Agenda 05/12/2015 Item #16D5
EXECUTIVE SUMMARY
Recommendation to award Request for Proposal No. 14-6274, Parks and Recreation Activity
Management Software Solution to the Active Network, LLC, authorize Chairman to execute
Agreement, and authorize the necessary budget amendment.
OBJECTIVE : To ensure the efficiency and effectiveness of Parks and Recreation operations by
maintaining continuity among its automated registration, reservation and accounting systems.
CONSIDERATIONS: In April of 2004 the Parks and Recreation Department implemented the CLASS
software system to automate the management of recreation programs and activities. In the fall of 2012 the
Department was notified by the CLASS software vendor that they would be discontinuing support for the
product. As a result, the Department developed a scope of work and collaborated with the Procurement
Services Division to solicit for a software solution.
On July 31, 2014, Request for Proposal (RFP) No. 14-6274 was posted on the Procurement Services
Division website. Notices were sent to 883 vendors and 30 solicitation packages were downloaded. Two
responsive proposals were received on September 16, 2014. A selection committee met on October 3,
2014, and by consensus the members selected the Active Network, LLC as the top vendor to perform the
services as outlined within the RFP.
Active Network, LLC offers a completely web-based Software as a Service (SaaS) solution (Active Net)
to manage all facility functions, memberships, and league and recreational program registrations. The
ongoing service costs for the Active Net solution are based on a per-receipt (transaction) fee structure.
These transaction fees will be deducted from revenues processed directly by the vendor. Included in the
fees are unlimited technical support, necessary upgrades, hosting/maintenance of data, back-ups, and
integrated payment processing fees. Staff recommends award to the Active Network, LLC.
Parks and Recreation staff with the Procurement Services Division’s assistance developed a cost
comparison shown below to evaluate the true cost of transitioning into a new system. Yearly costs
provided in the table below include IT related costs for both systems and yearly maintenance with the
current system. Transaction charges represent fees associated with each credit card transaction only under
the current system and all transactions under the proposed system.
CLASS Active Net Difference
Year One
Sys Op erating
Costs/Implementation Fee $103,523.50 $35,900.00
Transaction Charges $88,450.11 $150,699.34
Subtotal $191,973.61 $186,599.34 ($5,374.27)
Year Two
Sys Operating Costs $103,523.50 $23,100.00
Transaction Charges $88,450.11 $150,699.34
Subtotal $191,973.61 $173,799.34 ($18,174.27)
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Full implementation of the Active Network LLC., web-based Activity Management Software Solution is
planned for the second quarter of FY16.
FISCAL IMPACT: The current CLASS activities management software system has an annual operating
cost impact of $191,973 that includes both system operating costs and transaction charges when a credit
card is used. These costs are provided for in the current Parks & Recreation Division budget. The
proposed Active Network, LLC., web-based Activity Management Software Solution has a modestly
lower total estimated cost of approximately $173,800 after the one time implementation fee of $12,800 is
paid in year one. Ongoing operating costs of $23,100 provide for league scheduling functionality. Costs
for the Active Network, LLC., Web-based software solution are primarily incurred on a transaction basis.
A Budget Amendment for $12,800 in the FY15 Parks Capital Improvement Project Fund (306) Activity
Management Software Project (80258) is necessary to cover implementation costs.
GROWTH MANAGEMENT IMPACT : There is no Growth Management Impact associated with this
Executive Summary.
LEGAL CONSIDERATIONS: This item has been approved as to form and legality and requires
majority vote for approval. - CMG
RECOMMENDATION : That the Board of County Commissioners awards RFP No. 14-6274, Parks and
Recreation Activity Management Software Solution, to the Active Network, LLC, authorizes the
Chairman to execute the Agreement after review and approval by the County Attorney; and authorizes the
necessary budget amendment.
Prepared by: Natali Betancur, Operations Analyst, Parks and Recreation Division
Attachments: 1) Contract, 2) Budget Amendment
Year Three
Sys Operating Costs $103,523.50 $23,100.00
Transaction Charges $88,450.11 $150,699.34
Subtotal $191,973.61 $173,799.34 ($18,174.27)
Year Four
Sys Operating Costs $103,523.50 $23,100.00
Transaction Charges $88,450.11 $150,699.34
Subtotal $191,973.61 $173,799.34 ($18,174.27)
TOTAL FOR 4 FULL YEARS OF
PROGRAM $767,894.44 $707,997.34 ($59,897.10)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.16.D.16.D.5.
Item Summary: Recommendation to award Request for Proposal No. 14-6274, Parks and
Recreation Activity Management Software Solution to the Active Network, LLC, authorize
Chairman to execute Agreement, and authorize the necessary budget amendment.
Meeting Date: 4/14/2015
Prepared By
Name: BetancurNatali
Title: Operations Analyst, Beach & Water
1/2/2015 12:58:05 PM
Approved By
Name: WilliamsBarry
Title: Division Director - Parks & Recreation, Parks & Recreation
Date: 3/24/2015 4:54:10 PM
Name: TownsendAmanda
Title: Division Director - Operations Support, Public Services Department
Date: 3/27/2015 10:56:03 AM
Name: AlonsoHailey
Title: Operations Analyst, Public Services Department
Date: 3/30/2015 2:27:56 PM
Name: WashburnIlonka
Title: Manager - Park Operations, Parks & Recreation
Date: 3/31/2015 8:34:49 AM
Name: MarkiewiczJoanne
Title: Division Director - Purchasing & Gen Svc, Purchasing & General Services
Date: 3/31/2015 12:41:37 PM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 3/31/2015 3:18:16 PM
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Name: CarnellSteve
Title: Department Head - Public Services, Public Services Department
Date: 4/2/2015 11:29:45 AM
Name: GreeneColleen
Title: Assistant County Attorney, CAO General Services
Date: 4/3/2015 9:55:53 AM
Name: KlatzkowJeff
Title: County Attorney,
Date: 4/6/2015 1:33:03 PM
Name: FinnEd
Title: Management/Budget Analyst, Senior, Transportation Engineering & Construction Management
Date: 4/7/2015 11:12:43 AM
Name: CasalanguidaNick
Title: Deputy County Manager, County Managers Office
Date: 4/7/2015 2:19:31 PM
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1
14 -6274 Parks and Rec Activity Management Software Solution
REQUEST FOR PROPOSAL
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
Solicitation 14 -6274 Parks & Recreation Activity
Management Software Solution (AMSS)
Joanne Markiewicz, Procurement Director
239 -252 -8975 (Telephone)
239 -252 -6480 (Fax)
joannemarkiewicz@colliergov.net (Email)
This proposal solicitation document is prepared in a Microsoft Word format. Any alterations to this document
made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any
other legal remedies available to the Collier County Government .
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Table of Contents
LEGAL NOTICE .................................................................................................................................. 3
EXHIBIT I: SCOPE OF WORK, SPECIFICATIONS AND RESPONSE FORMAT ............................... 4
AFFIDAVIT FOR CLAIMING STATUS AS A LOCAL BUSINESS .................................................... 28
EXHIBIT II: GENERAL RFP INSTRUCTIONS .................................................................................. 30
EXHIBIT III: COLLIER COUNTY PURCHASE ORDER TERMS AND CONDITIO NS ....................... 34
EXHIBIT IV: ADDITIONAL TERMS AND CONDITIONS FOR RFP .................................................. 38
ATTACHMENT 1: VENDOR’S NON -RESPONSE STATEMENT ...................................................... 46
ATTACHMENT 2: VENDOR CHECK LIST ....................................................................................... 47
ATTACHMENT 3: CONFLICT OF INTEREST AFFIDAVIT ............................................................... 48
ATTACHMENT 4: VENDOR DECLARATION STATEMENT ............................................................ 49
ATTACHMENT 5: IMMIGRATION AFFIDAVIT CERTIFICAT ION ..................................................... 51
ATTACHMENT 7: VENDOR SUBS TITU TE W – 9 ............................................................................ 52
ATTACHMENT 7: INSURANCE AND BONDING REQUIREMENTS ................................................ 53
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Legal Notice
Sealed Proposals to provide an activity management software solution will be received until 12 PM
Naples local time, on September 3, 2014 at the Collier County Government, Purchasing
Department, 3327 Tamiami Trail E, Naples, FL 34112.
Solicitation
14 -6274 Parks and Rec Activity Management Software Solution
Services to be provided may include, but not be limited to the following: software and implementation
services for a comprehensive, hosted, hybrid-hosted or on -premises Activity Management Software Solution
(AMSS) that can meet the current requirements of the Collier County Parks & Recreation Departmen t.
A non -mandatory pre-proposal conference will be held on August 18, 2014, commencing promptly at
9:00 AM, and will be held in the Purchasing Department Conference Room, Collier County
Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112.
All statements shall be made upon the official proposal form which may be obtained on the Collier
County Purchasing Department Online Bidding System website: www.colliergov.net/bid .
Collier County does not discriminate based on age, race, color, sex, religion, national origin, disability
or marital status.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA,
BY: /S/ Joanne Markiewicz
Director, Procurement Services
This Public Notice was posted on the Collier County Purchasing Department website:
www.colliergov.net/purchasing and in the Lobby of Purchasing Building "G", Collier County
Government Center on July 31, 1014.
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Exhibit I: Scope of Work, Specifications and Response Format
As requested by the Collier County Parks and Recreation Department (hereinafter, the “Division or
Department”), the Collier County Board of County Commissioners Purchasing Department
(hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of
obtaining proposals from interested and qualified Consultants in accordance with the terms,
conditions and specifications stated or attached. The Consultant, at a minimum, must achieve the
requirements of the Specifications or Scope of Work stated.
Th e results of this solicitation may be used by other County departments once awarded according to
the Board of County Commissioners Purchasing Policy.
The terms vendor(s), supplier (s), consultant(s) and proposer(s)are used interchangeably within this
solicitation.
Brief Description of Purchase
The Collier County Parks and Recreation Department (the Department) is seeking vendor proposals
for the implementation of Activity Management Software Solution (AMSS), and implementation
services, with real-time cu stomer Internet registration, to support the processes managed by the
Department, including, but not limited to the daily management of the following tasks:
1. Program registrations,
2. Facility reservations,
3. Memberships,
4. League scheduling,
5. Point of sale,
6. Admissions,
7. Payment processing, and
8. Customized reporting.
The purpose of this request is to obtain competitive proposals and pricing for a comprehensive,
hosted, hybrid-hosted or on -premises Activity Management Software Solution (AMSS) that can meet
the current requirements of the Collier County Parks & Recreation Departmen t. The County’s budget
for this project is: fifty thousand ($50,000) dollars.
Background
The County seeks to implement an Activity Management Software Solution (AMSS) that will enable
the Department ’s staff to serve its customers with greater efficiency and to enhance internal
operations. The solution shall provide for easy management, allow for future growth, and deploy easily
to functional areas of Parks & Recreation. The Department is committed to taking significant steps to
automate as many processes as possible and is interested in functionality that will automate basic,
common required services, including:
Online Activity Registration (Required) – A hosted or hybrid-hosted registration program and
payment solution is desirable to initiate automation and to increase customer service by
allowing users to access and pay for recreation services and programs from their home
computers. Ease of use is imperative. A hosted or hybrid-hosted web application shall offer
the flexibility to synchronize online registration and payment activity to the on-premises
database servers through a secure interface while maintaining PCI DSS compliance.
Onsite Activity Registrations (Required) – with possible kiosk / remote hook-ups.
Facility Reservations (Required)
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Membership (Required)
Point of Sale (Required)
Hosted Payment Processing (Required)
PCI Compliance (Required)
Standard Reports in different formats (Required)
SAP Interface (Required)
E-mail Capabilities (Required)
League Scheduling (Optional )
Dashboard (Optional)
Subsidiary Modified Accrual Accounting System for scholarships, etc. (Optional)
Child Care Management (Optional)
Current Computing Environment: Collier County has approximately one thousand four hundred
twenty-five (1,425) computer users.
Of the one thousand four hundred twenty-five (1,425) computer users on the BCC network,
approximately one thousand three hundred (1,300) users are connected via 10/100 Mbps copper, or
via wireless using 802.11 (a,b,g,n) . The fiber optics backbone and servers are connected at 1 Gbps.
The non fiber connected sites use various technologies including metro Ethernet, T1, frame relay,
broadband (DLS, cable) and/or point-to -point wireless. Most users are connected to the backbone via
100 Mbps connections. The remaining three hundred (300) users can be assumed to be connected
via T-1 at 1.5 Mbps. We currently have 327 mobile data users using Sprint wireless cards.
The Collier County data network is supported by Cisco Systems equipment. All of the software
systems are Microsoft Windows based and all of the databases are Microsoft SQL Server. See the
accompanying Technical Architecture and Compatibility Specification (TACS) for more information.
See the TACS document for infrastructure compatibility requirements.
Collier County runs Dell and IBM x Series servers, with storage area network (SAN) from NetApp.
Any application that you propose which does not meet these specifications must include all costs
associated with it (ie. Licensing, server cost, training, etc.) on the Total Cost of Ownership document.
Existing software systems used at the County are listed below; with SAP being the financial system of
record for the County.
SAP ECC 6.0 – currently implemented modules include FI/CO/FM, MM, HR, and Project
Systems. Collier County maintains four (4) production servers hosting the SAP applications,
along with development, testing and training servers. The COC Management Information
System department runs the SAP infrastructure, including all of the SAP equipment; the basis
and system security, back up, and recovery; and is responsible for SAP continuity of
operations, SAPGUI updates, server and R3 updates, and patches. Microsoft Exchange 200 7
SP3; will be upgraded to current version in calendar 2014.
Collier County has established the following governance structure for SAP related applications
(of which this would be considered a related application as it passes financial related
information ).
o SAP is Collier County’s financial system of record.
o Collier County’s financial operations will be SAP centric.
o All existing and new business applications with financial functionality must interface to
SAP.
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o Collier County is currently running SAP ECC 6.0 with No Enhancement packs - The
solution needs to be compatible with Collier County’s version of SAP. Currently, SAP
ECC 6.0 and any Enhancement Packs that CC may decide to apply in the future.
o SAP is deployed on MS SQL Server version 2005, CC plans to migrate to MS SQL
Server version 2012 during this calendar year.
o Collier County updates SAP services packs on a yearly basis during the 4th quarter of
the calendar year - if the proposed solution requires updates, they need to be
coordinated with the SAP update schedule. Collier County applies patches in the
following order Sandbox, DEV, QAS then PRD, with testing completed between each
system.
o Exhibit 7 A – SAP Landscape Architecture
o Exhibit 7 B – SAP Modules
Symantec Enterprise Vault – for email archiving
Microsoft SharePoint (MOSS) 2010
Sire Agenda Management System
Municipal’s CityView Land Management Suite
Sire Content Management System
IT Staff: Collier County has the following number of information technology staff to support the
County’s infrastru cture, including assignments to the Department:
10 application specialists
6 network specialists
5 desktop support
3 GIS specialists / Programmers
2 Database Administrators
1 Sharepoint Administrator
4 Server Administrators
3 for administrative support
6 IT/GIS managers
Detailed Scope of Work
Deliverables: The department requires software and implementation services, to deploy software,
which manages the day-to -day program registrations, facility reservations, memberships, league
scheduling, point of sale, admissions, payment and accounting processing, and customized reporting
which is totally integrated and reportable.
General Information : The Parks & Recreation Department has identified a need to replace their
Activity Management Software Solution (AMSS) existing software. The department has been using
the current software for approximately ten (10) years. The software includes program registration,
membership, point of sale, league registration, econnect, facility reservation, and accounting which is
totally integrated and reportable.
The Department has multiple locations (18) where customers may register for programs, rent facilities,
or purchase membership cards. The average number of classes scheduled per year is 1,310 with
approximately 12,480 registrations. There is an average of 7,800 memberships sold. The average
number of reservations per year is 2,860 with over 11,400 bookings. Currently, there are
approximately 120 users with Active Network, Inc. CLASS Recreation Software installed on
approximately 120 computers. Revenue is approximately $6.5 million annually.
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This project is seeking a commercial off-the-shelf (COTS) product that is currently implemented in
other jurisdictions, and may require some special customization of code other than built-in
configuration options.
Expectations of Supplier for Implementation Services and Software
The awarded supplier will be expected to provide:
1. Implementation services and all related software to install the Activity Management
Software Solution (AMSS) project.
2. Project management services : The Department requires that the prime contractor take
responsibility for providing extensive project management and project team for the
implementation of the Activity Management Software Solution (AMSS). The prime contractor is
expected to guarantee the successful, timely completion of those aspects of the project over
which it has control. Collier County intends to take responsibility for meeting its obligations as
defined in an agreed upon Statement of Work (SOW) which will be finalized during the contract
negotiations process.
The County intends to contract with one prime contractor for implementation services and any
software applications that the prime contractor determines are necessary to implement the
functionality required in this document. This contractor will have overall responsibility for the
delivery of the project; the county reserves the right to make the final approval on the timeline
and sequencing of work.
The prime contractor may at its discretion, have subcontracts; the county reserves the right to
make the final determination on all subcontractors on their acceptability of all proposed
subcontractors, or replacement subcontractors.
The County shall have the right to request that a project team member be re-appointed to the
team at its discretion for reasons including but not limited to their qualifications, experience,
and their ability to interact effectively with county staff, their perceived productivity, their ability
to transfer knowledge to county staff.
The County will provide the consultant work space and local telephone service.
Suppliers must provide a project plan for achieving the objectives of the project including an
explanation of the role of all partners, the role of Collier County staff (including time
commitment), and an overall project timeline. A description of a recommended team structure
(including an organizational team chart), listing key personnel functions, staffing profiles and
responsibilities to cover the software and implementation, training, and support should also be
included. The detailed plan must thoroughly discuss how the supplier will successfully
implement the Activity Management Software Solution (AMSS) requirements. Please include a
copy of a plan utilizing Microsoft Project.
In all phases of the project, knowledge transfer deliverables are required. The supplier is
expected to provide documentation for training, configuration, and code documentation as
directed by the Collier Project Manager for each task. Knowledge transfer will be provided
through demonstrations or training as well as formal written documentation. All technical
procedures including installations and maintenance must be provided.
Key components to include in the project plan shall include estimated timeframe, overview of
deliverables, assumptions, and assumed supplier and county responsibilities. The County will
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assign one (1) functional and one (1)technical project managers to assist with the
implementation of this project.
The supplier shall provide a qualified PM who will be responsible for overseeing all aspects of
the services to be provided to implement the Activity Management Software Solution (AMSS),
and who serves as the supplier's primary contact for management and administration of the
project. The PM shall not be replaced by the supplier without prior written approval by the
County and it may request the designation of other required staff by the supplier. The primary
duties of the PM include, but are not limited to:
a) Create and provide a project plan and a master project schedule with identified
milestones. Key components include:
o Hardware and software installation
o Process and workflow analysis
o System design and configuration
o Required modifications and customizations
o Required system integrations
Tasks
Roles and Responsibilities
Data Formats
Descriptions of Interfaces
o Testing planning and execution
o Training development and delivery
o System acceptance
b) Facilitate communication among project team members
c) Make commitments and decisions on behalf of the supplier team
d) Implement changes to the project plan
e) Manage project progress, including issues and potential schedule changes
f) Attend, participate and track progress review meetings (including taking minutes)
g) Provide bi-weekly status reports
3. Provide software / software licenses : Collier County is interested in securing at least fifty
(50 ) concurrent software licenses for the Activity Management Software Solution (AMSS)
application. The County shall retain ownership of all data and upon termination of the
resultant contract, the supplier shall turn-over all County data in a format approved by the
County.
4. Provide software / system documentation : detailed system and user documentation is
provided to county staff responsible for the operation and support of the system. The
successful supplier shall provide two complete sets of technical manuals and user manuals
to Collier County for administrator and end-user training. Additionally, the supplier shall
provide one (1) electronic copy (Microsoft Word) of the technical and user manual to Collier
County. The County at their expense will have the right to make additional copies of the
documents as needed. The successful supplier will also provide the County with complete
system implementation documentation concerning installation, configuration, testing,
interfaces, data conversion, and integration of the system.
The supplier shall provide, immediately following system acceptance, system documents that
describe all software in sufficient technical and functional detail , including the source code , so
that this information can be used by county personnel to maintain the system and solve identified
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problems. Any revisions to this document must be appropriately notated and jointly approved by
the County and the supplier ’s Project Manager.
5. Provide data conversion, system integration, and interface(s ) (into SAP, the County’s
financial system of record): identifying, designing, coding, and implementing all system
interface, data conversion, and integration solutions necessary for a successful project
implementation. The County would expect that the successful firm will include in their
proposal at least twenty-four (24) business hours with the County’s SAP consultants to
address integration and interfaces with SAP.
6. Provide develop, test and production environments : provide and maintain a “step -up”
development, test and production system during the life of the contract. The components of
these systems are:
a. Test Environment – All functional, technical, and performance requirements must be
demonstrated in a test environment with a complete database. This environment will
consist of implementing the entire system and data elements for the County.
b. Development Environment - All functional, technical, and performance requirements
must be demonstrated in a development environment with a complete database. This
environment will consist of implementing the entire system and data elements for the
County.
c. Production Environment – This environment will repeat the successful
demonstration of all functional, technical, and performance requirements, with a
complete mirrored database. This environment will consist of implementing the entire
system and data elements for the County.
7. Provide training and change management services : provide the County with a
comprehensive training program to assist with the facilitation and development of end-user
training for the implementation of their proposed Activity Management Software Solution
(AMSS).
Collier County is very interested in the delivery of training services that are an efficient use of
employee time, but effective in the transfer of practical knowledge about the use of the new
Activity Manag ement Software Solution (AMSS), including but not limited to “train th e
trainers,” online videos and DVD media instructions.
Key factors in an effective training program are expected to include: The principal classroom
instructors provided by the successful supplier have had previous formal classroom instructor
training and relevant experience with the software and hardware.
Instructors demonstrate a thorough knowledge of the material covered in the courses and
familiarity with the training manuals, system documentation tools, and training aids used in the
courses.
Collier County has the right to video record for its own internal use only all training sessions.
These materials are valuable in refresher training and follow up training. All training aids,
materials, and recordings prepared to accomplish this service become the property of Collier
County.
Power User training will cover the entire system with in-depth sessions for each functional area.
Training will be provided for a System Administrator and back up who will be responsible for all
system functions.
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End user training will be focused on functional positions and workflow processes. All personnel
comprising a specific functional position in a department will be trained on the system’s use
specific to their needs.
Training should be provided in the use of all report and query functions for users who will be
creating and modifying reports.
To recap, the training plan shall support the following user groups:
o System Administrators
o End-Users (Departmental users)
o End-Users (Management)
8. System acceptance and payment : The County will finalize a project calendar with
milestones, including proportional payment milestones for project completion and acceptance
by the County.
There will be a full system acceptance test after the complete project implementation. These
tests will confirm system operations and ensure that the system meets all of the functional
requirements as outlined in this RFP and any subsequent agreements. The test, depending
on the type of functionality being tested, will run for up to ninety (90 ) days after the supplier
has determined that the system is operational. A second thirty (30 ) day period is reserved for
fixing discrepancies.
System performance shall be at an acceptable speed as dictated by industry standards and
state of the art technologies.
Discrepancies that are fixed will be retested. The acceptance test must be completed within sixty
(60) days from the start of the test. If the testing, fixing and retesting is not completed and
accepted within sixty (60) days, unless otherwise agreed to in writing by the parties, the system
may be deemed unacceptable and the Supplier may be terminated from the project. In the event
the Supplier fails to perform any required service within the time schedule under the contract, the
County reserves the right to assess liquidated damages and/or obtain substitute performance.
Further, the County reserves the right to deduct the cost of such substitute performance from the
Consultant’s payments. The Supplier may be exempt from this provision if such exemption i s
granted by the Project Manager or his designee, in writing, prior to any delays or as a result of an
Act of Nature.
The Supplier will not be held responsible for delay caused by the County. In either case, such
delay must be documented and agreed to by both parties.
The following process will be utilized to govern the acceptance of deliverables:
Deliverables are to be defined and scheduled with milestones and completion dates.
All deliverables shall be subject to county review and approval prior to acceptance and
payment.
The county is responsible for reviewing and approving each deliverable with an agreed upon
turnaround time as included in the project plan. If the county requires revisions, the supplier
will receive written notification of the changes and have five (5) business days to implement
the changes.
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Supplier shall not change a deliverable that has been accepted by the county without written
approval of the county.
Each deliverable should conform to the RFP, the supplier ’s proposal, and/or any subsequent
agreements.
A process for identifying and correcting errors shall be included in the response.
No payments will be made for deliverables not fully accepted by the county.
The county and supplier will develop a formal deliverable sign-of f approach which will govern
the payment schedule.
9. Warranty : provide a warranty for all labor, materials and software for entire testing, installation
and integration into production for a period of 1 year after acceptance by Collier County.
10. Maintenance and software support : provide an annual technical and maintenance support
agreement with the following components:
a. Solution must provide a 99.9% uptime solution.
b. Security breach policy if date is compromised.
c. Hosted software installations must have a backup recover and disaster recovery
process and procedure in place with a return to service within twenty-four (24) hours.
The maintenance agreement will not commence until the application has been placed in
production and accepted by the County in writing. The maintenance agreement must provide
ongoing system support and maintenance, including upgrades, bug fixes and patches, and
other technical support necessary for County staff to operate the solution.
11. Adherence to County IT Standards : adhere to the C ounty’s technology standards and data
security breech standards found in Evaluation Criteria – Tab 1 including Collier County
Information Technology Requirements 2012 and Collier County Technical Architectural,
Compatibility and Supportability Requirements Document (TACS).
12. Data Owner : The County owns all data affiliated with this scope of work. At no time may the
contractor sell for any reason, including marketing-relate purposes, the data developed,
created or used for any purpose. Once this contract is terminated, the contractor agrees to
turn over all data in a format determined at the sole discretion of the County.
Term of Contract
Included as part of the proposal response, Proposers must submit any license and/or
maintenance agreements to be used if the firm is selected for this project. The County will not be
obligated to sign any contracts, maintenance and/or service agreements or other documents
provided by the Supplier and reserves the right to include in any contract documents such terms
an d conditions as it deems necessary for the proper protection of the rights of Collier County and
in compliance with all rules, regulations and laws of Collier County, the State of Florida, and the U.
S. Government.
The contract term, if an award(s) is/are made is intended to be for an initial five (5) year period
with annual options to renew licenses and/or maintenance/service agreements for additional one
(1) year periods at the County’s sole discretion . The County reserves the right to renegotiate rates
at each renewal period. The County shall give the Supplier written notice of the County’s intention
to extend the Agreement term not less than thirty (30) days prior to the end of the Agreement term
then in effect.
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The scope of services under any result ant Agreement shall be in support of the Department’s
Activity Management Software Solution. The Agreement will include services for additional related
services as required and mutually agreed upon by County and awarded Contractor in writing. The
scope and cost of any such services shall be negotiated and evidenced by an Amendment to the
Agreement.
The County reserves the right to terminate the agreement and should the County exercise that
right, to terminate this agreement, the Contractor shall turn over all of the County’s data (archived,
historical and current) in a format to be determined by the County.
Projected Solicitation Timetable
The following projected timetable should be used as a working guide for planning purposes only.
The County reserves the right to adjust this timetable as required during the course of the RFP
process.
Event Date
Issue Solicitation Notice July 31, 2014
Non -mandatory pre -solicitation meeting 8/1 8 /2014, 9:00 AM,
Naples Local Time
and Locations
Last Date for Receip t of Written Questions 8/19/2014 , 12 Noon,
Naples Local Time
Addendum Issued Resulting from Written Questions or Pre -
Proposal Conference
8/20/2014
Solicitation Deadline Date and Time 9/3/2014; 12 Noon ,
Naples Local Time
Anticipated Evaluation of Sub mittals September - October
2014
Supplier Presentations if Required October - November
2014
Anticipated Board of County Commissioner’s Contract
Approval Date
January 2015
Response Format
The Supplier understands and agrees to abide by all of the RFP specifications, provisions, terms
and conditions of same, and all ordinances and policies of Collier County. The Supplier further
agrees that if it is awarded a contract, the work will be performed in accordance with the
provisions, terms and conditions of the contract.
To facilitate the fair evaluation and comparison of proposals, all proposals must conform to the
guidelines set forth in this RFP.
Any portions of the proposal that do not comply with these guidelines must be so noted and
explained in th e Acceptance of Conditions section of the proposal. However, any proposal that
contains such variances may be considered non-responsive.
Proposals should be prepared simply and economically, providing a straightforward concise
description of the Supplier ’s approach and ability to meet the County’s needs, as stated in this
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RFP . All proposals should be presented as described in this RFP in PDF or Microsoft Word
format with Tabs clearly marked. If outlined in this RFP, the utilization of recycled paper for
proposal submission is strongly encouraged.
The items listed below shall be submitted with each proposal and should be submitted in the order
shown. Each section should be clearly labeled, with pages numbered and separated by tabs.
Failure by a Suppli er to include all listed items may result in the rejection of its proposal.
1. Tab 1, Executive Summary
Provide the following information in a management letter format which addresses all of the key
points below:
Discuss the proposer’s understanding, and commit to, the County’s scope of work
identified;
List the name, address, telephone and FAX number, and the email address of the
proposer’s primary contact throughout the engagement;
List any subconsultant’s who may participate in the execution of any of t he work identified
in the scope of work;
Provide a copy of the standard software license agreement; and
Sign and date Tab 1, Executive Summary Submittal agreeing to comply with all of the
Collier County Information Technology Requirements. Should a provider take exception
with any one of the technology requirement, the County, may at its sole discretion,
disqualify the proposal from further consideration.
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Collier County
Information Technology Technical Requirements
Te chnical Requirement
1 Web -based candidate software shall utilize Microsoft Internet Explorer. No other browser is supported. Current
Collier Production Version is IE 9.
2
The supplier must submit any applicable license agreements for any proposed eleme nts including a description of
the licensing model, and list prices for all license types and whether or not custom licensing arrangements are
available.
3
The supplier must submit any applicable maintenance agreements for any proposed elements including a
description of the maintenance plan, software upgrade policies and exclusions, and list prices for all maintenance
agreement types and whether or not custom maintenance agreements are available.
4
SAP is Collier's financial application and as such:
• Ap plications cannot directly interface with SAP
• Applications that have a point of sales component must be able to produce a batch file daily containing all
financial transactions for that day
• The batch file will use the format supplied by the Collier County Clerk of Courts
5 All desktop software applications must utilize Microsoft Operating System, current Collier Production Version
release with current patches and service packs, Windows 7 & 8.
6 Applications may not use Exchange Event Sinks or Excha nge Public Folders.
7 If US -Cert posts vulnerability the software must be addressed within a 30 day timeframe by the software supplier .
8
Software must comply with all Federal, State and Local regulation and all access must comply with current
published County Manager Agency (CMA) policies. Current policies that apply are CMA 5402 and CMA 5403,
CMA 5405, Fingerprint ordinance, Section 508 (ADA Compliance), HIPAA and PCI.
9
Any software which stores personally identifying information, including but not l imited to passwords, SSN, driver’s
license numbers, etc.... or any financial information, such as credit card numbers, bank routing information, etc...
must fully protect the information and disclose the methods of protection used, access protection method s, and
life cycle handling of this data. Industry standard encryption methods utilizing at least 256 bit encryption
techniques are required.
10 Software supplier s will acknowledge in writing prior to selection, that Collier County Government will own any and
all data and the databases.
11
The candidate software application proposal must include a complete hardware topology diagram and
recommended hardware configurations.
Supplier Deliverables:
- Topology Diagram
- Recommended hardware requirements (work station and server)
- Network bandwidth requirements
12 Web -based software must utilize IIS 7 or newer with current patches and service packs.
13
Software applications should support and run on current shipping release of virtual servers, including:
- VMware ESX (5.1 or current version / confirm with BCC IT Operations)
- Microsoft Hyper -V 3.0
14
All software upgrades or changes required by the selected supplier must be fully tested before being moved into the
production environment. Therefore su pplier s must include in their proposal the costs for licensing, professional services, and
annual maintenance to set up and maintain test and development environments.
15 System must support the current backup Collier Production environment with NetBacku p V 7.5.0.1 or current running version.
16 All server software applications must utilize Microsoft Operating System, current Collier Production Version
release with current patches and service packs, current version Server 2008 and Server 2012 R2.
17 Da tabase solutions should take advantage of the County's Microsoft’s SQL Server environment. The current
environment is Microsoft SQL Server 2012 (64 -bit).
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18 Hard coding account access shall not be permitted.
19 If geographic information systems (GIS) is included in the solution, the solution should leverage the County's
ESRI GIS infrastructure, which includes ArcGIS for Server Enterprise Advanced version.
20 Incident Support providing 24x7/365 coverage shall be offered. Incident response service levels shall be
specified.
21
Client software applications should support and the supplier should provide package definition files with silent
install without user interaction, using Microsoft SCCM current version. Supported installation packages include:
- M SI, Microsoft Windows installer MSI compatible
22 All software application supplier s are required to notify Collier County when new releases become available and
when current releases and related systems are no longer supported.
23
Preferred solutions s hould take advantage of the County's Active Directory environment and utilize Windows
Authentication at the application, database and server tier, run fully in the user context, and not require elevated
permissions or administrative permissions. Elevated p ermissions require adherence to all relevant policies, such
as the Elevated Privileges and Elevated Database Permissions policies.
My firm agrees to comply with, and adhere to all of the Collier County Information Technology
Requirements noted above and takes no exceptions to any of these requirements:
Signature:____________________________________________________________Date: ________________
Print Name_________________________________________ Firm: _________________________________
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2. Tab 2, Overview of Company Experience and Project Team (15 Points)
Provide information that documents your organization’s qualifications to produce the required
deliverables, including abilities, capacity, skill, and financial strength, and number of years of
experience in providing the required services in the format identified below .
1. Number of years the firm has been in business
providing the software and implementation of services
as outlined in this scope of work.
__________________
2. Number of projects that t he proposer has implemented
like the scope of work identified from 1/1/0 9 – 12/31/1 3
(5 years).
Provide evidence of at least one implementation .
Provide a copy of the the proposed software
license(s) to be used with this scope of work.
__________________
3. Number of full time equivalent personnel to implement
the County’s scope of work.
Provide a short narrative (or resume) of the work /
projects they have accomplished during their tenure
with the proposer’s company.
__________________
TOTAL (Add 1 + 2 + 3) to determine Experience TOTAL
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each Proposer ’s information provided in this area in the requested information 1
– 3 above:
The County shall total all items identified by the proposer to determine the proposer
with the greatest TOTAL .
The highest number of points (15 ) will be awarded to the proposer who has the
greatest TOTAL .
The next highest proposer ’s TOTAL will be divided by the highest proposer ’s TOTAL
which will then be multiplied by 15 points to determine the Proposer ’s Points Awarded.
Each subsequent proposer ’s number of project score will be calculated in the same
manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Proposer Name T OTAL Points Awarded
Proposer 123 52 15
Proposer 456 30 9
Proposer 7 89 30 9
Proposer 101 15 4
Proposer 201 12 3
Proposer 301 4 1
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The Points Awarded by proposer will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the proposer ’s
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per proposer. The Selection Committee may, at their sole discretion
modify the points assigned after a thorough review of the proposal and prior to final ranking
by the final Selection Committee.
3. Tab 3, Fiscal Stability and Estimated Project Completion (10 Points)
Provide a discussion regarding the successful supplier ’s approach to data conversion and
interface development and for testing of both, as it relates to this project. The discussion
should address the method of data conversion, to include strategies for testing, verification,
validation, contingencies, security and integration with:
o SAP Financial System version SAP ECC 6.0 with MS SQL Server 2012 database
o GIS data structures supported by the Count y’s geodatabase, including internal and
externally-linked tables, feature classes, domains, geometric networks, relationship
classes, subtypes, etc.
The test strategy shall include, but not be limited to, unit testing of individual detailed
processes and transactions, parallel testing, if appropriate, and system testing of all
processes, interfaces, and conversions. The test strategy should also include methods for
verifying the accuracy of information relative to transaction processing, interfaces, data
conversion, reports, account history, notes, and ad-hoc reporting.
Complete the following information as requested to ensure consistent scoring of proposal.
Firms who do not provide the information as requested in the format below shall receive
zero (0) points for this criterion.
Index Fiscal Stability Questions Response
1. Indicate the number of times the proposer or their
principals have filed for bankruptcy during the past five
year (January 1, 2008 - December 31, 2012).
(number)
2. Provide the averag e number of days the firm pays its
accounts payable transactions.
(average
number of
days)
3. Provide the number of external audit “management
comments / letters” received during the past five year
(January 1, 200 9 - December 31, 201 3 ).
Provide a copy of all management comments /
letters during that period.
Provide the previous two (2) years of income
statement, balance sheet and statement of cash
(number)
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flow.
4. P rovide the number of days from notice to proceed to
completion of the project timeline and milestone.
(number of
days)
5. P rovide the number of days from blueprint milestone
acceptance to initial configuration and set -up in
sandbox milestone.
(number of
days)
6. P rovide the number of days from initial configuration
and set -up in sandbox mileston e to configuration in
development environment milestone.
(number of
days)
7. P rovide the number of days from configuration in
development environment milestone to development
of tests scripts with the County milestone.
(number of
days)
8. P rovide the numbe r of days from development of tests
scripts with the County milestone to testing and
acceptance in the development environment
milestone.
(number of
days)
9. P rovide the number of days from acceptance in the
development environment milestone to migration t o
QAS milestone.
(number of
days)
10. P rovide the number of days from acceptance in QAS
milestone to migration to production.
(number of
days)
11. Post production support.
Provide a copy of the project timeline from “notice to
proceed” through post -productio n support.
14
(number of
days)
TOTAL Add items 1 – 1 1 and provide the total.
(TOTAL )
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each Proposer ’s information provided in this area in the requested information 1 – 3
above:
The County shall total all items identified by the proposer to determine the proposer with
the lowest TOTAL .
The highest number of points (10 ) will be awarded to the proposer who has the lowest
TOTAL .
The next lower proposer ’s TOT AL will be divided by the lowest proposer ’s TOTAL which
will then be multiplied by 10 points to determine the Proposer ’s Points Awarded. Each
subsequent proposer ’s number of project score will be calculated in the same manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
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Proposer Name T OTAL Points Awarded
Proposer 123 94 10
Proposer 456 104 9
Pr oposer 7 89 152 6
Proposer 101 152 6
Proposer 201 200 5
Proposer 301 210 4
The Points Awarded by proposer will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the proposer ’s pro posal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
proposer. The Selection Committee may, at their sole discretion modify the points assigned
after a thorough review of the proposal and prior to final ranking by the final Selection
Committee.
4. Tab 4, Functional and Technical Requirements (20 Points)
Complete the Technical and Functional requirements matrix labeled Exhibit 1A Functional and
Technical Requirements in separate document located on the County’s Online Bidding System
at http://bid.colliergov.net/bid/. Insert information as requested to ensure consistent scoring of
proposals. Proposers who do not provide the information as requested in the format o f Exhibit 1A
Functional and Technical Requirements shall receive zero (0) points for this criterion. All
results must be returned in Microsoft Excel.
Response
Scoring Definition
1
This requirement currently exists and can be demonstrated.
2
This requirement is scheduled for future release and will be incorporated at
no additional charge prior to system implementation. If response = 2 in any
column, identify the release date in the Explanation / Comment field.
3
This requirement is not currently available, but can be provided as a
modification at an additional co st. The Proposer is to provide the cost (in
the Total Cost to Modify System column) and a n explanation requested in
Explanation / Comment field along with the number of hours and cost for
the modification
0
This requirement is not supported and/or is not provided as part of
this proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each Proposer ’s information provided in Exhibit 1A Functional and Technical
Requirements :
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The County has weighted the supplier response using the following values within the
Excel score sheet:
1 will be weighted with a value of seven (7)
2 will be weighted with a value of two (2)
3 will be weighted with a value of one (1)
0 will be weighted with a value of zero (0)
The County shall total all values to the proposer with the greatest TOTAL Value .
The highest number of points (20 ) will be awarded to the proposer who has the
greatest TOTAL Value .
The next highest proposer ’s TOTAL Value will be divided by the highest proposer ’s
TOTAL which will then be multiplied by 20 points to determine the Proposer ’s Points
Awarded. Each subsequent proposer ’s number of project score will be calculated in
the same manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Proposer Name T OTAL Points Awarded
Proposer 123 4 22 20
Proposer 456 387 18
Proposer 7 89 375 18
Proposer 101 252 12
Proposer 201 122 6
Proposer 301 43 2
The Points Awarded by proposer will be distributed to the Selection Committee prior to
their evaluation of the proposals. The Selection Committee will review the proposer ’s
proposal to ensure consistency and completion of all tasks in the RFP, and review the
Points Awarded per proposer. The Selection Committee may, at their sole discretion
modify the points assigned after a thorough review of the proposal and prior to final ranking
by the final Selection Committee.
5. Tab 5, Cost (20 Points)
Provide the proposer’s typical hourly rate sheet in the event the County may deem it
necessary to make modifications to the software in the future. This rate sheet will be included
in the final contract. Positions may include, but are not limited to:
Project manager (on-site and remote)
Systems analyst
Trainer
Complete the following price information in the format identified below. The County will use
the TO TAL COST OF OWNERSHIP in the pre-score evaluation.
Item # Description Response
1. Identify the software license cost for fifty (50)
concurrent users for Year 1 (from production start -
$ _____________
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up through the end of the first year).
Identify the deployment approach utilized
(traditional enterprise, ASP, SaaS, etc.).
2. Identify the lump sum professional service fees for
the implementation, training, change
management, project management, integration,
report development, and any other related
services (including subcontractors or third party
services).
$ _____________
3. Identify travel expenses or any other
miscellaneous fees in the implementation of this
project. (Note: the County will only pay travel
expenses according to the State of Florida tra vel
reimbursement schedule.)
Identify expected travel and miscellaneous
expenses in the execution of this scope of
work.
$ _____________
4. Identify any hardware costs associated with the
implementation of this scope of work.
$ _____________
Subtotal (add items 1, 2, 3 and 4 which indicates the total
costs for Year 1 from production start date)
$ _____________
5. Identify annual software operations, maintenance
and license fees for fifty (5) concurrent users for
years two (2), three (3) and four (4).
$ _____________
(Year 1)
$ _____________
(Year 2)
$ _____________
(Year 2)
6. Identify total transactions fees for 200,000
transactions per year for years two (2), three (3)
and four (4). Assume 200,000
$ _____________
(Year 1)
$ _____________
(Year 2 )
$ _____________
(Year 2)
Subtotal (add all items in 5 and 6 which indicates the total
costs for Years two (2), three (3) and four (4).
$ _____________
TOTAL COST OF OWNERNSHIP (add both subtotals above
to achieve the overall TOTAL COST OF OWNERSHIP )
$ _____________
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Prior to the Selection Committee reviewing proposals, the following methodology will be applied to
each Proposer ’s information provided in this area in the requested information above:
The County shall total all items identified by the proposer to determine the proposer with
the lowest TOTAL COST OF OWNERSHIP .
The highest number of points (20 ) will be awarded to the proposer who has the lowest
TOTAL .
The next lowest proposer ’s TOTAL will be divided by the lowest proposer ’s TOTAL whic h
will then be multiplied by 20 points to determine the Proposer ’s Points Awarded. Each
subsequent proposer ’s number of project score will be calculated in the same manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Proposer Name T OTAL Points Awarded
Proposer 123 52,550 20
Proposer 456 56,.850 18
Proposer 7 89 72,495 14
Proposer 101 122,250 9
Proposer 201 152,300 7
Proposer 301 249,000 4
The Points Awarded by proposer will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the proposer ’s proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
proposer. The Selection Committee may, at their sole discretion modify the points assigned after
a thorough review of the proposal and prior to final ranking by the final Selection Committee.
6. Tab 6, Technical Support and Training (15 Points)
Provide the following information regarding technical support and training in the format outlined
below.
1. P rovide the number of business hours the proposer is
providing the County for developm ent of training
materials and “train the trainer” transfer of knowledge.
Provide a copy of the project team organizational
chart.
(number of
business
hours )
2. Indicate if the proposer has procedures in place to resolve
critical system problems. If yes, indicate ten (10) in the
column to the right; if no, indicate (0) in the column to the
right.
Provide a copy of the procedures to resolve critical
system problems, including the escalation problem
procedure.
(10 for yes, 0
for no )
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3. Indicate if the prop oser has disaster recovery procedures,
including an off -site storage facility. If yes, indicate ten
(10) in the column to the right; if no, indicate (0) in the
column to the right.
Identify the hosting site locations(s) and who the owner
is of all datace nters.
Provide a copy of the procedures for disaster recover
procedures.
(10 for yes, 0
for no )
4. Indicate if the proposer has a procedure for enhancements
and upgrades. If yes, indicate ten (10) in the column to
the right; if no, indicate (0) in the col umn to the right.
Provide a copy of the procedures for enhancements
and upgrades.
(10 for yes, 0
for no )
5. Indicate if the proposer has a various extended service
agreements that the County may consider. If yes, indicate
ten (10) in the column to the ri ght; if no, indicate (0) in the
column to the right.
Provide a copy of the various standard service
agreements.
(10 for yes, 0
for no )
6. Indicate if the proposer’s provides regular security audits.
If yes, indicate ten (10) in the column to the right; if no,
indicate (0) in the column to the right.
Provide a copy of the proposer’s security audit policy
and procedures.
(10 for yes, 0
for no )
TOTAL Add items 1 – 6 and provide the total.
___________
(TOTAL)
Prior to the Selection Committee reviewing proposals, the following methodology will be
applied to each Proposer ’s information provided in this area in the requested information 1 – 3
above:
The County shall total all items identified by the proposer to determine the proposer with
the greatest TOTAL .
The highest number of points (15 ) will be awarded to the proposer who has the greatest
TOTAL .
The next highest proposer ’s TOTAL will be divided by the highest proposer ’s TOTAL
which will then be multiplied by 15 points to determine the Proposer ’s Po ints Awarded.
Each subsequent proposer ’s number of project score will be calculated in the same
manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
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Proposer Name T OTAL Points Awarded
Proposer 123 52 15
Proposer 456 30 9
Proposer 7 89 30 9
Proposer 101 15 4
Proposer 201 12 3
Proposer 301 4 1
The Points Awarded by proposer will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the proposer ’s proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
proposer. The Selection Committee may, at their sole discretion modify the points assigned
after a thorough review of the proposal and prior to final ranking by the final Selection
Committee.
7. Tab 7, References (10 Points)
Provide the following information in a management letter format which addresses all of the key
points below:
In order for the supplier to be awarded any points for this tab, the County requests that the
supplier submits three (3) completed reference forms from clients whose projects are of a similar
nature to this solicitation as a part of their proposal, as described below. The County will only use
the methodology calculations for the first three (3) references (only) submitted by the supplier in
their proposal.
Prior to the Selection Committee reviewing proposals, the following methodology will be applied to
each supplier ’s information provided in this area:
The County shall total each of the supplier ’s three (3) reference questionnaires and create
a ranking from highest number to lowest number of points. References marked with an
N/A (or similar notation will be given the score of zero (0)). Proposers who do not turn in
responses in this format, and with their proposals will not receive any points for this
section.
The greatest number of points allowed in this criterion will be awarded to the supplier who
has the highest score.
The next highest supplier ’s number of points will be divided by the highest supplier ’s points
which will then be multiplied by criteria points to determine the supplier ’s points awarde d.
Each subsequent supplier ’s point score will be calculated in the same manner.
Points awarded will be extended to the first whole number (per Microsoft Excel).
For illustrative purposes only, see chart for an example of how these points would be
distributed among the six proposers.
Proposer Name T OTAL Points Awarded
Proposer 123 300 10
Proposer 456 300 10
Proposer 7 89 256 9
Proposer 101 232 8
Proposer 201 120 4
Proposer 301 75 3
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The points awarded by supplier will be distributed to the Selection Committee prior to their
evaluation of the proposals. The Selection Committee will review the supplier ’s proposal to
ensure consistency and completion of all tasks in the RFP, and review the Points Awarded per
supplier. The Selection Committee may, at their sole discretion, contact references, and/or modify
the reference points assigned after a thorough review of the proposal and prior to final ranking by
the final Selection Committee.
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Solicitation: 14 -6274 Parks and Rec Activity Management Softwa re Solution
Reference Questionnaire for:
(Name of Company Requesting Reference Information)
(Name of Individuals Requesting Reference Information)
Name:
(Evaluator completing reference questionnaire)
Agency:
(Evaluator’s Company completing reference)
Email: FAX: Telephone:
Collier County is requesting reference information on firms or their key personnel to be used in the selection of a
firm to perform this project. The Name of the Company listed in the Subject above has listed you as a client for
which they have previously performed work. Please complete the survey. Please rate each criteria to the best of
your knowledge on a scale of 1 to 10, with 10 representing that you were very satisifed (and would hire the
firm/individual again) and 1 representing that you were very unsatisfied (and would never hire the firm/indivdiual
again). If you do not have sufficient knowledge of past performance in a particular area, leave it blank and the
item or form will be scored “0.”
Name of Project Completed by Firm:
Project Description
Project Start Date (from Notice to
Proceed)
Project End Date (2 weeks past
implementation)
Total Number of Days (over
Schedule)
Initial Project Budget Final Project Budget Overbudget
Number of Change Orders Ba sed on
Dollars
Number of Change Orders (Based on Additional Days Added)
Provide additional description of change in time or budget:
Item Criteria Score
1 Ability to manage the project costs (minimize change orders to scope).
2 Ability to maintain project schedule (complete on -time or early).
3 Quality of work.
4 Quality of consultative advice provided on the project.
5 Professionalism and ability to manage personnel.
6 Close out project process (final product turnover; invoices; manuals or
going forward documentation, etc.)
7 Ability to verbally communicate and document information clearly and
succinctly.
8 Abiltity to manage risks and unexpected project circumstances.
9 Ability to follow agency’s policies, procedures, rules, regulations, etc.
10 Overall comfo rt level with hiring the company in the future (customer
satisfaction).
TOTAL SCORE OF ALL ITEMS
Please FAX this completed survey to: ________________________________ By ________________
Reference Questionnaire
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8. Tab 8, Local Vendor Preference (10 Points)
Complete the following information and submit with proposal.
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Affidavit for Claiming Status as a Local Business
Solicitation: 14 -6274 Parks and Rec Activity Management Software Solution (Check Appropriate Boxes
Below)
State of Florida (Select County if Supplier is described as a Local Business
Collier County
Lee County
Supplier affirms that it is a local business as defined by the Purchasing Policy of the Collier County Board of
County Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Purchasing
Policy;
A “local business” is defined as a business that has a valid occupational license issued by either Collier or Lee
County for a minimum of one (1) year prior to a Collier County bid or proposal submission that authorizes the
business to provide the commodities or services to be purchased, and a physical business address located
within the limits of Collier or Lee Counties from which the supplier operates or performs business. Post Office
Boxes are not verifiable and shall not be used for the purpose of establishing said physical address. In addition
to the foregoing, a supplier shall not be considered a "local business" unless it contributes to the economic
development and we ll -being of either Collier or Lee County in a verifiable and measurable way. This may
include, but not be limited to, the retention and expansion of employment opportunities, the support and
increase to either Collier or Lee County's tax base, and residency of employees and principals of the business
within Collier or Lee County. Suppliers shall affirm in writing their compliance with the foregoing at the time of
submitting their bid or proposal to be eligible for consideration as a "local business" under this section.
Supplier must complete the following information:
Year Business Established in Collier County or Lee County: ________
Number of Employees (Including Owner(s) or Corporate Officers):_________
Number of Employees Living in Collier County or Lee (Including Owner(s) or Corporate
Officers):_________
If requested by the County, supplier will be required to provide documentation substantiating the information
given in this affidavit. Failure to do so will result in supplier ’s submission being deemed not applicable.
Supplier Name:
_________________________________________
Date: ________________________
Collier or Lee County Address: ___________________________________________________________
Signature: ____________________________________________ Title: ________________________
STATE OF FLORIDA
COLLIER COUNTY LEE COUNTY
Sworn to and Subscribed Before Me, a Notary Public, for the above State and County, on this __________ Day
of ______________, 20_____.
_____________________________________________
Notary Public
My Commission Expires: ______________________
(AFFIX OFFICIAL SEAL)
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9. Tab IX , Required Form Submittals
Attachment 2: Supplier Check List
Attachment 3: Conflict of Interest Affidavit
Attachment 4: Supplier Declaration Statement
Attachment 5: Immigration Affidavit Certification
Attachment 6 : Supplier Substitute W-9
Attachment 7: Insurance and Bonding Requirements
Other: i.e. signed addenda, licenses or certifications, promotional materials, etc
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Exhibit II : General RFP Instructions
1. Questions
Direct questions related to this RFP to the Collier County Purchasing Department Online Bidding
System website: www.colliergov.net/bid . Suppliers must clearly understand that the only official
answer or position of the County will be the one stated on the Collier County Purchasing
Department Online Bidding System website. For general questions, please call the referenced
Procurement Strategist noted on the cover page.
2. Pre-Proposal Conference
The purpose of the pre-proposal conference is to allow an open forum for discussion and
questioning with County staff regarding th is RFP with all prospective Suppliers having an equal
opportunity to hear and participate. Oral questions will receive oral responses, neither of which will
be official, nor become part of the RFP. Only written responses to written questions will be
considered official, and will be included as part of th is RFP as an addendum.
All prospective Suppliers are strongly encouraged to attend, as, this will usually be the only pre-
proposal conference for this solicitation. If this pre-proposal conference is denoted as “mandatory”,
prospective Suppliers must be present in order to submit a proposal response.
3. Compliance with the RFP
Proposals must be in strict compliance with this RFP. Failure to comply with all provisions of the
RFP may result in disqualification.
4. Ambiguity, Conflict, or Other Errors in the RFP
It is the sole responsibility of the Supplier if the Supplier discovers any ambiguity, conflict,
discrepancy, omission or other error in the RFP , to immediately notify the Procurement Strategist ,
noted herein, of such error in writing and request modification or clarification of the document prior
to submitting the proposal. The Procurement Strategist will make modifications by issuing a written
revision and will give written notice to all parties who have received this RFP from the Purchasing
Department.
5. Proposal, Presentation, and Protest Costs
The County will not be liable in any way for any costs incurred by any Supplier in the preparation
of its proposal in response to this RFP, nor for the presentation of its proposal and/or participation
in any discussions, negotiations, or, if applicable, any protest procedures.
6. Delivery of Proposals
All proposals are to be delivered before 12 PM, Naples local time, on or before 9/3/2014
to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
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Attn: Joanne Markiewicz, Procurement Director
The County does not bear the responsibility for proposals delivered to the Purchasing
Department past the stated date and/or time indicated, or to an incorrect address by
Consultant’s personnel or by the Consultant’s outside carrier. However, the Procurement
Director, or designee, reserves the right to accept proposals received after the posted close
time under the following conditions:
The tardy submission of the proposal is due to the following circumstances, which may
include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS
or courier where delivery was scheduled before the deadline.
The acceptance of said proposal does not afford any competing firm an unfair
advantage in the selection process.
Suppliers must submit one (1) paper cop y clearly labeled “Master,” and six (6) disks
(CD’s/DVD’s ) with one copy of the proposal on each disk in Word, Excel or PDF . List the
Solicitation Number and Title on the outside of the box or envelope.
7. Validity of Proposals
No proposal can be withdrawn after it is filed unless the Supplier makes their request in writing to
the County prior to the time set for the closing of Proposals. All proposals shall be valid for a
period of one hundred eighty (180) days from the submission date to accommodate evaluation
and selection process.
8. Method of Source Selection
The County is using the Competitive Sealed Proposals methodology of source selection for this
procurement, as authorized by Ordinance Number 2013 -69 establishing and adopting the Collier
County Purchasing Policy .
The County may, as it deems necessary, conduct discussions with qualified Su ppliers determined
to be in contention for being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to solicitation requirements.
9. Evaluation of Proposals
The County’s procedure for selecting is as fol lows:
1. The County Manager or designee shall appoint a Selection Committee to review all proposals
submitted.
2. Request for Proposals issued.
3. Subsequent to the closing of proposals, the Procurement Strategist will review the proposals
received and verify whether each proposal appears to be minimally responsive to the
requirements of the published RFP.
4. Meetings will be open to the public and the Procurement Strategist shall publicly post prior
notice of such meeting in the lobby of the Purchasing Building.
5. The committee members will review each Proposal individually and score each proposal
based on the evaluation criteria stated herein.
6. Prior to the first meeting of the selection committee, the Procurement Strategist will post a
notice announcing the date, time and place of the first committee meeting. Said notice shall
be posted in the lobby of the Purchasing Building not less than three (3) working days prior to
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the meeting. The Procurement Strategist will also post prior notice of all subsequent
committee meetings and shall endeavor to post such notices at least one (1) day in advance of
all subsequent meetings.
7. The committee will compile individual rankings, based on the evaluation criteria as stated
herein, for each proposal to determine committee recommendations. The committee may at
their discretion, schedule presentations or demonstrations from the top-ranked firm(s), make
site visits, and obtain guidance from third party subject matter experts. The final
recommendation will be decided based on review of scores and consensus of committee.
The County reserves the right to withdraw this RFP at any time and for any reason, and to issue
such clarifications, modifications, and/or amendments as it may deem appropriate.
Receipt of a proposal by the County or a submission of a proposal to the County offers no rights
upon the Supplier nor obligates the County in any manner.
Acceptance of the proposal does not guarantee issuance of any other governmental approvals.
Proposals which include provisions requiring the granting of zoning variances shall not be
considered.
10. References
The County reserves the right to contact any and all references pertaining to this solicitation and
related proposal.
11. Proposal Selection Committee and Evaluation Factors
The County Manager shall appoint a Selection Committee to review all proposals submitted. The
factors to be considered in the evaluation of proposal responses are listed below.
Tab 2, Overview of Company Experience and Project Team 15 Points
Tab 3, Fiscal Stability and Estimated Project Completion 10 Points
Tab 4, Functional and Technical Requirements 20 Points
Tab 5, Cost 20 Points
Tab 6, Technical Support and Training 15 Points
Tab 7, References 10 Points
Tab 8, Local Vendor Preferenc e 10 Points
TOTAL 100 Points
Tie Breaker: In the event of a tie, both in individual scoring and in final ranking, the firm with
the lowest paid dollars by Collier County to the supplier (as obtained from the County’s financial
system) within the last five (5) years will receive the higher individual ranking. If there is a multiple
firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall
receive the higher ranking, the firm with the next lowest volume of work shall receive the next
highest ranking and so on.
12. Acceptance or Rejection of Proposals
The right is reserved by the County to waive any irregularities in any proposal, to reject any or all
proposals, to re-solicit for proposals, if desired, and upon recommendation and justification by
Collier County to accept the proposal which in the judgment of the County is deemed the most
advantageous for the public and the County of Collier.
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Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind,
may be cause for rejection. In the event of default of the successful Supplier, or their refusal to
enter into the Collier County contract, the County reserves the right to accept the proposal of any
other Supplier or to re-advertise using the same or revised documentation, at its sole discretion.
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Exhibit III : Collier County Purchase Order Terms and Conditions
1. Offer
This offer is subject to cancellation by the
COUNTY without notice if not accepted by
VENDOR within fourteen (14) days of issuance.
2. Acceptance and Confirmation
This Purchase Order (including all
documents attached to or referenced
therein) constitutes the entire agreement
between the parties, unless otherwise
specifically noted by the COUNTY on the face
of this Purchase Order. Each delivery of goods
and/or services received by the COUNTY from
VENDOR shall be deemed to be upon the
terms and conditions contained in this Purchase
Order.
No additional terms may be added and
Purchase Order may not be changed except by
written instrument executed by the COUNTY.
VENDOR is deemed to be on notice that the
COUNTY objects to any additional or different
terms and conditions contained in any
acknowledgment, invoice or other
communication from VENDOR, notwithstanding
the CO UNTY’S acceptance or payment for any
delivery of goods and/or services, or any similar
act by VENDOR.
3. Inspection
All goods and/or services delivered hereunder
shall be received subject to the COUNTY’S
inspection and approval and payment therefore
shall not constitute acceptance. All payments
are subject to adjustment for shortage or
rejection. All defective or nonconforming goods
will be returned pursuant to VENDOR'S
instruction at VENDOR’S expense.
To the extent that a purchase order requires a
series of performances by VENDOR, the
COUNTY prospectively reserves the right to
cancel the entire remainder of the Purchase
Order if goods and/or services provided early in
the term of the Purchase Order are
non -conforming or otherwise rejected by the
COUNTY.
4. Shipping and Invoices
a) All goods are FOB destination and must be
suitably packed and prepared to secure the
lowest transportation rates and to comply
with all carrier regulations. Risk of loss of
any goods sold hereunder shall transfer to
the COUNTY at the time and place of
delivery; provided that risk of loss prior to
actual receipt of the goods by the COUNTY
nonetheless remain with VENDOR.
b) No charges will be paid by the COUNTY for
packing, crating or cartage unless
otherwise specifically stated in this
Pu rchase Order. Unless otherwise
provided in Purchase Order, no invoices
shall be issued nor payments made prior to
delivery. Unless freight and other charges
are itemized, any discount will be taken on
the full amount of invoice.
c) All shipments of goods scheduled on the
same day via the same route must be
consolidated. Each shipping container
must be consecutively numbered and
marked to show this Purchase Order
number. The container and Purchase
Order numbers must be indicated on bill of
lading. Packing slips must show Purchase
Order number and must be included on
each package of less than container load
(LCL) shipments and/or with each car load
of equipment. The COUNTY reserves the
right to refuse or return any shipment or
equipment at VENDOR’S expense that is
not marked with Purchase Order numbers.
VENDOR agrees to declare to the carrier
the value of any shipment made under this
Purchase Order and the full invoice value of
such shipment.
d) All invoices must contain the Purchase
Order number and any other specific
information as identified on the Purchase
Order. Discounts of prompt payment will
be computed from the date of receipt of
goods or from date of receipt of invoices,
whichever is later. Payment will be made
upon receipt of a proper invoice and in
compliance with Chapter 218, Fla. Stats.,
otherwise known as the “Local Government
Prompt Payment Act ,” and , pursuant to the
Board of County Commissioners
Purchasing Policy.
5. Time Is Of the Essence
Time for delivery of goods or performance of
services under this Purchase Order is of the
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essence. Failure of VENDOR to meet delivery
schedules or deliver within a reasonable time,
as interpreted by the COUNTY in its sole
judgment, shall entitle the COUNTY to seek all
remedies available to it at law or in equity.
VENDOR agrees to reimburse the COUNTY for
any expenses incurred in enforcing its rights.
VENDOR further agrees that undiscovered
delivery of nonconforming goods and/or
services is not a waiver of the COUNTY’S right
to insist upon further compliance with all
specifications.
6. Changes
The COUNTY may at any time and by written
notice make changes to drawings and
specifications, shipping instructions, quantities
and delivery schedules within the general scope
of this Purchase Order. Should any such
change increase or decrease the cost of, or the
time required for performance of the Purchase
Order, an equitable adjustment in the price
and/or delivery schedule will be negotiated by
the COUNTY and VENDOR. Notwithstanding
the foregoing, VENDOR has an affirmative
obligation to give notice if the changes will
decrease costs. Any claims for adjustment by
VENDOR must be made within thirty (30) days
from the date the change is ordered or within
such additional period of time as may be
agreed upon by the parties.
7. Warranties
VENDOR expressly warrants that the goods
and/or services covered by this Purchase Order
will conform to the specifications, drawings,
samples or other descriptions furnished or
specified by the COUNTY, and will be of
satisfactory material and quality production, free
from defects and sufficient for the purpose
intended. Goods shall be delivered free from
any security interest or other lien, encumbrance
or claim of any third party. These warranties
shall survive inspection, acceptance, passag e
of title and payment by the COUNTY.
8. Statutory Conformity
Goods and services provided pursuant to this
Purchase Order, and their production and
transportation shall conform to all applicable
laws, including but not limited to the
Occupational Health and Safety Act, the
Federal Transportation Act and the Fair Labor
Standards Act, as well as any law or regulation
noted on the face of the Purchase Order.
9. Advertising
No VENDOR providing goods and services to
the COUNTY shall advertise the fact that it has
co ntracted with the COUNTY for goods and/or
services, or appropriate or make use of the
COUNTY’S name or other identifying marks or
property without the prior written consent of the
COUNTY’S Purchasing Department.
10. Indemnification
VENDOR shall indemnify and hold harmless
the COUNTY from any and all claims, including
claims of negligence, costs and expenses,
including but not limited to attorneys' fees,
arising from, caused by or related to the injury
or death of any person (including but not limited
to employees and agents of VENDOR in the
performance of their duties or otherwise), or
damage to property (including property of the
COUNTY or other persons), which arise out of
or are incident to the goods and/or services to
be provided hereunder.
11. Warranty of Non-Infringement
VENDOR represents and warrants that all
goods sold or services performed under this
Purchase Order are: a) in compliance with
applicable laws; b) do not infringe any patent,
trademark, copyright or trade secret; and c) do
not constitute unfair competition.
VENDOR shall indemnify and hold harmless
the COUNTY from and against any and all
claims, including claims of negligence, costs
and expense, including but not limited to
attorneys' fees, which arise from any claim, suit
or proceeding alle ging that the COUNTY’S use
of the goods and/or services provided under
this Purchase Order are inconsistent with
VENDOR'S representations and warranties in
section 11 (a).
If any claim which arises from VENDOR'S
breach of section 11 (a) has occurred, or is
likely to occur, VENDOR may, at the
COUNTY’S option, procure for the COUNTY
the right to continue using the goods or
services, or replace or modify the goods or
services so that they become non-infringing,
(without any material degradation in
performance, quality, functionality or additional
cost to the COUNTY).
12. Insurance Requirements
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The VENDOR, at its sole expense, shall
provide commercial insurance of such type and
with such terms and limits as may be
reasonably associated with the Purchase
Order. Providing and maintaining adequate
insurance coverage is a material obligation of
the VENDOR. All insurance policies shall be
executed through insurers authorized or eligible
to write policies in the State of Florida.
13. Compliance with Laws
In fulfilling the terms of this Purchase Order,
VENDOR agrees that it will comply with all
federal, state, and local laws, rules, codes, and
ordinances that are applicable to the conduct of
its business. By way of non-exhaustive
example, this shall include the American with
Disabilities Act and all prohibitions against
discrimination on the basis of race, religion, sex
creed, national origin, handicap, marital status,
or veterans’ status. Further, VENDOR
acknowledges and without exception or
stipulation shall be fully responsible for
complying with the provisions of the
Immigration Reform and Control Act of 1986 as
located at 8 U.S.C. 1324, et seq. and
regulations relating thereto, as either may be
amended. Failure by the awarded firm(s) to
comply with the laws referenced herein shall
constitute a breach of the award agreement and
the County shall have the discretion to
unilaterally terminate said agreement
immediately. Any breach of this provision may
be regarded by the COUNTY as a material and
substantial breach of the contract arising from
this Purchase Order.
14. Force Majeure
Neither the COUNTY nor VENDOR shall be
responsible for any delay or failure in
performance resulting from any cause beyond
their control, including, but without limitation to
war, strikes, civil disturbances and acts of
nature. When VENDOR has knowledge of any
actual or potential force majeure or other
conditions which will delay or threatens to delay
timely performance of this Purchase Order,
VENDOR shall immediately give notice thereof,
including all relevant information with respects
to what steps VENDOR is taking to complete
delivery of the goods and/or services to the
COUNTY.
15. Assignment
VENDOR may not assign this Purchase Order,
nor any money due or to become due without
the prior written consent of the COUNTY. Any
assignment made without such consent shall be
deemed void.
16. Taxes
Goods and services procured subject to this
Purchase Order are exempt from Florida sales
and use tax on real property, transient rental
property rented, tangible personal purchased or
rented, or services purchased (Florida Statutes,
Chapter 212), and from federal excise tax.
17. Annual Appropriations
The COUNTY’S performance and obligation to
pay under this Purchase Order shall be
contingent upon an annual appropriation of
funds.
18. Termination
This Purchase Order may be terminated at any
time by the COUNTY upon 30 days prior written
notice to the VENDOR. This Purchase Order
may be terminated immediately by the
COUNTY for breach by VENDOR of the terms
and conditions of this Purchase Order, provided
that COUNTY has provided VENDOR with
notice of such breach and VENDOR has failed
to cure within 10 days of receipt of such notice.
19. General
a) This Purchase Order shall be governed by
the laws of the State of Florida. The venue
for any action brought to specifically
enforce any of the terms and conditions of
this Purchase Order shall be the Twentieth
Judicial Circuit in and for Collier County ,
Florida
b) Failure of the COUNTY to act immediately
in response to a breach of this Purchas e
Order by VENDOR shall not constitute a
waiver of breach. Waiver of the COUNTY
by any default by VENDOR hereunder shall
not be deemed a waiver of any subsequent
default by VENDOR.
c) All notices under this Purchase Order shall
be sent to the respective addresses on the
face page by certified mail, return receipt
requested, by overnight courier service, or
by personal delivery and will be deemed
effective upon receipt. Postage, delivery
and other charges shall be paid by the
sender. A party may change its address for
notice by written notice complying with the
requirements of this section.
d) The Vendor agrees to reimbursement of
any travel expenses that may be
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associated with this Purchase Order in
accordance with Florida Statute Chapter
112.061, Per Diem and Travel Expenses
for Public Officers, employees and
authorized persons.
e) In the event of any conflict between or
among the terms of any Contract
Documents related to this Purchase Order,
the terms of the Contract Documents shall
take precedence over the terms of the
Purchase Order. To the extent any terms
and /or conditions of this Purchase Order
duplicate or overlap the Terms and
Conditions of the Contract Documents, the
provisions of the Terms and/or Conditions
that are most favorable to the County
and/or provide the greatest protection to the
County shall govern.
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Exhibit IV : Additional Terms and Conditions for RFP
1. Insurance Requirements
The Supplier shall at its own expense, carry and maintain insurance coverage from responsible
companies duly authorized to do business in the State of Florida as set forth in the Insurance and
Bonding attachment of this solicitation. The Supplier shall procure and maintain property insurance upon
the entire project, if required, to the full insurable value of the scope of work.
The County and the Supplier waive against each other and the County’s separate Suppliers,
Contractors, Design Consultant, Subcontractors agents and employees of each and all of them, all
damages covered by property insurance provided herein, except such rights as they may have to the
proceeds of such insurance. The Supplier and County shall, where appropriate, require similar waivers
of subrogation from the County’s separate Suppliers, Design Consultants and Subcontractors and shall
require each of them to include similar waivers in their contracts.
Collier County shall be responsible for purchasing and maintaining, its own liability insurance.
Certificates issued as a result of the award of this solicitation must identify “For any and all wo rk
performed on behalf of Collier County.”
The General Liability Policy provided by Supplier to meet the requirements of this solicitation shall name
Collier County, Florida, as an additional insured as to the operations of Supplier under this solicitati on
and shall contain a severability of interests provisions.
Collier County Board of County Commissioners shall be named as the Certificate Holder. The
Certificates of Insurance must state the Contract Number, or Project Number, or specific Project
description, or must read: For any and all work performed on behalf of Collier County. The "Certificate
Holder" should read as follows:
Collier County
Board of County Commissioners
Naples, Florida
The amounts and types of insurance coverage shall conform to the minimum requirements set forth in
the Insurance and Bonding attachment, with the use of Insurance Services Office (ISO) forms and
endorsements or their equivalents. If Supplier has any self-insured retentions or deductibles under any
of the below listed minimum required coverage, Supplier must identify on the Certificate of Insurance the
nature and amount of such self- insured retentions or deductibles and provide satisfactory evidence of
financial responsibility for such obligations. All self-insured retentions or deductibles will be Supplier ’s
sole responsibility.
Coverage(s) shall be maintained without interruption from the date of commencement of the Work until
the date of completion and acceptance of the scope of work by the County or as specified in this
solicitation, whichever is longer.
The Supplier and/or its insurance carrier shall provide 30 days written notice to the County of policy
cancellation or non-renewal on the part of the insurance carrier or the Supplier. The Supplier shall also
notify the County, in a like manner, within twenty-four (24) hours after receipt, of any notices of
expiration, cancellation, non-renewal or material change in coverage or limits received by Supplier from
its insurer and nothing contained herein shall relieve Supplier of this requirement to provide notice. In the
event of a reduction in the aggregate limit of any policy to be provided by Supplier hereunder, Supplier
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shall immediately take steps to have the aggregate limit reinstated to the full extent permitted under such
policy.
Should at any time the Supplier not maintain the insurance coverage(s) required herein, the County may
terminate the Agreement or at its sole discretion shall be authorized to purchase such coverage(s) and
charge the Supplier for such coverage(s) purchased. If Supplier fails to reimburse the County for such
costs within thirty (30) days after demand, the County has the right to offset these costs from any amount
due Supplier under this Agreement or any other agreement between the County and Supplier. The
County shall be under no obligation to purchase such insurance, nor shall it be responsible for the
coverage(s) purchased or the insurance company or companies used. The decision of the County to
purchase such insurance coverage(s) shall in no way be construed to be a waiver of any of its rights
under the Contract Documents.
If the initial or any subsequently issued Certificate of Insurance expires prior to the completion of the
scope of work, the Supplier shall furnish to the County renewal or replacement Certificate(s) of Insurance
not later than ten (10) calendar days after the expiration date on the certificate. Failure of the Supplier to
provide the County with such renewal certificate(s) shall be considered justification for the County to
terminate any and all contracts.
2. Offer Extended to Other Governmental Entities
Collier County encourages and agrees to the successful supplier extending the pricing, terms and
conditions of this solicitation or resultant contract to other governmental entities at the discretion of the
successful supplier.
3. Additional Items and/or Services
Additional items and / or services may be added to the resultant contract, or purchase order, in
compliance with the Purchasing Policy.
4. Use of Subcontractors
Bidders on any service related project, including construction, must be qualified and directly responsible
for 51 % or more of the solicitation amount for said work.
5. County’s Right to Inspect
The County or its authorized Agent shall have the right to inspect the Supplier ’s facilities/project site
during and after each work assignment the Supplier is performing.
6. Additional Terms and Conditions of Contract
Collier County has developed standard contracts/agreements, approved by the Board of Count y
Commissioners (BCC). The selected Supplier shall be required to sign a standard Collier County
contract within twenty one (21) days of Notice of Selection for Award.
The County reserves the right to include in any contract document such terms and conditions, as it
deems necessary for the proper protection of the rights of Collier County. A sample copy of this contract
is available upon request. The County will not be obligated to sign any contracts, maintenance and/or
service agreements or other documents provided by the Supplier.
7. Payment Method
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Payments are made in accordance with the Local Government Prompt Payment Act, Chapter 218,
Florida Statutes. Supplier ’s invoices must include:
Purchase Order Number
Description and quantities of the goods or ser vices provided per instructions on the County’s
purchase order or contract.
Invoices shall be sent to:
Board of County Commissioners
Clerk’s Finance Department
ATTN: Accounts Payable
3299 Tamiami Trail E Ste 700
Naples FL 34112
Or emailed to: bccapclerk@collierclerk.com .
Collier County, in its sole discretion, will determine the method of payment for goods and/or services as
part of this agreement.
Payment methods include:
Traditional – payment by check, wire transfer or other cash equivalent.
Standard – payment by purchasing card. Collier County’s Purchasing Card Program is supported by
standard bank credit suppliers (i.e. VISA and MasterCard), and as such, is cognizant of the Rules
for VISA Merchants and MasterCard Merchant Rules.
The County may not accept any additional surcharges (credit card transaction fees) as a result of using
the County’s credit card for transactions relating to this solicitation. The County will entertain bids
clearly stating pricing for standard payment methods. An additional separate discounted price for
traditional payments may be provided at the initial bid submittal if it is clearly marked as an “Additional
Cash Discount.”
Upon execution of the Contract and completi on of each month’s work, payment requests may be
submitted to the Project Manager on a monthly basis by the Contractor for services rendered for that
prior month. Services beyond sixty (60) days from current monthly invoice will not be considered for
payment without prior approval from the Project manager. All invoices should be submitted within the
fiscal year the work was performed. (County's fiscal year is October 1 - September 30.) Invoices
submitted after the close of the fiscal year will not be accepted (or processed for payment) unless
specifically authorized by the Project Manager.
Payments will be made for articles and/or services furnished, delivered, and accepted, upon receipt and
approval of invoices submitted on the date of services or within six (6) months after completion of
contract. Any untimely submission of invoices beyond the specified deadline period is subject to non-
payment under the legal doctrine of “laches” as untimely submitted. Time shall be deemed of the
essence with respect to the timely submission of invoices under this agreement.
In instances where the successful contractor may owe debts (including, but not limited to taxes or other
fees) to Collier County and the contractor has not satisfied nor made arrangement to satisfy these
debts, the County reserves the right to off-set the amount owed to the County by applying the amount
owed to the supplier or contractor for services performed of for materials delivered in association with a
contract.
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Invoices shall not reflect sales tax. After review and approval, the invoice will be transmitted to the
Finance Division for payment. Payment will be made upon receipt of proper invoice and in compliance
with Chapter 218 Florida Statutes, otherwise known as the “Local Government Prompt Payment Act.”
Collier County reserves the right to withhold and/or reduce an appropriate amount of any payment for
work not performed or for unsatisfactory performance of Contractual requirements.
8. Environmental Health and Safety
All Suppliers and S ub suppliers performing service for Collier County are required and shall comply with
all Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational
Health Standards and any other applicable rules and regulations. Suppliers and S ub suppliers shall be
responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or
damage to any persons or property within and around the work site. All firewall penetrations must be
protected in order to meet Fire Codes.
Collier County Government has authorized OSHA representatives to enter any Collier County facility,
property and/or right-of -way for the purpose of inspection of any Supplier ’s work operations. This
provision is non-negotiable by any department and/or Supplier.
All new electrical installations shall incorporate NFPA 70E Short Circuit Protective Device Coordination
and Arc Flash Studies where relevant as determined by the engineer.
A ll electrical installations shall be labeled with appropriate NFPA 70E arch flash boundary and PPE
Protective labels.
9. Licenses
The Supplier is required to possess the correct Business Tax Receipt, professional license, and any
other authorizations necessary to carry out and perform the work required by the project pursuant to all
applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind.
Additionally, copies of the required licenses must be submitted with the proposal response
indicating that the entity proposing, as well as the team assigned to the County account, is
properly licensed to perform the activities or work included in the contract documents . Failure on
the part of any Supplier to submit the required documentation may be grounds to deem Supplier
non -responsive. A Supplier, with an office within Collier County is also required to have an
occupational license.
All State Certified contractors who may need to pull Collier County permits or call in inspections must
complete a Collier County Contractor License registration form and submit the required fee. After
registering the license/registration will need to be renewed thereafter to remain “active” in Collier County.
If you have questions regarding professional licenses contact the Contractor Licensing, Community
Development and Environmental Services at (239) 252-2431, 252-2432 or 252-2909. Questions
regarding required o ccupational licenses, please contact the Tax Collector’s Office at (239) 252 -2477.
10. Principals/Collusion
By submission of this Proposal the undersigned, as Supplier, does declare that the only person or
persons interested in this Proposal as principal or principals is/are named therein and that no person
other than therein mentioned has any interest in this Proposal or in the contract to be entered into; that
this Proposal is made without connection with any person, company or parties making a Proposal, and
that it is in all respects fair and in good faith without collusion or fraud.
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11. Relation of County
It is the intent of the parties hereto that the Supplier shall be legally considered an independent Supplier ,
and that neither the Supplier nor their employees shall, under any circumstances, be considered
employees or agents of the County, and that the County shall be at no time legally responsible for any
negligence on the part of said Supplier , their employees or agents, resulting in either bodily or personal
injury or property damage to any individual, firm, or corporation.
12. Termination
Should the Supplier be found to have failed to perform his services in a manner satisfactory to the
County, the County may terminate this Agreement immediately for cause; further the County may
terminate this Agreement for convenience with a thirty (30) day written notice. The County shall be sole
judge of non-performance.
13. Lobbying
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be
lobbied, either individually or collectively about a project for which a firm has submitted a Proposal.
Firms and their agents are not to contact members of the County Commission for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Proposal closing to final
Board approval , no firm or their agent shall contact any other employee of Collier County in reference to
this Proposal, with the exception of the Procurement Director or his designee(s). Failure to abide by this
provision may serve as grounds for disqualification for award of this contract to the firm.
14. Public Records Compliance
The Supplier/Contractor agrees to comply with the Florida Public Records Law Chapter 119 (including
specifically those contractual requirements at F.S. § 119.0701(2) (a)-(d) and (3)), ordinances, codes,
rules, regulations and requirements of any governmental agencies.
15. Certificate of Authority to Conduct Business in the State of Florida (Florida Statute 607.1501)
In order to be considered for award, firms must be registered with the Florida Department of State
Divisions of Corporations in accordance with the requirements of Florida Statute 607.1501 and provide a
certificate of authority (www.sunbiz.org/search.html ) prior to execution of a contract. A copy of the
document may be submitted with the solicitation response and the document number shall be identified.
Firms who do not provide the certificate of authority at the time of response shall be required to provide
same within five (5) days upon notification of selection for award. If the firm cannot provide the document
within the referenced timeframe, the County reserves the right to award to another firm.
16. Single Proposal
Each Supplier must submit, with their proposal, the required forms included in this RFP. Only one
proposal from a legal entity as a primary will be considered. A legal entity that submits a proposal as a
primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-
consultant to any other firm submitting under the same RFP. If a legal entity is not submitting as a
primary or as part of a partnership or joint venture as a primary, that legal entity may act as a sub-
consultant to any other firm or firms submitting under the same RFP. All submittals in violation of this
requirement will be deemed non-responsive and rejected fr om further consideration.
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17. Survivability
Purchase Orders : The Consultant/Contractor/Supplier agrees that any Purchase Order that extends
beyond the expiration date of the original solicitation will survive and remain subject to the terms and
conditions of that Agreement until the completion or termination of this Purchase Order.
18. Protest Procedures
Any prospective supplier / proposer who desires to protest any aspect(s) or provision(s) of the solicitation
(including the form of the solicitation documents or procedures) shall file their protest with the
Procurement Director prior to the time of the bid opening strictly in accordance with the County’s then
current purchasing ordinance and policies.
The Board of County Commissioners will make award of contract in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays and
Thursdays. Any actual or prospective respondent who desires to formally protest the recommended
contract award must file a notice of intent to protest with the Procurement Director within two (2) calendar
days (excluding weekends and County holidays) of the date that the recommended award is posted.
Upon filing of said notice, the protesting party will have five (5) days to file a formal protest and will be
given instructions as to the form and content requirements of the formal protest. A copy of the "Protest
Policy" is available at the office of the Procurement Director.
19. Public Entity Crime
A person or affiliate who has been placed on the convicted supplier list following a conviction for a public
entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a
public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the
construction or repair of a public building or public work; may not submit bids, proposals, or replies on
leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier,
subcontractor, or consultant under a contract with any public entity; and may not transact business with
any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a
period of 36 months following the date of being placed on the convicted supplier list.
20. Security and Background Checks
If required, Supplier / Contractor / Proposer shall be responsible for the costs of providing background
checks by the Collier County Facilities Management Department, and drug testing for all employees that
shall provide services to the County under this Agreement. This may include, but not be limited to,
checking federal, state and local law enforcement records, including a state and FBI fingerprint check,
credit reports, education, residence and employment verifications and other related records. Contractor
shall be required to maintain records on each employee and make them available to the County for at
least four (4) years.
21. Conflict of Interest
Supplier shall complete the Conflict of Interest Affidavit included as an attachment to this RFP document.
Disclosure of any potential or actual conflict of interest is subject to County staff review and does not in
and of itself disqualify a firm from consideration. These disclosures are intended to identify and or
preclude conflict of interest situations during contract selection and execution.
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22. Prohibition of Gifts to County Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee,
service or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, the current Collier County Ethics Ordinance and County Administrative Procedure 5311.
Violation of this provision may result in one or more of the following consequences: a. Prohibition by the
individual, firm, and/or any employee of the firm from contact with County staff for a specified period of
time; b. Prohibition by the individual and/or firm from doing business with the County for a specified
period of time, including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate
termination of any contract held by the individual and/or firm for cause.
23. Immigration Affidavit Certification
Statutes and executive orders require employers to abide by the immigration laws of the United States
and to employ only individuals who are eligible to work in the United States.
The Employment Eligibility Verification System (E-Verify) operated by the Department of Homeland
Security (DHS) in partnership with the Social Security Administration (SSA), provides an Internet-based
means of verifying employment eligibility of workers i n the United States; it is not a substitute for any
other employment eligibility verification requirements. The program will be used for Collier County formal
Invitations to Bid (ITB) and Request for Proposals (RFP) including professional services and construction
services.
Exceptions to the program:
Commodity based procurement where no services are provided.
Where the requirement for the affidavit is waived by the Board of County Commissioners
Suppliers / Bidders are required to enroll in the E-Verify program, and provide acceptable evidence of
their enrollment, at the time of the submission of the supplier ’s/bidder’s proposal. Acceptable e vidence
consists of a copy of the properly completed E-Verify Company Profile page or a copy of the fully
executed E-Verify Memorandum of Understanding for the company. Suppliers are also required to
provide the Collier County Purchasing Department an executed affidavit certifying they shall comply with
the E-Verify Program. The affidavit is attached to the solicitation documents. If the Bidder/Supplier
does not comply with providing both the acceptable E-Verify evidence and the executed affidavit
the bidder’s / supplier ’s proposal may be deemed non-responsive.
Additionally, suppliers shall require all subcontracted suppliers to use the E-Verify system for all
purchases not covered under the “Exceptions to the program” clause above.
For additional information regarding the Employment Eligibility Verification System (E-Verify) program
visit the following website: http://www.dhs.gov/E-Verify . It shall be the supplier ’s responsibility to
familiarize themselves with all rules and regulations governing this program.
Supplier acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully
responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as
located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended and with
the provisions contained within this affidavit. Failure by the awarded firm(s) to comply with the laws
re ferenced herein or the provisions of this affidavit shall constitute a breach of the award agreement and
the County shall have the discretion to unilaterally terminate said agreement immediately.
24. Collier County Local Preference Policy
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Collier County provides an incentive to local business to enhance the opportunities of local businesses in
the award of County contracts. In the evaluation of proposals, the County rewards Vendors for being a
local business by granting a ten (10) points incentive in the evaluation criterion points.
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax
Collector for at least one year prior to bid or proposal submission to do business within Collier County,
and that identifies the business with a permanent physical business address located within the limits of
Collier County from which the vendor’s staff operates and performs business in an area zoned for the
conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent
structure such as a construction trailer, storage shed, or other non-permanent structure shall not be used
for the purpose of establishing said physical address. In addition to the foregoing, a vendor shall not be
considered a "local business" unless it contributes to the economic development and well-being of Collier
County in a verifiable and measurable way. This may include, but not be limited to, the retention and
expansion of employment opportunities, support and increase to the County's tax base, and residency of
employees and principals of the business within Collier County. Vendors shall affirm in writing their
compliance with the foregoing at the time of submitting their bid or proposal to be eligible for
consideration as a "local business" under this section. A vendor who misrepresents the Local Preference
status of its firm in a proposal or bid submitted to the County will lose the privilege to claim Local
Preference status for a period of up to one year.
Under this solicitation proposers de si ri ng to rece iv e loc al prefer en ce will be in vi t ed an d required to
a ff irm at iv ely s tate and provi de do cumentati on as s et for th in the so li citati on in s up port of their status as
a local business. Any pro po s er who fails to submit su ff icient do cumentation with their proposal o ff er
s ha ll n ot be gr an t ed loc al prefer en ce c on si de rati on f or the pu r po s es of that s pe c ific contract award.
Exc ept w he re f ede r al or state law, or any ot her f un di ng s ou rc e, mandates to the contrary, Colli er
Co unt y and i ts ag en ci es a nd instrumenta li ties , will give prefer en ce to local business es in t he followi ng
m anne r.
F or all pu rc ha ses of comm od ities and servic es procur ed thr ou gh a competitive proposal process and
not otherwis e exem pt from th is loc al prefer en c e section, th e so li cit at i on s hall incl ude a weig ht ed
cri te rion f or loc al prefer en c e that equals 10 pe rcent of the total points in the evalu at i on criteria
p ub lished in t he so li ci ta tion . Pu rc has es of professi onal se rv i ce s as de fined and i den tifi ed u nder
s ub secti on 11 B .2 (which are s ub ject to Section 28 7 .0 55, F.S .) and s ub s ection 11B .3 (which are s ub ject
to Secti on 11.45, F.S .) s ha ll not be s ub ject to th is loc al prefer en ce sectio n.
The vendor must complete and submit with their proposal response the Affidavit for Claiming Status as a
Local Business which is included as part of this solicitation .
Failure on the part of a vendor to submit this Affidavit with their proposal response will preclude
said Vendor from being considered for local preference under this solicitation .
A vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the
County will lose the privilege to claim Local Preference status for a period of up to one year.
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Attachment 1 : Vendor’s Non -Response Statement
The sole intent of the Collier County Purchasing Department is to issue solicitations that are clear, concise
and openly competitive. Therefore, we are interested in ascertaining reasons for prospective Vendors not
wishing to respond to this solicitation. If your firm is not responding to this RFP, please indicate the
reason(s) by checking the item(s) listed below and return this form via email or fax, noted on the cover page,
or mail to Collier County Government, Purchasing Department, 3327 Tamiami Trail E, Naples, FL 34112.
We are not responding to Solicitation 14 -6274 Parks and Rec Activity Management Software Solution for the
following reason(s):
Services requested not available through our company.
Our firm coul d not meet specifications/scope of work.
Specifications/scope of work not clearly understood or applicable (too vague, rigid, etc.)
Project is too small.
Insufficient time allowed for preparation of response.
Incorrect address used. Please correct mailing address:
___________________________________________________________________________
________________________________________________________________________________
____________________________________________________________________
Other reason(s):_____________________________________________________________
________________________________________________________________________________
______________________________________________________________________
___________________________________________________________________________
Name of Firm:
________________________________________________________
Address:
________________________________________________________
City, State, Zip:
________________________________________________________
Telephone:
________________________________________________________
Email:
________________________________________________________
Representative Signature:
________________________________________________________
Representative Name :
_______________________________________ Date ____________
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Attachment 2: Vendor Check List
IMPORTANT : THIS SHEET MUST BE SIGNED. Please read carefully, sign in the spaces indicated
and return with your Proposal. Vendor should check off each of the following items as the necessary
action is completed:
The Proposal has been signed.
All applicable forms have been signed and included , along with licenses to complete the requirements
of the project.
Any addenda have been signed and included.
The mailing envelope has been addressed to:
Collier County Government
Purchasing Department
3327 Tamiami Trail E
Naples FL 34112
Attn: Joanne Markiewicz, Procurement Director
The mailing envelope must be sealed and marked with Solicitation 14 -6274 Parks and Rec Activity
Management Software Solution and 9/3/2014 .
The Prop osal will be mailed or delivered in time to be received no later than the specified due date
and time . (Otherwise Proposal cannot be considered.)
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET.
Na me of Firm:
________________________________________________________
Address:
________________________________________________________
City, State, Zip:
________________________________________________________
Telephone:
________________________________________________________
Email:
________________________________________________________
Representative Signature:
________________________________________________________
Representative Name :
_____________________________________ Date ______________
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Attachment 3 : Conflict of Interest Affidavit
By the signature below, the firm (employees, officers and/or agents) certifies, and hereby discloses, that, to
the best of their knowledge and belief, all relevant facts concerning past, present, or currently planned
interest or activity (financial, contractual, organizational, or otherwise) which relates to the proposed work;
and bear on whether the firm (employees, officers and/or agents) has a possible conflict have been fully
disclosed.
Additionally, the firm (employees, officers and/or agents) agrees to immediately notify in writing the
Procurement Director, or designee, if any actual or potential conflict of interest arises during the contract
and/or project duration.
Firm:
_____________________________________________________________
Signature and Date:
_____________________________________________________________
Print Name
_____________________________________________________________
Title of Signatory
_____________________________________________________________
State of
_______________________________________________________________________
County of
_______________________________________________________________________
SUBSCRIBED AND SWO R N to before me this ____________ day of __________________,
20___________,
by _______________________________________________, who is personally known to me to be the
________________________________________ for the Firm, OR who produced the following identification
________________________________________.
_________________________________________________________________________________
N otary Public
My Commission Expires ___________________________________________
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Attachment 4 : Vendor Declaration Statement
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34112
RE: Solicitation : 14 -6274 Parks and Rec Activity Management Software Solution
Dear Commissioners:
The undersigned, as Vendor declares that this proposal is made without connection or arrangement with any
other person and this proposal is in every respect fair and made in good faith, without collusion or fraud.
The Vendor agrees, if this proposal is accepted, to execute a Collier County document for the purpose of
establishing a formal contractual relationship between the firm and Collier County, for the performance of all
requirements to which the proposal pertains. The Vendor states that the proposal is based upon the
proposal documents listed by Solicitation: 14 -6274 Parks and Rec Activity Management Software Solution .
(Proposal Continued on Next Page)
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PROPOSAL CONTINUED
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this _____ day of _____________, 20 in
the County of _______________, in the State of _____________.
Firm’s Legal Name:
Address:
City, State, Zip Code:
Florida Certificate of
Authority Document Number:
Federal Tax Identification
Number
CCR # or CAGE Code
Telephone:
FAX:
Signature by:
(Typed and wri tten)
Title:
Additional Contact Information
Send payments to:
(required if different from above)
Company name used as payee
Contact name:
Title:
Address:
City, State, ZIP
Telephone:
FAX:
Email:
Office servicing Collier
County t o place orders
(required if different from above)
Contact name:
Title:
Address:
City, State, ZIP
Telephone: _________________________________
Email _________________________________
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Attachment 5: Immigration Affidavit Certification
So licitation: 14 -6274 Parks and Rec Activity Management Software Solution
This Affidavit is required and should be signed, notarized by an authorized principal of the firm and submitted with
formal Invitations to Bid (ITB’s) and Request for Proposals (R FP) submittals. Further, Vendors / Bidders are
required to enroll in the E-Verify program, and provide acceptable evidence of their enrollment, at the time of
the submission of the vendor’s/bidder’s proposal. Acceptable evidence consists of a copy of the properly
completed E-Verify Company Profile page or a copy of the fully executed E-Verify Memorandum of
Understanding for the company. Failure to include this Affidavit and acceptable evidence of enrollment in the
E-Verify program, may deem the Vendor / Bidder’s proposal as non -responsive.
Collier County will not intentionally award County contracts to any vendor who knowingly employs unauthorized alien
workers, constituting a violation of the employment provision contained in 8 U.S.C. Section 1324 a(e) Section 274A(e)
of the Immigration and Nationality Act (“INA”).
Collier County may consider the employment by any vendor of unauthorized aliens a violation of Section 274A (e) of
the INA. Such Violation by the recipient of the Employment Provisions contained in Section 274A (e) of the INA shall
be grounds for unilateral termination of the contract by Collier County.
Vendor attests that they are fully compliant with all applicable immigration laws (specifically to the 1986 Immigration Act
and subsequent Amendment(s)) and agrees to comply with the provisions of the Memorandum of Understanding with
E-Verify and to provide proof of enrollment in The Employment Eligibility Verification System (E -Verify), operated by the
Department of Homeland Security in partnership with the Social Security Administration at the time of submission of the
Vendor’s / Bidder’s proposal.
Company Name ____________________________________________________________________
Print Name
Title _______________________
Signature
Da te _______________________
State of ___________________
County of _________________
The foregoing instrument was signed and acknowledged before me this ______day of ________________,
20___, by
_______________________________ who has produced _____________________________ as identification.
(Print or Type Name) (Type of Identification and Number)
_____________________________________
Notary Public Signature
_____________________________________
Printed Name of Notary Public
_____________________________________
Notary Commission Number/Expiration
The signee of this Affidavit guarantees, as evidenced by the sworn affidavit required herein, the truth and accuracy of
this affidavit to interrogatories hereinafter made.
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Attachment 7: Vendor Subs titu te W – 9
Request for Taxpayer Identification Number and Certification
In ac co r da nce wi th the Inte rn al Re ve nue Ser vi ce re gu l at io ns, Co llier C ou nty is required to collect t he followi ng
in fo rm at io n for tax repor ti ng pu rp os es from indiv id ua ls and co m pa ni es who do bu si ness wi th the County (i nc l ud in g
social sec ur it y number s if us e d b y th e indiv id ual or co m pa ny for tax rep or tin g purpo se s). Fl o ri d a Statute
119 .0 7 1(5) re qu ir e th at the co un ty notify y ou in wr iti ng of t he reason f or coll ec ti ng this inform at ion , w hi ch will b e
us ed f or no oth er pu rp ose th an herein s tate d. Please com pl e te all in fo rm at io n th at appli es to yo ur b us in ess an d
re tu rn with your quote or proposal.
1. G en e ra l In formatio n (provide all information)
T axpayer Name _______________________________________________________________________________
(as shown on income tax return)
Business Name ______________________________________________________________________________
(if different from taxpayer na me)
Address ____________________________________ Ci t y _____________________________________________
St a t e ______________________________________ Z ip _____________________________________________
T ele p ho n e __________________ FAX ______________________ Email ________________________________
Order Information
Address ___________________________________
Remit / Payment Information
Address _________________________________________
Ci t y __________
St a t e ________ Zip ___________
Ci t y _____________
St a t e _________ Z ip ______________
FAX ______________________________________
Email _____________________________________
FAX ______________________________________________
Email _____________________________________________
2. Co m pany Sta tu s (c he ck only one)
Indiv i du a l / So l e Propr i etor Cor p orati o n Partners h ip
Tax Exempt (Fede r al in c ome ta x -exempt e ntity
un d er Intern a l Rev e nue S erv i ce gu i de l i n es IRC
501 (c) 3)
Limit e d Li a b i lity Comp a ny
E nter the tax classification
(D = Disregarded Entity, C = Cor p orati o n, P = Partnership)
3. Taxpa yer I de nt ific ation Number (fo r ta x re po rt i ng pu rpos es o nl y)
Federal Tax Identification Number (TIN) _______________________________________________________________
(Vendors who do not have a TIN, will be required to provide a social security number prior to an award of the contract.)
4. Si gn an d Date Form
Certification : Un der penalt ie s of perjury, I certify that the information sh own on this form is correct to my knowl ed g e.
Signature ___________________________________________________________
Date _________________________________
Title _______________________________________________________________
Phone Number ________________________
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Attachment 7: Insurance and Bonding Requirements
Insurance / Bond Type Required Limits
1. Worker’s
Compensation
Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government
Statutory Limits and Requirements
2. Employer’s Liability
$500,000 single limit per occurrence
3. Commercial General
Liability (Occurrence Form)
patterned after the current
ISO form
Bodily Injury and Property Damage
$1,000,000 single limit per occurrence, $2,00 0,000 aggregate for Bodily Injury
Liability and Property Damage Liability. This shall include Premises and
Operations; Independent Contractors; Products and Completed Operations
and Contractual Liability
4. Indemnification To the maximu m extent permitted by Florida law, the
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier
County, its officers and employees from any and all liabilities, damages,
losses and costs, including, but not limited to, reasonable attorneys’ f ees and
paralegals’ fees, to the extent caused by the negligence, recklessness, or
intentionally wrongful conduct of the Contractor/Vendor/Consultant or anyone
employed or utilized by the Contractor/Vendor/Consultant in the performance
of this Agreement. This indemnification obligation shall not be construed to
negate, abridge or reduce any other rights or remedies which otherwise may
be available to an indemnified party or person described in this paragraph.
This section does not pertain to any incident a rising from the sole negligence
of Collier County.
4. Automobile Liability $ 1,000,000 Each Occurrence; Bodily Injury & Property Damage,
Owned/Non -owned/Hired; Automobile Included
5. Other insurance as
noted:
Watercraft $ __________ Per Occurrence
United States Longshoreman's and Harborworker's Act coverage shall be
maintained where applicable to the completion of the work.
$ __________ Per Occurrence
Maritime Coverage (Jones Act) shall be maintained where applicable to
the completion of the work.
$ __________ Per Occurrence
Aircraft Liability coverage shall be carried in limits of not less than
$5,000,000 each occurrence if applicable to the completion of the Services
under this Agreement.
$ __________ Per Occurrence
Pollution $ __________ Per Occurrence
Professional Liability -Technology Errors and Omissions
$1,000,000 Per Occurrence
Cyber Liability $1,000,000 per claim and in
the aggregate
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Valuable Papers Insurance $__________ Per Occurrence
6. Bid bond
Shall be submitted with proposal response in the form of certified funds,
cashiers’ check or an irrevocable letter of credit, a cash bond posted with the
County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All
checks shall be made payable to the Collier County Board of County
Commissioners on a bank or trust company located in the State of Florida and
insured by the Federal Deposit Insurance Corporation.
7. Performance and
Payment Bonds
For projects in excess of $200,000, bonds shall be submitted with the
executed contract by Proposers receiving award, and written for 100% of the
Contract award amount, the cost borne by the Proposer receiving an award.
The Performance and Payment Bonds shall be underwritten by a surety
authorized to do business in the State of Florida and otherwise acceptable to
Owner; provided, however, the surety shall be rated as “A -“ or better as to
general policy holders rating and Class V or higher rating as to financial size
category and the amount required shall not exceed 5% of the reported policy
holders’ surplus, all as reported in the most current Best Key Rating Guide,
published by A.M. Best Company, Inc. of 75 Ful ton Street, New York, New
York 10038.
8. Vendor shall ensure that all subcontractors comply with the same insurance requirements that
he is required to meet. The same Vendor shall provide County with certificates of insurance
meeting the required insurance provisions.
9. Collier County must be named as "ADDITIONAL INSURED " on the Insurance Certificate for
Commercial General Liability where required.
10. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR,
Board of County Commissioners in Collier County, OR Collier County Government, OR Collier
County. The Certificates of Insurance must state the Contract Number, or Project Number, or
specific Project description, or must read: For any and all work performed on behalf of Collier
County.
11. Thirty (30) Days Cancellation Notice required.
Vendor’s Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be
required within five (5) days of the award of this solicitation.
Name of Firm
_______________________________________ Date ____________________________
Vendor Signature
_________________________________________________________________________
Print Name
_________________________________________________________________________
Insurance Agency
_________________________________________________________________________
Agent Name
_______________________________________ Telephon e Number _________________
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Selection Committee
Final Ranking Sheet
RFP #: 14-6274
Title: Parks and Rec Activity Management Software Solution
Name of Firm Josh
Hammond
Irene
Johnson
Shannon
Peters
Michele
Straube
Ilonka
Washburn
Final
Rank
Active Network, LLC 1 1 1 1 1 1.0000
US eDirect 2 2 2 2 2 2.0000
Purchasing Representative Joanne Markiewicz; 10/3/14
Selection Committee Recommendation: Should the County not reach agreement with Active Network, the
Selection Committee recommends re-competition.
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