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REQUEST FOR QUALIFICATIONS
The City of Bismarck Finance Department requests written qualifications for the purchase of Special Assessment Management Software (hereafter referred to as “SAM”), including software user licenses, if necessary, and maintenance / support. The software will include the selection and acquisition of software, implementation services, training, and support and maintenance costs to implement the software.
The selection process will be completed in accordance with established City of Bismarck procedures. Written qualifications shall address the vendor’s ability to meet the scope of services in a timely manner. Written qualifications shall address all items contained within the scope. The primary consideration items will be, but not limited to, the vendor’s:
The selection of vendor will be based on an evaluation of the written qualifications. A selection committee may interview selected vendors. An agreement, including price schedule, will be negotiated with the selected vendor for approval by the Board of City Commissioners.
Inquiries should be directed to City of Bismarck Finance Department (701-355-1601) or email@example.com.
Written proposals from qualified consultants will be accepted until 5:00 p.m. CST on Friday, October 14th, 2022.
Submit nine (9) copies of the proposal, plus one digital copy, to:
City of Bismarck
221 North 5th Street
P.O. Box 5503
Bismarck, ND 58506-5503
Telephone (701) 355-1601
Dated this 26th day of July 2022.
Subject: Special Assessments Management Software Scope:
The City of Bismarck is seeking to implement a special assessment software for the City’s Finance Department. The total project will include the selection and acquisition of software, implementation services, training, and support and maintenance costs to implement the special assessment management software and integrations within other applications used throughout the City, including Tyler New World, the City’s ERP system. The City is allowed by State of North Dakota statutes to special assess for infrastructure within the City for maintenance, new construction, streetlights, watermains, sewer mains, sidewalks, and other types of infrastructure that benefit citizens. Currently, the City utilizes a custom-built AS400 system that contains all the special assessment information by property. The AS400 system is obsolete and very limited in its functionality. AS400 does not integrate with Tyler New World ERP system.
The contract term desired is for the initial implementation and system maintenance and support for a period of five (5) years, with an option to renew for an additional three to five (3-5) year maintenance and support period.
The Minimum Technical Requirements, Interfaces, and Implementation and Configurability requirements are listed below. The Minimum Technical Requirements portion lists the mandatory functions that must be able to be implemented. The implementation and configurability portion lists additional capabilities the vendor should provide as services to the City under an agreement.
The City intends to seek the best solution, based on the representative criteria contained in this RFQ for its special assessment management needs. The successful vendor(s) will seek to satisfy the specifications contained in this RFQ, bringing to bear whatever vendor resources are required from the areas of software, technical training, conversion, maintenance, and services support.
The City requests that responding vendors propose the following applications and services:
The City desires to contract with a single vendor for all software and software maintenance, installation, conversion, and support with recommended hardware requirements specified in proposal. However, the City reserves the right to evaluate each software application module on its own standard of performance, regardless of whether other or remaining application modules of the vendor are considered by the City. The City reserves the right to award the system to any one vendor or a combination of vendors.
3. Database / Data Management:
4. Audit Trail and Data Storage:
5. Reporting and Presentation:
6. System Management:
7. Access and Security:
B. INTERFACES: The Special Assessments Management software shall provide at least the following functions relating to other systems interfaces:
C. IMPLEMENTATION & CONFIGURABILITY: The City of Bismarck employs dedicated IT staff to support data management, dissemination, and implementation of solutions to City staff that manage special assessments. The selected vendor will need to provide comprehensive software licenses and maintenance support to the City to meet the minimum requirements listed above. Please submit a narrative describing the following additional capabilities:
range of local government workflows
and individual single-use licenses, as needed
available to be deployed
The Vendor should provide the following Support Information:
Please provide Response Times and Resolution Times to the following incident levels
All proposers shall be aware that the RFQ and the responses thereto are in the public domain and become the property of the City. After the evaluation process is completed and an award decision is made, the Proposals will be available under State of North Dakota open records law. Blanket statements that entire submittals are confidential shall be unacceptable. All proposals will become the exclusive property of the City and will not be returned.
Proposals shall be prepared simply and economically, providing a straightforward, concise description of the proposer’s ability to fulfill the requirements of the Request for Qualifications. In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that qualifications be organized to affirm the minimum items, provide availability of optional items, and provide responses to the technical specifications, each set out at A, B and C above.
Successful proposer will be required to execute a contract citing all legal jurisdictions and choice of law within the State of North Dakota and providing a certificate of insurance, if on-site training is included.
The award may or may not be made to the firm submitting the lowest proposal cost. Award shall be made to the responsible offeror whose proposal is determined to be the most advantageous to the City, taking into consideration the evaluation factors set above. Only submissions that are complete and returned within the time limit will be considered.
A Selection Committee consisting of at least five (5) members will be established to review and evaluate all proposals submitted in response to this RFQ. The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided. The Committee will first review each proposal for compliance with the minimum qualifications and mandatory requirements of the RFQ. Failure to comply with any mandatory requirements may disqualify a proposal.
The City may arrange for a meeting with the submitting parties or entities to clarify any aspect of the proposals and to give each the opportunity to further establish their credentials. The selection committee has the responsibility to negotiate the most favorable cost, terms, and conditions to the City of Bismarck. The negotiating process may involve one or more RFQ responses and may continue until the actual award of the contract.
The City reserves the right to reject any and all proposals and to waive minor irregularities. The City further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the City to do so.
To ensure fair consideration for all firms, the City prohibits communication to or with any department director, division manager, or employee during the submission process with the exception of those questions relative to interpretation of specifications or the proposal process. Such communications initiated by a firm may be grounds for disqualifying the offending firm from consideration for award of the proposal and/or any future proposal.
No interpretations of the meaning of the RFQ documents will be made to any bidder orally. Every request for such interpretation shall be in writing to the City of Bismarck Finance Department and to be given consideration must be received in writing prior to 11:00 A.M. CT on Friday, September 23rd, 2022. Direct inquiries to:
Dmitriy Chernyak, Finance Director, firstname.lastname@example.org, or Finance Department, 221 North 5th Street, PO Box 5503, Bismarck, ND 58506-05503
Any and all such interpretation will be in the form of an Addendum to the Contract Documents will be emailed to all prospective firms and posted on the City’s website.
Additionally, the City prohibits communications initiated by a proposer to the City Official or employee evaluating or considering the proposals prior to the time an award decision has been made. Any communication between proposer and the City will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposal. Such communications initiated by a proposer may be grounds for disqualifying the offending proposer from consideration for award of the proposal and/or any future proposal.