RFP 11729 - Parks and Reservation System

Agency: State Government of Texas
State: Texas
Type of Government: State & Local
NAICS Category:
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
Posted Date: Sep 18, 2019
Due Date: Nov 6, 2019
Solicitation No: RFP 11729
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RFP 11729 - Parks and Reservation System
Category Technology
Type Request for Proposals
Solicitation Number 11729
Title Parks and Reservation System
Summary

The Lower Colorado River Authority is seeking a complete online web-based campground reservation software.

Meeting Information
Question Deadline Friday, September 27, 2019 4:00 PM CT
Submission Deadline Wednesday, November 6, 2019 4:00 PM CT
Submission Information

LCRA accepts responses electronically. Please address your response to ebids@lcra.org and include the agent's name and 5-digit solicitation number in the subject line of your email to help ensure it is directed to the proper person.

Authorized Agent Robert McDorman
Attachments

Attachment Preview

RFP Milestones, Instructions, and Information
This Request for Proposal is being issued by the Lower Colorado River Authority (LCRA). LCRA is a conservation
and reclamation district of the State of Texas created pursuant to Article XVI, Section 59, of the Texas
Constitution.
RFP #11729 PARKS & RESERVATIONS SOFTWARE
SUMMARY
The Lower Colorado River Authority is seeking a complete online web-based campground reservation software,
including preventative maintenance, repairs, updates, modifications, configurations, installation, training and
hosting of a campground reservation management and point-of-sale system to existing and future LCRA park
locations.
MILESTONES
DATES
09/18/2019
09/27/2019
11/6/2019
4pm (Central)
02/2020
MILESTONES
RFP Issued
Deadline for Questions
Proposal Deadline
Anticipated Award Date
INSTRUCTIONS
1. Contact. Questions regarding the RFP must be submitted via email ONLY to the LCRA Agent at
robert.mcdorman@lcra.org by the date indicated in the milestone block. LCRA shall attempt to answer
inquiries concerning the RFP, but shall not be obligated to do so. The LCRA Agent is the sole LCRA
point of contact from RFP issuance until contract award. Do not rely on information from any other
source. Contact with other LCRA personnel initiated by an Offeror may be grounds for
disqualification of its proposal at LCRA’s sole discretion.
Robert McDorman, Sr. Category Manager
robert.mcdorman@lcra.org
2. RFP Documents provided by LCRA. The following documents are included as part of this RFP. Offeror
shall follow instructions contained herein or in the document itself for completing and returning these
documents to LCRA.
Document
RFP Response Form
Terms and Conditions
Attachment A
Location
Separate excel file, included with this RFP
Separate word file, included with this RFP
Final page of this document
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RFP Milestones, Instructions, and Information
3. RFP Submission Requirements. Offeror shall prepare its request for proposal on forms furnished by the
LCRA or as otherwise specified herein. Incomplete proposal forms, schedules and information sheets
may be grounds for disqualification. A proposal item which in the opinion of LCRA is not in exact
compliance with the RFP, and which has not been modified or clarified may, at LCRA’s discretion, be
considered an exception to the RFP or be rejected as a non-conforming offer. LCRA will not be
responsible for any cost or expenses associated with the preparation or submittal of the Offeror’s proposal.
The following documents shall be returned to LCRA by the proposal deadline:
Document
RFP Response Form. Complete blue shaded areas.
Terms and Conditions (See Section 5 below)
Submittals, per the Technical Specifications/Statement of Work
Certifications
Quality Program/Quality Assurance Documentation
List of Key Personnel and their resumes
Organization Chart (See Section 6 below)
Audited Financials
Signed Attachment A
File Type
MS Excel
MS Word
At discretion of
Offeror
At discretion of
Offeror
At discretion of
Offeror
At discretion of
Offeror
At discretion of
Offeror
At discretion of
Offeror
MS Word
4. Submission of Proposals. PROPOSALS MUST BE RECEIVED ON THE DATE INDICATED IN THE
MILESTONES BLOCK. Proposals will only be accepted via e-mail to ebids@lcra.org. Proposals
received after the due date shall be considered late and may be rejected. You are solely responsible for
ensuring that your complete RFP response is sent to and received by LCRA on or before the proposal
deadline. LCRA takes no responsibility for proposals that are prevented from reaching the proper
destination server by any LCRA anti-virus or other security software. Proposals will not be publicly
opened. Proposals shall be considered valid legal offers for a period of one hundred-twenty days (120)
days after proposal deadline.
5. Exceptions to Terms and Conditions. Offerors shall submit exceptions to LCRA electronically in the
Word Document accompanying the proposal with proposed alternative language (redlines). Exceptions will
not be allowed after the RFP closing date and time. The amount and nature of exceptions may be
grounds for disqualification. Should Offeror take no exception to the terms and conditions of the contract,
Offeror shall return a signed Contract along with its proposal.
6. Organizational Chart. N/A
7. Review the documents noted below. Unless Offeror notifies LCRA in writing by the proposal deadline, it is
presumed by LCRA that following documents have been read, understood and agreed to by the Offeror.
Small and Diverse Supplier Program Summary
The documents can be downloaded from: http://www.lcra.org/about/business-
opportunities-with-lcra/Pages/default.aspx
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RFP Milestones, Instructions, and Information
8. SUCCESSFUL OFFEROR MUST TAKE THE FOLLOWING ACTION WITHIN 7 DAYS FROM NOTICE OF INTENT TO AWARD:
Requirement
Signed Contract by authorized
representative
Insurance Policies
Completed performance & payment
bonds
Vendor Registration
Action
Return to LCRA
Provide a copy of the insurance policies with endorsements to
LCRA
Return to LCRA, if required
Complete vendor registration at:
http://www.lcra.org/about/business-opportunities-with-
lcra/Pages/lcra-supplier-accounts.aspx
INFORMATION
1. Evaluation Criteria. Offeror’s proposal will be evaluated as outlined below, as applicable, (not in order of
precedence):
Criterion
Hosting Functionality &
Performance
Support & Maintenance
Terms & Conditions
Cost
Definition
Solution meets all P1 requirements listed in the RFO, able to meet
implementation date and minimal exceptions to terms & conditions.
Solution meets LCRA’s support requirement and service availability.
Suppliers response to LCRA Standard Software Agreement
Proposed pricing in accordance with pricing table.
2. LCRA Reservation of Rights. LCRA reserves the right to reject any and all proposals, and to waive
irregularities or informalities in any proposal. LCRA may request additional written or oral information
from Offerors to obtain clarifications with respect to their proposals. LCRA may award contracts from
proposals without discussions, or may conduct discussions with one or more Offerors. LCRA reserves the
right to delay the proposal opening, to evaluate alternate proposals and to make multiple and/or split
awards from this RFP. If you take issue with the contents of a proposal, or a contract award decision as a
result of this proposal, refer to LCRA Issue Resolution Procedures posted at
http://www.lcra.org/about/business-opportunities-with-lcra/Pages/default.aspx. LCRA engages in business
with only responsible Offerors with sound management, quality control, capacity, experience, financial
resources, and ethics to perform its contract. LCRA reserves the right to employ a variety of means to
determine the responsibility of potential Offerors, including evaluating its past experience with the Offeror.
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RFP Milestones, Instructions, and Information
3. Conflict of Interest Chapter 176 of the Texas Local Government Code. Effective January 1, 2006,
Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing
business with a local government entity disclose in the Questionnaire Form CIQ, the vendor or person's
affiliation or business relationship that might cause a conflict of interest with a local government entity. By
law, this questionnaire must be filed with the records administrator of LCRA no later than the 7th business
day after the date the person becomes aware of facts that require the statement to be filed. See Section
176.006, Local Government Code. A person commits an offense if the person violates Section 176.006,
Local Government Code. An offense under this section is a Class C misdemeanor. For more information
or to obtain Questionnaire CIQ, go to the Texas Ethics Commission Web page.
4. Discussions with Offerors and Revisions to Proposals. LCRA reserves the right to determine when
and with whom to conduct discussions. Discussions with Offerors may include but not be limited to the
purpose of clarification or to assure full understanding of, and responsiveness to, the RFP requirements.
As a result of such discussions, revisions may be permitted after initial submissions and prior to award for
the purpose of obtaining final pricing. In conducting discussions, LCRA shall not disclose to an Offeror
any information derived from proposals submitted by competing Offerors. The purpose of such discussions
may include: further understanding of Offeror's qualifications, scope, schedule, proposed project
approach, experience and availability of personnel and facilities, proposed compensation and
opportunities for savings and additional detail of Offeror’s cost proposal.
5. Revisions to RFP. Nothing in the instructions shall limit LCRA’s right to revise the RFP.
6. Pricing. Offeror shall submit a price for each item on the basis indicated in the proposal form. All pricing
must be submitted in US Dollars. In case of conflict between unit prices and extensions, unit prices shall
govern. In case of conflict between words and numerals, words shall govern. Proposal prices sha ll not
include sales, excise, and use taxes on installed equipment and materials. LCRA is exempt from such
taxes under the Texas Tax Code § 151.309. An exemption certificate shall be furnished to Offeror,
subcontractors and Offerors upon request. It is the Offeror’s responsibility to determine if Offeror may
have sales tax liability for materials and supplies used for the project, but for which Offeror is considered
the consumer. To obtain possible tax benefits by the separation of materials and labor, Offerors should be
familiar with the Comptroller’s Rules 3.291 (Contractors), 3.292 (Repairmen), and 3.347 (Improvements to
Realty), which may be obtained from the Texas Comptroller of Public Accounts.
7. Estimates of Quantities (Unit Price Contracts Only) N/A
8. Substitutions or “Of-Equal” Items. N/A
9. Confidential Information. The LCRA is subject to the Texas Public Information Act, Texas Government
Code Chapter 552. Any information submitted to the LCRA by an Offeror shall be available to the public
unless it is clearly marked "CONFIDENTIAL". If another party requests access to information marked
confidential, then LCRA shall ask the Offeror if the information may be released. If the Offeror denies the
release of the information, LCRA shall refer the matter to the Texas Attorney General's Office where the
Offeror shall be responsible for substantiating the confidentiality of its information. The Attorney General's
ruling on the matter shall be conclusive.
By submitting a proposal, the Offeror certifies that in connection with this procurement: (a) the Offeror has
arrived at the prices in its proposal without consultation, communication or agreement with any other
respondent or with any competitor for the purpose of restricting competition, (b) the prices quoted in the
proposal have not been knowingly disclosed, directly or indirectly, by the Offeror or any agent of the Offeror,
to any other respondent or to any competitor, and (c) no attempt has been made or will be made by the
Offeror or by any agent of the Offeror to induce any other person or firm to submit or not submit a proposal
for the purpose of restricting competition.
10. Award and Execution of Contract. LCRA shall evaluate the proposals in accordance with the RFP
requirements. The contract will be awarded to the best evaluated Offeror. Contracts shall be neither
considered awarded nor binding until such time that both parties have executed the Contract. LCRA shall
not be liable for any delays prior to the award or execution of Contract.
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RFP Milestones, Instructions, and Information
ATTACHMENT A
In conjunction with the electronic RFP Supplier Response Form, the undersigned Offeror declares: (a) that it has
reviewed the Terms and Conditions, Scope of Work, and all other documents herein; (b) that the signatory has the
authority to bind the company to the formal legal offer; (c) that through its authorized personnel it has personally
examined the location of the proposed work and has determined the amount and character of the proposed work and
the supervision, labor, tools, material as identified, and equipment necessary to complete the same in compliance
with the specification and contract documents (if applicable); (d) that prior to the submission of this proposal, and
prior to the award of any contract resulting from this proposal, neither the Offeror, nor any of its subcontractors, nor
their agents, nor employees have or will: (1) offer or give gratuities to an LCRA employ or affiliate, (2) pay a kickback
to obtain favorable treatment in connection with an LCRA contract, (3) “buy-in” to obtain a contract with LCRA, (4)
participate in practices which unlawfully eliminate competition or restrain trade such as collusive bidding or
negotiating, follow the leader pricing, rotation of low bids, collusive price estimating, or sharing of business with other
Offerors, and (5) commit bribery to obtain favorable treatment by LCRA or any affiliates; (e) that either (1) no
delinquent corporate franchise taxes are owed the State of Texas under Chapter 171, Tax Code or (2) the Offeror is
not subject to the corporate franchise tax in Texas; (f) that it has never been debarred or suspended from doing
business with the federal government; (g) that it does not boycott Israel; and (h) that it is not engaged in business
with Iran, Sudan, or a foreign terrorist organization.
Company Name: __________________________________
Title: ___________________________________________
Print Name: _____________________________________
Signature: _______________________________________
Date: ___________________________________________
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