the Proposer’s obligations to the City.
7.19 Withdrawal of Proposal.
A submittal may be withdrawn by written request of the submitter, prior to the closing date and time. After the closing date and time, the submittal may be withdrawn only with permission by the City.
7.20 Rejection of Proposals.
The City reserves the right to reject any or all proposals with no penalty. The City also has the right to waive immaterial defects and minor irregularities in any submitted proposal.
7.21 Incorporation of RFP and Proposal in Contract.
This RFP and the Proposer’s response, including all promises, warranties, commitments, and representations made in the successful proposal as accepted by the City, shall be binding and incorporated by reference in the City’s contract with the Proposer.
7.22 Independent Contractor.
The Consultant works as an independent contractor. The City will provide appropriate contract management, but that does not constitute a supervisory relationship to the consultant. Consultant workers are prohibited from supervising City employees, or from direct supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of Seattle timesheet, administering employee discipline, and similar supervisory actions. Contract workers shall not be given City office space unless expressly provided for below, and in no case shall such space be provided for over 36 months without specific authorization from the City Project Manager.
Some project work requires the Consultant to be on-site at City offices. This benefits the City to assure access, communications, efficiency, and coordination. Any Consultant on-site remains a Consultant and not a City employee. No Consultant shall be on-site at a City office for over 36 months, without specific authorization from the City. The Consultant shall notify the City if any worker is within 90 days of a 36 month on-site placement.
The City will not charge rent. The Consultant is not asked to itemize this cost. Instead, the Consultant should absorb and incorporate the expectation of such office space within the Consultant plan for the work and costs. City workspace is exclusively for the project and not for any other Consultant purpose. The City Project Manager will decide if a City computer, software and/or telephone is needed, and the worker can use basic office equipment such as copy machines. If the Consultant worker does not occupy City workspace as expected, this does not change the contract costs.
7.23 Equal Benefits.
Seattle Municipal Code Chapter 20.45 (SMC 20.45) requires consideration of whether Proposers provide health and benefits that are the same or equivalent to the domestic partners of employees as to spouses of employees, and of their dependents and family members. The Consultant Questionnaire requested in the Submittal instructions includes materials to designate your equal benefits status.
7.24 Women and Minority Subcontracting.
The Mayor’s Executive Order and City ordinance require the maximum practicable opportunity for successful participation of minority and women-owned subcontracts. All proposers must agree to SMC Chapter 20.42, and seek meaningful subcontracting opportunities with WMBE firms. The City requires a plan for including minority- and women-owned firms, which becomes a material part of the contract. The Plan must be responsive in the opinion of the City, which means a meaningful and successful search and commitments to include WMBE firms for subcontracting work. They City reserves the right to improve the Plan with the winning Consultant before contract execution. Consultants should use selection methods and strategies sufficiently effective for successful WMBE participation. At City request, Consultants must furnish evidence such as copies of agreements with WMBE subcontractors either before contract execution or during contract performance. The winning Consultant must request written approval for changes to the Inclusion Plan once it is agreed upon. This includes changes to goals, subconsultant awards and efforts.
7.25 Insurance Requirements.
Any special insurance requirements are provided as an Attachment. If attached, provide proof of insurance to the City before Contract execution. The City will remind the apparent successful Proposer in the Intent to Award letter. The apparent successful Proposer must promptly provide proof of insurance to the City Solicitation Contact.
Consultants are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, if the Consultant is selected as a finalist. Proposers may elect to provide the requested insurance documents within their Proposal.
7.26 Proprietary and Confidential Material. Requesting Disclosure of Public Records
The City asks interested parties to not request public disclosure of proposal records until a contract is executed. This measure should shelter the solicitation process, particularly during the evaluation and selection process or if a cancellation occurs or re-solicitation. With this preference stated, the City will continue to respond to all requests for disclosure of public records as required by State Law.
Marking and Disclosing Material.
Washington’s Public Records Act (Release/Disclosure of Public Records)
Under Washington State Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of Seattle are public records. These records include but are not limited to proposal submittals, agreement documents, contract work product, or other material.
Washington’s Public Records Act requires that public records must be promptly disclosed by the City upon request unless a judge rules that RCW or another Washington State statute exempts records from
disclosure. Exemptions are narrow and explicit and are in Washington State Law (Reference RCW 42.56 and RCW 19.108).
Proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://www1.leg.wa.gov/LawsAndAgencyRules).
If you believe any records you are submitting to the City as part of your submittal or contract work product, are exempt from disclosure you can request that the City not release the records until the City notifies you about the pending disclosure. To make that request, you must complete the appropriate portion of the Consultant Questionnaire (Non-Disclosure Request Section) and identify each record and the exemption(s) that may apply. If you are awarded a City contract, the same exemption designation will carry forward to the contract records.
The City will not withhold materials from disclosure because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Identify no entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on in the Consultant Questionnaire. Only the specific records or portions of records properly listed on the
Consultant Questionnaire will be protected and withheld for notice. All other records will be considered fully disclosable upon request.
If the City receives a public disclosure request for any records you have properly and listed on the Consultant Questionnaire, the City will notify you in writing of the request and postpone disclosure, providing sufficient time for you to pursue an injunction and ruling from a judge. While it is not a legal obligation, the City, as a courtesy, allows up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.
By submitting for this solicitation, the Consultant acknowledges the obligation to identify such records within the Consultant Questionnaire, and that the City has no obligation or liability to the proposer if the records are disclosed.
7.27 Ethics Code.
Please familiarize yourself with the City Ethics code: http://www.seattle.gov/ethics/etpub/et_home.htm. Attached is a pamphlet for Consultants, Customers and Clients. Specific question should be addressed to the staff of the Seattle Ethics and Elections Commission at 206-684-8500 or via email: (Executive Director, Wayne Barnett, 206-684-8577, wayne.barnett@seattle.gov or staff members Kate Flack,
kate.flack@seattle.gov and Mardie Holden, mardie.holden@seattle.gov). See Attachments.
No Gifts and Gratuities.
Consultants shall not directly or indirectly offer anything (such as retainers, loans, entertainment, favors, gifts, tickets, trips, favors, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give special consideration to the Consultant. An example is giving a City employee sporting event tickets to a City employee on the evaluation team of a solicitation to which you submitted. The definition of what a “benefit” would be is broad and could include not only awarding a contract but also the administration of the contract or evaluating contract performance. The rule works both ways, as it also prohibits City employees from soliciting items from Consultants. Promotional items worth less than $25 may be
distributed by the Consultant to City employees if the Consultant uses the items as routine and standard promotions for the business.
Involvement of Current and Former City Employees.
The Consultant Questionnaire within your submittal documents prompts you to disclose any current or former City employees, official or volunteer, that is working or assisting on solicitation of City business or on completion of an awarded contract. Update that information during the contract.
Contract Workers with over 1,000 Hours.
The Ethics Code applies to Consultant workers that perform over 1,000 cumulative hours on any City contract during any 12-month period. Any such employee must abide by the City Ethics Code. The Consultant is to be aware and familiar with the Ethics Code accordingly.
No Conflict of Interest.
Consultant (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Consultant performance. The City shall make sole determination as to compliance.
8.
Response Materials and Submittal.
Below is the response to prepare and submit to the City. Use the following format and provide all required attachments. Failure to provide all information below on the proper forms and in order requested, may cause the City to reject your response.
1. Letter of interest (optional)
2. Legal Name: Submit a certificate, copy of web-page, or documentation from the Secretary of State in which you incorporated that shows your company legal name. Many companies use a “Doing Business As” name or nickname in daily business; the City requires the legal name for your company. When preparing the rest of your materials, use your company legal name: http://www.coordinatedlegal.com/SecretaryOfState.html
3. Minimum Qualifications: Provide a page to prove you meet the Minimum Qualifications. The decision you meet all minimum qualifications is made from this page. The City is not obligated to check references or search other materials to seek out proof, if you did not provide sufficient detail on this page alone.
4. Mandatory Consultant Questionnaire: Submit the following in your response, even if you sent one in to the City for previous solicitations. See Attachments.
5. Mandatory Consultant Inclusion Plan: You must submit the following in your response. See attachments.
6. Mandatory Proposal Response: This document details the forms, documents and format for your proposal response to the City. See Attachments.
State a firm fixed price for your firm to perform the services described in Section 7.0 of the
RFP. The firm fixed price shall include all direct, indirect, and overhead expenses, including
travel and living expenses, incurred by the Consultant in the performance of the Work.
Package Checklist.
Your response should be packaged with each of the following. This list assists with quality control before submittal of your final package. Addenda may change this list; check any final instructions:
1. Letter of Interest (Optional) 2. Proof of Legal Name
3. Minimum Qualifications Sheet
4. Mandatory - Consultant Questionnaire 5. Mandatory - Proposal Response 6. Insurance Requirements
7. Mandatory - Cost and Pricing
9.
Selection Process.
9.1 Initial Screening:The SCL Procurement & Contracting Specialist will review responses for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to the proposal evaluation phase.
9.2 Proposal Evaluation:
The City will evaluate proposals using the criteria below. Proposals must pass through each round to proceed forward to the next round. Those found to be outside the competitive range in the opinion of the evaluation team will not continue forward to the interview phase. Only the top ranked proposers will be offered the opportunity to interview for this contract.
Evaluation Criteria: Evaluation
*Cost Proposal 30%
*Vendor / Management Experience 30%
*Proposed Approach to In Web 30%
*Inclusion Plan 10%
Interview
*In Web Redesign Presentation 30%
*Proposal to transition from sample module to In Web construction 10% *Proposal to implement In Web on SCL
servers 10%
*Content management training 10%
*Vendor Management Interviews 20%
*Proposed Vendor PM Interview 10%
*References 10%
9.3 Interviews:
Consultants invited to interview are to bring the assigned Project Manager named by the Consultant in the Proposal, and may bring other key personnel named in the Proposal. The Consultant shall not bring individuals who do not work for the Consultant or are on the project team without advance authorization by the City Solicitation Contact.
9.4 Professional References: The City may contact one or more professional references have been provided by the Proposer in the Consultant, or other sources that may not have been named by the Proposer but can assist the City in determining performance.
9.5 Selection: The City shall select the highest ranked Proposer(s) for award including the interview and written proposal.
9.6 Contract Negotiations. The City may negotiate elements of the proposal as required to best meet the needs of the City, with the apparent successful Proposer. The City may negotiate any aspect of the proposal or the solicitation. The City does not intend to negotiate the base contract, which has been attached (See Attachments).
9.7 Repeat of Evaluation: If no Consultant is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals active at that step. The City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if no proposals meet its requirements.
10.
Award and Contract Execution.
The Solicitation Contact will provide timely notice of intent to award to all Consultants responding to the Solicitation.
Protests to Seattle City Light.
Interested parties that wish to protest any aspect of this RFP selection process are to provide written notice to the Seattle City Light Procurement and Contracting Office, Attention: Serena Louie for this solicitation.
Debriefs.
For debrief, contact the SCL Procurement & Contracting Specialist (Serena Louie). Debriefs may be scheduled only upon a fully executed contract with the successful/selected Consultant.
Instructions to the Apparently Successful Consultant(s).
The Apparent Successful Consultant(s) will receive Intent to Award Letter from the Procurement & Contracts Specialist Contact after award decisions are made by the City. The Letter will include instructions for final submittals due prior to execution of the contract.
Once the City has finalized and issued the contract for signature, the Consultant must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business License, payment of associated taxes due, and providing proof of insurance. If the Consultant fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Consultant, or cancel or reissue this solicitation. Cancellation of an award for failure to execute the Contract as attached may disqualify the firm from future solicitations for this same work.
Checklist of Final Submittals Prior to Award.
The Consultant(s) should anticipate the Letter will require at least the following. Consultants are encouraged to prepare these documents when possible, to eliminate risks of late compliance.
Seattle Business License is current and all taxes due have been paid.
State of Washington Business License.
Certificate of Insurance (if required)
Special Licenses (if any)Taxpayer Identification Number and W-9.
Unless the Consultant has already submitted a Taxpayer Identification Number and Certification Request Form (W-9) to the City, the Consultant must execute and submit this form prior to the contract execution
date.
w9 2011.pdf
Attachments
Attachment #1: Consultant Questionnaire Attachment #2: City Ethics Standards
Attachment #3: Insurance Requirements-Risk Management Checklist Attachment #4: Consultant Inclusion Plan
Attachment #5: Consultant Contract Boilerplate Attachment #6: Mandatory Proposal Response Attachment #7: IT Purchase Transmittal Attachment #8: RFP#14201
Attachment #9: Business License Application Attachment #10: Business License Information Attachment #11: W-9 Form
