HomeMy WebLinkAbout4.12 AutomatedRecMgtSys
CITY CLERK
File # m[5][Q]-[2]lQJ
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: JULY 23,1996
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Request for Proposal for Automated Recreation Management
System (ARMS)
Report Prepared by: Steve Honse, Administrative Assistant
SUBJECT:
EXHIBITS ATTACHED:
Request for Proposal for Automated Recreation Management
System
RECOMMENDATION/7 ~ Authorize staff to distribute the Request for Proposal for an
r ~ I Automated Recreation Management System.
FINANCIAL STATEMENT:
$15,000 was budgeted in the Fiscal Year 1996-97 Capital
Improvement Program to purchase an Automated Records
Management System (ARMS) and to replace obsolete
communications equipment at the Shannon Center. Staff
estimates that the ARMS portion of the project will cost
approximately $8,000.
...:.DESCRIPTION:
The City's Capital Improvement Program, adopted June 27, 1996, schedules the IBM System 36
computer for replacement in Fiscal Year 1997-98. The System 36 computer is a heavy duty machine
which runs the City's largest and most complicated programs, such as financial record keeping. As part
of this replacement, certain software, which is unique to the System 36 computer, must also be replaced.
The City's existing Recreation Management System can only run on the System 36 computer and must be
replaced prior to the replacement of the System 36 computer. The Capital Improvement Program
recognizes this need and allocates funding to purchase a PC-based Automated Recreation Management
System (ARMS) during the current Fiscal Year.
In addition to the incompatibility problems that will be caused once the System 36 is replaced, the
existing Recreation System relies on obsolete communications equipment. During Fiscal Year 1995-96,
this communication equipment ceased to function reliably. Staff has removed the obsolete equipment and
instituted a series of short term fixes to keep the system marginally operational. Currently, registrations
are taken at the Shannon Center and transmitted over phone lines to be processed at City Hall on the
System 36. Although this process has been effective as a short term solution, it is limited by the fact that
no printing can be done at the Shannon Center. Reports and confirmation cards must be printed at City
Hall and faxed or hand-carried to the Shannon Center. This has proven to be cumbersome and time
consummg.
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ITEMNO.~
In order to remedy the communication problems, City staff will connect each of the existing Shannon
Center computers together to form a local area network (Shannon LAN). The Shannon LAN will be ..
connected to the existing City Hall LAN over a specialized data line provided by the phone company.
When two geographically separated LANs are connected, the result is a wide area network (WAN). Once
the WAN is established, there is the potential to connect all existing and planned City facilities together
using the same technology.
The RFP defines an acceptable ARMS as a system that is capable of simultaneously registering
participants at both the Shannon Center and City Hall and must have the ability to expand into existing
and planned City facilities. The ARMS must be easy to use and capable of registering a new participant
in less than two minutes. As part of the RFP, the City requires that the selected vendor install the
software and communications equipment, ensure that all elements of the system are fully operational, and
provide all required training. Although these requirements may seem stringent, recent advancements in
ARMS technology make these specifications realistic.
RECOMMENDATION:
Staff recommends that the City Council authorize the attached Request for Proposal for an Automated
Recreation Management System.
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REQUEST FOR PROPOSALS
AUTOMATED RECREATION MANAGEMENT SYSTEM
Proposals Due
September 10, 1996
1 :30 PM
Sections
Invitation to Bid
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Request For Proposals-Requirements/Specifications
Proposal Forms
CITY OF DUBLIN
Administrative Services
100 Civic Plaza
Dublin, California
Telephone: 510-833-6650
Fax: 510-833-6651
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August 14, 1996
Invitation to Submit Proposal: Automated Recreation Management System
The City of Dublin is soliciting proposals to purchase an Automated Recreation Management System
(ARMS) that operates on a local area network (LAN) at a remote recreation facility and connects to
another LAN, located at City Hall, via an ISDN line. The City intends to look at purchasing a basic
ARMS system that can be expanded by adding additional modules. Client/Server technology along with
expandability are two key desirable features.
Sealed proposals will be received by the City of Dublin until 1 :30 PM PDT on September 10, 1996 in the
City of Dublin City Clerk's Office, 100 Civic Plaza, Dublin, California 94568. The proposals will be
opened and read at that time, and the presence of the proposers, while not required, is nevertheless invited.
The City of Dublin will award a contract based on an evaluation of the proposal's responsiveness to the
requirements and specifications outlined in the attached Request For Proposals. The award will be based .
on the specific criteria identified in this specification. ". ... .. .
The City of Dublin reserves the right to reject or accept any or all proposals, or to waive any condition of
the proposal requirements, in the best interest of the participating agencies.
Please follow the proposal instructions, and if any additional information is required, contact Steve Honse,
Administrative Assistant, City of Dublin, 510-833-6650.
Kay Keck
City Clerk
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P ART I: Il'IT"fRODUCTION
.. Purpose
The purpose of this Request For Proposals (RFP) is to provide interested Vendors with sufficient
information to prepare and submit proposals relative to the selection of an ARMS for the City of Dublin.
Work to be performed by the Vendor consists of furnishing, delivering, and installing all materials,
equipment, supplies, and software necessary for an ARMS that would meet the needs of the City's
recreation facilities as specified in this invitation. Additionally, the vendor will provide all required
training to enable staff to operate the l'lRMS in an efficient manner
General Background Information
The City of Dublin (City) primarily manages its recreation management system using manual systems.
The City only intends to purchase an ARMS for activity registration program at this time; however, the
system should be expandable to ultimately include Facility Scheduling, and League Scheduling.
City Hall uses a standard client-server network using a Microsoft Windows NT server and Windows for
Workgroups clients. The remote recreation facility uses a standard client-server network using Windows
for Workgroups. The City anticipates that existing and future recreations centers will be linked to a
. ceutral core LAN using bridges operating over ISDN telephone lines.
PART IT: SCHEDULE OF EVENTS
Project Time Line
Call for Proposals
Proposals Due (Closing)
Evaluation Period
Contract Award
August 14, 1996
September 10, 1996 1:30 PM
September 11, 1996 to September 23, 1996
September 24, 1996
The statement of award date expresses the present intent of the City of Dublin to award this project, and is
. not a representation, agreement, or promise that in fact any contracts will be awarded on that date or at
any other time.
Proposals Due
In order to be considered for selection, sealed proposals must arrive at the City of Dublin City Clerk's
Office on or before the date and time specified in the Project Time Line section of the Schedule of Events.
Proposals received after that date and time will not be accepted.
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PART II: GENERAL INFORMATION
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Proposal Preparation
Proposals should be prepared simply and economically, providing a straightforward concise description of
Vendor capabilities to satisfy the requirements of the RFP. Emphasis should be on completeness and
clarity of content. The City of Dublin is not liable for any costs incurred by the Vendors for the
preparation and presentation of their proposals.
Vendor Representation
In submitting a response to this RFP, the Vendor represents that:
1. The Vendor has read and understands the RFP and the proposal is made accordingly.
2. The Vendor is familiar with the local conditions and methods that the City uses for data and
communications and has correlated such observations with the requirements of the proposed
contract documents.
3. The Vendor's proposal is based upon the products, system, and equipment described in the
RFP without exceptions, except those clearly noted as "Exceptions."
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City of Dublin Contacts
All questions concerning this RFP process should be directed to:
Steve Honse - Administrative Services
100 Civic Plaza, Dublin CA 94568
Phone:510-833~6650 Fax: 510-833-6651
Submission of ProposalslNumber of Copies
In order to be considered for selection, Vendors must submit a complete response to this RFP using the
format provided in the Instructions for Proposal Development, Part Ill.
Vendors should submit one (1) original and three (3) copies of the proposal. The original and each copy
should contain three, distinctly packaged, general sections entitled Transmittal Letter, Required
Information Proposal, and Cost Proposal. Detailed instructions as to the contents of each of these general
sections are located in Part III.
Conformance to all pertinent articles contained in the RFP plans and specifications is required. Proposals
will not be considered valid unless all appropriate contract docmnents, etc., contained in the referenced
specifications are executed to the satisfaction of the City.
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In submitting a response to this RFP, the Vendor represents and warrants that they have sufficiently
informed themselves in all matters affecting performance of the work, furnishing of the labor, supplies,
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material, and equipment called for the specifications; they have checked their proposal for errors and
_ omissions; that the prices stated in their proposal are correct and as intended for them and are a complete
:.eand.correct statement of their policies for performing the work of furnishing labor, supplies, materials, and
eqUIpment.
Each proposal shall state a period oftime for which it is valid and may be accepted by the City. All
proposals must be firm for 180 calendar days from the closing date of the proposal.
Proposals shall be submitted in sealed packages or envelopes, and should be clearly marked
"AUTOM.A.TED RECREATION MANAGEMENT SYSTEM."
Proposals must be received prior to the closing date and time specified. No proposal received after the
closing time specified will be accepted. Proposal closing and proposal opening dates and times are
synonymous. Proposals shall be delivered to the address listed in City of Dublin Contacts, General
Information section. The City is not responsible for any proposals delivered to any other location.
Addenda to RFP
In the event that it is necessary to revise any part of the RFP, addenda will be provided to all Vendors who
received the initial RFP. Any addenda so issued are to be considered part of the specifications of the RFP.
The City of Dublin is not responsible for any explanation, clarification, interpretation, or approval made
or given in any manner except by written addenda issued by the City of Dublin.
.In case of any doubt or differences of opinion as to the items to be furnished hereunder, or the
.. interpretation of the provisions of the RFP, the decision of the City shall be final and binding upon all
parties.
Opening of Proposals
Proposals received in response to this RFP will be opened by the City of Dublin on the date and at the
time specified in the Schedule of Events. No evaluation will be done at the opening.
Exceptions to RFP
Vendors who are unable or unwilling to meet any of the requirements of this RFP should include, as part
of their response, written exceptions to those requirements.
Prime Contractor Responsibilities
The successful Vendor will be required to assume responsibility for delivery, supervision of installation,
and maintenance of all hardware, software, training, and support services offered in their proposal,
whether or not the Vendor is the manufacturer or producer of these services. Further, the City of Dublin
will consider the Vendor to be the sole point of contact with regard to contractual matters, including
. payment of any and all charges resulting from the purchase of the system included in the proposal.
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P ART III: INSTRUCTIONS FOR PROPOSAL DEVELOPMENT
Introduction
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This section of the RFP describes the required format and contents for the Vendor proposal. This
standardization will facilitate evaluation of the comparative merits of all proposals submitted and the
selection of finalists in this competition. Failure to comply with the required organization outlined in this
section may result in the proposal's elimination from further consideration.
The proposals submitted by Vendors must contain three, distinctly packaged, general sections listed as
follows.
· Transmittal Letter
· Required Information Proposal
· Cost Proposal
Compliance with the instructions for each of these sections is considered the minimum requirement for
compliance with the RFP. Detailed instructions for each general section are in the following subsections.
Transmittal Letter
This letter should designate the individual authorized to represent the proposing fIrm regarding this
proposal and should summarize the key points of the proposal.
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Required Information Proposal
This section of the Vendor's overall proposal should provide all the information necessary to determine if
the Vendor's product will meet the needs of the City. This general section of the proposal must contain
the following sections in the order indicated:
1. Executive Summary
2. General Technical Description
3. Detailed Technical Description
4. Vendor Qualifications, Experience, and References
5. Other Relevant Information
1. Executive Summary
This part of the proposal must include (but is not limited to):
1.1 A brief statement demonstrating the Vendor's thorough understanding of the requirements
presented in the RFP.
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1.2 A brief statement of salient features of the proposal, including conclusions and generalized
recommendations.
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1.3 A brief statement indicating the Vendor's capabilities and experience with this type of system.
Include the date on which this system was made available for general sale or license, the
number of packages installed to date, and the number of packages installed in public agencies.
1.4 Any additional information the Vendor might wish to add which would allow the City to more
fully understand the contents of the proposal.
1.5 A full description of policies regarding revisions, new releases, and/or withdrawal of support
for installed application software. State minimum notice for making such changes.
1.6 Identify any features of the proposed software that have not been specifically addressed in the
RFP but which positively distinguish the proposal.
2. General Technical Description
Briefly provide an overview on how the proposed system will address the needs of the City. Describe the
major components of the system and its major capabilities. This is an opportunity for the vendor to point
out the strengths of the proposed system. This description should be no longer than two (2) pages.
.3. . Detailed Technical DeSCriPtion.. . . .
.... This IS one of the most rmportant sectIOns ill the ReqUITed InformatIOn Proposal. ProvIde a complete
technical description stating in detail how each requirement listed in Appendix A will be satisfied.
Vendors MUST follow the numbering format of Appendix A in this RFP.
The vendor is expected to respond to each requirement listed in Appendix A unless it is marked (Vendor
Response Not Expected). The vendor will explain how the proposed system meets that requirement. If
the vendor can not meet that requirement, than the vendor should explain, if possible, how the proposed
system can provide an alternative capability.
It is not satisfactory to say just that the system can meet the requirement. The vendor must describe how
it will be met.
4. Vendor Qualifications. Experience. and References
Complete the Vendor Qualifications Questionnaire included as Appendix D. Use the forms provided;
make copies if necessary.
In addition, provide a listing of personnel to be assigned to the project. For each staff person, describe
their experience with the Vendor's fInn, other experience in the areas of software development and
. implementation and the names of Vendor clients with which that staff person has had substantial
involvement.
5. Other Relevant Information
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This RFP does not attempt to identify every possible feature which would be of benefit to the City.
Vendors are encouraged to identify problem solutions or any additional features which would be of
benefit to the City and are pertinent to the Vendor's proposal. .
Cost Proposal
This section of the Vendor's overall proposal provides in one place all the relevant information as to the
cost of the system and the various options that are being proposed. We understand that some of the cost
information will be duplicated since cost information is requested in other sections. The purpose of the
"Cost Proposal" is to bring together all the cost information. This section of the proposal must contain the
following sections in the order indicated:
1. Summary Proposal Price Form
2. Detail Proposal Price Form
Compliance with the instructions of each of these sections of the Cost Proposal is considered the
minimum requirement for compliance with the RFP for cost information.
Prices quoted shall be deemed to include all costs for which the City of Dublin shall be responsible.
Unspecified costs will be borne by the Vendor.
All cost information should be in US dollars.
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Summary Proposal Price Form
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Vendors must complete the Summary Proposal Price Form included in Appendix D. The information
supplied on the Summary Proposal Price Form will be the only information read from the proposal at the
public opening.
The "Total Cost for System" listed on this form will be the 1Qtal cost for the purchase and installation of
the system, as well as training of City of Dublin staff.
Proposals which are signed for a partnership shall be signed in the firm's name by at least one partner or in
the firm's name by an attorney-in-fact.
Proposals which are signed for a corporation shall have the correct corporate name thereon and the name
of the authorized agent followed by the title of office held by that agent which in turn is followed by the
agent's signature.
2 Detail Proposal Price Form
Vendors must complete the Detail Proposal Price Form included in Appendix E. The proposal shall
clearly and completely delineate all costs associated with the proposed system. The cost is defined as
including procurement, transportation, installation, and making operational all equipment and software, .
plus system documentation and user training. .".". .
PART IV: EVALUATION OF VENDOR PROPOSALS
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.~.Evaluation Process
The evaluation process will verify substantial compliance with all RFP requirements, including that all
submittals are provided, the format of the proposal is as required, that a complete proposal has been
submitted, and that the proposal offers a system that is a reasonable balance between functionality and
cost. The City reserves the right to waive non-material deviations if this is in the best interests of the
City.
Upon selection of the successful Vendor, the City will immediately commence contract discussions. Iffor
any reason a contract cannot be agreed upon to mutual satisfaction, the City reserves the right to enter into
negotiations with another Vendor.
The City shall be the final judge of the capability and performance of the products proposed. The City
\vill also be the final judge of product support and future upgradability of the products proposed.
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Evaluation Criteria
Criterion
1. System Requirements
A. Ability to satisfy all requirements
as described in this RFP.
B. Proven reliability of proposed system
components.
2. System Support
A. Adequacy of proposed training plan.
B. Adequacy of proposed hardware and
software maintenance plan
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Completeness of Proposal
A. All submittals provided.
B. F onnat of proposal is as required.
C. Complete proposal submitted.
DOES NOT
COMPLIES COMPL Y
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Part B--Detailed Evaluation Criteria
e1. Vendor Qualifications
A. Vendor's general qualifications, including size, location, solvency, time in business
B. Vendor's experience with public recreation agencies
C. Evaluation of references
2. Installation
3. Hardware Requirements:
A. System server
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(1) Network requirements
(2) Remote station access
B. Back up & recovery
4. Software Requirements
A. Activity registration
E. System administration reports
F. Security
G. Purge capabilities
H. ImportlExport capabilities
5. Warranty Requirements
6. Maintenance Requirements
7. Documentation
.8. Training
9. Cost
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PART V: VENDOR CHECKLIST FOR PROPOSAL SUBMITTAL
The following checklist is given as a reference for proposers. Please refer to the body of the RFP for a
full explanation of each item. Omission of any item from this list does not remove that item from the list
of required submittals. Vendors are solely responsible for the completeness and accuracy of their
proposals.
· Transmittal Letter
· Required Information Proposal
1. Executive Summary
2. General Technical Description
3. Detailed Technical Description
4. Vendor Qualifications, Experience, and References
5. Other Relevant Information
· Cost Proposal
1. Summary Proposal Price Form
2. Detail Proposal Price Form for ARMS
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Part B--Detailed Evaluation Criteria
e1. Vendor Qualifications
A. Vendor's general qualifications, including size, location, solvency, time in business
B. Vendor's experience with public recreation agencies
C. Evaluation of references
2. Installation
3. Hardware Requirements:
A. System server
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(1) Network requirements
(2) Remote station access
B. Back up & recovery
4. Software Requirements
A. Activity registration
E. System administration reports
F. Security
G. Purge capabilities
H. ImportlExport capabilities
5. Warrant)r Requirements
6. Maintenance Requirements
7. Documentation
.8. Training
9. Cost
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P ART V: VENDOR CHECKLIST FOR PROPOSAL SUBMITTAL
The following checklist is given as a reference for proposers. Please refer to the body of the RFP for a
full explanation of each item. Omission of any item from this list does not remove that item from the list
of required submittals. Vendors are solely responsible for the completeness and accuracy of their
proposals.
· Transmittal Letter
· Required Information Proposal
1. Executive Summary
2. General Technical Description
3. Detailed Technical Description
4. Vendor Qualifications, Experience, and References
5. Other Relevant Information
· Cost Proposal
1. Summary Proposal Price Form
2. Detail Proposal Price Form for ARMS
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:.valuation Process
The evaluation process will verify substantial compliance with all RFP requirements, including that all
submittals are provided, the format of the proposal is as required, that a complete proposal has been
submitted, and that the proposal offers a system that is a reasonable balance between functionality and
cost. The City reserves the right to waive non-material deviations if this is in the best interests of the
City.
Upon selection of the successful Vendor, the City will immediately commence contract discussions. Iffor
any reason a contract cannot be agreed upon to mutual satisfaction, the City reserves the right to enter into
negotiations with another Vendor.
The City shall be the final judge of the capability and performance of the products proposed. The City
will also be the final judge of product support and future upgradability of the products proposed.
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Evaluation Criteria
Criterion
1. System Requirements
A. Ability to satisfy all requirements
as described in this RFP.
B. Proven reliability of proposed system
components.
2. System Support
A. Adequacy of proposed training plan.
B. Adequacy of proposed hardware and
software maintenance plan
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Completeness of Proposal
A. All submittals provided.
B. Format of proposal is as required.
C. Complete proposal submitted.
DOES NOT
COMPLIES COMPL Y
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Part B--Detailed Evaluation Criteria
:.1. Vendor Qualifications
A. Vendor's general qualifications, including size, location, solvency, time in business
B. Vendor's experience with public recreation agencies
C. Evaluation of references
2. Installation
3. Hardware Requirements:
A. System server
(1) Network requirements
(2) Remote station access
B. Back up & recovery
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4. Software Requirements
A. Activity registration
E. System administration reports
F. Security
G. Purge capabilities
H. ImportlExport capabilities
5. Warranty Requirements
6. Maintenance Requirements
7. Documentation
.8. Training
9. Cost
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P ART V: VENDOR CHECKLIST FOR PROPOSAL SUBMITTAL
The following checklist is given as a reference for proposers. Please refer to the body of the RFP for a
full explanation of each item. Omission of any item from this list does not remove that item from the list
of required submittals. Vendors are solely responsible for the completeness and accuracy of their
proposals.
· Transmittal Letter
· Required Information Proposal
1. Executive Summary
2. General Technical Description
3. Detailed Technical Description
4. Vendor Qualifications, Experience, and References
5. Other Relevant Information
· Cost Proposal
1. Summary Proposal Price Form
2. Detail Proposal Price Form for ARMS
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APPEf'HHX A: AUTOMATED RECREATION MANAGEMENT SYSTEM SPECIFICATIONS
Vendors MUST include the text and the numbering system that is in this Appendix when
responding to this section.
1. Overview
A. All vendors are expected to provide a written response to each item in this Appendix unless it is
marked (Vendor Response Not Expected). The vendor will explain how the proposed system
meets that requirement. If the vendor can not meet that requirement, then the vendor should
explain, if possible, how the proposed system can provide an alternative capability.
B. The overriding concern in selecting an ARMS is the ability to quickly register patrons at a remote
site accessing a central activity registration database. (Vendor Response Not Expected)
C. The system should integrate so double data entry is eliminated. (Vendor Response Not Expected)
D. Price is an important factor, but our overriding interest is selecting a system that is easy to use
and that meets our business needs. (Vendor Response Not Expected)
E. We have tried to make a distinction between features that are requirements and those that are
desirable. Those features that are not requirements but highly desirable will contain the word
"desirable" in the description of that feature. If it does not appear, the vendor can assume that
the feature is a requirement.
2. Installation Requirements
A. The City will provide 486 or Pentium PCs at its recreation center. The recreation center will
have its own Windows for Workgroups local area network. This network will be bridged to a
central core Windows NT LAN located at City Hall. The ARMS will reside on the existing
central core LAN server. The ARMS will not have a dedicated server, but must be able to share
the exiSting server with other LAN operations. The City will provide the server, workstation.
_ computers, CSUIDSUs, an ISDN line, and a bridge. (Vendor R~sponse N(~t Exp~s;!ed) ... _ __
B. The vendor shall specify what capabilities the system has as related to the ability to transmit
documents and e-mail from the remote facility to workstations on the central core LAN.
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C. The vendor shall provide a proposed timeline for delivery, installation, systems testing, training,
and any other major tasks. This timeline will include an estimated length of time for each
installation task.
D. The vendor will install all ARMS software on the ARMS server and on all PCs at the recreation
facilities. Installation will not be considered complete until the system is up and fully functional.
(Vendor Response Not Expected)
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3. Hardware Requirements
A. R:ceipt p~nterTh' The redcreat~ollndfaci~ibty WIh'll hkin~ved aflas~r p~ter a~cdhed dto t?lel PC ~nd ordelr to .
pnnt receIpts. even or WI escn e w at 0 pnnter IS reqUIre an WI provI e at east
one sample receipt printed on the recommended printer.
B. System Server
(l) The City will use an existing server on which the ARMS will reside. Indicate what the
minimum server requirements are for your system as related to:
a. Type of processor
b. Amount of memory
c. Hard disk size
(2) The vendor will describe what experience they have had with other organizations with
remote sites using the vendor's system. Please provide here the names and phone numbers
of contacts at these organizations.
(3) The ARMS must be compatible with a Windows NT server with Windows for Workgroup
clients. The vendor should respond here to what extent the vendor's system is compatible
with a Windows NT network.
C. Back Up & Recovery
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(l) The vendor will provide backup and recovery equipment and describe what software and
hardware is needed.
4. Software Requirements
A. Activity registration.
(1) The system should make registration and payment of fees fast, convenient, and easy for
recreation patrons and staff. ~" As measured by transaction time: less than 2 minutes for a
new patron for one activity, and I minute for a returning patron registering for one activity.
(2) The Activity Registration system should be convenient and easy for staff at all levels to
learn and use.
(3) The Activity Registration system should be capable of operating in many sites
simultaneously, enabling patrons to register for any activity offered at any recreation
facility.
(4) The Activity Registration System should contain the following fields:
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Patron Data:
Name
Street Address
City/State/Zip
Home phone
Emergency phone
Age or birth date
Medical concerns
Guardian name
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Activity Data:
Unique activity identification code.
Recreation facility ID code,
Age code,
Category code, i.e. aquatics, dance, fitness
Activity number
Season
Year code
Activity title
Activity description
Activity meeting location
Days activity meets
Date range activity meets
Time activity meets
Fee for activity
Notes for reminders to patrons that is printed on receipts
Minimum number of registrants needed for activity to occur
Maximum number of registrants allowed
Instructor Data:
Instructor name
Instructor address
Instructor home phone number
Instructor alternate phone number
"" -"- - - - -- Instructor contract number and/or rate of pay
Pavment Data:
Payment method (cash, credit card, check, scholarship)
Payment date
Initials of clerk that received payment
(5) Vendor should describe how activity information can be searched and accessed quickly and
matched with patron data.
. (6) System should be able to enter patron into waiting list.
(7) The system should have the following on-line capabilities while in the Activity registration
module:
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Ability to look at or modify patron data
Ability to look at or modify activity data .
Ability to look at financial data
Ability to look at patron history file
Ability to look at class rosters
Ability to look at waiting lists
Ability to look at the registration status of an activity (i.e. the number of people registered,
and the number of spaces available)
B. Produce system administration reports:
(1) It is desirable that the system will provide a list of users, passwords, security level
(2) It is desirable that the system will provide a list of attempts to breach security
(3) It would be desirable if the system would provide a report writer that allows creating any
report using selected data from system administration files. If the system does not have
this capability, the vendor will provide a strategy for producing reports using data from
system administration files.
(4) The vendor will describe here what printers are supported by the system.
C. Provide security
e.
(1) Describe here the capabilities of your security system.
D. Provide purge capability
Describe how your system provides a purge capability.
E. Import capability
It would be desirable if your system could import data we currently have; for example, patron
information, class description, instructors information. Describe to what extent your system----.
provides this capability.
F. Export capability
It would be desirable if your system could export data to existing programs (WordPerfect, Lotus,
Word, Pagemaker, dBASE, mainframe programs). Please describe here to what extent your
system provides this capability.
5. Warranty
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A. The vendor will explain the length of the warranty period covering 100% parts and labor.
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B. The vendor will explain the general provisions of the warranty as well as explaining what is not
covered.
6. Maintenance Requirements
A. The vendor will describe what type of maintenance and service is provided as part of the standard
maintenance contract. This description will include the vendor's policy on upgrades to hardware
and software as well as performance standards for responding to system problems.
B. The vendor will provide costs for an annual maintenance contract.
C. The vendor will attach a copy of their standard maintenance contract.
7. Other System Capabilities
We are interested in using your system to its fullest capacity. If the system has additional capabilities
other than those listed as requirements above, describe those capabilities here.
8. Documentation Requirements
.,.
A. The vendor will provide a list of all documentation supplied with the system, the title of each
document, the cost, and the quantity provided.
B. Upon signing the contract, the vendor will grant the City permISSIOn to make copies of
documentation on how to use your system. These reproduced documents will only be used by
City staff.
9. Training Requirements
The vendor will describe what kind of training is required for permanent staff and for the system
administrators. The description should include the following:
(1) Number of sessions
(2) Length of each session
(3) Number of participants recommended for each session
(4) What the vendor provides for each session in the way of materials and equipment
The City will expect about 5 permanent staff to be trained. The vendor will explain here what training
is included with the cost of the system and the cost of any additional training that the vendor
recommends.
..
,."
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APPENDIX B: TECHNICAL DESCRIPTION OF CITY OF DUBLIN NETWORK
City of Dublin Network
The City of Dublin's Network consists of a central core LAN that uses Microsoft's Windows NT operating
system. Clients run DOS 6.2 and Windows for Workgroups.
The City' recreation facility has its own LAN which uses Windows for Workgroups. As part of this
proposal, the vendor will bridge the recreation facility to the central core LAN using an ISDN dedicated
phone line. It is our intent that the ARMS server will reside on the central core LAN and will result in the
ability to operate the ARMS from both locations and also to transmit files and e-mail between both
locations.
l7
.
e.:
.
APPENDIX C: VENDOR QUALIFICATIONS QUESTIONNAIRE
.
1. Information about Vendor
Vendor Name
Assumed business name
Location of Corporate Headquarters
Location of Nearest Office to Dublin, CA
Date founded
Date nearest office established
Organized as (check one)
Sole Proprietor _
Joint Venture
Partnership
Corporation _
Organized under the laws of the state of
Name and Address to which all vendor correspondence to be mailed:
.
Phone number: ( )
Registered Agent and Address for Service of Process in the State of California:
.2. Experience
Length of time that vendor has been installing systems of the type proposed _
18
Total number of systems installed by vendor
Total number of systems installed in public agencies
3. Qualifications
Provide a description of the firm's qualifications, demonstrating the firm's ability to provide the
proposed product and services. Include the names and qualifications of those persons who will be
assigned to install equipment.
e.
4t:
4. Provide a description of the installation/service vendor (if different from manufacturer), demonstrating
thedfirm's ~bilityl to I prov~de thIe prlodPosed products andd servl,ifices, .includfinthg installation, mamh' te~anll cbe, ..
an on-gorng oca servIce. nc u e the names an qua 1 IcatlOns 0 ose persons W 0 WI e
assigned to install equipment.
19
:.
5. References
Provide a complete list of all public agencies which have had a system installed by the vendor.
References should be those that have same or similar systems as the one proposed. References should
have systems that are installed and operating. For each reference provide the following information:
Customer Name
Address
Contact person
Telephone number
.. Type of system
Number of Workstations
Date installed
.
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APPENDIX D: SUMMARY PROPOSAL PRICE FORM
PROPOSAL OPENING: August 14,1996 1:30 PM
.
I, the undersigned, an authorized representative of
(Firm Name)
whose address is
, _ (Number and Street)
(City and State)
(Zip)
have read and thoroughly understand the specifications, the special provisions, the bidding instructions,
and all the other conditions of the Request for Proposal issued by the City of Dublin for an ARMS.
Acting on behalf of my fIrm, which is listed above, I do attest that the system offered by us meets the
specifications in every respect except those described on the attached list of "EXCEPTIONS."
We have attached _ have not attached _ a listing of Exceptions to the Specifications.
I have fully informed myself regarding the accuracy of the foregoing statements, and the same are made
by me based on my personal information.
We therefore offer and make this proposal at the prices indicated herein in fulfillment of the attached
requirements and specifications of the City of Dublin represented in the Call For Proposals.
Total Cost for System
(see instructions on page 12).
.:
We guarantee all pricing for a period of 180 days from the date of this proposal.
Further, we guarantee delivery of the above system within _ days after receipt of a purchase order and/or
contract from the City.
I have read and understood the attached Standard Contract Provisions, and agree to abide by and fulfill the
requirements thereof if awarded the contract as a result of this proposal.
I acknowledge receipt of Addenda from _ to_____.and agree to be bound by the terms and conditions in
those addenda.
FIRM'S NAME
AUTHORIZER'S NAME
AUTHORIZER'S TITLE
.
AUTHORIZER'S SIGNATURE
DATE
21
. APPENDIX E: DETAIL PROPOSAL PRICE FORM
Supply the following cost information for the system described in Appendix A, Technical Specifications.
(Duplicate form as needed)
1. System Proposed by Vendor
Item Description
Unit
Quantity Price Total
.
.
Total of System
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