HomeMy WebLinkAboutRFP Details - ERP Software & Implementation Services
Request for Proposal
Enterprise Resource Planning Software
and Implementation Services
Issue Date: July 21, 2023
VENDOR QUESTIONS DUE: July 31, 2023
Question Submittal to: finance@rentonwa.gov
PROPOSAL DUE: August 21, 2023 - 4:00 p.m. PT
Email Proposals to Submittal to: finance@rentonwa.gov
Electronic responses must be received by the city no later than the date, time, and location indicated
above as the proposal due date. Late submission of responses shall be not considered. Submittal of
response by fax is not acceptable.
Note: This RFP does not constitute an order for the goods or services specified.
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TABLE OF CONTENTS
1. INVITATION FOR PROPOSALS .................................................................................................. 3
2. BACKGROUND ......................................................................................................................... 4
3. SCOPE OF WORK AND TIMELINE ............................................................................................. 6
4. RFP EVALUATION .................................................................................................................... 8
5. VENDOR INSTRUCTIONS.......................................................................................................... 9
6. REQUIREMENTS .................................................................................................................... 12
7. TERMS AND CONDITIONS...................................................................................................... 13
EXHIBITS
A – PRICING ........................................................................................................................... 15
B – REFERENCES .................................................................................................................... 16
C – CITY OF RENTON PROFESSIONAL SERVICES AGREEMENT ……………………………………………..18
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SECTION 1 - INVITATION FOR PROPOSALS
The City of Renton (city) is requesting proposals from experienced and qualified vendors that can
provide ERP software and services that satisfies all the city’s functional and technical
requirements contained within this RFP. Preferred vendors shall have experience in successfully
implementing the proposed solutions for cities of similar size and scope of services. A detailed
description of the products and services required are contained in Section 3 - Scope of Work and
Timeline of this RFP. Vendors can submit a proposal by email to: finance@rentonwa.gov
It is the vendor’s responsibility to deliver proposals to the city by the date and time indicated
in this RFP. The city accepts no responsibility for lost or misdirected email submittals. The city
is not liable for any costs incurred by the vendor before issuance of a contract. All costs
incurred in responding to this Request for Proposal are solely the responsibility of the vendor.
All materials submitted in response to this RFP become the property of the city and as such
public documents and will not be returned. Submission of a proposal shall constitute
acknowledgment and acceptance of all terms and conditions contained and exhibits in this RFP.
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 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 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.
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SECTION 2 - BACKGROUND
The city serves about 105,000 residents in the Puget Sound region and ranks as the eighth largest city in
Washington State1.
The vision of the city 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 approximately 900 employees at the direction of the mayor. The city provides a host of
services to residents and local businesses: Police, Utilities (water, wastewater, and stormwater),
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).
The city’s intent for this project is for the procurement and implementation of an ERP system that
meets the key functional and technical requirements of the city. The city recognizes the need to
acquire an integrated ERP solution for supporting its core functions, to improve efficiency, and to
eliminate duplication of efforts. As such, the city is seeking a vendor that can provide a replacement
ERP solution that supports local government entities with all modules in scope.
The city’s primary ERP solution is Tyler Technologies Eden for Financial, Payroll, Human Resources,
and Utility Billing functions. The software is nearing its end of life and is slated to sunset in 2027. In
addition, the city uses Progressive Solutions for Cashiering, and CentralSquare TRAKiT for Permitting,
Planning, Land Management, and Code Enforcement. Additional information regarding the specific
scope of required modules and functionality can be found in the Requirements document provided
as a separate supplemental document to this RFP.
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The following provides an overview of the city’s technology environment.
• Desktops and Laptops – The computing environment at the city includes approximately 700
workstations. 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 i 5
processor and at least 4 GB of RAM. Each computer is managed by a Microsoft Azure 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 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 Edge, Google Chrome, and Mozilla
Firefox web browsers.
• Backup and Disaster Recovery – The city has an enterprise backup system to backup 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 are responsive to the given request in
its native format and make it available on GovQA (https://govqa.com).
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.
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SECTION 3 - SCOPE OF WORK AND TIMELINE
The city intends to purchase an integrated ERP solution that includes the modules and functionality
defined in the Requirements document provided with this RFP. The following table outlines the primary
solutions used by the city with an indication of scope for replacement or integration to the new ERP
solution.
Vendor Software Functionality Replace or Retain
Tyler Technologies Eden Financials
Human Resources
Payroll
Replace
Progressive Solutions Quadrant Cashiering Replace
In-House Developed ITS Intranet Time Entry Replace
Shadow Systems Various Various Replace
Laserfiche Laserfiche Document Management
Record Retention
Forms
Workflow
Retain
Integrate - Yes
Springbrook Springbrook Utility Billing Retain
Integrate - Yes
Cityworks Cityworks Asset Management, Work
Orders, Time Entry
Retain
Integrate - Yes
Fleet Focus Fleet Focus Fleet Maintenance Retain
Integrate - Review
Telestaff Telestaff Scheduling, Time Entry –
Police
Retain
Integrate - Review
Tyler Technologies Enterprise Permitting and
Licensing (EPL or EnerGov)
Permitting
Land Management
Code Enforcement
Retain
Integrate - Review
NeoGov NeoGov Applicant Tracking
Onboarding
Performance Management
Retain
Integrate - Review
City of Bellevue Praxis Business Tax and Licensing Retain
Integrate - Review
xplor Recreation PerfectMind Parks and Recreation Retain
Integrate - Review
ProShop Keeper ProShop Keeper Golf POS Retain
Integrate - Review
Quartermaster Quartermaster Police Assets Retain
Integrate – No
Genetec AutoVu Parking Citation Retain
Integrate - Review
Ventek VenVu Boat launch POS Retain
Integrate - Review
The city expects to implement an ERP solution using a phased approach or as recommended by the
selected vendor and approved by the city. The city expects process improvement through the
implementation of new systems and intends to adopt the best practices offered by the selected vendor.
Vendors who are invited to demonstrate their product should be prepared to discuss the application’s
best practices and the system’s ability to adapt to user preferences.
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Timeline
The following defines the estimated timeline for the selection of a vendor. The city reserves the right to
modify or reschedule this timeline as necessary.
Activity Dates
Release Request for Proposal July 21, 2023
Vendor Questions Due July 31, 2023
Vendor Questions Answers Posted August 7, 2023
Proposals Due August 21, 2023
Selection of Finalists October 2023
Software Demos December 2023 – January 2024
Due Diligence Review January 2024
Contract Negotiations March 2024
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SECTION 4 – RFP EVALUATION
Evaluation. All proposals meeting the requirements of this RFP shall be reviewed and rated by an
evaluation committee according to the following criteria:
• Ability of the product to perform the technical and functional requirements
• Project management and implementation plan
• Total cost of the solution – licensing, implementation, ongoing support and maintenance
rates, fees, etc.
• Proposal responsiveness
• Firm/Consultant qualifications, experiences, references, and experience
The city reserves the right to obtain clarification of any point in a proposal or to obtain additional
information necessary to properly evaluate the proposal. Failure of a vendor to respond to a request for
additional information or clarification may result in rejection of the proposal. The city’s retention of this
right shall in no way reduce the responsibility of vendors to submit complete, accurate, and clear
proposals.
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.
Notification. Based on the evaluation of the proposals, the city will select a shortlist of approximately
three vendors and invite them to participate in pre-demo meetings and software demos. The selected
vendors will be notified via e-mail by the date indicated in Section 3. The notification will include a
Demo Script document that will be used for on-site demos.
Pre-Demo Meetings. Once vendors have been notified of elevation to the shortlist, the city will conduct
pre-demo meetings with those vendors. The purpose of the pre-demo meeting is to address any
questions about logistics of demos or the Demo Script that will be provided by the city.
Software Demos. The functional and technical product demos will be presented to the city by the
shortlisted vendors according to a pre-defined script. All vendors must follow this script during their
demo process. The evaluation criteria for the demo process will include adherence to the script, as well
as the ability to successfully demonstrate the product’s ability to meet the city’s functional and
technical requirements. The city reserves the right to request additional information, interviews, follow-
up demonstrations or any other type of clarification of proposal information it deems necessary to
evaluate the final vendors.
Evaluation. An evaluation committee selected by the city will review and evaluate responses in
accordance with criteria identified below. Clarification of submitted material may be requested during
the evaluation process. The city may award the successful vendor based on their initial proposal or
invite them to demo their solution or enter into contract negotiations. No contract will be awarded
until approved by the city council.
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SECTION 5 – VENDOR INSTRUCTIONS
Proposals should be prepared simply and economically, providing straightforward, concise descriptions
of the vendor’s ability to satisfy the city’s functional and technical needs. Emphasis should be placed on
completeness and clarity of content.
Ownership of all data, materials, and documentation originated and prepared for the city pursuant
to this solicitation will belong to the city. All pages or sections of submitted documents considered
by the firm to be proprietary in nature should be clearly labeled.
Submit your RFP response by the date and time indicated in Section 3 of this RFP to the following
email address: finance@rentonwa.gov. Late responses will not be accepted. Responses should
include the following:
• One electronic PDF copy of your entire RFP proposal in the order defined in the table below; and
• One completed copy of the Requirements document in MS Word format
Submission of a proposal shall constitute acknowledgment and acceptance of all terms and conditions
contained in this RFP and all exhibits and attachments hereto.
Pre-Bidders Questions. Questions regarding this RFP may be submitted to the city at
finance@rentonwa.gov by the due date indicated in Section 3 of this RFP. The city will address all
questions and post them to the city’s website at http://www.renton.wa.gov/bids by the due date
indicated in Section 3 of this RFP. 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. No formal pre-bidders
conference will be held.
Proposal Response Format. Vendor responses should include the sections outlined below. Responses
that deviate from the requested format may be classified as “non-responsive” and may be disqualified.
Marketing literature should not be included in your proposal. Proposals should not exceed 100 pages.
Section Description
1. Cover Letter Executive summary letter of the proposed software and services for the scope
of work defined in this RFP. Limit to two pages.
2. Requirements Complete the Requirements document provided as a separate Word document
and follow the instructions provided in Section 6 of this RFP. Each Requirement
must have a rating and a comment relative to how the function is met with the
software. Submit the Requirements section as Section 2 of your proposal. In
addition, provide the Requirements document in MS Word format. Do not
modify the Word format. A comment of “Standard Functionality” or similar does
not provide us with the information required to review your response.
3. Pricing Complete Pricing Summary from Exhibit A of this RFP. Indicate costs for
software and implementation services. Pricing should be comprehensive
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Section Description
including all taxes and available discounts. Pricing must be valid for 180 days
from the response date. Include the following:
a. Software: Cost of software for the user counts defined in this RFP. Include
one sheet for each deployment option if applicable (SaaS or on-premises).
b. Implementation Services: Include all costs required for go live including but
not limited to software deployment, assess and define, system design,
system configuration, data conversion, report development, testing, and
training.
c. License/Subscription/Maintenance: for years 1-10
Note: Additional pricing information can be supplied if it clarifies or provides
relevant detail to your proposal.
4. Implementation Provide an overview of the implementation methodology including:
a. Project Management tools
b. High level Project Plan including phases, tasks, timeline
c. City resources - roles, responsibilities, average time per month
d. Vendor resources - roles, responsibilities, average time per month
e. Process Improvement strategy through implementation
f. Business Change Management methodology and tools used
g. Data conversion methodology and tools
h. Testing methodology and tools
i. Training methodology and tools
j. Report development
5. Support Provide an overview of support services offered including:
a. User: days, hours, guaranteed response time, resources available, escalation
process
b. User groups and conferences
c. Post go-live tools and services
6. Technology
Overview
Provide an overview of the system technology including:
a. Options for technical architecture; hosted, on-premises, SaaS, etc.
b. Deployment options
c. Hardware specifications
d. Mobile hardware and operating system options
e. Support for multi-factor authentication
f. Remote access capabilities, supported technologies and portals available
g. Security Administration – SSO, SAML, etc.
h. Integration tools and methodologies supported
i. Online data dictionary
j. Disaster Recovery Services
k. Timing and frequency of software updates – scheduled and automatic
l. Backup management
7. References Using Exhibit B, provide references that include three current and two prior
customers for the proposed software. References should be similar in size and
scope to the city’s project.
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Section Description
8. Contract
Performance
• Indicate if at any time during the past five years the vendor has had a contract
terminated for convenience, non-performance, or any other reason, or has
entered into legal action with a customer. Describe the situations including
name and address of contracting party.
•
9. Contract
Samples
Provide sample contract documents including:
▪ Statement of Work
▪ License Agreement
▪ Maintenance Agreement
▪ Service Level Agreement
▪ Warranty Agreement
10. Exceptions Document any exceptions you have to the RFP or the city’s Professional Services
Agreement provided as Exhibit C to this RFP.
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SECTION 6 – REQUIREMENTS
This section includes instructions for completing the ERP Requirements document provided as a
separate Word document. This document will become Section 2 of your proposal. This is not a
comprehensive list of all the city’s requirements but includes the key requirements that will be used to
evaluate the proposals and will be incorporated into the signed contracts.
For each item a ranking has been provided indicating its importance to the city. Rankings used are R for
Required, I for Important, N for Nice to Have or E for Explore. Software applications that are missing a
significant number of required features and technology preferences may be eliminated from
consideration.
Vendors must provide a rating and a comment for every item. The comment should include a brief
explanation of how the item is supported. Do not provide hyperlinks within the document as a
response. Do not reference another line item for your answer. All items must be addressed within the
box provided. Do not modify the format, font, numbering, etc. of this section or insert page breaks. If a
submitted RFP includes blank responses the document may be considered incomplete and rejected.
Use the following rating system to evaluate each requirement:
Rating Definition
4 Standard and available. Software supports this requirement in the proposed version and can
be implemented out of the box or with configuration included in this proposal.
3 3rd party software. Supported with 3rd party software integrated with the proposed solution.
Indicate the name of the application recommended.
2 Modification. Software does not include this requirement and requires modification. Indicate
the estimated cost of modification.
0 Not available. Software will not meet the requirement.
F Future release. Requirement will be available in future release. Indicate anticipated release
including month and year.
Sample Response Format: Please use the format below when completing your response.
General Rating and Comment
R 1. Audit Trail with user, date, time stamp throughout all
modules. Before/after values is Important.
4. System logs all transactions and stamps them with
user, date, time and before/after values. A report can
be generated to review audit history.
A comment of “Standard Functionality” or similar does not provide us with the information required and is
not considered acceptable.
COMPLETE THE SEPARATELY PROVIDED REQUIREMENTS DOCUMENT IN THE ORIGINAL WORD FORMAT.
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SECTION 7 – TERMS AND CONDITIONS
1. 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.
2. 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.
3. ERRORS AND OMISSIONS. If a proposer discovers any ambiguity, conflict, discrepancy, omission or
other error in the RFP or any of its attachments, he/she shall immediately notify the city of such error
in writing and request modification or clarification of the document. Modifications will be made by
addenda. Clarifications will be given by written notice to all parties who have been furnished with or
who have requested an RFP, without divulging the source of the request. If a proposer fails to notify
the city prior to the date fixed for submission of proposals of an error in the RFP known to him/her, or
an error that reasonably should have been known to him/her, he/she shall bid at his/her own risk, and
if he/she is awarded the contract, he/she shall not be entitled to additional compensation or time by
reason of the error or its later correction.
4. ADDENDA. The city may modify this RFP, any of its key action dates, or any of its attachments, prior to
the proposal submittal date. Addenda will be numbered consecutively as a suffix to the RFP reference
number. It is the proposer’s responsibility to ensure they have incorporated all addenda. Failure to
acknowledge and incorporate addenda will not relieve the proposer of the responsibility to meet all
terms and conditions of the RFP and any subsequent addenda. All addenda’s will be posted to the
city’s website http://www.renton.wa.gov/bids
5. SUBMISSION OF PROPOSAL. Electronic proposals will be accepted on or before the date and time
indicated in Section 3 – Timeline, and in accordance with Section 5 - Vendor Instructions.
6. PROPOSER’S COST. Costs for developing proposals are entirely the responsibility of the proposer and
shall not be chargeable to the city.
7. DELIVERY OF PROPOSALS. All proposals shall be submitted sufficiently by the proposal due date and
time to ensure upload to the City of Renton Bid Page prior to the specified due date. The city assumes
no responsibility for delays in emailing your proposal to finance@rentonwa.gov. LATE PROPOSALS
WILL NOT BE ACCEPTED.
8. CITY PROPERTY. Proposals become the property of the city and information contained therein shall
become public project subject to discloser laws. The city reserves the right to make use of any
information or ideas contained in the proposal.
9. CONFIDENTIAL MATERIAL. Proposer must notify the city in advance of any proprietary or confidential
contained in the proposal and provide justification for not making such materials public. The city shall
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have some discretion to disclose or not disclose such material subject to any protective order which
proposer may obtain.
10. 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.
11. REJECTION OF PROPOSALS. The city may reject any or all proposals and may wave any immaterial
deviation in a proposal. The city’s waiver of an immaterial defect shall in no way modify the RFP
documents or excuse the proposer from full compliance with the specifications if he/she is awarded
the contract. Proposal referring to terms and conditions other than the city’s terms and conditions
may be rejected as being non-responsive.
12. CANCELLATION. This solicitation does not oblige the city to enter into an agreement with any
proposer. The city retains the right to cancel this RFP at any time, at its discretion, for reasons
including, but not limited to, the project being canceled, the city loses the required funding, or if it is
deemed in the best interest of the city. No obligation, either expressed or implied, exists on the part of
the city to make an award or to pay any cost incurred in the preparation or submission of a proposal.
13. INSURANCE REQUIREMENTS. The city requires a certification of insurance prior to commencement of
any work. An underwriter’s endorsement is also required with additional insured verbiage and the
surety must be an admitted surety in the State of Washington.
14. AWARD OF CONTRACT. Award, if any, will be to the proposer whose proposal best complies with all of
the requirements of the RFP documents and any addenda. Evaluation methodology and basis for the
award are described in Section 4 - RFP Evaluation of this RFP.
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Exhibit A – Pricing
Use this Pricing template as Section 3 of your response. Supporting documents may be included in your
proposal. If you provide on-premises and SaaS deployment options, submit a Pricing document for each.
City of Renton, WA
User Counts – Financials: 250 Named, 75 Concurrent
W2 Count – 900
Software – Year 1 $ Assumptions
Financials:
General Ledger
Purchasing/Contract Management
Accounts Payable
Accounts Receivable
Enterprise Cashiering
Project and Grant Accounting
Fixed Assets
Budgeting
Human Capital Management
Human Resources
Time and Attendance
Payroll
Sub-Total - Software
Implementation Services Assumptions
Implementation
Data Conversion
Training
Report Development
Integration
Travel
Other
Sub-Total - Implementation
Maintenance/License - Software Years 2-10 Assumptions
Year 2
Year 3
Year 4
Year 5
Year 6
Year 7
Year 8
Year 9
Year 10
Sub-Total - Maintenance/License
Total
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Exhibit B - References
Current Customers
Item Response
Current Customer #1
Name
Employee Count
Population
Contact Name
Contact Telephone and Email
Project Scope
Implementation Duration
Go Live Date
System Replaced
Current Customer #2
Name
Employee Count
Population
Contact Name
Contact Telephone and Email
Project Scope
Implementation Duration
Go Live Date
System Replaced
Current Customer #3
Name
Employee Count
Population
Contact Name
Contact Telephone and Email
Project Scope
Implementation Duration
Go Live Date
System Replaced
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Exhibit B – References
Prior Customers
Item Response
Prior Customer #1
Name
Number of Employees
Population
Contact Name and Title
Contact Telephone and Email
Software Scope
Implementation Duration
Go Live Date
Reason for Change
Prior Customer #2
Name
Number of Employees
Population
Contact Name and Title
Contact Telephone and Email
Software Scope
Implementation Duration
Go Live Date
Reason for Change
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Exhibit C – CITY OF RENTON PROFESSIONAL SERVICES
AGREEMENT
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AGREEMENT FOR __________________________
THIS AGREEMENT, dated for reference purposes only as ________________, is by and between the City of
Renton (the “City”), a Washington municipal corporation, and ____________________ (“Consultant”),
_____________________. The City and the Consultant are referred to collectively in this Agreement as the
“Parties.” Once fully executed by the Parties, this Agreement is effective as of the last date signed by both
parties.
1. Scope of Work: Consultant agrees to provide ________________________________ as specified in
Exhibit _____, which is attached and incorporated herein and may hereinafter be referred to as the
“Work.”
2. Changes in Scope of Work: The City, without invalidating this Agreement, may order changes to the
Work consisting of additions, deletions or modifications. Any such changes to the Work shall be ordered
by the City in writing and the Compensation shall be equitably adjusted consistent with the rates set
forth in Exhibit ____ or as otherwise mutually agreed by the Parties.
3. Time of Performance: Consultant shall commence performance of the Agreement pursuant to the
schedule(s) set forth in Exhibit _____. All Work shall be performed by no later than ________________.
4. Compensation:
A. Amount. Total compensation to Consultant for Work provided pursuant to this Agreement shall not
exceed $____________, plus any applicable state and local sales taxes. Compensation shall be paid
as a flat rate fixed sum based upon Work actually performed according to the rate(s) or amounts
specified in Exhibit ____. The Consultant agrees that any hourly or flat rate charged by it for its Work
shall remain locked at the negotiated rate(s) unless otherwise agreed to in writing or provided in
Exhibit _____. Except as specifically provided herein, the Consultant shall be solely responsible for
payment of any taxes imposed as a result of the performance and payment of this Agreement.
B. Method of Payment. On a monthly or no less than qua rterly basis during any quarter in which Work
is performed, the Consultant shall submit a voucher or invoice in a form specified by the City,
including a description of what Work has been performed, the name of the personnel performing
such Work, and any hourly labor charge rate for such personnel. The Consultant shall also submit a
final bill upon completion of all Work. Payment shall be made by the City for Work performed within
thirty (30) calendar days after receipt and approval by the appropriate City representative of the
voucher or invoice. If the Consultant’s performance does not meet the requirements of this
Agreement, the Consultant will correct or modify its performance to comply with the Agreement.
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The City may withhold payment for work that does not meet the requirements of this Agreement.
C. Effect of Payment. Payment for any part of the Work shall not constitute a waiver by the City of any
remedies it may have against the Consultant for failure of the Consultant to perform the Work or
for any breach of this Agreement by the Consultant.
D. Non-Appropriation of Funds. If sufficient funds are not appropriated or allocated for payment under
this Agreement for any future fiscal period, the City shall not be obligated to make payments for
Work or amounts incurred after the end of the current fiscal period, and this Agreement will
terminate upon the completion of all remaining Work for which funds are allocated. No penalty or
expense shall accrue to the City in the event this provision applies.
5. Termination:
A. The City reserves the right to terminate this Agreement at any time, with or without cause by giving
ten (10) calendar days’ notice to the Consultant in writing. In the event of such termination or
suspension, all finished or unfinished documents, data, studies, worksheets, models and reports, or
other material prepared by the Consultant pursuant to this Agreem ent shall be submitted to the
City, if any are required as part of the Work.
B. In the event this Agreement is terminated by the City, the Consultant shall be entitled to payment
for all hours worked to the effective date of termination, less all payments pr eviously made. If the
Agreement is terminated by the City after partial performance of Work for which the agreed
compensation is a fixed fee, the City shall pay the Consultant an equitable share of the fixed fee.
This provision shall not prevent the City from seeking any legal remedies it may have for the violation
or nonperformance of any of the provisions of this Agreement and such charges due to the City shall
be deducted from the final payment due the Consultant. No payment shall be made by the City for
any expenses incurred or work done following the effective date of termination unless authorized
in advance in writing by the City.
6. Warranties And Right To Use Work Product : Consultant represents and warrants that Consultant will
perform all Work identified in this Agreement in a professional and workmanlike manner and in
accordance with all reasonable and professional standards and laws. Compliance with professional
standards includes, as applicable, performing the Work in compliance with applicable City standards or
guidelines (e.g. design criteria and Standard Plans for Road, Bridge and Municipal Construction).
Professional engineers shall certify engineering plans, specifications, plats, and reports, as applicable,
pursuant to RCW 18.43.070. Consultant further represents and warrants that all final work product
created for and delivered to the City pursuant to this Agreement shall be the original work of the
Consultant and free from any intellectual property encumbrance which would restrict the City from
using the work product. Consultant grants to the City a non-exclusive, perpetual right and license to use,
reproduce, distribute, adapt, modify, and display all final work product produced pursuant to this
Agreement. The City’s or other’s adaptation, modification or use of the final work products other than
for the purposes of this Agreement shall be without liability to the Consultant. The provisions of this
section shall survive the expiration or termination of this Agreement.
7. Record Maintenance: The Consultant shall maintain accounts and records, which properly reflect all
direct and indirect costs expended and Work provided in the performance of this Agreement and retain
such records for as long as may be required by applicable Washington State records retention laws, but
in any event no less than six years after the termination of this Agreement. The Consultant agrees to
provide access to and copies of any records related to this Agreement as required by the City to audit
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expenditures and charges and/or to comply with the Washington State Public Records Act (Chapter
42.56 RCW). The provisions of this section shall survive the expiration or termination of this Agreement.
8. Public Records Compliance: To the full extent the City determines necessary to comply with the
Washington State Public Records Act, Consultant shall make a due diligent search of all records in its
possession or control relating to this Agreement and the Work, including, but not limited to, e-mail,
correspondence, notes, saved telephone messages, recordings, photos, or drawings and provide them
to the City for production. In the event Consultant believes said records need to be protected from
disclosure, it may, at Consultant’s own expense, seek judicial protection. Consultant shall indemnify,
defend, and hold harmless the City for all costs, including attorneys’ fees, attendant to any claim or
litigation related to a Public Records Act request for which Consultant has responsive records and for
which Consultant has withheld records or information contained therein, or not provided them to the
City in a timely manner. Consultant shall produce for distribution any and all records responsive to the
Public Records Act request in a timely manner, unless those records are protected by court order. The
provisions of this section shall survive the expiration or termination of this Agreement.
9. Independent Contractor Relationship:
A. The Consultant is retained by the City only for the purposes and to the extent set forth in this
Agreement. The nature of the relationship between the Consultant and the City during the period
of the Work shall be that of an independent contractor, not employee. The Consultant, not the City,
shall have the power to control and direct the details, manner or means of Work. Specifically, but
not by means of limitation, the Consultant shall have no obligation to work any particular hours or
particular schedule, unless otherwise indicated in the Scope of Work or where scheduling of
attendance or performance is mutually arranged due to the nature of the Work. Consultant shall
retain the right to designate the means of performing the Work covered by this agreement, and the
Consultant shall be entitled to employ other workers at such compensation and such other
conditions as it may deem proper, provided, however, that any contract so made by the Consultant
is to be paid by it alone, and that employing such workers, i t is acting individually and not as an
agent for the City.
B. The City shall not be responsible for withholding or otherwise deducting federal income tax or Social
Security or contributing to the State Industrial Insurance Program, or otherwise assuming the duties
of an employer with respect to Consultant or any employee of the Consultant.
C. If the Consultant is a sole proprietorship or if this Agreement is with an individual, the Consultant
agrees to notify the City and complete any required form if the Consultant retired under a State of
Washington retirement system and agrees to indemnify any losses the City may sustain through the
Consultant’s failure to do so.
10. Hold Harmless: The Consultant agrees to release, indemnify, defend, and hold harmless the City, elected
officials, employees, officers, representatives, and volunteers from any and all claims, demands, actions,
suits, causes of action, arbitrations, mediations, proceedings, judgments, awards, injuries, damages,
liabilities, taxes, losses, fines, fees, penalties, expenses, attorney’s or attorneys’ fees, costs, and/or
litigation expenses to or by any and all persons or entities, arising from, resulting from, or related to the
negligent acts, errors or omissions of the Consultant in its performance of this Agreement or a breach
of this Agreement by Consultant, except for that portion of the claims caused by the City’s sole
negligence.
Should a court of competent jurisdiction determine that this agreement is subject to RCW 4.24.115,
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(Validity of agreement to indemnify against liability for negligence relative to construction, alteration,
improvement, etc., of structure or improvement attached to real estate…) then, in the event of liability
for damages arising out of bodily injury to persons or damages to property caused by or resulting from
the concurrent negligence of the Consultant and the City, its officers, officials, employees and
volunteers, Consultant’s liability shall be only to the extent of Consultant’s negligence.
It is further specifically and expressly understood that the indemnification provided in this Agreement
constitute Consultant’s waiver of immunity under the Industrial Insurance Act, RCW Title 51, solely for
the purposes of this indemnification. The Parties have mutually negotiate d and agreed to this waiver.
The provisions of this section shall survive the expiration or termination of this Agreement.
11. Gifts and Conflicts: The City’s Code of Ethics and Washington State law prohibit City employees from
soliciting, accepting, or receiving any gift, gratuity or favor from any person, firm or corporation involved
in a contract or transaction. To ensure compliance with the City’s Code of Ethics and state law, the
Consultant shall not give a gift of any kind to City empl oyees or officials. Consultant also confirms that
Consultant does not have a business interest or a close family relationship with any City officer or
employee who was, is, or will be involved in selecting the Consultant, negotiating or administering this
Agreement, or evaluating the Consultant’s performance of the Work.
12. City of Renton Business License: Unless exempted by the Renton Municipal Code, Consultant shall
obtain a City of Renton Business License prior to performing any Work and maintain the business license
in good standing throughout the term of this agreement with the City.
Information regarding acquiring a city business license can be found at:
https://www.rentonwa.gov/Tax
Information regarding State business licensing requirements can be found at:
https://dor.wa.gov/doing-business/register-my-business
13. Insurance: Consultant shall secure and maintain:
A. Commercial general liability insurance in the minimum amounts of $1,000,000 for each
occurrence/$2,000,000 aggregate for the Term of this Agreement.
B. In the event that Work delivered pursuant to this Agreement either directly or indirectly involve or
require Professional Services, Professional Liability, Errors and Omissions coverage shall be provided
with minimum limits of $1,000,000 per occurrence. "Professional Services", for the purpose of this
section, shall mean any Work provided by a licensed professional or Work that requires a
professional standard of care.
C. Workers’ compensation coverage, as required by the Industrial Insurance laws of the State of
Washington, shall also be secured.
D. Commercial Automobile Liability for owned, leased, hired or non-owned, leased, hired or non-
owned, with minimum limits of $1,000,000 per occurrence combined single limit, if there will be any
use of Consultant’s vehicles on the City’s Premises by or on behalf of the City, beyond normal
commutes.
E. Consultant shall name the City as an Additional Insured on its commercial general liability policy on
a non-contributory primary basis. The City’s insurance policies shall not be a source for payment of
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any Consultant liability, nor shall the maintenance of any insurance required by this Agreement be
construed to limit the liability of Consultant to the coverage provided by such insurance or otherwise
limit the City’s recourse to any remedy available at law or in equity.
F. Subject to the City’s review and acceptance, a certificate of insurance showing the p roper
endorsements, shall be delivered to the City before performing the Work.
G. Consultant shall provide the City with written notice of any policy cancellation, within two (2)
business days of their receipt of such notice.
14. Delays: Consultant is not responsible for delays caused by factors beyond the Consultant’s reasonable
control. When such delays beyond the Consultant’s reasonable control occur, the City agrees the
Consultant is not responsible for damages, nor shall the Consultant be deemed to be in default of the
Agreement.
15. Successors and Assigns: Neither the City nor the Consultant shall assign, transfer or encumber any
rights, duties or interests accruing from this Agreement without the written consent of the other.
16. Notices: Any notice required under this Agreement will be in writing, addressed to the appropriate party
at the address which appears below (as modified in writing from time to time by such party), and given
personally, by registered or certified mail, return receipt requested, by facsimile or by nationally
recognized overnight courier service. Time period for notices shall be deemed to have commenced upon
the date of receipt, EXCEPT facsimile delivery will be deemed to have commenced on the first business
day following transmission. Email and telephone may be used for purposes of administering the
Agreement, but should not be used to give any formal notice required by the Agreement.
CITY OF RENTON
Project Manager Name
1055 South Grady Way
Renton, WA 98057
Phone: (425) 430-XXXXXXXX
E-mail Address
Fax: (425) 430-XXXXXXXX
CONSULTANT
Project Manager Name
Street Address
City, State Zip
Phone: (XXX) XXX-XXXX
E-mail Address
Fax: (XXX) XXX-XXXX
17. Discrimination Prohibited: Except to the extent permitted by a bona fide occupational qualification, the
Consultant agrees as follows:
A. Consultant, and Consultant’s agents, employees, representatives, and volunteers with regard to the
Work performed or to be performed under this Agreement, shall not discriminate on the basis of
race, color, sex, religion, nationality, creed, marital status, sexual orientation or preference, age
(except minimum age and retirement provisions), honorably discharged veteran or military status,
or the presence of any sensory, mental or physical handicap, unless based upon a bona fide
occupational qualification in relationship to hiring and employment, in employment or application
for employment, the administration of the delivery of Work or any other benefits under this
Agreement, or procurement of materials or supplies.
B. The Consultant will take affirmative action to insure that applicants are employed and that
employees are treated during employment without regard to their race, creed, color, national
origin, sex, age, sexual orientation, physical, sensory or mental handicaps, or marital status. Such
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action shall include, but not be limited to the following employment, upgrading, demotion or
transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms
of compensation and selection for training.
C. If the Consultant fails to comply with any of this Agreement’s non-discrimination provisions, the City
shall have the right, at its option, to cancel the Agreement in whole or in part.
D. The Consultant is responsible to be aware of and in compliance with all federal, state and local l aws
and regulations that may affect the satisfactory completion of the project, which includes but is not
limited to fair labor laws, worker's compensation, and Title VI of the Federal Civil Rights Act of 1964,
and will comply with City of Renton Council Resolution Number 4085.
18. Miscellaneous: The parties hereby acknowledge:
A. The City is not responsible to train or provide training for Consultant.
B. Consultant will not be reimbursed for job related expenses except to the extent specifically agreed
within the attached exhibits.
C. Consultant shall furnish all tools and/or materials necessary to perform the Work except to the
extent specifically agreed within the attached exhibits.
D. In the event special training, licensing, or certification is required for Consultant to provide Work
he/she will acquire or maintain such at his/her own expense and, if Consultant employs, sub-
contracts, or otherwise assigns the responsibility to perform the Work, said employee/sub-
contractor/assignee will acquire and or maintain such training, licensing, or certification.
E. This is a non-exclusive agreement and Consultant is free to provide his/her Work to other entities,
so long as there is no interruption or interference with the provision of Work called for in this
Agreement.
F. Consultant is responsible for his/her own insurance, including, but not limited to health insurance.
G. Consultant is responsible for his/her own Worker’s Compensation coverage as well as that for any
persons employed by the Consultant.
19. Other Provisions:
A. Approval Authority. Each individual executing this Agreement on behalf of the City and Consultant
represents and warrants that such individuals are duly authorized to execute and deliver this
Agreement on behalf of the City or Consultant.
B. General Administration and Management. The City’s project manager is ____________________.
In providing Work, Consultant shall coordinate with the City’s contract manager or his/her designee.
C. Amendment and Modification. This Agreement may be amended only by an instrument in writing,
duly executed by both Parties.
D. Conflicts. In the event of any inconsistencies between Consultant proposals and this Agreement, the
terms of this Agreement shall prevail. Any exhibits/attachments to this Agreement are incorporated
by reference only to the extent of the purpose for which they are referenced within this Agreement.
To the extent a Consultant prepared exhibit conflicts with the terms in the body of this Agreement
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or contains terms that are extraneous to the purpose for which it is referenced, the terms in the
body of this Agreement shall prevail and the extraneous terms shall not be incorporated herein.
E. Governing Law. This Agreement shall be made in and shall be governed by and interpreted in
accordance with the laws of the State of Washington and the City of Renton. Consultant and all of
the Consultant’s employees shall perform the Work in accordance with all applicable federal, state,
county and city laws, codes and ordinances.
F. Joint Drafting Effort. This Agreement shall be considered for all purposes as prepared by the joint
efforts of the Parties and shall not be construed against one party or the other as a result of the
preparation, substitution, submission or other event of negotiation, drafting or execution.
G. Jurisdiction and Venue. Any lawsuit or legal action brought by any party to enforce or interpret this
Agreement or any of its terms or covenants shall be brought in the King County Superior Court for
the State of Washington at the Maleng Regional Justice Center in Kent, King County, Washington,
or its replacement or successor. Consultant hereby expressly consents to the personal and exclusive
jurisdiction and venue of such court even if Consultant is a foreign corporation not registered with
the State of Washington.
H. Severability. A court of competent jurisdiction’s determination that any provision or part of this
Agreement is illegal or unenforceable shall not cancel or invalidate the remainder of this Agreement,
which shall remain in full force and effect.
I. Sole and Entire Agreement. This Agreement contains the entire agreement of the Parties and any
representations or understandings, whether oral or written, not incorporated are excluded.
J. Time is of the Essence. Time is of the essence of this Agreement and each and all of its provisions in
which performance is a factor. Adherence to completion dates set forth in the description of the
Work is essential to the Consultant’s performance of this Agreement.
K. Third-Party Beneficiaries. Nothing in this Agreement is intended to, nor shall be construed to give
any rights or benefits in the Agreement to anyone other than the Parties, and all duties and
responsibilities undertaken pursuant to this Agreement will be for the sole and exclusive benefit of
the Parties and no one else.
L. Binding Effect. The Parties each bind themselves, their partners, successors, assigns, and legal
representatives to the other party to this Agreement, and to the partners, successors, assi gns, and
legal representatives of such other party with respect to all covenants of the Agreement.
M. Waivers. All waivers shall be in writing and signed by the waiving party. Either party’s failure to
enforce any provision of this Agreement shall not be a waiver and shall not prevent either the City
or Consultant from enforcing that provision or any other provision of this Agreement in the future.
Waiver of breach of any provision of this Agreement shall not be deemed to be a waiver of any prior
or subsequent breach unless it is expressly waived in writing.
N. Counterparts. The Parties may execute this Agreement in any number of counterparts, each of
which shall constitute an original, and all of which will together constitute this one Agreement.
IN WITNESS WHEREOF, the Parties have voluntarily entered into this Agreement as of the date last
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signed by the Parties below.
CITY OF RENTON
By:_____________________________
CONSULTANT
By:____________________________
____________________
_______________
____________________
_______________
_____________________________
Date
_____________________________
Date
Attest
_____________________________
Jason A. Seth
City Clerk
Approved as to Legal Form
By: __________________________
___________________
________________
Contract Template Updated 5/21/2021