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RFP_Cell Phone Service and HandsetsTHE CITY OF Dubuque -. DLTB E A~.~~~~~ 1 1 Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Cell Phone Request for Proposal DATE: August 10, 2009 Information Services Manager Chris Kohlmann requests City Council approval to issue a Request for Proposal for Cellular Phone Service and Handsets. concur with the recommendation and respectfully request Mayor. and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Chris Kohlmann, Information Services Manager THE CITY OF DUB E Masterpiece on the Mississippi Date: July 30, 2009 MEMORANDUM To: Michael C. Van Milligen, City Manager CC: Members of the Cell Phone RFP Task Force From: Chris Kohlmann, IS Manager RE: Cell Phone Request for Proposal BACKGROUND Recently, a task force consisting of Mike Brekke Water Distribution Supervisor, Wayne Dow EMS Supervisor, John Klosterman Streets and Sewer Maintenance Supervisor ,Jenny Larson, Budget Director, Steve Neyens Building Inspector II, Kathy Sturm Purchasing Coordinator, Terry Tobin Acting Police Chief, Jackie Vanek, Water Plant Manager and I have met to begin discussion on cell phone replacements and updated calling plans. The City has 148 cellular phones with a total average of 323 minutes per user per month. The City currently divides users between high volume users (using greater than 355 minutes per month - 68 phones) and low volume users (using less than 355 minutes per month - 80 phones). Based on a sampling of usage in the past year average monthly use per user on the high volume plan is 557 minutes; the average monthly use per user on the low volume plan is 124 minutes. The City is looking for a vendor to provide cellular service that: • Provides high quality wireless phone services; • Provides a handset and wireless services solution that provides exceptional call quality, reliability and is easy to use; • Achieves cost savings over current plans through the centralized purchasing /management of handsets, accessories and air time billing with a billing plan that best matches the usage patterns of the City's cell phone users; • Provides a detailed, accurate, easy to maintain billing with a breakdown by phone number on both paper and via online account access; • Provides On-line account access for adds, moves and changes of users, plans and phones. • Provides service and support that is consistent, knowledgeable and responsive for all hardware and wireless services proposed. DISCUSSION Attached, please find the final draft of the RFP for your review. The task force has had opportunity to review and comment on this document. Their revisions have been incorporated into this document. ACTION STEP I would ask that you let me know of any questions or concerns with the RFP. I would ask that you share this with the City Council per normal practice. I would propose the group listed in the background of this RFP be the group that evaluates proposals and makes the recommendation for the selected solution. Thank you. Cell Phone Request for Proposal-Draft Project Overview The City of Dubuque, Iowa is soliciting quotes for Cellular Phone Service and Handsets for both single and multi-year contracts. We have 148 cellular phones with an average of 323 minutes per user per month. The City currently divides users between high volume (> 355 minutes per month 68 phones) and low volume < 355 minutes per month 80 phones). The average monthly use per user on the high volume plan is 557 minutes per month; the average monthly use per user on the low volume plan is 124 minutes per month. A summary for all users showing the last 3 months of use and averages is found in Appendix A. The City is looking for a vendor to provide cellular service that: • Provides high quality wireless phone with non-roaming services for the area mapped and highlighted in Appendix B ; • Provides a handset and wireless services solution that provides exceptional call quality, reliability and is easy to use; • Achieves cost savings over current plans through the centralized purchasing /management of handsets, accessories and air time billing with a billing plan that best matches the usage patterns of the City's cell phone users; • Provides a detailed, accurate, easy to maintain billing with a breakdown by phone number on both paper and via online account access; • Provides On-line account access for adds, moves and changes of users, plans and phones • Provides service and support that is consistent, knowledgeable and responsive for all hardware and wireless services proposed. The City of Dubuque is interested in selecting a carrier who provides quality wireless transmission services, hardware and support. The focus of the carrier should be customer satisfaction through consistent quality of all services provided. Vendors should demonstrate a commitment to continuous expansion of their cellular network infrastructure. A complete list of functionality and requirements are described in Section E. "System Configuration." Community Profile The City of Dubuque is located on the Mississippi River in northeastern Iowa, adjacent to Illinois and Wisconsin. The City is approximately 31 square miles in area, with a population of approximately 60,000. The City's annual budget is over $168 million and the City provides a full range of services. The community has a stable and diversified manufacturing base and a growing service sector. Dubuque is the major retail, medical, educational and employment center for the Tri-State area. Tourism continues to be a major economic force in the community. City government continues to work in collaboration with the private sector to promote economic development. In this document the term "City" will be used interchangeably with "City of Dubuque." Both reference the same. Proposal Document Submission Vendors should be careful to completely read the requirements and description of this proposal. All inquiries concerning this RFP should be submitted in writing via a-mail to Chris Kohlmann, Information Services Manager at: ckohlman(a~cityofdubugue.org The timeline for this proposal is as follows: Event Date Issue Pro osal Tuesda Au ust 18, 2009 Vendor -Pre-proposal Meeting Tuesday, August 25, 2009 (optional but recommended) 10:30 am -Noon Conference Room II City Hall Annex 1300 Main, Dubu ue, IA Last date for Addenda to the RFP Se tember 1, 2009 Last date for vendors to request September 4, 2009 electronic submittal information Proposal Due (no allowances or Tuesday, September 8, 2009 at exceptions will be made for late 3:OOpm City Clerk's Office, City Hall 50 ro osals) W. 13t" Street, Dubu ue, IA 52001 Proposals (a printed original and 1 CD containing the information from the proposal) must be received by 3:00 pm on Tuesday, September 8, 2009 in the City Clerk's Office located at City Hall, 50 W. 13th Street, Dubuque, IA 52001. Vendors should insure that their proposals arrive at the correct location on or before the stated deadline. Late proposals or proposals delivered to the incorrect location will not be considered and will automatically be disqualified from further consideration. Proposals shall be submitted in sealed packages marked "Cell Phone Proposal." It is anticipated that a contract for services will be awarded during September 2009. As an alternative, vendors are invited to submit their proposals electronically via the City's ftp site. If your organization would be interested in doing such, please contact Chris Kohlmann via a-mail at ckohlman(a~cityofdubugue.or_g no later than September 4, 2009 to receive submittal and access information for the ftp site. Deadlines for electronic or paper submittals are the same. All proposal information should be contained in the written material submitted. Oral presentations will not be permitted. However, equipment demonstrations will be required after the initial evaluation process in order to clarify operating characteristics or acquaint the City with system features prior to final selection. Vendors should be aware that the successful vendor will be required to agree to all representations, commitments, and warranties presented in their proposal. The order of precedence of the contract shall be: vendor's signed contract, written response to follow-up questions, addenda, response to the RFP, and the RFP itself. The written response to follow-up questions, addenda, response to the RFP, and the RFP itself will become appendices to the main signed contract. Pre-Proposal Meeting An optional Vendor -Pre-proposal Meeting will be held on Tuesday August 25, 2009 from 10:30 am -Noon in Conference Room II City Hall Annex 1300 Main, Dubuque, IA. Access via conference phone will also be available for those wishing to not attend in person. Please contact Chris Kohlmann at 563-589-4281 or ckohlman(a~cityofdubugue.org to receive dial-in instructions if you wish to attend by conference call. The purpose of this meeting is to review the RFP, clarify any points and respond to questions regarding the RFP. Addenda Addenda are any graphic or written instruments issued by the City of Dubuque prior to the date for receipt of proposals which modify or interpret this document by additions, deletions, clarifications, or corrections. Addenda will be e-mailed to all who are known to have received documents and posted on the City's website. No addenda will be issued later than September 1, 2009 except an addendum postponing or withdrawing the request for proposal. Exceptions Exceptions to any part of the requirements stated in this request must be clearly identified as exceptions in the submitted proposal under Section H "Exceptions." Proposal Withdrawals All requests to withdraw or resubmit a proposal must be made in writing to the City of Dubuque any time prior to the time of the proposal opening. No vendor may withdraw a proposal within 60 days after the actual date of the opening thereof. Proposal Clarification Questions After reviewing all proposals received in response to this RFP, the City of Dubuque may develop a list of clarification questions to be addressed by the Vendor. The City of Dubuque will send these questions to the Vendor for clarification. The Vendor shall provide a response to the City within five (5) working days following receipt of the inquiry. Evaluation Criteria This RFP is not meant to favor any vendor or manufacturer. Instead, it is designed to meet the needs of the City of Dubuque. The City of Dubuque will weigh the proposals based on the vendor's references, qualifications and support as well as technical merit and cost. Award will not be made on price alone. A "short-list" of vendors meeting the desired criteria may be compiled. Vendors making the "short-list" will be asked to come on-site to provide a presentation of their solution. Vendors may be asked to provide 2 - 4 handsets to remain on-site for at least two weeks to fully test the features of the proposed handsets. In awarding the Contract, the City may take into consideration the vendor's skill, facilities, capacity, experience, responsibility, previous work record, financial standing, the necessity of prompt and efficient completion of work described in the proposal documents, or other factors the City of Dubuque considers relevant. Inability of vendor to meet these conditions may be cause for rejection of the proposal. The City is seeking a total solution that addresses the needs outlined in this RFP. Vendors may not respond " a' la cart' " to items identified in this proposal. Vendors may not partner to achieve the total solution requested. Only one vendor must be identified as the proposing vendor for this proposal. Proposal Acceptance The City of Dubuque reserves the right to accept or reject any or all proposals and waive formalities or irregularities in the process. A proposal once submitted shall be deemed final and binding on the vendor, and shall constitute an option with the City of Dubuque to enter into a contract upon the terms set forth in the proposal. All proposal prices must be valid for 60 days from proposal due date. Proposal Award Unless otherwise indicated in the specification for a proposal, the City of Dubuque reserves the right to award the proposal in whole or in part, by item or by group of items where such action serves the best interests of the City of Dubuque. Awards will not be made based on price alone, nor will they be based solely upon the lowest fees submitted. The award will be made as will best promote the City's interest, taking into consideration the qualifications of the firm or individual submitting the proposal; the responsiveness of the proposal in meeting the requirements and specifications; the quality of the materials, equipment or services to be furnished and their conformity to the specifications; contractual requirements and any additional specific criteria for evaluation included in the Request for Proposal. Format of the Proposal Response In order to simplify the review process and to obtain the maximum degree of comparability, the proposal shall include the following items and be organized in the manner specified on the following pages. A. Letter of Transmittal A letter of transmittal briefly outlining the vendor's/proposer's understanding of the work shall be submitted. The transmittal letter should also include general information regarding the firm and individuals involved. B. Profile of the Firm 1. Company Name 2. Legal Name (if different) 3. Years in Business 4. Number of years installing and supporting systems similar to this proposal 5. Contact Person 6. Full Mailing Address 7. Telephone Number 8. FAX Number 9. E-mail and web site address 10. Number of full-time employees 11. Number of technical/support personnel C. SIGNATURE The undersigned certifies he/she is authorized to obligate the represented firm and further agrees with all terms, conditions, and requirements of the City of Dubuque's Request for Proposal. Firm Name Address Phone Signature Title Date Contract Addenda Received (if any) D. References To be a qualified vendor, the vendor must include three (3) references with similar handsets and call plans in your proposal response. Preference will be given to vendors with references for implementations at organizations most similar to the City of Dubuque. References will be contacted -please verify information before submitting. Information to be included in the reference is: Organization Name Address Type of Business Contact Person Telephone and Fax #s Secondary Contact Person Secondary Contact phone and Fax #s Customer since (Date) Description of system E. System Configuration Vendor must reply to all features outlined with an appropriate response. Functional/Feature Requirements Item Description -Functional Response Package proposed shall consist of a device using lithium ion battery, AC travel charger, vehicle charger, and carrying case. If multiple devices are being proposed provide a response for each. User/operating manual in paper and pdf format along with help features on the device must be included. Device features should include call waiting, voice message center and call displa . Device and services should provide for recurring audible alarm for missed calls and voice mail. Please state if state if the proposed cellular technology has automated methods of transferring information, data and/or directories stored on an existin hone to the new cell hone. The proposed cellular technology must have the ability to have features deactivated (i.e. cameras or instant messaging). If so, state which features can be deactivated. Please state the air interface technology su orted b the ro osed models. Wireless services must provide 95% coverage 95% of the time with phone on the hip in a 20db building for coverage area. Do you provide Push To Talk Services (PTTS) on your network? Please describe your PTTS and how it works, include connection time and service coverage within and outside your network? Describe any options for signal extending hardware that you would recommend for boosting signals within homes or offices where service levels would not be met. State your company's policy regarding the frequency of upgrading cell phones to a newer technology State when warranty begins on proposed handsets - ie upon delivery, activation, etc. State the length of warranties for devices proposed. State the location for warranty repairs (i.e. on site, return to depot). State if warranty includes parts and labor. State the location of service repair facilities. State the process for requesting a warranty repair. State your company's quality assurance policy, philosophy and program. This statement should detail how your company will respond to: • Service related problems • Quality problems • Coverage issues State loaner policy for cell phones for warranty repairs. State the warranties for batteries. Describe the process/procedure to replace defective batteries under warranty. Call quality inside some City facilities is impacted because of the concrete and steel com onents in the structure. Describe how your solution is superior to other providers in this area and what strategies can be used to improve call quality. State the manufacturer's life expectancy of cell phones proposed. State the manufacturer's life expectancy of the batteries. Vendors should supply a map of Eastern Iowa, Southwest Wisconsin and Northwest Illinois service range and a list of towers currently servicing this area. Identify your licensed territory. Clearly describe and provide illustration of the area for which coverage is provided without additional charge, and where "ROAM" char es will be in. Vendors should indicate what future towers are being proposed by your company Vendors should state if there is a "Restocking Charge" on any returned item and the amount or rate to be charged if goods are returned. Vendors should describe their procedure for "Returned Goods" with respect to: • Packaging • "Ship To" Addressing (LABELING) • Location to which returns should be shipped • Method of Shipment (Company Truck, Courier, Transport) • If a return authorization number is required • What charges apply and who is responsible for payment. The City will not pay to return any goods which do not meet the specifications listed in this bid document. Vendor should supply a sample invoice for all on-going services All handset and plan purchases shall be centrally managed within the City. The successful vendor should have the ability to limit City users from making handset purchases or changing plans through their dealer network. The City must have the ability to designate multiple employees as plan administrators either on-line or in- person Vendors should state if they have a Web Portal for on line orderin . Vendors should state if their Web Portal has the ability to allow the primary City contact to view a history of all orders laced and com leted. Vendors should state if their Web Portal can provide for the ability to search and u date user rofiles. Vendors should state if their Web Portal has the ability to provide call detail and call summary reports. State if additional t es of re orts are available. The successful vendors Web Portal should have the ability to allow City system administrators and/or individuals with signing authority to access the Web Portal to view call detail reports, historical call detail records and invoices. State the length of time call details records will be maintained on the Web Portal. The Successful Vendor should be able to provide monthly activity reports which lists all new activations with the user's name, address, cell number, date purchased, and when a user is eligible for an u rade. Vendor should describe any additional features available from their Web Portal. Vendors should state location of their distribution center and method of delive of a ui ment. The successful vendor shall ensure that sufficient handset inventory will be maintained to meet the service level uaranteed. The City requires the successful vendor provide a designated support staff who will be the primary contact for all meetings, coordinate orders, invoices, reports and respond to concerns related to service and/or hardware. Identify the primary contact and their areas of responsibility. Provide a summary of their experience. The number of years with your company. The number of years in the wireless Indust Identify the implementation support staff and provide a summary of their experience, areas of responsibility, the number of years in the wireless industry and with our com an . Vendors shall describe what programs exist to rec cle outdated cell hones. Describe your ability to "port" existing cellular numbers, including cost and timeframe. What steps does your company have in place for disaster recovery? How is your network rotected? Does your company provide on-site training on use of the handsets and plan features? Special Features for Ambulance and Hazmat Vehicle Phones The Ambulance's currently have 3 cellular phones, soon to be 4, which would have special needs. These phones need to be able to connect with a Zoll E- series cardiac monitor and fax a 12-lead ECG to the 2 local hospitals. Zoll's recommended way of doing this is to use their software, Rescuenet, bluetooth it to the phone and then have the phone call a server, which in turn converts it and routs it to the hospital fax machine. We have the software already. Another option to the server is to have the City have its own server to rout the fax. In the days of analog phones we had a cable connection between the monitor and phone, much simpler and cheaper method (preferred if possible). io For the phone in Hazmat vehicle it needs to be able to receive/send a fax. We do have a printer and computer in the vehicle that could possibly be used to accomplish this. E-mail might work to this phone but we would still need to be able to get a hard copy. Vendors are welcome to contact Dubuque Fire Department, Wayne Dow, EMS Supervisor, wdow cityofdubugue.org for further clarification of the needs of these devices. Item Description -Functional Response (Y/N) Can the vendor meet the needs outlined for Ambulance and Hazmat Vehicles? 11 F. Cost Details Individual components and line item pricing are to be included here. Responses for costs should be included in a separate envelope labeled "Costs for Cell Phone Proposal." Vendors are asked to propose "Good" "Better" "Best" offerings with at least 3 different handset models including at least 1 non-flip ruggedized model under each offering. Vendors are asked to respond in a separate section of the response to the needs outlined for Ambulance and Hazmat vehicle. Vendors are asked to summarize responses requested below in spreadsheet format and include with the electronic submittal in MS Excel format. Item Description -Cost Details Response State costs for handsets -include all models proposed in this and following responses if applicable. State costs for hands free wireless headset for each make/model of phone (optional) State Monthly Rate including call waiting, voice message center and call display. State the rate for additional voice minutes. State if phones have minute pooling tans. If so, state the number of minutes per oolin Ian. State the cost to purchase additional oolin minute blocks. State the number of minutes for an additional block of time. State the monthly 911 emergency service access fee State the monthly system access fee. State the cost to activate a device. State the cost to deactivate a device before the contract has expired. 12 State the cost to suspend a device State the cost to deactivate features. State the options for low or no minute plans where phones are only used on an as-needed or on-call basis. State the cost per message for incoming text messages. State the cost per message for outgoing text messages. State the cost of additional air time minutes. State the long distance per minute cost for in USA calls. State the long distance per minute cost for out of USA calls. State the per minute roaming charges for calls in USA State the per minute roaming charges for calls outside of USA. State any additional feature costs State all costs associated with GPS tracking. State any costs of signal extending hardware to boost the signal in a home or office where minimum signal requirements are not met. Sample invoice should be attached Vendor should state if electronic invoices are available and it so is the format the same as the paper invoice Vendor should state if they have the ability to receive payments electronically i.e. receive funds transfers . Vendor should state their company's billin eriod. State if rates are quoted for a minimum number of devices and what if any charges apply if the number of devices falls below the minimum. State the trade-in amount for the current hand sets or an a-c clin o tions 13 rovided. State any costs involved with providing trainin 14 G. Terms and Conditions Overall System Requirements All proposed handsets and services must be demonstrable at the time of proposal submission and must be in production. Support must be provided as part of the proposal and all items submitted in the proposal must be fully supported by the manufacturer/vendor. The selected vendor will be required to assume all responsibility for delivery, installation, testing of all handsets and support services offered in their proposal(s) whether or not the vendor is the producer or manufacturer. Items which are included in the proposal must be demonstrated on a production basis before acceptance of the proposed solution takes place. No "beta" products shall be proposed for this project. Include in Section H "Exceptions" of the proposal any points where the proposed solution(s) DO NOT conform to the terms and requirements included in this RFP. Unless otherwise specified hardware must be new items, in good condition, fit for the purpose for which they are being acquired and free from defects. In addition to price, quality and suitability to City of Dubuque use will be the first consideration. Delivery lead times, service, performance record, manufacturer's warranties and the value of the overall award will be also taken into consideration when awarding this contract. Any material, equipment, service or work ordered, which in the opinion of the City, does not completely fulfill the specifications, must be removed and be replaced immediately with the material, equipment, services or work that fulfills the specifications or sample quality at no additional expense to the City. Contract Duration and Price Changes The City is seeking amulti-year agreement with phones and services included as part of the costs proposed. The terms requested to be proposed in 24 month terms. Vendors can offer alternate periods of "equipment refresh" and contract periods. At no point will pricing be allowed to rise above stated contract. Devices and additional services may be added during this time. Installation and Delivery. All equipment shall be delivered to its proper location. During the time between delivery and acceptance, the City of Dubuque cannot be held liable for any damages to or theft of any components. It will therefore, be the responsibility of the vendor to obtain insurance against loss, theft and damage during shipment. is Returns The City reserves the right to return any shipment COLLECT, if in our opinion the products supplied do not conform to the specifications of this contract. Test Units Test units may be requested from vendors for evaluation. Vendors will be provided adequate notice to provide the City with samples. Vendors who do not submit the required test units will be considered noncompliant. Discontinued Products In the event that an item ordered becomes discontinued during the contract, the successful vendor must notify the Information Services Department of discontinued products. Successful vendors may be required to provide samples of the proposed substitutions before sending shipments. Confidentiality of Information Any submitted information considered trade secret or confidential to the vendor, or rendered via anon-disclosure agreement with the City must be so labeled and enclosed separately. The vendor, the City of Dubuque and their agents will hold the submitted proposal and any related materials in confidence if so requested by the vendor. Throughout the evaluation process any information therein will not be made available to any other party unless precluded by Iowa State Code. No debriefings or scoring sheets will be released before final recommendation. However, after the award, all contents of the selected proposal will be considered public information. All proposal material supplied, including supporting material and information disclosed during the proposal evaluation process, will become the property of the City of Dubuque and will be retained for internal use. The City of Dubuque reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the vendor of the conditions contained in this request for proposal, unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City of Dubuque and the vendor selected. Insurance Please see Appendix C for Insurance Requirements. Incurring Costs The City of Dubuque is not liable for any costs incurred with replying to this RFP. Caution to Vendors The City of Dubuque is not responsible for locating or securing any information which is not identified in the RFP and reasonably available to the City of 16 Dubuque. Vendors are encouraged to ask questions to clarify items in this RFP that may need clarification. Contract Negotiations The City of Dubuque reserves the right to negotiate a contract after the successful vendor is selected. Selection will be based only on the proposal and subsequent interviews, if any; therefore, proposals must be complete. Contract Documents The vendor's response to this RFP, response to questions and written addenda will become part of the contractual documents upon signing of contract documents. The order of precedence shall be signed contract, response to follow-up questions, response to addenda and response to the RFP. The most recently dated response to an item will supersede other items referencing the same topic. Payment Terms and Retainage Vendor must be able to offer all devices specified on a multi-year agreement to be paid monthly. Vendor must provide samples of Reports and Invoices. Security. There must be a secured administrative function provided to maintain security if on-line access to account information is provided. Support The City requires device, invoice and account support be available from the vendor. Vendor must be able to assign a dedicated account representative with support specifically to City of Dubuque and handle account management issues. Support must be minimally available during the City's "normal" business hours which are Monday -Friday, 8:00 a.m. - 5:00 p.m. Central Time Zone with options stated for "after hours support." It is desired that any user have access to support personnel for questions. The required callback response is 1 hour of the initial callback. It is required that the vendor maintain a web page via the Internet to provide customer access to frequently asked questions and general product or support information. H. Exceptions. The vendor should list any exceptions taken with items or terms required in this proposal. i~ Appendix A Summary of Cell Phone Usage Name for RFP May April March Avg Current Plan User High Volume 1 12 0 4.00 High Volume User High Volume 2 309 237 277 274.33 High Volume User High Volume 3 268 287 273 276.00 High Volume User High Volume 4 67 111 107 95.00 High Volume User High Volume 5 1448 1330 1299 1,359.00 High Volume User High Volume 6 977 895 612 828.00 High Volume User High Volume 7 492 610 481 527.67 High Volume User High Volume 8 149 294 207 216.67 High Volume User High Volume 9 1138 1079 792 1,003.00 High Volume User High Volume 10 409 405 384 399.33 High Volume User High Volume 11 674 602 551 609.00 High Volume User High Volume 12 489 713 398 533.33 High Volume User High Volume 13 371 354 243 322.67 High Volume User High Volume 14 486 449 362 432.33 High Volume User High Volume 15 585 451 297 444.33 High Volume User High Volume 16 420 379 314 371.00 High Volume User High Volume 17 598 834 921 784.33 High Volume User High Volume 18 450 413 530 464.33 High Volume User High Volume 19 408 340 502 416.67 High Volume User High Volume 20 93 126 194 137.67 High Volume User High Volume 21 251 287 250 262.67 High Volume User High Volume 22 2250 1932 1403 1,861.67 High Volume User High Volume 23 286 491 179 318.67 High Volume User High Volume 24 0 2 0 0.67 High Volume User High Volume 25 132 109 55 98.67 High Volume User High Volume 26 628 716 623 655.67 High Volume User High Volume 27 507 760 594 620.33 High Volume User High Volume 28 107 483 698 429.33 High Volume User High Volume 29 818 657 637 704.00 High Volume User High Volume 30 1476 1729 1403 1,536.00 High Volume User High Volume 31 74 30 29 44.33 High Volume User High Volume 32 348 321 392 353.67 High Volume User High Volume 33 281 357 270 302.67 High Volume User High Volume 34 427 463 326 405.33 High Volume User High Volume 35 522 564 437 507.67 High Volume Name for RFP May April March User High Volume 36 420 345 472 User High Volume 37 616 557 263 User High Volume 38 506 344 529 User High Volume 39 1870 1424 1283 User High Volume 40 120 108 49 User High Volume 41 376 419 430 User High Volume 42 620 645 698 User High Volume 43 2449 2257 1676 User High Volume 44 1221 1524 1073 User High Volume 45 512 546 507 User High Volume 46 545 712 988 User High Volume 47 538 689 522 User High Volume 48 0 1 0 User High Volume 49 468 352 181 User High Volume 50 379 280 242 User High Volume 51 524 313 195 User High Volume 52 693 332 122 User High Volume 53 355 313 379 User High Volume 54 516 459 526 User High Volume 55 696 742 749 User High Volume 56 900 683 746 User High Volume 57 353 294 179 User High Volume 58 1271 1227 1067 User High Volume 59 680 876 604 User High Volume 60 992 746 722 User High Volume 61 735 536 529 User High Volume 62 653 316 456 User High Volume 63 905 1319 732 User High Volume 64 466 548 313 User High Volume 65 701 682 390 User High Volume 66 565 428 351 User High Volume 67 438 518 406 User High Volume 68 276 285 218 Avg Current Plan 412.33 High Volume 478.67 High Volume 459.67 High Volume 1,525.67 High Volume 92.33 High Volume 408.33 High Volume 654.33 High Volume 2,127.33 High Volume 1,272.67 High Volume 521.67 High Volume 748.33 High Volume 583.00 High Volume 0.33 High Volume 333.67 High Volume 300.33 High Volume 344.00 High Volume 382.33 High Volume 349.00 High Volume 500.33 High Volume 729.00 High Volume 776.33 High Volume 275.33 High Volume 1,188.33 High Volume 720.00 High Volume 820.00 High Volume 600.00 High Volume 475.00 High Volume 985.33 High Volume 442.33 High Volume 591.00 High Volume 448.00 High Volume 454.00 High Volume 259.67 High Volume 37,858.67 47600 68 phones 556.75 Name for RFP May April March Avg Current Plan User Low Volume 1 352 260 220 277.33 Low Volume User Low Volume 2 97 145 145 129.00 Low Volume User Low Volume 3 374 289 213 292.00 Low Volume User Low Volume 4 295 268 221 261.33 Low Volume User Low Volume 5 59 71 53 61.00 Low Volume User Low Volume 6 667 555 433 551.67 Low Volume User Low Volume 7 34 65 33 44.00 Low Volume User Low Volume 8 1 0 0 0.33 Low Volume User Low Volume 9 294 287 70 217.00 Low Volume User Low Volume 10 60 36 8 34.67 Low Volume User Low Volume 11 95 97 156 116.00 Low Volume User Low Volume 12 93 79 108 93.33 Low Volume User Low Volume 13 177 182 190 183.00 Low Volume User Low Volume 14 125 101 97 107.67 Low Volume User Low Volume 15 139 201 328 222.67 Low Volume User Low Volume 16 234 498 261 331.00 Low Volume User Low Volume 17 0 0 174 58.00 Low Volume User Low Volume 18 136 249 163 182.67 Low Volume User Low Volume 19 31 27 19 25.67 Low Volume User Low Volume 20 100 86 43 76.33 Low Volume User Low Volume 21 31 25 9 21.67 Low Volume User Low Volume 22 74 13 2 29.67 Low Volume User Low Volume 23 250 183 75 169.33 Low Volume User Low Volume 24 1 2 0 1.00 Low Volume User Low Volume 25 0 3 6 3.00 Low Volume User Low Volume 26 0 1 0 0.33 Low Volume User Low Volume 27 0 0 0 - Low Volume User Low Volume 28 84 118 76 92.67 Low Volume User Low Volume 29 267 204 176 215.67 Low Volume User Low Volume 30 179 149 139 155.67 Low Volume User Low Volume 31 114 75 23 70.67 Low Volume User Low Volume 32 28 37 13 26.00 Low Volume User Low Volume 33 112 94 66 90.67 Low Volume User Low Volume 34 29 134 313 158.67 Low Volume User Low Volume 35 133 139 213 161.67 Low Volume Name for RFP May April March Avg Current Plan User Low Volume 36 0 6 2 2.67 Low Volume User Low Volume 37 2 0 2 1.33 Low Volume User Low Volume 38 224 96 51 123.67 Low Volume User Low Volume 39 85 90 75 83.33 Low Volume User Low Volume 40 13 16 0 9.67 Low Volume User Low Volume 41 0 2 0 0.67 Low Volume User Low Volume 42 0 1 0 0.33 Low Volume User Low Volume 43 1 1 0 0.67 Low Volume User Low Volume 44 302 324 244 290.00 Low Volume User Low Volume 45 185 209 212 202.00 Low Volume User Low Volume 46 3 22 2 9.00 Low Volume User Low Volume 47 340 315 214 289.67 Low Volume User Low Volume 48 105 107 82 98.00 Low Volume User Low Volume 49 62 90 52 68.00 Low Volume User Low Volume 50 146 135 140 140.33 Low Volume User Low Volume 51 92 79 67 79.33 Low Volume User Low Volume 52 414 357 128 299.67 Low Volume User Low Volume 53 122 144 19 95.00 Low Volume User Low Volume 54 6 1 5 4.00 Low Volume User Low Volume 55 99 114 119 110.67 Low Volume User Low Volume 56 290 558 642 496.67 Low Volume User Low Volume 57 195 99 76 123.33 Low Volume User Low Volume 58 55 3 0 19.33 Low Volume User Low Volume 59 0 0 0 - Low Volume User Low Volume 60 353 283 180 272.00 Low Volume User Low Volume 61 232 199 199 210.00 Low Volume User Low Volume 62 653 398 239 430.00 Low Volume User Low Volume 63 210 205 145 186.67 Low Volume User Low Volume 64 154 191 84 143.00 Low Volume User Low Volume 65 250 145 196 197.00 Low Volume User Low Volume 66 141 251 259 217.00 Low Volume User Low Volume 67 44 48 34 42.00 Low Volume User Low Volume 68 119 207 154 160.00 Low Volume User Low Volume 69 136 120 31 95.67 Low Volume User Low Volume 70 93 102 139 111.33 Low Volume Name for RFP May April March Avg Current Plan User Low Volume 71 34 49 25 36.00 Low Volume User Low Volume 72 310 312 189 270.33 Low Volume User Low Volume 73 19 50 54 41.00 Low Volume User Low Volume 74 97 31 53 60.33 Low Volume User Low Volume 75 85 97 61 81.00 Low Volume User Low Volume 76 0 0 0 - Low Volume User Low Volume 77 9 0 4 4.33 Low Volume User Low Volume 78 84 22 59 55.00 Low Volume User Low Volume 79 93 39 0 44.00 Low Volume User Low Volume 80 170 401 201 257.33 Low Volume 9,922.67 51,001 50,222 42,121 47,781.33 322.85 80 phones 124.03 148 Appendix A Coverage Area Vernon Columbia Sauk Richland Allamakee Winneshiek Crawford Dane Iowa Grant Fayette Clayton Lafayette Green Dubuque Buchanan JO DAVIESS Delaware STEPHENSON Jackson Jones OGLE Linn CARROLL Benton Clinton LEE WHITESIDE Cedar Iowa Johnson Scott Muscatine BUREAU HENRY ROCK ISLAND Washington Keokuk Louisa MERCER Appendix C Insurance Requirements INSURANCE SCHEDULE C INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE 1. All policies of insurance required hereunder shall be with an insurer authorized to do business in Iowa. All insurers shall have a rating of A better in the current A.M. Best Rating Guide. 2. All Certificates of Insurance required hereunder shall provide a thirty (30) day notice of cancellation to the City of Dubuque, except for a ten (10) day notice for non- payment, if cancellation is prior to the expiration date. 3. shall furnish a signed Certificate of Insurance to the City of Dubuque, Iowa for the coverage required in Paragraph 6 below. Such Certificates shall include copies of the following endorsements: a) Commercial General Liability policy is primary and non-contributing. b) Commercial General Liability additional insured endorsement. c) Governmental Immunities Endorsement. shall upon request, provide Certificates of Insurance for all subcontractors and sub-sub contractors who perform work or services pursuant to the provisions of this contract. Said certificates shall meet the insurance requirements as required of 4. Each certificate shall be submitted to the contracting department of the City of Dubuque. 5. Failure to provide minimum coverage shall not be deemed a waiver of these requirements by the City of Dubuque. Failure to obtain or maintain the required insurance shall be considered a material breach of this agreement. 6. Contractor shall be required to carry the following minimum coverage/limits or greater if required by law or other legal agreement: a) COMMERCIAL GENERAL LIABILITY General Aggregate Limit $2,000,000 Products-Completed Operations Aggregate Limit $1,000,000 Personal and Advertising Injury Limit $1,000,000 Each Occurrence Limit $1,000,000 Fire Damage limit (any one occurrence) $ 50,000 Medical Payments $ 5,000 1 of 2 January 2008 INSURANCE SCHEDULE C (Continued) INSURANCE REQUIREMENTS FOR PROFESSIONAL SERVICES TO THE CITY OF DUBUQUE This coverage shall be written on an occurrence form, not claims made form. All deviations or exclusions from the standard ISO commercial general liability form CG 0001 or Business owners BP 0002 shall be clearly ident~ed. Form CG 25 04 03 97 `Designated Location (s) General Aggregate Limit' shall be included. Governmental Immunity endorsement identical or equivalent to form attached. Additional Insured Requirement: The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, all its boards, commissions and/or authorities and their board members, employees and volunteers shall be named as an additional insured on General Liability including "ongoing operations" coverage equivalent to ISO CG 20 10 07 04. b) Automobile $1,000,000 combined single limit. c) WORKERS COMPENSATION 8~ EMPLOYERS LIABILITY Statutory for Coverage A Employers Liability: Each Accident $ 100,000 Each Employee Disease $ 100,000 Policy Limit Disease $ 500,000 d) PROFESSIONAL LIABILITY $1,000,000 e) UMBRELLA/EXCESS LIABILITY *Coverage and/or limit of liability to be determined on a case-by-case basis by Finance Director. Completion Checklist ^ Certificate of Liability Insurance (2 pages) ^ Designated Location(s) General Aggregate Limit CG 25 04 03 97 (2 pages) ^ Additional Insured CG 20 10 07 04 ^ Governmental Immunities Endorsement 2 of 2 January 2008 ACORD~ CERTIFICATE OF LIABILITY INSURANCE ~2i~i2oo~ ' PRODUCER (563) 123-4567 Fax (563) 987-6543 Insurance A en 4 c]' Street Address THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Cit ST Zi Code INSURERS AFFORDING COVERAGE NAIC # INSURED INSURER A: InsuranC@ COm an Company INSURER B: Street INSURER C: INSURER 0: L'].t St Zl Code INSURER E: CnVFRArFC THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADD' CTIVE P AL IC Y DA E MM DAN LTR INSR TYPEOFINSURANCE POLICY NUMBER D T E MMlD T LIMITS GENERAL LIABILITY EACH OCCURRENCE E 1, 000 , 000 X COMMERCIAL GENERAL LIABILITY PREMISES EaEoNccurr0ence $ 50,000 A X CLAIMS MADE a OCCUR MEO EXP An one rsan) $ 5 , 000 PERSONAL 8 ADV INJURY E 1 , 000 , 000 GENERAL AGGREGATE $ 2 , 000 , 000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPlOP AGG S 1 , 000 , 000 POLICY X JEC LOC AUT OMOBILE LIABILITY COMBINED SINGLE LIMIT S 1 , 000 , 000 X ANY AUTO (Ea accidaru) A ALL OWNED AUTOS BODILY INJURY E (Per person) SCHEOULED AUTOS HIRED AUTOS BODILY INJURY $ NON-0NMED AUTOS (Per accident) PROPERTY DAMAGE (Per accident) S GARAGE LIABILITY AUTO ONLY - EA ACCIDENT S ANY AUTO OTHER THAN EA ACC E AUTO ONLY AGG $ A EXCESSAIMBRELLA LIABILITY EACH OCCURREN E $ 1 , 000 , 000 X OCCUR ~ CLAIMS MADE AGGREGATE S 1, 000, 000 S Q DEDUCTIBLE {/ E X RETENTION S 0 S A WORKERS COMPENSATK)N AND .j O X 7pRy LAMIUTS OER EMPLOYER5 LIABILITY ANY PROPRIETORIPARTNERIEXECUTNE ~Q ~ ~, E.L. EACH ACCIDENT E 100, 000 OFFICERAdEMBEREXCLUDED? O V E.L. DISEASE-EA EMPLOYEE S 100, 000 If yes, desuibe under SPECIAL PROVISIONS below E.L. DISEASE -POLICY LIMIT S 500 , 000 p, OTHER professional $1, 000 , 000 Liability DESCRIPTION OF OPERATIONSILOCATIONSNEHICLES!EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The City o£ Dubuque ie an additional insured on general liability policies including ongoing 6 completed operations coverage equivalent to ISO CG 2010 0704 6 CG 2037 0704. General Liability policy is primary bnon-contributing. Form CG 2504 0397 "Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. r~or~e~r~wTO un~ neo caWCFI I ATIAN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE City Of DubuC1ue EXPIRATION DATE THEREOF, THE ISSUING INSURER MALL ENDEAVOR TO MAIL SO W@St 13tY1 Street 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMEO TO THE LEFT, BUT Dubuque, IA 52001 FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURE ITS AGENTS OR REPRESENTATIVES. AUTHORED REPRESENTATNE ACORD 25 (2007!08) ®AGORD CORPORA ~ WN 99tltl INS025 (0108)06 AMS VMP MoAgage Solutions, Inc. (800)327-0545 Page 1 of 2 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. s~ feas o~~ Pr° AGORD Z5 (Z001lOS) INS025 (o~oe~.oa AMS raae 2 a z POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25 04 03 97 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. DESIGNATED LOCATION(S) GENERAL AGGREGATE LIMIT This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Designated Location(s): ANY AND ALL COVERED LOCATIONS (If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) A. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under COVERAGE A (SECTION I), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), which can be attributed only to operations at a single desig- nated "location" shown in the Schedule above: 1. A separate Designated Location General Aggregate Limit applies to each designated "location", and that limit is equal to the amount of the General Aggregate Limit shown in the Declarations. 2. The Designated Location General Aggregate Limit is the most we will pay for the sum of all damages under COVERAGE A, except dam- ages because of "bodily injury" or "property damage" included in the "products-completed operations hazard", and for medical expenses under COVERAGE C regardless of the num- ber of: a. Insureds; b. Claims made or "suits" brought; or c. Persons or organizations making claims or bringing "suits". 3. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the Designated Loca- tion General Aggregate Limit for that desig- nated "location". Such payments shall not re- duce the General Aggregate Limit shown in the Declarations nor shall they reduce any other Designated Location General Aggre- gate Limit for any other designated "location" shown in the Schedule above. 4. The limits shown in the Declarations for Each Occurrence, Fire Damage and Medical Ex- pense continue to apply. However, instead of being subject to the General Aggregate Limit shown in the Declarations, such limits will be subject to the applicable Designated Location General Aggregate Limit. B. For all sums which the insured becomes legally obligated to pay as damages caused by "occur- rences" under COVERAGE A (SECTION I), and for all medical expenses caused by accidents under COVERAGE C (SECTION I), which can- not be attributed only to operations at a single designated "location" shown in the Schedule above: 1. Any payments made under COVERAGE A for damages or under COVERAGE C for medical expenses shall reduce the amount available under the General Aggregate Limit or the Products-Completed Operations Aggregate Limit, whichever is applicable; and 2. Such payments shall not reduce any Desig- nated Location renPral Aggregate Limit. CG 25 04 03 97 Page 1 of 2 CG 25 04 03 97 C. When coverage for liability arising out of the "products-completed operations hazard" is pro- vided, any payments for damages because of "bodily injury" or "property damage" included in the "products-completed operations hazard" will reduce the Products-Completed Operations Ag- gregate Limit, and not reduce the General Ag- gregate Limit nor the Designated Location Gen- eral Aggregate Limit. D. For the purposes of this endorsement, the Defi- nitions Section is amended by the addition of the following definition: "Location" means premises involving the same or connecting lots, or premises whose connection is interrupted only by a street, roadway, watervvay or right-of-way of a railroad. E. The provisions of Limits Of Insurance (SECTION III) not otherwise modified by this endorsement shall continue to apply as stipulated. Copyright, insurance Services Office, Inc., 1996 Page 2 of 2 CG 25 04 03 97 POLICY NUMBER: COMMERCIAL GENERAL LIABIL{TY CG 20 10 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -OWNERS, LESSEES OR CONTRACTORS -SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Or anization s The City of Dubuque, including all its elected and appointed officials, all its employees and volunteers, afl its boards, commissions and/or authorities and their board members, employees and volunteers. Location(s) Of Covered Operations Information re wired to com lete this Schedule, if not shown above, will be shown in the Declarations. A. Section II -Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "persona! and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. l he acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insureds) at the location(s) desig- nated above. B. With respect to the insurance afforded to these additional insureds, the following additional exclu- sions apply: This insurance does not apply to "bodily injury" or "p~uN~~.y dai~~cye" occurring afie~: CG 20 10 07 04 Page 1 of 2 1. All work, including materials, parts or equip- ment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insureds) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor engaged in performing operations fora princi- pal as a part of the same project. Atl terms and conditions of this policy apply unless modified by this endorsement. Page 2 of 2 ©ISO Properties, Inc., 2004 CG 20 10 07 04 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT Nonwaiver of Governmental Immunity. The insurance carrier expressly agrees and states that the purchase of this policy and the including of the City of Dubuque, Iowa as an Additional Insured does not waive any of the defenses of governmental immunity available to the City of Dubuque, Iowa under Code of Iowa Section 670.4 as it is now exists and as it may be amended from time to time. 2. Claims Coverage. The insurance carrier further agrees that this policy of insurance shall cover only those claims not subject to the defense of governmental immunity under the Code of Iowa Section 670.4 as it now exists and as it may be amended from time to time. Those claims not subject to Code of Iowa Section 670.4 shall be covered by the terms and conditions of this insurance policy. 3. Assertion of Government Immunity. The City of Dubuque, Iowa shall be responsible for asserting any defense of governmental immunity, and may do so at any time and shall do so upon the timely written request of the insurance carrier. 4. Non-Denial of Coverage. The insurance carrier shall not deny coverage under this policy and the insurance carrier shall not deny any of the rights and benefits accruing to the City of Dubuque, Iowa under this policy for reasons of governmental immunity unless and until a court of competent jurisdiction has ruled in favor of the defense(s) of governmental immunity asserted by the City of Dubuque, Iowa. No Other Change in Policy. The above preservation of governmental immunities shall not otherwise change or alter the coverage available under the policy. SPECIMEN 1 of 1 January 2008