REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY …

1 REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY services department Intranet INFORMATION Portal City of Ann Arbor INFORMATION TECHNOLOGY services Steven Hampton, Director RFP # 577 February 19, 2004 Due Date: March 12, 2004 Table of Contents i DUE DATE: MARCH 12, 2004 0 1 INTRODUCTION 1 THE REQUEST FOR PROPOSAL 1 TURNKEY SYSTEM 1 PROJECT SCHEDULE 1 ISSUING OFFICE 1 CONTRACT ADMINISTRATION 2 PRE- PROPOSAL MEETING 2 PROPOSAL 2 SELECTION CRITERIA 2 CHANGES IN THE RFP 2 PROPOSAL RECEIPT 3 DISCLOSURES 3 CONTRACT 3 COST LIABILITY 3

2 NON-DISCRIMINATION BY CITY CONTRACTOR (S) 3 LIVING WAGE 3 INDEPENDENT COST DETERMINATION 3 RESERVATION OF RIGHTS 4 TYPE OF AGREEMENT 4 CONDITIONS 4 PROJECT SITE LOCATIONS 5 EXISTING CITY HARDWARE AND SOFTWARE 5 PROPOSAL REQUIREMENTS 5 Table of Contents ii 2 PROPOSAL REQUIREMENTS 6 SUBMISSION OF PROPOSALS 6 PROPOSAL OPENING 6 REQUIRED DOCUMENTATION AND FORMAT OF SAME 6 Technical PROPOSAL Format 6 Cost PROPOSAL 8 Rates of Compensation 9 Sales Taxes 9 RIGHT TO REJECT PROPOSALS 9 QUESTIONS

3 9 SYSTEM COMPLETENESS 9 EQUIPMENT OFFERING 9 BONDS 10 Performance Bond 10 Bid Bond 10 Bond Underwriting 10 Bond Security 10 TECHNICAL PROPOSAL EVALUATION 10 TECHNICAL PROPOSAL EVALUATION CRITERIA 11 COST PROPOSAL EVALUATION 11 PRESENTATIONS / SITE VISITS / DEMONSTRATIONS 12 3 SCOPE OF services 13 GENERAL INFORMATION 13 City s use of Intranet technologies 13 University of Michigan study 13 Vision/mission/strategy 14 TECHNOLOGY OVERVIEW 15 SCOPE OF WORK 15 Project Administration 16 System Installation 17 System Security 17 System Implementation 17 Table of Contents iii Training 18 4 REQUIREMENTS QUESTIONNAIRE 19 DELIVERY AND INSTALLATION 56 Time Compliance 56 ATTACHMENT A 57 ATTACHMENT B 58 EXHIBIT B OF ATTACHMENT B 69 EXHIBIT B-1 OF ATTACHMENT B 71 EXHIBIT C OF ATTACHMENT B 72 EXHIBIT C-1 OF ATTACHMENT B 75 EXHIBIT C-2 OF ATTACHMENT B 76 ATTACHMENT C.

4 BOND FORMATS 77 1 1 INTRODUCTION THE REQUEST FOR PROPOSAL The City of Ann Arbor is seeking proposals for the development and implementation of a web-based Intranet INFORMATION Portal based on the use of Enterprise INFORMATION Portal TECHNOLOGY to be initially implemented as an Employee Intranet. This project seeks to acquire a fully functional system. TURNKEY SYSTEM All proposals shall be for the entire system as specified. The Respondent is to ensure that a complete, integrated, Intranet INFORMATION Portal is proposed and that nothing remains to be purchased or supplied by the City of Ann Arbor other than those items so indicated. PROPOSAL award for the Intranet INFORMATION Portal will be made to a single respondent who will assume responsibility for supplying and installing software, and performing system testing of equipment and related materials provided under these specifications.

5 The package must include all application software, interface software, and all system software necessary for support of the proposed system and any other programs contained within the PROPOSAL submitted by the Respondent and purchased by the City. The package must also include the necessary licenses or assignment of licenses to the City of Ann Arbor for all software in the package. These specifications may not necessarily list all equipment or software required to produce a fully operational system that will satisfy the City s requirements. It shall be the responsibility of the Respondent to verify the completeness of the equipment list and warrant the merchantability of the equipment to meet total requirements of the system.

6 The Respondent shall provide any equipment or special installations required by the performance specifications and not specifically mentioned herein without claim for additional payment. PROJECT SCHEDULE Date Activity February 20, 2004 RFP Published / Distributed March 3, 2004 Pre- PROPOSAL Meeting 2:00 PM EST March 12, 2004 PROPOSAL Due Date 2:00 PM EST March 15 - 31, 2004 Evaluation of RFP responses March 22 - 24, 2004 Vendor Presentations (final tier) April 19, 2004 Council Approval / Execute Contract June 11, 2004 Beta Rollout of Intranet Portal* June 25, 2004 Rollout / Final Acceptance* Note.

7 This schedule is included for INFORMATION purposes only and may be subject to change at the City s discretion. * Subject to change based on the PROPOSAL time line submitted and acceptance of same by City. ISSUING OFFICE Purchasing Division City of Ann Arbor 100 N. Fifth Avenue Box 8647 Ann Arbor, MI 48107-8647 (734) 994-2720 2 CONTRACT ADMINISTRATION Following the signing of the contract, all communications concerning the contract must be directed to: Steven Hampton, Director, INFORMATION TECHNOLOGY services City of Ann Arbor 100 N. Fifth Avenue Box 8647 Ann Arbor, MI 48107-8647 Telephone (734) 994-2795 Fax (734) 994-3031 PRE- PROPOSAL MEETING A pre- PROPOSAL meeting and facility walk-through will be held on Wednesday, March 3, 2004 at 2:00 in the Council Chambers, located on the second floor of City Hall, 100 N.

8 Fifth Ave. Ann Arbor, Michigan. Attendance will be limited to three (3) persons per firm. It is strongly suggested that each interested party attend this meeting. Those attending the conference will be required to sign a non-disclosure agreement. PROPOSAL Original plus Six (6) copies of the PROPOSAL shall be submitted. The INFORMATION included therein should be as concise as possible. To be considered, each firm must submit a complete response to this RFP using the Format found in Section 2 of this RFP. No other distribution of proposals is to be made by the submitter. The Signature Page of this RFP, Legal Status of Respondent, Living Wage Compliance Form and the Contract Compliance Form must be completed and returned with the PROPOSAL .

9 An official, authorized to bind the submitter to its PROPOSAL provisions, must sign each PROPOSAL copy in ink. Each PROPOSAL must remain valid at least one hundred twenty (120) days from the due date of this RFP. SELECTION CRITERIA Responses to this RFP will be evaluated using a point system, described in Sections , & The evaluation will be completed by a selection committee composed of staff members from various departments of the City. The Selection Committee will initially evaluate responses to the RFP to decide which Respondent(s), if any, they will interview. For the initial evaluation, they will not consider the fee proposals. The fee PROPOSAL (s) of the highest rated Respondent(s) selected will be opened and reviewed before the interview(s).

10 The selected Respondent(s) will have the opportunity to discuss in more detail their qualifications, their experience and fee PROPOSAL during the interview process. To decide the most qualified, capable and cost-effective Respondent, the Selection Committee will evaluate the PROPOSAL (s) and interview(s) using the point system described in Section 2 of this RFP. Satisfactory past performance and demonstrated ability to provide the City s minimum desired quality will be a factor in City s evaluation of a prospective Respondent s offer for consideration of City s award. The City may also take into consideration a Respondent s ability to implement an Intranet INFORMATION Portal in stages that will meet the City s evolving needs and ability to fund.