rfq2014-08 city of san francisco

8/11/2019 RFQ2014-08 City of San Francisco

1/17

REQUEST FOR QUALIFICATIONS for FinancialManagement System and System Integrator Professional Services

RFQ# CON2014-08

CONTACT: Steve Lee,[email protected],(415) 701-3449

Background

The City and County of San Francisco (the City), establishedby Charter in 1850, is a legal subdivision of the State ofCalifornia with the governmental powers of both a city and acounty under California law. The City has an annual budget ofapproximately $7.9 billion and employs approximately 28,000employees.

The Citys current central, citywide financial system is FAMIS(Financial Accounting and Management Information system),a Cobol-VSAM mainframe system supported by the Office ofthe Controller and used by all City departments. FAMIS is thesystem of record for all official budgetary and accountinginformation for the City. It is the basis of budgetary control,fund accounting and financial statements on the Citys fiscalposition. The City seeks to replace FAMIS and implement acomprehensive citywide financial management system.

The purpose of this Request for Qualifications (RFQ) is to pre-qualify firms who provide and implement comprehensivesoftware solutions, especially Enterprise Resource PlanningSoftware, for participation in an RFP for replacement andimplementation of a new citywide financial managementsystem for the City. The City expects to receive Responsesfrom a Response Team made up of a System Integratorand a Software Vendor.Only prequalified firms mayrespond to the RFP to be issued in the future.

Intent of this Request for Qualification (RFQ)

It is the intent of the Controllers Office to create a pre-qualified list of firms to respond to a subsequent RFP toprovide a comprehensive, fully integrated EnterpriseResource Planning (ERP) System specifically designedfor government agencies, including all services related todelivery, installation, integration, customization, dataconversion, training, documentation, deployments and

project management.

Prequalification PeriodResponse Teams pre-qualified under this RFQ will beeligible to participate in the RFP process for replacing theCitys financial management system for two years fromthe pre-qualification notification date. Firms pre-qualifiedunder this RFQ are not guaranteed a contract.

Subcontracting Requirement:

Please note there is no Local Business Enterprise (LBE)sub-consulting goal for this Request For Qualifications(RFQ). However, there will be one for the Request forProposal (RFP) of 5%. Contractors will be asked topartner with LBEs during the RFP process. For moreinformation regarding LBEs, please contact RomulusAsenloo [email protected].

Schedule*RFQ Issued May 15, 2014

Deadline for RFQ questions 5:00 pm PTMay 29, 2014

Response Teams Conference 2:00 pm PTJune 5, 2014

Answers to Questions Posted June 10, 2014

Deadline for RFQ Responses 5:00 pm PTJune 20, 2014

Qualification Notifications July 2014

*Each date subject to change.Check website for latestschedule.

RFQ Questions and CommunicationsInterested parties, including Response Teams, arespecifically directed NOT to contact any employees orofficials of the City other than those specificallydesignated in this RFQ and its Attachments.Unauthorized contact may be cause for rejection ofresponses at the Citys sole and absolute discretion.

Before the Response Teams conference, e-mail yourquestions to [email protected]. Questions m ustbe in w ri t ing and received before 5:00 pm PT on May

29, 2014.

A summary of the questions and answers pertaining to this RFQwill be posted on the City Controllers Office website athttp://www.sfcontroller.org/solicitations

Controllers Office City Hall, Room 316 1 Dr. Carlton B. Goodlett Place San Francisco, CA 94102 415.554.7500

http://www.sfgov.org/controller

City and County of San FranciscoOffice of the Controller
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationshttp://www.sfgov.org/controllerhttp://www.sfgov.org/controllerhttp://www.sfgov.org/controllerhttp://www.sfcontroller.org/solicitationsmailto:[email protected]:[email protected]:[email protected]


2/17

City and County of San FranciscoFinancial Management System and System Integrator Professional Service

RFQ # CON2014-08

Page i

Table of Contents

Table of Contents ......................................................................................................................... i

1.0 Introduction ..................................................................................................................... 1

1.1

General terms used in this RFQ ................................................................................. 1

1.2

Background ................................................................................................................ 1

1.3 Statement of Need and Intent ..................................................................................... 3

1.4 Scope of Work ............................................................................................................ 3

1.4.1 Software ............................................................................................................... 4

1.4.2 Services ................................................................................................................ 4

1.5 Agreements Expected ................................................................................................ 5

2.0 RFQ Schedule and City Communication with Response Teams...................................... 6

2.1

RFQ Schedule* ........................................................................................................... 6

2.2 Issuing Agent .............................................................................................................. 6

2.3 Questions and Answers .............................................................................................. 6

2.4 Response Teams Conference................................................................................... 7

2.5 Summary of Information Requested and Presented ................................................... 7

2.6

City Communication Following Receipt of Responses ................................................ 7

2.7

Protest Procedures ..................................................................................................... 7

2.7.1 Objections to RFQ Terms ..................................................................................... 7

2.7.2

Protest of Non-Responsiveness Determination ..................................................... 7

2.7.3

Protest of Establishment of Pre-Qualified Firm List ............................................... 8

2.7.4 Delivery of Protests ............................................................................................... 9

3.0 Evaluation Criteria ..........................................................................................................10

3.1 Minimum Qualifications ..............................................................................................10

3.2 Statement of Financial Position .................................................................................12

3.3 Response Certification ...............................................................................................12

3.4 Contractor Selection Processes .................................................................................12

3.5 Reference Checks .....................................................................................................12

3.6 Other Terms and Conditions Governing this RFQ ......................................................12

4.0 Response Submission Requirements .............................................................................14

4.1

Time and Place for Submission of Responses ...........................................................14

4.2 Response Package ...................................................................................................14

4.2.1

Response Checklist .............................................................................................14


3/17


4/17


RFQ # CON2014-08

Page 2

for the Citys fiscal position as issued by the Controller. FAMIS is used by financial, accounting,purchasing and other staff in all City Departments.

FAMIS supports batch interfaces for certain financial activity. At the citywide level, interfaces toand from FAMIS include the Citys Payroll System (currently Oracle PeopleSoft HCM 9.0), theCitys Budget System, and the EIS. The Budget System and EIS use an Oracle database withCognos reporting and analytical software. For certain departmental activity, interfaces to andfrom FAMIS include payment processing, encumbrance posting, cost allocation, work orderbillings, vendor compliance and status information, inventory, accounts receivable, tax revenuerefunds, and other functions. FAMIS also interfaces with the Citys bank for check processingand electronic payments.

Departmental processing systems and reporting environments also rely upon FAMIS data topopulate and update information for project management, requisitioning, materials management,contracting, billing, grant reporting, and other purposes. Departments also use standalonesystems, spreadsheets, and other tools to track, maintain, and report on types of financialinformation that are not maintained in FAMIS. They also use these systems and other tools toreconcile FAMIS data. Departments often need to report on information at a lower level orsometimes with a different accounting structure than is recorded in FAMIS. In some cases,because of these department level needs, they must duplicate data entry into FAMIS andreconcile data between systems.

FAMIS has a Web-GUI front end, using software from HostBridge Technology that is usedCitywide along with TN3270 emulators. HostBridge is also being used to generate XML from themainframe CICS screens in order for some departments to integrate their Web basedapplications with FAMIS.

The following tables present information pertaining to the Citys current FAMIS productionenvironment.

Table 1: Number of approximate active users by module

Accounting Purchasing Fixed Assets

2,436 1,854 142

Table 2: Number of approximate transactions in a fiscal year

Encumbrance Payment Journal Entry

54,000 421,000 251,000

Table 3: Number of funds

General Fund Enterprise Special Rev. Cap. Proj. Debt Service Perm./Bequest

1 8 22 7 3 1

Table 4: Number of approximate active grants and projects

Grants Projects

1,760 4,908


5/17


RFQ # CON2014-08

Page 3

Table 5: Major File Record Counts (represents seven fiscal years: 2007-08 through 2013-14)

Operating General Ledger Transaction

17,454,693 8,656,101 36,329,986

More information regarding the Citys budget and finances can be found by reviewing the CitysComprehensive Annual Financial Report (CAFR), available at the following website:http://www.sfcontroller.org/index.aspx?page=537

1.3 Statement of Need and Intent

The purpose of this RFQ is to establish a pre-qualified list of firms to respond to a subsequentRFP to provide a comprehensive, fully integrated Enterprise Resource Planning (ERP) Systemspecifically designed for government agencies, including all services related to delivery,installation, integration, customization, data conversion, training, documentation, deploymentsand project management. The City is seeking a proven System that is in current operational use

by at least four (4) other public entities with similar scope and complexity to the City and Countyof San Francisco, California.

It is imperative that the proposed System be compatible and fully integrated with the CitysOracle PeopleSoft Human Capital Management (HCM) system, and must be able to supportmultiple interfaces for different business application and technical environments.

It is the Citys intention to acquire a direct software license and maintenance agreement from theSoftware Vendor, and professional services from the System Integrator. As part of this RFQ, theResponse Team certifies that they have worked together in a successful project similar in sizeand scope.

Only prequalified firms may respond to a Request for Proposal to be issued in the future for thescope of work described in Section1.4Scope of Work.

1.4 Scope of Work

This RFQ provides a high-level overview of the requirements that responders must meet to pre-qualify for inclusion in future procurement activities. Detailed System requirements will beprovided in an RFP to be published at a later date. The System requirements will include bothsoftware and integration services.
http://www.sfcontroller.org/index.aspx?page=537http://www.sfcontroller.org/index.aspx?page=537http://www.sfcontroller.org/index.aspx?page=537


6/17


RFQ # CON2014-08

Page 4

1.4.1 Software

The City requires a Commercial-off-the-Shelf (COTS) software system, vendor supported, andupgradeable ERP Solution that includes the major areas of functionality as specified inTable 6Core System Functionality.Successful responders must demonstrate the ability to provide andintegrate a software solution that fulfills the functionalities and all System modules as describedinTable 6.

Table 6Core System Functionality

Financial

Chart of AccountsGeneral Ledger

Accounts ReceivableBudget Control / AccountingFund AccountingEncumbrance AccountingProject AccountingCost AccountingGrants AccountingGrants ManagementInvoicing and Billing

Strategic Sourcing

Accounts PayablePurchase Orders and RequisitionsContracts and SolicitationsReceivingSourcing Network

Vendor ManagementMaster Contract SupportInventory ManagementCapital and Fixed AssetsWork Order Accounting

Reporting

Business Intelligence and Reporting

1.4.2 Services

The City requires a System Integrator to ensure successful implementation, deployment, data

conversion, migration, testing, Documentation, training and ongoing support of the acquiredSystem.Anticipated implementation services required include:

Requirements confirmation and mapping

Implementation and configuration of the proposed System

Interface development and integration with the Citys systems performing specializedfinancial management functions


7/17


RFQ # CON2014-08

Page 5

Integration with the Citys Oracle PeopleSoft Human Capital Management

Quality Assurance activities

Data conversion activities

Migration of existing systems, including data and all work in progressactivities All deployment activities

Organizational change management activities

Testing

Training of City staff

Documentation

1.5 Agreements Expected

The City expects to award the following separate contracts from this procurement:

Perpetual Software License and Maintenance Agreements for the ERP solution and for thirdparty application software (if any), as configured by the System Integrator.

Implementation Services Agreement that provides for ERP implementation services.


8/17


RFQ # CON2014-08

Page 6

2.0 RFQ Schedule and City Communication withResponse Teams

2.1 RFQ Schedule*

RFQ Schedule

RFQ Issued May 15, 2014

Deadline for RFQ Questions 5:00 pm PTMay 29, 2014

Response Teams Conference 2:00 pm PTJune 5, 2014

Answers to Questions Posted June 10, 2014

Deadline for RFQ Responses 5:00 pm PTJune 20, 2014

Qualification Notifications July 2014

* Each date subject to change. Check website for latest schedule

2.2 Issuing Agent

The Office of the Controller is issuing this RFQ on behalf of the City and County of SanFrancisco.

2.3 Questions and Answers

The City will compile questions prior to the Response Teams Conference. Answers to thesequestions will be provided at the Conference and attendees may ask additional questions duringthe Conference. The City will compile all questions and answers and post them on theControllers Office website athttp://www.sfcontroller.org/solicitations.

Please e-mail any questions to Steve Lee [email protected]. Questions must be inwriting and received before 5:00 pm PT on May 29, 2014. No questions will be accepted afterthis time with the exception of City vendor compliance.

All inquiries should include the number and title of the RFQ. Substantive replies will be

memorialized in written addenda to be made part of this RFQ. All addenda will be posted on theControllers Office website athttp://www.sfcontroller.org/solicitations. This RFQ will only begoverned by information provided through written addenda. With the exception of ContractMonitoring Division (CMD) or City contracting inquiries, no questions or requests forinterpretation will be accepted after 5:00 pm PT on May 29, 2014. Responders are encouragedto check this website daily for any updates.
http://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationsmailto:[email protected]:[email protected]:[email protected]://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationshttp://www.sfcontroller.org/solicitationsmailto:[email protected]://www.sfcontroller.org/solicitations


9/17


RFQ # CON2014-08

Page 7

2.4 Response Teams Conference

The City encourages attendance for all vendors interested in proposing as either the SystemIntegrator or Software Vendor of the Response Team. The Citys goals for the conference are toprovide an overview of submission requirements and to answer questions about the RFQ.

NOTE: No questions will be accepted after the deadline for Final Questions (See RFQSchedule). However, Conference attendees will be allowed to ask additional questions during theconference.

The Response Teams Conference will be at 2:00 pm PT on June 5, 2014 at City Hall, 1 Dr.Carlton B. Goodlett Place, Room 305 (3rd Floor), San Francisco, CA 94102. The main entrancesto City Hall are at Polk Street and Van Ness Avenue. The closest main thoroughfares are atMarket Street and Van Ness Avenue. This location is accessible by BART (Civic Center Station)and a number of MUNI routes.

2.5 Summary of Information Requested and Presented

Following the Response TeamsConference, a summary of all questions and answers pertainingto this RFQ will be posted on the Citys website http://www.sfgov.org/ under BusinessBids &RFPs >>Consultants and Professional Services at the following URL:http://mission.sfgov.org/OCABidPublication/ReviewBids.aspx

2.6 City Communication Following Receipt of Responses

The City may contact Response Teams for clarification or correction of minor errors ordeficiencies in Responses. Minor errors or deficiencies are defined as those that do notmaterially impact the Citys evaluation of the Response such as failing to label the originalResponse as an original. Major errors or omissions, such as the Response Teams failure toprovide RFQ Attachment VResponse Template with sufficient detail, will result in rejection ofthe Response. For information regarding the Citys Evaluation Process, See RFQ Section 3.0 -Evaluation Criteria.

2.7 Protest Procedures

2.7.1 Objections to RFQ Terms

Any questions or objections concerning the requirements in this RFQ must be submitted, inwriting, and received by the Controllers Office no less than five working days prior to the bidopening date and time. Response Teams who fail to do so will waive all further rights to protest,based on these specifications and conditions. The failure of a Response Team to object in themanner set forth in this paragraph shall constitute a complete and irrevocable waiver of any suchobjection.

2.7.2 Protest of Non-Responsiveness Determination

By 5:00 pm PT on the fifth (5th) working day of the City's issuance of a notice of non-responsiveness, any Response Team that has submitted a response and believes that the Cityhas incorrectly determined that its response is non-responsive may submit a written notice ofprotest. Such notice of protest must be received by the City by 5:00 pm PT, the fifth (5th) workingday following the City's issuance of the notice of non-responsiveness. The notice of protest mustinclude a written statement specifying in detail each and every one of the grounds asserted forthe protest. The protest must be signed by an individual authorized to represent the Response
http://mission.sfgov.org/OCABidPublication/ReviewBids.aspxhttp://mission.sfgov.org/OCABidPublication/ReviewBids.aspxhttp://mission.sfgov.org/OCABidPublication/ReviewBids.aspx


10/17


RFQ # CON2014-08

Page 8

Team, and must cite the law, rule, local ordinance, procedure or RFQ provision on which theprotest is based. In addition, the protestor must specify facts and evidence sufficient for the Cityto determine the validity of the protest.

If the Response Team submits a complete and timely protest, a review of the protest shallcommence soon after receipt of the protest. The City, at its discretion, may make adetermination regarding a protest without requesting further documents or information from theProposer who submitted the protest. Accordingly, the initial protest must include all grounds ofprotest and all supporting documentation or evidence reasonably available to the prospectiveProposer at the time the protest is submitted. If the Proposer later raises new grounds orevidence that were not included in the initial protest, but which could have been raised at thattime, then the City may not consider such new grounds or new evidence. The review shall be aninformal process conducted by the Controllers Office or its designee and will be based upon theinformation submitted by the Response Team in its protest letter. The Controllers Office willnotify the Response Team in writing of its decision at the conclusion of the review. The decisionof the Controllers Office is final. The evaluation of proposals will not be delayed or postponed toallow for completion of a protest process.

Protests not received within the time and manner specified will not be considered. A Proposer'sfailure to protest as specified above on or before the time specified above shall constitute acomplete and irrevocable waiver of the ground(s) of protest and forfeit the Proposer's right toraise such ground(s) of protest later in the procurement process, in a Government Code Claim,or in other legal proceedings.

2.7.3 Protest of Establishment of Pre-Qualified Firm List

By 5:00 pm PT on the fifth (5th) working day of the City's issuance of a notice of intent toestablish a pre-qualified firm list, any Response Team whose response was not deemed non-responsive and believes that the City has incorrectly excluded it from the pre-qualification list

may submit a written notice of protest. Such notice of protest must be received by the City on orbefore the fifth (5th) working day after the City's issuance of the notice of intent to establish a pre-qualified firm list.

The notice of protest must include a written statement specifying in detail each and every one ofthe grounds asserted for the protest. The protest must be signed by an individual authorized torepresent the Response Team, and must cite the law, rule, local ordinance, procedure or RFQprovision on which the protest is based. In addition, the protestor must specify facts andevidence sufficient for the City to determine the validity of the protest.

If the Response Team submits a complete and timely protest, a review of the protest shallcommence soon after receipt of the protest. The City, at its discretion, may make a

determination regarding a protest without requesting further documents or information from theProposer who submitted the protest. Accordingly, the initial protest must include all grounds ofprotest and all supporting documentation or evidence reasonably available to the prospectiveProposer at the time the protest is submitted. If the Proposer later raises new grounds orevidence that were not included in the initial protest, but which could have been raised at thattime, then the City may not consider such new grounds or new evidence. The review shall be aninformal process conducted by the Controllers Office or its designee and will be based upon theinformation submitted by the Response Team in its protest letter. The Controllers Office will


11/17


RFQ # CON2014-08

Page 9

notify the Response Team in writing of its decision at the conclusion of the review. The decisionof the Controllers Office is final. The issuance of the pre-qualified list and RFP issuance will notbe delayed or postponed to allow for completion of a protest process.

Protests not received within the time and manner specified will not be considered.

A Proposer'sfailure to protest as specified above on or before the time specified above shall constitute acomplete and irrevocable waiver of the ground(s) of protest and forfeit the Proposer's right toraise such ground(s) of protest later in the procurement process, in a Government Code Claim,or in other legal proceedings.

2.7.4 Delivery of Protests

All protests must be received by the due date. If a protest is mailed, the protestor bears the riskof non-delivery within the deadlines specified herein. Protests should be transmitted by a meansthat will objectively establish the date the City received the protest. Protests or notice of protestsmade orally (e.g., by telephone) will not be considered. Protests must be delivered to:

Mary HomOffice of the Controller1 Dr. Carlton B. Goodlett Place, Room 306San Francisco, CA [email protected]


12/17


RFQ # CON2014-08

Page 10

3.0 Evaluation Criteria

This section describes the guidelines used for analyzing and evaluating the responses and for

Response Team pre-qualification. It is the Citys intent to pre-qualify Response Teams thatprovide the best overall qualifications to the City. Response Teams selected for pre-qualificationare not guaranteed a contract. This RFQ does not in any way limit the Citys right to solicitcontracts for similar or identical services if, in the Citys sole and absolute discretion, itdetermines the pre-qualified list is inadequate to satisfy its needs.

3.1 Minimum Qualifications

Any response that does not demonstrate that the Response Team meets these minimumqualifications, listed in Section 3.1, by the response deadline, will be considered non-responsiveand will not be evaluated or eligible for award of any subsequent contract(s) for the software orimplementation of the ERP.

The Response Team must provide a total of four (4) prior project references (ReferenceAttachment V, Section CPrior Project Experience), demonstrating their ability to meet theCitys scope of work.

1) Each of the four (4) references must be for the proposed Response Teamand mustmeet each of the following criteria:

a) Reflect a successfully implemented project that was a new system implementation andnot an upgrade of current functionality from one software version to another.

b) Implementation must include all core system functionality as described in Section 1.4.1Software, Table 6Core System Functionality.

c) Have been successfully completed and deployed to production within the last 12 years.

d) Be from a United States based publicly funded entity.

2) At least one (1) of the four references must be a successful implementation of a city.

3) At least one (1) of the four references must be a successful implementation of a county.

4) At least one (1) of the four references must be a successful implementation that includes aspecial district, public authority, or public enterprise, such as a public Hospital or HealthSystem, Transportation Authority, Airport, Public Utility, or Port Authority.

5) At least one (1) of the four references must be a successful implementation of a city, county,public enterprise, or state department within the State of California.

6) Each city, county, or state references must have at least 6,000 employees and a minimumannual budget of $2B. The implementation must have been deployed to the city, county, or

state that meets the minimum annual budget and employee threshold (not a departmentwithin the city, county, or state). The minimum annual budget and employee thresholds mustbe the size of the city, county, or state at the time of implementation (not after the systemwas deployed).

7) Each special district, public authority, or public enterprise reference (entity) must have atleast 1,000 employees and a minimum annual budget of $500M. The implementation musthave been deployed to the entity that meets the minimum annual budget and employeethreshold (not a department within the entity). The minimum annual budget and employee


13/17


RFQ # CON2014-08

Page 11

thresholds must be the size of the entity at the time of implementation (not after the systemwas deployed).

To effectuate the candid completion of information requested in the questionnaire referenced inSection3.1 above, Response Team is required to execute and submit Attachment IV - Releaseand Waiver Agreement for information requested in Attachment V - Response Template.

TheTable7: Example References for Minimum Qualifications illustrates examples of differentcombinations of references that meet the minimum qualifications required for this RFQ.

Table 7: Example References for Minimum Qualifications

Example 1 Example 2

City within California County within California

County within United States City within United States

Public Enterprise within United States Public Enterprise within United States

City, County, Public Enterprise, or State(Department) within United States


Example 3 Example 4

Public Enterprise within California State (Department) within California

City within United States City within United States

County within United States County within United States


Public Enterprise within United States

Example 5

City within California

County with a Public Enterprise withinUnited StatesCity, County, Public Enterprise, or State(Department) within United StatesCity, County, Public Enterprise, or State(Department) within United States


14/17


RFQ # CON2014-08

Page 12

3.2 Statement of Financial Position

A Response Team must furnish a statement of financial position in accordance with either of thefollowing options:

1) Attach a copy of your companys latest reviewed or audited financial statement withaccompanying notes and supplemental information.NOTE: A financial statement that is not either reviewed or audited is not acceptable.A letter verifying availability of a line of credit may also be attached; however, it will beconsidered as supplemental information only, and is not a substitute for the requiredfinancial statement.

OR

2) Attach a certified statement from a bonding firm authorized to do business in the state ofCalifornia. The certification must indicate the maximum bonding coverage the surety willissue on the applicants behalf for a single contract, and shall also specify the total bondingthat the surety will issue for all of the applicants work, including uncompleted contracts. (A

sample Certification of Surety is included in Attachment VI.)

3.3 Response Certification

By submitting a Response, the Response Team certifies that:

1) RFQ ATTACHMENTS:It has completed the requirements and submitted the forms described in RFQ Attachments I,II, III, IV, V, and VI as part of its RFQ response, as applicable.

2) ATTACHMENT V, Section CPrior Project Experience:At the time of response to this RFQ, the Response Team must submit four (4) Prior Project

References as part of the RFQ response which demonstrate experience as detailed inSection3.1 -Minimum Qualifications.

3.4 Contractor Selection Processes

Response Teams meeting the minimum qualifications listed in Section3.1 -MinimumQualifications will be added to the pre-qualified list and will be eligible to participate in asubsequent Request for Proposal for the financial system replacement project.

3.5 Reference Checks

Reference checks listed in Attachment V - Response Template should be verifiable and shouldbe able to comment on the Response Teamsexperience related to the services of this RFQ.

The City will conduct reference checks of the submitted references in order to confirm theinformation submitted in a Response Teams Proposal.

3.6 Other Terms and Conditions Governing this RFQ

1) Costs of Responding; Retention by the Controllers Office of Questionnaires andRelated Documents


15/17


RFQ # CON2014-08

Page 13

The Controllers Office accepts no financial responsibility for any costs incurred by aResponse Team in responding to this RFQ. Completed questionnaires and any otherdocuments or materials submitted in response to this RFQ shall, upon submission, becomethe property of the Controllers Office and may be used by the Controllers Office in any waythe Controllers Office deems appropriate.

2) Reservation of Rights by the Controllers Office

The issuance of this RFQ does not constitute an agreement by the Controllers Office that anysubsequent selection process will occur or that any contract will be entered into by theControllers Office. The Controllers Office expressly reserves the right at any time to:

a) Waive any defect or informality in any questionnaire or the procedure set forth in this RFQ;b) Reject any or all questionnaires;c) Issue a new request for qualifications in lieu of this RFQ;d) Change the subsequent selection process;e) Procure all or any portion of the project by any other means; orf) Determine that the project will not be pursued.


16/17


RFQ # CON2014-08

Page 14

4.0 Response Submission Requirements

4.1 Time and Place for Submission of Responses

Responses and all related materials must be received by the deadline shown in Section2.1 RFQSchedule. Responses may be delivered to the Reception Desk at City Hall, Room 316 or to:

Steve W. LeeOffice of the Controller1 S. Van Ness Avenue, 8thFloorSan Francisco, CA 94103

Postmarks will not be considered in judging the timeliness of submissions. Responses submittedby e-mail or fax will not be accepted. Late submissions will not be considered, includingthose submitted late due to postal or delivery service failure. Note that Response Teams who

hand-deliver responses to City Hall may experience delays due to City Hall security procedures,including having to wait in line for entry and being required to open and make packagesaccessible for examination by security staff.

4.2 Response Package

The following items must be included in your response and submitted in a sealed box orenvelope clearly marked RFQ# CON2014-08.

Response Teams must follow the instructions outlined in this section and shall organizeresponses in the order outlined in Section4.2.1Response Checklist. Responses must bebound and include a table of contents. Responses must be tabbed for ease of review by theEvaluation Team. Responses should provide a clear, accurate, complete but concise descriptionof the Response Teams experience and ability to satisfy the requirements of the RFQ.Marketing and sales information are not to be included. Page maximums are intended toencourage focused Responses. All parts, pages, figures and tables should be numbered andclearly labeled with references to the appropriate part of the RFQ.

4.2.1 Response Checklist

Requirement Description Submitted

Response, includingeach of the following:

One (1) original hard copy with original signatures,clearly marked Original

Seven (7) complete hard copiesOne (1) CD-ROM containing Response Teams entireresponse

Attachment I Acknowledgement of RFQ Terms and ConditionsAttachment II Citys Administrative RequirementsAttachment III Teaming Agreement Representation (to be completed

by the Response Team)Attachment IV Release and Waiver of Liability


17/17


RFQ # CON2014-08

Page 15

Requirement Description Submitted

Attachment V Response Team TemplateAttachment VI Certification of Surety (or Financial Statements)