City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Request for Proposals (RFP): The City of New Orleans is seeking to deploy a technology solution to support the integration of all service provision under the City’s murder reduction strategy including but not limited to Comprehensive Workforce Reentry Plan, Group Violence Reduction Strategy and CeaseFire. This RFP serves to solicit vendor proposals to provide a fully functional case management and tracking software solution and all services required to implement the solution and integrate it with the appropriate City applications. As provided below, and incident to City Charter Section 6-308(5) and Executive Order MJL 10-05, it requests proposals from experienced firms to provide the needed services. Instructions: Applicants shall submit the following to the Bureau of Purchasing directed Attention: Chief Procurement Officer (CPO), 1300 Perdido St., Suite 4W07, New Orleans, Louisiana 70112, 504-658-1550, not later than Friday, September 23, 2013, at 4:00 PM CST: a.
Offeror shall provide six (6) signed hard copies of the proposal in a sealed envelope, marked: Case Management and Tracking Software Services and one (1) digitally signed proposal in Microsoft Word format or as a PDF file, marked Case Management and Tracking Software Services;
Proposals should clearly demonstrate the applicant’s qualifications to perform the needed services and attend all factors applicable in a professional relationship. Proposals should include detailed resumes or curricula vitae for the principals performing the services. Copies of the solicitation and related information are available from the City’s purchasing website at http://www.purchasing.nola.gov/bso/login.jsp. All responses must be received by the City on or before the Submission Deadline. Please be advised that the City will not accept responses submitted by fax or credit delivery claims not clearly documented by original receipt. Any responses submitted after the Submission Deadline will be returned unopened to the Respondent. Anticipated Proposal Timetable: RFP Release End of Question Submission Proposal Submission Evaluation Committee Selection Notification
September 6, 2013 September 13, 2013 September 23, 2013 September 27, 2013 September 30, 2013
If the City identifies a likely service provider, it may negotiate a final agreement with the provider and fix the relationship by Professional Services contract. The contract will contain the standard City provisions shown in Attachment “B” and the “Disadvantaged Business Enterprise” (“DBE”) provisions shown in Attachment “C.” RFP No. 2101-01528
Page 1
Please direct all questions related to DBE compliance prior to submission of the proposal to Arkebia Matthews, Office of Supplier Diversity, 1340 Poydras Street, 10th Floor, New Orleans, LA 70112, telephone: 658-4206, email:
[email protected]. Proposals MUST contain the following statement signed by the applicant or its authorized representative, “By responding to this RFP, respondent agrees to the City’s Required Contract Provisions as provided in Attachment “B” and therefore waives any future right to contest the required provisions.” 1. Services Needed: Attachment “A” describes the needed services. 2. Selection Committee: The Chief Procurement Officer must establish Selection Committees with relevant subject-matter expertise in reviewing and evaluating responses to a solicitation. Each response to a solicitation for the award of a professional service must be evaluated by a committee of five individuals consisting of:
The manager of the User Entity requesting the service, or his designee; The First Deputy Mayor-Chief Administrative Officer, or his designee; The employee who will manage and monitor the contract; A professional from within local government who possesses expertise in the relevant field; and The Chief Financial Officer or his designee.
3. Selection: In accordance with Executive Order MJL 10-05, The Selection Committee will evaluate all proposals that meet the mandatory requirements as specified in the RFP to determine the proposal most advantageous and which provides the best value to the City. The Selection Committee will first evaluate and rank the proposals as highly advantageous, advantageous, not advantageous or unacceptable before reviewing the Price Proposal. The evaluation system will be judged on the basis of the following criteria: Technical Criteria (30%)
Vendor technical competency as evidenced by vendor’s ability to deliver the specifications delineated in the RFP Functional Requirements Matrix Exhibit;
(30%)
Performance history, particularly with local governments, including, without limitation, competency, responsiveness, promptness of pay, accuracy of production, cost control, work quality and the ability to meet schedules and deadlines;
(25%)
Knowledge and experience of the Vendor’s proposed Implementation Team. Consideration to be given to the vendor’s proposed organizational chart, extent of dedicated on-site resource assignment, as well as individual team member resumes.
RFP No. 2101-01528
Page 2
(5%)
Maintenance of an office, residence or domicile in Orleans Parish, to the extent permitted by law;
(10%)
Willingness to promote full and equal business opportunities in accordance with the City’s State-Local Disadvantaged Business Enterprise Program; and
Price Proposal The Selection Committee will then evaluate and rank responsive Proposals on Price (Attachment “H” Vendor’s Fee Proposal Requirements). Price proposals must be submitted in a separate envelope marked “Price Proposal”.
Shortlist: The City at its sole discretion may recommend a selection of Respondents for a short list based on the overall ranking. During the review of any Submission, the Evaluation Committee may:
conduct reference checks relevant to the Project with any or all of the references cited in a Submission to verify any and all information, and rely on or consider any relevant information from such cited references in the evaluation of Submissions;
seek clarification of a Submission from any or all Respondents and consider such supplementary information in the evaluation of Submissions; and
request interviews/presentations with any, some or all Respondents or Team Members to clarify any questions or considerations based on the information included in Submissions during the evaluation process, and consider any supplementary information from interviews/presentations in the evaluation.
4. Ownership: All proposals and all documentation submitted therewith are City property for all purposes. Applicants will clearly mark documents or information claimed exempt from public records disclosure and specifically justify the exemption. The City will not credit any blanket exemption claims lacking specific justification. The City does not guarantee the confidentiality of submissions. 5. Fees and Costs: Respondents should provide an explanation as to how much it proposes to charge the City to provide the needed services. The explanation should include any and all professional fees and/or costs associated with providing the services.
RFP No. 2101-01528
Page 3
6. Effect: This Request for Proposals and any related discussions or evaluations by anyone create no rights or obligations whatsoever. The City may cancel or modify this solicitation at any time at will, with or without notice. Anything to the contrary notwithstanding, the Professional Services contract executed by the City and the selected applicant, if any, is the exclusive statement of rights and obligations extending from this solicitation. 7. Point of Contact: All correspondence and other communications regarding this procurement should be directed to the attention of: Nat Celestine, City of New Orleans, Bureau of Purchasing, 1300 Perdido Street, 4W07, New Orleans, Louisiana 70112. Substantive questions must be submitted by proposers in writing to the person at the address provided above or emailed to Nat Celestine at
[email protected] no later than (7) days before submittal deadline. Any request received after that time may not be reviewed for inclusion in this Solicitation. The request shall contain the requester’s name, address, and telephone number. The Bureau of Purchasing will issue a response to any inquiry if it deems it necessary, by written addendum to the Solicitation, posted on the City’s website, and issued prior to the Solicitation Due Date & Time. The Proposer shall not rely on any representation, statement or explanation other than those made in this Solicitation document or in any addendums issued. Where there appears to be a conflict between this Solicitation and any addendum issued, the last addendum issued will prevail. From the time of advertising, and until the final award, there is a prohibition on communication by Proposers (or anyone on their behalf) with the City’s staff and elected officials. This does not apply to oral communications at Pre-Proposal conferences, oral presentations before evaluation committees, contract negotiations, or communications in writing at any time with any City employee or elected official regarding matters not concerning this Solicitation. 8. Proposal Review In accordance with the Mayor’s Executive Order. MJL-10-05, the review committee will evaluate each proposal submitted. The City will make every effort to administer the proposal process in accordance with the terms and dates discussed in the request for proposal. However, the City reserves the right to modify the qualification process and dates as deemed necessary. The City may request an online demonstration of specific vendors’ solutions prior to the qualifications review completion date. Vendors should be prepared to provide such a demonstration in a timely fashion. 9. In-Process Technical Review: Contractor’s performance of the Work shall be subject to inprocess technical review by the City’s Technical Representative or such other person(s) as may be designated in writing by (City Agency) provided such actions are not unreasonable and does not interfere with the progress of the work. 10. Required Attachments: Proposers are required to complete the following Attachments and submit along with their Proposal:
RFP No. 2101-01528
Page 4
Attachment “C” Disadvantaged Business Enterprise Participation Plan Attachment “D” Tax Clearance Certificate Attachment “E” Identification of Subcontractors Attachment “F” Conflict of Interest Disclosure Affidavit Attachment “G” Vendor’s Fee Proposal Requirements 6) Attachment “H” Minimum Qualifications Certifications 7) Attachment “I” Functional Requirements Matrix 1) 2) 3) 4) 5)
All other Attachments are supplied by the City as information: 1) Attachment “J” City of New Orleans Current Environment 2) Attachment “K” Designed Case Management Process and Workflow FAILURE TO COMPLETE THE REQUIRED ATTACHMENTS COULD RESULT IN THE DISQUALIFICATION OF A PROPOSAL.
RFP No. 2101-01528
Page 5
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “A” Scope of Work
RFP No. 2101-01528
Page 6
A1 GENERAL INFORMATION A1.1 Background In 2012, the City of New Orleans, as part of its NOLA For Life Initiative, began the coordination of an effort to build partnerships with the criminal justice system, business, civic and faith based communities to work towards reducing recidivism by: 1. Streamlining the employment pipeline for ex-offenders transitioning out of incarceration through rapid attachment to work; and 2. Improving job retention through increased collaborations and long-term planning, and 3. Providing a mechanism for case management, planning and real-time reporting for quality assurance and auditing. The Reentry Services Project Manager with assistance from stakeholders conducted a structured process improvement effort to identify the necessary organizational, process and technology changes necessary to achieve these goals. This effort focused on streamlining, simplifying the case management processes without causing undue burden on the participating service providers. As a result of this effort, processes (Attachment “L”) were documented for the case management procedure. The City’s does not currently have a case management protocol or process for working with its stakeholders. The City of New Orleans is seeking to deploy a technology solution to support the integration of all service provision under the City’s murder reduction strategy including but not limited to the Comprehensive Workforce Reentry Plan, Group Violence Reduction Strategy and CeaseFire. The solution must also be capable of tracking enrollments, demographics, assessments, referrals, attendance, services, and indicators and outcomes specifically for the purpose of measuring impact and improving program performance. The solution must also allow for the capturing and review of real time data for analysis and custom reporting. Reports must be able to be run at an aggregate and an individual level. The City expects to implement a solution that provides automated work flow processes and access to information throughout the City and to constituents. The solution should provide City staff with a single, comprehensive display with sophisticated design allowing a dense display of data that is easily readable and reflects the whole, unique situation of each participant, service provider and stakeholder. This RFP serves to solicit vendor proposals to provide a fully functional case management technology solution and all services required to implement the solution and integrate it with the appropriate City applications. A1.2 Implementation Time Frame The implementation effort is expected to begin no later than October 2013, and to be completed by December 2013. Successful vendor(s) must clearly indicate their ability to support a quality implementation within this window of time. However, the City reserves the right to modify this time frame as deemed necessary.
RFP No. 2101-01528
Page 7
A2 PROPOSAL AND SUBMISSION REQUIREMENTS To achieve a uniform review process and obtain the maximum degree of comparability, it is required that the proposals be organized in the manner specified below. Proposal shall include all of the following: A2.1 Title Page Show the RFP number and subject, the name of your firm, address, email address, telephone number(s), facsimile machine number(s), name of contact person and date. A2.2 Table of Contents Clearly identify the materials by section, page number, and tabs. A2.3 Letter of Transmittal (Limited To One Page) Briefly state your firm’s understanding of the services to be performed and make a positive commitment to provide services as specified. Give the name(s) of the person(s) who is/are authorized to make representations for your firm, their title, address, email address, telephone number(s) and facsimile number(s). A2.4 Proposal Contents Proposals should contain a clear and comprehensive response to all requirements/questions in the order contained herein. All responses should be identified by the corresponding section and item number.
RFP No. 2101-01528
Page 8
A3 GENERAL QUESTIONS The City has some unique questions or business process needs that it would like addressed as part of this RFP. Proposers are required to answer the following questions with as much detailed information as possible. Proposers are strongly encouraged to make sure the response answers the questions and is not comprised of marketing material. These questions may appear again during software presentations and during contract negotiations. A3.1 Company Profile 1. Briefly describe the history of your company, including ownership information and a summary of all services offered. 2. Where is your company headquartered? Where are the customer and technical support located? 3. How many employees do you have (include breakdown by area – training, technical support, sales, customer service)? 4. How many customers do you have in total? 5. Disclose and describe of any and all litigation, arbitration, or mediation that you have been involved in for the last five years. 6. Disclose and describe any contracts that you have had terminated by the client within the last five years. A3.2 References
Reporting
Workforce Management
Participant Management
Client
Case Management
1. Provide a full client list indicating the module, product, version number and number of employees. Use the following table format:
Product/ Version Number
# of Employees
2. A list of at least two full implementation reference sites (not upgrades) comparable to the City of New Orleans where the prime vendor has primed and provided the services proposed herein. For each reference site, list the site name, location, primary contact name, phone number and email address, modules implemented and number of employees at that site.
RFP No. 2101-01528
Page 9
3. A list of two potential site visit locations of comparable size to New Orleans including name, address, version number of product, modules implemented, number of employees, point of contact, and phone number. A3.3 User Group Information 1. Do you have a sponsored user group? 2. When was the user group organized? 3. How many members belong to the group? 4. How often does the user group meet? 5. What were the attendee registration costs and where were the locations of the last three meetings? A3.4 Product Line Profile 1. Indicate the Most Current Major Version # as well as the release date and the current minor version number and release date. Also, indicate the Prior Major version # and its release date. Application
Most current major version # and release date
Most current minor release version # and release date
Prior major release version # and release date
1.
2.
3.
4.
A3.5 Implementation Approach The Vendor must describe its proposed implementation services. The proposed solution must include a comprehensive implementation plan, including a data conversion, complete with a description of all activities, activity schedule and resources proposed for a successful product implementation. Provide a high-level Gantt chart that shows the major phases, their durations, and the total number of consulting hours required by the vendor to provide the City with its fixed price deliverables. RFP No. 2101-01528
Page 10
Any and all City resource obligations must be clearly delineated by the vendor in accordance with the Vendor’s installation approach and associated activities. Provide description (# of staff, project roles and time commitment) of the minimum City implementation team. A3.6 Maintenance and Technical Support 1. Verification that your company will provide product corrections, without charge, for any implementation/conversion errors including but not limited to programs, configuration, data, objects, interfaces, etc. discovered after installation of the application. Will this support continue for the contract warranty period and as long as the City of New Orleans maintains and active Maintenance/Support Agreement with Vendor? 2. Verification that your company will provide corrections (e.g., patches) for the City of New Orleans’ system if program errors are discovered at another user’s site. Explain in detail. 3. A list of all known outstanding errors/system deficiencies and the anticipated schedule for their resolution. 4. A description of how customer requested enhancements to the system are handled. Include any applicable pricing structure. 5. The date you anticipate the next update of your current release. a. How long do you support each version? b. Describe and include any policies related to ancillary products included in your proposal. 6. A description of the policy for updating and/or certifying the application when new releases of system software become available (e.g., new releases of Oracle, Windows, Unix, etc.). 7. A description of the policy for updating and/or certifying the application when new releases of third party application software become available (e.g., Crystal Reports)? 8. An explanation of how a new version or release of the product is implemented. Provide a detailed explanation of the upgrading process (e.g., overall implementation timeframe, vendor effort/time/resources, client effort/time/resources, and estimated cost). 9. A description of cost considerations (if any) to your current customers when an application undergoes major redesign and a customer wishes to implement a new release. If software licenses are required to be purchased, the City of New Orleans requires a perpetual license for the proposed product. Describe your product licensing policy.
RFP No. 2101-01528
Page 11
10. An explanation of procedures to retrofit all (if any) customizations made by the Vendor, for the City of New Orleans, into new releases of the application. Describe regressiontesting procedures used to ensure previous changes are not impacted by the new release. 11. Verification that your company provides telephone support on an on-going basis. What are the times during the day that it is available? Is the cost of this support included in the maintenance costs? 12. A guaranteed response time for support calls: during work hours (6am to 7pm CST), both average and guaranteed response time, and during off-hours (7pm to 6am CST), both average and guaranteed response time. 13. Your company’s Web site capabilities. What customer service/support features are available at this site? 14. Verification that all point releases are made available to all customers. 15. Verification that all patches are made available to all customers. 16. An explanation of how problems are classified according to degree of urgency. For example: (very urgent) is responded to within two hours; (urgent) within eight hours; (somewhat urgent) within 48 hours; and, (not critical) within five working days. Who determines the priority of the problem? 17. What will constitute out-of-scope activity? Provide examples. 18. Verification that the Vendor has escalation procedures if they are unable to resolve a problem within the established response times. Describe the escalation procedures. 19. The minimum and recommended staffing levels including expertise and roles needed to support your application for a client of the size and complexity of the City of New Orleans. A3.7 Technical Environment Requirements 1. Client Requirements: a. Provide the minimum hardware requirements for Client PCs/Workstations/Mobile devices. b. Provide the supported client operating systems (e.g., Windows 7, Windows XP, LINUX, iOS, Android, etc.) c. Do you support 32-bit and 64-bit client operating systems? d. List any other client software requirements and their supported versions (e.g., Internet Explorer 8, Firefox 4.x, etc.) RFP No. 2101-01528
Page 12
e. Confirm that your product will support and is compatible with Symantec Antivirus Software. f. Do any application components require Java™ applets, ActiveX controls, or other plug-ins? g. Confirm that your product will support remote distribution using LANDesk. 2. Are any third-party software products required to operate your application? 3. Please describe your archival process. 4. Please describe your purge process to remove records from the system. 5. Please describe your tools to manage application environments (e.g., Development, Test, Production, etc.) and the ability to migrate changes and data between them. 6. Please describe your upgrade process for both minor and major upgrades. A3.8 Vendor Implementation Labor The implementation effort is expected to be completed within 120 days of contract execution. Successful vendor(s) must clearly indicate their ability to support a quality implementation within this window of time. In order to support this effort, the City requires that the proposing vendor provide the following on-site resources for the length of the implementation. The following table represents the minimally required on-site resources: Resource Type Project Manager/Trainer (1)
On-Site Anticipated Task(s) of On-Site Vendor Resource Commitment 1 week Manage day-to-day implementation of project, interface with affected departments, and provide project updates to City Management. This resource will be required to train staff and service providers in processes that may be required to implement best practices related to case management.
1. Vendors should provide a detailed write-up of the proposed implementation team. 2. Vendors must provide a project organizational chart, resource resumes, and problem escalation procedures. The City additionally reserves the ability to approve individual team members.
A3.9 Documentation 1. Do you provide the following documentation? Indicate if you provide in hard copy and electronic format. a. Major system overviews for all components? RFP No. 2101-01528
Page 13
b. System flowcharts and/or Data Flow Diagrams? c. Entity Relationship Diagrams? d. Work Flow Diagrams? e. Data Dictionary? f. Program documentation? g. Program source code documentation? h. Installation and configuration procedure manuals for servers and workstations including the setting of the server environment. (These define ports to be defined, space limitations)? i. Manuals describing the use of the application software (User’s Manual)? j. Training materials (two complete sets, including one reproduction-ready copy)? k. Input screen/panel documentation with data entry explanations? l. Samples of all standard reports with narrative descriptions of all fields displayed on the report, input parameters and an explanation of how to execute each report? m. All error codes, messages and their explanations displayed on-line and/or on reports with action required or options available? n. Samples of all on-line screens with a narrative description of all fields displayed on the screen? o. System Administration and Security Manuals? p. Computer operations documentation? (e.g., Scheduling information, job and restart/recovery information, error codes, job dependencies and flow charts). q. Procedures for updating technical and user documentation for new releases? r. Standardized user exits/plug-ins for custom enhancements? s. Help desk documentation for internal user support? 2. Is all updated system documentation available concurrent with the release of new software updates? 3. Will the City be authorized to make or print additional copies of the documentation for their own use without incurring any additional fees? 4. Is all the documentation available in Microsoft Word or Adobe Acrobat? 5. May vendor-training classes be videotaped for City use at no additional cost? A3.10 Implementation Support Questions 1. Do you subcontract any of your services? What happens if there is an issue with a subcontractor (who do we contact)? Do you facilitate conversations if a problem arises? Please identify all these relationships. RFP No. 2101-01528
Page 14
2. Describe the system’s online help capabilities? Is it customizable? 3. Describe the method that would be used to develop custom, user-defined functions. 4. Describe the system’s method for logging (auditing) updates and triggering notices and/or reports. 5. What rollout communications do you provide within the scope of your projects? Please provide samples. Describe your recommended communication plan for City of New Orleans in 2013. Indicate which communication services are included in your proposed fees. 6. Provide an overview of the training and related change management you will provide during and after implementation. 7. Describe the methods that would be used to ensure user acceptance of system functionality, especially workflows. A3.11 Reporting Questions 1. What reporting tools are provided? (e.g. Crystal reports)?
What tools, if any, does the City need to provide
2. Describe your ad hoc reporting capabilities, including report-writing capabilities for the City of New Orleans staff. Do you provide a data warehouse or use the production system for ad hoc reporting? 3. Provide a list of standard reports associated with each application. A3.12 Functional Questions Attachments 1. Describe where and how attachments can be applied? 2. Does your solution use a viewer for attachments? If so is this a proprietary viewer? 3. Are you able to view, edit, download MS Excel, MS Word, PDF, CAD and picture formats? What functions for which formats? Reporting 1. Please prioritize and describe the different methods of reporting from your solution. 2. Describe the differences of how one would approach creating reports for the following: a. Departmental Performance b. Individual Performance c. Work Prioritization d. Opportunity Cost Evaluation RFP No. 2101-01528
Page 15
e. Asset Status by geography Issue Tracking 1. Describe how your solution will catch issues before they slip through the cracks. 2. How do you mitigate notification fatigue? 3. How are issues tracked if they involve processes outside the system? Please describe for an interface and without. Workflow 1. Describe the user interface used to configure workflows. 2. Describe in narrative and with screenshots how a user understands where they are in the whole workflow. 3. Describe how your solution accommodates workflows with circular paths (e.g. repeating a prior step in a workflow). a. How is this workflow configured? b. Are there any issues reporting the status of a participant or assessed service for this workflow? 4. Describe the configuration of a workflow that involves a process in an outside system. Assessment/Intake 1. Describe how the system can be used under the following constraints a. For an assessment without internet access b. Using a single device for an assessment in the field c. From a browser without plugin installation rights 2. How many screens and clicks are required to perform an assessment? 3. What tools make it easier to capture and store information for assessments and referrals? Customer Relationship Management 1. What correspondences are captured by your solution? 2. Do you have automation tools to communicate in mass by: a. Mailing b. Texting c. Email d. Publishing to third party applications e. Automatic phone messaging
RFP No. 2101-01528
Page 16
A4 FUNCTIONAL REQUIREMENTS Minimum Requirements Please refer to the Functional Requirements Matrix Attachment “J” for a list of the required functionality of the requested services. To complete the Matrix, please indicate the Functionality code (e.g. F, CU, CR, etc.) in the first column “Response.” Responses to the Functional Requirements Matrix Attachment “J” should be as they pertain to the proposed version of the system that is in production use in an environment that is comparable to City of New Orleans as of the proposal due date. In addition, vendors can add any clarifying comments in the “Comments” field. Any unanswered responses will be considered “N” – Not Included in this Proposal.
F CU TP SR CR N
Functionality Provided fully functional out of the box or with configuration (no custom development) in the proposed version of the product that is in production Customization/Software Enhancement (Any custom development) Third-party Software Required to Fully Provide Requirement (Third-party Software Must be Proposed) Provided with Standard Report or Reporting Tool Custom Report Development Required Not Included in this Proposal
RFP No. 2101-01528
Page 17
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “B” REQUIRED CONTRACT PROVISIONS 1. EQUAL EMPLOYMENT OPPORTUNITY: In all hiring or employment made possible by, or resulting from this contract, there (1) will not be any discrimination against any employee or applicant for employment because of race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry, and (2) where applicable, affirmative action will be taken to ensure that the Contractors employees are treated during employment without regard to their race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. This requirement shall apply to, but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. All solicitations or advertisements for employees shall state that all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, age, physical or mental disability, national origin, sexual orientation, creed, culture, or ancestry. 2. ASSIGNABILITY: The Contractor shall not assign any interest in this agreement and shall not transfer any interest in the same without prior written consent of the City of New Orleans. 3. CONFLICT OF INTEREST: In the interest of ensuring that efforts of the Contractor do not conflict with the interests of the City, and in recognition of the Contractor’s responsibility to the City, the Contractor agrees to decline any offer of employment if its independent work on behalf of the City is likely to be adversely affected by the acceptance of such employment. The initial determination of such a possibility rests with the Contractor. It is incumbent upon the Contractor to notify the City and provide full disclosure of the possible effects of such employment on the Contractor's independent work in behalf of the City. Final decision on any disputed offers of other employment for the Contractor shall rest with the City Attorney.
4. INDEMNIFICATION: To the greatest extent permitted by law, the Contractor shall (i) indemnify, defend and save the City harmless against any and all claims, demands, suits, judgments of sums of money to any party accruing against the City for loss of life or injury or damage to persons or property growing out of, resulting from, or by reason of any act or omission or the operation of the Contractor, its agents, servants or employees while engaged in or about or in connection with the discharge or performance of the services to be done or performed by the Contractor hereunder and (ii) hold the City harmless from any and all claims and/or liens for labor, services, or materials furnished to the Contractor in connection with the performance of its obligation under this Agreement. 5. ACKNOWLEDGMENT OF EXCLUSION OF WORKER’S COMPENSATION COVERAGE: Contractor herein expressly agrees and acknowledges that it is an independent contractor as defined in R.S. 23:1021 (7) and as such, it is expressly agreed and understood between the parties hereto, in entering into this services agreement, that the City of New Orleans shall not be liable to the Contractor for any
RFP No. 2101-01528
Page 18
benefits or coverage as provided by the Workmen's Compensation Law of the State of Louisiana, and further, under the provisions of R.S. 23:1034 anyone employed by the Contractor shall not be considered an employee of the City for the purpose of Worker’s Compensation coverage. 6. ACKNOWLEDGMENT OF EXCLUSION OF UNEMPLOYMENT COMPENSATION COVERAGE: Contractor herein expressly declares and acknowledges that it is an independent contractor, and as such is being hired by the City under this agreement for hire as noted and defined in R.S. 23:1472, and therefore, it is expressly declared and understood between the parties hereto, in entering into this services agreement, or agreement for hire, and in connection with unemployment compensation only, that: a. Contractor has been and will be free from any control or direction by the City over the performance of the services covered by this contract; and b. Services to be performed by Contractor are outside the normal course and scope of the City’s usual business; and c. Contractor has been independently engaged in performing the services listed herein prior to the date of this agreement. Consequently, neither Contractor nor anyone employed by Contractor shall be considered an employee of the City for the purpose of unemployment compensation coverage, the same being hereby expressly waived and excluded by the parties hereto. 7. WAIVER OF SICK AND ANNUAL LEAVE BENEFITS: It is expressly agreed and understood between the parties entering into this services agreement that the Contractor, acting as an independent agent, shall not receive any sick and annual leave benefits from the City of New Orleans. 8. JURISDICTION & CHOICE OF LAW: The Contractor hereby consents and yields to the jurisdiction of the State Civil Courts of the Parish of Orleans, and does hereby formally waive any pleas of jurisdiction on account of the residence elsewhere of the Contractor. This agreement shall be construed and enforced according to the laws of the state of Louisiana, excepting its conflict of laws provisions. 9. DURATION: This Agreement shall commence on the Effective Date and shall continue for a period of twelve months. It is understood and acknowledged by Contractor that the Services described above are expected to be completed within this time period. 10. APPROPRIATION AND/ OR EXTENSION: This agreement may be extended at the option of the City, provided that funds are allocated by the Council of the City of New Orleans and the extension of the agreement facilitates the continuity of services provided herein. This agreement may be extended by the City on an annual basis for no longer than five one year periods. 11. SOLICITATION: The Contractor has not employed or retained any company or person, other than a bona fide employee working solely for him, to solicit or secure the subject contract. The Contractor has not paid or agreed to pay any person, other than a bona fide employee working for him, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the subject contract. 12. CANCELLATION: The City may terminate the agreement at any time during the term of the agreement by giving the Contractor written notice of said intention to terminate at least thirty (30) days
RFP No. 2101-01528
Page 19
prior to the date of termination. In the event the City elects to terminate for convenience, City shall be obligated to pay Contractor only for those Services performed up to and through the date of termination.
13. “AUDIT AND OTHER OVERSIGHT: It is agreed that the contractor or applicant will abide by all provisions of City Code §2-1120, including but not limited to City Code §21120(12), which requires the contractor to provide the Office of Inspector General with documents and information as requested. Failure to comply with such requests shall constitute a material breach of the contract. In signing this contract, the contractor agrees that it is subject to the jurisdiction of the Orleans Parish Civil District Court for purposes of challenging a subpoena.” City Officials and/or their designated representatives shall have the right to audit, inspect. and review all books and records (in whatever form they may be kept whether written, electronic or other) relating or pertaining to this contract or agreement (including any and all documents and other materials, in whatever form they may be kept which support or underlie those books and records), kept by or under the control of the Contractor, including, but not limited to those kept by the Contractor, its employees, agents, assigns, successors and subcontractors. The Contractor shall maintain such books and records together with such supporting or underlying documents and materials for the duration of this contract or agreement and for at least 5 years following the completion of this contract or agreement, including any and all renewals thereof. The books and records, together with the supporting or underlying documents and materials shall be made available, upon request to the City, through its employees, agents’ representatives, contractors or other designees, during normal business hours at the Contractor's office or place of business. In the event that no such location is available, then the books and records, together with the supporting or underlying documents and records, shall be made available for audit at a time and location at, location, which is convenient for the City.
14. SUBCONTRACTS: The City may require information regarding ownership interests in the subcontractor prior to approval of the subcontractor’s retention. Contractor shall incorporate by reference in all subcontracts the provisions of this Article and shall require all subcontractors to comply with such provisions. Contractor’s failure to comply with the obligations in this subsection shall constitute a material breach of this Agreement. 15. COMPLIANCE: The Contractor understands and will abide by all provisions of the Code of the City of New Orleans, Chapter 2, Art. XIII, Sect. 2-1120, as adopted by City Ordinance No. 22,888 M.C.S., (relative to the operations and authority of the City Inspector General), incorporated herein by reference. 16. 311 CALL CENTER: If the Contractor is required to perform work that is directed from the City’s 311 call center, the provider shall attend Lagan training and be responsible for updating he City’s Lagan 311 database as appropriate once the work order is completed.
RFP No. 2101-01528
Page 20
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “C” DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION PLAN
RFP No. 2101-01528
Page 21
OFFICE OF SUPPLIER DIVERSITY EQUAL BUSINESS OPPORTUNITY PROGRAMS DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION PLAN
PURPOSE Respondents to City of New Orleans RFPs and RFQs must agree that certified Disadvantaged Business Enterprises (DBEs) will have the maximum practicable opportunity to participate on City contracts. To that end, respondents are required to provide a comprehensive DBE Participation Plan documenting the roles of the DBE firms in the respondent’s proposal.
OFFICE OF SUPPLIER DIVERSITY EQUAL BUSINESS OPPORTUNITY PROGRAMS
LOCALLY‐OWNED AND DISADVANTAGED BUSINESS ENTERPRISE PARTICIPATION PLAN
Overview The City awards millions of dollars annually to vendors and contractors ('respondents'). Those respondents, in responding to a City of New Orleans RFP or RFQ, must agree in the contract that certified Disadvantaged Business Enterprises (DBEs) have the maximum practicable opportunity to participate in the contract consistent with its efficient performance. To ensure DBE businesses have the maximum practicable opportunity to participate in City contracts and to ensure compliance with City of New Orleans Ordinance 70.432.1, which establishes an overall goal of 35% for utilization of socially and economically disadvantaged businesses for all public spending or private projects that utilize public funding and/or incentives, the Office of Supplier Diversity (OSD) requires all RFP and RFQ respondents on contracts over $15,000 to submit a DBE Participation Plan. All respondents must submit, before an award is made, an acceptable DBE Participation Plan setting percentage and dollar goals for the award of subcontracts to certified DBE businesses. The OSD reviews all participation plans submitted by respondents to ensure respondents provide the maximum practicable opportunity for DBE firms to participate in a contract and to review a respondent's evidence of good faith efforts to comply with the requirements of Ordinance 70.432.1. The OSD also reviews DBE Participation Plans to recommend qualified DBE firms to assist respondents in their DBE contracting goal attainment. DBE contracting goal attainment is monitored by the OSD on reports submitted to the Mayor monthly. Instructions for Completing the DBE Participation Plan A DBE Participation Plan is required by all RFP and RFQ respondents. Changes to this document are not accepted. Any changes to this DBE Participation Plan will deem this document as non‐responsive and sufficient grounds for rejection. 1. All respondents must complete Sections I, II, III & IV. 2. If the participation plan under Section II does not meet the DBE participation goal established specifically in the RFP or RFQ, you must also complete Section V and provide the required documentation of Good Faith Efforts.
[2]
Section I. Respondent
Company Contact Address Telephone/Fax E‐Mail
RFP/RFQ‐ Solicitation Number Title of the Project and Location
DBE PARTICIPATION PLAN SUBMITTED BY: Signature: _______________________________________________ Date: ____________________ Printed Name: ____________________________________________________________________ Title: ____________________________________________________________________________ The following employee will be the Administrator of this DBE Participation Plan: Name: _______________________________________ Title: _________________________________ Address:
_______________________________________________________________________
_______________________________________________________________________
Telephone:
_____________________ E‐Mail: ___________________________________________
[3]
Section II. DBE Participation Plan
The following, together with any attachments, is submitted as a DBE Participation Plan to satisfy the requirements of City of New Orleans Ordinance 70.432.1.
The following goals are established for the term of the proposed contract. Percentages may be rounded to nearest tenth of a percent. 1. a. Total Contract Value $________________________ (including options) (Estimate if necessary) b. Total Subcontracted $_______________ _______% of 1.a. (Inclusive of all planned subcontracting to all businesses, regardless of size) 2. The following dollars and percentage goals are applicable to the contract cited above. a. Certified SLDBE $_______________ _______% of 1.b. Total planned subcontracting dollars under this contract will go to subcontractors who are certified as a State & Local Disadvantaged Business Enterprise (SLDBE) through the City of New Orleans, Sewerage & Water Board of New Orleans, Harrah's Jazz Casino or the New Orleans Aviation Board. You can find the most recent list of certified SLDBE firms at www.nola.gov/Businesses/Office‐of‐Supplier‐Diversity. You may also contact the Office of Supplier Diversity via e‐mail at
[email protected] to request a copy of the list.
b. Certified LAUCP DBE $_______________ _______% of 1.b. Total planned subcontracting dollars under this contract will go to subcontractors who are certified as a DBE through the Louisiana Department of Transportation's Unified Certification Program. You can search for certified LAUCP DBE firms at www.dotd.la.gov/lettings/subsdebed/dbhq20110126.asp.
c. Local $__________________ _______% of 1.b. Total planned subcontracting dollars under this contract will go to subcontractors who are local business concerns. A local business concern is an Orleans Parish business.
[4]
Section III. Subcontractor's Scope of Work Provide the name of the firm, the type of firm (2a. through 2d. in Section II) and the services, products and/or scope of work commitments by the firm(s).
Name of Firm: ___________________________________________ Proposed DBE Participation (%): ______________________ Firm Contact: ___________________________________________ Address: _______________________________________________ City/State/Zip: ____________________________________ Telephone: ____________________ E‐Mail: ________________________________________
SUBCONTRACTOR TYPE: 2A; 2B; 2C; SCOPE OF WORK: Describe below or attach the work to be performed by the DBE firm ________________________________________________________________________________________________________ ________________________________________________________________________________________________________
Name of Firm: ___________________________________________ Proposed
DBE Participation (%): ______________________
Firm Contact: ___________________________________________ Address: _______________________________________________ City/State/Zip: ____________________________________ Telephone: ____________________ E‐Mail: ________________________________________
SUBCONTRACTOR TYPE: 2A; 2B; 2C; SCOPE OF WORK: Describe below or attach the work to be performed by the DBE firm ________________________________________________________________________________________________________ ________________________________________________________________________________________________________
Name of Firm: ___________________________________________ Proposed
DBE Participation (%): ______________________
Firm Contact: ____________________________________ Address: _______________________________________________ City/State/Zip: ____________________________________ Telephone: ____________________ E‐Mail: ________________________________________
SUBCONTRACTOR TYPE: 2A; 2B; 2C; SCOPE OF WORK: Describe below or attach the work to be performed by the DBE firm ________________________________________________________________________________________________________ ________________________________________________________________________________________________________
Name of Firm: ___________________________________________ Proposed DBE Participation (%): ______________________ Firm.Contact:.____________________________________ Address: _______________________________________________ City/State/Zip: ____________________________________ Telephone: ____________________ E‐Mail: ________________________________________
SUBCONTRACTOR TYPE: 2A; 2B; 2C; SCOPE OF WORK: Describe below or attach the work to be performed by the DBE firm ________________________________________________________________________________________________________ ________________________________________________________________________________________________________
ATTACH ADDITIONAL PAGES IF ADDITIONAL SPACE IS REQUIRED [5]
Part IV. DBE Participation Plan Method a. The following method was used to develop the DBE Participation Plan. Please explain: 1. How the products and services to be subcontracted were established; 2. How the areas to be subcontracted were determined; and 3. How their capabilities were determined. __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ b. If indirect or overhead costs have been included in the subcontracting goals specified in Sections II, explain the method used in determining the proportionate share of indirect and overhead costs to be allocated to subcontractors: __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ __________________________________________________________________________________ [6]
Section V. Evidence of Good Faith Efforts The Office of Supplier Diversity shall be responsible for determining whether the respondent has demonstrated Good Faith Efforts to achieve the DBE goal for a RFP or RFQ. If the DBE Participation Plan under Section II does not meet the DBE participation goal established in the RFP or RFQ, you must complete this section and provide documented evidence of the following.
EVIDENCE OF GOOD FAITH EFFORTS PRE‐BID MEETING(S): The respondent attended all pre‐bid meetings scheduled by the City to inform DBEs of contracting and subcontracting opportunities. SLDBE/DBE LIST(S): The respondent utilized the City of New Orleans’ list of certified SLDBE firms and/or the Louisiana Department of Transportation’s list of certified LAUCP DBE firms to identify potential DBE firms. SMALL CONTRACT(S): The respondent selected specific portions of the work to be performed by DBE firms in order to maximum practicable opportunity for those firms to participate in the contract consistent with its efficient performance. FOLLOW‐UP: The respondent followed‐up initial indications of interest by DBE firms by contacting those firms to determine with certainty if they remained interested in submitting a price and participating on the contract. ADVERTISEMENT (includes internet): The respondent advertised in local general circulation and/or trade association publications concerning subcontracting opportunities, and allowed DBE firms reasonable time (at least 7 days) to respond. GOOD FAITH NEGOTIATIONS: The respondent negotiated in good faith with interested DBE firms and did not reject those firms as unqualified without sound business reasons based on a thorough investigation of their capabilities. INFORMATION: The respondent provided interested DBE firms with adequate information about the plans, specifications and requirements of the subcontract. WRITTEN NOTICE(S): The respondent took the necessary steps to provide written notice in a manner reasonably calculated to inform DBE firms of subcontracting opportunities and allowed sufficient time for them to participate effectively. COMMUNITY RESOURCES: The respondent used the services of available community organizations and trade associations that provided assistance in the recruitment and placement of DBE firms. CONTRACT RECORDS: The respondent has maintained the following records for each DBE that has submitted pricing on the subcontracting opportunity: 1. Name, address, and telephone number; 2. A description of information provided by the bidder/offerer or subcontractor; and 3. Statement of whether an agreement was reached, and if not, why not, including any reasons for concluding that the DBE was unqualified to perform the job. Attach documentation supporting each item above at the end of this plan. [7]
Role of the Participation Plan Administrator The DBE Participation Plan Administrator ('administrator') should have knowledge of the City of New Orleans DBE goals for procurements as well as a general knowledge of City procurement processes and procedures and reporting requirements. If the respondent decides to change the person in this position, the respondent must notify the Office of Supplier Diversity immediately. The administrator is responsible for the development, preparation and execution of this DBE Participation Plan and for monitoring performance relative to contractual subcontracting requirements contained in this plan, including, but not limited to: a. Developing and maintaining bidder's lists from all possible sources; b. Ensuring that procurement packages are structured to permit certified DBEs an opportunity to participate to the maximum extent possible; c. Assuring inclusion of the certified DBE community in all solicitations for products or services, which they are capable of providing; d. Reviewing solicitations to remove statements, clauses, etc., which may tend to restrict or prohibit certified DBE participation; e. Ensuring periodic rotation of potential subcontractors on bidders lists; f. Ensuring the maintenance of records of solicitations and subcontract award activity; g. Attending or arranging for attendance of company representatives at Business Opportunity Workshops, Seminars, Trade Fairs, etc.; h. Monitoring attainment of proposed goals and submitting required periodic DBE participation and subcontracting reports; and i. Coordinating contractor's activities during the conducting of compliance reviews by the Office of Supplier Diversity. Office of Supplier Diversity Contacts All questions concerning this document or DBE compliance should be addressed to: City of New Orleans Office of Supplier Diversity 1340 Poydras, Suite 1000 New Orleans, LA 70112 E‐Mail:
[email protected] Phone: 504.658.4200
[8
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “D” TAX CLEARANCE CERTIFICATE
CITY OF NEW ORLEANS TAX CLEARANCE AUTHORIZATION According to Section 2-8 of the Code of the City of New Orleans, Louisiana 1995, the City may not enter into or make payments under a contract, grant or cooperative endeavor agreement with any person, corporation, or entity delinquent in City taxes. This form supplies the needed tax clearance. This clearance is issued without prejudice to any tax liabilities discovered by audit. Please refer to the instructions on the back of this form BUSINESS NAME: OWNER’S NAME:
REAL ESTATE TAX NUMBER:
TYPE OF BUSINESS:
BUSINESS ADDRESS:
PERSONAL PROPERTY TAX NUMBER:
MAILING ADDRESS:
CONTACT TELEPHONE:
SALES TAX/OCCUPATIONAL LICENSE NUMBER:
FAX NUMBER:
E-MAIL ADDRESS: ____________________________________________________
PRINT NAME:
TITLE:
AUTHORIZED SIGNATURE: DATE SIGNED: I certify that I have the authority to execute this form with respect to the tax matters covered and that the above is true and correct. The City of New Orleans is authorized to inspect and/or receive confidential tax information. BUREAU OF REVENUE (Room 1W15)
BUREAU OF TREASURY (Room 1W37)
This clearance covers Occupational License and Sales/Use taxes.
This clearance covers Ad Valorem taxes for Real Estate and Business Property taxes.
I hereby assert that after review of the taxpayer’s records of this date that the taxpayer IS NOT delinquent in any taxes owed to the city. This clearance covers the period today through March 1, 20_____. The above clearance may be revoked for failure to pay sales tax.
I hereby assert that after review of the taxpayer’s records of this date that the taxpayer IS NOT delinquent in any taxes owed to the city. This clearance covers the period today through March 1, 20_____.
_______________________________________ _______________ COLLECTOR OF REVENUE DATE
_____________________________________ _______________ TREASURY CHIEF DATE
I attest that the taxpayer named above is not delinquent in any taxes owed to the city. ________________________________ ___________ DIRECTOR OF FINANCE DATE
RFP No.
Page 23
CITY OF NEW ORLEANS TAX CLEARANCE AUTHORIZATION INSTRUCTIONS 1. To complete this form, provide all of the information requested. Failure to fill in ALL information requested will delay processing. If the form is not signed and dated, the form will not be processed. 2. Complete, sign and date the authorization form and submit to the Department with whom you are contracting. 3. This form authorizes the City of New Orleans to inspect and/or receive your confidential tax information. 4. This Tax Clearance Authorization will not be honored for any purpose other than contracting with the City of New Orleans. 5. The following requirements must be met in order for a Tax Clearance Authorization form to be approved by the City of New Orleans. It is recommended that all outstanding tax and business registration be completed prior to processing the form to expedite contract execution. Real Estate/Personal Property Tax o Businesses are required to be current in payment of all Real Estate Tax and Personal Property Tax. o A business can visit the City of New Orleans’ website, www.nola.gov at the Bureau of Treasury webpage to pay outstanding Real Estate and Personal Property taxes due. o A business can mail outstanding tax payments to City of New Orleans, Bureau of the Treasury 1300 Perdido St., Room 1W38, New Orleans, La. 70112. Sales Tax/Occupational License o All businesses are required to have a City of New Orleans Sales Tax number. o If the business is located within Orleans Parish, an Occupational License is also required. If the business is domiciled outside of Orleans Parish, a registration is required to be completed to obtain a Revenue account number. o If a business is not registered, a New Business Application must be completed. The application can be found on the City of New Orleans’ website, www.nola.gov, at the Bureau of Revenue webpage. Under Online Revenue Documents, an application can be downloaded and returned to the City of New Orleans, Bureau of Revenue, 1300 Perdido St., Room 1W15, New Orleans, LA 70112. Any questions may be forwarded to Revenue Administration, 658-1695 or 658-1666. o Non-profit organizations must comply with the Occupational License requirements by completing a New Business Application. The application can be found on the City of New Orleans’ website, www.nola.gov, at the Bureau of Revenue webpage. Under Online Revenue Documents, an application can be downloaded and returned to the City of New Orleans, Bureau of Revenue, 1300 Perdido St., Room 1W15, New Orleans, LA 70112. Any questions may be forwarded to Revenue Administration, 658-1695 or 6581666. o Once exempt status is confirmed for the non-profit organization, the organization is exempt from Occupational License fees. Revised Tax Clearance Authorization, April 20, 2012
RFP No.
Page 24
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “E” IDENTIFICATION OF SUBCONTRACTORS
RFP No.
Page 25
CITY OF NEW ORLEANS IDENTIFICATION OF SUBCONTRACTORS
STATE OF LOUISIANA PARISH OF
Before me, the undersigned authority, came and appeared , who, being first duly sworn, deposed and said that: 1. He/She is the
and authorized representative of , hereafter called “Respondent.”
2. The Respondent submits the attached proposal in response to City of New Orleans Proposal #_________________. 3. The Respondent hereby identifies the following persons, natural or artificial, who are retained by Respondent at the time the attached proposal is submitted and who are expected to perform work as subcontractors in connection with the Respondent’s work for the City. Respondent hereby acknowledges and agrees that when new subcontractors not previously named are added to the project, they must be promptly identified to the City User Department within 48 hours of the change. The official change may not take place unless and until the City provides its written approval. ____________________________________ Person(s) and Company Name (if applicable ____________________________________ ____________________________________ Respondent Representative (Signature)
(Print or type name)
(Address) Sworn to and subscribed before me, _______________, Notary Public, this _____day of ______, 2013___. __________________________ Notary Public (signature) Notary ID#/Bar Roll # RFP No.
Page 26
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “F” CONFLICT OF INTEREST DISCLOSURE AFFIDAVIT
RFP No.
Page 27
CITY OF NEW ORLEANS CONFLICT OF INTEREST DISCLOSURE AFFIDAVIT
STATE OF LOUISIANA PARISH OF
Before me, the undersigned authority, came and appeared , who, being first duly sworn, deposed and said that: 4. He/She is the
and authorized representative of , hereafter called “Respondent.”
5. The Respondent submits the attached proposal in response to City of New Orleans Proposal #_________________. 6. The Respondent hereby confirms that a conflict(s) of interest exists/does not exist/may exist in connection with this solicitation which might impair Respondent’s ability to perform if awarded the contract, including any familial or business relationships that the Respondent, the proposed subcontractors, and their principals have with city officials or employees. (If a conflict(s) of interest exists and/or may exist, describe in a letter the nature of the conflict, the parties involved and why there is a conflict. Attach said letter to this form).
Respondent Representative (Signature)
(Print or type name) ______ (Address) Sworn to and subscribed before me, _______________, Notary Public, this _____day of ______, 20___. ____________________________________ Notary Public (signature) Notary ID#/Bar Roll #
RFP No.
Page 28
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “G” Vendor’s Fee Proposal Requirements
Pricing for the Case Management and Tracking software should be presented to the City in the format presented below. Rates should be exclusive of any travel costs which should be applied on a pass through basis only. Vendors who are interested in advertising capabilities that are not listed in the matrix should feel free to add those capabilities to the matrix below. Item License or subscription Fees Implementation Fees Maintenance Fees Training Site Fees Other Fees (provide description) Total cost annually
RFP No.
Year 1
Year 2
Year 3
$
$
$
Page 29
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “H” MINIMUM QUALIFICATIONS CERTIFICATION As prescribed in the Request for Proposal, all Proposers are required to sign and return this attachment, along with written evidence of how each qualification is met. The undersigned hereby certifies that the firm submitting this response fulfills the minimum qualifications outlined below, as well as the requirements contained in the Request for Proposal. Minimum Qualifications The Proposer must meet the following minimum qualifications:
1. The firm must be in existence as a business entity providing the software and services listed within the RFP Scope for a minimum of five years. 2. The designated staff or key personnel in the firm who will provide services to the City of New Orleans must have a minimum of three years’ experience or specialization in implementing case management and tracking software solutions. 3. The firm must have proven experience with no less than three (3) municipal clients of equal or comparable size and complexity to the City of New Orleans. 4. The firm must provide a Case Management and Tracking Software Services as a hosted solution. The undersigned hereby certifies that he/she is an individual authorized to bind the firm contractually and said signature authorizes verification of this information.
Authorized Signature
Date
Name of Firm
Name and Title (Please Print) RFP No.
Page 30
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “I” Functional Requirements Matrix
This attachment is provided as a separate Excel spreadsheet.
RFP No.
Page 31
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “J” CITY OF NEW ORLEANS CURRENT ENVIRONMENT
The City of New Orleans is seeking to deploy a technology solution to support the integration of all services under the City’s murder reduction strategy including but not limited to the Comprehensive Workforce Reentry Plan, Group Violence Reduction Strategy and CeaseFire. The solution must also be capable of tracking enrollments, demographics, assessments, referrals, attendance, services, and indicators and outcomes specifically for the purpose of measuring impact and improving program performance. The solution must also allow for the capturing and review of real time data for analysis and custom reporting. Reports must be able to be run at an aggregate and an individual level. The City expects to implement a solution that provides automated work flow processes and access to information throughout the City and to constituents. The solution should provide City staff and partners with a single, comprehensive display with sophisticated design allowing a dense display of data that is easily readable and reflects the whole, unique situation of each participant, service provider and stakeholder. This RFP serves to solicit vendor proposals to provide a fully functional case management technology solution and all services required to implement the solution and integrate it with the appropriate City applications. City of New Orleans Service Provision Overview In 2012, the City of New Orleans, as part of its NOLA For Life Initiative, began the coordination of an effort to build partnerships with the criminal justice system, business, civic and faith based communities to work towards reducing recidivism and improve opportunities by: 1. Streamlining the employment pipeline for ex-offenders transitioning out of incarceration and those at risk of incarceration through rapid attachment to work; and 2. Improving job retention through increased collaborations and long-term planning, and 3. Providing a mechanism for case management, planning and real-time reporting for quality assurance and auditing. Comprehensive Workforce Reentry Program Approximately 6,500 offenders are under probation or parole supervision in New Orleans and an estimated two-thirds of this population will commit new crimes and one-third will be reincarcerated within three years of their release, often due to a lack of employment and support. Research has shown that a key to reducing recidivism is to provide stable employment and economic opportunity. To that end, the City of New Orleans, with assistance from reentry and workforce partners, is creating a comprehensive workforce reentry program to provide workforce reentry services, education opportunities and supports to ex-offenders. The program will create a distinct pipeline from Corrections/Probation to Jobs and Social Services using a city agency as a RFP No.
Page 32
Terminal for Case Management and Monitoring and Reintegration. The technology solution will provide the necessary data integration and case management that does not currently exist in the City of New Orleans and with service providers. Group Violence Reduction Strategy The New Orleans Group Violence Reduction Strategy (GVRS) is designed by criminologist David Kennedy and targets geographic areas of high crime and the groups that commit violent acts. In New Orleans, GVRS includes three major components: (1) Collaborate with respected members of affected communities to deliver a single message to violent groups: stop the shooting. (2) Organize and build the capacity of social service providers, clergy and probation and parole officers so they can provide support and services to those who no longer wish to engage in violent lifestyles. (3) Focus enforcement to specifically deter violent behavior and ensure consequences for those who continue to commit violence. CeaseFire New Orleans CeaseFire New Orleans is a program based on the CURE Violence model (formerly CeaseFire Chicago) that specifically aims to reduce street violence in Central City. The CeaseFire model uses outreach workers to interrupt potentially violent situations and resolve them before they escalate. This is achieved by combining science and street outreach to track where violence is heating up and then deploy resources to cool the situation down. CeaseFire New Orleans will employ a team that includes Violence Interrupters and Outreach Workers who are credible messengers with street credibility to mediate conflicts between groups thereby preventing retaliatory shootings and killings. CeaseFire New Orleans aims to change behaviors by assisting a targeted group of high-risk participants in acquiring support services while mobilizing the larger community to reinforce new social norms to resolving conflict in order to reduce shootings and killings. Existing Technical Environment These are the major components of the City of New Orleans technical environment to which the new Case Management and Tracking system will be required to integrate and be compatible with:
Existing Microsoft Environment o Microsoft Windows Server 2008 R2 o Microsoft IIS 7.0 o Microsoft SQL Server 2008 R2 o Microsoft SharePoint Server 2007 o Microsoft Exchange Server 2010 o Microsoft Windows XP Professional & Windows 7 (Migration in progress) o Microsoft Internet Explorer 7.0, 8.0 and 9.0 o Microsoft Office 2003, 2007 and 2010 Existing Virtual Environment o VMware vSphere 5 Enterprise and Enterprise Plus Existing GIS Environment o ESRI ArcGIS 10.1 Desktop and Server
RFP No.
Page 33
o ESRI ArcGIS Server 10.1 with SDE databases in Microsoft SQL 2008 Existing Web Environment o Kentico CMS running on Windows Server 2008 R2 and Microsoft SQL Server 2008 Existing Mobile Environment o Panasonic and Hewlett-Packard Toughbooks running Microsoft Windows XP o Various BlackBerry devices Existing MS Great Plains ERP 8.0 o Microsoft SQL 2000 backend Existing Telephony Environment o Centralized Cisco Unified Communications infrastructure - VOIP o 79XX, 89XX, 99XX series IP Phones, SCCP o Unified Communications Manager ver 8.6 o VG-224s and ATA devices o 13 PRIs Existing Network Environment o Cisco Nexus 7000 switches between primary and secondary data centers o Cisco 3560x and 3550 Switches at the edge Backbone at minimum Ethernet 1000 Desktops are switched Ethernet 100/1000 o 90 Metro Ethernet sites o Two Tier 1 internet service providers - (100 & 200 MB pipes), 1 cable internet circuit (50 MB) for wireless
RFP No.
Page 34
City of New Orleans, Louisiana Request for Proposals Case Management and Tracking Software Services September 6, 2013 Attachment “K” Designed Case Management Process
RFP No.
Page 35
INTRODUCTION
Orleans Parish Prison
TRIAGE PROBATION AND PAROLE
INTENSIVE CASE MGMT
Case Mgmt. Partner
“TRIAGE” Angola
Clergy Service Providers
Advocates
“TRIAGE”
Housing Health
Case Mgmt. Partner
JOB1 Transition Specialists
REFERRALS
Education Parenting
Case Mgmt. Partner Job Training
Case Mgmt. Partner
Case Mgmt. Partner
Emergency Assistance Counseling
