HomeMy WebLinkAboutComplete RFP Document Page 1
City of Renton, Washington
Request for Proposal
Water Usage Customer Portal
Issue Date: January 27, 2020
Due Date: February 27, 2020
www.RentonWA.gov
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REQUEST FOR PROPOSAL
Notice is hereby given that the City of Renton requests proposals for a:
Water Usage Customer Portal
Through this Request for Proposals (RFP), the City seeks to select a company or firm to provide a customer
facing Water Usage Portal system, including implementation, integration, documentation, and training
services. This system must be a one-stop shop for customers to manage water consumption, receive
relevant notifications/alerts, view or pay their utility bill(s). The full RFP can be found at:
http://www.rentonwa.gov/bids
Vendors who wish to submit proposals are encouraged to inform the City of their intent to submit a
proposal by emailing intent to WUCP@rentonwa.gov.
You may submit your proposal by email to: WUCP@rentonwa.gov
Proposals received later than 4:00 PM on February 27, 2020 Pacific Time will not be considered.
Please submit any questions regarding this RFP to WUCP@rentonwa.gov by February 13, 2020. Responses
to questions will be posted on the City of Renton website at http://www.rentonwa.gov/bids by February 20,
2020. It is the responsibility of any proposer to review the City’s website for any RFP revisions or answers to
questions prior to submitting a proposal.
This is a competitive negotiation process in accordance with RCW 39.04.270. The City of Renton will
consider all the evaluation information obtained during the competitive negotiation process. The City of
Renton reserves the right to reject any and all proposals in part or in full for any reason. The City also
reserves the right to change, cancel, or re-issue this RFP at any time. This RFP does not obligate the City of
Renton to pay any costs incurred by the respondents in the preparation and submission of a proposal, nor
does it obligate the City to accept or contract for any expressed or implied services.
The successful vendor must comply with local, state, and federal requirements regarding equal opportunity
and employment practices and the City of Renton Professional Services Agreement. The City is committed to
a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or
disability. Women and minority business enterprises are encouraged to submit proposals.
Published: January 27, 2020
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Table of Contents
1. INTRODUCTION ............................................................................................................................................... 4
Purpose of this RFP ............................................................................................................................. 4
About the City of Renton, WA ............................................................................................................. 4
Primary use case of the Water Usage Customer Portal ...................................................................... 4
Technology environment at the City ................................................................................................... 5
2. RFP INFORMATION .......................................................................................................................................... 6
Procurement schedule ........................................................................................................................ 6
RFP Contact information ..................................................................................................................... 6
Letter of intent .................................................................................................................................... 6
Questions regarding this RFP .............................................................................................................. 6
3. SCOPE, GOALS AND OBJECTIVES ..................................................................................................................... 7
Scope of this project ............................................................................................................................ 7
Goals and objectives of this project .................................................................................................... 9
4. RFP SUBMISSION ............................................................................................................................................. 9
Proposal identification ........................................................................................................................ 9
Proposal submission and format ......................................................................................................... 9
Proposer responsibility ..................................................................................................................... 10
Proposal completeness ..................................................................................................................... 10
Public record and proprietary material ............................................................................................. 10
Proposal validity duration ................................................................................................................. 10
Errors in proposals ............................................................................................................................ 10
Withdrawal of proposals ................................................................................................................... 10
Rights to Submitted Material ............................................................................................................ 10
5. RFP EVALUATION, SELECTION, AWARD PROCESS ......................................................................................... 10
Proposal evaluation ........................................................................................................................... 10
Clarifications ...................................................................................................................................... 11
6. CONTRACT AWARD AND EXECUTION ........................................................................................................... 11
Selected proposals ............................................................................................................................ 11
Awarding proposal ............................................................................................................................ 11
Conditions ......................................................................................................................................... 11
Contract ............................................................................................................................................. 11
Warranties, License Agreement and Maintenance Agreement........................................................ 12
Non-endorsement ............................................................................................................................. 12
No cost before receipt....................................................................................................................... 12
RFP RESPONSES (VENDOR INSTRUCTIONS) ...................................................................................................... 12
Proposal content ............................................................................................................................... 12
RFP Submittal Document - Spreadsheet ........................................................................................... 12
RFP Submittal Document – License Agreement ................................................................................ 14
RFP Submittal Document – Maintenance Agreement ...................................................................... 15
RFP Submittal Document – Warranty Agreement ............................................................................ 15
RFP Submittal Document – Sample Contract Markup ...................................................................... 15
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1. INTRODUCTION
Purpose of this RFP
The City of Renton, WA (the “City”) is seeking proposals for a vendor to provide a Water Usage
Customer Portal (WUCP).
Through this Request for Proposals (RFP), the City seeks to select a company or firm to provide a
web-based customer-facing system, utility-facing analytics dashboard with automatic notification
and alerts. The vendor must integrate with Renton’s Sensus Analytics Advanced Meter
Infrastructure (AMI) and Springbrook Utility Billing Systems. The system will provide customers with
self-service capabilities to manage water consumption, receive relevant alerts/notifications, view
and pay bill(s). Utility staff must be able to send service interruption notifications; emulate customer
pages for support; and view analytics. The provider will provide documentation, implementation,
and training services. This document details the system software, hardware, service, and company
information on which the City will base its selection. Feature requirements outlined in the
requirements spreadsheet must be met or exceeded. Installation services and training will be
required.
About the City of Renton, WA
The City of Renton serves about 104,100 residents in the Puget Sound region and ranks as the eighth
largest city in Washington State1.
The vision of the City of Renton is to be the center of opportunity in the Puget Sound Region where
families and businesses thrive. The mission of the City of Renton, in partnership and communication
with residents, businesses, and schools, is dedicated to:
Providing a safe, healthy, welcoming atmosphere where people choose to live
Promoting economic vitality and strategically positioning Renton for the future
Supporting planned growth and influencing decisions that impact the city
Building an inclusive informed city with opportunities for all
Meeting service demands through high quality customer service, innovation, a positive
work environment, and a commitment to excellence
The City operates under the laws of the State of Washington as an “optional municipal code city”.
Renton is governed with a mayor-council form of government with eight (8) elected officials.
City operations are performed by more than 700 employees at the direction of the Mayor. The City
provides a host of services to residents and local businesses: Police, Utilities (water, wastewater,
and storm water), Transportation (Street construction and maintenance), Parks and Recreation,
Economic Development, Land Use Planning and Regulation, Municipal Courts, and General
Government services (Animal control, and museum system).
Primary use case of the Water Usage Customer Portal
1 “April 1 Official Population Estimates.” Office of Financial Management, State of Washington Office of Financial Management, 1 Apr.
2018, www.ofm.wa.gov/washington-data-research/population-demographics/population-estimates/april-1-official-population-estimates.
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The primary use of the water usage customer portal is to allow utility billing customers the ability to
view and manage water consumption, view and pay utility bills, set alerts and notifications,
troubleshoot continuous consumption issues and receive cost-saving tips. The City will also use the
site to communicate interruptions, and improve water use efficiency.
Technology environment at the City
Desktops and Laptops – The computing environment at City includes approximately 700
workstations throughout the City. Computers are configured with Microsoft Windows 7 or
Microsoft Windows 10 64-bit operating system. All hardware is less than 5 years old, and
includes a minimum of an Intel i5 processor and at least 4 GB of RAM. Each computer is
managed by a Microsoft Active Directory domain. The standard desktop software suites in most
of the City are Microsoft Office 2013 and 2016. Some staff also use city issued mobile devices
such as smartphones and tablets.
Servers – The City’s server environment is comprised of both physical and virtual servers running
the latest versions of Microsoft Windows operating system. New system implementations
requiring server resources shall run in a vitalized environment.
Database Management System (DBMS) – The City utilizes and supports the latest versions of
Microsoft SQL Server in a high availability environment.
Email System – The City’s standard email platform is Microsoft Exchange Server 2010.
Network Infrastructure – the City has a fiber gigabit Metropolitan Area Network to
approximately 43 city facilities and parks. The city also leverages a wide-area Wi-Fi and LTE
network connectivity for mobile users. All Windows OS mobile devices connect to the
Enterprise network through Net Motion VPN access.
Software Updates – If a system requires updates to be installed on local machines, it is the
expectation that the City’s IT Division will coordinate and install the updates with assistance
from a vendor where appropriate.
Internet Browser – The City currently supports Microsoft Internet Explorer, Google Chrome, and
Mozilla Firefox web browsers.
Backup and Disaster Recovery – The City currently has an enterprise backup system to backup
local servers, systems, applications, and user data based on the retention schedule of the type
of data being stored.
Retention Requirements –The City must meet applicable laws for State of Washington retention
schedules (RCW 40.14) for records. The City is legally obligated to retain records in a way that is
compliant with the State of Washington's document retention laws. The City must be able to
identify records, apply the appropriate retention policy, and properly dispose of records in
accordance with applicable laws when the retention period has been satisfied.
Public Disclosure Requirements – The City must meet applicable public disclosure laws for email
content (RCW 42.56). The City is legally obligated to fulfill public disclosure requests in
accordance with applicable laws. The City must be able to properly identify records to fulfill a
given request, ensure immutability of the record, and have the ability to redact information that
is exempt from disclosure. The City must be able to export all records that is responsive to the
given request its native format (? or ?) and make it available on GovQA (https://govqa.com).
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Systems need to improve the City employee experience and efficiency in fulfilling public records
requests. City staff receive a large volume of ever increasing public disclosure requests each
year. Solutions implemented must afford City staff a user-friendly way to quickly search for and
identify all records that are responsive to a public disclosure or eDiscovery request, and
efficiently manage each request from intake to fulfillment.
2. RFP INFORMATION
Procurement schedule
Milestone Date (Pacific Time Zone)
RFP Published January 27, 2020
Questions due via email February 13, 2020 @4:00 PM
Responses to questions posted by February 20, 2020 @4:00 PM
Proposals due no later than February 27, 2020 @4:00 PM
Conduct Vendor Interviews/Site visits (optional) April 2020 *
Select Vendor May 2020 *
Contract Finalization July 2020 *
Kick Off Project August 2020 *
* Estimated dates
Table 1 – Procurement Schedule
RFP Contact information
During the RFP process, a designated contact person will be responsible for official coordination and
communication with Responder concerning questions, project status, and announcements. During
the RFP process, the City of Renton requires vendors to not contact other City of Renton staff
regarding the RFP processes; failure to comply with this requirement may disqualify those proposals
from further consideration. The following email address is the City’s only official point of contact for
this RFP: WUCP@rentonwa.gov
Letter of intent
Vendors who wish to submit proposals are encouraged to inform the City of their intent to submit a
proposal by emailing intent to WUCP@rentonwa.gov
Questions regarding this RFP
Interested parties must direct all questions regarding this RFP to WUCP@rentonwa.gov by the date
and time specified in section 2.1.
It is the responsibility of the proposer to review the City’s website for any RFP revisions or answers
to questions prior to submitting a proposal. Responses to questions will be posted on City’s website
at http://rentonwa.gov/bids by the date and time specified in section 2.1.
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3. SCOPE, GOALS AND OBJECTIVES
Scope of this project
The City of Renton is seeking proposal for vendor to provide a customer facing web based
application, a utility-facing web based, and the ability to send a range of automatic alerts and
notifications. The proposed portal must be able to receive and display the City’s consumption data.
The Vendor will provide a secure interface to present customers with consumption data, leak
detection assistance, service interruption notification, and water efficiency options. The portal shall
offer credit card and ACH online payments integrated with the City’s existing payment merchant
(Elavon) with auto pay functionality. The site will also offer end users links to leaks detection
instructions and videos.
The RFP response will provide information on implementing a solution with the ability to:
3.1.1. Provide a customer facing portal that is secure and easy to use through a mobile interface for
residential, multi-family, commercial, industrial, and irrigation accounts that provides:
a. The ability to view consumption data at a macro or micro levels (i.e. hourly, daily, monthly,
or yearly), and to forecast end-of-period total consumption levels.
b. The capability to set consumption threshold alerts, personalize dashboard to display
seasonal, or year-over-year usage, and to determine how they receive outgoing
communications by text/SMS, email, or automated call.
c. The ability to automatically detect leak events from Sensus AMI, and notify customers of
potential leaks with step-by-step instructions to investigate and repair leaks.
d. Customers without water meter the ability to view their water usage and pay bill by
fetching, and consuming consumption, and billing data from Springbrook Utility Billing.
e. Users or managers of multiple properties or commercial properties with multiple meters,
can view a roll-up of all property consumption data in a unified view.
f. Ability to grant access (create a secondary account login) to other users such as a spouse,
roommate, owner, tenant, or property manager.
g. Secure registration and login for each utility account regardless of meter type.
3.1.2. Provide staff with tools to communication, analyze, and generate reports for all meter, this
include providing:
a. Administrative users a tool to emulate customer’s page during support calls.
b. Administrative users the ability to send targeted, personalized messages to individual
customers or groups via email, phone or text/SMS.
c. Mapping features with the ability to select targeted geographic areas and notify
customers within the area about service interruptions.
d. The ability to select from preloaded message templates or create new, and select
recipients from preloaded lists, as well as exclude certain recipients.
e. The capability to manage and configure a cost saving recommendation library
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customized for each account profile with step-by-step instructions, information links, and
videos. Library will highlight or rotate most relevant savings actions for customers based
on customer’s profile and the season.
f. The ability to create, and customize billing statements, email templates, and
communications responses to customers.
g. The ability to generate reports that matches Springbrook Utility Billing batches and bank
deposits.
3.1.3. Provide a single portal for customers to view and pay their bills online, this include the
capability to :
a. Enable customers to securely view and pay bills from within the Customer Portal
including by credit card, debit card and ACH.
b. Provide customers the options to sign-up for automatic bill payment (i.e. Auto pay),
manage the method of payment and receive an online bill.
c. Enable customer to sign-up for bill alerts including when a bill is available, due or
overdue.
d. Provide primary account holder the ability to delete their account, the system must
delete, and unlink associated billing and bank account(s).
3.1.4. The Vendor must provide:
a. All integrations necessary between the Customer Portal and Sensus Analytics,
Springbrook Utility Billing and the City’s Active Directory Federation Services (ADFS).
b. All data as a result of these contractual services shall be the property of the City of
Renton and must be able to keep, or download historical data to meet retention
requirements.
c. Customer support for site and log-in related issues.
d. Proof of PCI 3.2 compliant and documented according to the PCI security standards or
affiliated organization.
e. Include evidence of information security consistent with industry standards via written
3rd part assessment. The assessment shall include evaluation of the external penetration
testing and web application security assessment.
3.1.5. Project Management to detail implementation schedule:
a. The proposal will include a staff-training plan to orient city staff to the features and
functionalities of the Customer Portal, Online Payment, Administrative modules, and
Analytics Dashboard. If needed, the service provider must hold multiple sessions to
accommodate Customer Service representative shifts and availability.
b. Provide detail schedule of on-going status updates.
c. Organize and attend meetings as required (either in person, by telephone, or web as
necessary).
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d. Designate a staff person to serve as Project Manager.
e. Provide information on project management experience with projects similar in scope.
f. Provide a minimum of three references for previous implementation of similar scope.
g. Provide timelines for the availability and frequency of reporting.
h. Provide detailed information on how to measure results from using the portal, this
include what information will be available to the City of Renton related to water saving,
customer satisfactions, cost effectiveness, program participation, and any other
efficiencies.
Goals and objectives of this project
a. Implement a solution that empowers citizens with self-service capabilities to monitor and
manage water consumption, and receive leak alerts or notifications on any personal device.
b. Implement an integrated billing and payment portal for citizens to sign-up for auto pay,
schedule future payments and pay their bills.
c. Empower Utility staff with the capabilities to efficiently manage, and support citizens with
water consumptions and billing related requests.
d. Reduce IT ongoing maintenance and operational overhead.
e. Citizens can log into a single web portal or mobile app to manage water consumption, view or
pay their bills and sign-up for auto pay.
f. The system must receive, consume, and display data from Sensus AMI, Springbrook Utility
Billing, and potentially other sources, including accounts where Sensus does not have a
corresponding water account.
g. The system shall process bill payment through the City of Renton’s exiting payment merchant
(Elavon) and US Bank.
4. RFP SUBMISSION
Proposal identification
Proposals must be made in the official name of the firm or individual under which business is
conducted (showing official business address) and must be signed by a person duly authorized to
legally bind the person, partnership, company, or corporation submitting the proposal. A
corporation must indicate place and date of incorporation.
Proposal submission and format
Your proposal must be submitted via email on or before the due date detailed in section 2.1 to
WUCP@rentonwa.gov. Section 7 of this RFP defines the file format of each submittal attachment.
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Proposer responsibility
Proposers are solely responsible for the timeliness of their submittals. As such, budget adequate
time to ensure proposals are delivered before the deadline.
Proposal completeness
By submitting a proposal, proposers certify that such proposal constitutes their full and complete
response to the RFP and evidences their acknowledgement that additional written material outside
of such proposal shall not be considered by the City in connection with this RFP, unless the City
provides a written request for additional information.
Public record and proprietary material
Proposals may be released in total as public information in accordance with the requirements of the
laws covering same. Any proprietary information must be clearly marked. Marking the entire
proposal as proprietary will neither be accepted nor honored. If a request is made to view a
Responder’s proposal, City of Renton will comply according to the Public Records Act, Chapter 42.56
Revised Code of Washington (RCW).
Proposal validity duration
Proposal and cost schedule shall be valid and binding for at least 90 days following proposal due
date and will become part of the contract that is negotiated with the City.
Errors in proposals
The Successful Responder is responsible for all errors or omissions in its proposal and any such
errors or omissions will not serve to diminish their obligations to the City. The City reserves the
right to make corrections or amendments due to errors identified in the proposal by either the
Successful Responder or the City. The City may waive minor irregularities contained within the
proposal documents.
Withdrawal of proposals
Responders may withdraw a submitted proposal, at any time up to the proposal closing date and
time. To accomplish this, a request by an authorized representative of the Responder must be
submitted to the City contact person. After withdrawing a previously submitted proposal, the
Responder may submit another proposal at any time up to the proposal closing date and time.
Rights to Submitted Material
All Proposals and related correspondence submitted shall become the property of City of Renton
when received.
5. RFP EVALUATION, SELECTION, AWARD PROCESS
Proposal evaluation
All proposals meeting the requirements of this RFP shall be reviewed and rated by an evaluation
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committee according to the following criteria:
Ability of the product to perform the technical and functional requirements
Project management and implementation plan
Cost, rates, and fees
Proposal responsiveness
Firm/Consultant qualifications, experiences, references and experience
Clarifications
The City reserves the right to obtain clarification of any point in a Responder’s proposal or to obtain
additional information necessary to properly evaluate a proposal. Failure of a Responder to respond
to such a request for additional information or clarification may result in rejection of the Responder
proposal. The City’s retention of this right shall in no way reduce the responsibility of Responder to
submit complete, accurate, and clear proposals.
6. CONTRACT AWARD AND EXECUTION
Selected proposals
Selected proposers may be contacted to arrange in-person interviews and/or product
demonstrations with the evaluation committee.
Awarding proposal
The City reserves the right to make an award without further discussion of the proposal submitted.
Therefore, the proposal should be initially submitted on the most favorable terms the vendors can
offer. It is understood that all proposals will become a part of the official file without obligation to
the City.
Conditions
The general conditions and specifications of the RFP as proposed by the City and the successful
vendor's response, and amended by agreements between the City and the vendor, will become part
of the contract documents. Additionally, the City will verify vendor representations that appear in
the proposal. Failure of the vendor's products to meet the mandatory specifications may result in
elimination of the vendor from competition or in contract cancellation or termination.
Contract
The vendor selected as the apparently successful vendor is expected to enter into a contract with
the City as described in the sample provided in Exhibit A.
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Warranties, License Agreement and Maintenance Agreement
The Warranties, Software License Agreement and Maintenance Agreement will be negotiated and
signed at the same time as the contract. Successful Responder shall submit policies regarding and
copies of all Warranties, License and Maintenance Agreements on the proposed solution with
associated costs.
Non-endorsement
In selecting a Responder to supply products and/or services, the City is neither endorsing nor
suggesting that the Successful Responder’s product is the best or only solution. The Successful
Responder agrees not to refer to the City in any literature, promotional material, brochures, sales
presentation, or the like without the City’s express written consent.
No cost before receipt
No cost chargeable to the proposed contract may be incurred before receipt of a fully executed
contract.
RFP RESPONSES (VENDOR INSTRUCTIONS)
Proposal content
In order to thoroughly analyze the responses to the RFP, vendors are required to prepare their
proposals in accordance with the instructions outlined in this section. Vendors whose proposals
deviate from these instructions may be considered non-responsive and may be disqualified at the
discretion of the City. All RFP Submittal Documents detailed below must be submitted at the time of
Respondent submitting in one email.
Vendors must present their products, services and applicable features in a clear and concise manner
that demonstrates the vendors’ capabilities to satisfy the requirements of this RFP. Emphasis should
be concentrated on accuracy, clarity, comprehensiveness and ease of identifying pertinent
information and suitability of the product and services.
RFP Submittal Document - Spreadsheet
Water Usage
Customer Portal_2020_[CompanyName]_Spreadsheet.xlsx (right-click icon to open and save imbedded file)
Respondents must download, fill out and submit the above excel spreadsheet. Before submitting,
rename the file in the following format: Water Usage Customer
Portal_2020_[CompanyName]_Spreadsheet.xlsx where [CompanyName] is the name of your
company. Example: Water Usage Customer Portal_2020_CityOfRenton_Spreadsheet.xlsx
Following is a description of the different tabs found in the spreadsheet:
Information and Questions: Answer questions in this tab with information about your company and
proposed solution.
Executive Summary: Provide a high-level overview of your proposed solution.
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Qualifications and Experience: Describe Respondent’s experience implementing your proposed
solution in a local government setting. Please include the qualifications and experience for any
proposed sub-contractors in the narrative.
Alternative: If Respondent’s qualifications and experience narrative does not format well
within the provided excel spreadsheet, respondent may choose to submit a separate .pdf,
.doc or .docx document. The name of the document should be in the following format:
Water Usage Customer Portal_2020_[CompanyName]_Qualifications.[pdf]. In the
spreadsheet narrative section, enter ‘See [DocumentName] document’.
Approach and Methodology: Create a narrative which shows Respondent’s understanding of the
project’s requirements and documents a logical approach to the project scope of work. Include a
general work plan, as well as the proposed approach to undertaking the scope of work.
Alternative: If Respondent’s approach and methodology narrative does not format well
within the provided excel spreadsheet, Respondent may choose to submit a separate .pdf,
.doc or .docx document. The name of the document should be in the following format:
Water Usage Customer Portal_2020_[CompanyName]_Approach.[pdf]. In the spreadsheet
narrative section, enter ‘See [DocumentName] document’.
Project Management Philosophy and Schedule: Create a narrative which describes how
Respondent intends to manage all aspects of the work to be performed, including schedules for
completion of tasks/subtasks, procedures for scheduling, and cost control. The Project management
proposal must include project kick off meeting, regularly scheduled project team meetings, written
progress reports, issue and risk management techniques.
Alternative: If Respondent’s project management philosophy and schedule narrative does
not format well within the provided excel spreadsheet, respondent may choose to submit a
separate .pdf, .doc or .docx document. The name of the document should be in the
following format: Water Usage Customer
Portal_2020_[CompanyName]_ProjectManagement.[pdf]. In the spreadsheet narrative
section, enter ‘See [DocumentName] document’.
Functional Requirements: Fill out the Functional Requirements form with information about your
proposed product. Following is a definition and instructions on how to complete the form:
Ref #: This field is a unique identifier of each requirement as assigned by the City.
Requirement: This is a description of the functional requirement.
Type: This field designates the type of requirement with the following definition:
R - Required (Proposed system must have this requirement)
O - Optional (Proposed system should have this feature, but it is not require)
Code: Use the following codes to define how well your solution currently meets the
requirement:
3 - System can completely meet this requirement “out of the box” with no custom
code and no additional expense.
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2 – System can meet requirement with minor code modifications with no impact on
future releases. These modifications will be available and implemented with no
impact to the project schedule and does not have an additional cost associated with
the feature.
1 – System will not meet requirement and will require modification(s). Testing and
production of modifications will be in place prior to implementation date, however,
the customer will assume a cost above the basic system cost for future updates. If
additional costs are needed for this feature, please enter them in the ‘Comment’
column next to the feature and itemize them on the ‘Costs’ tab of the worksheet.
0 – System will not meet requirement and modification in time for implementation
is not possible.
N/A – The requirement does not apply to the proposal. If this value is used, provide
a comment as to why Respondent chose this value.
Comments: Provide any relevant information about this requirement. Please note any uses
of third party software, ad-hoc query tools, and creative use of existing features or custom
modifications. Although costs are required on a different worksheet, please provide a
realistic dollar estimate if there is additional cost associated with a feature.
Cost: Since the City expects to complete a “not to exceed/fixed price” contract, the budget for the
proposal must not exceed the specified amount, and must be broken down into hours, hourly rates
and expenses for each task and subtask. All prices are to be in U.S. dollars. All applicable taxes to be
paid by the City must be separately shown.
Vendors must itemize the unit and extended price for each product and service proposed as part of
the proposed solution. Cost information must include all expected implementation and operating
costs, both one-time and ongoing. Specific model numbers and capacities should be included.
Information about licensing must be provided. Vendors should describe and quote optional
components (including query tools, report writers, etc.) as individual and separate items. Any
upgrade to the base system needed for optional components must be included in the cost of those
components.
In addition to the breakdown of costs described above, provide an hourly rate for professional
services that may be required to complete our project, but was not originally scoped. The quoted
rate(s) is expected to be applied for the duration of the project (as described herein). They should
include, but are not limited to: training, project management, programmer/analyst, and technical
support analyst.
The bottom of the costs worksheet provides a location where vendor can propose a payment
schedule narrative. With each deliverable and amount, explain why those particulars were chosen.
Indicate all costs associated with each product and/or service included in the proposal. Also include
aggregate pricing if price advantages are available.
Client References: Populate the list with a minimum of three (3) client references who currently use
the proposed solution. References are preferred to be local government agencies physically located
within a 50-mile radius to the City of Renton. The City reserves the right to contact references
without prior notification.
RFP Submittal Document – License Agreement
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Submit the Respondent’s proposed license agreement for the solution. Respondent may choose to
submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting, rename the
file in the following format: Water Usage Customer
Portal_2020_[CompanyName]_LicenseAgreement.pdf where [CompanyName] is the name of your
company. Example: Water Usage Customer Portal_2020_CityOfRenton_LicenseAgreement.pdf.
RFP Submittal Document – Maintenance Agreement
Submit the Respondent’s proposed maintenance agreement for the solution. Respondent may
choose to submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting,
rename the file in the following format: Water Usage Customer
Portal_2020_[CompanyName]_MaintenanceAgreement.pdf where [CompanyName] is the name of
your company. Example: Water Usage Customer
Portal_2020_CityOfRenton_MaintenanceAgreement.pdf.
RFP Submittal Document – Warranty Agreement
Submit the Respondent’s proposed warranty agreement for the solution. Respondent may choose
to submit the file in one of the following formats: .pdf, .doc or .docx. Before submitting, rename the
file in the following format: Water Usage Customer
Portal_2020_[CompanyName]_WarrantyAgreement.pdf where [CompanyName] is the name of your
company. Example: Water Usage Customer Portal_2020_CityOfRenton_WarrantyAgreement.pdf.
RFP Submittal Document – Sample Contract Markup
Water Usage
Customer Portal_2019_[CompanyName]_ContractMarkup.docx (right-click icon to open &/or save imbedded file)
Successful respondent is expected to enter into a contract with the City. Download the above
sample contract and mark up and comment on language changes Respondent would like to
negotiate. Before submitting, rename the file in the following format: Water Usage Customer
Portal_2020_[CompanyName]_ContractMarkup.pdf where [CompanyName] is the name of your
company. Example: Water Usage Customer Portal_2020_CityOfRenton_ContractMarkup.pdf.