Case Management System

Agency: Pima County
State: Arizona
Type of Government: State & Local
Caegory:
  • R - Professional, Administrative and Management Support Services
Posted Date: Feb 20, 2019
Due Date: Feb 28, 2019
Solicitation No: RFP-PO-1900003
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation# title buyer pre-bid date opening date publish:the territorial
RFP-PO-1900003

Exhibit D

Amendment 1
Case Management System Kelsey Braun-Shirley
E-Mail
(520) 724-7466
February 12, 2019 at 10:00 A.M.

To join via conference call: (520) 222-1111
Participant Code: 7308664
February 28, 2019 at 1:00 P.M. February 1, 4, 5 and 6, 2019

Attachment Preview

PIMA COUNTY NOTICE OF REQUEST FOR PROPOSALS (RFP)
Solicitation Number: RFP-PO-1900003
Title: Case Management System
DUE IN AND OPENS: February 28th, 2019 AT OR BEFORE 1:00 P.M. LOCAL ARIZONA TIME (MST)
Submit Proposal to:
Pre-Proposal Conference:
Pima County Procurement Department
February 12TH 2019 AT 10:00 A.M. LOCAL ARIZONA TIME (MST)
130 West Congress, 3rd Floor,
Pima County Procurement Department
Tucson, Arizona 85701
130 West Congress, 3rd Floor
Tucson, Arizona 85701
To join via conference call: (520)222-1111
Participant Code:7308664
SOLICITATION: Pima County (“County”) is soliciting proposals from Offerors qualified, responsible and willing to provide
the following Goods and/or Services in compliance with all solicitation specifications and requirements contained or
referenced herein.
GENERAL DESCRIPTION: To provide County with Case Management System Software that is either web-hosted or on
premise that will structure, expedite, and make manageable the process of fulfilling public assistance requests, per
specifications called for herein.
You may download a full copy of this solicitation at www.pima.gov/procure/ifbrfp.htm by selecting the solicitation number.
Offerors are required to check this website for addenda prior to the closing date and time of the solicitation to assure that
the proposal incorporates all addenda. Prospective Offerors may also pick up a copy, Monday through Friday excluding
legal holidays, 8 am to 5 pm LOCAL ARIZONA TIME (MST), at the address listed above.
County will hold a Pre-Proposal Conference for the purpose of clarifying requirements and answering prospective offeror
questions. It is the responsibility of Prospective Offerors to familiarize themselves with all requirements of the solicitation
and to identify any issues at the conference. Attendance is optional and encouraged. Participation is also available via
conference call. Offerors that wish to receive this accommodation must contact the Procurement Officer listed in the
solicitation at least two business days before the Pre-Bid Conference is held.
Offerors must submit proposals as defined in the Instructions to Offerors, in accordance with the Standard Terms and
Conditions, and all solicitation documents either referenced or included herein. Failure to do so may be cause for County
to reject a proposal as non-responsive.
Offerors must complete and return those documents identified in Section 6, Submission of Proposals of the Instruction to
Offerors document.
Offerors may not withdraw proposals for sixty (60) days after opening except as allowed by Pima County Procurement
Code.
OFFERORS ARE REQUIRED TO READ THE ENTIRE SOLICITATION, INCLUDING ALL REFERENCED DOCUMENTS,
ASSURE THAT THEY ARE WILLING AND ABLE TO COMPLY, AND TO INCORPORATE ALL ASSOCIATED COSTS IN
THEIR PROPOSAL.
County will not accept verbal requests for clarifications or interpretations. Offerors must submit any questions or
deviation requests in writing to County’s Procurement Department, Attention: Kelsey Braun, email: Kelsey.Braun-
Shirley@pima.gov
All submittals must reference the Solicitation Number and Title. County may not answer any Questions that Offerors
submit within 8 days of the solicitation Due Date/Time.
Mail/deliver proposals to the following address: Pima County Procurement Department, 130 W. Congress, 3rd Floor,
Tucson, AZ 85701
Kelsey Braun
Procurement Officer
Publish: The Territorial: February 1, 4, 5 & 6, 2019
91462 / 00629777 / v4
Solicitation No: RFP-PO-1900003
INSTRUCTIONS TO OFFERORS
Title: Case Management System
1. PREPARATION OF RESPONSES:
Offerors must make all proposals using the forms contained in this package. Offerors must print or typewrite all prices and
notations. No erasures are permitted. Offerors may cross out errors and print in ink or typewrite corrections adjacent to
the error and the person signing the proposal will initial any such correction. County prefers typewritten responses.
All proposals will as appropriate indicate the registered trade name, stock number, and packaging of the items included in
the proposal.
Any surety that this solicitation requires may be in the form of a bond, cashier's check or certificate of deposit made
payable to Pima County. Personal or company checks are not acceptable.
2. PRICING and PROPOSAL DOCUMENTS:
Offerors must complete and submit their proposals utilizing the forms provided by this solicitation. Offerors must provide
requested information and data in the precise manner that County requests. Product descriptions must provide sufficient
information to precisely document the product being offered. Failure to comply may cause County to improperly evaluate
the proposal or to deem it non-responsive.
Offeror must complete the proposal certification document, which an authorized representative of Offeror must sign
certifying that the firm is willing and able to meet all requirements of the solicitation. Failure to do so may be cause for
County to reject the proposal as non-responsive.
All unit prices will remain firm for the initial term of the executed agreement, with the exception that should offeror during
the term of the agreement offer to another buyer pricing for like or similar quantity, products or services at price more
favorable than those given to County, that offeror will provide the same pricing to County effective on the date offeror
offered it to the other buyer. Offeror’s Unit prices must include all costs required to implement and actively conduct and
document cost control and reduction activities. Unit Prices must include all costs and, unless otherwise specified, must be
F.O.B. Destination & Freight Prepaid Not Billed (“F.O.B. Destinations”). Unit prices will prevail in the event of an extension
error. Offeror must price each item separately. Delivery time if stated as a number of days’ means "calendar" days.
County reserves the right to question and correct obvious errors.
3. GENERAL SPECIFICATIONS & DEVIATIONS:
The specifications included in this solicitation intend to identify the kind and quality of goods and/or services to be
provided without being unnecessarily restrictive, and to allow Offeror to provide the information needed for the
development of consistent and comprehensive proposals.
Equipment brand names, models and numbers, when given, intend to identify a level of quality, equivalent performance
and dimensional specifications, and are for reference only, unless otherwise specified in the solicitation.
Failure to perform appropriate research, discovery, examine any drawings, specifications, and instructions will be at the
offeror's sole risk.
Items included in Offeror’s proposal must meet the specifications and requirements set forth by the solicitation.
Deviation requests must be submitted with proposal and must specifically document and clearly illustrate the deviation to
the particular specification or the requirement set forth by this solicitation and fully explain the requested deviation’s
impact on the end performance of the item. Acceptance or rejection of deviation request is at the sole discretion of County
in accordance with the Pima County Procurement Code.
County may consider conditional proposals that do not conform to or that request exceptions to the published solicitation
and addendums as non-responsive and County may not evaluate them.
All equipment must be models of current production, latest design and technology, new and unused unless otherwise
specified. The successful Offeror must provide Manufacturer and offeror documentation, including and not limited to the
following not later than 14 days after request by the County and at no additional cost: warranty; caution-informational
warnings; recommended maintenance schedule and process; recommended spare parts list; operating, technical and
maintenance manuals including drawings, if appropriate; product brochures; and safety data sheets (SDS).
Instructions to Offerors
PRCUID 302550
Page 1 of 5
Solicitation No: RFP-PO-1900003
Title: Case Management System
4. OFFERORS MINIMUM QUALIFICATIONS:
In order for County to evaluate and consider proposals for award, they must be Responsive and Responsible.
“Responsive” means that the submitted proposal documents conform in all material respects to the requirements in the
solicitation. “Responsible”, means that offerors document and substantiate their capability to fully perform all
requirements of the solicitation. Factors include and may not be limited to experience, integrity, perseverance, reliability,
capacity, facilities, equipment, credit and any other matter necessary to provide the performance that the solicitation
requires.
Offeror must certify that they possess the minimum qualifications contained in Exhibit A: Minimum Qualifications (1
Page). Offeror must provide the requested documents that substantiate their satisfaction of the Minimum Qualifications.
Failure to provide the information required by these Minimum Qualifications and required to substantiate responsibility
may be cause for County to reject the offeror’s proposal as Non-Responsive and/or Non-Responsible.
5. EVALUATION AND AWARD CRITERIA:
County will evaluate proposals that are Responsive and Responsible as defined above. County will evaluate proposals
according to the evaluation criteria set forth herein. County will evaluate cost without regard to applicable taxes.
CRITERIA
MAXIMUM POINTS
A.
Cost (“Total Price Proposed”)
40 points
B.
Project Plan
5 points
C.
System Requirements Questionnaire 15 points
D.
Oral Presentation
40 points
Total 100 points
The evaluation panel will use the evaluation criteria when scoring the offeror’s answers to the questions contained in
Exhibit B: Project Plan (1 Page) and Exhibit C: System Requirements Questionnaire (1 Page). Offeror should
respond in the form of a thorough narrative to each specification as guided by the Plan and Questionnaire. The evaluation
panel will evaluate the narratives along with required supporting materials and award points accordingly. Offerors must
not modify the forms in this RFP.
Evaluation Criteria
The evaluation committee will assign points to each proposal submitted on the basis of the following evaluation criteria,
unless otherwise indicated:
A. Cost (0 to 40 points)
This is the total cost of ownership including hardware, software, and services from implementation through ongoing
maintenance. Offerors shall propose one firm, fixed, fully loaded unit price per service category. The firm, fixed, fully
loaded unit price shall include all direct cost, indirect cost, overhead and profit margin, as well as subcontractor’s total
costs if appropriate. See Exhibit D: Cost Proposal (6 Pages).
SMALL BUSINESS ENTERPRISE (SBE):
Any contract funded in any amount with federal funds is not eligible.
For those proposals whose cost does not exceed $500,000 per contract year, County will give a 5% bid preference to
firms submitting SBE Certificates issued by the City of Tucson WITH THEIR BID; said certification is subject to verification
and acceptance by County. If County accepts the certification, the bid will be evaluated at 95% of the Total Price
Proposed amount to determine the low and responsive bid. If County awards a contract, it will utilize the Unit Prices, Total
Price Proposed or as negotiated.
For professional services proposals whose cost does not exceed $500,000 per contract year, County will give up to 10%
of the total evaluation points for the participation of certified SBE or 5% of the total evaluation points for the joint venture
with one or more SBE.
SBE firms must include with their proposal documents a copy of their current SBE certificate document which
they may acquire from the City of Tucson; Office of Equal Opportunity Programs, (520) 791-4593 (520) 791-2639 TTY,
201 N. Stone Ave., 3rd Floor North, Tucson, AZ 85701. Their SBE website, which typically includes an SBE Application
Instructions to Offerors
PRCUID 302550
Page 2 of 5
Solicitation No: RFP-PO-1900003
Title: Case Management System
Form and a Directory listing firms holding SBE Certification, is located at: http://cms3.tucsonaz.gov/office-equal-
opportunity-programs-small-business-enterprise-program
The process of acquiring SBE Certification may take several weeks. Please contact the Pima County Business Enterprise
Program Coordinator at (520) 724-3807 for assistance or further information.
COST POINTS CALCULATION
County Procurement Department will calculate points for the cost based on the Total Price Proposed (TPP) using the
following formula: Lowest Total Price Proposed Amount (LTPP) will receive the maximum quantity of points. Other
proposals will receive points using the following formula: (LTTP / Other TPP) x Maximum Points = Score
B. Project Plan (0 to 5 points)
Offerors should provide a thorough project plan to include a milestone chart including tasks to be performed, the time
frame and proposed staff member designated for the completion of each task. County will base points for the project plan
on the quality and thoroughness of the project plan. See Exhibit B: Project Plan (1 Page).
C. System Requirements Questionnaire (0 to 15 points)
Offeror should respond in the form of a thorough narrative to each of the system requirements as guided by the
Questionnaire. County will base points on the quality and thoroughness of the responses. See Exhibit C: System
Requirements Questionnaire (1 Page).
D. Oral Presentation (0 to 40 points)
County will use a Two Step evaluation process for this solicitation. During the initial phase, Offerors will submit Exhibits
A, B C & D. County will evaluate the submitted responses to identify the top ranked offerors likely to receive an award.
The top ranked offerors will receive a written invitation to proceed and prepare of the Oral Presentation, utilizing the
designated criteria for subsequent evaluation and award by County.
The Procurement Officer will notify finalists of the date, time and location of the oral presentations. The presentation will
include the demonstration of any function, product or system capability included in the proposal. County will base points
for the oral presentation on presenter’s knowledge, effectiveness of communication, experience with similar contracts and
the quality of the responses to questions during the presentation.
County reserves the right to request additional information and/or clarification. Any clarification of a proposal will be in
writing. Recommendation for award will be to the responsible and responsive offeror whose proposal County determines
to be the most advantageous taking into consideration the evaluation criteria in this solicitation.
If County makes an award, it will enter into an agreement with the one Offeror that submitted the highest scoring
responsive and responsible proposal(s) by executing and transmitting a Master Agreement (“MA”) document that
incorporates the Proposal without further action by the Offeror. The County may conduct discussions with the Offeror to
clarify the Proposal and Agreement details provided that they do not substantially change the intent of the solicitation.
6. SUBMISSION OF PROPOSALS:
Offerors are to complete, execute and submit one (1) original hardcopy and six (6) digital copies (on CD or
thumb drive) of the required documents. The submittal must include all information requested by the solicitation, and
utilize without modification the forms provided by the solicitation that includes and may not be limited to the following:
A. Offer Agreement (20 Pages), complete and provide the requested information which may include and not be
limited to Item Unit Price(s), Tax, Addenda and Acknowledgement information and Execute/Sign the Offer
Agreement form. County will consider incomplete or unsigned documents to be non-responsive.
B. Exhibit A: Minimum Qualifications (1 Page), fully complete, including the required documentation.
C. Exhibit B: Project Plan (1 Page), fully complete, including all requested documentation.
D. Exhibit C: System Requirements Questionnaire (1 Page), fully complete, including all requested
documentation.
E. Exhibit D: Cost Proposal (6 Pages), fully complete, including all requested documentation.
Instructions to Offerors
PRCUID 302550
Page 3 of 5
Solicitation No: RFP-PO-1900003
Title: Case Management System
Offeror will bind and index the proposal in the order as indicated above. Do not use 3-ring hard cover binders.
County must receive and time stamp proposals at the specified location at or before the Due Date and Time as stated in
the Request for Proposals. The County’s “time-stamp” will be the official time used to determine the timeliness of the
submittal. County will not accept or will return unopened any proposals or modifications that County receives after the Due
Date and Time. County will open and record timely submittals promptly after the Due Date and Time.
An authorized agent of the offeror must sign proposals and offeror must submit them in a sealed envelope marked or
labeled with the offeror’s firm name, solicitation number, title, solicitation due date and time, to the location and not later
than the Due Date and Time specified in the Request for Proposals.
Failure to comply with the solicitation requirements may be cause for County to reject the offeror’s proposal as non-
responsive.
7. BEST AND FINAL PROPOSAL:
County reserves the right to request additional information and/or clarification with responsible offerors who submit
proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure
full understanding of, and conformance to, the solicitation requirements.
In the event that County holds discussions and requests clarifications, County will issue a written request for best and final
proposals. The request will set forth the date, time, and place for the submission of best and final proposals. If offerors fail
to respond to the request for best and final proposal or fail to submit a notice of withdrawal, County will consider their
immediate previous proposal as their best and final proposal.
8. COMPLIANCE WITH AGREEMENT:
County will execute an agreement with the successful offeror by issuance of a MA.
The offeror agrees to establish, monitor, and manage an effective administration process that assures compliance with all
requirements of the agreement. In particular, the offeror agrees that they will not provide goods or services in excess of
the executed agreement items, item quantity, item amount, or agreement amount without prior written authorization by
revision or change order properly executed by the County. Any items provided in excess of the quantity stated in the
agreement will be at the offeror’s own risk. Offerors will decline verbal requests to deliver items in excess of the
agreement and must report all such requests in writing to the Pima County Procurement Department within one (1)
workday of the request. The report will include the name of the requesting individual and the nature of the request.
9. INQUIRIES & NOTICE OF RECOMMENDATION FOR AWARD (NORFA):
County will not provide results of this procurement in response to telephone inquiries. Interested parties may attend the
public opening at the time and date stated in this solicitation. A tabulation of submittals will be on file at the Procurement
Department. No oral interpretations or clarifications made to any respondent as to the meaning of any of the solicitation
documents will be binding on County. If a prospective respondent believes a requirement of the solicitation documents to
be needlessly restrictive, unfair, or unclear, the respondent will notify the Pima County Procurement department in writing
identifying the solicitation number, page and paragraph number and clearly stating the issue and suggested solution prior
to the date set for receipt of the bid or proposal. County will respond by written addendum sent to all known potential
respondents. County may not answer issues that are not submitted within 8 days prior to the closing date and time of the
solicitation.
County protest procedures are in Chapter 11.20 of the Pima County Procurement Code, available through
https://library.municode.com/az/pima_county/codes/code_of_ordinances?nodeId=TIT11PICOPRCO_CH11.20PR. The
five-day period to file a protest of the award will be measured from the date the Notice of Recommendation for Award is
posted on the Pima County Procurement website at
http://www.pima.gov/procure/awards/ without regard to whether individual notices were issued. It is the responsibility
of Offerors and Proposers to check the website.
Instructions to Offerors
PRCUID 302550
Page 4 of 5

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