notice’to’prospective’proposers’...data management system | nagaaa rfp 10/17/16...

NOTICE TO PROSPECTIVE PROPOSERS

This Request for Proposals (RFP) is provided in anticipation that your company will submit a proposal to NAGAAA. We encourage you to review and respond to the requirements of the RFP.

The proposal MUST include the following:

• An electronic copy of the proposal • Conflict of Interest Affidavit • Non-‐collusion Affidavit • Certificate of Insurance coverage

If you have any questions or comments regarding the contents herein, please contact Keith Speers at [email protected] by no later than 5pm PST on Friday, December 9, 2016.

Data Management System | NAGAAA RFP 10/17/16

The North American Gay Amateur Athletic Alliance (NAGAAA) is soliciting competitive proposals for the purchase of the development and transition to an updated data management system.

All proposals that are submitted shall be in effect for a period of ninety (90) days after the date of the submittal.

Please forward one (1) original printed copy and one (1) original electronic copy of your proposal to the attention of Keith Speers by 5:00pm PST on Friday, December 9, 2016.

NAGAAA reserves the right to reject any and all proposals. Proposals that do not include the required proposal forms and/or information outlined in this RFP may be deemed non-‐responsive.


PART I: INTRODUCTIONS AND INSTRUCTIONS

Section I: DEFINITIONS

1. DEFINITIONS

Unless otherwise specifically stated, the following terms shall have the following definitions:

1.1. NAGAAA: North American Gay Amateur Athletic Alliance 1.2. Proposal: Documents offered by Proposer to NAGAAA pursuant to this Request for Proposal. 1.3. Proposer: Company of companies which offer a Proposal pursuant to this RFP. 1.4. The Contractor: The successful Proposer who will enter into contract negotiations with NAGAAA at

the conclusion of the Proposal selection process.

Section 2: NAGAAA BACKGROUND

2.1. Location: NAGAAA is incorporated in Wisconsin. The official address of NAGAAA is 1325 N. Van Buren Street, Apt. #203, Milwaukee, WI 53202

2.2. History Formed in 1977, NAGAAA is a 501c(3) international sports organization comprised of men and women dedicated to providing opportunity and access for the LGBT community to participate in organized softball competition in safe environments. Currently, more than 13,000 players from 43 cities across Canada and the United States participate in member leagues, and the best of these teams converge once a year for head-‐to-‐head competition at the annual Gay Softball World Series.

2.3. NAGAAA’s Purpose To be a nonprofit organization dedicated to the promotion of amateur sports competition, particularly softball, for all persons regardless of age, sexual orientation or preference – with special emphasis on the participation of members of the Gay Community – and to otherwise foster national and international sports competition by planning, promoting and carrying out amateur sports competition.

2.4. NAGAAA’s Powers and Responsibilities NAGAAA is the member-‐driven managing organization that coordinates the highest level of international competitive LGBT softball. NAGAAA, through its governance structure, sets the standards for fair play, supports local leagues with understanding and executing those standards and ensures accountability and compliance with the standards during sponsored athletic competitions.

Section 3: INSTRUCTIONS

3.1. Basis for Contract Negotiations: This RFP and the resulting Proposals shall be used as the basis for contract negotiation.

3.2. Receipt of Proposals: Proposers must submit one (1) original printed copy and one (1) original electronic copy of your proposal to the attention of Keith Speers by 5:00pm PST on Friday, December 9, 2016. The envelope must be addressed as set forth below:

Keith Speers, CEO Consulting Without Limits 605 N. High Street PMB 115


Columbus, OH 43215

Fax proposals and oral proposals are not acceptable.

A Proposer’s failure to submit their proposal prior to the deadline will cause their proposal to be disqualified. Late proposals or amendments will not be opened or accepted for evaluation. The Proposer is responsible for all costs associated with the preparation and submittal of his/her proposal.

3.3. Proposal Modification: Written changes to submitted proposals will be accepted if received by NAGAAA prior to the proposal deadline, but only if submitted in a sealed envelope and plainly marked “CHANGE TO PROPOSAL – NAGAAA DATA MANAGEMENT SYSTEM.” All changes received after the proposal deadline will not be opened or considered.

3.4. Right of Rejection: Proposers must comply with all the terms of the RFP, and all applicable local, state and federal laws and regulations. NAGAAA may reject any proposal that does not comply with all the material and substantial terms, conditions, and performance requirements of the RFP. Minor informalities, that do not affect responsiveness, that are merely a matter of form or format; that do not change the relative standing or otherwise prejudice other offers; that do not change the meaning or scope of the RFP; that are trivial, negligible, or immaterial in nature; that do not reflect a material change in the work; or, that do not constitute a substantial reservation against a requirement or provision may be waived by the NAGAAA Board. NAGAAA reserves the right to refrain from making an award if it determines that to be in its best interest.

3.5. Amendments to RFP: Any clarifications or further instructions to Proposers will be sent to all Proposers in addendum form. All questions and comments regarding the information contained within this proposal must be submitted via email to Keith Speers at [email protected] by 5pm PST on Friday, December 9, 2016. 3.5.1. If this solicitation is amended, then all terms and conditions which are not modified remain

unchanged. 3.5.2. If an addendum is issued within 72 hours prior to the published time for the receipt of

proposals, then the time for receipt of proposals shall be extended one week with no further advertising of the RFP required.

3.5.3. Any interpretation or clarification of the Contract Documents made in any manner other than a written addendum shall not be binding and the Proposer shall not rely upon the interpretation or clarification that is not made in the form of a written addendum.

3.6. Non-‐collusion Affidavit: Proposer shall submit, with its Proposal, an affidavit stating that neither Proposer nor its agents, nor any other party on its behalf, has paid or agreed to pay, directly or indirectly, any person, firm, or corporation, any money or valuable consideration for assistance in procuring or attempting to procure the contract that will result from this RFP, and further, agrees that no such money or consideration will be hereafter paid. This affidavit must be placed on the company letterhead and signed by the CEO of the company.

3.7. Right of Award: NAGAAA reserves the right to select Contractor on the basis of Proposals received, without seeking further information or clarification from Proposers. A contract will be awarded to the Contractor who provides the most advantageous offer to NAGAAA, with price, timeline, quality and other factors considered.


3.8. Proposal Acceptance: Any proposal submitted pursuant to this solicitation shall constitute an offer based on the terms included herein and shall constitute the contract under which NAGAAA and the Contractor shall perform, unless otherwise modified by mutual agreement of the parties. In no event will changes, amendments, modifications or addendum, written or oral, be considered after the Contractor’s submission of his/her proposal without the expressed written consent of NAGAAA’s Board.

3.9. Required Review: Proposers should carefully review this solicitation for defects and questionable or objectionable matter. Comments concerning defects or objectionable material must be made in writing and received via email to Keith Speers at [email protected] by 5:00pm PST on Friday, December 2, 2016. This will allow issuance of any necessary amendments.

3.10. Questions Received Prior to Opening of Proposals: All questions must be in writing and directed to Keith Speers as stated previously. Two types of questions generally arise. One may be answered by directing the question to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The NAGAAA Commissioner will make that decision.

3.11. Alternative Proposals: Alternative proposals (proposals that offer something different than what is asked for) will be rejected.

3.12. Disclosure of Proposal Contents: All proposal information, including detailed cost information, will be held in confidence during the evaluation process and prior to the time a notice of intent to award is issued.

3.13. Subcontractors: Subcontractors may be used to perform work under this contract. If a Proposer intends to use subcontractors, the Proposer must identify, in their proposal, the names of the subcontractors and the portions of the work the subcontractors will perform. If a proposal with subcontractors is selected, the proposer must provide the following information concerning each prospective subcontractor within five working days from the date of NAGAAA’s request: 3.13.1. Complete name of the subcontractor. 3.13.2. Complete address of the subcontractor. 3.13.3. Type of work the subcontractor will be performing. 3.13.4. Percentage of work the subcontractor will be providing. 3.13.5. A written statement, signed by each proposed subcontractor that clearly verifies that the

subcontractor is committed to render the services required by the contract.

A Proposer’s failure to provide this information, within the time set, may cause NAGAAA to consider their proposal non-‐responsive and reject the proposal. The substitution of one subcontract for another may be made only at the discretion and written prior approval of the NAGAAA Commissioner.

3.14. Decision of the NAGAAA Board. The selection decision of the NAGAAA Board is final. The NAGAAA Board will render their selection decision in writing within thirty (30) days from the proposal deadline and shall provide notice of such decision to all interested partied.

3.15. Definitions


3.15.1. “Days” refers to the working days of the federal government. 3.15.2. “File or submit” – date of receipt by NAGAAA or its agents 3.15.3. “Interested Party” – includes all bidders / offerors that have a substantial economic interest

in a portion of the RFP. 3.16. Single Offer, if Received: If only one offer is received, NAGAAA may require the Proposer to

provide a cost a analysis or a price comparison between the bid price and that of similar equipment, materials, supplies and/or services to assure the bid is fair and reasonable. If requested, the Proposer shall provide the cost analysis or price comparison within five (5) days of the date requested. NAGAAA reserves the right to reject or accept the offer on the basis of the cost analysis or price comparison. NAGAAA reserves the right to re-‐open the RFP process, extend the deadline date or take other actions in an attempt to identify additional qualified providers.

3.17. Personnel: In submitting their proposals, Proposers are representing that the personnel described in their proposals shall be available to perform the services described, barring illness, accident or other unforeseeable events of a similar nature. Furthermore, all personnel shall be considered to be, at all time, the sole employees of the service provider, under his or her sole discretion, and not employees or agents of NAGAAA.

3.18. Unacceptable Proposals: NAGAAA reserves the right to reject any proposal from a Proposer that is currently in default on any obligation to NAGAAA, either contractually or financially as a principal or surety, or who has failed to perform faithfully any previous contract with NAGAAA.

3.19. Taxes: NAGAAA is exempt at time of purchase from all sales tax. Exemption certificates are available and will be furnished by NAGAAA upon request after Contract award. The price bid shall be exclusive of all such taxes, and will be so construed.

3.20. Authorized Signature: All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the RFP. Proposals must remain open and valid for at least ninety (90) days from the opening date.

3.21. Discussions with Proposers: NAGAAA may conduct discussions with Proposers for the purpose of clarification. The purpose of these discussions will be to ensure full understanding of the requirements of the RFP and proposal. Discussions will be limited to specific sections and identified by NAGAAA’s representative, Keith Speers. Discussions will only be held with Proposers who have submitted a proposal reasonably susceptible for award by the NAGAAA Board. Discussions, if held, will be after initial evaluation of proposals by NAGAAA. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, NAGAAA’s Commissioner may set a time for best and final proposal submissions from those Proposers with whom discussions were held. Proposals may be re-‐evaluated after receipt of best and final proposal submissions.

3.22. Evaluation of Proposals: The NAGAAA Board will review and evaluate the proposals. The evaluation will be based solely on the evaluation criteria set out in Section Part IV, Section 3 of this RFP.

3.23. Proposal as Part of Contract: Part or all of this RFP and the successful proposal may be incorporated into the contract.


3.24. Additional Terms and Conditions: NAGAAA reserves the right add terms and conditions during the contract negotiations. These terms and conditions will be within the scope of the RFP and will not affect the proposal evaluations.

3.25. Time for Executing Contract and Damages for Failure to Execute: In the event any Offeror who proposal has been accepted shall fail or refuse to execute the Contract as herein provided, NAGAAA may, as its option determine that such Offeror is in breach of the contract and that NAGAAA shall be entitled to liquidated damages as provided below. The damages to NAGAAA for such breach shall be the amount of difference in the total cost between the failed offer and that of the next offer that is most advantageous to NAGAAA plus any expenses involved, including legal fees, in connection with delay in execution of a new contract, as well as any other damagers permitted by law.

3.26. Ambiguity, Conflict or other Errors in RFP: If an Offeror discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, it shall immediately notify Keith Speers ([email protected]) of such error in writing and request modification of clarification of the document. Modifications will be made by issuing a revision and will be given by written notice to all parties who have received the RFP from NAGAAA. The Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the proposal or it shall be deemed waived.

3.27. Proposals and Presentation Cost: NAGAAA will not be liable in any way for any costs incurred by Offerors in the preparation of their proposals in response to this RFP not for the presentation of their proposals and/or participation in any discussions or negotiations.

3.28. Acceptance of Conditions: Please include any exceptions to the general terms and conditions of the RFP. Preface any exceptions with a reference to the corresponding section or paragraph and page number.

3.29. Contract duration: The proposed contract duration shall be on or around August 1, 2016 and continue through the time period which is deemed necessary to complete the work and is negotiated and agreed to by both parties.


PART II: CONTRACT CLAUSES

Section I: TERMS AND CONDITIONS

1.1. Disputes: Except as otherwise provided in this contract, any dispute concerning a question of fact arising under this contract which is not disposed of by agreement shall be decided by NAGAAA, which shall reduce its decision to writing and mail or otherwise furnish a copy of same to the Contractor. NAGAAA’s decision shall be final and conclusive.

1.2. Equal Employment Opportunity: In connection with execution of this contract, the Contractor shall not discriminate against any employee or applicant for employment because of sexual orientation, gender identification, race, religion, color, sex, ability or national orientation. The Contractor shall take affirmative action to insure that applicants are employed, and that employees are treated during their employment, without regard to their sexual orientation, gender identification, race, religion, color, sex, ability or national orientation. Such actions 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, including apprenticeship. The Contractor will abide by all local, state and federal laws and Executive Orders regarding “Equal Employment Opportunity.”

1.3. Contract Termination: NAGAAA may, by written notice to the Contractor, terminate the whole, or any part of, this Contract. 1.3.1. Termination for Default: If the Contractor fails to make delivery of the goods or to perform

the services within the time specified herein or any extension thereof, or if the Contractor fails to perform any of the other provisions of this contract, or so fails to make progress as to endanger performance of this contract in accordance with its terms and , in either of these two circumstances, does not cure such failures within a period of ten (10) days after receiving such notice from NAGAAA, NAGAAA will terminate the contract for default. Thereafter, NAGAAA may have the work completed and the Contractor shall be liable for any resulting cost to NAGAAA in excess of the contract sum. Thirty (30) day advance is waived in the event of termination for default.

1.3.2. Termination for Convenience: The performance of work under this contract may be terminated in whole or, from time to time, in part by NAGAAA whenever for any reason. NAGAAA shall determine that such termination is in the best interest of NAGAAA. Termination of work hereunder shall be effected by delivery to the Contractor of a Notice of Termination specifying the extent to which performance of work under the contract is terminated and the date upon which such termination becomes effective. In the event that this contract is terminated for convenience of NAGAAA without thirty (30) day advance written notice, then NAGAAA shall negotiate reasonable termination costs, if applicable.

1.4. Covenant Against Contingent Fees: The Contractor warrants that no person or selling agency has been employed or retainer to solicit or secure this Contract upon an agreement or understanding for a commission, percentage, brokerage or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Contractor for the purpose of securing business. For breach or violation of this warranty, NAGAAA shall have the right to annul this contract without liability or, at its discretion, to deduct from the contract price or consideration or otherwise recover, the full amount of such commission, percentage, brokerage or contingent fee.


1.5. Indemnification: The Contractor agrees that during the term of this contract, it shall defend, indemnify and save harmless NAGAAA, its officers, employees, agents and Board of Directors from any and all liability, claims, suits, actions, damages, costs or other consequences resulting from any act, omission or negligence of, or chargeable to the Contractor, or any employee thereof arising under and pursuant to this contract.

1.6. Law of Wisconsin: The rights and duties of the parties hereto shall be determined by the laws of the State of Wisconsin, and to that end the contract shall be considered as a contract made and to be performed in the City of Milwaukee and the State of Wisconsin.

1.7. Status of the Contractor: The Contract shall be and remain and Independent Contractor with respect to all services performed hereunder and agrees to and does hereby accept full and exclusive liability for payment of any and all contributions or taxes for Social Security, unemployment insurance, or old age retirement benefits, pensions, or annuities now or hereafter imposed under any state or federal law which are measured by the wages, salaries or other remuneration paid to persons employed by the Contractor on work performed under the terms of this contract and further agrees to obey all lawful rules and regulations and to meet all lawful requirements which are now or hereafter may be issued or promulgated under said respective laws by any duly authorized state or federal officials, and said Contractor also agrees to indemnify and save harmless NAGAAA from any such contributions or taxes or liability therefore. The Contractor shall be and remain an Independent Contractor for all personal services supplied under this contract, if any. As an Independent Contractor, NAGAAA does not consider Contractor an employee and will not provide benefits of any kind to Contractor. If Contractor provides personal services under this contract, the law requires that Contractor acknowledge, in writing, that it has been informed of its status as an Independent Contractor or other classification other than employee for the services described in this contract.

1.8. Liability Insurance: The Contractor shall have and maintain during the life of the contract a minimum of $1,000,000.00 general liability and $1,000,000.00 professional liability Insurance, which shall name NAGAAAA as an additionally insured party.

1.9. Compliant with Laws: The Contractor agrees that it will comply with all federal, state, municipal and local laws, rules and regulations that may be applicable to this Contract.

1.10. Assignment: The Contractor shall not assign, transfer, convey, subcontract, or otherwise dispose of this Contract or his right, title to, interest in the contract or any part thereof without previous consent in writing from NAGAAA, endorsed hereon or attached hereto. If the Contractor does not obtain consent in writing from NAGAAA prior to assignment of this contract, any such assignment shall be considered void.

1.11. Notification of Material Changes in Business: Contractor agrees that if it experiences any material changes in its business including, without limitation, a reorganization, refinancing, restructuring, leveraged buyout, bankruptcy, loss of key personnel, etc., it agrees to immediately notify NAGAAA’s agent, Keith Speers ([email protected]), of the changes. Contractor also agrees to immediately notify Keith Speers of any conditions which may jeopardize the scheduled delivery or fulfillment of Contractor’s contractual obligations to NAGAAA.

1.12. Manner of Performance: The Contractor represents that it has the required expertise, ability and legal right to render the services and will perform the services in an efficient manner. Each of the Contractor’s employees performing services will have the expertise to perform assigned services in an efficient manner.


1.13. Confidentiality: In the course of this agreement, it is anticipated that the Contractor will learn information that NAGAAA regards as confidential or proprietary. The Contractor will keep confidential this information and any other information which Contractor may acquire with respect to NAGAAA’s business, unless and until NAGAAA consent to disclosure, or unless such knowledge and information otherwise becomes generally available to the public through no fault of Contractor.

1.14. Conflicts in Contract Documents: If the provisions of any contract document conflict with the provisions of any other contract document, either specifically or as to intent, the provisions of the contract clauses shall control.

1.15. Duty to Inform: If at any time during the performance of this contract, the Contractor becomes aware of actual or potential problems, fault or defect in the project of any non-‐conformance with any contract document, state or local law, rule or regulation, the Contractor shall give immediate written notice thereof to NAGAAA’s agent, Keith Speers ([email protected]).

1.16. Delivery: Time is of the essence of this contract, and if delivery of goods or rendering of services is not completed by the time promised, NAGAAA reserves the right without liability in addition to its other rights and remedies to terminate this contract by notice effective when received by Contractor as to stated items not yet shipped or services not yet rendered and to purchase substitute items or services elsewhere and charge Contractor with any loss incurred.

1.17. Modification to Contract: Written Change Orders. Oral change orders are not permitted. No change in this contract shall be made unless NAGAAA’s designated project management agent gives the prior written approval therefore. The Contractor shall be liable for all costs resulting from, and/or for satisfactorily correcting, any specification change not properly ordered by written modification to the contract. Change Order Procedure: Within five (5) calendar days after receipt of the written change order to modify the contract, the Contractor shall submit to NAGAAA a detailed price and schedule proposal for the work to be performed. This proposal shall be accepted or modified by negotiations between the Contractor and NAGAAA’s project management agent. At that time a detailed modification shall be executed in writing by both parties. Disagreement that cannot be resolved within negotiations shall be resolved in accordance with the contracts dispute clause. Regardless of any disputes, the Contractor shall proceed with the work ordered, provided.

1.18. Warranties 1.18.1. Performance Warranty: Contractor warrants that the data management system will perform

in accordance with the performance requirements set forth in the specification and that the data management system will be designed so as to conform to the specifications. Contractor further warrants that the data management system will be merchantable, of good materials and workmanship, free from defects and will be fit and sufficient for the purpose intended.

1.18.2. Defect Correction: In the event of a breach of warranties outlined in paragraph 1.18.1 above during the warranty period, Contractor shall, without undue delay, repair, replace or modify the data management system to correct such warranty breach.

1.18.3. Notice of Defects: NAGAAA shall give the Contractor prompt notice in writing of all defects known to it. Upon receipt of such notice, Contractor shall promptly and without undue delay, notify NAGAAA in writing of its intentions and preferences to effect repair of the data management system.

1.19. Prohibited Interest: No member, officer, trustee or employee of NAGAAA during his/her tenure or one year thereafter shall have any interest – direct or indirect – in this Contractor or the proceeds thereof.


1.20. Notice of Delay: The Contractor shall notify NAGAAA as soon as the Contractor has, or should have, knowledge that an event occurred which will delay providing information or services as requested. Within five (5) days, the Contractor shall confirm such notice in writing furnishing detail as is available.

1.21. Request for Extension: Contractor agrees to supply, as soon as such data is available, any reasonable proof that is required by NAGAAA’s project management agent to make a decision of any Contractor request for extension. NAGAAA’s project management agent shall examine the request and any documents supplied by the Contractor and shall determine, acting judicially, (1) whether the Contractor is entitled to an extension, and (2) and the duration of such extension. The Contractor shall be notified of NAGAAA’s project management agent’s decision in writing. NAGAAA’s project management agent’s decision shall be final. No extensions to the contract’s requirements shall exist unless granted by NAGAAA’s project management agent in writing. It is expressly understood and agreed that the Contractor shall not be entitled to damages or compensation and shall not be reimbursed for losses on account of delays resulting from any cause under this section.

1.22. Inspection Services: Definitions. “Service” as used in this clause includes services performed, workmanship, and materials furnished or utilized in the performance of services. If any of the services do not conform with the contract requirements, NAGAAA may require the Contractor to perform the services again in conformity with contract requirements, at no increase in contract amount. When the defects in services cannot be corrected by re-‐performance, NAGAAA may (1) require the Contract to take necessary action to ensure that future performance conforms to the contract requirements; and (2) reduce the contract price to reflect the reduced value of the services performed. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, NAGAAA may, by contract or otherwise, perform the services and charge the Contractor any cost incurred by NAGAAA that is directly related to the performance of such service.

1.23. Failure to Perform: 1.23.1. If the Contractor fails to perform this contract under its terms, NAGAAA’s project

management agent shall give the Contractor written notice stating the failure. Thereafter, regardless of any other provision of this contract, the Contractor shall not be entitled to an equitable adjustment under either this contract or any related contract, to the extent the equitable adjustment arises from the Contractor’s failure to perform or from any reasonable remedial action taken by NAGAAA’s project management agent based upon the failure.

1.23.2. The failure of NAGAAA to insist, in one or more instances, upon the performance of any term of this contract is not a waiver of NAGAAA’s right to future performance of such term, and the Contractor’s obligation for future performance of such term shall continue in effect.

1.23.3. The rights and remedies of NAGAAA in this clause are in addition to any other rights and remedies provided by law or under this contract.

1.24. Force Majeure: No party shall have any liability to the other hereunder by reason of any delay or failure to perform any obligation or covenant if the delay or failure to perform is occasioned by force majeure, meaning any act of god, storm, fire, casualty, unanticipated work stoppage, strike, lockout, labor dispute, civil disturbance, riot, war, national emergency, act of government, act of public enemy or other cause of similar or dissimilar nature beyond its control.


1.25. Contractor’s Personnel Qualifications: Contractor’s employees must possess all applicable licenses and must be properly certified to perform the requirements of the contract.

1.26. NAGAAA Property: Any NAGAAA property, including but not limited to, books, records and equipment that is in Contractor’s possession shall be maintained by the Contractor in good condition and repair, and shall be returned to NAGAAA by the Contractor upon termination of the contract. All goods, documents, records and other work products and property produced during the performance of this contract are deemed to be NAGAAA’s property.

1.27. Severability: In the event that any provision shall be adjusted or decreed to be invalid, such ruling shall not invalidate the entire contract but shall pertain only to the provision in question and the remaining provisions shall continue to be valid, binding and in full force and effect.

1.28. Contractor’s Personnel: The Contractor shall, in the event of any technical non-‐performance or severe personality problems on the part of the Contractor’s personnel, remove such personnel that NAGAAA gives forty-‐eight (48) hours’ notice of such situation. Contractor shall assign new personnel in this situation and will assume the cost of any learning period necessary.

1.29. Intellectual Property Rights: Any materials belonging to or in the possession of NAGAAA – written, printed or otherwise recorded – shall be used by Contractor only in the performance of its duties hereunder and Contractor shall not record, reference, reproduce or use such materials for any other purpose without the express written consent of NAGAAA. All rights, title to, interest in such material shall be surrendered to NAGAAA immediately upon termination of this contract or any time prior thereto upon the request of NAGAAA.

1.30. Infringement Indemnity: Contactor, at its expense, shall indemnify NAGAAA from and defend or settle any claim or action brought against NAGAAA to the extent that it is based on a claim that any services furnished hereunder infringed a patent, copyright, trademark, service mark, trade secret or other legally protected proprietary right. Contractor shall pay all costs, fees (including attorney’s fees) and damages which may be incurred by NAGAAA for any such claim or action or the settlement thereof.

1.31. Audit and Inspection of Records: The Contractor shall permit the authorized representatives of NAGAAA to inspect and audit all data and records of the Contractor relating to his performance under the contract until the expiration of three (3) years after final payment under this contract. The Contractor shall provide for such inspection rights in all its subcontractors.

1.32. Subcontracting: The hiring or use of outside services, subcontractors or contractors in connection with the work shall not be permitted without the prior written approval of NAGAAA and such hiring entered into by Contractor shall not be binding upon NAGAAA.

1.33. Payment: NAGAAA shall be invoiced within thirty (30) days upon receipt and written acceptance by NAGAAA of services and products within this contract at the prices and timelines set forth in Contractor’s offer. Invoice shall include a statement identifying quantity, description and cost of each service purchased, as well as any other detail necessary to determine the reasonableness of the subject invoice.


PART III: SPECIFICATIONS FOR DATA MANAGEMENT SYSTEM

Section I: SCOPE The North American Gay Amateur Athletic Alliance (NAGAAA) is soliciting proposals for the purchase of the design, development and delivery of a data management system in support of the organization’s execution of its mission. This work will require additional discovery sessions to clarify data fields, functionality and outputs to ensure the final product meets all requirements and functional needs. These discovery sessions should be built into the timeline, identified in the process and included in the pricing. The selected vendor will provide the services designed to meet the requirements of this project.

NAGAAA operates across North America and has 43 member cities with over 13,000 active players. A map of NAGAAA’s member cities may be found here: http://www.nagaaasoftball.org/member-‐cities/

The estimated service commencement date is August 15, 2016.

Section 2: REQUIREMENTS

2.1. League Data 2.1.1. The system must capture the following data for each member city league:

2.1.1.1. League Name 2.1.1.2. League logo (commonly used graphic format) 2.1.1.3. Officer Title 2.1.1.4. Officer First Name 2.1.1.5. Officer Last Name 2.1.1.6. Officer Phone Number 2.1.1.7. Officer Email Address 2.1.1.8. Assignment of Delegate Status (may be up to three individuals) to any League Office or

other individual 2.1.1.9. League Business Address Line 1 2.1.1.10. League Business Address Line 2 2.1.1.11. League City 2.1.1.12. League State 2.1.1.13. League Zip 2.1.1.14. phone number 2.1.1.15. email address 2.1.1.16. The name of the member city’s qualifying season 2.1.1.17. The total number of games that will be included in each member city’s qualifying season 2.1.1.18. The order in which each league officer will be displayed 2.1.1.19. The name(s) of local publication(s) 2.1.1.20. The phone number(s) of local publication(s) 2.1.1.21. The email address(es) of local publication(s) 2.1.1.22. The website(s) of local publication(s) 2.1.1.23. Name of the league softball tournament (unlimited number per member city) 2.1.1.24. Location of league softball tournament 2.1.1.25. Dates of league softball tournament


2.1.1.26. Website of league softball tournament 2.1.1.27. Entry fee of league softball tournament 2.1.1.28. Contact for league softball tournament 2.1.1.29. Email address of league softball tournament contact 2.1.1.30. Identification of which divisions the league softball tournament will include (e.g., A, B, C,

D, M). 2.1.1.31. Host hotel(s) and rate(s) of league softball tournament 2.1.1.32. Registration deadline for league softball tournament 2.1.1.33. Late fee amount for league softball tournament 2.1.1.34. Facebook page for league softball tournament 2.1.1.35. Late fee date for league softball tournament 2.1.1.36. Sponsor(s) information for league softball tournament 2.1.1.37. Travel Partners for league softball tournament 2.1.1.38. Names of Umpires the member city recommends to participate in the GSWS 2.1.1.39. Contact information for Umpires recommended to participate in the GSWS.

2.1.2. The system must allow appropriate users (based upon their role) to edit league data. 2.1.3. The system must use the league local tournament data to populate the "Coming Events" and

"Upcoming Tournaments" pages on the existing website. 2.2. Player Data

2.2.1. The system must allow member cities to search players with the following filters: 2.2.1.1. Last Name 2.2.1.2. City 2.2.1.3. Team Name 2.2.1.4. Rating 2.2.1.5. Most recent year played

2.2.2. The system must default to searching all cities and all years. 2.2.3. The system must allow member cities to upload player information, WHILE ENSURING

FIDELITY IN ALL ASPECTS OF THE DATA. For example, a player’s ID number must remain unchanged; if the city uploads a new player into the system, the system should check to see if the player potentially exists anywhere already in the system – in the member city or elsewhere.

2.2.4. The system must allow member cities to edit individual player data. 2.2.5. The system must prevent any user other than those designated by the primary

member city or those authorized by NAGAAA from editing any part of the individual record.

2.2.6. The system must allow member cities to register individual players within multiple cities. 2.2.7. The system must allow for a member city to be designated as a “primary city,” as well as for

other cities to be designated at “secondary cities.” 2.2.8. The system must prevent a player from having more than one “primary city” designation. 2.2.9. The system must allow for permissions to be established for both the primary and secondary

citties. 2.2.10. The system must allow secondary cities to add their individual players to a roster in the

secondary city. 2.2.11. The system must allow the primary cities to add their individual players to a roster in the

primary city.


2.2.12. The system must collect the following player information: 2.2.12.1. First Name 2.2.12.2. Middle Name (optional) 2.2.12.3. Last Name 2.2.12.4. Nickname 2.2.12.5. Suffix (optional) 2.2.12.6. Street Address Line 1 2.2.12.7. Street Address Line 2 2.2.12.8. City 2.2.12.9. Zip Code 2.2.12.10. County 2.2.12.11. Country (US / Canada) 2.2.12.12. phone number (###-‐###-‐####) 2.2.12.13. Email Address 2.2.12.14. Player/non-‐player status 2.2.12.15. Suspended (Yes / No) 2.2.12.16. End Date of Suspension 2.2.12.17. Banned (Yes / No) 2.2.12.18. End Date of Ban 2.2.12.19. Team name 2.2.12.20. Date of birth (##/##/####) 2.2.12.21. Resident/non-‐resident status 2.2.12.22. Yes / No answers to each of the 27 rating questions 2.2.12.23. The sum total of yes answers to the 27 ratings questions 2.2.12.24. The date and time the player data was last modified 2.2.12.25. The user that modified the player data 2.2.12.26. For every regular season roster on which the player is listed for their

primary member city, the number of games over the course of the season played by that player.

2.2.13. The system must prohibit a member city or individual from registering a player who is not at least 18 years of age by June 1st of the year in which the player wants to register.

2.2.14. A view only access to see individual player data (certain fields not available – private) 2.2.15. A view only access to search for individual player data (certain fields not available – private)

2.3. Team Data 2.3.1. The system must allow member cities to create regular season team rosters by placing

individual players from their city on teams. 2.3.2. The system must restrict players being added to a regular season roster if the player has not

designated the member city as their Primary or Secondary City. 2.3.3. The system must collect the following information regarding teams:

2.3.3.1. Team Name 2.3.3.2. Coach Name 2.3.3.3. Coach's Contact information (phone and email) 2.3.3.4. Manager's Name (Optional) 2.3.3.5. Manager's Contact Information (optional)


2.3.3.6. Division 2.3.3.7. Team Website 2.3.3.8. Sponsor 2.3.3.9. Sponsor's website 2.3.3.10. Team Rating Total (Auto calculated by adding the 10 highest rated players’ ratings)

2.3.4. The system must allow member cities to carry their teams forward from the most recent previous season to the new season with or without players from the previous year included.

2.3.5. The system must allow a member city to remove a player from one team and add them to a different team simultaneously.

2.3.6. The system must allow a member city to add a player to a team roster while viewing the team roster.

2.3.7. The system must allow a member city to edit a player rating from the team screen. 2.3.8. The system must allow a member city to export / import data from the database WITHOUT

compromising the data integrity of previous years or creating duplicates in the system. This requires that player IDs be maintained in order to avoid duplicate entries.

2.3.9. The system must identify / validate existing players that may be a match to newly entered data.

2.4. GSWS 2.4.1. The system must allow NAGAAA to grant additional berths for any member city. 2.4.2. The system must allow member cities to identify teams from their regular season rosters as

GSWS Teams by July 15th each year. 2.4.3. The system must tally the total number of regular season teams rostered by the member

city. 2.4.4. The system must, based on that tally, allow in the B, C, & D divisions, no more than the

following GSWS teams to be rostered and registered by the member city for that calendar year’s GSWS:

2.4.5. Up to 9 teams, 3 total teams allowed, up to one (1) per division. 2.4.6. 10-‐19 teams, 4 total teams allowed, up to two (2) per division. 2.4.7. 20-‐24 teams, 5 total teams allowed, up to two (2) per division. 2.4.8. 25-‐29 teams, 7 total teams allowed, up to three (3) in B division, & up to two (2) each in C &

D division 2.4.9. 30-‐34 teams, 8 total teams allowed, up to three (3) in B division, & up to three (3) each in C

or D division, but the total number of teams in C or D must be five (5) or less. 2.4.10. 35 or more teams, 9 total teams allowed, up to three (3) in each division. 2.4.11. The system must identify and apply a fine of $100 for every team above and beyond the

permitted berths to a member city (as determined above). 2.4.12. The system must allow a member city to roster and register as many A and Masters Division

teams as it may desire. 2.4.13. The system must allow member cities to add no more than 4 individuals to a regular season

roster before submitting the team roster to NAGAAA as a GSWS Team, unless submitted as an “Open Roster” Team or a Masters team.

2.4.14. The system must restrict a member city from submitting a GSWS Team roster that has more than 2 non-‐resident players on the roster, unless it is a Masters Team.

2.4.15. The system must auto-‐calculate the Team Rating Total (by adding the top 10 players’ ratings together)


2.4.16. The system must restrict member cities from submitting GSWS Team rosters that exceed individual and/or team rating cutoffs.

2.4.17. The system must restrict member cities from submitting GSWS Team rosters with less than 10 players or more than 20 players.

2.4.18. The system must restrict member cities from submitting GSWS Team rosters with more than 2 non-‐player members.

2.4.19. The system must allow member cities to identify whether the team is a “regular roster” team or an “open roster” team.

2.4.20. The system must prohibit member cities from submitting more than one “Open Roster” Team per division.

2.4.21. The system must allow players to only be included on a GSWS Team Roster if the player has the member city identified as their primary city.

2.4.22. The system must allow players to only be included on a GSWS Team Roster if the player has completed at least 50% of the total number of games played during the regular season.

2.4.23. The system must disregard the resident / non-‐resident requirement for all Masters Division Teams.

2.4.24. The system must disallow any individual player who is not at least 50 years of age by the last day of the calendar year from registering on a Masters Team.

2.4.25. The system must be able to produce a PDF of the team roster prior to submission. 2.5. NAGAAA Cup

2.5.1. The system must allow member cities to identify teams from their regular season rosters as NAGAAA Cup Teams.

2.5.2. The system must allow member cities to add no more than 4 individuals to a regular season roster before submitting the team roster to NAGAAA as a NAGAAA Cup Team, unless submitted as an “Open Roster” Team.

2.5.3. The system must restrict a member city from submitting a NAGAAA Cup Team roster that has more than 2 non-‐resident players on the roster.

2.5.4. The system must auto-‐calculate the Team Rating Total (by adding the top 10 players’ ratings together)

2.5.5. The system must restrict member cities from submitting NAGAAA Cup Team rosters that exceed individual and/or team rating cutoffs.

2.5.6. The system must restrict member cities from submitting NAGAAA Cup Team rosters with more than 20 players.

2.5.7. The system must restrict member cities from submitting NAGAAA Cup Team rosters with more than 2 non-‐player members.

2.5.8. The system must allow players to only be included on a NAGAAA Cup Team Roster if the player has the member city identified as their primary city.

2.5.9. The system must allow players to only be included on a NAGAAA Cup Team Roster if the player has completed at least 50% of the total number of games played during the regular season.

2.6. Reports 2.6.1. The system must allow member cities to view a three year trend of individual player ratings

by GSWS or NAGAAA Cup Team. 2.6.2. The system must allow NAGAAA to produce an on demand report that includes every team

by Division that has been designated by their member city as “Open Roster.”


2.6.3. The system must allow NAGAAA to produce an on demand report that includes the Name, Birthdate, Team, City and Division of every player who failed to complete at least 50% of the regular season scheduled games.

2.6.4. The system must produce an on demand report that lists fines individual fines (and reasons) due to changes to individual and team data on GSWS teams.

2.6.5. The system must produce an on demand report that includes the names of all umpires and their contact information that have been recommended by member city leagues to participate in the GSWS.

2.6.6. The system must produce an on demand report that lists every member city whose data does not include the following:

2.6.6.1. Member City League Name 2.6.6.2. Member City League Address 2.6.6.3. At least two Member City League Officers’ information 2.6.6.4. Member City League Website

2.6.7. The system must produce an on demand report that includes all individuals listed on a GSWS or NAGAAA Cup roster that has a rating above the Division cut off.

2.6.8. The system must produce an on demand report that includes individual players who have changed their primary city (along with previous primary city and date / time stamp of the change.

2.6.9. The system must produce an on demand report that includes individual players who have both a primary and one or more secondary cities.

2.6.10. The system must produce the following PDF rosters (samples available): 2.6.10.1. Regular Season Rosters for a member city 2.6.10.2. GSWS Rosters 2.6.10.3. NAGAAA Cup Rosters

2.6.11. The system must produce a PDF registration form which member cities could use to conduct onsite registration if desired.

2.6.12. The system must produce a report that shows the change in player rating by year and total (e.g., 14, 13, 12 – total -‐2) over 3 years

2.6.13. The system must send a PDF copy of the Conflict of Interest Form to all individuals identified by the Member Cities as “Delegates.”

2.6.13.1. Delegates must be able to sign the PDF virtually and submit it back to NAGAAA. 2.6.14. The system must allow NAGAAA to download submitted proposed agenda items into a PDF

and email them out to the Delegates. 2.6.14.1. The system must all NAGAAA to clear the proposed agenda items at their discretion to

begin the process again. 2.6.15. The system must allow for the on demand creation of a suspended / disqualified player

report. 2.6.16. The system must produce an exported file in the requested standard file format for all GSWS

player information. 2.6.17. The system must produce a report that identifies any team within any division that has at

least 4 of the same players on the team for consecutive years. 2.6.18. The system must produce an on demand report that lists players from all cities for whom

certain criteria is true 2.6.18.1. Players with a specific rating 2.6.18.2. Players with a specific question in the ratings


2.6.18.3. Players that are non-‐residents 2.6.18.4. Players that are pick-‐up players for the GSWS 2.6.18.5. Managers of teams

2.6.19. The system must produce an export of the GSWS Roster information (with masked birthdate) on demand.

2.6.20. The system must produce an on demand “banned player” list. 2.7. GSWS Registration -‐ This currently exists and a demonstration of full functionality of the existing

system will be provided at your request prior to the selection of the Contractor, as well as after the selection of the Contractor during the development process. 2.7.1. The system must contain a GSWS Registration portal. This currently exists and a

demonstration of full functionality may be provided at your request. 2.7.2. The system must allow search the existing GSWS database and find the individual who is

registering. 2.7.3. The system must warn the user if a match is not found and allow for Boolean searching. 2.7.4. The system must present a list of people identified in the Boolean search that could be a

possible match and allow the user to select one, populating the check in screen. 2.7.5. The system must support both read only and data entry fields on the same screen. 2.7.6. The system must present the waiver for review and agreement of each player checking in. 2.7.7. The system must allow players to read and sign a waiver in order to participate in the GSWS. 2.7.8. The system must support signature capture. 2.7.9. The system must validate all required fields have been completed and generate a warning if

fields are missing. 2.7.10. The system must validate no more than 3 non-‐LGBT members have been added to a team. If

the system recognizes there are more than 3 non-‐LGBT members on a roster, the system should not permit check in.

2.7.11. The system must provide additional fields for completion at check in if the individual checking in is found to be a “Manager.”

2.7.11.1. Manager must be able to review team roster to see who has / has not checked in. 2.7.11.2. Manager must review roster and sign off on it. 2.7.11.3. These are in addition to the manager completing the general registration process.

2.7.12. The system must allow for a manual override if no match is found. 2.7.13. The system must restrict manual overrides to named individuals and require an

authorization code to proceed. 2.7.14. The system must allow NAGAAA to identify individuals who have authority to conduct

manual overrides. 2.7.15. The system must allow the individual conducting the manual override to provide the reason

the override is taking place, and assign the automatic fine appropriate to the override. 2.7.16. The system must check for “umpire / official / non-‐player” status and provide a less robust

check in (e.g., one without ratings, divisions, etc.) while notifying the user of the individual’s non-‐player status.

2.7.17. The system must track all manual overrides and other transactions by date and time stamp. 2.7.18. The system must validate that the individual checking in is over 18 years of age and generate

a warning / prohibit registration if the individual is not. 2.7.19. The system must not allow a member city to add a banned player to a roster. 2.7.20. The system must check all registered players against the banned player list and identify

potential matches for further review.


2.7.21. The system must provide canned and ad hoc reports to be identified in the development process. Examples include:

2.7.21.1. Checked in / not checked in 2.7.21.2. LGBT / non-‐LGBT 2.7.21.3. Team rosters 2.7.21.4. Division Rosters

2.7.22. The system must provide real time updates. 2.7.23. The system must provide log in and varied levels of access to individuals based upon their

roles: 2.7.23.1. NAGAAA Administrator 2.7.23.2. Registration Manager 2.7.23.3. Registration Volunteer 2.7.23.4. Team Manager

2.8. Administration 2.8.1. The system must allow NAGAAA to create and assign roles and to make available roles to

member cities, so they can assign them to local users. Roles include: 2.8.1.1. NAGAAA Administrator 2.8.1.2. NAGAAA Board 2.8.1.3. NAGAAA Assistant Commissioner 2.8.1.4. Member City Board Member 2.8.1.5. Member City Delegate 2.8.1.6. Player 2.8.1.7. Hall of Fame Member 2.8.1.8. Hall of Fame Director 2.8.1.9. Committee Chair 2.8.1.10. Webmaster

2.8.2. The system must require any user included in the data management system to include contact information (e.g., email and phone).

2.8.3. The system must allow NAGAAA to grant permissions (access levels) for each role (e.g., what the role can/cannot do within the system).

2.8.4. The system must allow NAGAAA to identify certain individuals with one or more tags: 2.8.4.1. NAGAAA Board Members 2.8.4.2. Member City Delegates 2.8.4.3. Member City Officers 2.8.4.4. GSWS Team Managers and Coaches 2.8.4.5. NAGAAA Cup Managers and Coaches 2.8.4.6. Umpires 2.8.4.7. Committee Chairs 2.8.4.8. Hall of Fame Members

2.8.5. The system must allow NAGAAA to send email communications to select groups of individuals based upon their roles and / or tags.

2.8.6. The system must allow NAGAAA to set start and end dates for specific functions: 2.8.6.1. Hall of Fame Applications 2.8.6.2. NAGAAA Meeting Agenda Submissions 2.8.6.3. Individual and Team data entry 2.8.6.4. Regular Season Roster Submission


2.8.6.5. GSWS Roster Submission 2.8.6.6. NAGAAA Cup Roster Submission 2.8.6.7. Locking down select fields regarding player data (e.g., birthdates, ratings, etc.)

2.8.7. The system must keep track of all changes, recording the date, time and individual who made each change.

2.8.8. The system must be responsive for mobile, etc. 2.8.9. The system must allow a member city to request a transfer of an individual player from a

primary city. 2.8.10. The system must automatically transfer an individual player from a primary city to a

requesting city if no one from the primary city responds to the transfer request within 48 hours.

2.8.11. The system must provide an acknowledgement of a completed transfer to all involved parties.

2.8.12. The system must assign a player ID in numerical order for each new player. 2.8.13. The system must check Last Name and Birthdate of all new players against the existing

membership database to determine if the player is possibly an existing player. (The intent is to try to eliminate duplicate entries into the database.)

2.8.14. The system must notify the individual entering the new player of possible existing matches in the database, and ask the individual if he/she would like to select one of the possibilities as a returning player instead.

2.8.15. The system must allow member cities to identify potential duplicates and request a merger of the data from NAGAAA.

2.8.16. The system must have capacity for significant concurrent users accessing the data management system.

2.8.17. The system must maintain current year and historical data. 2.8.18. The system must allow NAGAAA to lock historical data down upon starting a new year. 2.8.19. The system must have adequate storage capacity to maintain both current and historical

data ensuring quick response times. 2.8.20. The system should have as few screens a possible to minimize the need to jump back and

forth during processes. 2.8.21. The system should have auto-‐complete functionality (e.g., in search and data fields).

2.9. Help 2.9.1. The system must allow NAGAAA to store documents in various formats (e.g., word, excel,

PDF, Video, etc.) in a document repository for view only access. 2.9.2. The system must allow member city officers to submit NAGAAA Meeting agenda items

within designated start / end times as determined by NAGAAA. 2.9.2.1. Subject 2.9.2.2. Submitted by 2.9.2.3. Identification of the Committee that should hear the motion 2.9.2.4. Description of the motion (desired action) 2.9.2.5. Financial impact caused by the motion

2.9.3. The system must allow NAGAAA to change the Committee that will hear the motion. 2.9.4. The system must provide contextual help on each page to assist users with correctly using

each page of the data management system. 2.9.5. The system must include brief screen capture videos that demonstrate how to use each of

the main functions of the system.


2.9.6. The system must include some “Pop Ups” for CRITICAL actions that ask for verification from the user.

2.10. Hall of Fame 2.10.1. The system must allow NAGAAA to set start and end dates for submitting NAGAAA Hall of

Fame applications. 2.10.2. The system must maintain information on all current Hall of Fame Members to include:

2.10.2.1. First Name 2.10.2.2. Last Name 2.10.2.3. Nickname 2.10.2.4. ID number 2.10.2.5. Phone number 2.10.2.6. Email address 2.10.2.7. Year inducted 2.10.2.8. City in which they played

2.10.3. The system must be able to display Hall of Fame member information on website. 2.10.4. The system must be able to turn Hall of Fame applications (with a pending status) into a PDF

and email it to Hall of Fame Members as requested. 2.10.5. The system must allow NAGAAA to set start and end dates for NAGAAA Hall of Fame

members to vote on the nominations. 2.10.6. The system must be able to track (by ID number and name the progress of each Hall of Fame

Member reviewing and completing their Hall of Fame ballot. This includes knowing who has opened the ballot, who has started voting and who has completed the process.

2.10.7. The system must be able to produce an on demand report that identifies the status of Hall of Fame Members completing the current year’s ballot.

2.10.8. The system must provide a ballot by which Hall of Fame members must vote Yes or No for each nominated candidate on the ballot.

2.10.9. The system must provide a ballot that allows Hall of Fame Members to see the nominees’ names and photos, and when the photo is clicked, the nominee’s application is revealed.

2.10.10. The system must produce a report at the close of voting that calculates the percentage of yes votes each nomination has received.

2.10.11. The system must allow each nominated application to be marked as follows: Yes, No, Pending.

2.10.12. The system must add each nominee whose Hall of Fame application is marked as “YES” to the Hall of Fame Member table (The individual is now to be included in the Hall of Fame.)

2.10.13. The system must remove any nominee from the process if the Hall of Fame application is marked as “NO.”

2.10.14. The system must maintain and continue to include the nominee application in the Hall of Fame process when the nominee’s application is marked “PENDING.”

2.10.15. The system must allow the Hall of Fame Director to mark nominees applications YES, NO or PENDING and track the date and time stamp on such actions.

2.10.16. The system must be capable of loading the current Hall of Fame data into the data management system without compromising the data integrity.

2.11. Data Transfer 2.11.1. The system must have upload speed of 4-‐6 Mvps. 2.11.2. The system must have download speed of 50+ Mvps. 2.11.3. The system must have less than 1 second response times.


2.12. Programming Language and Code 2.12.1. The data management system must be created in a commonly used programming language

that is widely known. 2.12.2. The entire finished code for this project must be securely maintained in a cloud solution, so

that NAGAAA has easy access to it as needed. 2.12.3. NAGAAA is the sole owner of the code used in this project. 2.12.4. The system should easily integrate with NAGAAA’s existing WordPress website. Special

consideration will be given to WordPress solutions that provide seamless integration with our current website.

2.13. Brand Alignment 2.13.1. The system must appear to be an extension of the existing website which includes NAGAAA’s

brand. 2.14. Ratings System

2.14.1. The system must provide for the collection and storage of ratings data for each individual player within the system.

2.14.1.1. The rating data may only be entered or edited by the player’s primary city. 2.14.1.2. The data follows the player, regardless of the member city in which they play. 2.14.1.3. The data currently consists of 27 questions to which a league must respond YES or NO

regarding the player’s ability to perform the skill. 2.14.1.4. The number of YES responses by the primary city is added up to determine the player’s

rating. 2.15. Ongoing technical support

2.15.1. The Proposer must be able to provide ongoing technical support for the data management system.

2.15.2. The Proposer should provide a five year support plan (along with identified costs) and parameters around calculations for future costs moving forward.


PART IV: PROPOSAL SUBMISSIONS

Section I: SUMMARY OF PROPOSAL REQUIREMENTS AND EVALUATION CRITERIA Following the opening of the proposal packages, the contents will be checked for compliance with the requirements set forth in the RFP. Virtual copies will then be made available to the NAGAAA Board, who will evaluate the proposals and award the contract. The Board members will individually review and stud the proposals in terms of the requirements outlined in this RFP in preparation for a meeting where a comparative discussion and evaluation will take place. Based upon the following criteria, the NAGAAA Board will select the best qualified firm and may enter into a contract with the successful company for the design, development and delivery of a data management system. When submitting your proposal, please ensure each proposal is identified by each of the areas identified below: Section 2: MANAGEMENT SUMMARY Proposals shall provide a transmittal letter indicating the underlying philosophy of the firm in providing the services as specified in the RFP. This letter should include the name, phone number and email address of the individual to which inquiries relating to the response should be addressed. Section 3: EVALUATION CRITERIA DEFINED The following criteria will be used in the evaluation of qualification of Offerors. Offerors are required to address each evaluation criteria in the order listed to be specific in presenting their qualification. Offerors shall structure their proposal response so that it contains easily identifiable sections pertaining to the following areas below:

3.1. Demonstrated Technical Ability 3.1.1. Provide a discussion of your company’s past experience, background and history as it

pertains to experience in data management systems similar to those specified by NAGAAA. Include similar information for any proposed subcontractors (if applicable).

3.1.2. Provide a list of a minimum of three (3) recent references for customers utilizing your data management systems / services. Please limit references to organizations for whom you have provided services similar to those specified by NAGAAA in the RFP. Information should include organization name, contact name, address, telephone number and email address.

3.1.3. Provide information to confirm the company’s ability to meet all requirements specified in PART III, SPECIFICATIONS.

3.1.4. Provide information on who will be providing services outlined in the RFP. 3.2. Understanding of the Project

3.2.1. Provide a discussion of your understanding of NAGAAA’s needs and your planned approach to fulfilling those needs, including information on the proposed role of any subcontractors (if applicable).

3.2.2. Provide a detailed description of the process you will use to deliver the Specifications outlined in the RFP. Your description should explain how the process will ensure a final product that will fulfill all the requirements outlined in the RFP, including how you will garner any input or clarification of services to ensure expectations are met.

3.2.3. Provide a detailed description of the process you will use to gain a full understanding of the individual requirements to ensure satisfaction with the completed project.


3.2.4. Provide a detailed project schedule with a timeline and milestone deliverables, including information on how this will be achieved.

3.3. Service Proposal 3.3.1. Provide a description of the ongoing maintenance and support you would provide to

NAGAAA to ensure the data management system operates properly. 3.4. Cost Proposal

3.4.1. Provide a detailed itemized cost proposal (broken down by the component parts listed in the requirements, service proposal, etc. ) to include all costs options for the proposed data management system. Cost proposal must include the price per service and a summary of overall project costs.

3.4.2. The Cost Proposal should be in a different document and completely separate from the other parts of the proposal, as the costs of the proposal will be reviewed independently of the technical portions of the proposal.

3.5. Personnel 3.5.1. Provide the name and resume for the individual who will serve as the project manager,

including information on their past experience on similar projects. 3.5.2. Provide the names and resumes for other individuals (if applicable) who will work on the

project, including information on their past experience on similar projects. 3.6. Summary of Proposal Requirements

3.6.1. Demonstrated Technical Ability 3.6.2. Understanding of Project 3.6.3. Service Proposal 3.6.4. Cost Proposal 3.6.5. Personnel

3.7. No Contact Policy 3.7.1. After the time and date established for receipt of proposals from NAGAAA, any contact

initiated by any offeror with any NAGAAA representative, other than Keith Speers, NAGAAA’s agent, concerning this proposal is prohibited. Any such unauthorized contact will cause the disqualification of the offeror from this procurement transaction.

3.8. Acceptance of Conditions 3.8.1. Indicate any exceptions to the terms and general conditions of the RFP and any other

requirements listed in the RFP.

Proposers must submit all items required in these sections. Brevity and clarity are encouraged.

NAGAAA reserve the right to award a contract based upon submittals alone.

In addition to the above requirements, Proposers are required to include the Con-‐collusion Affidavit, the Acknowledgement of Addenda and the Conflict of Interest Affidavit.


PART IV: PROPOSAL SUBMISSIONS

NOTE: EACH BIDDER SHALL FURNISH THIS AFFIDAVIT, PROPOERLY EXECUTED AND CONTAINING ALL REQUIRED INFORMATION, WITH HIS/HER BID. IF YOU FAIL TO COMPLY, YOUR BID WILL NOT BE CONSIDERED. NAME:

Being first duly sworn deposes and says:

Individual Only: That he/she is an individual doing business under the name of ____________________ in the City of _____________________, State of ____________________. Affiant further says that the following is a complete and accurate list of the names and addresses of all persons interested in said proposed contract: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Affiant further says that he/she is represented by the following attorneys: _________________________________________________________________________________ _________________________________________________________________________________ and is also represented by the following resident agents in the City of _______________________: _________________________________________________________________________________ _________________________________________________________________________________ Partnership Only: That he/she is the duly authorized representative of the partnership doing business under the name of _____________________________________________ in the City of __________________________, State of _________________________. Affiant further says that the following is a complete and accurate list of the names and addresses of all the members of said partnership: _________________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Affiant further says that said partnership is represented by the following attorneys: _________________________________________________________________________________ _________________________________________________________________________________


and is also represented by the following resident agents in the City of _______________________: _________________________________________________________________________________ _________________________________________________________________________________ Corporation Only: That he/she is the duly authorized, qualified and acting _____________________________ of ______________________________________________________, a corporation organized and existing under the laws of the State of _________________________________, and that he/she, said partnership or said corporation, is filing herewith a proposal or bid to the North American Gay Amateur Athletic Alliance in conformity with the foregoing specifications. Affiant further says that the following is a complete and accurate list of the officers, directors and attorneys of said corporation: President: ________________________________________________________________________ Directors: ________________________________________________________________________ _________________________________________________________________________________ _________________________________________________________________________________ Vice President: ____________________________________________________________________ Secretary: ________________________________________________________________________ Treasurer: ________________________________________________________________________ Local Manager or Agent: ____________________________________________________________ Attorneys: ________________________________________________________________________ _________________________________________________________________________________ and that the following officers are duly authorized to execute contracts on behalf of said corporation: _________________________________________________________________________________ _________________________________________________________________________________ Affiant further says that the proposal or bid filed herewith is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation, that such bid is genuine and not collusive or sham; that said bidder has not directly or indirectly, induced or solicited any other bidder to put in a false or sham bid, and has not directly or indirectly, colluded, conspired, connived or agreed with any bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said bidder has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the bid price of said bidder or any other bidder , or to secure any advantage against the North American gay Amateur Athletic Alliance, or anyone interested in the proposed contract; that all statements contained in such bid are true; that said bidder has not directly or indirectly , submitted his price or any breakdown thereof or the contents thereof, or divulges information or data relative thereto, or paid or agree to pay, directly or indirectly, any money or other valuable consideration for assistance or aid rendered or to be rendered in procuring or attempting to procure the contract above referred to, or any corporation, partnership, company, association, organization, or to any member or agent thereof, or to any other individuals, except to such persons as herein avobe disclosed to have a partnerhip or other financial interest with said bidder in his general business; and further that said bidder will not pay or agree to pay, directly or indirectly, any money or other valuable consideration to any corporation, partnership, company, association, organization or to any member or agent thereof, or to


any other individual, for aid or assistance in securing contract above regferred to in the event the same is awarded to:

(Name of Individual, Partner or Corporation) Further, affiant sayeth naught. _________________________________________________________ Signature STATE OF _________________________________________________ SS: COUNTY OF _______________________________________________ Sworn to before me and subscribed in my presence this ___________ day of ___________________, 20__________. (SEAL) _____________________________________________ (Notary Public) _____________________________________________ Commission Expiration Date


ACKNOWLEDGEMENT OF ADDENDEUM RECEIPT

The undersigned acknowledge receipt of the following amendments to the document: Amendment No. _____________________________ Dated ___________________________ Amendment No. _____________________________ Dated ___________________________ Amendment No. _____________________________ Dated ___________________________ Failure to acknowledge receipt of all amendments may cause the proposal to be considered non-‐responsive to the solicitation. Acknowledge receipt of each amendment must be clearly established and included with the offer.

NAME

TITLE

COMPANY

DATE


NON-‐CONFLICT AFFIDAVIT

I state that I am ________________________ (title) of ______________________________________ (Name of my firm) and that I am authorized to make this affidavit on behlf of my firm, and its owners, directors and officers. I am the person responsible in my firm for submitting this response and the price(s) and the amount of this response. I state that:

1. The price(s) of this response have been arrived at independently and without consultation, communication or agreement with any other Bidder, Proponent or potential proponent.

2. Neither the price(s) not the amount of this response, and neither the appropriate price(s) nor approximate amount of this response, have been disclosed to any other firm or person who is a bidder, Proponent or potential Proponent, and they will not be disclosed before solicitation opening.

3. No attempt has been made or will be made to induce any firm or person to refrain from responding on this solicitation, or to submit a response higher that this response, or to submit any intentionally higher or non-‐competitive response or other form of complementary response.

4. The response of my firm is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other non-‐competitive response.

5. The Bidder or Proponent declared that it has no existing or prior relationships with any firm, developer, integrator or supplier. The bidder or Proponent agrees that should the Bidder or Proponent be awarded a contract for any work required under this solicitation it may not be eligible for subsequent implementation work awarded to a related firm; and that any firm associated with my work under this solicitation may not be eligible for an award on subsequent installation and implementation. This determination will be at NAGAAA’s project management agent’s sole discretion.

I state that ___________________________________________ (my firm) understands and acknowledges that the above representations are material and important and will be relied upon by NAGAAA in awarding the contract for which this solicitation is submitted.

I, and my firm, understand that any false statement in this affidavit is and shall be treated as fraudulent concealment from NAGAAA of the true facts relating to for this solicitation:

Name and Company Position

SWORE TO AND SUBSCRIBED BEFORE ME THIS ____________ DAY OF _____________________, 20____.

Notary public: ____________________________________________

My commissioner expire: ___________________________________