HomeMy WebLinkAbout4.07 Request Bids for Recreation Dept Software �0 - jo
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: May 22, 1989
SUBJECT Request for Software Bids for Recreation
(Prepared by Phil Molina, Finance Director)
EXHIBITS ATTACHED Proposed Request for Bids on Software
RECOMMENDATION A&- : Authorize Staff to circulate the Request for Bids
FINANCIAL STATEMENT: It is anticipated that the bids will not exceed the
remaining balance in the Data Processing Capital
Improvement Project, which is $9, 000 . 00 . If the bids
exceed the balance, Staff will propose re-budgeting
this item for the next fiscal year.
DESCRIPTION The Council approved a budget for the acquisition
hardware and software for the current: fiscal year. The amount of that
budget was $38, 000 . Approximately $29, 053 . 06 of this budget has been
expended for the hardware in the Recreation Department, the Police
Department, and the City Manager' s Office. Staff also acquired sc.- e
"utility" software as part of this budget.
The City previously issued a request for bids for the Recreation Software
the same time that it issued the main computer RFB. At that time, however,
the software that was bid for recreation did not include both the scheduli^c
of fields and events plus the registration of participants . It k_s
determined that one piece of the department' s software needs would not Le a
good investment at that time because subsequent conflicting software might
be developed that might run at odds with the earlier application. The Cit-. ,
therefore, rejected all software bids for this application.
It has been over a year since the original bids were rejected. It appe-ars
that there is more software available now that can perform the functions
the Recreation Department.
Staff recommends that the Council authorize the issuance of the attac—d
Request for Bids on software for the Recreation Department that would
process both field scheduling and participant registration. Further, Staff
recommends that if the bids exceed the balance of the budget, the amounts -:e
re-budgeted in the next fiscal year.
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COPIES TO:
ITEM NO. lY
1
THE CITY OF DUBLIN, CALIFORNIA
Request for Bids
for
Data Processing Hardware and Application Software
NOTICE INVITING BIDS
The City of Dublin will receive sealed bids
for data processing hardware and application software.
Bids must be addressed to:
Phillip S. Molina
Finance Director
P. 0. Box 2340
Dublin, CA 94568
The envelope must be clearly marked "DATA PROCESSING RECREATION
BID" .
The City reserves the right to waive any information or
irregularities in this RFB or in the bids, to reject any or all
bids, to be the sole judge of the suitability of the materials
offered, and to award a contract or contracts for the furnishing
of one or more items of the property or services it deems to be
in the best interest of the City.
Phillip S . Molina, CPA
Finance Director
City of Dublin
TABLE OF CONTENTS
Information to Bidders
Information Forms :
Hardware and System Software
General Application Software
Requirements:
Response Forms:
Recreation Applications
Requirements:
Cost Response Forms:
Instructions
One-Time
Recurring
INFORMATION TO BIDDERS
Additional information: Questions relating to this document may
be addressed to:
Mr. Phillip S. Molina or Ms. Diane Lowart
Finance Director Recreation Director
City of Dublin City of Dublin
P.O. Box 2340 P.O. Box 2340
Dublin, CA 94568 Dublin, CA 94568
Phone: 415-829-6226 Phone: 415-829-4932
Bidders should have no contact with other City personnel.
Response Forms: Response form sections are identified as being
"Information" or "Requirement" . Information questions are not
requirements but rather request information that is of interest
to the City and that will be used in the evaluation. There is
space provided for the bidder to write a brief explanation or to
refer to supporting material or documentation which must be
attached or included.
Content of the Bid: The bid shall contain the following:
Two copies of :
Cover Letter
Response Forms
At least one copy of :
Any supporting material or documentation.
City Use of Bid Reply Contents and Concepts: The City has the
right to use any' or all contents and concepts presented on any
bid whether selected or rejected by the City. The City will make
a reasonable attempt to safeguard proprietary information ( if
identified as such) from copy or unnecessary exposure by the
City. However, the City accepts no liability for exposure of the
proprietary information.
Interpretation of Documents: If any person contemplating
submitting a bid is in doubt as to the true meaning of any part
of this request for bids, or finds discrepancies in, or omissions
from the specifications, he may submit to the City a written
request for an interpretation or correction thereof . The person
submitting the request will be responsible for its prompt
delivery. The City will not be responsible for any other
explanation or interpretation of the request for bids.
Addenda or Bulletins: Any addenda or bulletins issued by the
City during the time of bidding or forming a part of the
documents provided to the bidder for the preparation of his bid
shall be covered in the bid and shall be made a part of the
contract.
Withdrawal of Bids: Any bidder may withdraw his bid, either
personally or by a written request, at any time prior to the
scheduled deadline for receipt of written bids.
Economy of Preparation: Bid should be prepared simply and
economically, providing a straightforward, concise description of
the bidders capabilities to satisfy the requirement of these
guidelines . The bidder shall be responsible for costs incurred
in the proposal preparation and delivery.
Schedule: The following schedule is planned:
mailing of this request for bids
pre-bid conference
deadline for receipt of written
request
evaluation, demonstrations
negotiations
award of bid
Evaluation Process : Bids that are judged to be unresponsive or
materially incomplete will be immediately rejected.
Finalists will be selected from the remaining bidders. The City
reserves the right to determine the number of finalists.
The City will require demonstrations from the finalists. The
City shall not be responsible for any costs incurred by the
bidder in the presentation of these demonstrations.
Demonstrations shall be performed on a system similar to the
configuration proposed in an active environment.
The City will perform whatever research it deems necessary into
the bidder ' s history and references. The bidder shall cooperate
with the City by providing appropriate information.
Evaluation Criteria: The primary criteria shall be the overall
benefit/cost as perceived by the City. The City shall consider
many factors, including but not limited to the following:
1 . first year purchase cost,
2 . long-term costs over five years,
3 . responsiveness to the needs of the City,
4 . growth capability,
5 . bidder qualifications, and
6 . mobility of the system to a new location.
Availability of Equipment and System Software: The equipment and
system software proposed must be currently used in production in
at least five other municipalities.
Requirements: The City established certain requirements
specified in the RFB. None of the requirements are designed to
place the bidder at a disadvantage. Bidders are encouraged to
bid even if the bid does not meet the requirements as stated.
However, the bidder must state which requirements are not met,
how the same function may be otherwise performed, and why this
deviation should not be considered material.
6
VOLUME INFORMATION
Present 5 Years Growth
Population 23, 549 35,000
#/Department (city-wide) 25 50
# of Parcels 7 ,000 20,000
Response Forms:
Hardware and System Software Requirements
REQUIRED INFORMATION RESPONSE(S)
1 . At least one principal
language, commonly used on the system
as bid, must be an industry standard,
high-level language. Specify this
language.
2 . A "report writer" must be
provided. Refer to documentation describing
its capabilities.
3 . All systems software
must have been in general and successful
use for at least one year. Specify
references.
4 . Print spooling is to be
supported with the ability to restart
printing at an operator-specified
point.
5 . Attach a list of
references using a similar configuration.
8
Information Forms
Hardware Information
1 . Software must function on the following hardware:
a. CPU - IBM System 36
b. Disk Drive - Same
c . Terminals - IBM 3197 & PS2 MOD 30, PS2 MOD 50
d. Printers - IBM Laser, IBM Quiet Writer III
2 . Specify backup media proposed.
3 . CPU memory capacity available:
PS2 MOD 30 = 640K
PS2 MOD 50 = 1 MB
IBM S36 = 1 MB
4. Disk storage capacity ( in Bytes) :
PS2 MOD 30 = 20 MG
PS2 MOD 50 = 20 MG
IBM S36 = 400 MG
5 . All personal computers' software must be MS-DOS 3 .11
operational.
Response Forms
General application software requirements
REQUIRED INFORMATION RESPONSE(S)
1. Along with delivery of the
applications software programs, source code
for all applications software must be
provided in machine readable form at no
additional cost.
2 . All applications are to be
menu driven.
3 . Are file allocations
automatically adjusted such that space
constraints do not cause job termination?
4 . Attach a copy of any application
software maintenance and support agreements.
5 . All data files must be
compatible with the system' s report writer.
6 . Attach a list of references
using the software .
7 . For each application attach a
description of the "user-friendly" features
of that application.
8 . Interactive/on-line help text
should be identified.
Response Forms
Recreation Requirements
REQUIRED INFORMATION RESPONSE(S)
1 . Enrollment of participants in
recreation classes, games, and events. Generate
receipts, rosters, mailing lists, etc. based on
registered participants .
2 . Scheduling of game fields, classes,
officials, and tournaments.
3 . Referencing of receipts for payment
to classes taken, and rental of rooms, leasing fields,
and to deposits for damage to rooms and fields.
4 . Interactive system that is menu driven.
1.1.
Cost Response Forms
One-time Charges
Hardware: Purchase Price
Shipping (estimate)
Installation
Other (itemize)
System Software:
License fee
Purchase price
Installation
Training
Other ( itemize)
Application Software:
License fee
Purchase price
Training
Other ( itemize)
Other: ( itemize)
-----------------------
Total one-time charges ---------------------
Software Details Cost Form
Cost for each application software included in bid:
One-time Recurring
1 . Recreation -------------------------
2. Other -----------7-------------
] 3
Cost Response Forms
Recurring Charges
yr 1 yr 2 yr 3 yr 4 yr 5
Application Software:
License fee -------=---------------------------
Maintenance -----------------------------------
Other ( itemize) -----------------------------------
Other ( itemize) 1 . -----------------------------------
2. -----------------------------------
3 . -----------------------------------
4 . -----------------------------------
5 . -----------------------------------
Total Recurring Charges
is