August13, 2014
Request for Proposals 4577-0-2015/WT
Procure and Implement a Case Management System forCommonwealth’s Attorney’s Office
Submittal due date and time:
September 15, 2014, 2:00 PM, Local Time
Request for Proposal 4577-0-2015/WT
Procure and Implement a Case Management System
for the Commonwealth’s Attorney’s Office
Buyer: Wendy Turner, MBA
V: 757-664-4021
F: 757-664-4018
Issued: 08/13/2014
RFP CLOSING DATE AND TIME: September 15, 2014
2:00 p.m. Eastern Time
ACKNOWLEDGE RECEIPT OF ADDENDUM: #1____ #2____ #3____ #4____ (Please Initial)
THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION, IN ACCORDANCE WITH THE TERMS, CONDITIONS, AND REQUIREMENTS SPECIFIED HEREIN. THE SIGNATURE BELOW SHALL BE PROVIDED BY AN AGENT AUTHORIZED TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.
Authorized Agent: /Signature Type or Print Name
Email Address / Telephone Number / Fax Number
Company Name
Company FEI/FIN#RFP Closing:
Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time shown on the cover page of this RFP. Proposals received after the specified date and time (time stamped 1:01 P.M. or later) will not be considered and will be returned to the Offeror unopened. Proposal shall be delivered to: Office of the Purchasing Agent (“Issuing Office”)
232 E. Main Street, Suite 250
Norfolk, Virginia23510
RFP 4577-0-2015/WT, CWA Case Management
Table of Contents
SECTION I - INFORMATION FOR OFFERORS
A.PURPOSE AND BACKGROUND
B.ISSUING OFFICE
C.CONTACT FOR INFORMATION
D.SUBMITTAL DUE DATE AND TIME
E.OFFERORS OF RECORD
F.QUESTIONS AND ADDENDA
G.CHANGES OR MODIFICATIONS
H.RFP CLOSING
I.PROPOSAL SUBMITTAL REQUIREMENTS
J.AWARD
K.DISPOSITION OF PROPOSALS
L.DISCLOSURE
M.COST INCURRED IN RESPONDING
N.PRIME OFFEROR RESPONSIBILITIES
O.AUTHORIZATION TO EXTEND AGREEMENT
P.LAWS AND REGULATIONS
Q.ANTI-COLLUSION STATEMENT
R.ETHICS IN PUBLIC CONTRACTING
S.NONDISCRIMINATION
T.DRUG FREE WORKPLACE
U.INDEMNIFICATION AND INSURANCE REQUIREMENTS
V.EQUAL OPPORTUNITY BUSINESS DEVELOPMENT
W.NORFOLK BUSINESSES
X.PERFORMANCE BOND, INSURANCE CERTIFICATES, AND LICENSES
Y.DEBARMENT CERTIFICATION
Z.FEDERAL IMMIGRATION CERTIFICATION
AA.COOPERATIVE PROCUREMENT
BB.PROTESTS
CC.TERMINATION WITHOUT CAUSE
DD.BREACH OF AGREEMENT/TERMIANATION WITH CAUSE
SECTION II - CURRENT TECHNOLOGY AND ENVIRONMENT INFORMATION
SECTION III - STATEMENT OF WORK
A.GENERAL WORK STATEMENT
B.SCOPE OF WORK
C.WORK HOURS
D.WORK SPACE AND SUPPLIES
E.DOCUMENTATION
SECTION IV - SYSTEM REQUIREMENTS AND OPTIONS
A.CHECKLIST OF SYSTEM FUNCTIONS (REQUIRED AND DESIRED)
B.SERVER HARDWARE AND OPERATING SYSTEM SOFTWARE REQUIREMENTS
C.SYSTEM AVAILABILITY AND RESPONSE
D.WARRANTY
E.PROBLEM ESCALATION PROCESS
SECTION V - INFORMATION REQUIRED FROM OFFERORS IN PROPOSALS
A.BUSINESS ORGANIZATION AND CREDENTIALS
B.OFFEROR CONTACT INFORMATION
C.UNDERSTANDING THE PROJECT
D.NARRATIVE DESCRIPTION OF THE SYSTEM
E.PERSONNEL
F.SYSTEM ACCEPTANCE PLAN
G.SCHEDULE OF COSTS
SECTION VI - CRITERIA FOR PROPOSAL EVALUATIONS
A.PROPOSAL
B.OFFEROR
C.SYSTEM PROPOSED
D.STAFFING
E.PRICE
F.OTHER FACTORS
ATTACHMENT 1
ANTI-COLLUSION STATEMENT
ATTACHMENT 2
ETHICS IN PUBLIC CONTRACTING
ATTACHMENT 3
NONDISCRIMINATION
ATTACHMENT 4
PERFORMANCE BOND
ATTACHMENT 5
DEBARMENT CERTIFICATION
ATTACHMENT 6
BUSINESS CLASSIFICATION
SUBCONTRACTING OPPORTUNITIES FOR SMALL, WOMEN OWNED, MINORITY BUSINESS ENTERPRISES AND DISABLED VETERANS
ATTACHMENT 7
FEDERAL IMMIGRATION CERTIFICATIONS:
Page 1
SECTION I - INFORMATION FOR OFFERORS
- PURPOSE AND BACKGROUND
Purpose
The City of Norfolk, Virginia (the “City”) desires to procure software, hardware, andservices necessary for the successful implementation and support of aCase Management System(the “System”)for the Office of the Norfolk Commonwealth’s Attorney(the “Office”).
The City invites all qualified Offerors to respond to this Request for Proposals (“RFP”) by submitting a proposal consistent with the terms and conditions of this solicitation herein set forth.Offerors responding to this request must beresponsible offerors, regularly and practically engaged in the design, delivery, implementation, conversion, modification, and maintenance of appropriate application and computer solutions.Services include installation and implementation, interface development, data conversion,software configuration, administrator/user training, training documentation, system documentation, and a complete warranty and maintenance period. Both Offeror-hosted and City-hosted solutions will be considered.
This RFP provides the instructions for submitting proposals, the procedure and criteria by which an Offeror may be selected, and the contractual terms by which the City intends to govern the relationship between the City and the selected Offeror.
Background
The Office of the Norfolk Commonwealth’s Attorney (the “Office”) is responsible for the prosecution of all felony charges and some misdemeanor charges resulting from violations of the Criminal Code of Virginia which occur in the City of Norfolk. The Office, considered one of the largest and busiest prosecutor’s offices in the state (up to 10,000 cases per year), also handles certain civil matters which include forfeiture actions against property used in connection with crimes and violations of election laws.
The work of the Office is led by the Commonwealth’s Attorney, a constitutional office elected by the citizens of Norfolk, and is supported by prosecutors, paralegals, legal secretaries, victim/witness advocates, and other professionals. Each person in the Office works hard to ensure the efficient, effective, and ethical prosecution of defendants and comprehensive representation of crime victims and witnesses in the appropriate courts in Norfolk: Juvenile and Domestic Relations Court, General District Court and Circuit Court.
The Office’s current case management system, Virginia Commonwealth’s Attorney’s Information System (“VCAIS”), has been used by individual prosecutor’s offices statewide for nearly 15 years to provide a basic record of current and former cases handled and to assist with the scheduling of those cases. The new case management system should perform those functions while integrating the substantive, evidentiary multimedia each case requires for prosecution. A more comprehensive electronic approach to case management for the Office is in keeping with the technological requirements implemented statewide by the Virginia Supreme Court and with the technological advances being implemented by the Office’s partners and colleagues in the public safety and criminal justice system.
- ISSUING OFFICE
City of Norfolk
Office of the Purchasing Agent
Attn: Wendy Turner, MBA
232 Main Street, Suite 250
Norfolk, VA 23435
Telephone: (757) 664-4021
Fax: (757) 664-4018
- CONTACT FOR INFORMATION
City of Norfolk
Office of the Purchasing Agent
Attn: Wendy Turner, MBA
232 Main Street, Suite 250
Norfolk, VA 23435
Telephone: (757) 664-4021
Fax: (757) 664-4018
- SUBMITTAL DUE DATE AND TIME
Receipt of Proposals: 2:00 PMlocal time, September 15, 2014.Proposals will not be accepted after 2:00PM on the submittal due date. Proposals received after thesubmittal due date and time will be returned unopened.
- OFFERORS OF RECORD
Offerors receiving a copy of this RFP from a source other than the Issuing Office via must contact the Issuing Office and provide offeror’s name, address, contact person, telephone and fax number, and the RFP Item Number. Offeror will be added to the DemandStar planholders’ list and will receive notification of any addenda to the RFP.
- QUESTIONS AND ADDENDA
Offerors shall carefully examine this RFP and any addenda thereto. Offerors should seek clarification of any ambiguity, conflict, omission, or other error in this RFP in writing. Questions should be addressed to the Purchasing Agent. If the answer materially affects the RFP, the information will be incorporated into an addendum and distributed to Offerors. Oral comments do not form a part of this RFP. Discussions with other City employees or officials during the solicitation and evaluation period are inappropriate. Therefore, offerors shall not contact any other City employees or officials regarding this RFP during the period of solicitation and evaluation.
The deadline for submitting questions under this RFP is 12:00 Noon, September 3, 2014. Oral comments and instructions do not form a part of this RFP. Fax and e-mail are for questions only. Proposals submitted via fax or e-mail will not be accepted.
- CHANGES OR MODIFICATIONS
Changes or modifications to this RFP made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this RFP. Oral communications are not a part of the RFP or proposal documents. This RFP and any addenda shall be incorporated, by reference, into any Contract.
- RFP CLOSING
Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time shown on the cover page of this RFP. Proposals received after the specified date and time (time stamped 2:01 P.M. or later) will not be considered and will be returned to the offeror unopened. Proposals shall be delivered to:
Office of the Purchasing Agent (Issuing Office)
232 E. Main Street, Suite 250
Norfolk, Virginia 23510
RFP 4577-0-2015/WT, CWA Case Management System
- PROPOSAL SUBMITTAL REQUIREMENTS
- Each Proposal shall be submitted to the Issuing Office and shall include the following completed documents:
a.The cover page of this RFP, which will contain: Original signature of an agent authorized to bind the company; requested contact information; Company FEI/TIN number; and Acknowledgement of any addenda.
b.Attachments 1 through 7.
c.Responses to the System Requirements and Options, Section IV, and any supporting documentation.
d.Responses to Section V, including Pricing.
- One original and seven (7) copies of each proposal must be submitted. The Offeror is also required to provide one (1) copy of the proposal in electronic format. The document format standard for the City is Microsoft Office Professional Suite or PDF. The proposal type will not be smaller than 10 point type (11 or 12 point preferred). The original must be marked “Original.”
- Offerors shall submit proposals in a sealed envelope or package, and clearly label the shipping/mailing packaging as well as the outside of the envelope or package with the RFP number, date, time of the RFP closing, and the Offeror’s name and address. Proposals received by telephone, facsimile, or any other means of electronic transfer shall not be accepted.
- A designated person(s) who can be contacted for information during the period of evaluation and for prompt contract administration upon award of the resulting contract. This information shall include the person's name, title, address, direct telephone number, and direct e-mail address; and
- The signer of the proposal must declare that all persons, companies or parties interested in the contractas principals are named therein; that the proposal is made without collusion with any other person, persons, company or parties submitting a proposal; that it is in all respects fair and in good faith without collusion or fraud; and that the signer of the proposal has authority to contractually bind the Offeror.
The City reserves the exclusive right to reject any or all proposals received. This solicitation does not commit the City to procure or contract for the goods or services.
- AWARD
The City intends to award a contract as soon as practicable after receipt of Offerors' proposals. The award of a contract shall be at the sole discretion of the City. Award will be made to the Offeror whose proposal is determined to be most advantageous to the City, taking into consideration the evaluation factors set forth in SECTION VI, "Criteria for Proposal Evaluations." The City reserves the right to accept or reject any or all proposals in whole or in part and to waive informalities. The City further reserves the right to make an award of a contract without further discussion of the proposals submitted. Therefore, the proposal should be submitted initially on the most favorable terms, which the Offeror can propose with respect to both price and technical capability. The contents of the proposal of the successful Offeror will become a contractual obligation when the award is made.
Proposals will be initially evaluated on the basis of the written material provided, with clarification as needed through telephone calls or e-mails to the Offeror. Based on this initial evaluation, the City may select Offerors whose services most closely meet the City's needs to make an oral presentation.
- DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become the property of the City. One (1) copy of each proposal shall be retained for official files and will become a public record after the award and open to public inspection. It is understood that the proposal will become a part of the official file on this matter without obligation on the part of the City of Norfolk except as to the disclosure restrictions contained in SECTIONI,L, "Disclosure."
- DISCLOSURE
Offerors are advised that City Code section 33.1-9 and Section 2.2-4342 of the Code of Virginia, 1950, as amended, shall govern public inspection of all records submitted by Offerors. Specifically, if Offerors seeks to protect any proprietary data or materials, pursuant to Section 2.2-4342, Offerors shall:
1.Invoke the protections of this section prior to or upon submission of the data or other materials.
2.Provide a statement that identifies the data or other materials to be protected and that states the reasons why protection is necessary.
3.Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly marked “PROPRIETARY”.
4.Information submitted that does not meet the above requirements will be considered public information in accordance with State statutes.
5.The City reserves the right to submit such information to the City Attorney’s Office for concurrence of the Offerors’s claim that it is in fact proprietary.
6.References to the proprietary information may be made within the body of the proposal; however, all information contained within the body of the proposal shall be public information in accordance with State statutes.
7.Trade secrets or proprietary information submitted by Offerors in conjunction with this RFP are not subject to public disclosure under the Virginia Freedom of Information Act (“VFOIA”).
8.Information submitted that does not meet the above requirements will be considered public information in accordance with the VFOIA.
An all-inclusive statement that the entire Proposal is proprietary is unacceptable. A statement that Offerors’s costs and/or proposal pricing are to be protected is unacceptable. Offerors will be requested to remove any such statement(s) in order to be eligible for further consideration.
- COST INCURRED IN RESPONDING
This solicitation does not commit the City to pay any costs incurred in the preparation and submission of proposals or in making necessary studies or designs for the preparation thereof, nor to procure or contract for services.
- PRIME OFFEROR RESPONSIBILITIES
Offerors may propose services that are provided by others, but any services proposed must meet all of the requirements of this RFP. If the Offeror's proposal includes services provided by others, the Offeror will be required to act as the prime Offeror for all such items and must assume full responsibility for the procurement, delivery, and quality of such services. The Offeror will be considered the sole point of contact with regard to all stipulations, including payment of all charges and the meeting of all requirements of this RFP.
- AUTHORIZATION TO EXTEND AGREEMENT
If authorized by the successful Offeror, the resultant agreement(s) may be extended to any jurisdiction within the Commonwealth of Virginia to purchase at prices in accordance with resultant agreement terms. Any jurisdiction using such the resultant agreementshall place its own order(s) directly with the successful Offeror. The City of Norfolk acts only as the Contracting Agent and is not responsible for placement of orders, payment, or discrepancies of the participating jurisdictions. It is the Offeror’s responsibility to notify the jurisdictions of the availability of contract(s). Offerors not desiring to sell to other jurisdictions under this clause shall so indicate in their response.
- LAWS AND REGULATIONS
All applicable federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the contract shall apply to the contract throughout; and they will be considered to be included in the contract the same as though written in full. Venue shall be in Norfolk,Virginia.
- To assure efficient and effective internal controls and regulatory compliance, the selected Offeror’s plan must include the development of internal organizational controls that promote adherence to applicable federal and state laws and regulations.
- The selected Offeror’s System must improve the organization's compliance with these regulations as well as serving to prevent fraud, abuse and waste while simultaneously improving the quality of care to consumers.
- The System must be designed to promote the prevention, detection, and resolution of any instances of conduct which do not conform to federal and State laws and regulations, and requirements.
- ANTI-COLLUSION STATEMENT
The anti-collusion statement attached to this RFP must be executed and returned with proposal documents. See Attachment 1.
- ETHICS IN PUBLIC CONTRACTING
Offeror will familiarize itself with Chapter 33.1, Article VII (Sections 33.1-86 through 33.1-93) of the Code of the City of Norfolk, Virginia, 1979, as amended, entitled "ETHICS IN PUBLIC CONTRACTING," including the additional statutes set forth in Section 33.1-86 thereof. Offeror will abide by such provisions in submission of its proposal and performance of any contract awarded. See Attachment 2.
- NONDISCRIMINATION
Offeror agrees that it will adhere to the nondiscrimination requirements set forth in City Code Section 33.1-53, which will be incorporated into any contract awarded. See Attachment 3.
- DRUG FREE WORKPLACE
The City of Norfolk is a drug-free workplace. Offeror certifies that it will adhere to the ordinances and policies of the City as regards use or possession of prescription, non-prescription, and recreational drugs in City facilities. A copy of the policies is available on request.
- INDEMNIFICATION AND INSURANCE REQUIREMENTS
1.HOLD HARMLESS AGREEMENT