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RFP_Automated Agenda ManagementDubuque THE CITY OF All-M~ricat~ty D~~ E r Masterpiece on the Mississippi 2007 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Automated Agenda Request for Proposal DATE: August 10, 2009 Information Services Manager Chris Kohlmann recommends City Council approval to issue a Request for Proposal for an Automated Agenda Management System. Implementation of this technology seeks to: a. Automate, streamline and simplify the agenda compilation, tracking and distribution process for all departments and divisions within the City; b. Implement an agenda submittal, preparation and distribution process that utilizes a predefined workflow process; and c. Integrate with existing document management (LaserFiche), web streaming (Granicus) and website (CivicPlus) technologies. I 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 I7UB E Masterpiece on the Mississippi Date: July 30, 2009 MEMORANDUM To: Michael C. Van Milligen, City Manager Cc: Members of the Automated Agenda RFP Task Force From: Chris Kohlmann, IS Manager RE: Automated Agenda Request for Proposal BACKGROUND Since earlier this year, a task force consisting of Jeanne Schneider, City Clerk; Randy Gehl, Public Information Officer; Kevin Firnstahl, Assistant City Clerk; Juanita Hilkin Office Manager City Manager's Office; Craig Nowack, CATV Division Manager; Tony Steffen, Lead Application/Network Analyst; and I have been meeting to discuss and study automated agenda software applications. The group has viewed several vendor demonstrations and discussed various requirements that this solution must meet. Implementation of this technology seeks to: a. Automate, streamline and simplify the agenda compilation, tracking and distribution process for all departments and divisions within the City; b. Implement an agenda submittal, preparation and distribution process that utilizes apre-defined workflow process; c. Integrate with existing document management (Laserfiche), web streaming (Granicus) and website (CivicPlus) technologies. The City Clerk's Office has been approved for purchase of automated agenda software for $11,000, and the CATV Division has been approved for purchase of an automated minutes application for $23,162 as improvement items in the FY2010 budget. 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. Automated Agenda Management RFP Introduction The City of Dubuque, Iowa is soliciting proposals for an automated agenda management system. The initial emphasis of this project is for agenda preparation for City Council meetings although it is desired in subsequent phases to offer the application for other public meetings. It is anticipated that this software will streamline the agenda building process and provide the capability of posting the agenda, with attachments, to the City's updated web page to provide citizens the ability to view all the documents being provided to the City Council. Implementation of this technology seeks to: a. Automate, streamline and simplify the agenda compilation, tracking and distribution process for all departments and divisions within the City; b. Implement an agenda submittal process that utilizes apre-defined workflow process utilizing the steps and integrations outlined in Appendix A; c. Integrate with existing document management (Laserfiche), web streaming (Granicus) and website (CivicPlus) technologies; The City of Dubuque is interested in selecting a vendor who provides quality services and support. The focus of the vendor should be customer satisfaction through consistent quality of all services provided. Proposers should demonstrate a commitment to continuous improvement of their product and services. A complete list of functionality and requirements are described in Section E "Project Scope and Requirements." 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 Agenda Preparation and Creation Overview Currently, agenda packets are prepared in electronic form for all City Council meetings. The City Clerk's Office prepares and publishes the Council Agenda Page 1 of 19 Packet consisting of the agenda, staff reports, and associated attachments. The application utilizes MS Word to produce the agenda. Public notices of all meetings and hearings are published in accordance with the Code of Iowa. The electronic agenda, complete with all attachments, is available on a local network directory for access by City employees. The agenda, without attachments, is available on the City Clerk's web page for access by citizens in Adobe Acrobat format. The complete agenda with all attachments is available online through Laserfiche Weblink on the City's website. The Library and news media receive the agenda and all attachments on CD-Rom. If a member of the news media does not wish to receive the agenda on CD-Rom, they are provided a hard copy of the agenda and must request copies of individual agenda items. Current Council Agenda Workflow The current workflow for the City's agenda process can be found in Appendix A. Laserfiche Integration Overview All departments currently scan or automatically "snapshot" from their native format, documents into the Laserfiche document management system. The City Clerk's Office scans all City Council agenda packets and signed documents into Laserfiche for easy retrieval and access and, as time allows, will continue to scan in past documents for historical safekeeping. Templates are assigned to all Clerk's Office documents for fast retrieval. All documents from the Clerk's Office are OCR'ed and indexed. The City also licenses Laserfiche's Weblink software for access to Council agenda packets via the City's website. The vendor is responsible for verification of all Laserfiche licensing and functionality if they will be specifying a system that is dependent on a specific feature of the City's current document management environment. As the City has made a significant investment in Laserfiche technology and has an established design and implementation standard, any automated agenda management application must integrate with Laserfiche. Any documents must transfer to Laserfiche into .tif format. Granicus Integration Overview The City's website offers live streaming and archived streaming of video from Dubuque's government access channel, CityChannel 8. This technology allows anyone with ahigh-speed Internet connection to view Dubuque City Council, Dubuque Zoning Advisory Commission, Dubuque County Supervisor meetings, and all CityChannel 8 programming on their computer. In addition to live streaming of the channel through a video player window, this service also archives meeting videos and most programs. Page 2 of 19 For additional convenience, the video player window includes the meeting agenda for City Council and Zoning Advisory Commission meetings with direct links to access discussion on specific agenda items within the archived meeting. Site visitors can also use an agenda keyword to search for the issue they are interested in watching. Archived meetings are generally available for viewing the morning after the meeting takes place. The vendor is responsible for verification of all Granicus licensing and functionality if they will be specifying a system that is dependent on a specific feature of the City's current video streaming or archival environment. As the City has made a significant investment in Granicus technology any automated agenda management application dependent on video streaming functionality must integrate with Granicus. Website Integration Overview The City's website is found at www.cityofdubugue.org. A major upgrade of the site was completed in December 2008. The new website was designed to be engaging and convenient. City departments and divisions are continuing to add information and options on the site which will continue to grow and evolve. The City's website serves as a tool for search, retrieval and sharing of information that is of interest to citizens and visitors. It is also contains bill payment and incident management functionality. Currently the site is hosted and updated utilizing the functionality found in the following table by the vendors indicated. FUNCTION VENDOR Website Desi n & Su ort CivicPlus E-Government & E-Commerce GovQA On-line Incident Management S stem GovQA Public En a ement GovQA Interface for Public Documents Database LaserFiche (Portal provided by CivicPlus hosted b Cit of Dubu ue Streaming Video Granicus (Portal provided by CivicPlus, hosted b Granicus The vendor is responsible for verification of all website features and functionality if they will be specifying a system that is dependent on a specific feature of the City's current website environment. The City does not employee afull-time web master. Page 3 of 19 As the City has made a significant investment in the current website technology any automated agenda management application must integrate with the existing website features and functionality. Overview of the Citv's Comautin4 Environment The City currently maintains a 4 year replacement cycle on all personal computers and a 3 year replacement cycle on all servers. Dell is currently the City's preferred desktop and laptop provider for personal computers and has been such since 2008. HP/Compaq is the preferred vendor for servers. A CX3- 40 EMC storage area network is deployed. There are no desktop printers utilized in the City and instead 62 multifunction printer-copier-scanner-fax machines are located throughout the City in all departments. All users initially login to the City's local network with a secure login and password utilizing a Novell login. Connectivity to the desktop is minimally at a speed of 100M full duplex with some users at 1000M full duplex. The City hosts its own a-mail system utilizing Novell Groupwise. All inbound e- mail is filtered via Google's Postini. Blackberry Enterprise Server is utilized for e- mail integration with Blackberry smartphones. Novell servers are primarily used for a-mail, file and print sharing and application deployment. Windows servers utilized for most other application and data functionality. An IBM P630 hosts the City's legacy systems utilizing AIX for an Operating system. A Gigabit network backbone exists between almost all City facilities. Cisco and Foundry network switches are utilized throughout the City to achieve connectivity. Dual T-1's provide Internet connectivity to the City's ISP. Sophos is used for virus detection and removal with SurfControl used for web filtering. The City has recently added a secure ftp site hosted by Sharefile. The City's Clerk's Office is currently doing some testing with providing the agenda with attachments on the ftp site. The vendor is responsible for verification of all system resources and operating system, database and communications software if they will be specifying a system that is dependent on a specific feature of the City's current computing environment. Page 4 of 19 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(c~cityofdubugue.org In this document the term "City" will be used interchangeably with "City of Dubuque." Both reference the same entity. The timeline for this proposal is as follows: Timeline Event Date s RFP Issue to Vendors Au ust 18, 2009 Pre-Bid Review of RFP Au ust 27, 2009 Last Date for RFP Addendums to be Issued September 10, 2009 Last Date for RFP Questions from Vendors September 14, 2009 Last date for vendors to request electronic submittal access and instructions September 14, 2009 RFP Due Se tember 16, 2009 Short-listed vendors asked to present ro osal to rou Sept 28, 2009 -Oct 9, 2009 Im lementation and Trainin Dec 2009 -Jan 2010 Go Live Janua -Feb 2010 Proposals (a printed original and 1 CD containing the information from the proposal) must be received by 3:00 pm on Wednesday, September 16, 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 "Automated Agenda Management Proposal." Costs should be included in a separate envelope labeled "Costs for Automated Agenda Proposal. 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 ckohlmanna,ciryotaunuaue.orQ no later than September 14, 2009 to receive submittal and access information for the ftp site. Page 5 of 19 Deadlines for electronic or paper submittals are the same. It is anticipated that a contract for services will be awarded during November 2009. 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: proposer'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 Thursday, August 27 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 10, 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 G "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. Page 6 of 19 No proposer 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 proposer'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. In awarding the Contract, the City may take into consideration the proposer'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 proposer 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 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 proposer, 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 Page 7 of 19 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 systems similar to this proposal 5. Number of sites currently installed using the proposed software 6. Contact Person 7. Full Mailing Address 8. Telephone Number 9. FAX Number 10.E-mail and web site address 11. Number of full-time employees 12. Number of technical/support personnel 13. Number and location of training sites within 300 miles offering training on the proposed products. 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 Page 8 of 19 Contract Addenda Received (if any) D. References To be a qualified proposer, the vendor must include three (3) references with similar systems installed 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 Dates of Installation Description of system E. Project Scope and Requirements Vendor must reply to all features outlined with an appropriate response indicating whether your applications support (Y) or does not support (N) the desired feature or other responses as indicated. Applications which are included in the proposal must be demonstrated on a production basis. Include in the exceptions portion of the proposal any points where the proposed application packages DO NOT conform to the Project Scope Requirements included in this RFP. a. Agenda Preparation Feature YIN Secure Log-in available allowing login for department & inter-de artment access b those iven these ri hts Abili to rant Lo -in overrides for substitute a rovers Su ort for Multi le meetin s Su ort for Multi le meetin t es Number of end users and/or site licenses (please provide number A enda Pre arations follows aClient-defined workflow Agenda Preparation allows for Future redesigns of workflow Document trackin /histo be innin to end in real time Automatically renumber agenda items when editing Page 9 of 19 Easily track the whereabouts of every agenda item in the routing process Move and copy agenda items from one meeting to another Interde artmental staff assi nment Multi le Interde artmental staff assi nment Ci Clerk is centralized administrator Edit ri hts for Cit Mana er In-route editin of documents b de artment Su orts multi le file formats: Includin Word, PDF, Excel, GIS, AutoCAD et al E-mail notifications to staff be innin to end of rocess Inter-de artment a rovers deadline alarm returned for edit/correction final a royal b. Aaenda Creation Feature Y/N Secure Log-in available allowing login for department & inter-de artment access b those iven these ri hts Abilit to rant Lo -in overrides for substitute a rovers Amount of meetin s/t es indicate number su orted Amount of end users and/or licenses (indicate number su orted A enda Creation follows aClient-defined workflow A enda Creation allows for Future redesi ns of workflow Document trackin /histo be innin to end -real time Interde artmental staff assi nment Automatically push finalized agendas to the City's website A enda can be edited at an oint in the workflow City Clerk can be the centralized administrator with edit ri hts ranted for Cit Mana er Agenda can be produced utilizing and supporting insertion of documents in multiple file formats including: Word, PDF, Excel, GIS, AutoCAD et al Publication: Advanced access for Council Members with secure log-in Delayed public notification Automatic inte ration with the Cit 's ft site E-mail notifications: be innin to end Page 10 of 19 interdepartment approvers deadline alarm returned for edit/correction final a royal c. Meetin Activit Tracker Feature Y/N Client-defined tem late Tem late can be chan ed as needed Standard wordin and hrasin b Clerk One-click creation Inte ration with Granicus as txt document Published as PDF filet e Indicate whether application is Web hosted or Self-hosted referred A ends view: S lit screen e. . MSWord document ma Table/ rid format Links to related su ortin documents Searchable, secure archives Integration with Laserfiche: One-button upload to LF repository TIF file format Access to supporting documents OCR, searchable Publication: Advanced access for Council Members with secure log-in Dela ed ublic notification d. Meeting Minutes Feature YIN Inte ration with Granicus Inte ration with Laserfiche Future add-on com onent Record roll call votes Record real-time notes e. Additional Items Feature Res onse Please identify the exact tasks that the City of Dubuque must perform and/or be res onsible for in order to Page 11 of 19 accomplish the delivery and installation of the system, if any. (Attach separate sheet labeled "Required Pre-Delivery and Installation Tasks" if needed.) This may include, but not be limited to server operating systems upgrades, software upgrades, client hardware u rades, etc. The City requires software support contract be available from and provided by the software vendor. The software support contract must provide a telephone hot-line backed up by a minimum of three support personnel available and a complete line of computer hardware to be able to test and re-create any software situation. Software support must be available during the City's "normal" business hours which are Monday -Friday, 8:00 a.m. - 5:00 p.m., Central Time Zone with access to support personnel after hours and on weekends. It is desired that any user have access to support personnel for questions. A web-based searchable knowledge base for questions and issue resolution must be available. An ability to enter support requests via the web is desired. The software support contract must provide software updates to keep the software current .The vendor should provide a written copy of support contracts and pricing of maintenance options. Vendor should indicate what if any requirements for remote support are needed. (ie VPN, GoToMyPC) Vendor is asked to describe initial end- usertraining options that are available and include costs for such in the Costs section of the proposal. The City re uires vendor to offer at least one Page 12 of 19 initial session of end-user training to be held at cut-over of the application for all users. This session will involve training for at least 40 attendees. Training can be web-based versus on-site. Vendor is asked to describe follow-up end-user training options that are available and include costs for such in the Costs section of the proposal. The City requires vendor to offer at least one follow-up session of end-user training to be held with 60 days of cut- over of the application for users. This session will involve training for at least 25 attendees. Training can be web- based versus on-site. Vendor is asked to describe administrator training options that are available and include costs for such in the Costs section of the proposal. The City requires vendor to offer at least one session of administrator training to be held at cut-over of the application for application and system administrators. This session will involve training for at least 5 attendees. Training can be web-based versus on- site. Page 13 of 19 F. Terms and Conditions Overall System Requirements All proposed hardware and services must be demonstrable at the time of proposal submission and must be in production. Maintenance and support must be provided as part of the proposal. 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 hardware and support services offered in their proposal(s) whether or not the vendor is the producer or manufacturer. No "beta" products shall be proposed for this project. Include in Section G "Exceptions" of the proposal any points where the proposed application packages DO NOT conform to the 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 a contract for software, training, implementation and support for an Agenda Management System. At no point will pricing for the original purchase be allowed to rise above stated contract. Additional services may be added during this time for an additional cost. 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 proposer to obtain insurance against loss, theft and damage during shipment. 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. Page 14 of 19 Confidentiality of Information Any submitted information considered trade secret or confidential to the proposer, or rendered via anon-disclosure agreement with the City must be so labeled and enclosed separately. The proposer, the City of Dubuque and their agents will hold the submitted proposal and any related materials in confidence if so requested by the proposer. 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 proposer 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 B for Insurance Requirements. Incurring Costs The City of Dubuque is not liable for any costs incurred with replying to this RFP. Caution to Proposers 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 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 proposer is selected. Selection will be based only on the proposal and subsequent interviews, if any; therefore, proposals must be complete. Contract Documents The proposer'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. Page 15 of 19 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. Initial loading The selected vendor must agree to provide qualified systems staff to assist in the initial installation and configuration of the system. The vendor should provide a complete, written implementation plan and schedule of work to be done prior to commencing any installation of hardware or software. Training The selected vendor must provide on-site or web-based training of end-users and administrators. Training must be provided for all application modules included in the vendor's response to this RFP. Vendors must include all expenses including travel expenses for trainers in Costs for this item. Support The City requires application, billing and account support be available from the vendor. Proposer 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. G. Exceptions. The vendor should list any exceptions taken with items or terms required in this proposal. H. Costs A cost breakdown of all components of the installation including software, training, hosting, initial loading assistance, transportation, and installation shall Page 16 of 19 APPENDIX A Agenda Preparation Workflow Page 18 of 19 be a separate section of the proposal. Individual components and line item pricing are to be included here. Version numbers if applicable must be included. Costs should be included in a separate envelope labeled "Costs for Automated Agenda Proposal. Page 17 of 19 Dubuque City Council Agenda Preparation Workflow Chart City Manager's Office Approves departmental documents for agenda and adds cover memo Original paper documents (electronic versions if available put in network directory) / Paper originals Revisions No cover memo required - City Clerk Original paper documents Builds agenda (electronic versions if avai in network directory) Build agenda PubIIC Electronic and/or Paper Documents submitted Building • City Clerk begins with MSWord template • Carries over documents and information from previous agendas • Inserts submitted documents (MSWord, Adobe, and Excel formats generally) o Electronically inserted from network directory o Manually scans documents not submitted electronically • City Manager reviews draft and final versions, Clerk makes revisions Publishing • Burn to CDs • Print paper copies with Icons: o Council, media, required staff • Print paper copies without Icons: o Provided to public Laserfiche Directory • Import agenda with icons to LF in MSWord format • All agenda documents individually scanned, imported or Snapshot to LF in LF (tit) format Website • Laserfiche directory is accessible by the public • Agenda without Icons uploaded to website • Notify-Me subscription services is activated Granicus • Text document created from MSWord Agenda without Icons • Uploaded to Granicus in outline format: o Used for time stamping during meeting, o This version viewed by public during Internet live video streaming and for video archives Multiple Departments ~ Multiple Staff Create & use supplied documents Minutes • Created from Clerk's notes and video Appendix B 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 identified. 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 20100704. b) Automobile $1,000,000 combined sinate 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) UMBRELLAlEXCESS 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 ACORDTM CERTIFICATE OF LIABILITY INSURANCE ~2i~i2oDo PRODUCER (563) 123-4567 FAX (563) 987-6543 Insurance Agency 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: IT1S11ranCe COm an Company INSURER B: $ tree t INSURER C'. INSURER D: Ci.t St Zi. COd@ INSURER E: rnvolaer_~c 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 LTR ADD' INSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE MM1D POLICY EXPIRATION DATE MMID LIMITS GENERAL LIABILITY ~ EACH OCCURRENCE E 1 , 000 , 000 P EM 9ES EaE N T re E 50 000 X COMMERCIAL GENERAL LIABILITY 1 r nce o a u , E A X CLAIMS MADE a OCCUR MEO EXP A one on) E 5 , 000 PERSONAL 8 ADV INJURY E 1 , OOO , OOO GENERAL AGGREGATE S 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPlOP AGG S 1 , 000 , 000 POLICY X ~EC LOC AUT OMOBILE LIABILITY COMBINED SINGLE LIMIT S 1,000,000 x ANYAU70 (Eaaceiderx) A ALL OWNED AUTOS BODILY INJURY S (Per person) SCHEDULED AUTOS HIRED AUTOS BODILY INJURY E NON-0WNED AUTOS (Per accident) PROPERTY DAMAGE S (Per axidenq GARAGE LIABILITY AUTO ONLY - EA ACCIDENT E ANY AUTO OTHER THAN EA ACC S AUTO ONLY: AGG S A EXCESSIUMBRELLA LIABILITY EACH OCCURREN E E 5 , 000 , 000 X OCCUR ~ CLAIMS MADE AGGREGATE S 1, 000, 000 S Q DEDUCTIBLE {/ S X RETENTION S 0 E A WORKERS COMPENSATK)N ANO .~ O X TORY LIMITS ER EMPLOYER5 LIABILITY ANY PROPRIETORlPARTNERlEXECUTNE ~ ~ f. E.L. EACH ACCIDENT S 500 , 000 OFFICERlMEMBEREXCLUDEDT *}/IrO E.L. DISEASE - EA EMPLOYEE 100,000 S K yes, describe under SPECIAL PROVISIONSbalav ~ j. E. L. DISEASE-POLICYLIMR S 500,000 A OTHER professional $1,000,000 Liability DESCRIPTION OF OPERATIONSILOCATIONSNENICLES!EXCLUSIONS ADDED BY ENDORSEMENT/SPECUIL PROVI810NS The City of Dubuque is an additional insured on general liability policies including ongoing 6 completed operations coverage equivalent to ISO CG 2010 0704 i CG 2037 0704. General Liability policy is primary 6non-contributing. Form CG 2504 0397 "Designated Locations" general liability aggregate limit is included. Governmental immunities endorsement is included. /~B~TICII~ATG LIl11 nee CeWCFI 1 eTInN SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE City Of DubLlgLYe EXPIRATION DATE THEREOF, THE ISSUING INSURER HALL ENDEAVOR TO MAIL SO West 13th Str@et 3O DAYS WRITTEN NOTICE TO THE CERTIFICATE MOLDER NAMED 70 THE LEFT, BUT Dubuque , IA 52001 FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANV KIND UPON THE INSURE IT3 AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATNE ACORD 25 (2001!08) ~ n~.urcu wrcrv+w ~ tvn tooo INS025 (0106).06 AMS VMP Mortgage 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. ~e C ~f~ i~na1 Ha,vrtu w ~~uvvuo~ INS025 coioe~.os AMS Page 2 a 2 POLICY NUMBER: COMMERCIAL GENERAL LIABILITY CG 25040397 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 the Declarations nor shall they reduce any obligated to pay as damages caused by "occur- other Designated Location General Aggre- rences" under COVERAGE A (SECTION I), and gate Limit for any other designated "location" for all medical expenses caused by accidents shown in the Schedule above. under COVERAGE C {SECTION I), which can be 4. The limits shown in the Declarations for Each attributed only to operations at a single desig- Occurrence, Fire Damage and Medical Ex- nated "location" shown in the Schedule above: pense continue to apply. However, instead of 1. A separate Designated Location General being subject to the General Aggregate Limit Aggregate Limit applies to each designated shown in the Declarations, such limits will be "location", and that limit is equal to the subject to the applicable Designated Location amount of the General Aggregate Limit General Aggregate Limit. shown in the Declarations. B. For all sums which the insured becomes legally 2. The Designated Location General Aggregate obligated to pay as damages caused by "occur- Limit is the most we will pay for the sum of all rences" under COVERAGE A (SECTION I), and damages under COVERAGE A, except dam- for all medical expenses caused by accidents ages because of "bodily injury" or "property under COVERAGE C (SECTION I), which can- damage" included in the "products-completed not be attributed only to operations at a single operations hazard", and for medical expenses designated "location" shown in the Schedule under COVERAGE C regardless of the num- above: ber of: 1. Any payments made under COVERAGE A for a. Insureds; damages or under COVERAGE C for medical b. Claims made or "suits" brought; or expenses shall reduce the amount available under the General Aggregate Limit or the c. Persons or organizations making claims or Products-Completed Operations Aggregate bringing "suits". Limit, whichever is applicable; and 3. Any payments made under COVERAGE A for 2. Such payments shall not reduce any Desig- damages or under COVERAGE C for medical naiad Location renPral Aggregate Limit. 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 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 Genera! 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, waterway 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 LIABILITY 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, all 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 persons} or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by: 1. Your acts or omissions; or 2. I~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+uNai.y da~~~oye" occurring aft8~: 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. All terms and conditions of this policy apply unless modified by this endorsement. Page 2 of 2 ©1S0 Properties, Inc., 2004 CG 20 10 07 04 CITY OF DUBUQUE, IOWA GOVERNMENTAL IMMUNITIES ENDORSEMENT Nonwaiver of Governmental Immunitv. 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 Immunitv. 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