Request for Proposals
Technology Related Hardware, Software, and Services
Release Date: April 26, 2024, 5:00pm
Deadline for Submittal of Questions: May 10, 2024
Deadline for Submittal: May 17, 2024, 5:00pm
Deadline extended to May 24, 2024, 5:00pm
Contact: Sue Hartman, Director of Information Technology Email: [email protected]
Phone Number: 510-620-6874
City of Richmond
Information Technology Department
450 Civic Center Plaza, Richmond, CA 94804
ABOUT THE CITY
The City of Richmond was charted as a city in 1909, and is located 16 miles northeast of San Francisco, directly across the San Francisco Bay. Richmond’s population is 115,677. The mission of the City of Richmond is as follows:
The City of Richmond provides services that enhance economic vitality, the environment, and the quality of life of our community.
The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets, and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events.
The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
BID REQUEST BACKGROUND / DESCRIPTION
The City of Richmond is soliciting proposals for Technology Related Hardware, Software, and Services on an as needed basis for a three (3) year term with the option to renew for two additional years. The City anticipates awarding more than one agreement for each category. Award is subject to available budget adequate to carry out the provisions of the proposed agreement including the identified Scope of Work.
The City reserves the right to reject any or all proposals. THIS IS NOT A TRUE FORMAL BID. WE ARE USING THIS ELECTRONIC FORMAT TO CONDUCT AN RFP IN ORDER TO GET LINE -ITEM PRICING. NO PURCHASE ORDERS WILL BE GENERATED FROM THIS REQUEST.
Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
Scope of Bid: The City is seeking proposals for a variety of technology related hardware, software, and services including but not limited to network, desktop, VoIP, audio/video, cabling, fiber, photography, broadcast support, as well as systems including ERP, GIS, Website application support and training. Offeror must include detailed description of charges for the sample of services offered. Firms selected must be available on an as needed basis. Please include specific best government discounting and other vendor benefits.
Please respond to the attached Vendor Certification Matrix (Questionnaire) using n/a where applicable. Price all items as Same Day Service. State if your support staff is Department of Justice (DOJ) certified. Offeror’s RFP response must include three external references from clients to validate the offeror’s past performance on similar bid responses. These references should be current customers of the prospective firm with at least four years of ongoing professional relationships.
Please add additional pages as necessary. The minimum information that must be provided for each client reference follows:
Name of the contact person
Name of the company or government entity
Address of the contact person
Telephone number of contact person
Email address of the contact person
A description and best discounted price of the products and services offered and any comments that may best describe these products and services.
Selection may be made without further discussion, negotiations, or presentations.
Respondents are encouraged to submit the most favorable terms in response to this RFP. The City reserves the right to request additional information or clarification on any matter included in the proposal response to enable the City to arrive at the final award decision.
Other Details: Only electronic proposals will be accepted. Please submit your proposal via the BidsOnline system. Proposers may submit written questions via email to [email protected] on or before May 10, 2024. The email subject line must read: “Technology Related Products or Services RFP”. Any questions, which in the opinion of the City warrant a reply or material changes to the scope of services or proposal procedures will only be transmitted in writing to all parties receiving this RFP.
Electronic Proposals must be submitted to the City by 5:00 p.m. PST, on May 17, 2024. Electronic proposals must be submitted through the City’s BidsOnline System. www.ci.richmond.ca.us/bids. Proposals will not be accepted by fax, mail, or e-mail.
NO PURCHASE ORDERS WILL BE GENERATED FROM THIS REQUEST.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this RFP as it will not be answered. All questions must be submitted via the electronic Bids Online system on the Q&A tab by 5:00pm PST, on or before May 10 , 202 4. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids
for any possible addenda to the bid that may have been
posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the BID.
Any party attempting to influence or circumvent the BID, bid submittal, and review process may have their proposal rejected for violating this provision of the BID.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download BID, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the BID.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This bid does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this bid, or to procure our contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the decline. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this BID.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
References - Offerors must provide references from three (3) government agencies of similar size as the City of Richmond. By submitting this information, Offeror authorizes the City of Richmond to contact these clients for purposes consistent with the review of this bid. See example:
Please provide the Institution Name, Contact name, Telephone number, email address, and description of services.
PROPOSAL FORMAT GUIDELINES
The RFP response should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the bid request.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the r espondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
Evaluation Criteria (possible Total Points = 100, each line item ranked 0 to 20 points)
The award shall be made to the Offeror(s) whose RFP response, in the opinion of the City, is deemed responsive and acceptable taking into consideration the reliability of the Offeror, the qualities of the services proposed to be supplied, their conformity with the specifications and the purposes described in this bid document and the bid response.
Evaluation Criteria:
1. Proven ability to provide City standard certified and tested products.
2. Technology provider with resource capability that meets the City’s standard requirements.
3. Experience in working with a municipal / public safety environment.
4. Ability to provide high quality customer service.
5. Cost
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code
(RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposal respondents for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.