P-07-14 City of Peterborough Budgeting Software Solution Page 35
Attachment 1 - Representation, Warranty and Acknowledgement Regarding Accessibility Training
Insert Company Name ______
Hereby represents and warrants that:
My/Our employees, agents, volunteers, or others for whom I/We are responsible, will have successfully completed Accessibility Training as required in this RFP prior to commencement of the Project on behalf of the Corporation of the City of Peterborough, in accordance with the award of RFP # P-07-14 City of Peterborough Budgeting Software Solution
Acknowledgement
I/We, the undersigned, acknowledge and agree that this representation and warranty will be relied upon by the Corporation of the City of Peterborough and as such I/We solemnly provide this representation and warranty as if it were given under oath.
P-07-14 City of Peterborough Budgeting Software Solution Page 63
I/We have the authority to bind the company:Company Name:
Signature(s):
Name(s):
Title(s):
Date:
Appendix A - Submission Cover Page and Checklist
Request for Proposals
Document No. P-07-14
City of Peterborough Budgeting Software Solution
Submit To:
City of Peterborough
Corporate Services, Tenders and Proposals
Main Floor, City Hall
500 George Street North
Peterborough, Ontario K9H 3R9
Attn: Sandra Clancy,
Director of Corporate Services
Submitted By:Company Name
Address
Appendix A - cont’d
Checklist
The Proponent shall include all items with an “X” in the "City Required" column in their Proposal submission and in the order shown below. Failure to provide the items required may result in the rejection of the Proposal submission as incomplete. “N/A” shall mean not applicable to this RFP and not required in the Proposal submission. The Proponent shall mark an “X” in the “Proponent Included” column to indicate the items that are included in their Proposal submission.
City Required / Requirement / Proponent IncludedX / One Original and five copies of Proposal Submission - Items 5.3.2 and 5.3.3
Provide the Following with Original and all Copies in the order stated
X / Submission Cover Page and Checklist - Appendix A - Items 5.3.1 and 5.10.1
X / Acknowledgements - Appendix B - Item 5.10.1
X / Pricing - Appendix C - Item 5.10.1 and Item 6.6
X / Sub-Contractors/Suppliers/Sub-Consultants - Appendix D
- Item 5.10.1 and Item 6.4
X / References – Appendix E - Item 5.10.1
X / User Requirements for Budgeting Software - Appendix F - Item 7.5
X / Proponent Information - Item 5.10.2
X / Project Understanding and Approach - item 5.10.3
X / Methodology and Work Plan - Item 5.10.4
X / Schedule - Item 5.10.5
X / Project Manager - Item 5.10.6
X / Project Team - Item 5.10.7
X / Value Added Services - Item 5.10.8
Appendix B - Acknowledgments
I/We Acknowledge that this Proposal is made without any connection, knowledge, comparison of figures or arrangements with any other company, firm or person making a Proposal for the same goods/services and is, in all respects, fair and without collusion or fraud.
I/We Acknowledge that all matters stated in the said Proposal are, in all respects, true.
I/We Acknowledge that, having read RFP #P-07-14, I/We have satisfied ourselves as to the Terms, Conditions and Specifications and do hereby submit a Proposal, including Pricing as set out in Appendix C, for City of Peterborough Budgeting Software Solution.
I/We Acknowledge that addenda have been issued for this RFP and that I/We understand it is the Proponent’s ultimate responsibility to ensure all addenda issued have been received. NOTE: failure to include the correct number of addenda in this Appendix may, at the discretion of the City, result in disqualification of the Proposal submission.
I/We Acknowledge that acceptance of this Proposal and the issuance of a Purchase Order shall be considered a binding contract upon both parties. If specified at any time by the City, it is agreed that the terms and conditions and any representations made in reference to this RFP shall be incorporated in a Contract to be executed by the parties once the City has formally accepted the Proposal.
Dated at ______this _____ day of ______2014.
Firm or Organization Name / Signing AuthorityStreet Address / Signature
City Postal Code / Telephone and Fax Number
Appendix C - Pricing
Please submit a detailed pricing sheet that includes a full breakdown of all your costs. Pricing will be compared based on five year cost of ownership.
Part 1.0 Hardware
Line / Description / Quantity / Price1.1 / $
1.2 / $
1.3 / $
1.4 / Hardware Sub-Total
Sum of Lines 1.1 to 1.3 / $
Part 2.0 Software
Line / Description / Quantity / Price2.1 / $
2.2 / $
2.3 / $
2.4 / Server Software Sub-Total
Sum of Lines 2.1 to 2.3 / $
Part 3.0 Maintenance/Warranty
Line / Description / Quantity / Price3.1 / $
3.2 / $
3.3 / $
3.4 / Maintenance/Warranty Sub-Total
Sum of Lines 3.1 to 3.3 / $
Appendix C – cont’d
Part 4.0 Installation Services
Line / Description / Quantity / Price4.1 / $
4.2 / $
4.3 / $
4.4 / Installation/Incidental Sub-Total
Sum of Lines 4.1 to 4.3 / $
Part 5.0 Training
Line / Description / Quantity / Price5.1 / $
5.2 / $
5.3 / $
5.4 / Training Sub-Total
Sum of Lines 5.1 to 5.3 / $
Part 6.0 Incidentals - please describe
Line / Description / Quantity / Price6.1 / $
6.2 / $
6.3 / $
6.4 / Incidentals Sub-Total
Sum of Lines 6.1 to 6.3 / $
Part 7.0 Project Total
Line / Description / Price7.1 / Protect Sub-Total
Sum of Lines 1.4 + 2.4 + 3.4 + 4.4 + 5.4 + 6.4 / $
7.2 / HST
for Line 7.1 / $
7.3 / Project Total
Sum of Lines 7.1 + 7.2 / $
Note: Lowest or any Proposal not necessarily accepted.
Appendix D - Sub-Contractors/Suppliers/Sub-Consultants
Submit a list of sub-contractors/suppliers/sub-consultants to be used for the supply of the goods/services, or indicate “Not Applicable”.
Contact / DetailsName: / Company Name:
Type of Goods/Services provided:
Phone: / Address:
Email: / Years in Business:
Name: / Company Name:
Type of Goods/Services provided:
Phone: / Address:
Email: / Years in Business:
Name: / Company Name:
Type of Goods/Services provided:
Phone: / Address:
Email: / Years in Business:
Note:
If insufficient space is provided in this Appendix, please provide the required information in the same format on a separate form and attach to this Appendix.
Appendix E - References
Please list a minimum of three references where your company has provided similar goods or services within the last two years and indicate the goods/services provided.
Company Nameand Phone Number / Contact Person(s) / Type of Goods/Services Provided
1. / Goods/Services:
Dates:
2. / Goods/Services:
Dates:
3. / Goods/Services:
Dates:
4. / Goods/Services:
Dates:
Note:
If insufficient space is provided in this Appendix, please provide the required information in the same format on a separate form attached to this Appendix
P-07-14 City of Peterborough Budgeting Software Solution Page 63
Appendix F – User Requirements for Budgeting Software Solution
Note: See Item 7.5 for additional information on the requirements of Parts 1.0 to 8.0.
Note: Priority High is to be considered mandatory, medium/low are levels of criticality that may be considered optional.
Note: If there is insufficient space in the Appendix to provide information, the Proponent may attach additional information to Appendix F, referencing the appropriate Part # and Line #.
Part 1.0 – Technical
Line # / Required Information / Internally Hosted / SaaS1.1 / Specifications for servers required to run software. Indicate whether a virtual server and Storage Area Network; or “SAN” environment will meet your specifications.
1.2 / Specifications for workstations required to run software.
1.3 / Specification for any hardware peripherals required to run or integrate with software.
1.4 / Additional software or licenses required to run application; e.g. operating systems, database licenses, reporting software, etc.
1.5 / Can PTS create a copy of the database and application software for testing, training, etc. purposes?
Appendix F, Part 1.0 – cont’d
1.6 / Is a test site available for testing, training, etc.?
1.7 / Available system integration interfaces; e.g. application programming interface/API, web services, text file import/export, etc. Please indicate format(s) supported.
1.8 / System architecture diagram.
1.9 / Provide any firewall configuration requirements.
1.10 / A description of target uptime and the frequency of emergency outages for the past 12 months.
1.11 / Frequency of data backups.
1.12 / Country data is hosted in.
1.13 / Country backups are located in.
1.14 / Disaster recovery plan including any associated fees.
1.15 / Indicate recommended amount of client Internet bandwidth for running application.
1.16 / Provide a copy of the standard Service Level Agreement; or “SLA”.
1.17 / Confirm the City retains legal ownership of their data.
Appendix F, Part 1.0 – cont’d
1.18 / Description of the product warranty(ies).
1.19 / Descriptions of the services included in the basic support plan, including response times. If other support plan options exist, please provide details and costing.
1.20 / Description of after hours support plan.
1.21 / Location of support centre and hours of operation.
1.22 / Routine for upgrades and whether they fall into the category of any of the above support plans. Indicate if upgrades typically require professional services to complete and whether additional fees are associated with them.
1.23 / Can PTS determine or influence when upgrades are applied to the software?
1.24 / Provide a copy of the software's product roadmap and/or lifecycle plan.
1.25 / Can PTS staff access the back end database for things like custom report development?
1.26 / Is a data dictionary available?
1.27 / Can data be exported from the software?
Appendix F, Part 1.0 – cont’d
1.28 / Describe process for exporting a copy of the entire database for on-site backups, loading data into another application, etc.
1.29 / Description of user security options available in the software; e.g. security roles, types of access, etc.
1.30 / Describe the logical security measures in place to protect data in vendor's data centre.
1.31 / Security measures used to protect data during transmission.
1.32 / Does application support LDAP for user authentication?
1.33 / Does the software keep an audit log of data changes? If so, please describe. Can audit logs be viewed/ searched?
1.34 / Does the software have the ability to archive/purge data, audit logs, etc.?
1.35 / Does the software support a retention policy; e.g. employee training records are to be maintained for X years and then archived or purged?
1.36 / Description of training available during system implementation.
Appendix F, Part 1.0 – cont’d
1.37 / Description of training materials available for Users and system Administrators.
1.38 / Description of processes and solutions in place to manage, monitor, and respond to data centre and software performance.
1.39 / How long does it take to respond to data restore requests?
1.40 / How often are security audits/assessments completed at the data centre by internal staff? By an external auditor?
1.41 / Can Proponent provide a certificate of assessment for their last security audit(s).
1.42 / Describe the physical security measures in place.
1.43 / How is backup data protected logically and physically?
1.44 / Is Proponent's security posture supported by policies and processes?
1.45 / Provide a security incident response plan.
1.46 / Are actions performed by the Proponent's employees logged and reviewed?
1.47 / Are background checks completed for Proponent's staff?
Appendix F, Part 1.0 – cont’d
1.48 / What is the turnover rate of support staff?
1.49 / If the software has any externally facing/Internet accessible components, provide evidence of a formal security assessment/penetration test and an indication of the current software status with regards to this testing. Are security assessments on these components completed on a regular basis?
1.50 / Would you be willing to have a member of PTS tour your data centre?
Appendix F – cont’d
Part 2.0 – System
Line # / Needs / Priority(H)igh
(M)edium
(L)ow / Comments / Meets Requirement
Yes/No/Partial
2.1 / Web-based application for ease of access and maintenance. / H
2.2 / Support of a back-end database would be preferable, in order to store data and provide a more robust and flexible system. / H
2.3 / System should support 100 users initially. / H
2.4 / System should allow for additional users to be added beyond the initial 100 if required. / H
2.5 / System allows for different levels of security to be set for different users – preferably “role” based. / H
2.6 / System allows administrator to change security settings on a user-to-user basis as needed. / H
2.7 / System integrates to LDAP; e.g. e-Directory or Active Directory; for user authentication; or sign-on. / H
2.8 / Quick calculation and response times. / H
Appendix F, Part 2.0 cont’d
(H)igh
(M)edium
(L)ow / Comments / Meets Requirement
Yes/No/Partial
2.9 / System should be flexible to allow for automated or manual upload of data. / H
2.10 / System should be flexible to allow for automated or manual download of data. / H
2.11 / The system should automate the flow of information from one budget level to the next, eliminating the need to copy information manually. / H
2.12 / Must support a minimum 25 year Capital budget.
See Attachment 9 / H
Part 3.0 – Input
Line # / Needs / Priority(H)igh
(M)edium
(L)ow / Comments / Meets Requirement
Yes/No/Partial
3.1 / Software interface allows for download of statistical, payroll and G/L account information as well as upload of completed budgets. / H
Appendix F, Part 3.0 – cont’d
(H)igh
(M)edium
(L)ow / Comments / Meets Requirement
Yes/No/Partial
3.2 / Downloads from Financials systems, like Cayenta FMS, should be “on-demand”; e.g. payroll or YTD data can be loaded to master when required as opposed to automatic updates. / H
3.3 / System should have a departmental interface, where total revenues, recoveries, expenses and net requirements are calculated as data input
*See Attachment 4 / H
3.4 / System should offer historical; e.g. year over year; data to users for variance and change analysis. / H
3.5 / System should offer historical data to users during input so users have some sense of the data. / H
3.6 / System should allow for input of statistical data; e.g. tonnes of garbage; in similar format to input of monetary data. Statistical accounts will be used, in many cases, as the driver for operating budget revenues and/or expenses.
See Attachment 6 / H
Appendix F, Part 3.0 – cont’d