Procurement Department T: (703) 335-8925 / F: (703) 335-7954

REQUEST FOR PROPOSALS (RFP)

Date: November 25, 2014 SOLICITATION NUMBER: SA 1015 TITLE: Computerized Maintenance Management Software RFP CLOSING DATE/TIME: December 22, 2014 at 2:00 P.M. (EST) NOTE: Non-mandatory Pre-proposal Conference: December 8, 2014 at 2:00 P.M. (EST) SUBMIT ONE (1) ORIGINAL, FOUR (4) COPIES & ONE (1) CD OF YOUR PROPOSAL TO: MAILING ADDRESS: STREET ADDRESS: Prince William County Service Authority Prince William County Service Authority Procurement Department Procurement Department - SA 1015 Attn: Sarah Johnson Attn: Sarah Johnson 4 County Complex Court 4 County Complex Court Woodbridge, VA 22192 Woodbridge, VA 22192

In compliance with this Request For Proposal and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services listed herein. _______________________________________________ Company Name _________________________________________ ______________________________ Authorized Signature Date Name Printed _____________________ _______________________ Phone Number Fax Number Note: Prince William County Service Authority (PWCSA) does not discriminate against faith based organizations in accordance with the Code of Virginia § 2.2-4343.1 or against an Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

RFP SUBMISSION FORM

Name of RFP: Computerized Maintenance Management Software

RFP Number:

RFP SA 1015

Closing Date/Time: December 22, 2014 at 2:00 P.M. (EST) SECTION I - COMPANY IDENTIFICATION AND OWNERSHIP DISCLOSURE

Indicate Which: Corporation [ ] Partnership [ ] Sole Prop. [ ] Minority Owned/Controlled Bus. Yes [ ] No [ ] Small Bus. Yes [ ] No [ ] Organized under the laws of the State of ___________________________________________ Principal place of business at ___________________________________________ FEIN: ___________________________________________ Following are the names and address of all persons having an ownership interest of 3% or more in the Company: (Attach more sheets if necessary) ____________________________________________ Name ____________________________________________ Address ____________________________________________ ____________________________________________

Company: __________________________ Contact Person:

______________________

Address: __________________________ __________________________

Title: ______________________ Telephone No:

______________________

Remittance Address:

__________________________ __________________________

FAX No: ______________________ Email: ______________________

SECTION II - CONFLICT OF INTERESTS This solicitation is subject to the provisions of Section 2.2-3100 et. seq.,Virginia Code Annotated and the State and Local Government Conflict of Interests Act. The Offeror [ ] is [ ] is not aware of any information bearing on the existence of any potential organizational conflict of interest. SECTION III – COLLUSION I certify that this submission is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an offer for the same services, materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of the State and Federal law and may result in fines, prison sentences, and civil damage awards. I hereby certify that the responses to the above representations, certifications, and other statements are accurate and complete. I agree to abide by all conditions of this RFP and certify that I am authorized to sign for the Offeror. ________________________________________ ________________________________ Signature Date ________________________________________ ________________________________ Name (Printed) Title

OFFEROR MUST COMPLETE AND RETURN THIS FORM WITH ITS PROPOSAL PACKAGE

TABLE OF CONTENTS

SECTION 1. INTRODUCTION ....................................................................................................................................... 3 SECTION 2. BACKGROUND INFORMATION ........................................................................................................... 3 SECTION 3. PROCUREMENT RULES AND RFP DEFINITIONS ........................................................................... 5 SECTION 4. SCOPE OF WORK/ OBJECTIVE AND DELIVERABLES .................................................................. 6 SECTION 5. RFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS ................................................ 8

5.1 Proposed Schedule .................................................................................................................................... 8

5.2 Delivery of Proposal Packages .................................................................................................................. 8

5.3 Late Proposal Packages ............................................................................................................................. 9

5.4 Non-Mandatory Pre-proposal Conference ................................................................................................ 9

5.5 Questions Concerning RFP ......................................................................................................................10

5.6 Offeror’s Representative ..........................................................................................................................10

5.7 Offeror’s Responsibility / Clarification and Addenda..............................................................................10

5.8 Restricted Discussions .............................................................................................................................11

5.9 Modification or Withdrawal of Proposal Package ...................................................................................11

5.10 No Obligation to Make Selection .............................................................................................................11

5.11 Minimum Offeror Requirements ..............................................................................................................12

5.12 Anticipated Selection Process ..................................................................................................................13

5.13 Evaluation Criteria ...................................................................................................................................15

5.14 Minor Irregularities ..................................................................................................................................19

5.15 Incurred Expenses ....................................................................................................................................19

5.16 Exceptions ................................................................................................................................................19

5.17 Pre-Contract Deliverables ........................................................................................................................19

5.18 Conflict of Interest Disclosure .................................................................................................................20

5.19 Contract Type ...........................................................................................................................................20

5.20 Term of Contract ......................................................................................................................................20

5.21 Limited Confidentiality of Information ....................................................................................................20

5.22 Competency of Offeror ............................................................................................................................21

5.23 Protesting the Requirements or Selection Recommendation ...................................................................21

SECTION 6. STANDARD CONTRACT PROVISIONS ............................................................................................. 22 6.1 Contract Definition: .................................................................................................................................22

6.2 Proposal Is a Binding Offer ......................................................................................................................22

6.3 Independent Contractor ............................................................................................................................22

6.4 No Assignment of Contract ......................................................................................................................23

6.5 Governing Law and Choice of Forum ......................................................................................................23

6.6 Licenses and Certificates..........................................................................................................................24

6.7 Source Code Escrow ................................................................................................................................24

6.8 Offeror Must Be Authorized To Transact Business In The Commonwealth ...........................................26

6.9 Taxes ........................................................................................................................................................26

6.10 Indemnification and Hold Harmless ........................................................................................................26

6.11 Disclaimer of Liability .............................................................................................................................27

6.12 Nondiscrimination of Contractors/ContractorContractors .......................................................................27

6.13 Anti-Discrimination .................................................................................................................................27

6.14 Ethics in Public Contracting .....................................................................................................................28

6.15 Non-Discrimination Against “Faith Based” Organizations......................................................................28

6.16 Drug-Free Workplace To Be Maintained By Contractor For Contracts Over $10,000.00 .......................29

6.17 Termination for Default ...........................................................................................................................29

6.18 Termination for Non-Appropriation of Funds ..........................................................................................30

6.19 Termination for Convenience of the Service Authority ...........................................................................30

6.20 Termination by Mutual Consent ..............................................................................................................32

6.21 Force Majeure ..........................................................................................................................................32

6.22 Prime Contractor ......................................................................................................................................33

6.23 Payments to Subcontractors .....................................................................................................................33

6.24 Acceptance of Software ...........................................................................................................................34

6.25 Payment Terms ........................................................................................................................................34

6.26 Material and Workmanship: .....................................................................................................................34

6.27 Invoice Documentation Requirements and Status Report ........................................................................35

6.28 Modifications or Changes to the Contract ................................................................................................35

6.29 Modifications to the Contract Due to Public Welfare, Change in Law or Ordinances ............................36

6.30 Intellectual Property Indemnity ................................................................................................................37

6.31 Waiver of Claims .....................................................................................................................................38

6.32 Disputes and Claims .................................................................................................................................38

6.33 Occupational Safety and Health (OSHA) Requirements Not Used .........................................................39

6.34 Records and Right to Audit ......................................................................................................................39

6.35 No Contingent Fee: Not Used ................................................................................................................40

6.36 Strikes or Lockouts ..................................................................................................................................40

6.37 Ownership of Documents/Deliverables ...................................................................................................40

6.38 Authorized Workforce Documentation (E-Verify) ..................................................................................41

SECTION 7. INSURANCE ............................................................................................................................................. 41 SECTION 8. SUBMITTAL REQUIREMENTS ........................................................................................................... 44

8.1 Submittal Requirements ...........................................................................................................................44

8.2 Economy of Presentation .........................................................................................................................44

8.3 Proposal Package Guidelines ...................................................................................................................44

8.4 Proposal Package Sections .......................................................................................................................46

SECTION 9. OFFEROR REFERENCE FORM........................................................................................................... 49 SECTION 10. SUBCONTRACTOR REFERENCE FORM .......................................................................................... 50 SECTION 11. SUBCONTRACTOR NO-CONFLICT OF INTEREST FORM .......................................................... 51 SECTION 12. PROPOSAL PACKAGE CHECKLIST.................................................................................................. 52 APPENDIX A – LAND DEVELOPMENT VISION ............................................................................................................ 53 APPENDIX B – CAPABILITIES........................................................................................................................................... 64 APPENDIX C – GLOSSORY OF CAPABILITIES ............................................................................................................. 66

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RFP – SA 1015 Computerized Maintenance Management Software

SECTION 1. INTRODUCTION

The Prince William County Service Authority (PWCSA) is a public utility created in 1983 under the Virginia Water and Sewer Authorities Act and chartered by the Prince William Board of County Supervisors. The Service Authority is an independent body responsible for providing comprehensive water and sewer services in Prince William County. The Service Authority has approximately 85,000 connections and provides wastewater treatment for the eastern portion of the county via the H. L. Mooney AWRF, a 24.0 mgd facility. Wastewater service for the western portion of the county is provided by the Upper Occoquan Service Authority, a 54.0 mgd regional facility that is jointly owned by Fairfax County, Prince William County, the City of Manassas, and the City of Manassas Park. Water is supplied via wholesale water purchase agreements with Fairfax Water and the City of Manassas, as well as Service Authority-owned wells. The water and sewer system is composed of approximately 1,160 miles of water main and 1,080 miles of sewer mains.

SECTION 2. BACKGROUND INFORMATION

The Service Authority was created by a resolution of the Board of County Supervisors of Prince William County, Virginia on January 11, 1983. The Authority is chartered by the State Corporation Commission and is an independent public body responsible for providing a comprehensive County-wide drinking water and water reclamation system. The management of the Authority is vested in an eight-member Board of Directors that is appointed by the Board of County Supervisors. The Service Authority's Board appoints the General Manager, who is responsible for the daily management of the Service Authority. The Service Authority operates on a fiscal year of July 1st to June 30th.

The County is located approximately 25 miles southwest of Washington, D.C. and is an integral part of the Washington metropolitan area. The service area of the Service Authority is traversed by two major interstates providing access to the metropolitan area and surrounding jurisdictions. The Service Authority is located in one of the fastest growing counties in the Country.

In FY 2014, PWCSA employed 270 employees and employed an additional 30+ seasonal/intern employees during the summer months. PWCSA’ s organizational structure contains the following Divisions and Departments that report to the Office of Executive Management: Office of Executive Management (Note: Divisions are underlined)

Communications Division Management & Budget (M&B) Division Communications Department M&B Admin Department Community Outreach Department Procurement Department

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Environmental Services & Water Operations & Maintenance (O&M) Division Reclamation (ESWR) Division O&M Admin. Department Regulatory Compliance Department Collection & Distribution (C&D) Department Safety Department Inflow & Infiltration (I&I) Department Water Reclamation Admin. Department Technical (Tech) Support Department Operations Department Fleet Maintenance Department Maintenance Department Small Plants Department Laboratory Department Engineering & Planning Division Engineering Admin. Department Capital Projects Department Development Department Planning Department Finance Division Finance Admin. Department Accounting Department Customer Service Department Field Services Department Utility Services Department Human Resources & Organizational Development (HROD) Division Human Resources (HR) Department Organizational Development (OD) Department Community Outreach Department Information Technology (IT) Division IT Department Geographic Information Systems (GIS) Department SCADA Department

The Information Technology department is headed by Mr. Jim Pflugshaupt, Director of Information Technology. Information Technology assists all divisions with the various technologies used throughout the Service Authority including telecommunications, computer and office system support. Currently supported are over 400 desktop, laptop and tablet PC’s operating in a Windows 7 environment.

The Information Technology department also operates a Wide Area Network that consists of over 100 Microsoft Windows servers housed on IBM and Cisco Hardware. All major applications are operating in an Oracle 11G database environment. The Service Authority also maintains an internet website for its customers and an organizational intranet for employee use. Among other various software packages, the Information Technology department maintains major enterprise wide applications: Cayenta Customer Information System for utility billing and customer relationship management, Hansen Asset Management, Work Order and Utility

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Permitting Systems, GIS, SCADA and JD Edwards Enterprise One Enterprise Resource Planning (ERP) for accounts payable, accounts receivable, general accounting, fixed assets, inventory and purchasing modules, ADP for time and attendance, and Infor MP2 for the facility Work Order System.

SECTION 3. PROCUREMENT RULES AND RFP DEFINITIONS

A. IMPORTANT NOTICE TO POTENTIAL OFFERORS: Receipt of this document does not indicate that the Service Authority has pre-determined your organization’s qualifications to receive a contract or be selected for any work or project. Such determination will be made after the opening and will be based on the Service Authority’s evaluation of your Proposal Package compared to the specific requirements and qualifications contained in this RFP.

B. The Service Authority has established for purposes of this RFP that the words “shall”, “must”, or “will” are equivalent in this RFP and indicate a mandatory requirement or condition which will not be waived by the Service Authority. Failure to comply with any mandatory requirement will render the Proposal Package non-responsive, and therefore it will not be considered for selection. To be considered for selection, the Offeror must agree to abide by each mandatory requirement included in this RFP.

C. The Service Authority has established for purposes of this RFP that the words “should” or “may” are equivalent in this RFP and indicate very desirable conditions or requirements that are permissive in nature. Deviation from, or omission of, such a desirable condition or requirement will not cause rejection of a Proposal Package, but will be considered in the evaluation process.

D. RFP Definitions: 1. Addendum: A written or graphic instrument issued prior to the due date and time

of proposals that clarify, correct or change the bidding documents. 2. Contract: A mutually binding legal relationship obligating the Offeror to furnish

goods and or services in exchange for payment from the Service Authority. It includes all types of commitments that obligate the service Authority to an expenditure of funds and that are, except as otherwise authorized, in writing.

3. Contractor: A proposer that is that is awarded a contract as a result of this Request for Proposals.

4. Day(s): Calendar days, unless otherwise specified. 5. Dollar, “$”: United States of America dollars. 6. Procurement Officer: A delegate of the Purchasing Manager. 7. Project Manager: The Service Authority person responsible for the Project. 8. Prince William County Service Authority (PWCSA): Public Utility chartered

by the Prince William County Board of County Supervisors.

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9. Purchasing Manager: The Service Authority person that has been legally authorized and responsible to enter into, administer, terminate and otherwise manage contracts subject to any approval thresholds that may be established by the General Manager and Board.

10. Proposal or Proposal Package: The complete submittal from an Offeror. 11. Offeror: The professional entity submitting a Proposal Package to the Service

Authority in response to this Request For Proposals. 12. Request For Proposals: This competitive process whereby the Service Authority

is seeking competitive offers to resolve a Service Authority need or requirement 13. RFP: This Request for Proposals. 14. Using Division or Department: Any of the Service Authority’s Divisions or

Departments outlined in Section 2. 15. You, Your: Same as Offeror. 16. Work: The entire project or the various separately identifiable parts thereof

required to be performed or furnished under the contract documents. 17. The terms “in writing” and “written” mean documents permanently inscribed or

printed on paper, submitted by facsimile (fax), or submitted by e-mail, unless otherwise specified.

SECTION 4. SCOPE OF WORK/ OBJECTIVE AND DELIVERABLES

The Service Authority is seeking proposals for computerized maintenance management software to manage the organization’s operations and maintenance activities for street side and facility work, inventory management, and land development process. This will potentially include integration and processes from the following Divisions and Departments:

A. Environmental Services & Water Reclamation (ESWR) Division 1. Water Reclamation Admin Department 2. Regulatory Compliance Department 3. Safety Department 4. Operations Department 5. Maintenance Department 6. Small Plants Department 7. Laboratory Department

B. Engineering & Planning Division

1. Engineering Admin Department 2. Development Department 3. Planning Department

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C. Finance Division 1. Finance Admin Department 2. Customer Service Department 3. Utility Services Department

D. Information Technology (IT) Division 1. IT Department 2. Geographic Information Systems (GIS) Department 3. SCADA Department

E. Management & Budget (M&B) Division

1. M&B Admin Department 2. Procurement Department

F. Operations and Maintenance (O&M) Division

1. O&M Admin Department 2. Collection & Distribution (C&D) Department 3. Inflow & Infiltration (I&I) Department 4. Technical (Tech) Support Department 5. Fleet Maintenance Department

All proposals must be made on the basis of and either, meet or exceed the requirements contained herein. All Offerors must be able to provide:

A. Core Technology Solutions: At a minimum, the software must function as a primary

maintenance management software capable of administering the work activities of street side water distribution and wastewater collection system and facility based staff (wastewater treatment plant and facility mainteanance), asset and inventory management, Miss Utility markouts, and the land development/permitting process. These capabilities may be supplemented with additional technology solutions outlined below.

B. Additional Business & Technology Solutions: Although the Service Authority will focus

on the selection of an integrated solution that ensures full functionality and flexible and efficient data access, there is interest in exploring additional business and technology solutions. Offeror’s may elect to submit information detailing other systems, which may be integrated, with the maintenance management solution to provide enhanced levels of automation, operation and service. The Service Authority may elect to pursue these additional business and technology areas with the Offeror for inclusion in the solution and the Business Finalist Best & Final offer. As stated elsewhere in this RFP, the Service Authority requires easy access to data normally achieved through a Data Mart. However, the Authority would like the Offeror,

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if applicable, to suggest alternative methods to access data for desktop applications and reporting purposes.

C. Ongoing Support: At a minimum, the proposed solution components must include information and costs associated with all aspects of on-going product support and maintenance activities for the life of the product at the Service Authority. Offeror should define the warranty period and if support costs are applicable during the warranty period. The Authority expects the Contractor to provide on-going support including: help desk, product fixes, product enhancements, and regular product releases based on a defined ongoing maintenance fee. Complete maintenance, support, operational costs and response times for all solution components must be provided. All hardware related maintenance must be performed on-site at the Authority’s office. Warranty and support agreement will begin upon the Authority’s final acceptance of the solution.

D. Inspection and Acceptance: The Service Authority will pay the Offeror upon acceptance

of deliverables in accordance with the payment schedule included in any contract resulting from this RFP and reserves the right to withhold payment until any deficiencies are corrected.

E. Product Requirements: The Service Authority requires a solution capable of supporting

the Land Development Vision described in Appendix A.

F. The Offeror, shall also complete the table in Appendix B, describing the capabilities of the Offerors proposed solution.

SECTION 5. RFP ADMINISTRATIVE REQUIREMENTS AND INSTRUCTIONS

5.1 Proposed Schedule The following dates are proposed by the Service Authority; however, the dates and times may be changed as the needs of the Service Authority change. It is solely your responsibility to stay informed on the dates and times. A. RFP release date – December 1, 2014 B. Pre-proposal conference – December 8, 2014 at 2:00 P.M. (EST) C. Final date to receive written questions – December 12, 2014 at 12:00 Noon (EST) D. RFP closing date – December 30, 2014 at 12:00 P.M. (EST) E. Offeror interviews /presentations/ proof of concept demonstrations, if requested – [TBD] F. Anticipated selection of Offeror - [TBD] 5.2 Delivery of Proposal Packages A. Deliver One (1) Original and Four (4) copies of Proposal Package(s) to:

Prince William County Service Authority Procurement Department

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4 County Complex Court Woodbridge, VA 22192

B. Mark each package: RFP SA 1015-Computerized Maintenance Management Software Proposal – Contractor Name.

1. Failure to clearly mark each Proposal Package with this information may cause the Service Authority to inadvertently open the Proposal Package before the closing date and time. If the Proposal Package is inadvertently opened due to lack of markings, the Service Authority staff shall reseal the package, and the package will opened after the official RFP closing date and time.

2. To be considered for selection, the complete Proposal Package must be Received and Accepted in the Procurement Department prior to the closing date and time. An Offeror will not be considered for selection if its Proposal Package is received in the Procurement Department after the closing date and time regardless of when or how it was received by the Service Authority.

3. Allow sufficient time for transportation and inspection. If you use a third party carrier (USPS, FedEx, Airborne, UPS, etc.) ensure that the carrier is properly instructed to deliver your Proposal Package only to the address above.

4. The Service Authority will not consider facsimile (fax) or electronic submission of a Proposal Package.

5.3 Late Proposal Packages

A. The Service Authority will judge any Proposal Package received in the Procurement

Department after the closing date and time as LATE and the Service Authority will not open it nor consider it for selection.

B. Upon receipt at the location specified above, the Service Authority will mark each timely

received Proposal Package with the date and time of receipt. The Service Authority will safeguard Proposal Packages from unauthorized disclosure from the time of receipt, throughout the source selection process, and until selection.

C. If the Service Authority declares administrative or liberal leave, all scheduled closing dates for that day will be extended until the next business day.

5.4 Non-Mandatory Pre-proposal Conference A non-mandatory pre-proposal conference visit will be held at Prince William County Service Authority, 4 County Complex Ct., Woodbridge, Va. 22192 (Board Room) on December 8, 2014 at 2:00 P.M. (EST). Attendance and participation at this pre-proposal is not mandatory but it is highly recommended. Any questions regarding this RFP may be addressed in person at that time. Participation of qualified Offerors is highly valued by the Service Authority and at that time you shall have an opportunity to offer your ideas. Appropriate changes shall be given positive scrutiny and acted upon. However, the ultimate decision to amend this RFP shall be the sole responsibility of the Service Authority’s Procurement Department.

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5.5 Questions Concerning RFP

A. Questions, inquiries, suggestions, or requests concerning interpretation, clarification or additional information concerning any portion of this RFP or the selection process, should be made in writing , fax and e-mail are acceptable, and sent to the below named individual who will be the point of contact for this RFP.

B. Questions should be submitted by the following deadline: December 12, 2014 at 12:00

Noon (EST).

Mark subject line or cover page or envelope: RFP SA 1015 - Contractor name - Questions

C. RFP Point of Contact for Questions: Ms. Sarah Johnson, Buyer Fax: 703-335-7954 Prince William County Service Authority E-mail: purchasinggroupemail@pwcsa.org Procurement Department 4 County Complex Court Woodbridge, VA 22192

D. Failure by an Offeror to ask questions, request changes, or submit objections by the dates

indicated above shall constitute the Offeror’s acceptance of all of the terms, conditions and requirements set forth in this RFP.

E. No answers given in response to questions submitted shall be binding upon this RFP

unless released in writing as an addendum to this RFP by the Service Authority.

5.6 Offeror’s Representative If you intend to respond to this RFP, promptly provide the name, mailing address, telephone number, and e-mail address of your liaison person to the point of contact in order for the Service Authority to send any communications regarding this RFP. 5.7 Offeror’s Responsibility / Clarification and Addenda

A. By submitting a Proposal Package, you, the Offeror, represent: 1. You have read and understand this Request for Proposals, and; 2. Your Proposal Package is made in accordance with the requirements of this RFP, and; 3. You are familiar with the local conditions under which the proposed services must be

performed.

The issuance of a written addendum by the Service Authority’s Procurement Department is the only official method by which interpretation, clarification or additional information can be given. The Service Authority will not be responsible for any oral representation given by any employee, representative or others.

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If the Service Authority revises (amends) this RFP, the Service Authority will post a notice on the Service Authority Internet site: http://www.pwcsa.org/Contractors. You should acknowledge each addendum in your Proposal Package. Failure to acknowledge each addendum may prevent your Proposal Package from being considered for selection. It is solely your responsibility as an Offeror to ensure that you have received all addenda and incorporated the changes into your proposal before submitting your Proposal Package.

5.8 Restricted Discussions

A. From the date of issuance of the RFP until final contract selection, you, the Offeror, are prohibited from discussing the RFP or any part thereof with any employee, agent, or representative of PWCSA except as expressly authorized by the Service Authority’s Procurement Officer. The Service Authority may REJECT your Proposal Package for violation of this restriction.

B. Any negotiation, decision, or action initiated or executed by you as a result of any oral or written discussions with any Service Authority employee or agent, except as authorized by the Procurement Officer, is void and will not be binding upon the Service Authority. You shall only consider those communications that are in writing from the Service Authority’s Procurement Officer

5.9 Modification or Withdrawal of Proposal Package

A. You may modify your Proposal Package, provided the modification is received in the Procurement Department prior to the closing date and time.

B. You must submit any modification in a sealed package. Modifications may not be submitted via facsimile (fax) or e-mail.

C. You may withdraw your Proposal Package at any time prior to the closing date and time. You will be required to produce sufficient identification that satisfies the Service Authority prior to withdrawal or modification of your Proposal Package.

5.10 No Obligation to Make Selection

A. The Service Authority intends to select one (1) Software package. The Service Authority is not obligated to make any selection or award as a result of this RFP.

B. The Service Authority has the sole discretion and reserves the right to cancel this RFP, and to reject any and all Proposal Packages, to waive any and all informalities and/or minor irregularities, or to re-advertise with either the identical or revised scope of work, if it is judged to be in the Service Authority’s best interests to do so.

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5.11 Minimum Offeror Requirements

A. To be considered for selection, an Offeror shall meet or exceed each of the following minimum requirements. Failure to meet a requirement will result in a negative evaluation rating. Qualification Requirements for the contract shall include the following:

1. A uniform software solution that will allow a Division to communicate with and transfer work or tasks within a workflow to other Departments, and provide a way to display that information through a web-based browser.

2. A GIS-centric software solution that provides a direct link to the Service Authority’s assets stored in GIS, where all work and costs can be tracked against the physical asset.

3. A software solution that would provide field crews access to work orders and inspections through Microsoft based mobile devices, including the Surface Pro 3. Apple based mobile devices will also be considered.

4. A software solution that has warehouse capabilities, allowing the Service Authority to track inventory, integrate with JD Edwards as the system of record for inventory, and the ability to reserve or assign materials for work.

5. A software solution that has the capability to manage the Land Development process outlined in Appendix A.

6. A software solution that provides standardization and ease of use in the form of customizable drop-down pick lists and forms to improve the quality of data entry.

7. A scalable software solution, with API’s, that will allow for integration with other third-party software solutions, including CCTV, JD Edwards, Cayenta, and ADP.

B. To be considered for selection, the Service Authority must determine in addition to the above requirements that an Offeror is “Responsible.” The Procurement Officer and/or the Selection Committee will determine responsibility based upon the following factors:

1. Experience: determined by examining internal and readily available public files, which indicate how the Offeror performed in the past.

2. Integrity, Perseverance, and Reliability: determined by conducting an in-depth evaluation of the management of the Offeror’s organization, the organization’s philosophies, ethics standards and policies, reputation in the industry, and the organization’s quality control programs including any International Organization of Standards (ISO) certifications.

3. Capacity, Facilities, and Equipment: determined by information submitted by the Proposer and/or by plant or facility visits, if judged appropriate; and

4. Customer Service: determined by information submitted by the Offeror and/or by an evaluation of the Offeror’s references and current customers.

5. Financial Capacity: determined by an investigation of the Offeror’s financial statements, readily available public files, and/or credit reports as well as bonding capabilities.

6. Is the Offeror qualified and eligible to be selected under applicable laws and regulations?

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C. The Procurement Officer may request additional information, other than that already in the Proposal Package, or may request additional or clarifying information to determine the Offeror’s responsibility under this section. If the Offeror fails to supply the information requested within the time required, the Procurement Officer shall make the determination of responsibility or non-responsibility based solely upon available information. If the available information is insufficient to make a determination of responsibility, the Procurement Officer shall determine the Offeror to be non-responsible. If your organization is listed on the U.S. Excluded Parties List https://www.epls.gov/ at the time of the RFP closing date or is put on the Excluded Parties List at any time prior to selection, the Purchasing Manager shall immediately determine your organization as non-responsible.

5.12 Anticipated Selection Process

A. The RFP Point of Contact listed in Section 5.5D is responsible for the selection process and will be the sole point of contact for all Offerors.

B. Initial Review – Responsiveness: The Procurement Officer will review each Proposal to

determine its responsiveness, i.e., has the Offeror provided all of the materials required in Section 8 –Submittal Requirements. If the Procurement Officer determines a Proposal to be nonresponsive, that Proposal will not be evaluated or considered for award.

C. Initial Technical Evaluation Process:

1. The Procurement Officer will provide a copy of each responsive technical

Proposal to the Selection Committee members for their evaluations. 2. The Selection Committee members will evaluate each responsive Proposal in

accordance with the evaluation criteria. 3. In addition to the materials provided by the Offeror, the Selection Committee may

utilize site visits and/or may request and evaluate additional material, information, and/or references from other sources.

4. The Procurement Officer may request written clarifications from any Offeror to clarify any ambiguity and/or minor irregularity.

5. After the Selection Committee has evaluated all responsive Proposals, the Selection Committee chair will submit the team’s consensus evaluations to the Procurement Officer.

D. Price Proposal Evaluation:

1. Sometime after the closing date and time the Procurement Officer will open the

price Proposals for all responsive Offerors. Only the Procurement Officer, authorized Service Authority personnel, and Service Authority designees will see the price Proposals at that time.

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2. Price Reasonableness and Price Realism Reviews: a. The Procurement Officer will have all price Proposals analyzed for price

reasonableness (price too high) and price realism (price too low); b. The Procurement Officer may have additional confidential price

analysis(s) conducted on any price Proposal; c. If based upon the price analysis, the Procurement Officer determines that

the price proposed appears unreasonable or unrealistic the Procurement Officer will request that the Offeror submit documentation justifying the price. If the Procurement Officer continues to question the reasonableness or realism of the price proposed, the Procurement Officer may only award a percentage of the calculated price points to the Proposal.

3. The Procurement Officer will apply a scoring formula to determine the price points for each Proposal.

4. The Procurement Officer will notify, in writing, an Offeror at the earliest practicable time when its Proposal is no longer being considered for award.

E. Evaluation of Competitive Range Proposals:

1. The Procurement Officer may invite any Offeror in the competitive range to make an in-person (oral) presentation and/or proof of concept demonstration (using Service Authority data) to the Selection Committee. The Procurement Officer may require that specific individuals identified in the Proposal participate in the oral presentation and/or proof of concept demonstration (using Service Authority data).

2. The Procurement Officer may provide a list of individual, Proposal-specific questions to be discussed at the oral presentation and proof of concept demonstration (using Service Authority data) to the invited Offeror(s).

3. During and after the in-person presentation and proof of concept demonstration (using Service Authority data), the Selection Committee may ask questions and the Offeror’s team shall provide answers.

4. The Selection Committee will evaluate and weigh the oral presentation and proof of concept demonstration (using Service Authority data) and responses in accordance with the criteria for each Offeror that makes an oral presentation and proof of concept demonstration (using Service Authority data) to the Selection Committee.

5. After the oral presentation and proof of concept demonstration (using Service Authority data), the Selection Committee may request that the Procurement Officer require an Offeror to cure any noted technical deficiencies/discrepancies, provide additional information, and perform another oral presentation and/or proof of concept demonstration (using Service Authority data) to the Selection Committee. If the Offeror does not comply within 48 hours with the Procurement Officer’s requirements, the Procurement Officer will remove the Proposal from the competitive range and it will not be considered for award.

6. Based upon the total evaluated scores after the in-person presentation and proof of concept demonstration (using Service Authority data), the Procurement Officer will determine the final ranking of the Offerors.

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F. Negotiations: The Procurement Officer will invite the top ranked Offeror(s) for

negotiations. The Service Authority reserves the right to negotiate any and all elements, except legal requirements, of any Proposal received.

G. Best and Final Offers:

1. At any time prior to requesting for Best and Final Offers, the Procurement Officer

may request additional information, samples, or other evidence of the Offeror’s performance capabilities from any Offeror in the competitive range in order to better understand and evaluate the Offeror’s Proposal.

2. At any point during the evaluation process, the Procurement Officer may request a written Best and Final Offer from all Offerors that have a reasonable chance to be selected for award. This is the only time an Offeror will be provided with the opportunity to make revisions to its Proposal, including its price Proposal.

3. To be considered for award, a complete written and signed final offer must be received in the Procurement Department’s office by the time specified in the request for Best and Final Offers.

H. Contract Award: If the Service Authority awards a Contract, the Contract will be awarded

to the responsible Offeror whose offer is most advantageous to the Service Authority, based upon the evaluation process specified in the selection process results of the negotiations, and the final offer by the Offeror. Thus, while the points in the evaluation criteria indicate their relative importance, the total scores will not necessarily be determinative of the award. Rather, the total scores will guide the Service Authority in making an intelligent award decision based the Service Authority’s requirements and the best value Proposal (offer) received.

5.13 Evaluation Criteria

A. The Committee will base the initial and final evaluation on the following criteria:

Evaluation Criteria Maximum Points Contractor Profile 15 Functionality 35 Support 15 IT Infrastructure 15 Pricing 20 Maximum Evaluation Points 100

B. Contractor Profile (15 points)

1. State your company’s: official registered name, mailing address, main telephone number, toll-free numbers, facsimile numbers, and web address.

2. Has your company been involved in any re-organization, acquisition or merger within the past three years?

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3. Provide a brief company history, including year established and number of years your firm has been providing recruitment automation services as outlined in this RFP. Describe your experiences and key milestones.

4. Indicate any company name changes and reason(s). 5. What are your immediate and long-term goals as a company? Describe your

company’s five-year plan. 6. Provide a detailed organization chart by name, title, and location of the staff that

will be supporting the PWCSA. 7. Please describe your preferred approach to implementation of your software (i.e.

installed by a preferred partner, client/end user implementation, implementation by software vendor etc.). If a by a preferred partner, please list your preferred partners and any tier levels associated with the preferred partner program.

8. Describe any aspect of the products or services you outsource or plan to outsource, listing the partners involved and what aspect of the solution they provide.

9. How does your application support best CMMS practices? 10. What sets your product or service apart from your competition? 11. Provide the number of and a representative list of customers who currently use the

CMMS software proposed in your response to this RFP. 12. Provide three references (name, company, telephone) of clients comparable with

regard to locations of business operations, number of users, data volume. 13. List your company’s insurance coverage and general liability limits. 14. Identify the individual(s) with the authority to negotiate the contract and to bind

your organization to such a contract.

C. Functionality (35 points) 1. Describe how your solution streamlines communication and automates workflow. 2. Describe your solution’s ability to integrate with GIS, including attaching work to

related tables and SDE versioned environments. 3. Describe your solution’s ability to track labor and miscellaneous cost at the asset

level. 4. Describe your solution’s ability to maintain inventory among other warehouse

functionality. 5. Describe your solution’s budgeting and project management capabilities. 6. Describe your solution’s capability to manage the Land Development process

outlined in Appendix A. 7. Describe your solution’s ad hoc reporting mechanism. 8. Is the ad-hoc reporting mechanism included in the package price? 9. Describe how your system can provide predictive asset management analytics. 10. Describe how your system can be leveraged in desktop and mobile environments.

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11. In mobile environments with lost connectivity, does your system allow for local data storage and data syncing upon connection to the network.

12. Complete the attached list of Functional Specifications (Appendix A and B).

D. Support (15 points) 1. What support do you provide to users? 2. Describe your call center support, with specific reference to hours of operation

and levels of service. 3. Provide usage statistics for your tech support call center for the last four quarters. 4. What is your average turnaround time for a support call? 5. What reports are available regarding the types of issues received by your

Customer Support and how these issues were resolved? 6. Describe your company’s policy for addressing problems in the delivered product,

with specific reference to: how problems are reported, how problems are escalated, the expected time until resolution in relation to their severity.

7. What is your notification process to ensure that all customers are aware of any potential issues?

8. Are patches, upgrades and new version releases covered by maintenance fees? 9. What notification do you provide customers concerning upgrades? 10. How long is the system unavailable during an update? Is the upgrade process

transparent to the user? 11. Describe your company’s policy for initiating changes to the delivered

application, with specific reference to: the process for requesting a change to your system, the length of time it takes to respond to suggestions made by end users, the length of time it takes to implement suggestions made by end users.

12. What is the level of customization available to the client? 13. What factors affect the prioritization of requested changes? 14. How many change requests have been submitted from end users? Accepted?

Implemented? 15. How do you communicate with and solicit feedback from the user community? 16. Describe your ongoing process to measure client satisfaction. Describe how you

measure the results of your programs. Provide copies of any relevant surveys or benchmarking reports for review.

E. IT Infrastructure (15 points) 1. What is the primary method for accessing your software for end users (desktop

application, web application)? Are end users restricted from any functionality depending on their method of access?

2. What ArcGIS version is your software compatible with? Please list all versions and service packs.

3. What type of connectivity speed to the Web would be required to optimally support the application? What minimum standard is required?

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4. Discuss what browsers (and versions) are supported. Are any browser plug-ins required for use your software?

5. What are the hardware requirements of a PC using your application? 6. Do you have off the shelf reports?

7. Which third party reporting providers does your software integrate?

8. Do you support active directory with Windows 2008 for user logins?

9. Do you support Oracle 11? 12?

10. Are there any limitations to the versions of Oracle that you support?

11. Do you have any documentation on recommendations for going through a major release upgrade? Do you potentially have a sample project plan?

12. Do you allow other parties besides yourself and the customer to participate in or implement upgrades?

13. Can you describe the frequency of updates to your software for major release and patches?

14. How far back do you typically support older versions of your software?

15. Is your software compatible with Windows patches and service packs? What is your lag time for testing compatibility with Windows patches? Who is responsible for testing this compatibility?

16. Do you have any support or conversion tools to transfer existing legacy work order data into your system?

17. Have you had any clients migrate history from Hansen and MP2 into your system? Elaborate.

18. Can you provide specific hardware requirements for you server based products?

19. What are the scalability limits of the hardware based on number of users? 20. Do you support VMware virtualization with your proposed solution?

21. Can you provide a course catalog for training classes offered?

22. Do you have off the shelf security audit reports? If yes, can you provide an example?

23. Does your proposed solution include a mobile platform specifically developed for mobile users?

24. How do you integrate with other software applications i.e. API, SOAP, triggers, custom code?

F. Pricing, Terms, and Conditions (20 points)

1. Describe your pricing structure. For instance, is it per seat, per location, or customer / population based?

2. If option for ELA, please provide pricing structure for all needed software, including “add-ons” or modules.

3. Describe extraneous costs. For instance, are there “add-ons” that would be required to meet the functionality criteria provided in this RFP?

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4. Detail the costs to us for the CMMS services outlined in this RFP response, itemized by: one-time costs, per seat costs, ongoing costs, costs for outsourced services, training and documentation costs including ongoing training and documentation, maintenance and upgrades costs.

5.14 Minor Irregularities

The Service Authority reserves the right to waive minor irregularities in submitted Proposal Packages if such action is in the best interest of the Service Authority. A minor irregularity is defined as an issue that does not have an adverse effect on the Service Authority’s best interests, and will not affect the outcome of the selection process by giving any Offeror an advantage or benefit not enjoyed by other Offerors.

5.15 Incurred Expenses This RFP does not commit the Service Authority to select an Offeror nor will the Service Authority be responsible for any cost or expense which may be incurred by any Offeror in preparing and submitting a Proposal Package or any cost or expense incurred by any Offeror prior to the issuance by the Service Authority procurement services of a signed Contract.By submitting a Proposal Package, you, the Offeror, agree that the Service Authority bears no responsibility or obligation for any of your costs associated with the preparation of your Proposal Package, preparing and delivering presentations, and any administrative or judicial proceedings resulting from this RFP process. 5.16 Exceptions If you take exception to any requirements in this RFP, including contract terms in Section 6 - Standard Contract Provisions, you shall clearly identify the item(s) that exception is taken to, succinctly state the reason for the exception, and include these item(s) in your Proposal Package in Tab 8. Exceptions. 5.17 Pre-Contract Deliverables

A. Within ten (10) calendar days after the Service Authority provides written notification of selection, the Offeror shall furnish the below deliverables to the Procurement Officer.

1. Required Pre-Contract Deliverables: a. Insurance Certificate(s); b. Copies of Commonwealth required licenses and/or certifications c. Tax ID Form W9

B. If a selected Offeror fails to furnish the required deliverables within the required time

frame, the Service Authority may withdraw the selection from the Offeror and begin negotiations with the next ranked Offeror.

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5.18 Conflict of Interest Disclosure

A. This RFP is subject to the provisions of Code of Virginia: Title 2.2- Administration of Government; Chapter 31 - State and Local Government Conflict of Interests Act. No member of the Board of Directors, or any employee of the PWCSA, or the spouse or any other relative who reside in the same household as any of the foregoing, may be a Contractor or Subcontractor in connection with any bid, or have a personal interest therein.

B. Each Offeror shall complete and sign specified section of the RFP cover page.

C. Each proposed Subcontractor shall also complete the attached Subcontractor No Conflict of Interest form.

5.19 Contract Type The Service Authority will issue a contract to purchase a Computerized Maintenance Management System (CMMS) and technical support (software maintenance) to be provided by the Offeror (Contractor). 5.20 Term of Contract

A. The term of any contract issued from this RFP shall be in effect for the duration of the

initial warranty period, with the Service Authority’s option to purchase future technical support (software maintenance) subject to the term of the contract in accordance with subsections B and C.

B. Option Period: If at the initial Contract period, the Service Authority determines it will be to its advantage to extend the term of the contract the Servic Authority shall have the right to do so on or before the expiration of the contract.

C. Option to Extend the Term of the contract.

1. The Service Authority may extend the term of the contract by written notice to the before the expiration of the contract provided that the Service Authority shall give the Contractor a preliminary written notice of its intent to extend at least sixty (60) days before the contract expires. The preliminary notice does not commit the Service Authority to an extension.

2. The price(s) for the optional period shall be as specified in the contract.

5.21 Limited Confidentiality of Information The PWCSA is governed by the Virginia Freedom of Information Act. If you submit information that you consider exempt from public disclosure, you must identify with specificity which page(s)/paragraph(s) of your Proposal Package is (are) exempt from the Virginia Freedom of Information Act and identify the specific statutory exemption section that applies to each.

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A. All material submitted becomes the property of the Service Authority and may be

returned only at the Service Authority’s option.

5.22 Competency of Offeror

A. As part of its evaluation process, the Service Authority may make investigations to determine your abilities to perform under this RFP. Such investigations may include requests for information such as financial statements, bank, project or other references, information regarding other work under contract and the bonding of Subcontractors where applicable. The Service Authority reserves the right to REJECT your Proposal Package if you fail to satisfy the Service Authority that you are properly qualified to carry out the obligations under this RFP.

5.23 Protesting the Requirements or Selection Recommendation

A. Any potential Offeror may protest the requirements of this RFP by submitting a written protest not less than three (3) business days prior the closing date.

B. Any protest shall be in writing and submitted to the Purchasing Manager at the address listed in Section 5.5 D

C. The Service Authority will not consider a protest for any claim for reason that the selected Offeror is not a responsible party, nor shall any protest be considered for any matter which the Purchasing Manager determines could reasonably have been ascertained prior to the closing date of this RFP, unless such protest shall have been filed in writing not less than three (3) business days prior to such time.

D. Written Submission: 1. The protester shall present its protest in a concise and logical written format to

facilitate review. Failure to substantially comply with any of the requirements of this subsection may be grounds for dismissal of the protest.

2. The protest shall include at least the following information: a. Name, address, email address, and fax and telephone numbers of the

protester; b. Solicitation number; c. Detailed statement of the legal and factual grounds for the protest,

including a description of resulting harm to the protester; d. Copies of supporting documents, if any; e. Statement of relief requested; f. All information establishing that the protester is an interested party for the

purpose of filing a protest on an award decision; and g. All information establishing the timeliness of the protest.

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The Director of Management and Budget shall decide all protests within ten (10) days of receipt and shall issue a written finding. This decision shall be final unless the protester institutes legal action in accordance with §2.2-4364 of the Code of Virginia.

SECTION 6. STANDARD CONTRACT PROVISIONS

6.1 Contract Definition: The term “Contractor” means a Proposer that has been awarded a contract as a result of this Request for Proposals (RFP).

6.2 Proposal Is a Binding Offer

A. The proposal (the offer) that you, the Proposer, make to the Service Authority will be considered a binding offer for not less than 90 calendar days from the opening date. The Service Authority may request an extension on the time to award a contract, and, you have the right to accept or decline such a request. The Service Authority will consider your signed proposal an offer, and, such offer shall be deemed to be accepted only if all of all the RFP requirements..

B. Any contract resulting from this RFP may be amended only in writing signed by the Proposer and the Service Authority's authorized designee with the same degree of formality evidenced in the contract resulting from this RFP.

C. If there is any question about the authenticity of a purchase order, contract, or change order promptly contact the Service Authority's Procurement Department at 703.335.8925 or e-mail to purchasinggroupemail@pwcsa.org.

6.3 Independent Contractor

A. You, as the Offeror, agree that you shall be acting as an Independent Contractor and will not be considered or deemed to be an agent, employee, joint venture, or partner of the Service Authority. You will have no authority to contract for or bind the Service Authority in any manner and shall not represent yourself as an agent of the Service Authority or as otherwise authorized to act for or on behalf of the Service Authority.

B. You warrant that you have not employed or retained any company or person, other than a bona fide employee working solely for you to solicit or secure a contract / agreement with the Service Authority and that you have not paid or agreed to pay any person, company, corporation, individual, or firm other than a bona fide employee working solely for you any fee, commission, percentage, gift, or other consideration contingent upon on resulting from the award or making of your Proposal Package /offer.

C. Immigration Reform and Control Act of 1986. By submitting a Proposal Package you, the Offeror, certify to the PWCSA that you do not and will not during the performance of the contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

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D. Employment Discrimination. During the performance of the contract, you agree to the following:

1. The Contractor shall not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, handicap, or national origin except when such condition is a bona fide occupational qualification reasonably necessary for the normal operations of the Contractor. The Contractor agrees to post in conspicuous places, visible to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. The Contractor, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, shall state that such Contractor is an Equal Opportunity Employer.

3. Notices, advertisements, and solicitations placed in accordance with federal law, rule, or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

4. The Contractor shall include the provisions of the foregoing subsections D.1, D.2, and D.3 above in every subcontract or purchase order so that the provisions will be binding upon each Subcontractor.

6.4 No Assignment of Contract

A. The Contractor shall not assign, transfer, convey, sublet, or otherwise dispose of any

award or of any of its rights, title, or interests therein, without the prior written consent of Service Authority's Purchasing Manager. All assignments of rights are prohibited whether they are voluntary or involuntary, by merger, consolidation, dissolution, operation of law, or any other manner. For purposes of this Section:

(i) a “change of control” is deemed an assignment of rights; and (ii) “merger” refers to any merger in which a party participates, regardless of

whether it is the surviving or disappearing corporation.

B. No Delegations. No party may delegate any performance under the contract agreement.

C. Consequences of Purported Assignment or Delegation. Any purported assignment of rights or delegation of performance in violation of this section will be void.

6.5 Governing Law and Choice of Forum

A. Any ensuing contract shall be binding upon the assigns and successors of each party. Except to the extent Federal law is applicable, the interpretation, effect, and validity of any agreement resulting from this RFP shall be governed by the laws of the Commonwealth of Virginia.

B. Any party who wishes to bring against the other party a civil action or proceeding arising out of the contract or the relationship of the parties may bring such action or proceeding only in a Commonwealth or Federal court having jurisdiction in Prince William County, Virginia, USA.

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C. For this purpose, each party consents to personal jurisdiction in such Commonwealth or

Federal court and waives any right to dismiss or transfer such action or proceeding because of the inconvenience of the forum.

D. Nothing in this section shall prevent enforcement in another forum of any judgment

obtained in a court identified in subsection B above.

E. In the event that a suit is brought for the enforcement of any term of the contract, or any right arising there from, each party knowingly, voluntarily, and intentionally waives its right to a trial by jury in any litigation arising out of or relating to this agreement and the transactions it contemplates. This waiver applies to any litigation, whether sounding in contract, tort or otherwise. Each party acknowledges that it has received the advice of competent counsel.

F. In the event of legal action brought by either party for breach of the contract, the

prevailing party shall be entitled to reimbursement of all costs, expenses and legal fees incurred in obtaining a remedy to said breach.

6.6 Licenses and Certificates

A. The Service Authority reserves the right to require documentation that each Offeror is an established business and is abiding by the Ordinances, Regulation, and Laws of their community and the Commonwealth of Virginia.

B. If you are required by any regulatory agency to maintain professional license or certification to provide any product and/or service solicited under this RFP, the Service Authority reserves the right to require you to provide documentation of your current license and/or certification before considering your Proposal Package and/or before awarding a contract.

C. If you fail to keep your required licenses and/or certifications current and in force for the term of the contract and any extension, the Service Authority will deem you to be in breach of contract and will take all appropriate actions.

6.7 Source Code Escrow

A. At such time as the contractor has received payment in full of all amounts provided for in this contract, less any retainage, the contractor shall place in escrow with the [Authority a copy of the source code of the [software name], which shall include to the extent it exists, a listing thereof and all relevant commentary, including explanation, flow charts, algorithms and subroutine descriptions, memory and overlay maps, instructions to compile the source code, all revisions to and enhancements, if any, made by the contractor to the Authority's [software] (collectively the "Source Code Material"), pursuant to the terms set forth herein. The Authority, as escrow agent, will establish a receptacle, under the control of the Authority, in its official capacity, in which the Source Code Materials will be placed and sealed. Within 30 calendar days of receipt of the

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Source Code Materials, the Authority may conduct tests of the Source Code Materials, under the contractor's supervision, to confirm the condition of same and that such materials are accurate, complete and sufficient, after which the Source Code Materials will be placed in a container and sealed and deposited with the Authority in its official capacity. The contractor shall have the right to inspect the container at any time to ensure that it remains sealed. Any direct cost associated with the testing of the Source Code Materials shall be borne by the Authority. In the event of an Escrow Default, as defined below, the contractor agrees that the Authority is authorized to access and use, as the Authority deems necessary, the Source Code Materials solely to support the [software]. If the Authority utilizes resources other than the contractor to modify the Source Code Materials, except as otherwise provided herein, the contractor may elect to discontinue all warranties and maintenance obligations pertaining thereto. For purposes of this Section, an "Escrow Default" shall mean the occurrence of any of the following:

1. The contractor has availed itself of, or been subjected to by any third party, a proceeding in bankruptcy in which the contractor is the named debtor, an assignment by the contractor of all of its assets for the benefit of its creditors; the appointment of a receiver in bankruptcy for the contractor, or any other proceeding involving insolvency of the contractor or the protection of the contractor from creditors, and the same has not been discharged or terminated without any prejudice to the Authority's rights under this contract within 60 calendar days; or

2. The contractor has ceased its ongoing business operations. 3. The contractor has notified the Authority in writing that it has ceased its support

of the Authority's [software] for reasons other than breach of the Software Maintenance Agreement by the Authority.

B. Upon the occurrence of any Escrow Default, the Authority shall be deemed to have a perpetual license to use, maintain and update the Source Code Materials as required in order to utilize the Authority's [software] under the terms specified in this Contract. The Authority shall immediately notify the contractor in writing in the event that it uses the Source Code Materials as permitted under this Section.

C. If the contractor corrects or receives any corrections for defects in, or provides or obtains any revision to, the Authority's [software], the contractor shall simultaneously furnish the Authority, in its official capacity, and as escrow agent hereunder, with a corrected or revised copy of the Source Code Materials to be held in escrow pursuant to the terms of this Section.

D. In the event the Authority terminates this contract or the Software Maintenance Agreement between the Authority and the contractor for reasons other than a breach by the contractor, the escrow provided for herein shall terminate and the Authority shall immediately return the Source Code Materials to the contractor, in the sealed container.

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6.8 Offeror Must Be Authorized To Transact Business In The Commonwealth

A. In accordance with the Virginia Public Procurement Act § 2.2-4311.2 a Contractor organized as a stock or non-stock corporation, limited liability company, business trust, or limited partnership or registered as a registered limited liability partnership shall be authorized to transact business in the Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or Title 50 or as otherwise required by law.

B. An Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 shall include in its Proposal Package the identification number issued to it by the State Corporation Commission. Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law shall include in its Proposal Package a statement describing why the Offeror is not required to be so authorized.

C. Any Offeror described in subsection B that fails to provide the required information shall not be selected unless a waiver of this requirement and the administrative policies and procedures established to implement this section is granted by the Service Authority.

D. Any business entity described in subsection A that enters into an agreement or contract with the PWCSA pursuant to the chapter shall not allow its existence to lapse or its certificate of authority or registration to transact business in the Commonwealth, if so required under Title 13.1 or Title 50, or to be revoked or cancelled at any time during the term of the contract.

E. The Service Authority may void any contract with a business entity if the business entity fails to remain in compliance with the provisions of this section.

6.9 Taxes The Service Authority is exempt from State sales tax. A Commonwealth of Virginia Sales and Use Tax Certificate of Exemption will be provided upon request. 6.10 Indemnification and Hold Harmless If selected as a result of this RFP and awarded a Contract, you, the Contractor, agree to protect, defend, indemnify and hold the Service Authority, its officers, employees and agents free and harmless from and against any and all losses, penalties, damages, settlements, costs, charges, professional fees or other expenses or liabilities of every kind and character arising out of or relating to any and all claims, liens, demands, obligations, actions, proceedings or causes of action of every kind and character in connection with or arising directly or indirectly out of the error, omission or negligent act of the Contractor. Without limiting the generality of the foregoing, any and all such claims, etc., relating to personal injury, infringement of any patent, trademark, copyright (or application for any thereof) or of any other tangible or intangible personal or property right, or actual or alleged violation of any applicable statute, ordinance, administrative order, rule or regulation, or decree of any court, shall be included in the indemnity

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hereunder. You further agree to investigate, handle, respond to, provide defense for and defend any such claims, etc., at your sole expense and agree to bear all other costs and expenses related thereto, even if such claim is groundless, false or fraudulent. 6.11 Disclaimer of Liability As a political subdivision of the Commonwealth of Virginia, the Service Authority cannot hold harmless or indemnify any Offeror, or Contractor for any liability whatsoever. 6.12 Nondiscrimination of Contractors/ContractorContractors The Service Authority will not discriminate against any Offeror in the solicitation or award of the contract because of race, religion, color, sex, national origin, age, disability, faith-based organizational status, or any other basis prohibited by state law relating to discrimination in employment or because the Offeror employs ex-offenders, unless the Service Authority has made a written determination that employing ex-offenders on the specific contract is not in its best interest. If the award of the contract is made to a faith-based organization and an individual who applies for or receives goods, services, or disbursements provided pursuant to the contract objects to the religious character of the faith-based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his/her objection, access to equivalent goods, services, or disbursements from an alternative provider. 6.13 Anti-Discrimination

A. By submitting a Proposal Package, the Offeror certifies to the PWCSA that if it is issued a contract from this solicitation, it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans with Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds, provided however, if the faith-based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).

B. In every contract over $10,000 the provisions in subsections C and D below apply.

C. During the performance of the contract, the Contractor agrees as follows:

1. The Contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability,

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or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2. The Contractor, in all solicitations or advertisements for employees placed by or

on behalf of the Contractor, will state that such Contractor is an equal opportunity employer.

D. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

E. The Contractor will include the provisions of subsection C above in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each Subcontractor or Contractor.

6.14 Ethics in Public Contracting

A. By submitting a Proposal Package, the Offeror certifies to the PWCSA that it has familiarized itself with Article 6 of Title 2.2 of the Virginia Public Procurement Act, Sections 2.2-4367 through 2.2-4377, VA Code Ann., and that all amounts received by it, pursuant to this Procurement, are proper and in accordance therewith.

B. By submitting a Proposal Package, the Offeror certifies to the PWCSA that its Proposal Package is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or Subcontractor in connection with its Proposal Package, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

6.15 Non-Discrimination Against “Faith Based” Organizations

A. The PWCSA does not discriminate against faith-based organizations.

B. It is the intent of the Virginia General Assembly, in accordance with the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P. L. 104-193, to authorize public bodies to enter into contracts with faith-based organizations for the purposes described in this section on the same basis as any other non- governmental source without impairing the religious character of such organization, and without diminishing the religious freedom of the beneficiaries of assistance provided under this section.

C. For the purposes of this section, “faith-based organization” means a religious organization that is or applies to be a Contractor to provide goods or services for the

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programs funded by the block grant provided pursuant to the Personal Responsibility and Work Opportunity Reconciliation Act of 1996, P. L. 104-193.

6.16 Drug-Free Workplace To Be Maintained By Contractor For Contracts Over $10,000.00 If awarded a contract from this RFP, the Contractor, during the performance of the contract agrees to:

A. Provide a drug-free workplace for its employees.

B. Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Contractor’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

C. State in all solicitations or advertisements for employees placed by or on behalf of the Contractor that the Contractor maintains a drug-free workplace.

D. Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000.00, so that the provisions will be binding upon each Subcontractor or Contractor.

E. For the purpose of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession, or use of any controlled substance or marijuana during the performance of the contract.

6.17 Termination for Default Each term and condition is material and any breach or default by the awarded Contractor in the performance of each such term and condition shall be considered a material breach or default of the entire contract for which the Service Authority shall have the right to terminate the contract immediately, without penalty or liability.

A. The Service Authority's Contract Administrator shall notify, in writing, the Contractor of software deficiencies or default in the performance of the Contractor's maintenance and support duties under the contract and the Contractor shall have fifteen (15) days to correct same or to request, in writing, a hearing. The Purchasing Manager shall hear and act upon same within thirty (30) days from receipt of said request and shall notify the Contractor of said action. The action by the Purchasing Manager shall be either to confirm, in whole or in part, the specified deficiencies or default, or to relieve the Contractor of responsibilities for said deficiencies or default, or find that there are no deficiencies or default, or such action as deemed necessary in the judgment of the Purchasing Manager. Failure of the Contractor to remedy said specified items of

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deficiency or default in the notice by either the Service Authority’s Contract Administrator or by the decision of the Purchasing Manager, whichever is applicable, within fifteen (15) days of receipt of such notice of such decisions, shall result in the termination of the contract, and the Service Authority shall be relieved of any and all responsibilities and liabilities under the terms and provisions of the contract. In such event, the Contractor shall have the right to seek a judicial review of such action within thirty (30) days of same. The Contractor shall not be found in default for events arising due to Force Majeure (see Section 6.17).

B. In addition, any of the following shall constitute a default for which the Service Authority

shall have the right to terminate the contract immediately, without penalty or liability: 1. Contractor failure to make prompt payment to Subcontractor or Suppliers

pursuant to the Contract requirements, including but not limited to any applicable provisions of the Virginia Public Procurement Act, Va. Code Ann. Section 2.2-4300 et seq.

2. The Contractor is dissolved, becomes insolvent, generally fails to pay or admits in writing its inability generally to pay its debts as they become due;

3. The Contractor makes a general assignment, arrangement or composition agreement with or for the benefit of its creditors or makes, or sends notice of any intended, bulk sale; the sale, assignment, transfer or delivery of all or substantially all of the assets of Contractor to a third party; or the cessation by Borrower as a going business concern;

4. The Contractor files a petition in bankruptcy or institutes any action under federal or state law for the relief of debtors or seeks or consents to the appointment of an administrator, receiver, custodian or similar official for the wind up of its business (or has such a petition or action filed against it and such petition action or appointment is not dismissed or stayed within 45 days);

5. The reorganization, merger, consolidation, liquidation, suspension of business operations or dissolution of the Contractor (or the making of any agreement therefor).

6.18 Termination for Non-Appropriation of Funds

If the Service Authority Board of Directors does not appropriate funds for any succeeding fiscal year subsequent to the one in which a contract is entered into, then the Service Authority may terminate the contract upon thirty (30) days prior written notice to the Contractor. The Service Authority shall be responsible only for payments due through the date of termination. 6.19 Termination for Convenience of the Service Authority

A. The Contractor and the Service Authority agree that the Service Authority has the sole right to terminate any contract, or any work or delivery required thereunder, from time to time either in whole or in part, whenever the General Manager of the Service Authority shall determine that such termination is in the best interests of the Service Authority.

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B. Termination, in whole or in part, shall be effected by delivery of a Notice of Termination

signed by the Service Authority General Manager or designee, mailed or delivered to the Contractor, and specifically setting forth the effective date and conditions of the termination.

C. Upon receipt of such notice, the Contractor shall:

1. Cease any further software deliveries andall maintenance support services due under

the contract, on the date, and to the extent, which shall be specified in the notice; and

2. Place no further orders with any Subcontractor except as may be necessary to perform that portion of the contract not subject to the Notice of Termination; and

3. Terminate all subcontracts except those made with respect to contract performance not subject to the notice; and

4. Settle all outstanding liabilities and claims which may arise out of such termination, with the ratification of the Service Authority’s Purchasing Manager; and

5. Use all reasonable efforts to mitigate any damages which may be sustained by it as a consequence of termination under this clause.

D. After complying with the foregoing provisions, the Contractor shall submit a termination

claim within six (6) months after the effective date of its termination, unless an extension is granted by the Service Authority’s Purchasing Manager.

E. The Service Authority’s Purchasing Manager, with the approval of the Service Authority’s signatory to the contract, shall pay all reasonable costs of termination, including a reasonable amount for profit on supplies or services delivered or completed. In no event shall this amount be greater than the original contract price, reduced by any payments made prior to Notice of Termination and further reduced by the price of the supplies not delivered, or the services not provided. The contract shall be amended accordingly, and the Contractor shall be paid the agreed amount.

F. In the event that the parties cannot agree on the whole amount to be paid to the Contractor by reason of termination under this clause, the Service Authority’s Purchasing Manager shall pay to the Contractor the amounts determined as follows, without duplicating any amounts which may have already been paid under the preceding paragraph of this clause.

G. For all contract performance prior to the effective date of Notice of Termination, the total

of: 1. Cost of work performed or goods delivered and accepted by the Service

Authority. 2. The cost of settling and paying any reasonable claims as provided in subparagraph

(E) above.

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3. A sum as profit on the cost of work performed or goods delivered determined by

the Service Authority’s Purchasing Manager to be fair and reasonable. 4. The total sum to be paid shall not exceed the total contract price, as reduced by

the amount of payments otherwise made, and as further reduced by the contract price of work or supplies not provided.

H. In the event that the Contractor is not satisfied with any payments which the Service

Authority’s Purchasing Manager shall determine to be due under this clause, the Contractor may appeal any claim to the Board of Directors of the Service Authority in accordance with the Dispute / Claim clause of the contract.

I. The Contractor shall include similar provisions in any subcontract, and shall specifically

include a requirement that Subcontractor(s) make all reasonable efforts to mitigate damages which may be suffered. Failure to include such provisions shall bar the Contractor from any recovery from the Service Authority whatsoever of loss or damage sustained by a Subcontractor(s) as a consequence of termination for convenience.

6.20 Termination by Mutual Consent During performance of the contract, if the Service Authority and the Contractor mutually agree that it would be in the best interests of both parties to agree to terminate the contract, then fair and reasonable considerations shall be negotiated and the contract deemed completed. 6.21 Force Majeure

A. The Service Authority and the Contractor will exercise every reasonable effort to meet

their respective obligations of this agreement; however, neither party shall be considered to be in default of this agreement if delays in or failure of performance shall be due to uncontrollable forces, the effect of which, by the exercise of reasonable diligence, the non-performing party could not avoid. The term “uncontrollable forces” shall mean any event which results in the prevention or delay of performance by a party of its obligations under this agreement and which is beyond the reasonable control of the non-performing party. It includes, but is not limited to fire, flood, earthquakes, storms lightning, epidemic, war, riot, civil disturbance, sabotage, terrorism and governmental actions.

B. Neither party shall, however, be excused from performance if non-performance is due to forces that are preventable, removable, or remediable nor which the non-performing party could have, with the exercise of reasonable diligence, prevented, removed, or remedied with reasonable dispatch. The non-performing party shall, within a reasonable time of being prevented or delayed from performance by an uncontrollable force, give written notice to the other party describing the circumstances and uncontrollable forces preventing continued performance of the obligations of this agreement.

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6.22 Prime Contractor

A. If the Proposal Package includes product, equipment, services, software or supplies marketed by other suppliers, the Contractor shall act as the prime Contractor for all such items and services and shall assume full responsibility for the procurement and maintenance of such items or services. The Contractor shall be considered the sole point of contact with regard to all stipulations, including payment of all charges and meeting all requirements of this RFP.

B. The Contractor shall include the full name, address, and telephone number of every company bearing an interest in the proposed equipment or services. All Subcontractors will be subject to review by the Service Authority in regards to competency and security concerns. After the issuance of the contract no change in Subcontractors will be made without the prior written consent of the Purchasing Manager, or designee.

C. The Contractor shall be responsible for all insurance, permits, licenses, etc., for any and all Subcontractors. Even if the Subcontractor is self-insured, the Service Authority will require the Contractor to provide the insurance certificates.

6.23 Payments to Subcontractors

A. In the event that the Contractor utilizes a Subcontractor for any portion of the work under the contract, the Contractor shall take one (1) of the two (2) following actions within seven (7) days after receipt of amounts paid to the Contractor by the Service Authority for work performed by a Subcontractor under the Contractor:

1. Pay a Subcontractor for the proportionate share of the total payment received from the Service Authority attributable to the work performed by that Subcontractor under the Contractor; or

2. Notify the Service Authority and any Subcontractors, in writing, of its intention to withhold all or a part of the Subcontractor’s payment with the reason for nonpayment.

B. The Contractor shall pay interest to a Subcontractor on all monies owed by the Contractor

that remain unpaid after seven (7) days following receipt by the Contractor of payment from the Service Authority for work performed by a Subcontractor under the contract, except for amounts withheld under subsection A.2 of this section. The Contractor’s obligation to pay an interest charge to a Subcontractor pursuant to the provisions of this section will not be construed to be an obligation by the Service Authority. A contract modification will not be made for the purpose of providing reimbursement for any such interest charge. A cost reimbursement claim will not include any amount for reimbursement for such interest charge.

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C. Unless otherwise provided under the terms of the contract, interest shall accrue at the rate of 1% per month. The Contractor shall include in each of its subcontracts a provision requiring each Subcontractor to otherwise be subject to the same payment and interest requirements set forth in this section with respect to each lower-tier Subcontractor.

6.24 Acceptance of Software

A. The software(s) delivered as a result of an award from this RFP shall remain the property of the Proposer until a physical inspection and actual usage of the software and/or service(s) is (are) accepted by the Service Authority and shall be in compliance with the terms herein, fully in accord with the specifications and of the highest quality.

B. Any software procured as a result of this RFP may be tested for compliance with

specifications. In the event that the software defective or does not conform to the specifications, the Service Authority reserves the right to terminate the contract and return product to the seller at the seller’s expense. The Service Authority will not be responsible to pay for any software that does not conform to the contract specifications.

C. Any software not delivered by the date specified in the contract, may be procured by the Service Authority on the open market, and any increase in cost may be charged against the awarded Contractor. Any cost incurred by the Service Authority in any re-procurement plus any increased cost shall be withheld from any monies owed to the Contractor by the Service Authority for any contract or financial obligation.

6.25 Payment Terms

A. The Service Authority will remit full payment on all undisputed invoices in accordance

with the terms of the Contract.

B. The Service Authority will pay interest, in accordance with Chapter 43 - Virginia Public Procurement Act on all undisputed invoices not paid within thirty (30) days after acceptance of the service(s), AND a properly completed invoice, whichever is later.

6.26 Material and Workmanship:

A. You, as the Contractor, are solely responsible for the professional quality, technical accuracy, timely completion and coordination of the software under any contract issued as a result of this RFP. You shall, without additional considerations, correct or revise any errors, omissions or other deficiencies in your services and/or products.

B. All equipment, material, and articles that you may incorporate into the performance of

the contractual requirements shall be new and of the most suitable grade for the purpose intended.

C. You shall be responsible for all materials delivered and work performed until completion

and acceptance of the entire work, except for any completed unit of work which may have been accepted by the Authority.

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6.27 Invoice Documentation Requirements and Status Report

A. Invoices (or Applications for Payment) must contain sufficient information for the Service Authority to verify that the work was performed in accordance with the contract. The Service Authority requires that the following information be included in the invoice (or must be in the form of a report which must accompany the invoice) and contain the following information:

1. Name of Contract, Contract Number; 2. Dates software was provided; 3. Summary of deliverables including, 4. Proper documentation to support payment of non-schedule work/items not

included in the contract to include payroll records (if applicable), and invoices for all materials, supplies, and services, purchased or leased, in performance of the work.

The resulting invoice(s), shall clearly state the line item number, description, quantity, and rate/unit price in accordance with the contract.

All invoices will be paid within the time specified by the Contract unless any items thereon are questioned, in which event payment will be withheld for those items pending verification of the amount and the validity of the claim.

Invoices shall be forwarded to: Prince William County Service Authority

Attn: Accounts Payable P O. Box 2266 Woodbridge, Virginia 22195

or (Physical Delivery) Prince William County Service Authority

Attn: Accounts Payable 4 County Complex Court Woodbridge, Virginia 22195

6.28 Modifications or Changes to the Contract

A. The Authority may at any time by written change order signed by the Authority’s Purchasing Manager make changes within the general scope of any ensuing contract(s) on any one or more of the following:

1. The description of the product to be performed. 2. Time of performance/delivery (i.e., hours of the day, days of the week, dates,

etc.). 3. Available hardware platform (system) 4. Place of performance of services. 5. Specification of supplies/services to be furnished by the Contractor.

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B. If any such change causes an increase or decrease in the cost of performance of any part of the work under the contract, whether or not changed by the order, or otherwise affects any other terms and conditions of the contract, the Authority’s Purchasing Manager shall make an equitable adjustment in the rates and charges of the Contractor and other affected terms and shall modify the contract accordingly. The Authority and Contractor agree to enter into good faith negotiations regarding modifications to the contract. When such modifications or changes are made to the contract, the Authority and the Contractor shall negotiate in good faith, a reasonable and appropriate compensation for any additional services or other obligations required of the Contractor directly and demonstrably due to any modification in the contract under this Section. Failure to agree to any adjustment shall be a dispute under Disputes/ Claims. However, nothing in this clause shall excuse the Contractor from proceeding with the contract as changed.

C. The Contractor must assert its right to an adjustment under this clause within 30 calendar

days from the date of receipt of the written order.

D. If the Contractor considers that the conduct, statement or direction of any Authority employee or agent constitutes a change hereunder or during the performance of the contract, the Contractor shall promptly notify the Authority’s Purchasing Manager and take no action on the perceived change pending written approval of the Authority’s Purchasing Manager. Only the Authority’s Purchasing Manager has authority to approve a change to the contract. Any change made by Contractor without such written approval shall be deemed voluntary by Contractor and not compensable in the cost of or time required for performance.

E. The Contractor, for each change or series of related changes, shall maintain separate accounts, by job order or other suitable accounting procedure, of all incurred, direct costs (less allocable credits) of work, both changed and not changed, allocable to the change. The Contractor shall maintain such accounts until the parties agree to an equitable adjustment for the changes ordered by the Authority’s Purchasing Manager or the matter is conclusively disposed of in accordance with Disputes/ Claims.

6.29 Modifications to the Contract Due to Public Welfare, Change in Law or Ordinances

A. The Service Authority shall have the power to make changes in to any ensuing contract(s) as the result of changes in laws or Ordinances of the Commonwealth of Virginia and/or Prince William County to impose new rules and regulations on the Contractor under the contract relative to the scope and methods of providing services as shall from time-to-time be necessary and desirable for the public welfare.

B. The Service Authority shall give the Contractor notice of any proposed change and an opportunity to be heard concerning those matters. The scope and method of providing services as referenced herein shall also be liberally construed to include, but is not limited

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to the manner, procedures, operations and obligations, financial or otherwise, of the Contractor.

C. In the event any future change in Federal, Commonwealth of Virginia or Prince William County law or the Ordinances that materially alters the obligations of the Contractor, or the benefits to the Service Authority, then the contract shall be amended consistent therewith.

D. Should those amendments materially alter the obligations of the Contractor, then the Contractor or the Authority shall be entitled to an adjustment in the rates and charges established under this contract. Nothing contained in the contract shall require any party to perform any act or function contrary to law. The Authority and the Contractor agree to enter into good faith negotiations regarding modifications to the contract which may be required in order to implement changes in the interest of the public welfare or due to change in law. When such modifications are made to the contract, the Authority and the Contractor shall negotiate in good faith, a reasonable and appropriate compensation for any additional services or other obligations.

6.30 Intellectual Property Indemnity

A. The Contractor warrants that products and/or services sold to the Service Authority by the Contractor and the use thereof do not infringe or violate any patent, copyright, trademark, mask work, trade secret, or any intellectual property of a third party. The Contractor shall indemnify, defend, settle on behalf of, and hold harmless Service Authority from and against any and all demands, claims, proceedings, actions, losses, damages, liabilities, costs, and expenses (including reasonable attorneys’ fees, other expenses for investigation, handling, and litigation, and settlement or judgment amount) asserted against or incurred by the Service Authority, by reason of, resulting from, or arising in connection with any breach of this section.

B. The Service Authority shall promptly notify the Contractor of any claim regarding indemnification and give information and assistance reasonably requested by the Contractor and the Contractor is given sole authority to defend or settle such claim. If a court or a settlement enjoins the use of such products and/or services, the Contractor shall, at its own expense and at the Service Authority’s option, obtain for the Service Authority either the right to continue using such products and/or services, replace same with a non-infringing product and/or service, modify same so it becomes non-infringing, or refund the value of such products and/or services and accept return for same.

C. The Contractor shall have no liability to the Service Authority with respect to any infringement of patent, copyright, trademark, or other intellectual property rights, resulting from the Contractor’s compliance with the Service Authority’s proprietary design, specification, or instructions, from the Service Authority’s modification of such product without disclosure to the Contractor, or the Service Authority’s use of such product with any product and/or service not supplied by the Contractor (except as specified by the Contractor).

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6.31 Waiver of Claims Once final payment has been requested and made, you, the Contractor, only have thirty (30) calendar days to present or file any claims against the Service Authority concerning the contract. After that period, the Service Authority will consider that you have waived any right to claims against the Service Authority concerning the contract. 6.32 Disputes and Claims

A. For the purposes of this RFP, the term “dispute” means a disagreement between the Contractor and the Service Authority over the mean or interpretation of one (1) or more sections of the contract. The term “claim” means a demand by the Contractor against the Service Authority for financial consideration generally arising from a dispute.

B. In accordance with Virginia Code Section 2.2-4363, this provision shall be followed for consideration and handling of all claims by the Contractor under the resulting contract. Section 2.2-4365 is not applicable to the resulting contract, and under no circumstances is this Section to be construed as an administrative appeals procedure governed by Virginia Code Section 2.2-4365.

C. The Contractor must submit to the Service Authority a notice of the intent to submit a claim setting forth the basis for any claim in writing within ten (10) days after the occurrence of the event giving rise to the claim, or within ten (10) days of discovering the condition giving rise to the claim, whichever is later. In no event, shall any claim arising out of the resulting contract be filed after the submission of the request for final payment by the Contractor.

D. The Contractor shall present its claim in a concise and logical written format to facilitate review. Failure to substantially comply with any of the requirements of this subsection may be grounds for dismissal of the claim.

E. The written claim document shall include at least the following information: 1. Name, address, email address, and fax and telephone numbers of the Contractor;

and 2. Contract number and description; and 3. Detailed statement of the legal and factual grounds for the claim, including a

description of resulting harm to the Contractor; and 4. Copies of supporting documents, if any; and 5. Statement of relief requested; and 6. Documentation establishing the timeliness of the claim.

F. The Contractor shall initially submit its written claim to the Service Authority’s Project

Manager. The Service Authority’s Project Manager shall render his/her written decision within forty five (45) days from the receipt of the claim from the Contractor.

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G. If the Contractor is dissatisfied with the Service Authority’s Project Manager’s decision, the Contractor may then appeal the decision in writing to the Service Authority’s Purchasing Manager within thirty (30) days of the date of decision. The Service Authority’s Purchasing Manager shall render his/her written decision within forty five (45) days from the receipt of the Contractor’s written appeal. The decision of the Purchasing Manager is final unless the Contractor submits a written appeal to the Service Authority General Manager within thirty (30) days of the Purchasing Manager’s decision.

H. If the Contractor is dissatisfied with the Purchasing Manager’s decision, the Contractor may then appeal the decision in writing through the Purchasing Manager within thirty (30) days of the date of decision to the Service Authority General Manager. The Service Authority General Manager shall render his/her written decision on the claim within forty five (45) days, and the decision shall be final and binding on behalf of the Service Authority, unless the Contractor submits a written request for a formal redetermination by the Service Authority Board of Directors (Board).

I. The Contractor shall submit its claim, along with a formal request for determination by the Board, to the Purchasing Manager within thirty (30) days of the General Manager’s decision. The Board will consider the claim and render a decision within forty five (45) days of the date on which the Board hears the claim in open meeting. The Board’s procedure in considering claims is the same as that for other decisions of the Board on claims made under the Virginia Code Section 15.2-1245 et. seq. The decision of the Board shall be final.

J. Should any decision-maker designated under this procedure fail to render a decision within the time period specified, then the claim is deemed to have been denied by the decision maker. Pending a final determination of a claim, the Contractor shall proceed diligently with the performance of the work under the contract.

K. In accordance with the provisions of Virginia Code Section 2.2-4363, full compliance with this procedure set forth in the provision shall be a precondition to the filing of any lawsuit by the Contractor against the Board of Directors of the Service Authority arising out of the contract.

6.33 Occupational Safety and Health (OSHA) Requirements Not Used

6.34 Records and Right to Audit

The Contractor shall maintain such financial records and other records as may be prescribed by the Service Authority or by applicable federal and state laws, rules, and regulations. The Contractor shall retain these records for a period of three (3) years after final payment, or until they are audited by the Service Authority, whichever event occurs first. These records shall be made available during the term of the contract and the subsequent three-year period for examination, transcription, and audit by the Service Authority, its designees, or other authorized entities.

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6.35 No Contingent Fee: Not Used

6.36 Strikes or Lockouts The Service Authority will not compensate the Contractor for any expense or delay caused to the Contractor by a strike, slowdown, lockout, or other concerted employee work interrupting activity by employees of the Contractor or Subcontractor except adjustment of the contract time where warranted, which shall be solely at the Service Authority’s discretion.

6.37 Ownership of Documents/Deliverables

A. All contracts and subcontracts for the preparation of reports, studies, plans, drawings,

specifications, or other data entered into by the Contractor for a project shall provide that all such documents, in electronic form, facsimile or hard-copy and the respective rights obtained by virtue of such subcontracts shall be considered Work Product and become the property of the Service Authority.

B. All finished or unfinished documents, including, but not limited to, detailed reports, studies, calculations, plans, drawings, surveys, maps, models, photographs, specifications, and all other data pertaining to or prepared for the Service Authority or furnished by the Contractor pursuant to this Agreement or any Work shall be and shall remain at all times, throughout the life of the Contract and thereafter, the property of the Service Authority, whether the project for which they are made is completed or not, and shall be delivered by the Contractor to Service Authority within ten (10) calendar days after receipt of written notice requesting delivery of said documents.

C. The Contractor shall have the right to keep one (1) record set of the documents upon

completion of the Work; however, in no event shall the Contractor use or permit to be used, any of the documents without the Service Authority’s written authorization.

D. Any reuse of such documents by the Service Authority without the written verification or adaptation by the Contractor for the specific purpose intended will be at the Service Authority’s sole risk.

E. At the conclusion of its Work and before final payment, or from time to time as may be

required by the Service Authority, the Contractor shall release and deliver to the Service Authority any and all such originals, provided, however, that the Contractor may, with the Service Authority’s approval, reproduce such originals for the purpose of the Contractor’s record file of the Work. The Contractor shall not sell, copy, or reuse any drawings in total or in part for any other project, except with the prior written permission of the Service Authority.

F. Except as otherwise agreed and documented with respect to the Service Authority’s Materials and Work Product or Works Made for Hire, Contractor shall retain all right, title and interest, including all Contractor Intellectual Property Rights, in and to the Contractor Material.

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G. Any of the Contractor’s Intellectual Property incorporated into or delivered to the Service Authority as Work Product or Works Made for Hire shall be licensed to the Service Authority without additional cost for reasonable use in the course of its business.

6.38 Authorized Workforce Documentation (E-Verify)

Within five (5) days from notice of contract award, you, the selected Offeror, may be required to submit to the Procurement Officer documentation that each employee, worker, and all Subcontractors or employees and workers are authorized to work within the United States. This documentation must include appropriate eligibility information from the U. S. Citizenship and Immigration Services E-Verify website.

SECTION 7. INSURANCE

A. Each Offeror shall include in its Proposal Package proof of insurance capabilities, including but not limited to, the following requirements: (Coverage must be purchased and in place prior to a purchase order or contract being executed by the Service Authority.)

B. The Contractor shall maintain insurance in the amounts and forms set forth below and shall provide a Certificate of Insurance to the Service Authority.

C. The Contractor shall comply with the insurance requirements set forth in the following numbered paragraphs, plus the coverage and limits indicated in the solicitation. Technical Proposal Packages must note any desired exceptions to the insurance coverage which may include the submission of proposed alternatives.

D. The Contractor shall be responsible for its work and every part thereof, and for all materials, equipment, and property of any and all description used in connection therewith. The Contractor assumes all risks of direct and indirect damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work.

E. The Contractor shall, during the continuance of all work under the contract provide and

agree to maintain the following: 1. Worker’s Compensation and employer’s liability insurance under the

Commonwealth of Virginia statutory requirements, to protect the Contractor from any liability or damages for any injuries (including death and disability) to any and all of its employees, volunteers, or Subcontractors, including any and all liability or damage which may arise by virtue of any statute or law in force within the Commonwealth of Virginia, or which may be hereinafter enacted.

2. General liability insurance in the amount prescribed by the Service Authority, to protect the Contractor, its Subcontractors, and the interest of the Service Authority, against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under

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the contract or in connection with the contracted work. The general liability insurance shall also include the “Broad Form General Liability Endorsement”, in addition to coverages for explosion, collapse, and underground hazards, where required. Completed operations liability coverage shall continue in force for one (1) year after completion of work.

3. Automobile liability insurance, including property damage, covering all owned, non-owned, borrowed, leased, or rented vehicles operated by the Contractor. In addition, all mobile equipment used by the Contractor in connection with the contracted work, will be insured under either a standard automobile liability policy, or a commercial general liability policy.

F. Liability insurance may be arranged by general liability and automobile liability policies for the full limits required, or by a combination of underlying liability policies for lesser limits with the remaining limits provided by an excess or umbrella liability policy.

G. The Contractor shall provide insurance issued by companies admitted within the Commonwealth of Virginia, with the Best’s Key Rating of at least A-:VI.

H. The Contractor shall provide an original, signed certificate of insurance, evidencing such insurance and such endorsements as prescribed herein, and shall have it filed with the Purchasing Manager before any work is started.

I. The Contractor will secure and maintain all insurance policies of its Subcontractors which shall be made available to the Service Authority on demand.

J. The Contractor will provide on demand, certified copies of all insurance coverage on behalf of the contract within ten (10) days of demand by the Service Authority. These certified copies will be sent to the Service Authority from the Contractor’s insurance agent or representative.

K. No change, cancellation, or non-renewal shall be made in any insurance coverage without a thirty (30) day written notice to the Purchasing Manager. The Contractor shall furnish a new certificate prior to any change or cancellation date. The failure of the Contractor to deliver a new and valid certificate will result in suspension of all payments until the new certificate is furnished to the Purchasing Manager.

L. Insurance coverage required in these specifications shall be in force throughout the contract term. Should the Contractor fail to provide acceptable evidence of current insurance within five (5) days of written notice at time during the contract term, the Service Authority shall have the absolute right to terminate the contract without any further obligation to the Contractor, and the Contractor shall be liable to the Service Authority for the entire additional cost of procuring the incomplete portion of the contract at time of termination.

M. Compliance by the Contractor and all Subcontractors with the foregoing requirements as to carrying insurance shall not relieve the Contractor and all Subcontractors of their liabilities and obligations under this section or under any other section or provisions of the contract.

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N. Contractual and other liability insurance provided under the contract shall not contain a

supervision, inspection, or services exclusion that would preclude the Service Authority from supervising and/or inspecting the project as to the end result. The Contractor shall assume all on-the-job responsibilities as to the control of persons directly employed by it and of the Subcontractors and any person employed by the Subcontractors.

O. Nothing contained herein shall be construed as creating any contractual relationship between any Subcontractor and the Service Authority. The Contractor shall be as fully responsible to the Service Authority for the acts and omissions of the Subcontractors and of persons employed by them as it is for acts and omissions of persons directly employed by it.

P. Precaution shall be exercised at all times for the protection of persons (including employees) and property.

Q. The Contractor and all Subcontractors shall comply with the Occupational Safety and Health Act of 1970, Public Law 91-956, as it may apply to the contract.

R. If the Contractor does not meet the specifications of these insurance requirements, alternate insurance coverage, satisfactory to the Purchasing Manager, may be considered.

S. The Service Authority shall be named additional insured in the general liability policies and stated so on the certificate of insurance.

T. Coverages and Limits

Coverage Required Minimum Limits a. Workers’ Compensation and Employers’ Liability: Statutory Limits of the Commonwealth of VA: Admitted in Virginia Yes Employers’ Liability $500,000

All State Endorsement Statutory

b. General Liability Contractual Liability $1,000,000 Combined Single Limit Bodily Injury and

Property Damage Each Occurrence Personal Injury

c. Automobile Liability Owned, Hired & Non-Owned $1,000,000 Combined Single Limit Bodily Injury and

Property Damage Each Occurrence Personal Injury

Service Authority must be named as additional insured on General Liability Policies (This coverage is primary to all other coverage the Service Authority may possess.)

30 day cancellation notice required. Best’s Guide Rating A-:VI or Better, or Equiv. The Certificate must state contract No.[SA# 1015]

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SECTION 8. SUBMITTAL REQUIREMENTS

8.1 Submittal Requirements

Firms, organizations, or individuals (hereafter “Offerors”) interested in submitting a Proposal Package (offer) in response to this RFP should submit one (1) original, marked “ORIGINAL,” and four (4) copies, each marked "COPY of their Proposal Package for review and evaluation by the Service Authority. Failure to provide the required copies and information will be considered during the evaluation process. 8.2 Economy of Presentation

A. You, the Offeror, should prepare your Proposal Package simply and economically, providing a straightforward, concise description of your solution and capabilities to satisfy the conditions and requirements of this RFP. The Service Authority does not desire fancy bindings, colored displays, or promotional material unless it specifically enhances the Service Authority’s understanding of your offer. Your emphasis should be on completeness and clarity of content.

B. The Service Authority is not liable or responsible for any costs incurred by any Offeror in responding to this RFP including, without limitation, costs for presentations, proof of concept demonstrations (using Service Authority data), or interviews, if requested or required.

8.3 Proposal Package Guidelines

A. To facilitate analysis of its Proposal Package, you should prepare your Proposal Package

in accordance with the instructions outlined in this section. The Service Authority will consider your failure to follow these instructions during the evaluation process.

B. The Service Authority emphasizes that you should concentrate on accuracy, completeness, and clarity of content. Do not assume that you will have any opportunity to make a presentation or explain any item or detail.

C. Cross Referencing: To the greatest extent possible, you should compose each section on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other sections of the Proposal Package. Unless otherwise clearly noted in a section, the Selection Committee will assume that information requested for Proposal Package evaluation which is not found in its designated section has not been included in the Proposal Package.

D. Indexing: You should include a table of contents to delineate the topics and subsections

for each Tab with more than five (5) pages.

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E. Glossary of Definitions, Abbreviations and Acronyms:

1. You should include a glossary of all key words or phrases that if misinterpreted by the Service Authority would impact the success of this project.

2. You should identify and spell out any abbreviation or acronym used, with an explanation for each.

3. Glossaries do not count against the page limitations for their respective sections.

F. Page Size and Format:

1. A “page” is defined as all information that can be legibly printed within one piece of 8.5 x 11 inch piece of paper in accordance with the requirements 2-6 below:

2. Text should be single-spaced; left justified; and printed in a “portrait” layout; 3. The text size should be not less than 11 point or more than 14 point; 4. Margins should be one (1) inch on all four (4) sides; 5. Pages should be numbered sequentially by Tab and Section; and 6. Printed materials should be duplexed / double-sided printing on sustainable

materials as long as it does not prevent a reader from clearly understanding the Proposal Package.

G. You should submit legible tables, charts, graphs, figures, and pictures wherever practical

to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays should be uncomplicated, legible and should be printed on 8.5 x 11 inch paper.

H. Binding and Labeling:

1. You should submit the original paper Proposal Package in a three-ring loose leaf binder(s), with section tabs, which should permit the Proposal Package to lie flat when opened.

2. You should not staple pages together. 3. You should include a cover sheet in each binder, clearly marked with RFP SA

1015 and the Offeror's name. You should place the same identification on the spine of each binder.

I. Proposal Package:

1. You shall provide one (1) original and four (4) copies of the Proposal Package for this RFP in the required paper format described above with all the original signatures in a pen ink color other than black. Digital or electronic signatures are not acceptable.

2. You should submit one complete copy of the entire Proposal Package on CD. 3. You should include on the CD in addition to all of the required Proposal Package

submittal information, a text “INDEX” file that lists all files on the CD with the complete file name (filename plus extension) and a concise written description of what is included in the file. a. You should submit all text files in the PDF format.

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b. You should submit spreadsheets in a Microsoft Excel 2007 or Excel 2010 format. c. You should scan and submit manufacturers’ specifications pages in the PDF format, or, in

an HTML format. d. You should submit pictures, photos, and/or drawings in JPG, BMP or GIF formats. e. You should submit video clips in a .WMV format. f. You should clearly print: “RFP SA –1015” and the Offeror’s name directly on the

top surface of each disc with an indelible marker. Enclose each disc in a rigid plastic protective case. Cases do not need labels.

g. Electronic or facsimile (FAX) submission of Proposal Packages is not permitted for this RFP.

8.4 Proposal Package Sections You should organize your Proposal Package into the following major sections: Tab 1 - Introduction, Profile & Required Information

A. RFP Cover Page and RFP Submission Form. The RFP cover page and RFP Submission Form, completed and signed.

B. Statement of Interest. (not more than one page) to be submitted on letterhead expressing why you are interested in this project.

C. Understanding of Services to be Provided (not more than 3 pages). State in your own terms what you think this solicitation is about. Succinctly describe your understanding of the Service Authority’s challenge. Succinctly describe in your own terms what you think are the Service Authority’s anticipated outcomes.

D. Service Delivery Plan. Describe succinctly how you plan to accomplish each of the objectives of these services.

E. Firm Profile / Firm History (not more than 3 pages). Submit a brief profile of the firm describing it history, capabilities and recent successes.

F. Negotiation Team. List the full names and functional titles of each person that will be part of your negotiation team.

G. Acknowledgement of Addenda (if any).

H. Licenses & Permits. Attach a photocopy of each license and/or permit required and applicable to this requirement.

Tab 2 - Evaluation Criteria

See Section 5.14 for detailed description of evaluation criteria.

A. Contractor Profile B. Functionality C. Support D. IT Infrastructure E. Pricing

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Tab 3 - Proof of Insurability

Provide either a completed Accord form or a signed letter from your insurance agency on its letterhead stating that you have or can get the required insurance coverage. See Section 7 Insurance for minimum requirements.

Tab 4 - References

A. Provide at least five (5) recent references where the proposed product /service has been successfully used within the past five (5) years. Please use the attached OFFEROR REFERENCE FORM.

B. The Service Authority cannot be used as a reference, however all past performance with the Service Authority will be considered during the evaluation process.

Tab 5 - Litigation Provide information on the nature, magnitude, and outcome of all litigation and proceedings for the previous five (5) years where a court or administrative agency has ruled for or against you or your organization in any matter related to you or your organization’s professional activities. Tab 6 - Financial Stability You shall certify and provide a statement that you are financially stable and have the necessary resources, human and financial, to provide the services at the level required by the Service Authority. You should attach a copy of your latest audited financial statement and your latest Dun & Bradstreet (D & B) report. If you do not have an audited financial statement, provide your latest financial statements and your latest Dun & Bradstreet (D & B) report. The Service Authority reserves the right to use a third-party to verify financial information provided in any Proposal Package.

You shall be prepared to supply your latest financial statement upon request, preferably a certified audit; however, the Service Authority will accept a third party prepared financial statement and the latest Dun & Bradstreet (D & B) report. Tab 7 - Subcontractors

A. Provide a list of any proposed Subcontractors that you may use on this project. Provide the same information required in Tab 1 Sections E and F, Tab 2 Section A, and complete Tabs 3, 4, 5, and 6 for each Subcontractor.

B. Include a completed Subcontractor Reference Form for each Subcontractor proposed.

C. Include a completed Subcontractor No Conflict of Interest Form for each proposed Subcontractor.

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Tab 8 - Exceptions and Other Information

A. Describe any exceptions you take with the requirements of this RFP.

B. Provide any information that will provide insight to the Service Authority about your qualifications, fitness and abilities. This information should be succinct.

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SECTION 9. OFFEROR REFERENCE FORM

(The Service Authority cannot be used as a reference.)

The Offeror shall be a competent and experienced organization with an established reputation within the community performing the type of work required for this contract. The Offeror shall have performed similar work for a minimum period of five (5) years. Indicate below a listing of at least five (5) recent projects completed by your firm that can substantiate past work performance and experience in the type of work required for this contract. The Service Authority may make such investigations as it deems necessary to determine the ability of the Offeror to perform the work, and the Offeror shall furnish to the Service Authority all such information and data for this purpose as the Service Authority may request. 1. Firm Name Address: Contact Person: Current phone #: Email Address: Contract Amount: Name of your project supervisor: Scheduled completion date: Percent complete: Percent of work by own forces: Actual completion date: Description of Work Performed: 2. Firm Name Address: Contact Person: Current phone #: Email Address: Contract Amount: Name of your project supervisor: Scheduled completion date: Percent complete: Percent of work by own forces: Actual completion date: Description of Work Performed: 3. Firm Name Address: Contact Person: Current phone #: Email Address: Contract Amount: Name of your project supervisor: Scheduled completion date: Percent complete: Percent of work by own forces: Actual completion date: Description of Work Performed: 4. Firm Name Address: Contact Person: Current phone #: Email Address: Contract Amount: Name of your project supervisor: Scheduled completion date: Percent complete: Percent of work by own forces: Actual completion date: Description of Work Performed

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SECTION 10. SUBCONTRACTOR REFERENCE FORM

(Submit a separate reference form for each proposed Subcontractor)

The Service Authority reserves the right to reject offers from any firm not meeting the minimum qualifications. If any proposed Subcontractor’s experience is not deemed acceptable to the Service Authority, the Service Authority shall inform the Contractor and the Contractor must identify an acceptable substitute prior to award without effecting the prices bid. Subcontractor shall be a competent and experienced firm with an established reputation within the community. Each Subcontractor shall have performed similar work for a minimum period of five (5) years. Furnish a representative list of at least three (3) projects.

SUBCONTRACTOR’S NAME:

ADDRESS: TELEPHONE: CONTACT NAME: DESCRIPTION OF ITEM(S) TO BE SUBCONTRACTED:

1. Firm Name

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of your project supervisor:

Scheduled completion date: Percent complete:

Description:

2. Firm Name

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount: Name of your project supervisor:

Scheduled completion date: Percent complete:

Description:

3. Firm Name

Address:

Contact Person: Current phone #:

Email Address:

Contract Amount Name of your project supervisor:

Scheduled completion date: Percent complete:

Description: _________________________________________________________________________________

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SECTION 11. SUBCONTRACTOR NO-CONFLICT OF INTEREST FORM

I HEREBY CERTIFY that 1. I (printed name) ____________________________________________________________am the

(title) _______________________________ and the duly authorized representative of the firm of (Firm Name) ________________________________________________ whose address is _____________________________________________________________________, and that I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting; and,

2. Except as listed below, no employee, officer, or agent of the firm have any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,

3. This Proposal Package is made without prior understanding, agreement, or connection with any

corporation, firm, or person submitting a Proposal Package for the same services, and is in all respects fair and without collusion or fraud.

EXCEPTIONS (List) Signature: _______________________________________________________________ Printed Name: ___________________________________________________________ Firm Name: _____________________________________________________________ Date: ___________________ Sworn to and subscribed before me this ___________ day of ___________________201_ Personally Known ______________ or Produced Identification ________, Type of Identification ______________________ My Commission Expires _________________ ______________________________________________ (Printed, typed or stamped commissioned name of notary)

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL PACKAGE FOR EACH PROPOSED SUBCONTRACTOR

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SECTION 12. PROPOSAL PACKAGE CHECKLIST Before submitting your Proposal Package, review the submittal requirements and ensure each section is included. Failure to include the required materials may preclude the Selection Committee from considering your Proposal Package.

RFP Reference Description By

(initial)

PWCSA Use

Cover Sheet – 8.3.H.3 Sect. 5.2 Delivery of Proposal Package Sect. 8.4 Tab 1 Sec A & B

Signed Cover Page and RFP Submission Form / Statement of Interest

Sect. 8.4 Tab 1 Sec C Understanding of Services to be Provided Sect. 8.4 Tab 1 Sec D Service Delivery Plan Sect. 8.4 Tab 1 Sec E Firm Profile/Firm History Sect. 8.4 Tab 1 Sec F Negotiation Team Sect. 8.4 Tab 1 Sec G Acknowledgement of Addenda Sect. 8.4 Tab 1 Sec H Licenses and Permits Sect. 8.4 Tab 2 Evaluation Criteria (A-E) Sect. 8.4 Tab 3 Proof of Insurability Sect. 8.4 Tab 4 References Sect. 8.4 Tab 5 Litigation Sect. 8.4 Tab 6 Financial Stability Sect. 8.4 Tab 7 Subcontractors Sect. 8.4 Tab 8 Exceptions and Other Information

Offeror Reference Form Subcontractor Reference Form Subcontractor No-Conflict of Interest Form

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APPENDIX A – Land Development Vision

Desired Conditions Vision

As mapped in Task 1, the Land Development program interacts with external stakeholders (County and local governments, developer, engineer, owner) and manages the project life-cycle which can take up to 15-20 years to complete. The major categories of the life-cycle are shown in Figure 1 and will be used in the remainder of the narrative in this section to describe the future desired conditions for the Land Development Program. Within each major category of the life-cycle, the Land Development Events and Activities were mapped under Task 1 and used for the Task 2 interviews to capture desired condition ideas, user stories, functional requirements, and implications to the way information is shared between departments.

Figure 2 envisions a system to improve Land Development operations and communications between departments within the SA, as well as stakeholders external to SA. It visually represents information synthesized from Task 1 (DISCOVER current conditions) interviews and discussions conducted in May 2014, and informed by Task 2 interviews and discussions conducted in June 2014.

This future vision not only maintains the organization’s investments in enabling technologies (e.g., ArcGIS, Oracle) but also enhances the use of GIS by featuring a central database to collect, store, and track project information via desktop, web, and mobile applications. While some of these capabilities may be new, Land Development remains committed to developing sound business processes first and then adopting or enhancing technologies to support the need (i.e. continuous improvement through evolutionary process change).

During the Task 2 process, GIS indicated their support of the ideas and paradigms envisioned at this point and indicated that they do not see areas that fall outside the longer term SA planning to date. The technologies and system components discussed thus far align with the current SA core technologies and available resources.

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Figure 1 The major categories within the Land Development Program project life-cycle

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GIS Project Tracking System

• Project tracking • Document tracking • Workflow management • Metrics and report dashboard

Geodata and Services

• Infrastructure assets • Documents • Framework data • Analytics

IT Backend

• ArcGIS Server • File server • Oracle database • Web server

FEATURES Engineering • Plan review and project tracking visibility • Streamlined workflows • Documents linked to project • Automated report generation Inspections • Mobile enabled • Streamlined data collection • Paper reduction SA Internal Customers • Project visibility • Departmental and organizational metrics SA External Customers • Self-service capabilities • Project visibility • Faster responses with the SA

General Capabilities

Several general capabilities are major components of the desired conditions vision. These are listed in this section and then referred to throughout the vision storyboarding provided in the remainder of the narrative:

• Self-Service Web App – external customers use a web application that features an easy to understand, interactive graphic of the SA project life-cycle for their project (project timeline). They enter a project number and view the current project progress status graphically along the project timeline. A contextual system knows this information, presents to the customer and allows the customer to select what is relevant to their needs at the moment. The trend is towards a single sign-on methodology that is as simple as possible. Customers see what has been fulfilled along the timeline thus far and what information or next steps are needed. They click on the graphic to see more detailed information about a particular step and to view associated historical documents or decisions. A prominent notifications area displays all important notices. The customer selects from a dropdown list to identify what data they want to upload to the SA or what request they are making for the next steps. An appropriate level of information will be asked to identify the person, project, task, and time so that it can be stored in the Land Development Data-store (LDD). All information will be virus scanned and then stored within the LDD. The uploaded status information will be provided for the customer to print for their records. Once uploaded, the appropriate SA staff are notified.

Figure 2 Land Development future vision for GIS based project tracking system

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GIS Utility L

Construction

CCTV results

Final inspection

Not edited

Not Installed Installed

Failed Section

On punch list

Figure 3 GIS utility layers used as a base to track progress for various activities without editing the GIS network

• SA Project Dashboard – internal SA staff access Land Development project information through the project dashboard. Internal users enter a project number, customer name, or address to access information within the LDD. The project dashboard includes an enhanced interactive project timeline graphic. The project dashboard expands to include all the custom subcomponent steps that a given project includes. SA users click on the interactive graphic to see more detailed information about a particular subcomponent or step and to view associated historical documents or decisions. A common “journal” format is used throughout the dashboard to list notes, decisions, documents, etc. (simple listing of date, description of item, document link icon). The dashboard shows custom views depending on the type of user (Development, Inspections, Planning, General, etc.). The custom views include notifications that are context sensitive that the user may be interested in about the subcomponent or step. The dashboard also includes access to quick lists (e.g., active projects, closed projects, projects under each major category in the timeline, contributed assets this month, etc.). Each list can include an associated metric as needed (e.g., current review time, % in beneficial use, fees paid).

• Inspections Mobile Apps – Inspectors use GPS/GIS-enabled tablets for field services. Tablets are used to improve the capture efficiency, integrity, and use of field data. Field information is collected using GIS with customized apps that require the fewest clicks to capture and store information. Permitted plan information is available in GIS/CAD/Scan format. Inspection activity, time, date, and user information is tracked as the inspector works and does not require additional steps or time to record, track or report. The tablet apps are able to synch directly to the LDD when a signal is available and queue up information when a signal is not available. Within a contextual system the tablet user is known and the location is known. Therefore, the app Is able to make relevant data available immediately in light of those combined contexts.

• Notifications Applet – an icon is located in the Windows tray on the desktop. This applet enables SA users to receive notifications pushed from the LDD. Each user can customize the types of information they are interested in so that the notifications are filtered according to each user’s interest. The icon can use different colors to visually flag the user’s eye if there are new unread notifications. A simple list of notifications is shown when the applet is opened and any item clicked will take the user into the SA Project dashboard and load the project and item along the timeline that was clicked.

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PWCSA Benefits b

• Tracking rezoning activities, recording inside the LDD, and linking to GIS • Creating a knowledge base for a project and making rezone plans and decision documents, rezone and staff reports, and proffer conditions easily accessible • Better planning and forecasting as potential upcoming projects are tracked through the rezone process

Customer Benefits by

• Viewing the rezone review progress and understanding what next steps are needed

• Inquiry App – Development and Utility Services use an app quickly accessible from the desktop to record and respond to phone call and in-house inquiries. The app would include a map-based navigation tool to quickly find projects or parcels and associated information. A journal view would show all previous inquiries for this parcel or person and highlight key decisions or answers for the parcel.

• Leveraging GIS Utility Layers – using linear referencing, or similar techniques, the utility layers are used as a foundation to overlay other information along the utility network (assets constructed and inspected,

• CCTV conducted, beneficial use, final site inspected, etc.). As shown in Figure 3, the utility layer is not edited, rather, additional inspections layers are used to track inspections information and “drape” or “track” that information as routes along the utility network without having to add new lines, edit, or segment the GIS utility layer. In this way various activity routes are tracked and progress visualized along a single GIS network.

Planning and Rezoning

Note that the rezoning process is managed by the County. Therefore, until the County changes their process, there are lower improvement gains that can be implemented since the process will continue to be paper process driven.

A customer uses the self-serve Web app to initiate and upload a rezoning application to the SA. If the paper information submitted to the County reaches the SA before the customer uploads, then an SA staff person will scan the information and use the self-serve Web app to load the information into the LDD. Once the information is uploaded, the planning task will be auto-assigned to the Planning group based on developed business rules. The information will automatically show up in the review queue in the Planning area of the dashboard. Staff who subscribe to be notified about planning activities will receive a message in the notifications applet on their desktop.

The assigned planner will use the dashboard to access the submitted information and begin to review the plan. During the first review the planner will create a GIS boundary to represent the project in GIS. The planner will single click to conclude

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each review and the system status will be automatically updated (Assigned, In QC, Completed, Delivered). Standard digital template will be created and accessible to edit for responses to the customer. Once completed, the LDD will store the information in the planning area, the response will be automatically sent to the County, and the customer will be notified as appropriate.

Ultimately, the Planning area of the LDD will store rezoning review decisions and documents, approved rezoning and staff report, final rezoning plans, and proffer conditions. Additionally, key metrics associated with the proposed work will be captured and stored in the LDD so that Land Development and other interested SA users can see what upcoming projects are on the horizon and use the information for better planning and forecasting.

Plan Check-in Once a customer engineer has received a project number (GPIN) from the County, the engineer uses the self-serve Web app to upload the County transmittal and plan-set for SA review. Plan review submission will ask the engineer to indicate the type of plan (plans or plats), indicate the plan metrics (dwelling units, pipe lengths, and square footage), and any notes the engineer would like to add to the submittal. All information is stored in the LDD. This is the information that the SA needs to initiate the review and to prepare an invoice.

If the paper information submitted to the County reaches the SA before the customer uploads, then an SA staff person will scan the information and use the self-serve Web app to load the information into the LDD. Once the information is uploaded, the review task will be automatically assigned to the Land Development group based on developed business rules. The information will automatically show up in the plan review queue in the Plan Review area of the dashboard. Staff who subscribe to be notified about review activities will receive a message in the notifications applet on their desktop.

PWCSA Benefits by

• Automatically organizing and associating project information, linking to GIS, and providing access within the SA

• Reducing or eliminating Internal plan check-in coordination

• Replacing legacy manual paper logs with robust database capabilities

A Customer Benefits by

• Using a Self-Service system that: o Offers greater control over the timing and flow of

project review information provided to the SA o Provides a visual status of their project with next

steps and critical messages highlighted o Gives easy access to all documents and

communications between the customer and the SA

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PWCSA Benefits by

• Using a robust project dashboard that visually shows the progress of review activities and organizes easy access to all customer and SA documents and decisions

• Managing the unique combination of sub-components needed to complete each project and making the current status and next steps needed clearly visible

• Tracking plan review activities within the LDD and easily querying for metrics and reporting

• Reinforcing upfront fee payments

Customer Benefits by

• Viewing up to date progress of their project plan reviews and knowing what next steps are needed

• Partnering with the SA in quicker communication responses that will speed up the review process

• Receiving timely key notices and disclaimers that can help guide design decisions

Plan Review

The review engineer will use the Plan Review area of the dashboard to perform the review. The reviewer’s dashboard and available toolbox will adjust to reflect the submittal type and needed next steps.

During the first review, the review engineer will create a project boundary in GIS to identify the geographic location of the project. The review engineer will also select the most appropriate sub-components that will be needed to move this project through the SA project life-cycle. This information provides the intelligence for how the dashboard and the project timeline are viewed. Each project will have a custom view based on the sub-components selected by the review engineer. Each sub-component will represent a required step in the process and may include upload requirements and timing characteristics according to its place in the life-cycle (e.g., plan approval cannot be provided until plan review fees have been paid). The selection of sub-components is flexible and can be edited at a later time to more accurately reflect project realities.

Sub-components for a SA project include:

• Hydraulic model review • CAD file review • MPUA • Deed/Plat review • System water shutdown

• Review fee payment • Utility permit and fee • Bond • As-built • Availability fee

During first review the review engineer will also check the plan metrics supplied by the customer and make any adjustments needed based on the information in the planset. Once the metrics are approved, the system will automatically communicate with CMMS and provide information needed to draft an invoice. The system would ideally be designed to automatically generate an invoice from CMMS and send it to the customer engineer. The customer would also be able to access the invoice from the project timeline for printing. The invoice status (No Invoice Required, Invoice not yet issues, Invoice issued, Invoice paid) will be tracked at all times within the system and shown in the dashboard and on the project timeline.

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All reviews will be conducted digitally with plans reviewed on-screen. Ideally, the review engineer will have large screen tablet or tablet-like capabilities so that the screen is large enough for ease of review and notes can be captured with a stylus pen. Review tools can be developed that will allow the review engineer to select common issues from a standard list and speed up the review process. The technical review notes will be formulated into a document. The system can also query the project status from the LDD and CMMS to automatically compile the administrative comments. The review engineer will indicate the review status (Approved, Not approved with comments) and the system will automatically respond to the customer engineer and the County. The appropriate project status will be reflected in the dashboard and in the project timeline. The customer will see timely notices and disclaimers that raise critical awareness about next steps or decision points (e.g., an owner or their representative can be made aware that meter size decisions made during design may fall into a higher or lower rate structure when water service is offered for the site location).

Before plans are approved the plan review fees must be paid. Currently, about 50% of the submitters wait until all reviews are completed before paying fees which can often take up to a year before payment is received. Using online processing of plans and reviews provides an opportunity for the SA to create a system that reinforces earlier payment of fees.

Based on the internal plan review activities, the dashboard and project timeline will reflect the current status of each of the sub-components and next step activities. As each sub-component is completed the status will be “green-lighted” so that internal and external users can see progress. Once plan review fees have been paid and all other sub-components needed prior to plan approval have been satisfied then the review engineer is notified and plans can be approved. The review engineer will be prompted to answer (Are you sure? Yes, approve, or No). To maintain flexibility and while discouraging “work-around” with dummy information, the system will allow for certain overrides (e.g., moving the requirement for CAD file to the Utility Permit stage) but must indicate the reason for overriding the normal criteria.

Utility Permit

Rather than using the current spreadsheet to work up a Utility Permit quote, a quote workup capability will exist in either CMMS or in the LDD. If it is built in LDD then the rate information would be read from CMMS so that information is not duplicated. Once the payment is brought to the SA, the workup quote can be double-checked from within the system and the invoice information automatically created in CMMS from the quote information. Payment status is viewable from within the dashboard and the project timeline.

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PWCSA Benefits by

• Connecting the LDD and CMMS data so that quotes are more easily drafted and error free

• Integrating the ability to draft quotes inside the same CMMS or LDD system that can then elevate the quote to be an invoice without having to retype in the information

• Organizing all data (spatial and non-spatial) and information sources and integrating them into the appropriate views within the dashboard and other apps

PWCSA Benefits by

• Streamlining the data collection and metrics process by using mobile tablets tailored to efficiently capture information along the day to day workflow

• Gaining increased status visibility for current site activities, workload, and utility status

• More accurately tracking service times in a natural way that auto-generates metrics and reporting

• Providing inspector-friendly tools that help streamline their activities and increase efficiency and retention

Customer Benefits by

• Being prompted about what their fees are and when payment is needed to move their project along

• Understanding the permitting process and next steps for their project

The permitted plans are distributed to GIS and to Inspections. The permitted plans are scanned and associated with the project in the LDD. The digital permitted plans are now accessible to all staff. GIS will complete map production to make the data available in GIS.

At this point in the project life-cycle, the following information is available for integrated viewing within the dashboard:

• Project status information (Plan review and approval docs, fee payment history, customer communication)

• Customer uploaded documents • GIS utility information • Scanned plan sets • CAD files (viewable inside GIS – especially

laterals, and location features) • Updated County parcel information (viewable

inside GIS – especially lot numbers and addresses)

Construction

All Inspections’ activities, including tests and results are visible within the dashboard and the project timeline. Because the outstanding punch list information is tracked within the LDD, the system can send an automated customer service notice 30 to 60 days prior to Inspections’ six months deadline (after which the project would need to start all inspections over again). Additionally, the SA can decide to automatically notify the customer about any Master Plan Utility Adjustments (MPUA) disbursements that have not been requested by the customer within 30-60 days of project closeout.

The project dashboard has an Inspections area that will also be available on the mobile platform (either mobile web or a separate app). The field inspectors use mobile tablets to access the LDD information to start a process, view a process checklist, and keep track of time spent on the project and specific task. Inspectors will have integrated access to the information listed above (paper plans will be kept in the truck and referred to only if there are

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Customer Benefits by

• Tracking the construction progress for their project

• Receiving proactive automated messaging from the SA about upcoming deadlines, the implications, and needed next steps

major technology issues like broken tablet or dead battery). The inspector uses trace routing, linear referencing, and other tools within the specific Inspector’s Toolbox to complete their tasks. The inspector will be able to mark assets as “bond release,” “Partial” or “Full Beneficial Use,” “Under Construction,” and other specific status. Assets can also be keyed in as “Installed,” “Installed and Tested,” “Approved,” and “Tested and Failed.” This will allow for current tracking of utility and asset inspection activities.

Because project information will be stored and visible in the LDD, the Inspections supervisor will be able to better monitor activities, workload, and more easily transfer projects from inspector to inspector. If staff are out of work, out of the office, or low on work, the supervisor can more easily distribute available tasks.

The field inspectors use mobile tablets to access the LDD information through one of several apps (it is possible that apps are merged or additional apps envisioned during the design phase):

• Inspections App – the project dashboard has an Inspections area that will also be available on the mobile tablet (either mobile web or a separate app). Inspectors will have integrated access to the information listed above. Each inspector’s current projects and tasks are shown, filtered and prioritized for the current inspector user. Status of inspections, tests, punch-lists, etc. are current and visible within the LDD. Photographs taken with the tablet will be associated with the project asset and displayed according to location and orientation.

• Time Tracking App – a small time tracking app is used by the inspector to select the current activity from a standard dropdown. The inspector has the capability to start, pause, and stop time tracking for each activity and provide special notes associated with the timed event. This information is tracked within the LDD and used for departmental and organizational metrics and reporting.

• Major Tasks App – an inspector uses this app(s) to record activities with a major task (inspections, status of tests, cut-sheets, punch-lists), so that field inspection information for inspections/beneficial use/field tests/meter installs/final inspections/bond release can be efficiently captured in the field one time, stored in the GIS database, and support advanced query, analysis (system trace routing), and reporting.

• Workload App – an inspections manager uses this app to view/re-assign inspector workloads or active projects across the organization, so that staff projections and balancing are better managed.

Rather than using the current spreadsheet to develop Availability Fee quotes, a quote workup capability will exist in either CMMS or in the LDD. If it is built in LDD then the appropriate information would be read from CMMS so that information is not duplicated. Once the payment is brought to the SA, the workup quote can be double-checked from within the system and the

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PWCSA Benefits by

• Reducing the time to collect metrics manually for departmental and organizational reporting

• Eliminating the need for GIS to update status since the information can be read directly from the LDD at all times

• Tightening the archival process through automation, reclaiming storage data storage resources, and reducing staff drain during closeout and archive

Customer Benefits by

• Accessing important historical information about their project within a certain time period

invoice information automatically created in CMMS from the quote information. Payment status is viewable from within the dashboard and the project timeline.

During Beneficial Use inspections the mobile apps will provide comprehensive punch-lists with drop downs for field collections of commonly used items. Any notes will be converted into text. The LDD will keep track of all dates and distribute official notices if the Developer should be notified. The CCTV request to I&I will be triggered by the Inspector’s input into the app. The I&I team will perform the CCTV and load the pertinent result information into CMMS so that video still results are accessible within the LDD. A vicinity map with appropriate location and symbology can be output for the I&I inspectors. Because the GIS utility layers are used as a base, all inspections progress can be overlaid on top of the utility layer to show the various levels of beneficial use.

Meter assets are tagged and read with RFID/barcodes to increase inventory integrity by minimizing duplicate manual entry.

Tighter inspections coordination is supported between all departments since field and test information is available within the dashboard, project timeline, and automated notifications are being sent.

Inspection information stored within the LDD, GIS and CAD data, as well as additional information from County layer can be used to generate an As-Built drawing base for capturing and visualizing As-Built field survey information.

Closeout After Final Project Inspection, the LDD will immediately know if the project is ready for bond release. The information will have been entered by the inspector to indicate the infrastructure status, the notifications of bond release that will be pre-populated and sent to a specified distribution list, and the contributed assets that will be finalized.

Since the LDD stores the length of pipe, number of manholes, and all other assets, as changes are made to the project, the asset status is always current within the LDD. The current Contributed Assets can always be queried. Monthly Contributed Asset reporting can be automatically generated and routed to the subscribed users. The report can be run at any time for any time period. The contributed assets will be a live update, rather than a calculation of total assets from paper plans.

The Developer will use the project timeline to request processing a VDOT LLUP letter. The Developer will indicate the project location details, provide any needed Developer information, and upload the letter to the LDD. The SA Land Development department will be auto-notified to verify from the system that sewer

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PWCSA Benefits by …

• Providing staff with increased visibility into the information about a location so that they can respond more quickly and accurately

• Reducing the number inquiries that drain staff time

• Using the Service Inquiry app to capture all interactions and provide a historical view of all key decisions

and water are present at the specified location and provide assent to digitally sign the letter. The Developer will then be able to download the signed letter.

After final inspection, the inspector will change the project status in the LDD. The system will route files to be archived, delete extraneous files, and keep some useful files within the system based on business rules. Once the Development Team has completed the project meeting and bond release, the system will package all of the project data for archiving, delete any unnecessary files, and keep files that may be accessed more frequently in the LDD. Additional Services

• Utility Service for

Existing Lots – Development and Utility Services use the Service Inquiry app to log and answer phone call and in-house inquiries. This app is used to support customer service requests regarding service to existing parcels. Initial inquiries could also be automatically supported through the self-service Web app. Once the customer identifies the parcel the system can perform GIS operations to determine if water and sewer are within a certain distance. An automated message can be provided to the customer, with appropriate disclaimers, and a small automated sketch can be provided.

• Fire-flow Reports – a customer uses the self-service Web app to locate the project, parcel, or point/area of interest. A GIS operation can identify the current (less than 1 yr) reports previously generated within an approved distance. The customer can then download any of the reports for their use. In the case where there is a service level boundary between the area of interest and the previously tested hydrants there will be no report provided. In the case where the customer needs a new report, the customer will make the request on the Web app and the appropriate SA staff will be notified to assign, test, and track the status within the LDD.

A Customer Benefits by …

• Receiving quicker, more informative responses to inquiries because the Service Inquiry app provides SA staff with searchable access to information in the LDD

• Using the Self-Service system to see the fireflow reports available for downloading and printing without having to call the SA

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APPENDIX B – CAPABILITIES

Capability Meets Meets with customization

Does Not Meet Comments

Preventive Maintenance Work Order Management Vendor Experience Vendor Longevity Problem Tracking Ease of Customization Corrective Maintenance Asset Inventory Work order status reporting User Defined Reports, OLAP Tools Material Costs Inventory Management Labor Costs Spare Parts Inventory System Reports Equipment Costs IT Support Requirements/Costs Image/Document Management-Work Orders

Web Based Image/Document Management-Assets Inspection Management GIS Integration Image/Document Management-Inspection Mobile Access CCTV Oracle DB Windows Architecture Virtual Server Compatible Ease of Use/Training Requirement Printing Capability Availability checking on parts Project Management / Scheduling Asset Tracking Work order backlog reporting Archiving/Data Retrieval, Data Mining

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Capability Meets Meets with customization

Does Not Meet Comments

Historical cost and analysis and reporting Work order prioritization Work order schedule and assignment development

Predictive Maintenance Parent/Sibling Linking Calibration Management Bar Code Entry User Field Management Performance Tracking Email Capability Dashboards Financial Integration Work Routing System Administration Maintenance Procedure Library On-screen job planning Cost estimate of work order Service Contracts Permitting Management Contractor Management Warranty Claim Tracking Purchase Orders Personnel Info. System Table Management Backup and Recovery Security Developer Tools

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APPENDIX C – GLOSSORY OF CAPABILITIES

Capability Definition

Preventive Maintenance Scheduled work activities, proactive, preventative maintenance.

Work Order Management Preventative, predictive, and corrective maintenance tracking.

Ease of Use/Training Requirement

The ability for end users to learn how to use the system effectively and for support staff to learn the system well enough to train end users how to use it.

Printing Capability Ability to cleanly print work activities, service requests, etc.

Vendor Experience The quality and quantity of utility specific experience for the CMMS vendor.

Vendor Longevity The length of operation/service for the CMMS vendor.

Problem Tracking Service Requests, initial problem identification.

Ease of Customization The ability for IT support staff to make changes or updates to the system outside of typical out of the box operations.

Corrective Maintenance Unscheduled work activities, reactive, corrective maintenance.

Asset Inventory Real time display and integration of the asset hierarchy in CMMS.

Work order status reporting Ability for front level supervisors and managers to see the status of recent work.

Availability checking on parts Ability to see real time inventory counts in CMMS.

User Defined Reports Ability for users to create their own reports, either for permanent usage or ad-hoc needs. OLAP and analytics tools.

Project Management / Scheduling

Higher level management of projects in conjunction with the various work activities taking place.

Work order backlog reporting

Ability for front level supervisors and managers to see the status of staff work activity backlog.

Asset Tracking Ability to have out of service, change out, and status updates of asset inventory in CMMS.

Archiving/Data Retrieval, Data Mining Historical data retrieval.

Material Costs Ability to track material costs for individual work activities.

Historical cost and analysis and reporting Ability to report on past work activity costs for time comparisons on the cost of service.

Inventory Management Management of inventory in CMMS to allow material and equipment costs easy transfer onto work activities.

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Capability Definition

Labor Costs Ability to track labor costs for individual work activities.

Work order prioritization Ability to prioritize work to assist staff in choosing what to work on next.

Work order schedule and assignment development

Ability to have intelligent assignment of work based on geography or discipline to lessen the need for manual work planning.

Spare Parts Inventory Ability to see real time inventory counts in CMMS.

System Reports Premade CMMS reports showing benchmarks and other performance measures that align with organizational needs.

Predictive Maintenance Ability of CMMS to use historical work activities, combined with preventative maintenance schedules to predict maintenance cycles.

Parent/Sibling Linking Linking of related service requests and work activities through parent-child or sibling relationships.

Equipment Costs Ability to track equipment costs for individual work activities.

IT Support Requirements/Costs Estimated level of service required by internal IT to support CMMS.

Image/Document Management-Work Orders Ability to attach documents to a specific work activity.

Image/Document Management-Assets Ability to attach documents to a specific asset.

Inspection Management Inspections, question based work activities, initial problem diagnosis.

Web Based CMMS system capable of being entirely web based for end users.

Calibration Management Ability to track calibration of tools and equipment.

Bar Code Entry Ability to utilize bar codes for equipment, material, asset, or inventory tracking.

Image/Document Management-Inspection Ability to attach documents to a specific inspection.

GIS Integration Ability of the CMMS to integrate with GIS for management of the asset hierarchy, ability to see maps of the assets and service area, and ability to see maps of work activities, and service requests.

User Field Management Ability of users to create and update work while in the field.

Performance Tracking Real time performance, KPI, and service level tracking.

Email Capability Ability to send emails on work activities, service requests, etc from within the CMMS.

Mobile Access Ability to access full or partial CMMS capabilities in the field on a mobile device (laptop or tablet).

System Administration Security setup by roles/users, Internal segregation of duties, Security reporting, Performance tuning, System alerts, Scalability, and Data auditing.

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Capability Definition

On-screen job planning Companion to schedule and assignment development to allow manual work planning from the CMMS directly.

Cost estimate of work order Cost forecasting ability within CMMS for future scheduled work.

Maintenance Procedure Library Ability to store and access O&M manuals, SOPs, etc in the CMMS.

Service Contracts Management of outside contractors and other outside service work.

Dashboards Ability for individual CMMS users to have customized opening screens showing their work. Also refers to the ability for managers to have screens showing them the reporting they need to see.

Permitting Management Permits, internal and external, certificate of occupancy, EPA & PUC permitting, etc.

Contractor Management Ability to track contractor work and have contractors provide updates directly to the CMMS.

CCTV Closed Circuit TV used for sewer and manhole assessment.

Warranty Claim Tracking Ability to track equipment and material warranties in CMMS.

Financial Integration Ability of the CMMS to integrate with an organization’s main financial system.

Work Routing Ability of CMMS to provide computer assist in the routing of daily work activities.

Purchase Orders Ability to track creation on status of purchase orders.

Personnel Info. Ability to query and see basic personnel information in CMMS, such as email or phone number.

System Table Management Ability of users to manage customizations to the software without the need for IT support.

Backup and Recovery Backup and recovery, concurrent transactions, transaction controls (rollback).

Security Data encryption and security control/management

Developer Tools Source code, tools to create new screens/forms/reports/workflows, change control/check-in/check-out, audit trail, multiple environment deployment.