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REQUEST FOR PROPOSALS Town of Monument Electronic Records Management System Project 2024 Notice Inviting Submittals for Proposals 1. Background. The Town of Monument, Colorado, is seeking proposals from qualified software vendors to provide proposals for an Electronic Records Management System fulfilling the scope and criteria outlined in this Request for Proposals, and in the attached appendix listing our specifications. The Town of Monument serves an area of 6.8 square miles and has a population of just over 10,000. Monument is a Home Rule Town and as such follows all restrictions of being a Home Rule Town. The Town is governed by a Town Council consisting of a Mayor and six Council members who are all elected. The Town employs between 70- 90 people annually, all with varying levels of Records Management responsibilities. 2. Scope Of Services. The Town holds high standards for maintaining transparency and accountability in its records management operations, in service of both Town staff and citizens. The purpose of this RFP is to solicit proposals from qualified companies to provide the Town with an Electronic Records Management System that will meet the requirements listed in the attached specifications. The following is the tentative procurement schedule for the RFP. The Town reserves the right to adjust this schedule. 3. Tentative Procurement Schedule. September 23, 2024 RFP Release Date October 4, 2024 Deadline to submit questions via email. October 9, 2024 Responses to questions will be posted on the Town’s website. October 11, 2024 Proposals due no later than 4:00 PM local time. ---PAGE BREAK--- 2 4882-9770-9902, v. 3 November 18, 2024 Expected date by which a recommendation will be made to Kat Keating on award of proposal. 4. Proposal Submission. A. Proposals must be submitted via email, clearly identified with the RFP title and the word “Submittal” or “Proposal” in the email subject line, with all attachments, no later than the date and time indicated in the Schedule above, to: Kat Keating, Records Manager Town of Monument, Colorado Email: [EMAIL REDACTED] B. All proposals must be submitted in Microsoft Word or .pdf format. C. Submittals without the proper subject line identification may be considered routine emails and may not be considered. D. Proposals received after the deadline indicated above will not be considered and will be rejected for lateness. 5. Questions. A. Questions regarding this RFP must be emailed to Kat Keating at [EMAIL REDACTED] no later than the date and time indicated in the Schedule above. B. All questions must include the RFP title and the word “Question” in the email subject line. Questions without this subject identification may be considered routine emails and may not be considered. C. Questions communicated by telephone or in person will not be accepted. D. All questions will be responded to via BidNet Direct (formerly Rocky Mountain E-purchasing System) no later than the date indicated in the Schedule above. Any responses by the Town that change the terms, conditions, and/or specifications of this RFP will be posted on the website as an addendum. No other communications of any kind may be considered a change to the terms, conditions, and/or specifications of this RFP. 6. Submittal Requirements. The following items are to be included in the proposal: A. Name of vendor, address, telephone number, website URL, and contact person’s name and email address. ---PAGE BREAK--- 3 4882-9770-9902, v. 3 B. Schedule (date of commencement of services and estimated completion date, if applicable). C. Fees. D. Statement of qualifications that includes: i. Company information: a) Organization – general. b) Time in business. c) Number of employees. d) Annual volume of business (number of projects and dollar total). e) Volume of business in El Paso County, Colorado during the past 5 years (number of projects and dollar total). f) A description of what differentiates the vendor’s service from that of its competitors. ii. Similar project experience: a) Similar scope of work within the past 5 years. b) Projects for other public entities. iii. Project-specific information: a) Proposed scope of services. b) Proposed project team. 1. Include resumes/bios describing applicable experience. 2. Include evidence of any necessary licensure, registrations, and credentials, including information on any revocation or suspension. iv. References (minimum of E. Comments to the proposed form of Services Agreement circulated in connection with this RFP, including without limitation the insurance requirements. Post- award comments to the Services Agreement not included with the proposal shall not be considered. F. The proposal must be signed manually or electronically by an officer or person qualified to bind the vendor. ---PAGE BREAK--- 4 4882-9770-9902, v. 3 7. Withdrawal of Proposal. Proposals shall be binding on the vendor and may not be withdrawn for a period of 60 days following the submission deadline. A vendor may withdraw its own proposal at any time prior to the submission deadline. 8. Evaluation of Proposals. Proposals will be evaluated based on the following criteria: A. Proposed costs. B. Proposed schedule. C. Whether the proposal is responsive to this RFP. To be deemed responsive, the proposal documents shall conform in all material respects to the requirements contained in this RFP. D. Whether there is a reasonable basis to conclude that the vendor is authorized and has the technical expertise, resources, and experience to complete the scope of services. E. Whether there is a reasonable basis to conclude that the vendor has the financial strength to successfully complete the scope of services. F. Whether there is a reasonable basis to conclude that the vendor will likely complete the scope of services on schedule. G. Whether there is a reasonable basis to conclude that the vendor is suitable to work with and has a good professional reputation. H. The overall strength of the vendor and its perceived ability to perform. I. Comments to the proposed Services Agreement circulated in connection with this RFP. J. Any other criteria deemed material by the Town. The Town may impose a numerical valuation system in order to weigh criteria and rank proposals. 9. Procedure for Selecting Proposal. A. The proposals are expected to be evaluated by Town staff, who will make a recommendation to the Town Manager. As part of its evaluation process, the Town may request clarifications and additional information, conduct customer ---PAGE BREAK--- 5 4882-9770-9902, v. 3 reference checks, require a subset of finalist vendors to make a presentation to the Town’s selection team, hold multiple rounds of review with a limited group of proposers, and take any other action necessary to perform a thorough and objective evaluation of each proposal. B. In the event the Town elects to accept a proposal, it shall accept in writing the proposal that, in its estimation, will best serve the interests of the Town. C. Subsequent to the proposal due date, the Town reserves the right to negotiate terms and conditions of the Services Agreement with a vendor(s), and (ii) modifications to a proposal with a single vendor without obligation to negotiate similar modifications with other vendors. D. The Town reserves the right to reject any and all proposals, waive any and all formalities and to negotiate contract terms with the successful vendor, disregard all nonconforming, non-responsive or conditional proposals, act in the best interest of the Town, and terminate, modify or suspend the RFP process. This RFP does not commit the Town to award a contract. 10. General Terms and Conditions. A. Interested Parties: All interested vendors are invited to submit a proposal in accordance with the terms, conditions, and specifications contained herein. B. Tax Exemption: The Town, as a home rule municipality, is exempt from sales and use taxes. Vendors shall inform all prospective subcontractors and suppliers from whom they expect to obtain services or supplies of the tax-exempt status of the Town. Following the award of proposal, a tax exemption certificate will be furnished by the Town upon request by the successful vendor. C. Pre-Contractual Expenses: The Town assumes no liability for payment of any pre- contractual expenses incurred by prospective vendors, including but not limited to costs incurred in the preparation or submission of proposals. D. Non-Discrimination: The vendor, by submitting a proposal, agrees to not unlawfully discriminate against any employee of the vendor or the Town or applicant for employment or for services or any member of the public on the basis of disability, race, sex, age, national origin, religion, sexual orientation, gender identity or expression, marital or military status, pregnancy, political affiliation or any other status protected by federal or state law. E. Governing Law: The laws of the State of Colorado shall govern this RFP. Venue for any dispute arising out of or relating to this RFP shall be in the State of Colorado District Court for El Paso County. ---PAGE BREAK--- 6 4882-9770-9902, v. 3 F. Public Record: All proposals submitted will become property of the Town and may be subject to public disclosure pursuant to the Colorado Open Records Act, § 24-72-201, et seq., C.R.S.