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Home My WebLink About1/19/2000 - STAFF REPORTS (13) DATE: January 19, 2000 TO: City Council FROM, Procurement Manager and Director, Department of Facilities AWARD RFP 04-99 FOR PROVIDING SOFTWARE FOR THE RECREATION DIVISION RECOMMENDATION: That City Council award RFP 04-99 for providing activity scheduling software to Sierra Digital Inc. of Sacramento, California, in the amount of $10,573.59, to provide activity registration, facility reservation, and league scheduling capabilities needed for activities administration by the Recreation Division. BACKGROUND: The Recreation Division has utilized specialized scheduling software to administer the recreation programs available to Palm Springs residents,other local residents and visitors since approximately 1987. This software, called Programmed for Success, has reached the end of its useful life The software cannot process dates in the new century, and technical support and upgrades are no longer available to keep it running. RFP 04-99 for new recreation software was issued by the Procurement and Recreation Divisions on September 28, 1999,to identify aY2K-compliant software to performthe required functions.Two proposals were received prior to the deadline for receipt of responses. Proposals were received from Sierra Digital Inc. and HTE, Inc. After an analysis by an evaluation committee, which included a representative from the City's Information Technology Division, staff recommends award to Sierra Digital Inc. Sierra Digital's RecWare software met all of the City's criteria for performance. HTE's competing proposal not only did not cover all the City's performance criteria, but it was also much more expensive and required major upgrades to the Recreation Division's hardware platform in order to be implemented. The proposal from Sierra Digital includes installation and training. Ongoing support costs will amount to approximately $1,500 per year. Funds are available for these purchases in the following Recreation Account: 001-2510-50015, Specialized Equipment. � • �L�=� AR D E. GOO COT T MIKESELL, Director Procurement nager Dep Yar of Facilities APPROVED: Ac ng City Manager n „1 fLa ATTACHMENT: s_ 1. Minute Order �pig`, °!Ie1U.J --p PROOF OF PUBLICATION for County Clerk's Filine Stamp (2015.5.C.C.P) Nc.2776 CITY OF PALM SPRINGS REQUEST FOR PROPOSAL (RFP) 04-00 TO PROVIDE RECREATION SOFTWARE NOTICE IS HEREBY GIVEN that the City of Palm Springs is soliciting proposals for interested and so ow rtl fu'ms to provide and install recreation software for Activityy Reggisfratioq Facility Reserve- . tions and League Schetlulin GENERAL IN l"tic success{ul vendor will also provide on-site training, maintenance, and on-going technical support. The software must be multi-user capable system and be compatible with City's current hardware, as well as be Y2K compli- ant. The RFP document contains the scope of work and qualification requirements. AVAILABILITY OF RFP: The RFP document will be mailed upon request at no charge. Copies may, STATE OF CALIFORNIA be obtained from the Office of Procurement at the CouaTyofRiverside add ..... 23eo23elow or by telephone request at STREET ADDRESS —CRY OF PALM-SPRINGS ATTN. Procurement Mans9e, 3200 E. Teri Canyon Way Palm Spri rigqs, CA 2262 PHONE'8 60 323-3239 MAILING A�DRESS CITY OF PALM SPRINGS ATTN Procurement Manager P.O. Box 2743 Palm Sp rings, CA 92263-2743 I am a citizen of the United States and a resident of Pi (760)323-8239 the County aforesaid;I am over the age of eighteen Responses received which are not in conformance with the instructions outlined in the RFP document years,and not a party to or interested in the will be re noted as non-responsive. above-entitled matter.I am theprincipal clerk of a BASIS D�AWARD: The City reserves the right to award Contract, or make no award, whichever is in printer of the,DESERT SUN PUBLISHING the best interest of the City.The City also reserves COMPANY a newspaper of general circulation, the right to negotiate the terms and conditions of g any Contract resulting from this solicitation. Final printed and published in the city of Palm Springs, award, if any, will be made by the Palm Springs Countyof Riverside,and which newspaper has been aty Council. Iry QUIRIES: Inquiries relative to the RFP process adjudged a newspaper of general circulation by the Should be directed to the Procurement Manec�1er, Superior Court of the Countyof Riverside State of (760)323-s239' Inquiries relative to program in for- matron should be directed to Vicki Green, Recre- Cal fornia under the date of March 24,1988.Case anon Manager, (7601323-s265. Number 191236;that the notice,of which the EVALUATION CRITERIA: All propposals received by the closing date and true will be evaluated by annexed is a printed copy(set in type not smaller an Evaluation Committee who will review and than non ariel,has been published in each regular judge the merit of the proposals received in accor- P P g dance with all cntena antl specifications contained and entire issue of said newspaper and not in any in the RFP document. Proposals will be judged on supplement thereof the following dates,to wit: the basis of the following criteria. PPemen ereo on g - A Functional requirements B. Installation, Implementation and training plan September 30th C. Demonstrated performance of proposed system P elsewhere in the public sector; system mainte- nance, updating and onV[ng technical support. ______—_____—___—____—_�__-�_---- D Vendor's financial stabs lrty.-- —__ - E. Quality, clarity and responsiveness-of-proposal in conformance w7h instructions, conditions and -�_- --�—� format contained in RFP ----------------- It is the City's intent to create a short-list of qqualo- tied firms from the proposals received. The short- All in the year 1999 list will consist of the firms which are, In the City's sole judgment, best able to serve the Cny's re- quirements for the services solicited. I certify(or declare)under penalty of perjury that the be oral presentation and/or more information may be required from the short-listed firms. foregoing is true and correct. PRE-PROPOSAL CONFERENCE:A Pre-Proposal 1st Conference will be held on Thursday, October 14, 1909 at 9'30 A.M. at the Leisure Center located at Dated at Palm Springs,California this-- —day 401 S. Pavillion way, Palm Springs, California.This October will be the only scheduled conference Vendors in- terested in submitting proposal are strongly urged ot---------------------- 1999 to attend. DEADLINE: Proposals must he received in the Procurement Offjre at the stIIeet_a.rld—w, above-.., prior to tfi local of Thursday, October 2of 1999, tenO P.M.P. s local time. It is the l sent through h ----"'--- —'—'-- the Offeror to see that any proposal sent througgh i Signature the mail shall have sufficient time to be received by this speahed date and time.Telegraphic, telephon- ic or Facsimile(tax) proposals will not be accepted Proposers attention is drawn to the fact that all proposal documents submitted are subject to the California Code Section 6250 of seq., commonly known as the Public Records Act. Information con- tained in the proposals may be made public after the review process has been completed in a rec- City of aim for award to the City Council . the City of Palm Springs, and/or following award. A/) � COSTS INCURRED ep PROPOSER: All expenses „/ A involved with the preparation and submission of proposal to the City any work performedin shall f connection therewith, shall be borne by the hepro- L poser(s). No payment will be made far any re- sponses received nor for any other effort required of or made by the proposer(s) prier to commence- ment of work as defined by a contract approved by the City v REQ.I INSURANCEE REQUIREMENTS: The successful) Offeror must meet all insurance requirements of the City of Palm Springs. le/Harold E Good, CPPO Procurement Manager Date: September 28, 1999 MINUTE ORDER NO.&3 D AWARDING RFP 04-99 FOR PROVIDING ACTIVITY SCHEDULING SOFTWARE FOR THE RECREATION DIVISION TO SIERRA DIGITAL INC.OF SACRAMENTO, CALIFORNIA, IN THE AMOUNT OF$10,573.59. I HEREBY CERTIFY that this Minute Order, awarding RFP 04-99 for providing activity scheduling software for the Recreation Division to Sierra Digital Inc. of Sacramento, California, in the amount of$10,573.59, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the 19`"day of January, 2000. BY: PATRICIA A. SANDERS City Clerk I