City of Aurora, Illinois Request for Proposals 13‐09: Computer Consultant for the Evaluation, Procurement and Implementation of a Public Administration and Public Safety Enterprise Resource Planning (ERP) System PROPOSALS DUE March 27, 2013 2:00 p.m. on City Clerk’s Office 44 E Downer Pl, 2 nd Floor Aurora, Illinois
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City of Aurora, Illinois
Request for Proposals 13‐09:
Computer Consultant for the Evaluation, Procurement and
Implementation of a Public Administration and Public Safety Enterprise
Resource Planning (ERP) System
PROPOSALS DUE
March 27, 2013 2:00 p.m. on
City Clerk’s Office
44 E Downer Pl, 2nd Floor
Aurora, Illinois
CITY OF AURORA
REQUEST FOR PROPOSAL 13‐09
COMPUTER CONSULTANT FOR THE EVALUATION, PROCUREMENT AND IMPLEMENTATION OF A PUBLIC ADMINISTRATION
AND PUBLIC SAFETY ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM
The City of Aurora invites proposals for the anticipated hire of a Computer Consultant for the Evaluation, Procurement and Implementation of a Public Administration and Public Safety Enterprise
Resource Planning (ERP) System for the Information Technology Department. Sealed Proposals will be received at the office of the City Clerk, 44 East Downer Place, Aurora, Illinois 60507, until 2:00 p.m., CST, Wednesday, March 27, 2013 to determine proposals for the anticipated above named purchase. Attached please find specifications and other pertinent documents necessary for you to respond to this Request for Proposal (RFP). Each proposal must be placed in an envelope, sealed, and clearly marked on the outside: “Proposal for Computer Consultant for the Evaluation, Procurement and Implementation of a Public
Administration and Public Safety Enterprise Resource Planning (ERP) System”. DO NOT SEND OR DELIVER PROPOSALS to the Purchasing Office. Any Proposer who owes the City money may be disqualified at the City’s discretion.
Inquiries and/or questions pertaining specifications of the Request for Proposal package shall
be completed in writing to Ted Beck, Chief Technology Officer, at tbeck@aurora‐il.org by 3:00 pm
CST, Monday, March 11, 2013. Questions may not be communicated by the telephone.
Questions received after this date will not receive a response. A response to questions will be
posted to the City’s Website at www.aurora‐il.org/finance/purchasing/bid_invitation by 12:00
pm CST, Friday, March 15, 2013.
i
Purchasing Division Finance Department 44 E. Downer Place Aurora, Illinois 60507‐2067(630) 256‐3550 FAX (630)256‐3559
Esther L. Phillips Director of Purchasing
Esther L. Phillips
The City of Aurora reserves the right to reject any or all Proposals, or parts thereof, and to waive any technicality, informality or irregularity in the Bids received, and to disregard all nonconforming or conditional Proposals or counter‐proposals and to hold the best Proposals for ninety (90) days from the opening date set forth above. The City further reserves the right to award the Proposal to the lowest responsible Proposer whose offer best responds in quality, fitness and capacity to the requirements of the proposed Work or usage and therefore is in the best interest of the City.
GIS systems, ESRI Maps, Microsoft Office applications, LRP, external Banking and Financial systems, etc.
The City requires the Consultant to provide functional process mapping of several key Public Safety and
Public Administration divisions’ work flows as they pertain to their respective ERP systems. For public
safety, the key divisions are the following: Records, 9‐1‐1 Dispatch Telecommunications, Evidence and
Booking. For Public Administration the key divisions are Community Development, Utilities, Finance,
GIS/Land Management; with several subdivisions within these departments.
2.2 Project Scope of Work
The scope of the services to be provided by the Consultant includes, but is not limited to, the areas
delineated below. Consultant should identify how their qualifications (training, experience,
certifications, etc.) will serve to meet these requirements. The Consultant must be able to hire on an
as‐needed basis, the professional services of subject matter experts (sub‐consultant) with specialized
expertise in areas that may be required of the projects being supported, but not in the Consultant’s
cache of expertise. One example of this is the expertise of a technical writer.
The City seeks the following services and knowledge from the chosen Consultant in conjunction with this
scope of work:
1. With Regard to General Public Safety Subject Matter Expertise, the Consultant is expected to:
• Provide expert technical advice in the area of CAD/RMS and MDC systems, including
technical issues across existing platforms and technologies that support these systems.
• Lend its knowledge regarding the current landscape of the public safety dispatch system
industry, system implementation, and system operations and maintenance without
having to excessively research and develop background knowledge.
• Provide guidance for law enforcement system deployment, operations, access to law
enforcement and criminal justice databases.
• Lend its knowledge on the role of the City Police and Fire Departments within the
overall public safety community and city, county, state and national initiatives.
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2. With Regard to Specific Computer Aided Dispatch Computer Aided Dispatch/Records
Management Systems and Mobile Data Computer Network Expertise, the Consultant is
expected to:
• Lend its knowledge and experience in the definition of features, functions and
technology for CAD/RMS and MDC solutions.
• Provide project management support, quality assurance and implementation oversight.
• Support the development of Memoranda of Agreement (MOA) with outside agencies
regarding the sharing of CAD/RMS information.
• Support the implementation of the mobile data communication system for Police and
Fire owned/operated platform.
• Provide knowledge transfer regarding CAD/RMS and MDC to City staff.
3. With Respect to Third Party Applications, the Consultant is expected to:
• Provide the expertise required to support CAD/RMS and MDC interfaces to State and
Federal systems.
• Provide the expertise required to support the integration of third party applications into
the desired CAD/RMS and MDC and public administration systems.
4. With Respect to General Subject Matter Expertise required for Public Administration, the
Consultant is expected to provide its knowledge and insights regarding:
• All aspects of governmental financial accounting, and banking practices
• Financial areas include: Revenue and Collections, Fixed Assets, Accounting, and Parking
Enforcement
• Utility billing. Specific knowledge in the area of water utilities, including water
production, billing, and maintenance. This includes SCADA systems, as well as meter
inventory and maintenance
• Community Development practices for municipal planning, building permits, and code
enforcement
• Public works and Engineering applications
• Human Resources Management
3. PROPOSAL REQUIREMENTS
3.1 Evaluation Process and Selection Criteria
All proposals meeting the requirements of this RFP shall be reviewed and rated by a Department
evaluation committee according to the following criteria:
a. Firm’s qualifications, experience, and references
b. Project organization, personnel, and staffing
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a. Work plan, management, and timeline
b. Rates, fees, and budget control
c. Quality and responsiveness of the proposal
(See Exhibit B)
Selected proposers may be contacted to arrange in‐person interviews with the evaluation committee.
The evaluation committee will make the final recommendation for selecting the consultant. All
recommendations are subject to the approval of the City’s Chief Technology Officer prior to being
submitted to City Council for final approval.
Proposers are advised that any information submitted as part of this request for proposal becomes
public information and may be released without further notification. Any information that the proposer
considers confidential should not be submitted with the proposal.
The right to reject any and all proposals shall, in every case, be reserved, as shall the right to waive any
informality in the proposal when to do so would be to the advantage of the City.
3.2 Proposal Content
The following items shall be included in your proposal:
1. Cover Transmittal Letter ‐ Provide a narrative which introduces the firm and team high lighting
the special strengths of the firm to perform the work requested in this RFP. The letter should be
signed by an authorized principal of the proposing consulting firm.
2. Firm Qualifications, Experience and References ‐ Provide a narrative describing the firm’s
qualifications to perform the project work, including past (relevant) experience and at least
three client references, with contact names and information. Include information regarding
your firm’s experience involving the size and level of complexity of the proposed project with
particular emphasis on any prior experience in a law enforcement environment. Qualifications
and experience for proposed sub‐consultants should also be included.
3. Project Experience and History – Include a list of similar Federal, State, and/or Municipal Needs
Analysis projects. The history should include:
a. Customer Name
b. Project Name
c. Award Amount
d. Award Date
e. Completion Date
f. Reference Contact
g. General Description of Project
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4.
5. Organization, Personnel and Staffing ‐ Provide a brief description of all key personnel and
technical staff (including vendors, partners or subcontractors) to be involved and their
relationship to the services to be provided.
• Include names, titles, licenses, certificates, fields of expertise, and relevant state and
local area experience for all proposed personnel and staff.
• Identify the Project Manager for the proposed services.
• Complete resumes should be provided as part of an appendix to the proposal.
• Provide an organization chart which depicts the organization of the project team,
including reporting relationships to the Department’s Project Manager and supervision
of project team staff.
• Indicate the on‐site availability for project manager as well as other staff during the
lifetime of the project.
6. Work Plan ‐ Provide a narrative which shows your firm’s understanding of the project’s
requirements and documents a logical technical approach to the project scope of work. Include
a general work plan as well as the proposed approach to undertaking the scope of work
described earlier in this RFP. The narrative should include industry “best practices” used in your
intended analysis.
• Using the scope of work presented in this RFP, propose a work plan detailing major tasks
and subtasks and the work to be conducted in each. For each task, detail the number of
hours by staff level and the hourly rate for each staff level. Extrapolate the total cost for
each major task and for each staff level for a total project cost.
• If specific project team members or vendors are critical to specific tasks, identify where
they will be utilized and/or committed.
• Include the results and deliverables expected from each major task.
• Identify appropriate assumptions and considerations that could impact the scope and
timeline for completing each task.
• Provide a detailed equipment list for each application area with associated costs.
• Provide a detailed list of estimated expenses by category.
• Identify related considerations and assumptions for these expenses.
7. Project Management and Invoicing ‐ Describe how your firm intends to manage all aspects of
the work to be performed, including schedules for completion of tasks/subtasks, procedures for
scheduling and cost control. The Project management proposal must include:
• Kick off meeting.
• Regularly scheduled project team meetings.
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• Written progress reports.
• Issue/risk management techniques.
• Invoicing system to support all work conducted and all associated equipment invoices
and packing slips.
8. Exhibit A – Completion of Exhibit A located on page 18 of the RFP.
9. Timeline requirements
• Proposals due on March 27, 2013 at 2:00 p.m.
• Anticipated consultant P.O. released by May 29, 2013.
• Needs assessment completed by August 30, 2013.
• ERP Product RFP issued by October 25, 2013.
10. Task Timelines ‐ Based upon the proposed project approach and work plan, provide a detailed
project schedule that illustrates the duration of each task/subtask and identifies results and
deliverable milestones.
11. Cost ‐ Provide pricing and cost information for the project. Include a separate hourly rates
schedule of fees for all proposed team members and a total project cost. Also provide pricing
for any proposed equipment, software, or hardware costs and any other related expenses for
the project. Discuss any budget control measures of your firm and proposed sub‐consultants.
Consultant shall indicate what percentage of their total project cost is directly related to
administration fees.
3.3 Submission Deadline
Proposals must be received by the City of Aurora no later than 2:00 p.m., Wednesday, March 27, 2013.
Postmarks posting times in lieu of delivery will not be accepted. Proposals must be delivered to:
City of Aurora Attn: City Clerk
44 E. Downer Place Aurora, IL 60507
Submit an original, plus four (4) full copies of your proposal and all supporting documentation.
3.4 Inquiries
In order to maintain consistency in the RFP process, questions regarding this RFP must be submitted via
email on or before 3:00 p.m., March 11, 2013. All questions will be answered through an addendum
and posted to the City’s Website at www.aurora‐il.org/finance/purchasing/bid_invitation by 12:00 pm
CST, Friday, March 15, 2013.
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Written questions must be submitted via e‐mail with a subject line of “RFP 13‐09 Computer Consultant
for the Evaluation, Procurement and Implementation of a Public Administration and Public Safety
Enterprise Resource Planning (ERP) System” to:
Ted Beck, Chief Technology Officer
City of Aurora
tbeck@aurora‐il.org
NO questions will be taken or answered verbally.
4 Standard Provisions
4.1 Termination Provision
The performance of the selected Consultant will be continually evaluated by the City. The City will
conduct performance evaluations at the City’s discretion.
The Chief Technology Officer, in his sole discretion, shall be able to terminate and cancel all or any part
of the Agreement it enters into with the selected Consultant for any reason upon giving the Consultant
ten (10) days’ notice in writing of its election to cancel and terminate the Agreement. It is agreed that
any Agreement entered into shall not limit the right of the City to hire additional Consultants to perform
the services described in the Agreement either during or after the term of the Agreement.
4.2 Proprietary Information
1. Selected consultant, involved employees, and subs will be required to sign a non‐disclosure
agreement.
2. Writings, (including, without limitation, drawings, specifications, estimates, reports, records,
reference material, data, charts, documents, renderings, computations, computer tapes or
disks, submittals and other items of any type whatsoever, whether in the form of writing, figures
or delineations), which are obtained, generated, compiled or derived in connection with this
Agreement (collectively hereafter referred to as "property"), are owned by City as soon as they
are developed, whether in draft or final form. City has the right to use or permit the use of
property and any ideas or methods represented by such property for any purpose and at any
time without compensation other than that provided in this Agreement. Consultant hereby
warrants and represents that City at all times owns rights provided for in this section free and
clear of all third‐party claims whether presently existing or arising in the future, whether or not
Page 14
presently known. Consultant need not obtain for City the right to use any idea, design, method, material, equipment or other matter which is the subject of a valid patent, unless such patent is owned by Consultant or one of its employees, or its Sub‐consultant or the Sub‐consultant's employees, in which case such right shall be obtained without additional compensation. Whether or not Consultant's initial proposal or proposals made during this Agreement are accepted by City, it is agreed that all information of any nature whatsoever connected with the Scope of Work, regardless of the form of communication, which has been or may be given by Consultant, its Sub‐consultants or on either’s behalf, whether prior or subsequent to this Agreement becoming effective, to the City, its boards, officers, agents or employees, is not given in confidence. Accordingly, City or its designees may use or disclose such information without liability of any kind, except as may arise under valid patents.
3. If research or development is furnished in connection with this Agreement and if, in the course
of such research or development, patentable work product is produced by Consultant, its
officers, agents, employees, or Sub‐consultants, the City shall have, without cost or expense to
it, an irrevocable, non‐exclusive royalty‐free license to make and use, itself or by anyone on its
behalf, such work product in connection with any activity now or hereafter engaged in or
permitted by City. Upon City's request, Consultant, at its sole cost and expense, shall promptly
furnish or obtain from the appropriate person a form of license satisfactory to the City. It is
expressly understood and agreed that, as between City and Consultant, the referenced license
shall arise for City's benefit immediately upon the production of the work product, and is not
dependent on the written license specified above. City may transfer such license to its
successors in the operation or ownership of any real or personal property now or hereafter
owned or operated by City.
4.3 Confidentiality
The data, documents, reports or other materials which contain information relating to the review,
documentation, analysis and evaluation of the work described in this Agreement and any
recommendations made by Consultant relative thereto shall be considered proprietary and confidential
and shall not be reproduced, altered, used or disseminated by Consultant or its employees or agents in
any manner except and only to the extent necessary in the performance of the work under this
Agreement. In addition, Consultant is required to safeguard such information from access by
unauthorized personnel. All Consultants, their employees and their subcontractors shall sign a non‐
disclosure agreement prior to commencement of work.
4.4 Termination Due to Non‐Appropriation of Funds
This Agreement is subject to the provisions of the City Code which, among other things, precludes the
City from making any expenditure of funds or incurring any liability, including contractual commitments,
in excess of the amount appropriated thereof.
Page 15
The City Council, in awarding this Agreement, is expected to appropriate sufficient funds to meet the
estimated expenditure of funds through the current fiscal year and to make further appropriations in
each succeeding fiscal year during the life of the Agreement. However, the City is under no legal
obligation to do so.
The City, its boards, officers, and employees are not bound by the terms of this Agreement or obligated
to make payment thereunder in any fiscal year in which the City Council does not appropriate funds
therefore. The Consultant is not entitled to any compensation in any fiscal year in which funds have not
been appropriated for the Agreement by the City.
Although the Consultant is not obligated to perform any work under the Agreement in any fiscal year in
which no appropriation for the Agreement has been made, the Consultant agrees to resume
performance of the work required by the Agreement on the same terms and conditions for a period of
sixty (60) days after the end of the fiscal year if an appropriation therefore is approved by the City within
that 60 day period. The Consultant is responsible for maintaining all insurance and bonds during this 60
day period until the appropriation is made; however, such extension of time is not compensable.
If in any subsequent fiscal year funds are not appropriated by the City for the work required by the
Agreement, the Agreement shall be terminated. However, such termination shall not relieve the parties
of liability for any obligation previously incurred.
5 General Conditions
1. Selection will be made by the evaluation committee and is subject to approval by the Aurora
City Council. The successful Consultant will be required to enter into a written agreement in a
form acceptable to the city.
2. The evaluation committee and the City of Aurora reserve the right at any time and for any
reason to cancel this professional services agreement procurement process, to reject any or all
proposals, or to accept an alternative proposal. The evaluation committee and the City of
Aurora reserve the right to reject any non‐responsive proposals. The Evaluation committee may
seek clarification on a proposal at any time.
3. The city reserves the right to waive any irregularity, informality, or technicality in the selection
process, if it is deemed in the city’s best interest to do so.
4. All costs related to the preparation of the Request for Proposal and any related activities are the
sole responsibility of the proposing firm. The city assumes no liability for any costs incurred by
firms throughout the entire selection process.
5. All Request for Proposals, including attachments, supplementary materials, renderings,
sketches, addenda, etc., shall, upon submission, become the property of the city, and will not be
returned to the submitting firm.
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6. The firm’s written services agreement shall include a statement of indemnification to hold the
evaluation committee, the city, its officers, agents and employees, and each of them harmless
from any and all lawsuits, claims, demands, liabilities, damages and losses including all costs,
expenses and attorney’s fees incurred in connection therewith, for or on account of any injury
to any person, or any death at any time resulting from such injury, or any damage to property,
which may arise or which may be alleged to have arisen out of or in connection with, or as a
result of any negligence of the firm in performing the work covered by this RFP or any
subsequent agreement.
7. Qualified Consultant must have the following: commercial general liability, professional
liability/errors and omissions insurance coverage with minimum limits of $1,000,000 per
occurrence and $2,000,000 aggregated coverage are required. The City of Aurora must be
named as a primary, non‐contributory additional insured and a certificate of insurance provided
to the city prior to the commencement of work. In addition, they should have the required
statutory workers compensation and auto liability policies in place and provide a Certificate of
Insurance evidencing said policies.
8. Consultant must also be willing in service agreement to defend and indemnify the City of Aurora
against all third‐party claims or causes of action against the city arising out of the firm’s willful or
wanton misconduct or gross negligence in the performance of their services on behalf of the
city.
9. Equal Employment Opportunity Clause, Section 6.1 of the Illinois Department of Human Rights
Rules and Regulations shall be a material term of any agreement resulting from this RFP.
10. In case of default by the professional services firm, the evaluation committee and the city may
procure the services from other sources and hold the firm responsible for any excess cost
resulting there from.
11. The selected Consultant will be exclusively responsible for all services scheduled during the
development of a Scope of Services. The evaluation committee will consider the firm to be the
sole point of contact with regard to contractual matters that relate to this project which
includes the payment of any and all charges resulting from an agreement. Subcontracts will be
permitted only upon specific, written permission of the city.
12. Failure to read the RFP and comply with its instructions will be at the proposing firm’s own risk.
13. Corrections and/or modifications to submittals received after the completion of the firm’s
scheduled presentation will not be accepted.
6 Vendor Application Packet
All Proposers are required to complete and submit with their RFP the attached City of Aurora Vendor
Application Packet. See Attachment A.
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EXHIBIT A
Contractor Description Form
PRIMARY CONSULTANT
Business Name: ______________________________
Owner’s Ethnicity: _______ Gender ______
Group: SBE VSBE MBE WBE OBE (Please check all that apply)
Abilities, Serious Deficiencies; 2=Adequate with Minor Deficiencies; 3=Adequate, Standard‐Acceptable;
4=Well Qualified; 5=Exceptionally Well Qualified
Weighing Factor: Input using a range of 1 through 6, with 1 being of relative lower importance and 6
being relative highest importance. You may use each number (1 through 6) more than once; however,
in establishing weights, the total of all the weighing factors (A –E) must equal 20. Example:
3+2+6+4+5=20 or 3+3+3+6+5=20 Weighted Score= Rater’s Score multiplied by (x) Weighing Factor.
Totals should be calculated for each criterion. Total score = Sum of all weighted scores.
Firm Name Evaluated By Date
Criteria Rater’s Score
Weighing Factor
Weighted Score
A. Firm Qualifications, Experiences, References
How long has the company been in business (10)? Has the company done similar work (20)? Level of expertise in subject matter areas (20)?
50
B. Organization, Personnel, and Staffing
Qualification and experience of proposed personnel for requested services (10)? On‐site availability of team and project manager (20)? Locally based firm or team (20)?
50
C. Work Plan, Management, and Timeline
Quality of proposed work plan to meet project requirements (20)? Quality of project management and timeline (20)?
40
D. Rates, Fees, and Budget Control
Competitive rates and fees proposed (20)? Are proposed budget management, fees, and staff hours proposed clearly defined (20)?
40
Quality, and Responsiveness of the Proposal
Is the proposal clear and understandable (20)? Does the proposal meet all of the RFP requirements (40)?