HomeMy WebLinkAboutContract 32275 Ci'Y Y� SFCRETARY
°�:&TFRACT NO. �.
DEVELOPMENT, IMPLEMENTATION AND MAINTENANCE OF COMMUNITY
SOLUTIONS INTEGRATED MANAGEMENT INFORMATION SYSTEM AGREEMENT
This System Development, Implementation and Maintenance Agreement (this
`Agreement') is entered into this i 4 7, day of 4�i , 2005, by and between the
City of Fort Worth ("City'), a municipal corporation situ ted in Tarrant County, Texas, by
and through it duly authorized Assistant City Manager, Joe Paniagua and Interaction
Information Technology, Inc., an Arizona corporation having its primary place of
business at 33 North Parsell, Mesa, Arizona and duly authorized to do business in the
State of Texaacting by and through its duly authorized President/Vice President,
olnh 1_ , Pains
RECITALS
WHEREAS, the City acts as the administrator for the Child Mental Health Initiative Co-
operative (CMHI) Agreement for the Mental Health Connection of Tarrant County
(MHC) under a grant from the United States Department of Health and Human Services
for Substance Abuse and Mental Health Services Administration (SAMHSA) approved
by the City Council on April 23, 2002;
WHEREAS, as administrator of the SAMHSA, the City has determined that it requires
the development, implementation and maintenance of an Integrated Management
Information System (the "System") to fulfill the objectives of the SAMHSA; and
WHEREAS, IIT is qualified to provide the services specified in the City's Request for
Proposal No. 05-0106 and, subject to the terms and conditions set forth in IIT's
Response to the RFP and in this Agreement, IIT desires to provide such services;
NOW THEREFORE, in consideration of the mutual covenants contained herein,
the City and IIT hereby agree as follows:
AGREEMENT
1.0 Definitions
Effective Date shall mean the date the both parties have fully executed this Agreement
pursuant to Section 3.
Grant Parties shall mean the agencies which will be a part of the database to the
Community Solutions Management Information System and who will have all rights and
privileges to use the System.
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Response to the RFP shall mean IIT's response to the RFP and all addenda which is
attached and made a part of this Agreement.
RFP shall mean the City's Request for Proposal for Community Solutions Management
Information System, No. 05-0106 which is attached and made a part of this Agreement.
2.0 Scope of Work
IIT shall provide all design, development, installation, consulting, system integration,
project management, training and technical services set forth in the RFP attached
hereto as Exhibit 1 and the Response to the RFP attached as Exhibit 2 for the
development, delivery, implementation and maintenance of the System. Both Exhibits 1
and 2 shall be incorporated herein by this reference and made a part of this Agreement.
3.0 Term of Agreement
3.1 This Agreement shall take effect on the date of execution provided (i) it has been
fully executed by duly authorized representatives of both parties, and (ii) all funds
have been appropriated by the appropriate entities, including but not limited to the
U.S. Department of Heath and Human Services.
3.2 The schedule for the implementation of the System shall be governed by the
Project Plan as described in Chapter 4 of the Response to the RFP, (the "Project
Plan') attached as Exhibit 3 and incorporated herein by this reference and shall
become part of this Agreement.
3.3 Unless earlier terminated as provided for in Section 12 hereof, this Agreement
shall remain in effect from the Effective Date until all tasks set forth in the RFP
have been fully completed and all amounts payable hereunder have been paid in
full.
4.0 Contract Price
The City shall pay to IIT an amount not to exceed FOUR HUNDRED NINETY-NINE
THOUSAND FOUR HUNDRED SEVENTY DOLLARS AND NO CENTS ($499,470)
in consideration for the development, implementation and maintenance of the
System in accordance with the RFP. All funds for this Agreement are provided for by
the Department of Health and Human Services and as such IIT recognizes that and
agrees to the terms of the grant.
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5.0 Payments
5.1 The City shall make payments to IIT in accordance with the budget attached as
Exhibit 5 and incorporated herein by this reference and made part of this
Agreement.
5.2 IIT shall prepare and submit invoices for payment by the City under this
Agreement. Invoices for payments hereunder shall be submitted to the following
address:
City of Fort Worth, Public Health Department
ATTENTION:
1800 University Drive
Fort Worth, TX 76107
PHONE:
FAX:
All payments shall be made within thirty (30) days from the date of invoice by
electronic funds transfer to IIT's account specified in writing, or by check made
payable to "IIT, Inc." and delivered
to �-� N, Pclr>a it ,1 Esc:., Al $�2C or by
such other means as may be mutually acceptable to the parties.
5.3 The prices set forth herein include any federal, state or local excise, sales, or
lease taxes now in force or which may be enacted in the future, all such amounts
being the sole and independent responsibility of the IIT for direct payment to such
taxing authority. The prices are inclusive of any gross income or similar taxes and
any amount of withholding taxes, Social Security, insurance, and unemployment
insurance with respect to IIT employees.
6.0 Project Manager and City Representative
6.1 IIT shall designate, in a written notice a single individual to act as the project
manager (the "Project Manager'). The Project Manager shall ensure IIT's
compliance with, and shall coordinate appropriate schedules in connection with,
IIT's obligations hereunder. IIT may change the individual designated hereunder
by providing the City with advance written notice designating the new individual
authorized to act as the Project Manager. If the City should desire that IIT replace
its Project Manager or any other personnel assigned to assist the project, such
request shall be made in writing and include the City's basis for the request.
6.2 The City shall designate, in a written notice a single individual to act as the City's
authorized representative for purposes of this Agreement (the "City
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Representative'). Such individual (a) must be authorized to facilitate on the City's
behalf with respect to all matters relating to this Agreement; and (b) shall
coordinate appropriate schedules in connection with IIT's services under this
Agreement. The City may change the individual designated hereunder by
providing IIT with advance written notice designating the new individual authorized
to act as the City Representative.
7.0 Changes
The scope and schedule of services and materials provided under this Agreement
may be changed from time to time by a written change order (a "Change Orderq
mutually agreed upon and signed by duly authorized representatives of each of
the parties. When a change causes a modification to the not to exceed amount or
the amount of time needed to complete such change, the payment schedule and
Project Plan shall be amended, as necessary.
8.0 Software License and Transfer
8.1 Except as specifically provided herein, IIT shall at all times retain all title and
interest in and to each of the IIT Applications and all Derivative Works,
Maintenance Modifications, Enhancements and Documentation with respect
thereto and all IF Confidential Information.
Upon the City's acceptance of any IIT Application in accordance with the RFP and
the City's payment of all amounts due hereunder with respect thereto, IF will grant
to the City a right to use the IIT Application pursuant to, and subject to the terms
of, IIT's then standard software license agreement (the "Software License
Agreement"). The Software License Agreement shall be substantially in the form
as set forth in Exhibit 4 hereof. The terms and provisions of the Software License
Agreement executed between IF and the City shall be equally or more favorable
for the City than those terms and provisions depicted in the sample Software
License Agreement. All modifications to that sample Software License Agreement
will be mutually agreed to between IIT and the City on or before the City's final
acceptance of the project.
8.2 If IIT provides to the City certain third-party software applications, the right to use
any such Third-Party Software shall be granted to the City under the Software
License Agreement. IIT will integrate such Third-Party Software into the System
and such Third-Party Software will constitute a deliverable for purposes of this
Agreement.
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9.0 Confidential Information
9.1 All City Confidential Information (as defined below) shall be held in strict
confidence by IIT, and IIT shall not, without the City's prior written consent, (a)
disclose such information to any person or entity other than to IIT's employees or
consultants legally bound to abide by the terms hereof and having a need to know
such information in connection with IIT's performance of its obligations hereunder,
or (b) use such information other than in connection with the performance of its
obligations hereunder. The term "City Confidential Information" shall include all
City data, including that which resides in City databases and other written
information of a confidential nature clearly labeled by the City as being
confidential, or information that is designated as confidential by any law, rule,
regulation or lawful court order. IIT understands and agrees that the unauthorized
use or disclosure of City Confidential Information may irreparably damage the City.
In the event of IIT's breach or threatened breach of any of the provisions in this
Section 9.1, the City shall be entitled to an injunction obtained from any court
having appropriate jurisdiction restraining IIT from any unauthorized use or
disclosure of any City Confidential Information.
9.2 All IIT Confidential Information (as defined below) shall be held in confidence by
the City except to the Grant Parties, and the City shall not, without IIT's prior
written consent, (a) disclose such information to any person or entity other than to
the Grant Parties, City's employees or consultants or funding agency
representatives having a need to know such information in connection with the
City's performance of its obligations hereunder, or (b) use such information other
than in connection with the performance of its obligations hereunder. The term
"IIT Confidential Information" shall include the IIT Applications and all other
software applications developed by IIT, whether or not licensed to the City, as
well as any written information disclosed by IIT to the City under this Agreement,
unless such information is subject to disclosure by the Freedom of Public
Information Act or any other applicable law. The City understands and agrees
that the IIT Confidential Information constitutes a valuable business asset of IIT.
The City Shall notify IIT of any request for information which may be considered
public. In the event of the City's breach or threatened breach of any of the
provisions in this Section 9.2, IIT shall be entitled to an injunction obtained from
any court having appropriate jurisdiction restraining the City from any
unauthorized use or disclosure of any IIT Confidential Information subject to all
applicable laws.
9.3 Notwithstanding Section 9.1 or Section 9.2 hereof, neither City Confidential
Information nor IIT Confidential Information shall include information which the
recipient can demonstrate by competent written proof (a) is subject to disclosure
by the Freedom of Public Information Act; (b) is now, or hereafter becomes,
through no act or failure to act on the part of the recipient, generally known or
available or otherwise part of the public domain; (c) is rightfully known by the
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recipient without restriction on use prior to its first receipt of such information from
the disclosing party as evidenced by its records; (d) is hereafter furnished to the
recipient by a third party authorized to furnish the information to the recipient, as a
matter of right and without restriction on disclosure; or (e) is the subject of a
written permission by the disclosing party to disclose.
9.4 The obligations hereunder with respect to each item of City Confidential
Information and IIT Confidential Information shall survive the termination of this
Agreement.
10.0 Informal Dispute Resolution
10.1 The parties to this Agreement shall exercise their best efforts to negotiate and
settle promptly any dispute that may arise with respect to this Agreement in
accordance with the provisions set forth in this Section 10.1.
(a) If either party (the "Disputing Party') disputes any provision of this Agreement,
or the interpretation thereof, or any conduct by the other party under this
Agreement, that party shall bring the matter to the attention of the other party at
the earliest possible time in order to resolve such dispute.
(b) If such dispute is not resolved by the employees responsible for the subject
matter of the dispute within ten (10) business days, the Disputing Party shall
deliver to the City Manager a written statement (a "Dispute Notice') describing
the dispute in detail.
(c) Receipt by the City Manager of a Dispute Notice shall commence a time period
within which the respective representatives must exercise their best effort to
resolve the dispute. If the respective representatives cannot resolve the dispute
within fifteen (15) business days, the parties may assert their rights under this
Agreement.
10.2 Notwithstanding the fact that the parties may be attempting to resolve a dispute
in accordance with the informal dispute resolution procedures set forth in Section
10.1 hereof, the parties agree to continue without delay all their respective
responsibilities under this Agreement that are not affected by the dispute.
10.3 In the event that the parties are unable to resolve a dispute by complying with the
informal dispute resolutions procedures set forth in Section 10.1 hereof, the
dispute may, be settled, upon the agreement of both parties, by arbitration in
accordance with Section 22.
10.4 Notwithstanding the foregoing, either party may, before or during the exercise of
the informal dispute resolution procedures set forth in Section 10.1, apply to a
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court having jurisdiction for a temporary restraining order or preliminary injunction
where such relief is necessary to protect its interests pending completion of such
informal dispute resolution procedures.
11.0 Termination
11.1 Termination for Default. Subject to completion of the dispute resolution
procedures set forth in Section 11.1 hereof, in the event that either party hereto
materially defaults in the performance of any of its obligations hereunder, the other
party may, at its option, terminate this Agreement by providing the defaulting party
thirty (30) days prior written notice of termination, which shall identify and describe
with specificity the basis for such termination.
11.2 Termination Without Cause. The City may terminate this Agreement without
cause by providing IIT at least thirty (30) days' prior written notice of termination.
11.3 Consequences of Termination. Upon termination of this Agreement for
whatever reason:
(a) IIT shall be under no further obligation to provide services hereunder;
(b) IIT shall return to the City all City Confidential Information and shall certify in a
written document signed by an officer of IIT that all such information has been
returned;
(c) the City shall return to IIT all IIT Confidential Information in the City's
possession and shall certify in a written document signed by the City
Representative hereof that all such information and material has been returned
if requested by IIT;
(d)the City shall cause payments to be made to IIT within thirty (30) days of
receipt of invoice for all outstanding invoices submitted to the City prior to the
effective date of the termination and for all costs and expenses incurred prior to
the effective date of the termination to the extent not invoiced prior to the
effective date of the termination;
(e) all provisions of this Agreement that by their nature would reasonably be
expected to continue after the termination of this Agreement shall survive the
termination of this Agreement.
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12.0 Indemnification
IIT SHALL INDEMNIFY AND HOLD THE CITY AND ITS OFFICERS, AGENTS
AND EMPLOYEES HARMLESS FROM ANY LOSS, DAMAGE, LIABILITY OR
EXPENSE FOR DAMAGE TO PROPERTY AND INJURIES, INCLUDING DEATH,
TO ANY PERSON, INCLUDING BUT NOT LIMITED TO OFFICERS, AGENTS
OR EMPLOYEES OF CONTRACTOR OR SUBCONTRACTORS, WHICH MAY
ARISE OUT OF ANY ACT, ERROR OR OMISSION IN THE PERFORMANCE OF
IIT'S SERVICES PURSUANT TO THE RFP AND IIT'S RESPONSE TO THE RFP.
IIT SHALL DEFEND AT ITS OWN EXPENSE ANY SUITS OR OTHER
PROCEEDINGS BROUGHT AGAINST THE CITY, ITS OFFICERS, AGENTS
AND EMPLOYEES, OR ANY OF THEM, RESULTING FROM SUCH ACT,
ERROR OR OMISSION; AND SHALL PAY ALL EXPENSES AND SATISFY ALL
JUDGMENTS WHICH MAY BE INCURRED BY OR RENDERED AGAINST
THEM OR ANY OF THEM IN CONNECTION THEREWITH RESULTING FROM
SUCH ACT, ERROR OR OMISSION.
13.0 Insurance
13.1 IIT shall procure and maintain at all times, in full force and effect, a policy or
policies of insurance to provide the types and limits of coverage specified herein.
1) Commercial General Liability (CGL) Insurance Policy
$1,000,000 each occurrence
$2,000,000aggregate limit
2) Automobile Liability Insurance Policy
$1,000,000 each accident on a combined single limit basis
$250,000 Property Damage
$500,000 Bodily Injury per person per occurrence
A commercial business policy shall provide coverage on "Any Auto"
defined as autos owned, hired and non-owned.
3) Workers Compensation Insurance Policy Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease -per each employee
$500,000 Disease - policy limit
4) Professional Liability insurance to include coverage for the rendering of or
failure to render professional services, $1,000,000 each claim
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5) Commercial Crime insurance to include employee dishonesty, blanket form
$100,000 each claim
General Insurance Requirements:
a.) The City, its officials, employees, agents and officers shall be endorsed as an
"Additional Insured" to all policies except Employers Liability coverage under the
Operator's Workers Compensation policy.
b.) With the exception of professional liability, all policies shall be written on an
occurrence basis. If insurance policies are not written for specified coverage
limits, an Umbrella or Excess Liability insurance for any differences is required.
Excess Liability shall follow form of the primary coverage.
c.) All policies shall be written by an insurer, with an A- VIII or better rating by the
most current version of the A. M. Best Key Rating Guide or with such other
financially sound insurance carriers acceptable to the City.
d.) Deductibles shall be listed on the Certificate of Insurance and shall be on a
"per occurrence" basis unless otherwise stipulated herein.
e.) Since professional liability is a type of insurance that is written on a claims-
made basis, the retroactive date shall be coincident with or prior to the date of
the contractual agreement and the certificate of insurance shall state that the
coverage is claims-made and the retroactive date. The insurance coverage shall
be maintained for the duration of the contractual agreement and for five (5) years
following completion of the service provided under the contractual agreement or
for the warranty period, whichever is longer. An annual certificate of insurance
submitted to the City shall evidence such insurance coverage.
Q Certificates of Insurance shall be delivered to the City of Fort Worth, 1000
Throckmorton Street, Fort Worth, Texas 76102, evidencing all the required
coverage, including endorsements.
g.) The deductible or self-insured retention (SIR) affecting required insurance
coverage shall be acceptable to the Risk Manager of the City of Fort Worth in
regards to asset value and stockholders' equity. In lieu of traditional insurance,
alternative coverage maintained through insurance pools or risk retention groups
must also be approved.
h.) All policies shall be endorsed with a waiver of subrogation providing rights of
recovery in favor of the City.
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L) Any failure on part of the City to request required insurance documentation
shall not constitute a waiver of the insurance requirement specified herein.
j.) The City shall be entitled, upon request and without expense, to receive
certified copies of policies and endorsements thereto and may make any
reasonable requests for deletion or revision or modifications of particular policy
terms, conditions, limitations, or exclusions except where policy provisions are
established by law or regulations binding upon either of party or the underwriter
on any such policies.
k.) The City, at its sole discretion, reserves the right to review the insurance
requirements and to make reasonable adjustments to insurance coverage and
their limits when deemed necessary and prudent by the City based upon
changes in statutory law, court decision or the claims history of the industry as
well as of the contracting party to the City of Fort Worth. The City shall be
required to provide prior notice of ninety (90) days.
I.) Sixty (60) days notice of cancellation or non-renewal is required and shall
contain the following language: "This insurance shall not be canceled, limited in
scope or coverage, cancelled or non-renewed, until after thirty (60) days prior
written notice has been given to the City of Fort Worth." A ten (10) days notice
shall be acceptable in the event of non-payment of premium.
14.0 Equipment Compatibility
14.1 The IIT Applications shall not fail to perform in accordance with the performance
standards set forth in the RFP and Response to the RFP as a result of the
equipment specified in the Pricing Schedule and provided by IIT under this
Agreement.
14.2 For any equipment specified in the RFP and provided by IIT under this
Agreement that is no longer available due to model changes or other reasons
beyond the reasonable control of IIT, IIT shall provide equipment of same or
equal quality, performance and capacity.
15.0 Warranty
IIT warrants that each IIT Application shall adhere to the warranty period as
described in Chapter 6 of ITT's Response to the RFP.
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16.0 Non-Discrimination
IIT agrees that in performing its tasks under this Agreement, it shall not
discriminate against any worker, employee, or applicant, or any member of the
public, because of age, race, sex, creed, color, religion, or national origin, nor
otherwise commit an unfair employment practice in violation of any state or federal
law.
17.0 Conflict of Interest
IIT warrants that, to the best of its knowledge and belief, no person except bona
fide employees, agents, consultants or representatives of IIT or any of its
subcontractors has been employed or retained to solicit or secure this Agreement.
18.0 Independent Contractor Status
The City and IIT are independent contractors under this Agreement, and nothing
herein shall be construed to create a partnership, joint venture, or agency
relationship between the parties hereto. Neither party shall have any authority to
enter into agreements of any kind on behalf of the other and shall have no power
or authority to bind or obligate the other in any manner to any third party. The
employees or agents of one party shall not be deemed or construed to be the
employees or agents of the other party for any purpose whatsoever. Each party
hereto represents that it is acting on its own behalf and is not acting as an agent
for or on behalf of any third party.
19.0 Assignment
IF may not assign its rights or obligations under this Agreement without the prior
written consent of the City and any and all funding agencies of the grant for which
this Agreement if being funded.
20.0 Third Party Beneficiaries
This Agreement is entered into for the sole benefit of the City the Granting Parties
pursuant to the SAMHSA Grant received by the City and, where permitted above,
their permitted successors, executors, representatives, administrators and
assigns. Nothing in this Agreement shall be construed as giving any benefits,
rights, remedies or claims to any other person, firm, corporation or other entity,
including, without limitation, the general public or any member thereof, or to
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authorize anyone not a party to this Agreement to maintain a suit for personal
injuries, property damage, or any other relief in law or equity in connection with this
Agreement.
21.0 Governing Law
All questions concerning the validity, operation, interpretation, construction and
enforcement of any terms, covenants or conditions of this Agreement shall in all
respects be governed by and determined in accordance with the laws of the State
of Texas without giving effect to the choice of law principles thereof.
22.0 Arbitration
All questions concerning the validity, operation, interpretation, construction and
enforcement of any terms, covenants or conditions of this Agreement, or the
breach thereof, may, if agreed by both parties, be submitted to and resolved by
final and binding arbitration by the American Arbitration Association in accordance
with its Commercial Arbitration Rules then in effect. The parties understand and
agree that the arbitration will be instead of any civil litigation, except that either
party may petition a court for a provisional remedy pursuant to Code of Civil
Procedure Section 1281.8, and that the arbitrator's decision will be final and
binding to the maximum extent permitted by law and enforceable by any court
having jurisdiction thereof.
23.0 Venue
All legal proceedings brought in connection with this Agreement may only be
brought in a state or federal court located in the State of Texas, Tarrant County.
Each party hereby agrees to submit to the personal jurisdiction of those courts for
any lawsuits filed there against such party arising under or in connection with this
Agreement.
24.0 Advice of Counsel
Each party hereto has been afforded the opportunity to consult with counsel of its
choice before entering into this Agreement.
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25.0 Amendment
No amendment or other modification of this Agreement shall be valid unless
pursuant to a written instrument referencing this Agreement signed by duly
authorized representatives of each of the parties hereto.
26.0 Waiver
In order to be effective, any waiver of any right, benefit or power hereunder must
be in writing and signed by an authorized representative of the party against whom
enforcement of such waiver would be sought, it being intended that the conduct or
failure to act of either party shall imply no waiver. Neither party shall by mere
lapse of time without giving notice or taking other action hereunder be deemed to
have waived any breach by the other party of any of the provisions of this
Agreement. No waiver of any right, benefit or power hereunder on a specific
occasion shall be applicable to any facts or circumstances other than the facts and
circumstances specifically addressed by such waiver or to any future events, even
if such future events involve facts and circumstances substantially similar to those
specifically addressed by such waiver. No waiver of any right, benefit or power
hereunder shall constitute, or be deemed to constitute, a waiver of any other right,
benefit or power hereunder. Unless otherwise specifically set forth herein, neither
party shall be required to give notice to the other party, or to any other third party,
to enforce strict adherence to all terms of this Agreement.
27.0 Force Majeure
Neither party will be liable for any failure or delay in the performance of its
obligations under this Agreement (and the failure or delay will not be deemed a
default of this Agreement or grounds for termination) if both of the following
conditions are satisfied: (1) the failure or delay could not have been prevented by
reasonable precautions, and cannot reasonably be circumvented by the non-
performing party through the use of alternate sources, work-around plans, or other
means; and (2) the failure or delay is caused, directly or indirectly, by reason of fire
or other casualty or accident; strikes or labor disputes; inability to procure raw
materials, equipment, power or supplies; war, terrorism or other violence; any law,
order, proclamation, regulation, ordinance, demand, or requirement of any
governmental agency or intergovernmental body other than a party hereto; or any
other act or condition beyond the reasonable control of the non-performing party.
Upon the occurrence of an event which satisfies both of the above conditions (a
"Force Majeure Event'), the non-performing party will be excused from any further
performance of those obligations under this Agreement affected by the Force
Majeure Event for as long as (a) the Force Majeure Event continues; and (b) the
non-performing party continues to use commercially reasonable efforts to
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recommence performance whenever and to whatever extent possible without
delay. Upon the occurrence of a Force Majeure Event, the non-performing party
will immediately notify the other party by telephone (to be confirmed by written
notice within two (2) business days of the failure or delay) of the occurrence of a
Force Majeure Event and will describe in reasonable detail the nature of the Force
Majeure Event.
28.0 Severability
If any provision of this Agreement shall for any reason be held to be invalid, illegal,
unenforceable, or in conflict with any law of a federal, state, or local government
having jurisdiction over this Agreement, such provision shall be construed so as to
make it enforceable to the greatest extent permitted, such provision shall remain in
effect to the greatest extent permitted and the remaining provisions of this
Agreement shall remain in full force and effect.
29.0 Entire Agreement
This Agreement including all attachment, including but not limited to the RFP and
the Response to the RFP, sets forth the final, complete and exclusive agreement
and understanding between IIT and the City relating to the subject matter hereof
and supersedes all quotes, proposals understandings, representations, conditions,
warranties, covenants, and all other communications between the parties (oral or
written) relating to the subject matter hereof.
30.0 Notices
All notices, requests, demands, or other communications required or permitted to
be given hereunder must be in writing and must be addressed to the parties at
their respective addresses set forth below and shall be deemed to have been duly
given when (a) delivered in person; (b) one (1) business day after being deposited
with a reputable overnight air courier service; or (c) three (3) business days after
being deposited with the United States Postal Service, for delivery by certified or
registered mail, postage pre-paid and return receipt requested. All notices and
other communications regarding default or termination of this Agreement shall be
delivered by hand or sent by certified mail, postage pre-paid and return receipt
requested. Either party may from time to time change the notice address set forth
below by delivering notice to the other party in accordance with this section setting
forth the new address and the date on which it will become effective.
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If to IIT:
IIT, Inc.
3.3 N• i-krselI
r�esa , /-. 95203
Attention: Joys 1716PkIlis
Phone: Slob-359-38z5
Fax: Ygo- 4Z.s -5g5�
If to the City:
City of Fort Worth, Public Health Department
1800 University Drive
Fort Worth, TX 76109
Attention:
Phone:
Fax:
31.0 Construction
The paragraph and section headings used in this Agreement or in any exhibit
hereto are for convenience and ease of reference only, and do not define, limit,
augment, or describe the scope, content or intent of this Agreement. Any term
referencing time, days or period for performance shall be deemed calendar days
and not business days, unless otherwise expressly provided herein.
32.0 Right to Audit.
IIT agrees that the City shall, until the expiration of three (3) years after final
payment under this Agreement, have access to and the right to examine any
directly pertinent books, documents, papers and records of IIT involving
transactions relating to this Agreement. IIT agrees that the City shall have access
during normal working hours to all necessary IIT facilities and shall be provided
adequate and appropriate workspace in order to conduct audits in compliance with
the provisions of this section. The City shall give IIT reasonable advance notice of
intended audits.
IIT further agrees to include in all its subcontractor agreements hereunder a
provision to the effect that the subcontractor agrees that the City shall, until the
expiration of three (3) years after final payment under the subcontract, have
access to and the right to examine any directly pertinent books, documents,
papers and records of such subcontractor involving transactions to the
subcontract, and further that City shall have access during normal working hours
to all subcontractor facilities and shall be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this
Page 15 of 20
IIT Agreement for Development,
Implementation and Maintenance of
CSMIS CRL 08.05.05v2
paragraph. City shall give subcontractor reasonable advance notice of intended
audits.
33.0 Counterparts
This Agreement may be signed in two or more counterparts, each of which shall
constitute an original, and all of which together shall constitute one and the same
document.
EXECUTED on this, the C" day of , 2005.
INTERACTION INFORMATION CITY OF FORT RTH
TECHNOLOGY, INC.
BY:
o�►n L: Kn Joe P iVity'��ager
TITLE:� ,,� C��.: � Y Assistant
Witness: Approved as form and legality
Name: Kajbr,I InL Assista City Attorn y
Attest:
Marty Hendrix
City Secretary t
Cont ct uthorization
— LL�AILL
Date
Page 16 of 20
IIT Agreement for Development,
Implementation and Maintenance of
CSMIS CRL 08.05.05v2
Exhibit 1- RFP
Page 17 of 20
IIT Agreement for Development,
Implementation and Maintenance of
CSMIS CRL 08.05.05v2
,ed
Exhibit 3- Project Plan
Page 19 of 20
IIT Agreement for Development,
Implementation and Maintenance of
CSMIS CRL 08.05.05v2
CITY OF FORT WORTH
PURCHASING DIVISION
Request For Proposal
For
Community Solutions Management Information Systems
Reference RFP No.05-0106
PROPOSAL SUBMISSION DEADLINE:
******* THURSDAY,MAY 5,2005 AT 1:30PM CENTRAL STANDARD TIME *******
NO LATE PROPOSALS WILL BE ACCEPTED
CITY OF FORT WORTH PURCHASING DIVISION CITY OF FORT WORTH PURCHASING DIVISION
LOWER LEVEL PURCHASING DIVISION
1000 THROCKMORTON STREET 1000 THROCKMORTON
FORT WORTH,TEXAS 76102 FORT WORTH,TEXAS 76102
FOR ADDITIONAL INFORMATION CONCERNING THIS
RFP PLEASE CONTACT:
NAME AND ADDRESS OF COMPANY
ROBERT COMBS SUBMITTING PROPOSAL:
PURCHASING MANAGER
E-MAIL : ROBERT.COMBS@FORTWORTHGOV.ORG
*********************************************
Contact Person:
Phone: ( ) Fax: ( )
Signature:
Printed Name:
E:Mail: -
SUPPLEMENTAL INSTRUCTIONS TO BIDDERS—ELECTRONIC PURCHASING
TRANSACTIONS
1. It is a best value award consideration of the attached Invitation to Bid that the
recommended vendor is or will become established as a Level 2 credit card
merchant with a bank that is a credit card processor. The monetary savings of
awarding this contract to a Level 2 credit card merchant will be considered when
evaluating this bid.See "Instructions to Bidders"attached to this Invitation to
Bid for a complete explanation of"best value".
2. Operation:
A. This bid will result in an annual agreement, also referred to as a"blanket
purchase order". This type of purchase order is set up with the awarded
vendor, and releases (individual purchases) are made against the purchase
order on an as needed basis.
B. Upon award by the City Council,the Financial Systems Division and
Purchasing Division will provide the awarded vendor with an account
number recognized by the City,the vendor,the merchant bank and any
and all City operating departments.Each time a release against the
purchase order is placed by the operating department(s), the vendor will
establish authenticity of the user by verifying the user's name, department
number and employee identification number via a list provided by the
City. The City will not honor any purchases made by users not so verified.
It is solely the responsibility of the vendor to ensure verification of each
purchase.
C. Vendors will be paid electronically within 24 hours of purchase
confirmation Monday through Friday, except in the case where a City
holiday(see attached holiday schedule) falls the day following a purchase.
Purchases made on Friday will be paid the following Monday.
D. Disputed Purchases: any purchase that falls under dispute shall be cause to
suspend payment to the vendor until the dispute is resolved. If the dispute
cannot be resolved by mutual agreement of the parties (City and vendor),
the vendor agrees that all dispute resolution shall occur in Tarrant County,
Texas (see Standard Terms and Conditions elsewhere in this bid
document).
E. The vendor agrees to provide open access to information regarding City
purchases upon request of the City. The Financial Systems Administration
Division manager,the Purchasing Division Manager or their designated
representatives shall authorize such requests.
3. Renewal: the terms of the award may include options to renew at original terms if
both parties agree.The vendor agrees upon renewal to maintain Level 2 merchant
status with the vendor's merchant bank throughout the term of renewal. Lapse of
Level 2 merchant status shall be cause for the City to rescind the award.
4. Account Number: only the vendor,the merchant bank and the Financial Systems
and Purchasing Divisions, will know the account number(s) assigned to the
vendor. This assures no unauthorized employee or other unauthorized individual
may make an unauthorized purchase under normal conditions.No employee of
the City will ask the account number of the vendor at any time. The vendor will
under no circumstances inform any City employee of the account number at any
time.
5. The evaluated factors will be as stated in the "Standard Terms and Conditions"
attached to this Invitation to Bid. The factors"long term cost of ownership"and
"price"will be considered in this manner: The City will estimate the number of
annual releases against the resultant annual agreement. Using the current known
cost of the traditional"release, invoice and check cycle" (RIC),the City will
compare the potential savings offered by a Level 2 credit card vendor versus the
costs of a vendor who does not accept credit card payments. The savings based on
projected annual costs will be subtracted from the Level 2 merchant's bid price
and a final price and long-term cost of ownership determination made in the bid
evaluation process.
6. Agreement:
(Company name)affirms that
(company name) is presently or will
become a level 2 credit card merchant within 7(seven)working days of the award of
this agreement.
Authorized signature Date
Electronic payment—annual agreements
Request for Proposal (RFP)
For
Community Solutions
Management Information System
Reference RFP No. 05-0106
Date Issued: Wednesday, April 6, 2005
Date Due: Thursday, May 5, 2005
Time Due: 1:30 PM Central Daylight Time
RFP Contact: Mr. Robert Combs
Purchasing Division Manager
Finance Department, Purchasing Division
City of Fort Worth
1000 Throckmorton Street
Fort Worth, Texas 76102
COMMUNITY
SOLUTIONS
TABLE OF CONTENTS
1 INTRODUCTION TO SOLICITATION..................................................................................................3
1.1 OVERVIEW OF COMMUNITY SOLUTIONS.............................................................................................3
1.2 DESCRIPTION OF NEED.........................................................................................................................3
1.3 STATEMENTS OF INTENT......................................................................................................................5
2 INSTRUCTIONS TO PROPOSERS.....................................................................................................6
2.1 INVITATION TO RESPOND.....................................................................................................................6
2.2 SUBMISSION OF PROPOSALS.................................................................................................................7
2.3 RECEIPT OF PROPOSALS.......................................................................................................................7
2.4 PERIOD OF VALIDITY............................................................................................................................8
2.5 RESOLUTION OF QUESTIONS................................................................................................................8
3 PROCESS OF SELECTION..................................................................................................................9
3.1 TIMETABLE OF EVENTS........................................................................................................................9
3.2 OPENING OF PROPOSALS......................................................................................................................9
3.3 ASSESSMENT OF PROPOSALS..............................................................................................................10
3.4 SELECTION OF PROPOSER..................................................................................................................10
4 REQUIREMENTS FOR PROPOSAL.................................................................................................12
4.1 GENERAL INSTRUCTIONS...................................................................................................................12
4.2 FORMAT OF PROPOSAL BODY............................................................................................................12
4.3 FORMAT OF PROPOSAL SUPPLEMENT................................................................................................13
4.4 CONTENTS OF PROPOSAL...................................................................................................................13
4.5 EXCEPTIONS TO SPECIFICATIONS......................................................................................................19
5 EVALUATION AND SELECTION.......................................................................................................20
5.1 CITY APPROACH.................................................................................................................................20
5.2 CITY SELECTION COMMITTEE...........................................................................................................20
5.3 CRITERIA FOR EVALUATION..............................................................................................................20
6 GENERAL PROVISIONS.....................................................................................................................21
6.1 ISSUANCE OF CLARIFICATIONS AND ADDENDA.................................................................................21
6.2 RIGHT TO NEGOTIATE........................................................................................................................21
6.3 TAX EXEMPTION.................................................................................................................................21
6.4 PROOF OF INSURANCE........................................................................................................................21
7 TERMS AND CONDITIONS................................................................................................................22
7.1 CONTRACT NEGOTIATIONS................................................................................................................22
7.2 ASSIGNMENT.......................................................................................................................................22
7.3 CONTRACT TERMS..............................................................................................................................22
8 ESTIMATION OF PRICE......................................................................................................................23
8.1 PURPOSE OF ESTIMATE......................................................................................................................23
8.2 FEES FOR SOFTWARE LICENSES.........................................................................................................23
8.3 FEES FOR ANNUAL MAINTENANCE....................................................................................................23
8.4 FEES FOR INSTALLATION SERVICES...................................................................................................24
8.5 FEES FOR ADDITIONAL SERVICES......................................................................................................24
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 'l1e>> 1 : 'v� k'J
?� �'IKL
I �ZL�
I INTRODUCTION TO SOLICITATION
1.1 Overview of Community Solutions
1.1.1 Children's Voices, Family Choices, Community Solutions: Building Blocks for
Healthy Families (Community Solutions) is an initiative that is working to create an
accessible, culturally competent and seamless, consumer driven system of care for
families impacted by severe emotional disturbance in Fort Worth. The City of Fort
Worth Public Health Department acts as the lead agency, partnering with the Fort
Worth Independent School District (FWISD) and the member agencies and
individuals of the Mental Health Connection of Tarrant County.
1.2 Description of Need
1.2.1 Community mental health providers have received training and have worked to
implement the philosophy of Community Solutions to provide accessible, culturally
competent and seamless, child and family driven services. Each family served
within the Community Solutions network has a dedicated case worker who insures
that all services are integrated and consumers who enter an agency do not have to
start from scratch when receiving services. However, this is limited to a small
number of consumers who have these caseworkers. In order to make seamless
services possible for all consumers an integrated client database that is shared
across agencies needs to be built.
1.2.2 The main objective of the Community Solutions Management Information System
(henceforth called CSMIS)would be to capture and share the following information:
• All intake information of consumers: once a consumer does one intake in
which information is given, only confirmation or updates will have to be
given in the future
• All service plans for consumers will be available to all agencies
• All services received by the consumer will be reflected in the database
• All referrals the consumer receives will be reflected in the database
• Benefit acquisition will be possible (billing insurance/Medicaid)
1.2.3 Five agencies will be a part of this database. These agencies are listed as follows
with the number of consumers they serve over the course of a year that would
need to be housed in the database. There is a great amount of turnover in the
consumers so this is just a snapshot of how many consumers the agencies serve
over a one-year period. The database would need to have the capability to grow
with the number of new consumers introduced each year.
Agency Number of Consumers
All Church Home for Children 400
Catholic Charities 12,000
Lena Poe Home for Children 14,000
Mental Health Mental Retardation of Tarrant County 20,000
The Parenting Center 6,200
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 3
1.2.4 Three additional agencies will have "look-in" access to the database. These
agencies will be able to access consumer information, but would not be directly
linked. They would not be able to exchange information with the database. These
agencies are: Tarrant County Juvenile Services, Fort Worth Independent School
District, and the City of Fort Worth Public Health Department's Community
Solutions Division.
1.2.5 Agencies may utilize the CSMIS in the following ways:
• An agency could fully convert their database to CSMIS
• An agency could keep their own database and not convert at all. The agency
would allow access to their database in order to convert their files into CSMIS.
• An agency could partially convert some of their database functions to ours and
keep some the same.
1.2.6 The most essential need is that consumer data will be shared in a way that is easy
for the end user and useful to the consumer in order to facilitate continuity of care.
1.2.7 The CSMIS will be capable of expanding to accommodate the consumer
information of all service providers in Tarrant County.
1.2.8 The CSMIS will be a web-based system so agencies have the ability to share
information.
1.2.9 The CSMIS must be compliant with HIPAA, CFR-42 and any other applicable
privacy laws
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 4
1.3 Statements of Intent
1.3.1 The City intends to acquire a mental health services consumer management
information system for use by community mental health providers. The CSMIS will
allow agencies to share consumer information and lessen the burden on
consumers filling out duplicate forms from agency to agency and allows for smooth
continuity of care.
1.3.2 It is the intent of the City to enter into a contract with the selected Proposer for the
acquisition of the CSMIS and related installation services.
1.3.3 The CSMIS requirements set forth in this RFP are intended to provide the City with
system software, subsequent years of maintenance support (not to exceed 3
years), user documentation, technical and general user training, and other services
deemed necessary to fulfill the CSMIS installation requirements.
1.3.4 It is the intent of the City to provide accurate information. However, neither the City
nor any of its officers, agents, consultants, or employees shall be responsible for
the accuracy of any information provided as part of this RFP. All Proposers are
encouraged to verify independently the accuracy of any information provided. The
use of this information in the preparation of a response to the RFP is at the sole
risk of Proposer.
1.3.5 Be advised that references to "City of Fort Worth" and the "City" shall be used
interchangeably in this RFP as well as "Community Solutions Management
Information System"and "CSMIS".
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 5
2 INSTRUCTIONS TO PROPOSERS
2.1 Invitation to Respond
2.1.1 The City is requesting proposals for an exclusive provider of the Community
Solutions Management Information System for use by Community Solutions
employees, mental health providers and other member agencies of the Mental
Health Connection. The City will acquire software, maintenance, system
documentation, and installation services to meet the requirements set forth in this
RFP for a period of 3 years.
2.1.2 Proposers must demonstrate capability and experience in successfully providing
consumer information management systems to service providers and/or state and
local government agencies and/or other entities that track and share consumer
information.
2.1.3 All responses received within the specified time period that comply with the terms
set forth in this RFP will be considered by the City. Subsequently, each response
will be evaluated against conformance to requirements and ranked based on
established evaluation and selection criteria. Proposals must be in compliance
with this RFP. Failure to comply with all provisions of the RFP may result in
disqualification at the sole discretion of the City.
2.1.4 The City will not be liable in any way for any costs incurred by any Proposer in the
preparation of proposal in response to this RFP, nor for the submittal or
presentation of proposals, and subsequent participation in interviews, discussions,
or negotiations related to the response.
2.1.5 The City reserves the right to withdraw this RFP at any time, for any reason, and to
issue such clarifications, modifications, and/or amendments, as the City may deem
necessary and appropriate.
2.1.6 Receipt of a proposal by the City or a submission of a proposal to the City confers
no rights upon the Proposer nor obligates the City in any way.
2.1.7 The City reserves the right to waive minor irregularities in proposals, provided that
such action is in the best interest of the City. Any such waiver shall not modify or
waive any remaining RFP requirements or excuse the Proposer from full
compliance with the RFP specifications and other requirements if the Proposer is
selected for contract award.
2.1.8 The City reserves the right to accept or reject in whole or in part any or all
proposals submitted. The City may reject the proposal of any Proposer that is
determined to be non-responsive.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 6
2.2 Submission of Proposals
2.2.1 Respondents to this RFP shall submit to the City one (1) original and five (5)
reproducible hard copies of all proposal documents in a single sealed package
clearly marked Community Solutions Management Information System,
Reference RFP No. 05-0106. Proposer's name, company, and business address
should be marked on the outside of the envelope. The original proposal must be
clearly marked "Original". Facsimile transmittals, digital file attachments and/or
electronic mail, or offers communicated by telephone will not be accepted or
considered.
2.2.2 Mailed proposals shall be sent to:
City of Fort Worth, Purchasing Division
Attn: Mr. Robert Combs, Purchasing Division Manager
1000 Throckmorton Street
Fort Worth, TX 76102
2.2.3 Proposals may also be delivered in person to:
City of Fort Worth Purchasing Office
(City Hall—Southwest corner of the Lower Level)
1000 Throckmorton Street
Fort Worth, TX 76102
2.3 Receipt of Proposals
2.3.1 Proposals must be received in the City Purchasing Office no later than 1:30 PM
Central Daylight Time on Thursday, May 5, 2005. It is the responsibility of the
Proposer to ensure proposals are received by the City prior to the deadline. The
Proposer is responsible for the cost and means of preparing and delivering
proposal documents to the stated City locations on time.
2.3.2 Delays due to any instrumentality used to transmit the proposal including delays
caused by the Proposer or the City's internal mailing system will be the
responsibility of the Proposer. Sufficient time should be allowed for official receipt.
Late proposals will not be considered under any circumstances.
2.3.3 The City shall accept all proposals that are submitted properly. However, the City
reserves the right to request clarifications or corrections to proposals after official
receipt.
2.3.4 All proposals submitted must be the original work product of the Proposer.
Copying, paraphrasing or other use of substantial portions of the work product of
another Proposer is not permitted. Failure to adhere to this instruction may result
in the rejection of the proposal.
2.3.5 All responses, proposals, and accompanying materials, except noted proprietary
property of the Proposer, shall become the property of the City.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 7
2.4 Period of Validity
2.4.1 All proposals submitted to the City must include a statement establishing a Period
of Validity for one hundred and eighty (180) calendar days subsequent to the
RFP closing date.
2.4.2 Failure of the Proposer to include a statement of validity for its proposal that meets
the period set forth by the City may result in rejection of proposal.
2.5 Resolution of Questions
2.5.1 There will be no pre-submittal conference conducted for this solicitation.
Responders are encouraged to thoroughly review all requirements and instructions
set forth in this RFP and use the question submittal method described in section
2.5.3 for any clarifications. If assumptions are made about the meaning or
accuracy of any part of this solicitation, Proposer must state such in its proposal.
2.5.2 If the Proposer does not ask questions or state any assumptions, the Proposer will
be deemed to agree with and understand the requirements and that the proposal's
offering will meet those needs at the prices quoted.
2.5.3 Questions regarding the required procedure for the submittal of proposals content
of the RFP, or clarifications shall be submitted in writing, by email, or fax to Mr.
Robert Combs at 817-392-8440 (fax line)or robert.combs(@fortworth.gov.org. Please
note Community Solutions Management Information System, Reference RFP
No. 05-0106 on all correspondence with the City.
2.5.4 If the City, at its sole discretion, determines that a written response is required,
responses to questions will be in writing and will be provided to all known
Proposers. Questions must be submitted to the City seven (7) business days
prior to the RFP closing date in order to ensure a timely response. Any
information received from the City by means other than official written responses
published by the City Purchasing Division shall not be deemed valid for purposes
of this RFP. Oral communications shall not be binding upon the City.
2.5.5 The Proposer will not be allowed to take advantage of any errors or omissions in
this RFP. The Proposer is responsible for requesting any clarification of any
perceived ambiguity, conflict, discrepancy, omission or other error in the RFP prior
to submitting the proposal or it shall be waived. If a Proposer discovers any
ambiguity, conflict, discrepancy, omission or other error in the RFP document, it
shall immediately notify the City Purchasing Division of such errors in writing and
request modification or clarification of the document.
2.5.6 The City may make modifications to the RFP, as required, and if made, will issue a
written revision and will give written notice to all parties who have received this
RFP from the City.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS 2
Page 8l�f�'�,)
3 PROCESS OF SELECTION
3.1 Timetable of Events
3.1.1 The following projected timetable should be used as a working guide for planning
purposes. Contract negotiations with the selected CSMIS provider will begin upon
approval by the Fort Worth City Council. The City reserves the right to adjust the
timetable as required during the course of the RFP process.
3.1.2 The projected timetable is as follows:
• March 30, 2005: Advertise and issue CSMIS RFP
■ April 19, 2005: Period for questions and clarification submittal ends
■ April 22, 2005: Addendum published to Proposers by City
■ May 5, 2005: Proposal responses due at 1:30 PM (CDT)
■ May 4, 2005: City to determine shortlist of Proposers
■ May 4 2005: Shortlist Proposers notified for presentations
■ May 10, 2005: Presentations to City by shortlist Proposers begins
■ May 11 2005: Presentations to City by shortlist Proposers ends
■ May 12, 2005: Preferred Proposer determined by City Selection Committee
■ May 13, 2005: Notification to selected Proposer
■ May 17, 2005: Proposals submitted to City Council for approval
■ May 18, 2005: Contract negotiations with selected Proposer begin
■ June 13, 2005: Work on CSMIS begins
3.2 Opening of Proposals
3.2.1 Proposals shall be opened so as to avoid disclosure of contents to competing
Proposers and kept confidential during the process of negotiation. The name of
the Proposer shall be read aloud during the opening of proposal, but proposals will
not be publicly read.
3.2.2 It is the Proposer's responsibility to clearly mark and identify all portions of the
proposal that, in the Proposer's opinion, contain trade secrets, confidential
information, and other proprietary information. This identification will be done by
individually marking each page with the words "Proprietary Information". Trade
secrets and confidential information contained in the proposals shall not be open
for public inspection at any time.
3.2.3 The confidentiality of proposals will be protected by the City to the extent permitted
by law. After award of a contract, all proposals become a matter of public record
under Chapter 552 of the Texas Government Code, and upon request, shall be
open for public inspection, with the exception of those portions of each proposal
which are clearly marked as proprietary.
3.2.4 In the event a request for proprietary information is made, the City will notify the
Proposer, who may then request an opinion from the Attorney General of the state
of Texas pursuant to Section 552.305 of the Texas Government Code. A
determination as to whether certain information may be withheld from public
disclosure shall be made by the Office of the Attorney General, not by the City.
The City shall in no way be liable or responsible for the disclosure of any such
records or portions of a proposal not clearly marked as proprietary, or if disclosure
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 9
is required by Chapter 552 or other applicable law or judicial order.
3.3 Assessment of Proposals
3.3.1 A City Selection Committee will review the proposals submitted by all Proposers.
The City will determine which proposals are qualified for inclusion in a shortlist of
Proposers based on conformance to requirements, fixed price estimate, and other
selection and evaluation criteria. The City will examine proposals to eliminate
those that are clearly non-responsive to the stated requirements. Proposers
should thoroughly review Section 4 of this RFP.
3.3.2 The City may, at any time, investigate a Proposer's ability to perform the work.
The City may ask for additional information about a company and its work on
previous contracts. Proposers may choose not to submit information in response
to the City's requests; however, if failure to submit such information does not clarify
the City's questions concerning the ability to perform, the City reserves the right to
discontinue further consideration of a particular proposal.
3.3.3 The City may use sources of information not supplied by the Proposer concerning
the abilities to perform this work. Such sources may include current or past
customers of the proposing company, current or past clients, analysis from
information technology evaluation firms, and related publications made available to
the City.
3.3.4 The detailed evaluation that follows the initial examination will result in a shortlist of
finalists. The City will evaluate presentations by the Proposers in the shortlist to
determine the final Proposer with whom the prime contractor will enter into contract
negotiations for the purpose of obtaining best and final offers.
3.3.5 The City Selection Committee will determine the field of shortlist Proposers based
on the number of qualified, responsive proposals received. The City does not have
a predetermined fixed number for the shortlist.
3.4 Selection of Proposer
3.4.1 During the proposal submittal, review, and shortlist process, all City contact shall
be limited to Mr. Robert Combs, City of Fort Worth Purchasing Division. No
other contact with City staff, including City Council members or agencies
mentioned in section 1.2.3 and 1.2.4 is permitted. Uninvited or improper contact
with the City by any Proposer, company representative, or agent thereof shall
result in proposal disqualification.
3.4.2 After selection of qualified Proposers, the City may enter into discussions
concerning the CSMIS proposed. These discussions will be on an individual basis
and closed to other Proposers. The selected shortlist of Proposers will be invited
to make a presentation to the City Selection Committee addressing the functional
requirements of the proposed CSMIS. The presentation should not exceed a
period of three (3) hours.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 10
3.4.3 Award selection will not be based solely on price; although it is an important aspect
of the evaluation and selection criteria. The prime contractor, on behalf of the City,
will engage in best and final offer discussions as part of contract negotiations with
the selected Proposer. The fixed price estimate submitted in response to this RFP
should reflect the Proposer's comprehension and understanding of the stated
CSMIS requirements and compensation necessary to deliver.
3.4.4 The City shall provide the release of all public information concerning the project,
including selection announcements and contract awards. Proposers shall not
release information to the public without prior written approval from the City. The
successful Proposer shall not issue any news releases or other statements
pertaining to the award or servicing of the agreement that state or imply the City's
endorsement of the successful Proposer's services without the expressed written
permission from the City.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 11
4 REQUIREMENTS FOR PROPOSAL
4.1 General Instructions
4.1.1 Proposals must be submitted in standard 8.5" by 11" single-sided page format.
Any materials that are larger than this size should be folded to fit into the 8.5" by
11" single-sided page format. Font size should not be smaller than 11 point in
either Arial or Times format using standard margins. Proposals shall not exceed
thirty (30) pages in length. All response materials in excess of the page limit will
not be considered. The page limitation applies only to the content in Format
of Proposal Body as defined in Section 4.2. Excluded from the page limitation
are appendices, as defined in Section 4.3, and binding materials such as, covers,
tabs, and dividers; tabs and dividers must not contain response materials.
4.1.2 Additional supplemental materials provided by the Proposer, as instructed by the
City or included to support the response must be assembled in the Format of
Proposal Supplement appendices as defined in Section 4.3. The City discourages
the inclusion of general marketing materials unless they are used to provide
specific, relevant information.
4.1.3 All proposals should be submitted by the Proposer and organized in the order
shown in Sections 4.2 and 4.3. The content of the proposal must be clearly
labeled, with pages numbered, and separated by tabs. Failure by a Proposer to
include all required content may result in the rejection of the proposal.
4.1.4 The City reserves the right to request additional information from Proposers during
the proposal review and shortlist determination process.
4.2 Format of Proposal Body
4.2.1 The content of the Proposal Body, as detailed in Section 4.4, should include and
be ordered and organized in the following Format:
■ Cover Letter, not to exceed one (1) page, including the Statement of Validity
■ Executive Summary, not to exceed two (2) pages
■ Chapter 1 —Company Background, responses to business organization and
company questions, not to exceed two (2) pages
■ Chapter 2—CSMIS Requirements, responses to functional and technical
requirements
■ Chapter 3—Discovery, responses to methodology Proposer will use to ensure
the most applicable MIS to the 5 agencies involved
■ Chapter 4—Development and Installation of the CSMIS, responses to other
services related to development, installation, training, and documentation
questions
• Chapter 5—Privacy and Security, responses to how contractor will make
CSMIS meet privacy laws and maintain security
■ Chapter 6 -CSMIS Maintenance, responses to new releases, maintenance
and support levels, enhancements, and upgrade questions
■ Chapter 7—Project References, references and contacts for recent
installation projects
■ Chapter 8—Proposer Personnel, responses to personnel and staff expertise
• Chapter 9—CSMIS Pricing, responses to pricing and cost structures and
City of Fort Worth Reference RFP No.05-0106
Purchasing Division Community Solutions MIS
Page 12
breakdowns, not to exceed one (1) page
4.3 Format of Proposal Supplement
4.3.1 The content of the Proposal Supplement should include, unless noted as
"Optional", and be organized as follows:
• Appendix A, sample software license agreements, maintenance agreements,
and general terms and conditions of ownership
■ Appendix B, published company background materials and executive
biographies,
• Appendix C, examples, screen shots, architecture models, process charts, and
sample reports and/or dashboards
■ Appendix D, information only responses as requested by the City
■ Appendix E, resumes of key company personnel
■ Appendix F, proof of insurance as required by the City; refer to Section 7.8
■ Appendix G, relevant product white papers, case studies, and other published
materials such as brochures and product literature (Optional)
4.3.2 The Proposer shall include references in Chapter 2 of the proposal to all
supplemental materials inserted in Appendix C for clarification purposes.
Examples, samples, and other materials inserted in Appendix C should include a
numerical identifier with a brief description of the item being depicted or attached.
4.4 Contents of Proposal
4.4.1 Cover Letter. Submit a Cover Letter on company letterhead closing with the
signature of a company official who is authorized to bind on the Proposer's
organization. The authorized official must certify that all information in the proposal
is true, accurate, and complete. The letter must also include a Statement of
Validity, as defined in Section 2.4. In addition, the letter must indicate that the
Proposer's company agrees to be bound by the proposal included in the original
proposal submission without modification. If the proposal represents offerings to
be made by different firms or organizations, the City will do business only with the
Proposer and will require the Proposer's organization to assume responsibility for
the total project. Do not include any pricing in the Cover Letter.
4.4.2 Executive Summary. Each proposal must contain an Executive Summary that
contains a brief description of the major contents of the proposal. The summary
must include a description of the CSMIS and installation services proposed,
covering the main features and benefits that distinguish it, in non-technical terms.
The Executive Summary must be able to function as a stand-alone document,
which effectively and succinctly summarizes the Proposer's entire proposal. Do
not include any pricing in the Executive Summary.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 13
4.4.3 Chapter 1 —Company Background. Provide a brief description and history of the
firm including current size, client base, and financial stability. Please note the
Proposer's company background provided must apply to the company that is
seeking the contract award, not Proposer's parent company, subsidiary, supplier,
or agent. Published material describing the company can also be included in
Appendix B.
Company Background response should include the following content:
• A brief description of the company, location of corporate headquarters, and
executive management staff
■ Brief company history noting State and date of Incorporation, if applicable, and
Federal tax id number
■ Length of time in business and length of time providing types of software
products and services outlined in the proposal
■ Current size of company in terms of sales, revenue, employees, and clients
• Size of company operations in the greater Fort Worth - Dallas metro area,
specifically noting operations within the City of Fort Worth
■ General qualifications of the company to respond to this RFP
• List of any subcontractors or partners anticipated to be used to deliver the
project.
• Amount of resources, human and/or financial capital, reinvested annually in
system development, functionality enhancement, and technology upgrades
■ Description of the company's involvement, if any, with setting of standards or
defining market leadership in areas relevant to this proposal
• A named contact including telephone number, fax, and email address for all
communication regarding this RFP
4.4.4 Chapter 2 — CSMIS Requirements. Provide a description of the CSMIS being
proposed. A description of the proposed CSMIS must be provided in such a way
that the City Selection Committee can gain an understanding of the capabilities of
the system. Description should include whether the CSMIS would be custom built
or a previously developed solution. If it is a previously developed solution,
describe in detail how it would be customizable to meet every need without
hindering performance or usability.
Proposers should include all relevant MIS examples, screen shots, sample reports,
system architecture diagrams, user interfaces, and other materials required to
describe the CSMIS in Appendix C, with appropriate reference identification in
accordance with Section 4.3.2.
Other CSMIS supplemental materials that are relevant but not directly related to
illustrating a response in this chapter of the proposal should be attached in
Appendix G. This would include materials such as white papers, case studies,
brochures, and technology ranking reports
Following is a list of requirements for the CSMIS. Please describe in detail how
the requirements will be achieved. All requirements must be met by the Proposer
unless the Proposer offers an alternative solution. This alternative solution must
be justified by cost savings and/or by improved performance.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
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CSMIS Requirements responses should address the following requirements:
■ CSMIS will enable the 5 agencies listed in section1.2.3 to store all necessary
information of their consumers on the database; this may include basic
demographic information, names of family members, income, social security
numbers, insurance, services provided with dates, case notes, contact log,
mental health history and others. This list is not meant to be complete. Many
other pieces of information will need to be collected.
■ Data on family members will need to be linked so that information pulled up on
a consumer also enables access to family member information as listed above.
■ CSMIS will enable the 5 agencies to share all the above data.
■ CSMIS will enable agencies that already have an internal MIS to just link to the
CSMIS. The information will populate their database in common fields. Thus,
end users in these agencies will only interface with their own MIS.
■ Those agencies which do not have an MIS will be able to use CSMIS as a fully
functioning MIS for their consumers.
■ CSMIS will be updated with new client information at least nightly.
■ The three agencies listed in section 1.2.4 will be able to access information on
a consumer (with consumer consent). These agencies will only access the
information,they will not share or input new information at this time.
■ CSMIS will be easily expandable to include more service providers beyond the
5 listed agencies in the future.
4.4.5 Chapter 3 — Discovery. A key component of the CSMIS project will be ensuring
that when built, it will function exceptionally and meet the needs of the agencies
involved. A period of discovery is required. The Proposer will describe the
methodology it will use to determine the following:
■ Whether an agency will use the CSMIS as their own MIS or if they already
have their own MIS and will be just linking to the CSMIS to share information
■ If an agency has their own MIS, how it will link to the CSMIS
■ The technological capabilities of each agency: especially connectivity. Since
the CSMIS will be web-based, what kind of internet capability does each
agency have
■ The data needs of each agency: if they have an MIS what information it tracks;
if the agency does not have an MIS what information would they need it to hold
■ Knowledge of staff — does the IT staff at the agency have the level of skills
necessary to help with basic maintenance in the future
■ Any other information needed to build the CSMIS.
4.4.6 Chapter 4 — Development and Installation of the CSMIS. Developing and
installing the CSMIS will be the primary responsibility of the successful Proposer.
The Proposer will provide a description of this procedure, clearly noting finish date
if begun June 20 2005. The Proposer will furnish documentation, materials, and
training to the IT staff at all participating agencies for ongoing system
administration and future installations.
Development and Installation of the CSMIS response should include the
following content:
■ A description of how the CSMIS will be developed and installed
■ Software delivery media and set-up methods associated with the CSMIS
■ Factory testing, system health check testing, and base level performance
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 15
tuning to be provided, and how issues or defects are remedied
■ Typical Proposer project team structure, roles and responsibilities on the
CSMIS project
■ Typical local resources required to work with the successful Proposer
• Quality assurance and quality control (QA/QC) methodology and reporting
■ Typical number and skill sets of client resources needed to work with the
Proposer
■ Technical support training, documentation, and knowledge transfer/turnover
provided to the IT staff of the various agencies
■ Types of training and amount of in class-days of training provided with the
CSMIS; include levels of training options available beyond standard training
normally included, if applicable
■ Number of copies of the user manuals provided as part of the CSMIS; also
note other media available for manuals and materials other than hardcopy
■ Terms of CSMIS acceptance and City sign-off procedures
■ Provide specifications for housing of any associated hardware including
servers, etc.
■ Provide specifications for hosting of the web-based CSMIS.
Schedule. Estimate the number of days required to complete the CSMIS. Include
the number of resources to be provided by the Proposer and the City in a
schedule, noting major activities and milestones that resemble what might be
executed for the City. Include the schedule in Chapter 4 — Development and
Installation of the CSMIS response under a separate heading of Schedule.
4.4.7 Chapter 5— Privacy and Security. Due to the highly sensitive health information
that will be shared between agencies with the CSMIS, describe how the Proposer
will meet the following requirements for privacy and security.
Privacy.
■ All privacy laws must be rigorously upheld including HIPAA, CFR-42 and any
other applicable laws.
■ Document how this will be achieved: How releases to share information will be
obtained from consumer, how this release will be relayed between agencies,
will release have a delay or will it be immediate.
■ Give a case example of how an agency gains access to a consumers
information from the moment that person first engages.
Security
■ A completely independent company will be contracted by the Proposer to
conduct periodic and aggressive security checks on the CSMIS. One of these
checks will be before CSMIS goes live.
■ The Proposer will share the findings with the City contractor and address any
issues.
■ Please include qualifications of the security company in Appendix E
4.4.8 Chapter 6 — CSMIS Maintenance. Provide a description of the CSMIS
maintenance lifecycle and overall enhancement, release upgrades, patch/fix, levels
of support services, and general company philosophy regarding maintenance
practices. The response will include other aspects such as warranty periods,
guarantee, and software ownership as a result of company buy-out or termination
City of Fort Worth Reference RFP No.05-0106
Purchasing Division Community Solutions MIS
Page 16
of CSMIS support. This should include the ease or difficulty of having an
independent contractor outside of the Proposer to maintain or complete work in
case of termination. A sample software license agreement and maintenance
contract should be included in Appendix A.
CSMIS Maintenance response should include the following content:
■ Levels of support policies available, services included, and recommended level
for the City based on previous experience
• Approaches to maintenance available such as turnkey, client maintained with
patch/fix, release support, remote administration, etc.
■ Services provided under the software maintenance agreement or software
license agreement and include a maintenance contract in Appendix A
■ Warranty periods, any guarantees, and define at what point during the
installation when the first year maintenance period officially begins and/or when
the warranty period terminates
■ Software licensing profiles/tiers and relationship to types of maintenance
agreements available and being proposed to the City
■ CSMIS patch/fix and client notification process and how it is covered in the
maintenance plan
■ The number of release or versions supported at any point in time and the usual
length of time before the oldest version is no longer supported
■ The CSMIS "product lifecycle" in terms of average number of minor/point
releases per year, major/version upgrade cycle and what support is included in
the basic provisions of the annual software maintenance agreement; if solution
is not a managed product, describe how the City will receive upgrades and how
the system will be maintained over a period of time
■ User group forums, conferences, or web-based discussion rooms, as part of
maintenance support, used to discuss product evolution, industry needs, input
for enhancements, and preview of upcoming versions or major releases;
number of seats or attendees included with the maintenance agreement
■ Provisions in the software license or maintenance agreement for escrow of
source code, buy backs, etc. in the event of company takeover/acquisition,
termination of business, or discontinuance of the CSMIS
■ CSMIS licensing policy and attach a sample software license agreement and
general terms and conditions of ownership in Appendix A
■ Access to on-line web and/or call center technical support services and access
availability (e.g. 24x7x365) within the basic provisions of the software
maintenance agreement and optional support service available
• Classification of problems, priorities, response and resolution timeframes, and
the issue escalation procedure
4.4.9 Chapter 7 — Project References. Discuss the Proposer's prior and relevant
experience in providing the proposed MIS (or similar) to other organizations,
particularly other entities with objectives and multi-agency make-up comparable to
the City's CSMIS project. Proposer will provide references and descriptions of MIS
projects similar in scope to CSMIS.
Project References response should include the following content:
■ Number of MIS projects similar to the CSMIS completed over the past five (5)
years, outcomes of the projects, and sense of overall client satisfaction
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 17
■ List not less than three (3) nor more than five (5) recent installations where a
similar MIS is in production-mode operation noting scope, schedule, and
budget outcomes of the installation project
■ References for the above listed recent installations must include:
- Name of Client
- Type of Business
- Business Address
- Client Contact—Name and Title
- Telephone Number
- Email Address
■ Proposer's Project Manager, Project Title, and date of project execution for the
listed recent installations
4.4.10 Chapter 8 — Proposer Personnel. Describe the key personnel of the Proposer
who will be engaged with the City and prime contractor, and who will be
responsible for building the CSMIS, both on-site and remote locations. The
Proposer shall name a potential Project Manager and key installation personnel.
Full resumes are not required in this chapter of the proposal; however, they should
be included in Appendix E. Do not include resumes for personnel not in lead or
management roles. Assume a timeframe of June 13 — September 29, 2005 if
possible.
Proposer Personnel response should include the following content:
■ Potential personnel to be involved with the CSMIS project; and company
executive management oversight involved
• Project Manager, resume and similar project experience
• On-site team including technical, training, and testing resources noting titles,
resumes and experience for lead personnel attached in Appendix E; include
qualifications of those persons who will be directly involved with the project
documenting related experience with comparable projects
• Any identified or named Proposer company personnel anticipated to be
involved in administrative support roles such as legal staff, purchasing agents,
quality assurance manager, and Principal-in-Charge
4.4.11 Chapter 9 — CSMIS Pricing. Describe the methods used by the Proposer to
determine prices for CSMIS software licenses, building the system, ongoing
maintenance contracts, and any other associated costs. A description of the
pricing methods and structure must be provided in such a way that the City
Selection Committee can gain a basic understanding of the basis and composition
of pricing response.
CSMIS Pricing and related instructions for Proposers to address are documented
in Section 9. The City is seeking a fixed price estimate to deliver and build the
proposed CSMIS from the Proposer. Proposers shall provide a fixed price
estimate in response to each component or category listed in Section 9 to fulfill the
required contents of this chapter of the proposal. The estimate and supporting
responses shall be formatted into Chapter 9 following the description of the pricing
methods and structure. The responses will include any exceptions, conditions, or
assumptions to the City specifications, if applicable. The Proposer shall not
include nor reference CSMIS pricing either in part or whole, elsewhere other
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 18
than Chapter 9 of the proposal.
The Proposer shall provide the City with a fixed price estimate to deliver the
CSMIS as defined by the Proposer's response to the functional and technical
requirements. The City is aware that each Proposer may offer various pricing
options for the project. However, it is the responsibility of the Proposer to estimate
a fixed price in adherence with the criteria outlined in Section 9, noting and
providing detailed explanation of any variations or exceptions taken.
4.5 Exceptions to Specifications
4.5.1 Although the specifications in the previous sections of this RFP represent the
anticipated needs of the City, there may be instances in which it is in the City's best
interest to permit exceptions to specifications and accept alternatives.
4.5.2 It is extremely important that Proposers make very clear where exception is taken
to the specifications and how alternatives will be provided. Therefore, exceptions,
conditions, or qualifications to the provisions of the City's specifications must be
clearly identified as such, together with the reasons, and inserted in the proposal at
that point. If the Proposer does not make it clear that an exception is taken, the
Proposer will be deemed to meet the specifications as written.
4.5.3 Any exceptions and/or alternatives presented by the Proposer must be included in
the proper chapter of the proposal and conform to the Format of Proposal Body.
Exceptions and/or alternatives will be subject to the page limitation criteria.
Proposers shall not include any exception and/or alternative response
materials in the Proposal Supplement appendices.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 19
5 EVALUATION AND SELECTION
5.1 City Approach
5.1.1 The City will conduct a comprehensive, fair and impartial evaluation of all proposals
received in response to this RFP, in accordance with the instructions to Proposers
and process of selection as defined in this document.
5.1.2 The evaluation and selection process will consist of two (2) phases:
■ Review, assess, and evaluate all submittals from Proposers against the
qualifications and responses to questions and requirements in order to
determine a shortlist of Proposers.
■ Conduct presentations and demonstrations on site in the City with selected
shortlist Proposers in order to determine a finalist to be recommended for
selection and award of contract. The City reserves the right to begin "best and
final'offer negotiations with one or more of the finalists.
5.2 City Selection Committee
5.2.1 A City Selection Committee has been established to provide oversight to the RFP
process, evaluate the proposals, and select a qualified Proposer. The City
Selection Committee will be comprised of City personnel and representatives from
stakeholder agencies listed in section 1.2.3 and 1.2.4.
5.2.2 The City Selection Committee will determine the responsiveness and acceptability
of each proposal; evaluate each proposal in the respective functional, technical,
and pricing areas according to the pre-established criteria described below; and
develop an overall Proposer rating.
5.3 Criteria for Evaluation
5.3.1 Each proposal will be evaluated in the following areas, listed in relative order of
importance and with the percentage weight given to each:
■ Completeness of Proposed CSMIS (55%). The extent to which the proposed
CSMIS meets all of the City functional, technical, and maintenance objectives
and requirements, weighted as follows:
- Functional Requirements (30%)—RFP Section 4.4.4
- Technical Requirements (20%) —RFP Sections 4.4.5—4.4.7
- Maintenance Requirements (05%) —RFP Section 4.4.8
■ Ability to Deliver Proposed System Solution (20%). The size of the
company, years of experience, number of current clients of similar projects,
capabilities of technical resources, value-added installation services, and
delivery track record, weighted as follows:
- Project References (10%)—RFP Section 4.4.9
- Project Personnel (10%)—RFP Section 4.4.10
■ Price of Proposed System Solution (25%). The amount and structure of the
fees quoted to deliver the proposed CSMIS and provide maintenance
RFP Section 4.4.11
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 20 �2 ^,
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6 GENERAL PROVISIONS
6.1 Issuance of Clarifications and Addenda
6.1.1 If the City, in its sole discretion, determines that a clarification is required, such
clarification shall be issued in writing. Interpretations, corrections or changes to the
RFP made in any other manner other than writing are not binding upon the City.
Proposers shall not rely upon such interpretations, corrections or changes.
6.1.2 Oral explanations or instructions given by the City during the proposal phase are
not binding. Proposers shall seek all clarifications in writing.
6.1.3 Any interpretations, corrections or changes to this RFP will be made by written
addendum. Sole issuing authority of addendum shall be vested in the City.
6.1.4 Proposers shall acknowledge receipt of all addenda within the response. The City
will publish addendum on or before April 22, 2005.
6.2 Right to Negotiate
6.2.1 The City reserves the right to negotiate all elements that comprise the successful
Proposer's proposal to ensure that the best possible consideration be afforded to all
concerned.
6.3 Tax Exemption
6.3.1 The City is exempt from Federal Excise and State Sales Tax; therefore, do not
include any State or Federal tax in the proposed price estimate in Chapter 9.
Tax exemption documents will be provided by the City Purchasing Division in order
to take advantage of the sales tax exemption under Section 151.309 of the Texas
Limited Sales, Excise, and Use Tax Act.
6.4 Proof of Insurance
6.4.1 Successful Proposer shall obtain and maintain during the term of this agreement
insurance in the types and amounts as shown in Attachment A of this RFP.
Certificates of insurance and copies of policy declaration pages and endorsements
shall be attached in Appendix F.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 21
7 TERMS AND CONDITIONS
7.1 Contract Negotiations
7.1.1 Successful Proposer shall enter into contract negotiations with the prime contractor
and the City. All terms and conditions will be established for all parties and
subsequently agreed upon for inclusion in the contracts.
7.2 Assignment
7.2.1 The successful Proposer may not assign its rights or duties under an award without
the prior written consent of the City. Such consent shall not relieve the assignor of
liability in the event of default by its assignee.
7.3 Contract Terms
Shall include, but not be limited to the following:
7.3.1 Successful Proposer shall defend, indemnify and hold harmless the City and all its
officers, agents and employees from all suits, actions, or other claims of any
character, name and description brought for or on account of any injuries or
damages received or sustained by any person, persons or property due to any
negligent act or fault of the successful Proposer, or of any agency, employee,
subcontractor or supplier under the successful Proposer in the execution of, or
performance under, any contract awarded.
7.3.2 Successful Proposer indemnifies and will indemnify and hold harmless the City
from liability, claim or demand on their part, agents, servants, customers and/or
employees whether such liability, claim or demand arise from event or casualty
happening or within the occupied premises themselves or happening upon or in the
halls, elevators, entrances, stairways or approaches of or the facilities within which
the occupied premises are located.
7.3.3 Successful Proposer shall pay any judgment with costs that may be obtained
against the City growing out of such injury or damages.
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 22
8 ESTIMATION OF PRICE
8.1 Purpose of Estimate
8.1.1 The fixed price estimate will be used for evaluation and selection purposes, in
accordance with Section 5.3. The fixed price estimate will be considered a "best
faith estimate"for purpose of responding to this RFP.
8.1.2 The selected Proposer will determine "best and final' offer during the course of
contract negotiation. However, the City anticipates that the "best and final" offer
presented by the selected Proposer will be within a reasonable price range and
give full consideration to the fixed price estimate provided by the Proposer in
Chapter 9. The City reserves the right to withdraw its Proposer selection award
should "best and final' offer contract pricing exceed an acceptable level of increase
from the fixed price estimate.
8.1.3 All price estimates submitted by the Proposer shall be in terms of United States
currency (USD). The Proposer is responsible for calculating all foreign currency
conversions to U.S. dollars and applying appropriate economic factors to stabilize
the price estimate for the Period of Validity as defined in Section 2.4. Additionally,
the Proposer shall indicate when foreign currency conversions have been applied
noting the country of origin.
8.1.4 The Proposer shall indicate if any discounts have been applied to the fixed price
estimate, noting the percentage or discount amount taken and the reason for
discounting the standard Proposer list price.
8.2 Fees for Software Licenses
8.2.1 The Proposer shall describe the software license cost structure for the proposed
System Solution and determine a fixed price estimate for City licenses fees to be
included in Chapter 9. The license fees shall be priced in the response as
Estimated Software License Fees on one (1) line denoting the estimated total
amount.
8.3 Fees for Annual Maintenance
8.3.1 The Proposer shall describe the software annual maintenance cost structure for
the proposed CSMIS and determine a fixed price estimate for City maintenance
fees to be included in Chapter 9. The City requires the Proposer to provide
maintenance fees in terms of Year 1 and a total for two (2) subsequent years. The
Proposer must disclose any fee reductions applied over the three (3) year period,
indicating percentages reduced and the years in which they will take effect.
8.3.2 The maintenance fees shall be priced in the response as Estimated Annual
Maintenance Fees on two (2) lines denoting the estimated fixed price amount for
Year 1 on the first line and the estimated total amount for subsequent two (2)years
on the second line. For purposes of estimation, assume Year 1 maintenance to
begin in the fourth quarter of calendar year 2005.
8.4 Fees for Installation Services
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 23
8.4.1 The Proposer shall describe all installation professional services fees associated
with the proposed CSMIS and determine a fixed price estimate for the City
installation service fees to be included in Chapter 9. In addition, the City requires
the Proposer to list all installation services included in the fee, standard hourly
rates being charged, and the number of labor hours estimated for each rate class.
8.4.2 The installation service fees shall be priced in the response as Estimated
Installation Service Fees on one (1) line denoting the estimated total amount.
8.5 Fees for Additional Services
8.5.1 The Proposer shall describe any additional fees associated with the proposed
CSMIS for third-party software, manuals, materials, training, and custom software
not included in base installation or license fees in Chapter 9. The Proposer shall
include all additional services, licenses and associated fees or costs for each
additional item listed, standard hourly rates being charged, and the number of labor
hours estimated for each rate class.
8.5.2 The additional service fees shall be priced in the response as Estimated
Additional Service Fees on one (1) line denoting the estimated total amount.
ATTACHMENT A
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 24
City of Fort Worth Insurance Requirements
The Contractor shall procure and maintain at all times, in full force and effect, a policy or
policies of insurance to provide the types and limits of coverage specified herein.
1)Commercial General Liability (CGL) Insurance Policy
$1,000,000 each occurrence
$2,000,000aggregate limit
2)Automobile Liability Insurance Policy
$1,000,000 each accident on a combined single limit basis
$250,000 Property Damage
$500,000 Bodily Injury per person per occurrence
A commercial business policy shall provide coverage on "Any Auto"defined as autos owned, hired
and non-owned.
3)Workers Compensation Insurance Policy Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease-per each employee
$500,000 Disease-policy limit
4) Professional Liability insurance to include coverage for the rendering of or failure to
render professional services
$1,000,000 each claim
5) Commercial Crime insurance to include employee dishonesty, blanket form
$100,000 each claim
General Insurance Requirements:
a.) The City, its officials, employees, agents and officers shall be endorsed as an
"Additional Insured"to all policies except Employers Liability coverage under the Operator's
Workers Compensation policy.
b.) With the exception of professional liability, all policies shall be written on an occurrence
basis. If insurance policies are not written for specified coverage limits, an Umbrella or
Excess Liability insurance for any differences is required. Excess Liability shall follow form
of the primary coverage.
c.) All policies shall be written by an insurer, with an ,4 VIII or better rating by the most
current version of the A. M. Best Key Rating Guide or with such other financially sound
insurance carriers acceptable to the City.
d.) Deductibles shall be listed on the Certificate of Insurance and shall be on a "per
occurrence" basis unless otherwise stipulated herein
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 25
e.)Since professional liability is a type of insurance that is written on a claims-made basis,
the retroactive date shall be coincident with or prior to the date of the contractual
agreement and the certificate of insurance shall state that the coverage is claims-made and
the retroactive date. The insurance coverage shall be maintained for the duration of the
contractual agreement and for five (5) years following completion of the service provided
under the contractual agreement or for the warranty period, whichever is longer. An annual
certificate of insurance submitted to the City shall evidence such insurance coverage.
f.)Certificates of Insurance shall be delivered to the City of Fort Worth, 1000 Throckmorton
Street, Fort Worth, Texas 76102, evidencing all the required coverage, including
endorsements.
g.) The deductible or self-insured retention (SIR) affecting required insurance coverage
shall be acceptable to the Risk Manager of the City of Fort Worth in regards to asset value
and stockholders' equity. In lieu of traditional insurance, alternative coverage maintained
through insurance pools or risk retention groups must also be approved.
h.)All policies shall be endorsed with a waiver of subrogation providing rights of recovery in
favor of the City.
i.) Any failure on part of the City to request required insurance documentation shall not
constitute a waiver of the insurance requirement specified herein.
j.) The City shall be entitled, upon request and without expense, to receive certified copies
of policies and endorsements thereto and may make any reasonable requests for deletion
or revision or modifications of particular policy terms, conditions, limitations, or exclusions
except where policy provisions are established by law or regulations binding upon either of
party or the underwriter on any such policies.
k.) The City, at its sole discretion, reserves the right to review the insurance requirements
and to make reasonable adjustments to insurance coverage and their limits when deemed
necessary and prudent by the City based upon changes in statutory law, court decision or
the claims history of the industry as well as of the contracting party to the City of Fort
Worth. The City shall be required to provide prior notice of ninety (90)days.
1.) Sixty (60) days notice of cancellation or non-renewal is required and shall contain the
following language: "This insurance shall not be canceled, limited in scope or coverage,
cancelled or non-renewed, until after thirty (60) days prior written notice has been given to
the City of Fort Worth." A ten days notice shall be acceptable in the event of non-payment
of premium.
Robert Combs
Purchasing Division Manager
City of Fort Worth
robert.combs@fortworthgov.org
817-392-8440 fax
City of Fort Worth Reference RFP No. 05-0106
Purchasing Division Community Solutions MIS
Page 26
CITY OF FORT WORTH PURCHASING DIVISION
INSTRUCTION TO BIDDERS
1.SOLICITATION
A. Review of Documents: Bidders are expected to examine all documents that make up the
Solicitation. Bidders shall promptly notify the City of any omission, ambiguity, inconsistency or
error that they may discover upon examination of the Solicitation. Bidders must use a complete
Solicitation to prepare Bids.The City assumes no responsibility for any errors or
misrepresentations that result from the use of incomplete Solicitations.
B. Location of Documents:Solicitations are issued by the Purchasing Division.The
location and phone number for the Purchasing Division are specified in the
advertisement and in the Solicitation.
2. EXPLANATIONS OR CLARIFICATIONS
Any explanation,clarification,or interpretation desired by a Bidder regarding any part of the
Solicitation must be requested in writing from the Purchasing Office with sufficient time allowed
for a written addendum to reach each Bidder before the submission of their Bid. Interpretations,
corrections, or changes to the Solicitation made in any other manner are not binding upon the
City,and Bidders shall not rely upon such interpretations, corrections or changes.Oral
explanations or instructions given before the award of the Contract are not binding. Requests for
explanations or clarifications may be faxed to the City at(817)871-8440. The fax must clearly
identify the buyer's name and solicitation number. Any material information given to one Bidder
concerning a Solicitation will be furnished as an Addendum to all Bidders who have been issued
a Solicitation.
3. PRE-BID CONFERENCE
If a pre-bid conference is held,the time, place, and nature of the conference will be specified on
the cover page of the solicitation.Attendance at pre-bid conferences is not mandatory.
4. PREPARATION OF BIDS
Each Bidder must furnish the information required by the Solicitation on the documents provided.
Bids submitted on other than the forms included in the Solicitation shall be considered non-
responsive.Any attempt to alter the wording in the Solicitation is ineffective and will result in
rejection of the Bid.
A. Taxes: Purchases of Goods or Services for City use are usually exempt from City, State,and
most Federal Taxes. Bids may not include exempted taxes.The successful Bidder should
request a Tax Exemption Certificate from the Purchasing Office. Under no circumstances shall
the City be liable to pay taxes for which the City has an exemption under any Contract.
B. Brand Name or Equal: If the Solicitation indicates brand name or"equal"products are
acceptable,the Bidder may Bid an "equal"product but must be prepared to demonstrate those
features that render it equal. Final determination of a product as an"equal"remains with the
City.
C. Delivery Time: Delivery time, if stated as a number of days, will be based on calendar days.
Time is of the essence in any City purchase. If the indicated date cannot be met or the date is
not indicated,the Bidder shall state its best delivery time.
D. Free on Board(FOB) Point: The Bidder should quote its lowest and best price,with the
goods delivered to the place specified, at the Bidder's expense and risk, and there tender delivery
to the City. Bids offering any other delivery proposal are not acceptable and may be cause for
rejection.
1
STANDARD PURCHASE TERMS AND CONDITIONS
DEPARTMENT OF FINANCE,PURCHASING DIVISION
CITY OF FORT WORTH,TEXAS
1.PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS-No officer employees of bona fide established commercial or selling agency is maintained by
or employee of city shall have a financial interest,direct or indirect,in any contract Seller for the purpose of securing business.For breach or violation of this warranty,
with city or be financially interested,directly or indirectly,in the sale to city of any Buyer shall have the right,in addition to any other right or rights arising pursuant to
land,materials,supplies or services,except on behalf of City as an officer or said purchase(s),to cancel this contract without liability and to deduct from the
employee.Any willful violation of this section shall constitute malfeasance in office, contract price such commission percentage,brokerage or contingent fee,or
and any officer or employee found guilty thereof shall thereby forfeit his office or otherwise to recover the full amount thereof.
position.Any violation of this section with the knowledge,expressed or implied,of
the person or corporation contracting with the City Council shall render the contract 10.PRODUCT WARRANTY-Seller shall not limit or exclude any express or implied
involved by the City Manager or the City Council.(Chapter XXVII,Section 16,City of warranties and any attempt to do so shall render this contract void able at the option
Fort Worth Charter) of Buyer.Seller's warrants that the goods furnished will conform to Buyers
specifications,drawings,and descriptions listed in the bid invitation,and the
2.SELLER TO PACKAGE GOODS-Seller will package goods in accordance with sample(s)furnished by Seiler,if any.In the event of a conflict between Buyer's
good commercial practice.Each shipping container,shall be dearly and specifications,drawings and descriptions,Buyers specifications shall govern.
permanently marked as follows:(a)Sellers name and address: (b)Consignee's
name,address and purchase order or purchase change order number; 11,SAFETY WARRANTY-Seller warrants that the product sold to Buyer shall
(c)Container number and total number of container,e.g.,box 1 of 4 boxes;and(d) conform to the standards promulgated by the U.S.Department of Labor under the
Number of the container bearing the packing slip.Seller shall bear cost of packaging Occupational Safety and Health Act(OSHA)of 1970,as amended in the event the
unless otherwise provided.Goods shall be suitably packed to secure lowest product does not conform to OSHA standards,Buyer may return the product for
transportation costs and to conform to requirements of common carriers and any correction or replacement at Sellers expense.In the event Seller fails to make
applicable specifications.Buyers count or weight shall be final and conclusive on appropriate correction within a reasonable time,any correction made by Buyer will
shipments not accompanied by packing lists. be at Sellers expense.Where no correction is or can be made Seller shall refund all
monies received for such goods with thirty(30)days after request is made therefore
3.SHIPMENT UNDER RESERVATION PROHIBITED-Seller is not authorized to and confirmed in writing:failure to do so shall constitute breach and cause this
ship the goods under reservation,and no tender of a bill of lading will operate as a contract to terminate immediately.
tender of goods.
12.NO WARRANTY BY BUYER AGAINST INFRINGEMENTS OF PATENTS,
4.TITLE AND RISK OF LOSS-The title and risk of loss of the goods shall not pass COPYRIGHTS OR TRADE SECRETS-As part of this contract for sale,Seller
to buyer until buyer actually receives and takes possession of the goods at the point agrees to ascertain whether goods manufactured in accordance with Buyers
or points of delivery after inspection and acceptance of the goods. specifications attached to Buyers invitation to bid will give rise to the rightful claim of
any third person by way of infringement or the like buyer makes no warranty that the
5.DELIVERY TERMS AND TRANSPORTATION CHARGES-F.O.B.Destination production of goods according to buyers specification will not give rise to such a
and Freight Prepaid unless delivery terms are specified otherwise in Sellers bid; claim and in no event shall Buyer be liable to Seller for indemnification in the event
buyer agrees to reimburse Seller for transportation casts in the amount specified in that Seller is sued on the grounds of infringement or the like,if Seller is of the
Sellers bid or actual costs,whichever is lower,if the quoted delivery terms do not opinion that an infringement or the like will result,he will notify Buyer to this effect in
include transportation costs,provided Buyer shall have the right to designate what writing within two(2)weeks after the award of this bid,if Buyer does not receive
method of transportation shall be used to ship the goods, notice and is subsequently held liable for infringement of the like,Seller will
indemnify for all full dollar amount thereof. If Seller in good faith ascertains with two
6.PLACE OF DELIVERY-The place of delivery shall be the set forth in the block of (2)weeks after the award of this bid that production of the goods in accordance with
the purchase order or purchase change order entitled"Ship to', Buyers specification will results in infringement or the like this contract shall be null
and void except that Buyer will pay Seller the reasonable cost of his search as to
7.RIGHT OF INSPECTION-Buyer shah have the right to inspect the goods upon infringement
deliver before accepting them.Seller shall be responsible for all charges for the
return to Seller of any goods rejected as being nonconforming under the 13.PROPRIETARY RIGHTS INDEMNIFICATION-Seller warranty that thegoods
specifications. do not infringement upon or violate any United States patent,copyright,or trade
secret Seller will defend at its expense any action against Buyer or Buyer as
8.INVOICES- licensee to the extent that it is based on a claim that goods used within the scope of
a.Seller shall submit separate invoices in duplicate,on each purchase order or the license hereunder infringe a United States patent,copyright or trade secret and
purchase change order after each deliver.Invoices shall indicate the purchase order Seller will pay any costs and damages finally awarded against Buyer or Buyer as
or purchase change order number.Invoices shall be itemized and transportation Licensee in such action which are attributable to such claim. Should the products
charges,if any,shall be listed separately.A copy of the bill of lading and the freight become,or in sellers opinion be likely to became,the subject of any claim of
waybill,when applicable,should be attached to the invoice.Mail to:The City of infringement Seller shall procure for Buyer or Buyer as Licensee the right to
Forth Worth,Department and address as set forth in the block of the purchase order continue using the goods,replace or modify them to make them non-infringing,or
or purchase change order entitled'Ship to'. Payment shall not be made until the discontinue the license of them.
above instruments have been submitted after delivery and acceptance of the goods.
b.Do not include Federal Excise,State or City Sales Tax.The City shall furnish tax 14.CANCELLATION-Buyer shall have the right to cancel this contract immediately
exemption certificate. for default on all or any part of the undelivered portion of this order if Seller breaches
any of the terms hereof,including warranties of seller,or if seller files for bankruptcy.
9.WARRANTY-PRICE Such right of cancellation is in addition to and not in lieu of any other remedies that
a The price to be paid by Buyer shall be that contained in Sellers bid which Seller Buyer may have in law or equity.
warrants to be no higher than Sellers parent prices on orders by others for
products of the kind and specification covered by this agreement for similar 15.TERMINATION-The performance of work under this order may be terminated
quantities under like conditions and methods of purchase.In the event Seller in whole of in part by Buyer,with or without cause,at any time upon the delivery to
breaches this warranty,the prices of the items shall be reduced to Sellers current Seller of a written"Notice of Termination'specifying the extent to which
prices or orders by others,or in the aftemative upon Buyers option,Buyer shall performance of work under the order is terminated and the date upon which such
have the right to cancel this contract without liability to Seller for breach or for termination becomes effective. Such right of termination is in addition to and not in
Sellers actual expense. lieu of rights of Buyer as set forth in cause 14,herein.
b.Seller warrants that no person or selling agency has been employed or retained
to solicit or secure this contract upon an agreement or understanding for 16.ASSIGNMENT-DELEGATION-No right interest or obligation of Seiler under
commission,percentage,brokerage or contingent fee,excepting bona fide this contract shall be assigned or delegated withotILftwritten agreement of Buyer.
i C;i '
, a !'vJil aSUu
C��� . �
Any attempted assignment or delegation of Seller shall be wholly void and totally have been delivered at the time same is deposited in the United States mail,in a
ineffective for all purposes unless made in conformity with this paragraph. sealed envelope with sufficient postage attached,addressed to the address given
by Seller in its response to Buyer's invitation to bid.
17.WAIVER-No claim or right arising out of a breach of this contract can be
discharged in whole or in part by a waiver or renunciation of the claim or right unless 26.DEFINITION OF BUYER-The City of Fat Worth,its officers,agents,servants,
the waiver or renunciation is supported by consideration is in writing and is signed employees,contractors and subcontractors who act on behalf of various City
by the aggrieved party. departments,bodies or agencies.
18.MODIFICATIONS-This contract can be modified or rescinded only by a written 27.NON DISCRIMINATION-This contract is made and entered into with reference
agreement signed by both parties. specifically to Chapter 17,Article III,Division 3("Employment Practiaesl,of the City
Code of the City of Fort Worth(1986),as amended,and Seller hereby covenants
19.INTERPRETATION AND PAROL EVIDENCE-This writing is intended by the and agrees that Seller,its employees,officers,agents,contractors or
parties as a final expression of their agreement and is intended also as a complete subcontractors,have fully complied with all provisions of same and that no
and exclusive statement of the terns of their agreement No course of prior dealings employee,participant,applicant,contractor or subcontractor has been discriminated
between the parties and no usage of trade shall be relevant to supplement or against according to the terms of such Ordinance by Seller,its employees,officers,
explain any term used in this agreement Acceptance of or acquiescence in a agents,contractor or subcontractors herein.
course of performance under this agreement shall not be relevant to determine the
meaning of this agreement even thought the accepting or acquiescing party has 28.RIGHT TO AUDIT-Vendor agrees that the City shall,until the expiration of
knowledge of the performance and opportunity for objection.Whenever a term three(3)years after final payment under this Purchase Order,have access to and
defined by the Uniform Commercial Code is used in this agreement,the definition the right to examine any directly pertinent books,documents,papers and records of
contained in the Code shall control. the Vendor involving transactions relating to this Purchase Order.Vendor agrees
that the City shall have access,during normal waking hours,to all necessary
20.APPLICABLE LAW-This agreement shall be governed by the Uniform Vendor facilities,and shall be provided adequate and appropriate work space,in
Commercial Code.Wherever the term"Uniform Commercial Code"is used,it shall order to conduct audits in compliance with t he provisions of this section.The City
be construed as meaning the Uniform Commercial Code as adopted and amended shall give Vendor reasonable advance notice of intended audits.
in the State of Texas.Both parties agree that venue for any litigation arising from
this contract shall be exclusively in Fort Worth,Tarrant County,Texas.This 29.DISABILITY-In accordance with the provisions of the Americans With
contract shall be governed construed and enforced by the laws of the State of Disabilities Act of 1990(ADA),contractor/Seller warrants that it and any and all of its
Texas. subcontractors will not unlawfully discriminate on the basis of disability in the
provision of services to general public,nor in the availability,terms and/or conditions
21.INDEPENDENT CONTRACTOR-Seller shall operate hereunder as an of employment for applicants for employment with,or employees of
independent contractor and not as an officer,agent,servant or employee of Buyer. Contractor/Seller or any of its subcontractors. Contractor/Seller warrants it will fully
Seller shall have exclusive control of,and the exclusive right to control,the details of comply with ADA's provisions and any other applicable federal,state and local laws
its operations hereunder,and all persons performing same,and shall be solely concerning disability and will defend,indemnify and hold City harmless against any
responsible for the acts and omissions of its officers,agents,employees, claims or allegations asserted by third parties or subcontractors against City arising
contractors and sub-contractors.The doctrine of respondent superior shall not apply out of Contractor's/Seller's and/or its subcontractor's alleged failure to comply with
as between Buyer and Seller,its officers,agents,employees,contractors and the above-referenced laws concerning disability discrimination in the performance of
subcontractors.Nothing herein shall be construed as creating a partner ship or joint this agreement
enterprise between Buyer and Seller,its officers,agents,employees,contractors
and subcontractors.
22.INDEMNIFICATION-Seller covenants and agrees to,and does hereby, 09/01/2000
indemnify and hold harmless and defend Buyer,its officers and employees,from
and against any and all suits or claims for damages or injuries,including death,to
any and all persons or property,whether real or asserted,arising out of or in
connection with any negligent act or omission on the part of the seller,its officers,
agents,servants,employees or subcontractors,and Seller does hereby assume all
liability and responsibility for injuries,claims or suits for damages to persons or
property,of whatsoever kind or character,whether real or asserted,occurring during
or arising out of the performance of this contract as a result of any negligent act or
omission on the part of the Seller,its officers,agents,servants,employees or
subcontractors.
23.SEVERABILITY-In case any one or more of the provisions contained in this
agreement shall for any reason,be held to be invalid,illegal or unenforceable in any
respect,such invalidity,illegality,or unenforceability shall not affect any other
provision of this agreement,which agreement shall be construed as if such invalid,
illegal or unenforceable provision had never been contained herein.
24.FISCAL FUNDING LIMITATION-In the event no funds or insufficient funds are
appropriated and budgeted or are otherwise available by any means whatsoever in
any fiscal period for payments due under this contract,then Buyer will immediately
notify Seller of such occurrence and this contract shall be terminated on the last day
of the fiscal period for which appropriations were received without penalty or
expense to Buyer of any kind whatsoever,except to the portions of annual
payments herein agreed upon for which funds shall have been appropriated and
budgeted or are otherwise available.
25.NOTICES TO PARTIES-Notices addressed to Buyer pursuant to the provisions
hereof shall be conclusively determined to have been delivered at the time same is
deposited in the United States mail.in a sealed envelope with sufficient postage
attached,addressed to Purchasing Manager,City of Forth Worth,P.O.Box 17027
Fort Worth,Texas 76102,and notice to Seller shall be conclusively determined to
E. Prices: Bids shall be firm unless otherwise specified. Pricing shall be entered on the Bid Sheet
in ink.Totals shall be entered in the"Total Price"column of the Bid Sheet. In the event of a
discrepancy between unit price and extended price, the unit price shall govern.
F. Signature: The Bidder must sign each document in the Solicitation requiring a signature.Any
change made to the Bid must be initialed by the Bidder.
G. Bid Security: If a bid security is required for this purchase, the requirement will be reflected in
the"specification"section of the bid package. Cashier's check or an acceptable surety bond in the
amount indicated in the Notice to Bidders for in the amount of 5%of the total of the bid submitted}
must be submitted at the time the bid is submitted, and is subject to forfeiture in the event the
successful bidder fails to execute the contract documents within 10 calendar days after the
contract has been awarded.
To be an acceptable surety on the bond, (1)the name of the surety shall be included on the
current Department of the Treasury's Listing of Approved Sureties(Department Circular 570),or
(2)the surety must have capital and surplus equal 10 times the amount of the bond. The surety
must be licensed to do business in the state of Texas.
H.Alternate Bids: Bidders may offer an"equal"product as an alternate bid. Final"approved
equal"determination remains with the city.
I. Proprietary Information:
i.All material submitted to the City becomes public property and is subject to the Texas
Open Records Act upon receipt.
ii. If a Bidder does not desire proprietary information in the bid to be disclosed, each
page must be identified and marked proprietary at time of submittal. The City will,to the extent
allowed by law, endeavor to protect such information from disclosure. The final decision as to
what information must be disclosed, however, lies with the Texas Attorney General.
iii. Failure to identify proprietary information will result in all unmarked sections being
deemed non-proprietary and available upon public request.
J.. Bid Preparation Costs:All costs associated with preparing a Bid in response to a Solicitation
shall be borne by the Bidder.
K. Payment:All payment terms shall be"Net 30 Days"unless specified in the bid document.
5. SUBMISSION OF BIDS
Unless otherwise specified, Bidders are required to submit an executed original and one (1)copy
of the Bid.
A. Documents required with Bid: The following documents must be submitted with each Bid
prior to the Due Date:
L the signed Offer and Award Sheet;
ii. the Bid Sheet;
iii. the MBE/WBE Compliance Plan, if applicable;and
iv. any other document included in the Solicitation requiring completion or execution by the
Bidder
B. All other pages in the Solicitation should be retained by the Bidder.
C. Addendum: Receipt of an Addendum must be acknowledged by signing and returning the
Addendum with the Bid if requested or under separate cover prior to the Due Date. The
Addendums containing bid pricing should be returned in a sealed envelope marked on the
outside with the Bidder's name,address, the Solicitation number,and the Due Date and time.
D. Late Bids: Bids must be received in the Purchasing Office prior to the Due Date.All Bids
received after the Due Date are considered late and will be returned to the Bidder unopened.
The time stamp clock on the receptionist's desk in the Purchasing Office is the time of record.
It is the sole responsibility of the Bidder to ensure timely delivery of the Bid.The City will not be
responsible for failure of service on the part of the U.S. Postal Office, courier companies, or any
other form of delivery service chosen by the Bidder.
2
6. MODIFICATION OR WITHDRAWAL OF BIDS
A. Modification of Bids: Bids may be modified in writing at any time prior to the Due Date.
B.Withdrawal of Bids: Bids may be withdrawn in writing, telegraphically,or by facsimile
(provided that the facsimile is signed by the Bidder)at any time prior to the Due Date.A Bid
may also be withdrawn in person by a Bidder, provided the withdrawal is made prior to the Due
Date.A receipt of withdrawal must be signed by the Bidder. No Bids may be withdrawn after
the Due Date without forfeiture of the Bid guarantee, unless there is a material error in the Bid.
Withdrawn Bids may be resubmitted,with or without modifications, up to the Due Date. The city
may require proof of agency from person withdrawing bid.
7. OPENING OF BIDS
The Purchasing Office representative responsible for opening Bids shall confirm the time and
announce the Bid opening. The representative shall then personally and publicly open all Bids
timely received, reading each Bid aloud.
8. EVALUATION FACTORS AND AWARD
A. Evaluation: Bidders may furnish pricing for all or any portion of the Solicitation (unless
otherwise specified). However,the City may evaluate and award the Contract for any item or
group of items shown on the Solicitation,or any combination deemed most advantageous to the
City. Bids that specify an "all or none"award may be considered if a single award is
advantageous. .
*B.Award :The city will award contracts to the bidder that represents the"best value"to
the city, price and other factors considered. In determining the"best value",the
following criteria will be considered as amended in section 252.043 of the Texas Local
Government Code.
1. Purchase Price;
2. Reputation of the bidder and of the bidder's goods/services;
3. Quality of the bidder's goods or services.
4. Extent to which the goods or services meet the municipality's needs;
5. Bidder's past relationship with the municipality;
6. Impact on the ability of the municipality to comply with laws and rules relating to
contracting with historically underutilized businesses and non-profit organizations
employing persons with disabilities.
7. Total long-term cost to the municipality to acquire the bidder's goods or services;
and
8. Any relevant criteria specifically listed in the request for bids or proposals.
Total long-term cost may include specification conformance, delivery requirements,the
life expectancy,cost of maintenance and operation,operating efficiency,training
requirements,disposal value,warranties and other factors contributing to the overall
acquisition cost of the product/services.
C.Acceptance of Bid:Acceptance of a Bid will be in the form of a Purchase Order.Acceptance
of a Bid for a supply or service agreement will be by Contract. Subsequent purchase releases
may be issued as appropriate. The contents of a Bid shall become a part of the Contract. Under
no circumstances will the City be responsible for Goods or Services provided without an
acceptance signed by an Authorized City Representative.
*D. Reservations:The City expressly reserves the right to:
1.specify approximate quantities in the Solicitation;
2.extend the Solicitation opening date and time;
3.consider and accept alternate Bids, if specified in the Solicitation,when most
advantageous to the City;
3
4,waive as an informality, minor deviations from specifications provided they do not
affect competition or result in functionally unacceptable Goods or Services;
5.waive any minor informality in any Bid or Solicitation procedure(a minor informality
is one that does not affect the competitiveness of the Bidder);
6.add additional terms or modify existing terms in the Solicitation;
7. reject a bid because of unbalanced unit bid prices;
8. reject or cancel any or all Bids;
9. reissue a Solicitation; and/or
10. procure any item by other means.
11. award to multiple vendors on a non-exclusive award basis,or primary and
secondary vendors.
POST BID DOCUMENTS REQUIRED FROM SUCCESSFUL BIDDER
A. Letters of Intent: When a MBE/WBE Compliance Plan is required,the successful Bidder must
submit to the Contract Awarding Authority the Letters of Intent to subcontract required by the
Compliance Plan within five (5)business days after notification. Failure to submit the required
letters may be grounds for rejection of the Bid.
B. Certificates of Insurance: When insurance is required, the Bidder must provide Certificates of
Insurance in the amounts and for the coverages required to the Purchasing Office within 14
calendar days after notification of award,or as otherwise required by the Solicitation.
C. Payment and/or Performance Bonds:When Payment and/or Performance Bonds are
required, the Bidder must provide the bonds, in the amounts and on the conditions required,
within 14 calendar days after notification of award, or as otherwise required by the Solicitation.
4
Joint Venture
Page 1 of 3
FORT WORTH
CITY OF FORT WORTH
Joint Venture Eligibility Form
All questions must be answered;use"NA"if applicable
Name of City project: .
A joint venture form must be completed on mh project
RFP/Bid/Purchasing Number:
1.Joint venture information:
Joint Venture Name:
Joint Venture Address:
(If applicable)
Telephone: Facsimile: E-mail address:
Cellular:
Identify the firms that comprise the joint venture:
Please attach extra sheets if additional space is required to provide detailed explanations of work to be performed by each firm comprising the
joint venture
M/WBE firm Non-M/WBE
name: firm name:
Business Address: Business Address:
City,State,Zip: City,State,Zip:
Telephone Facsimile E-mail Telephone Facsimile
Cellular Cellular
Certification Status: E-mail address
Name of Certifying Agency:
P,g
2.Scope of work performed by the Joint Venture:
Describe the scope of work of'the M/WBE: Describe the scope of work of the non-M/WBE:
Rev.5/30/03
ATTACHMENT 1C
Page 1 of 3
FORT WORTH City of Fort worth
Good Faith Effort Form
PRIME COMPANY NAME: Check applicable block to describe
Prime
PROJECT NAME: M/W/DBE NON-M/W/DBE
BID DATE
City's M/WBE Project Goal: PROJECT NUMBER
If you have failed to secure IVIMBE participation and you have subcontracting and/or supplier opportunities or If your
DBE participation is less than the City's project goat,you must complete this form.
If the bidder's method of compliance with the M/WBE goal is based upon demonstration of a
"good faith effort", the bidder will have the burden of correctly and accurately preparing and
submitting the documentation required by the City. Compliance with each item, 1 thru 6 below,
shall satisfy the Good Faith Effort requirement absent proof of fraud, intentional and/or knowing
misrepresentation the facts or intentional discrimination by the bidder.
F
o complete this form, in its entirety with supporting documentation, and received by the
g Department on or before 5:00 p.m. five (5) City business days after bid opening, exclusive of
ing date,will result in the bid being considered non-responsive to bid specifications.
1.) Please list each and every subcontracting and/or supplier opportunity) for the completion of this
project, regardless of whether it is to be provided by a M/WBE or non-M/WBE. (_DO NOT LIST NAMES
OF FIRMS) On Combined Projects, list each subcontracting and or supplier opportunity through the
2" tier.
(Use additional sheets, if necessary)
List of Subcontracting Opportunities List of Supplier Opportunities
Rev.05/30/03
ATTACHMENT 1C
Page 2 of 3
2.) Obtain a current(not more than three(3) months old from the bid open date) list of M/WBE
subcontractors and/or suppliers from the City's M/WBE Office.
Yes Date of Listing
No
3.) Did you solicit bids from M/WBE firms,within the subcontracting and/or supplier areas previously
listed,at least ten calendar days prior to bid opening by mail,exclusive of the day the bids are
opened?
Yes (If yes,attach M/WBE mail listing to include name of firm and address and a dated copy of letter mailed.)
No
4.) Did you solicit bids from M/WBE firms,within the subcontracting and/or supplier areas previously
listed,at least ten calendar days prior to bid opening by telephone,exclusive of the day the bids are
opened?
Yes (If yes,attach list to include name of M/WBE firm,person contacted,phone number and date and time of contact.)
No
NOTE: A facsimile may be used to comply with either 3 or 4, but may not be used for both. If a facsimile
is used, attach the fax confirmation, which is to provide M/WBE name, date, time, fax number and
documentation faxed.
NOTE: If the list of MlWBEs for a particular subcontracting/supplier opportunity is ten (10) or less, the
bidder must contact the entire list to be in compliance with questions 3 and 4. If the list of M/WBEs for a
particular subcontracting/supplier opportunity is ten (10) or more, the bidder must contact at least two-
thirds (2/3) of the list within such area of opportunity, but not less than ten to be in compliance with
questions 3 and 4.
5.) Did you provide plans and specifications to potential M/WBEs or information regarding the location of
plans and specifications in order to assist the M/WBEs?
Yes
No
6.) Submit documentation if M/WBE quotes were rejected. The documentation submitted should be in
the forms of an affidavit, include a detailed explanation of why the M/WBE was rejected and any
supporting documentation the bidder wishes to be considered by the City. In the event of a bona fide
dispute concerning quotes, the bidder will provide for confidential in-camera access to and
inspection of any relevant documentation by City personnel.
Please use additional sheets,if necessary,and attach.
Company Name Telephone Contact Person Scope of Work Reason for Rejection
Rev.05/30/03
ATTACHMENT 1C
Page 3 of 3
ADDITIONAL INFORMATION:
Please provide additional information you feel will further explain your good and honest efforts to obtain
M/WBE participation on this project.
The bidder further agrees to provide, directly to the City upon request, complete and
accurate information regarding actual work performed on this contract, the payment
thereof and any proposed changes to the original arrangements submitted with this bid.
The bidder also agrees to allow an audit and/or examination of any books, records and
files held by their company that will substantiate the actual work performed on this
contract, by an authorized officer or employee of the City.
Any intentional and/or knowing misrepresentation of facts will be grounds for
terminating the contract or debarment from City work for a period of not less than three
(3) years and for initiating action under Federal, State or Local laws concerning false
statements. Any failure to comply with this ordinance and creates a material breach of
contract may result in a determination of an irresponsible offeror and barred from
participating in City work for a period of time not less than one (1) year.
The undersigned certifies that the information provided and the M/WBE(s) listed
was/were contacted in good faith. It is understood that any M/WBE(s) listed in
Attachment IC will be contacted and the reasons for not using them will be verified by
the City's M/WBE Office.
Authorized Signature Printed Signature
Title Contact Name and Title(if different)
Company Name Phone Number Fax Number
Address Email AddressD
��/
J: tf 0 V03
ATTACHMENT 1 C
Page 4 of 3
City/State/Zip Date
Rev.05/30/03
Joint Venture
Page 2 of 3
3.What is the percentage of M/WBE participation on this joint venture that you wish to be counted toward
meeting the project goal?
4.Attach a copy of the joint venture agreement.
5.List components of ownership of joint venture: (Do not complete if this information is described in joint venture agreement)
Profit and loss sharing:
Capital contributions,including
equipment:
Other applicable ownership interests:
6.Identify by name,race,sex and firm those individuals(with titles)who are responsible for the day-to-day
management and decision making of the joint venture:
Financial decisions
(to include Account Payable and Receivable):
Management decisions:
a. Estimating
-
---------------------------------------------
b. Marketing and Sales
----------------------------------------------
c. Hiring and Firing of management
personnel
----------------------------------------------
d. Purchasing of major equipment
and/or supplies
Supervision of field operations
The City's Minority and Women Business Enterprise Office will review your joint venture submission and
will have final approval of the MNVBE percentage applied toward the goal for the project listed on this
form.
NOTE:
From and after the date of project award, if any of the participants, the individually defined scopes of work or the dollar
amounts/percentages change from the originally approved information, then the participants must inform the City's
M/WBE Office immediately for approval. Any unjustified change or deletion shall be a material breach of contract and
may result in debarment in accord with the procedures outlined in the City's M/WBE Ordinance.
Rev.5/30/03
Joint Venture
Page 3 of 3
AFFIDAVIT
The undersigned affirms that the foregoing statements are true and correct and include all material information
necessary to identify and explain the terms and operation of the joint venture. Furthermore, the undersigned shall
agree to provide to the joint venture the stated scope of work, decision-making responsibilities and payments
herein.
The City also reserves the right to request any additional information deemed necessary to determine if the joint
venture is eligible. Failure to cooperate and/or provide requested information within the time specified is grounds
for termination of the eligibility process.
The undersigned agree to permit audits,interviews with owners and examination of the books,records and files
of the joint venture by any authorized representatives of the City of Fort Worth. Failure to comply with this
provision shall result in the termination of any contract, which may be awarded under the provisions of this joint
venture's eligibility and may initiate action under Federal, State and/or Local laws/ordinances concerning false
statements or willful misrepresentation of facts
Name ofM/WBE firm Name of non-M/WBE firm
Printed Name of Owner Printed Name of Owner
Signature of Owner Signature of Owner
Printed Name of Owner Printed Name of Owner
Signature of Owner Signature of Owner
Title Title
Date Date
Notarization
State of County of
On this day of ,20 ,before me appeared
and
to me personally known and who,being duly sworn,did execute the foregoing affidavit and did state that they were
properly authorized to execute this affidavit and did so as their free act and deed.
Notary Public
Print Name
Notary Public
Signature
Commission Expires (sear)
Rev.5/30/03
FORT WORTH
City of Fort Worth
Minority and Women Business Enterprise Specifications
SPECIAL INSTRUCTIONS FOR BIDDERS
APPLICATION OF POLICY
If the total dollar value of the contract is$25,000 or more,the M/WBE goal is applicable.
If the total dollar value of the contract is less than$25,000,the M/WBE goal is notapplicable.
POLICY STATEMENT
It is the policy of the City of Fort Worth to ensure the full and equitable participation by Minority and Women Business
Enterprises (M/WBE) in the procurement of all goods and services to the City on a contractual basis. All requirements
and regulations stated in the City's current Minority and Women Business Enterprise Ordinance apply to this bid.
M/WBE PROJECT GOALS
The City's MBE/WBE goal on this project is %of the base bid value of the contract.
COMPLIANCE TO BID SPECIFICATIONS
On City contracts of$25,000 or more, bidders are required to comply with the intent of the City's M/WBE Ordinance by
either of the following:
1. Meet or exceed the above stated M/WBE goal,or
2. Good Faith Effort documentation,or;
3. Waiver documentation,or;
4. Joint Venture.
SUBMITTAL OF REQUIRED DOCUMENTATION
The applicable documents must be received by the Managing Department, within the following times allocated, in order
for the entire bid to be considered responsive to the specifications.
1. Subcontractor Utilization Form, if goal is received by 5:00 p.m., five (5) City business days after the bid
met or exceeded: I opening date,exclusive of the bid opening date.
2. Good Faith Effort and Subcontractor received by 5:00 p.m., five (5) City business days after the bid
Utilization Form, if participation is less than opening date,exclusive of the bid opening date.
statedgoal:
3. Good Faith Effort and Subcontractor received by 5:00 p.m., five (5) City business days after the bid
Utilization Form, if no M/WBE participation: opening date,exclusive of the bid opening date.
4. Prime Contractor Waiver Form, if you will received by 5:00 p.m., five (5) City business days after the bid
perform all subcontracting/supplier work: opening date,exclusive of the bid opening date.
5. Joint Venture Form,if utilize a joint venture received by 5:00 p.m., five (5) City business days after the bid
to met or exceed goal. opening date, exclusive of the bid opening date.
FAILURE TO COMPLY WITH THE CITY'S M1WBE ORDINANCE,WILL RESULT IN THE BID BEING CONSIDERED
NON-RESPONSIVE TO SPECIFICATIONS
Any questions, please contact the M/WBE Office at(817)392-6104.
Rev.5130/03
ATTACHMENT 16
FORT WORTH Page 1 of 1
City of Fort Worth
Prime Contractor Waiver Form
PRIME COMPANY NAME: Check applicable block to describe
Prime
PROJECT NAME:
MM//DBE NON-M/W/DBE
BID DATE
City's M/WBE Project Goal: ROJECT NUMBER
oda P
If both answers to this form are YES, do not complete ATTACHMENT 1C(Good Faith Effort Form). All questions on
this form must be completed and a detailed explanation provided, if applicable. If the answer to either question is
NO,then you must complete ATTACHMENT 1C. This form is only applicable if both answers are yes.
Failure to complete this form in its entirety and be received by the Managing Department on or before
5:00 p.m.,five(5)City business days after bid opening,exclusive of the bid opening date,will result in the
bid being considered non-responsive to bid specifications.
Will you perform this entire contract without subcontractors? YES
If yes, please provide a detailed explanation that proves based on the size and scope of this NO
project,this is your normal business practice and provide an operational profile of your business.
Will you perform this entire contract without suppliers? YES
If yes, please provide a detailed explanation that proves based on the size and scope of this
project, this is your normal business practice and provide an inventory profile of your business. NO
The bidder further agrees to provide, directly to the City upon request, complete and accurate information
regarding actual work performed by all subcontractors, including M/WBE(s) on this contract, the payment
therefore and any proposed changes to the original M/WBE(s) arrangements submitted with this bid. The bidder
also agrees to allow an audit and/or examination of any books, records and files held by their company that will
substantiate the actual work performed by the M/WBEs on this contract, by an authorized officer or employee of
the City. Any intentional and/or knowing misrepresentation of facts will be grounds for terminating the contract or
debarment from City work for a period of not less than three(3)years and for initiating action under Federal,State
or Local laws concerning false statements. Any failure to comply with this ordinance creates a material breach of
contract may result in a determination of an irresponsible offeror and barred from participating in City work for a
period of time not less than one (1)year.
Authorized Signature Printed Signature
Title Contact Name(if different)
Company Name Phone Number Fax Number
Address Email Address
City/State/Zip Date
Rev.5/30/03
i
ATTACHMENT IA
Page 1 of 4
FORT WORTH City of Fort Worth
Subcontractors/Suppliers Utilization Form
PRIME COMPANY NAME: Check applicable block to describe prime
PROJECT NAME: MM/DBE I I NON-MNV/DBE
BID DATE
City's M/WBE Project Goal: Prime's M/WBE Project Utilization: PROJECT NUMBER
%
Identify all subcontractors/suppliers you will use on this project
Failure to complete this form, in its entirety with requested documentation, and received by the Managing
Department on or before 5:00 p.m. five (5) City business days after bid opening, exclusive of bid opening date,
will result in the bid being considered non-responsive to bid specifications.
The undersigned Offeror agrees to enter into a formal agreement with the M/WBE firm(s) listed in this
utilization schedule, conditioned upon execution of a contract with the City of Fort Worth. The intentional
and/or knowing misrepresentation of facts is grounds for consideration of disqualification and will result in the
bid being considered non-responsive to bid specifications
M/WBEs listed toward meeting the project goal must be located in the nine (9) county marketplace or
currently doing business in the marketplace at the time of bid. Marketplace is the geographic area of Tarrant,
Parker, Johnson,Collin, Dallas, Denton, Ellis, Kaufman and Rockwall counties.
Identify each Tier level. Tier is the level of subcontracting below the prime contractor, i.e., a direct
payment from the prime contractor to a subcontractor is considered 1St tier, a payment by a subcontractor to
its supplier is considered 2nd tier
ALL M/WBEs MUST BE CERTIFIED BEFORE CONTRACT AWARD.
Certification means those firms, located or doing business at the time of bid opening within the Marketplace, that have
been determined to be bonafide minority or women businesses by the North Central Texas Regional Certification
Agency (NCTRCA), or the Texas Department of Transportation (TX DOT), highway division. Disadvantaged Business
Enterprise (DBE)is synonymous with Minority/Women Business Enterprise (M/WBE).
If hauling services are ,utilized, the prime will be given credit as long as the M/WBE listed owns and
operates at least one fully licensed and operational truck to be used on the contract. The M/WBE may lease
trucks from another M/WBE firm, including M/WBE owner-operators, and receive full M/WBE credit. The
M/WBE may lease trucks from non-M/WBEs, including owner-operators, but will only receive credit for the
fees and commissions earned by the M/WBE as outlined in the lease agreement.
Rev.5/30/03
i
ATTACHMENT 1A
FORT WORTH Page 2 of 4
Ir—
Primes are required to identify ALL subcontractors/suppliers,regardless of status;i.e.,Minority,Women and non-M/WBEs.
Please list M/WBE firms first, use additional sheets if necessary.
Certification N
(check one)
SUBCONTRACTOR/SUPPLIER T n Detail Detail
Company Name i N T
Address e M wC X M Subcontracting Work Supplies Purchased Dollar Amount
T D W
Telephone/Fax r B B R O B
E E C T E
A
Rev.5/30/03
i
ATTACHMENT 1A
FORT WORTH Page 3 of 4
Primes are required to identify ALL subcontractors/suppliers,regardless of status; i.e.,Minority,Women and non-M/WBEs.
Please list M/WBE firms first,use additional sheets if necessary.
Certification
(check one) C
SUBCONTRACTORISUPPLIER T r
; N T Detail Detail
Company Name
Address e M wC X P Subcontracting Work Supplies Purchased Dollar Amount
Tele hone/Fax T D 1
P r E E R O E
C T E
A
Rev.5/30/03
i
ATTACHMENT IA
Page 4 of 4
FoR�H
Total Dollar Amount of MNVBE Subcontractors/Suppliers $
Total Dollar Amount of Non-MNVBE Subcontractors/Suppliers $
TOTAL DOLLAR AMOUNT OF ALL SUBCONTRACTORS/SUPPLIERS $
The Contractor will not make additions, deletions, or substitutions to this certified list without the prior approval
of the Minority and Women Business Enterprise Office Manager or designee through the submittal of a
Request for Approval of Change/Addition. Any unjustified change or deletion shall be a material breach of
contract and may result in debarment in accord with the procedures outlined in the ordinance. The contractor
shall submit a detailed explanation of how the requested change/addition or deletion will affect the committed
M/WBE goal. If the detail explanation is not submitted, it will affect the final compliance determination.
By affixing a signature to this form, the Offeror further agrees to provide, directly to the City upon request,
complete and accurate information regarding actual work performed by all subcontractors, including
MM/DBE(s) arrangements submitted with the bid. The Offeror also agrees to allow an audit and/or
examination of any books, records and files held by their company. The bidder agrees to allow the
transmission of interviews with owners, principals, officers, employees and applicable
subcontractors/suppliers/contractors participating on the contract that will substantiate the actual work
performed by the MAA//DBE(s) on this contract, by an authorized officer or employee of the City. Any
intentional and/or knowing misrepresentation of facts will be grounds for terminating the contract or debarment
from City work for a period of not less than three (3) years and for initiating action under Federal, State or
Local laws concerning false statements. Any failure to comply with this ordinance and create a material
breach of contract may result in a determination of an irresponsible Offeror and barred from participating in
City work for a period of time not less than one (1)year.
Authorized Signature Printed Signature
Title Contact Name/Title(if different)
Company Name Telephone and/or Fax
Address E-mail Address
City/State/Zip Date
Rev.5/30/03