CITY OF OPELIKA PURCHASING DEPARTMENT
REQUEST FOR PROPOSAL
SHIRLEY WASHINGTON PURCHASING AGENT OFFICE: (334) 705-5120 FAX: (334) 705-5128
PROPOSAL DATA
PROPOSAL REFERENCE: B08-032
COMMODITY TITLE: Enterprise Content Management and Retention System
USER DEPARTMENT: Information Technology
BUYER: Shirley Washington
BUYER TELEPHONE: (334) 705-5120
ISSUE DATE: May 9, 2008
PROPOSAL OPENING
DATE: June 09, 2008
TIME: 2:00 PM
LOCATION: Opelika City Hall Conference Room
MAILING ADDRESS: City of Opelika Purchasing Department PO Box 390 Opelika, AL 36803-0390
1 SECTION I - SCOPE
1.1 Scope of Work: The City of Opelika is soliciting written proposals from qualified firms for the acquisition, installation, training and support of an Enterprise Content Management and Retention System. The City's goal is to implement an electronic document management solution citywide. If required, scanning and document conversion services, except as specified in this RFP, will be provided for under a separate agreement. The City has placed importance on a solution that will easily integrate with its existing and future Financial Accounting system, GIS applications, Utility Billing and Public Safety software as well as provide for the creation of paperless agendas for the City Council and/or other City Boards. This Request for Proposal (RFP) is issued to solicit proposals from companies (Responders) that have a proven reputation for satisfactorily installing Enterprise Content Management and Retention System (ECRMS). It is the intent of the City to convert to document imaging on a by department basis. Initial proposal should include costing for a minimum of ten concurrent users with full access and three concurrent users with view only access. Part of the process will include the successful respondent assisting the City in determining the actual number of licenses needed. The proposed solution should also include assisting the City in developing an indexing system. The City currently uses IBM Report Distribution, Archival and Retrieval Systems (RDARS) to index and manage paper documents. This software includes IBM Content Manager and OnDemand for AS/400. The City's preference is for one system that will manage and control all file information regardless of format, media or location. The proposed solution must include converting this database and images to the proposed solution. It is the City's intent to begin document imaging on a certain date and from that date forward all documents will be in electronic form. The successful proposer is requested to provide an optional solution to perform massive scanning of historical documents as identified through consultation between the City and Proposer.
The City is transitioning to digital copiers on the network. It is the City's preference that staff should be able to scan documents from digital copiers into the document-Imaging database. (NOTE: Responder should include as an attachment a list of digital copiers supported by the proposed software.
1.2 Project Goals: The City’s goal is to develop an Enterprise Content Management and Retention System that will include the following desired features:
1.2.1 Electronic storage of official documents: It is expensive to store and retrieve hardcopy documents used to conduct City of Opelika business. Current secured storage space is at a premium. The document management system should allow the City to store documents on-site using low-cost electronic storage media such as hard disks, CD-ROM, DVD or Optical media. The system must further allow easy transfer of documents to CD-RW, Writable DVD storage media, or other existing or future media with a self-contained viewer and user- friendly retrieval from storage.
1.2.2 Improved staff response time: Besides the actual storage costs, there is a significant cost in staff time to identify, find and retrieve pertinent documents from storage. The document management system should include a modern database system to store and retrieve imaged records, with sophisticated search and retrieval capabilities to quickly recover selected records. Documents and images should be capable of being routed electronically using the City’s e-mail system.
1.2.3 Serve and benefit to all departments: All City documents, whether created internally or externally and regardless of size and format, must be capable of being scanned and
2 stored. Once stored, they must be available to authorized personnel via the City's current network, including staff at remote sites. The departments will decide which documents and images will be retained by the document management system. Documents may be imaged directly from electronic form or by scanning.
1.2.4 Document Security: Security shall be applied to allow only authorized staff members' access to selected documents and images. In particular, the implementation shall be designed to prevent unauthorized access to specified records.
1.2.5 Backup and Recovery: The system should provide the capability of creating replication of storage as required by the IT Disaster Recovery Plan. This replication should allow for off-site storage of images.
1.2.6 Retention Periods: The system should have the ability to apply records management principles and life cycle that will allow the assignment of a retention period and progression through the steps of the records management process: indexing, assignment of retention periods, migration from active to inactive, and destruction.
1.2.7 Paperless Agendas: The system should have the ability to create and manage paperless agendas for the City Council and/or other City Boards.
1.3 Network Servers: The City operates using servers running Microsoft server software. The majority of the City’s servers run Windows Server 2003. The City also maintains three IBM iSerics mid-range servers running OS/400 V5R4.
1.4 Client PC's: The City's client PCs run Microsoft Windows XP Professional and Microsoft Office 2003 with plans to migrate to Microsoft Office 2007. Responder should include the minimum and preferred specifications for all workstations that will be accessing the document imaging solution.'
Software: The City of Opelika runs a variety of software applications. The City's primary software is from SunGard Public Sector (formerly HTE), which includes modules for Financials, Utilities, Community Services, e-Government, and Public Safety. The current document management system is IBM Report Distribution, Archival and Retrieval Systems (RDARS) software.
3 The City of Opelika Purchasing Department will receive sealed proposals for the purchase of equipment and services to provide a Enterprise Content Management and Retention System for the City of Opelika as per the attached specifications for the Information Technology Department. Proposals must be received by 2:00 PM on June 09, 2008, at which time they will be opened and read aloud. Late Proposals will not be considered nor returned.
PROPOSALS MAY BE MAILED TO: PROPOSALS MAY BE DELIVERED TO: CITY OF OPELIKA CITY OF OPELIKA PURCHASING DEPARTMENT PURCHASING DEPARTMENT PO BOX 390 204 S 7TH STREET OPELIKA, AL 36803-0390 OPELIKA, AL 36801
SECTION II - TERMS AND CONDITIONS
2.1 All proposals submitted shall be firm for a minimum of 60 days, unless otherwise specified.
2.2 The City reserves the right to cancel or make null and void, any purchase order, if delivery cannot be made on the specified delivery date.
2.2.1 In case of default by the contractor, the City may procure the articles or services from other sources and hold the contractor responsible for any excess cost occasioned thereby.
2.3 Proposal tabulations will not be given over the telephone. Vendors desiring proposal tabulation shall enclose a stamped self-addressed envelope with their proposal.
2.4 Proposals awards are not official until a purchase order is issued or the Purchasing Department notifies the successful vendor in writing.
SECTION III - SUBMISSION OF PROPOSALS
3.1 Proposals received after the designated date and time will not be opened nor returned.
3.2 All proposals are to be submitted in TRIPLICATE in sealed, plainly marked envelopes. Envelopes shall be marked on the bottom left corner with the Title of the Invitation for Proposal, the Proposal Number and the Opening Date. Facsimile and telephone proposals will not be accepted.
3.3 All proposals shall be typewritten or completed in black ink.
3.4 An authorized officer or agent of the company submitting the proposal must sign all proposals in order to be considered.
3.5 Proposals that show omission, irregularity, alteration of forms, additions not called for, or conditional or unconditional unresponsive proposals may be rejected.
3.6 Any proposal submitted with corrected errors shall have the correction initialed by the person signing the proposal.
4 SECTION IV - PROPOSAL EVALUATION
4.1 The City reserves the right to evaluate all proposals, waive any technicalities or informalities reject any bids and/or proposals; and further specifically reserves the right to make the award(s) in the best interest of the City.
4.2 The proposal evaluation will be made on the following criteria:
4.2.1 Cost 15% Cost will be evaluated based on total cost of ownership, including all costs associated with the project, such as third- party software and hardware and annual maintenance, training, project management, installation integration and implementation.
4.2.2 Compliance with specifications 60% Includes capability to meet City's current and future application requirements; ability of solution to integrate/interface with the City's existing applications, including a documented history of integrating with SunGard Public Sector (formerly HTE); ability of solution to provide for City’s retention requirements; ability of the solution to provide document management for both electronic and paper records; and quality of support services.
4.2.3 Ability to deliver product or service 20% Includes Vendor reputation, experience with municipal governments, stability, and experience integrating with the City's existing applications.
4.2.4 Responsiveness of Proposal 5% Includes clearly stating an understanding of the work to be performed, responsiveness to term and conditions, and completeness and thoroughness of the technical data and documentation.
4.3 The City may waive minor differences in specifications, provided these differences do not violate the specification intent, materially affect the operation for which the item or items being purchased nor increase the estimated maintenance and repair cost to the City.
4.4 The City reserves the right to award all proposals in their entirety or part, whichever, in its opinion, best serves the interest of the City.
4.5 Unless clearly shown on the proposal that it is the intent to offer a reduced total price on the basis of receiving an award of all items covered by the total, any totals should be the actual sum of the extension of unit price. In the event of any discrepancy between unit prices, extended prices and/or total price, unit prices shall govern and the proposal will be refigured accordingly.
5 4.6 Alabama Bid Law allows a local preference to businesses located within the City of Opelika, when their proposal is within 3% of the lowest responsible proposal. The City will extend that preference when applicable.
4.7 The City shall be the sole judge as to an item meeting or exceeding the specifications. 4.8 NON-COLLUSION: Vendors, by submitting a signed proposal, certify that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with any other person or company engaged in the same line of business or commerce, or any other fraudulent act punishable under Alabama or United State law. (SEE PAGE 16)
SECTION V - BILLING AND PAYMENT:
5.1 The vendor shall submit a correct invoice to: CITY OF OPELIKA ACCOUNTING DEPARTMENT PO BOX 390 OPELIKA, AL 36803-0390
5.2 Payment by the City shall be made within thirty days, unless otherwise specifically provided, subject to any discounts offered.
5.2.1 Any prompt pay discount offered will be computed from the date of delivery of the equipment, supplies, or materials at destination when final inspection and acceptance are at those points, or from the date the correct invoice is received, if the latter is later than the date of delivery.
SECTION VI - ADDENDA AND INTERPRETATIONS
6.1 If it becomes necessary to revise any part of this proposal, a written addendum will be provided to all bidders.
6.2 The City is not bound by any oral representations, clarifications or changes made in the written specifications by the City of Opelika employees, unless such clarification or change is provided to bidders in written addendum form from the Purchasing Division.
SECTION VII - CONTRACT PERIOD
7.1 Proposals submitted in response to this invitation for system maintenance shall be firm for a three-year period. The maintenance contract period shall begin October 1, 2008 and end September 30, 2011. The maintenance contract shall be billable annually to coincide with the City’s fiscal year.
7.2 The City may terminate this contract with thirty (30) day written notice for unsatisfactory service, or inferior performance. Such notification shall be sent certified mail to the address on record.
6 SECTION VIII - INSURANCE
8.1 GENERAL LIABILITY: Successful bidder shall be required to provide and maintain during the life of the contract with the City, such General Liability and property damage insurance, with the minimum amount of $1,000,000.00 per each occurrence.
8.2 WORKMAN’S COMPENSATION: Contractor shall also maintain such insurance as will protect him and the City of Opelika from claim under Workman’s Compensation Acts and from claim for damages for personal injury or accidental death.
8.3 At the time of award, an original Certificate of Insurance shall be furnished to the City’s Purchasing Agent prior to any contract work. Such certificate shall name the City as an additional insured.
SECTION IX - LICENSE REQUIREMENT
9.1 Contractor is required to be licensed in accordance with the City’s “Business”, Professional, and Occupational Licensing Tax Ordinance.
7 ENTERPRISE CONTENT MANAGEMENT AND RETENTION SYSTEM BID #B08-032
SECTION X - PROPOSAL SPECIFICATIONS
10.1 Document Capture / Storage Software Requirements:
Tables 1 through 9 define the functional requirements for the electronic records management system sought by the City. Vendors are required to provide the information requested and, where applicable, specify the system performance attributes (speed, accuracy, etc.). Vendors' responses shall state clearly in the Response Code (RC) column one of the following:
EM Current version of the system entirely meets the requirement specified in the RFP PM Current version of the system partially meets the requirement NF System will meet the requirement in the near future at no extra cost OP Desired feature will be provided as an option NA System cannot meet the requirement (NA)
All PM-coded responses shall indicate how the requirement is met and what exceptions the vendor takes. All NF responses shall indicate the date by which the feature will become available. All OP responses shall specify the cost and time for development of desired feature. Also, any features not included in the specification can be added, especially as they pertain to the existing environment and goals of the City’s stated earlier in this RFP.
Table 1: Optical Character Recognition
Requirements RC Comments 1.1 Generation of text data files by means of optical character recognition. OCR shall be able to recognize many common typewritten and type set fonts (omni font capability), and be trainable to recognize special fonts. Identify ability to: a. Process OCR characters from 8 to 24 points b. Process portrait and landscape oriented documents. c. Process single and multiple column pages. d. Process pages containing mixed text and graphics. e Process good quality documents at a minimum speed of 200 cps.
Table 2: Import of External Files
Requirements RC Comments 2.1 Capability of importing image and text files generated externally (i.e. scanning backlog documents.) 2.2 Capability of importing image and text files generated externally by word processors, spreadsheet processors, graphic processors (i.e. ESRI ArcView, ArcGIS, AUTOCAD), HTE and other applications. 2.3 Capable of importing other files, state application names, file types, and how files are handled, stored, accessed and indexed, then displayed when viewed, or if a universal import filter (i.e. Printer driver) is used please state.
8 Requirements RC Comments 2.4 Capability of importing iSeries output such as reports, queries and documents. 2.5 Capability of having an upload utility that allows for the importing, indexing, and filing of existing archived files, including scanning hard copies.
Table 3: Editing
Requirements RC Comments 3.1 The system should have an on-board editor for annotation of images, which do not contain text, as well as for editing of files created by means of OCR. It is desirable that the system allows for the annotation of images and for editing of files created by means of OCR as well. The system should allow user to edit text files while simultaneously viewing corresponding images on a split screen 3.2 Capability of adding notes and other layers onto documents after indexed (i.e. Post-it-Notes, Rubber Stamps, etc.) 3.3 Capability of annotating images both individually or as a group.
Table 4: Indexing and Storage
Requirements RC Comments 4.1 The proposed system shall provide means for automated creation of database indexes (i.e. Through bar coding) and storing of indexes and data files. 4.2 Index processing must be able to be performed while other stations are actively performing Search, View, Scan and Edit functions. 4.3 Capability of writing to/reading from all forms of Optical, Magnetic, CD-ROM and DVD medias. 4.4 Expandability to allow for additional Jukeboxes, drive arrays and servers. 4.5 Capability of multiple storage locations based on user profiles. 4.6 The system must have the capability to test and repair/rebuild index databases. 4.7 The system shall be able to restrict access to different levels of users by document type. 4.8 The ability to save images on CD ROM or DVD disk. 4.9 Ability to purge documents from the system based on a retention schedule. 4.10 Ability to remove/modify records in an existing index (i.e. Adding pages to a document.)
Table 5: Database Search
Requirements RC Comments 5.1 Ability to search documents stored in a database on index and full text basis and support Boolean operators AND, OR and NOT, wildcard, and fuzzy text searches.
9 5.2 Because the City of Opelika, City Text and Image Records Management System will, eventually, contain hundreds of thousands, or even millions of pages of documents, the speed of search is deemed essential. Vendors shall specify performance parameters for a database containing 100,000 pages, 500,000 pages, and 1,000,000 with 300 words per page, indexed as full text. Note: Search capabilities stated should include any specific guarantees or disclaimers, as the supplier will be held to the stated performance times. 5.3 State maximum number of images capable of indexing, storage, and retrieval. If limited, state by number of pages, documents, folders, records or other description.
Table 6: Text and Image Manipulation
Requirements RC Comments 6.1 The system should provide the following text manipulation capabilities: a. Advance to page “n” of document. b. Advance to page “n” of search. c. Switch to image mode if text not available. d. Highlight words from search specification. e. Display search statistics. f Display number of pages found g. Display number of pages in a document. 6.2 The system should provide the following image manipulation capabilities: a. Enlarge whole image. b. Enlarge user-specified section of an image. c. Rotate image in 90-degree increments. d. Scroll image. e. Pan image. f Advance to page “n” of document. g. Advance to page “n” of search. h. Display multiple images simultaneously. i. Display page thumbnails inside documents. 6.3 Provide average size of black and white and grayscale images, define file format/type and give typical or average file size used in calculating storage requirements for the following: (estimate). a. 3” x 5” card full text no graphics b. 8.5” x 11” full text no graphics c. 8.5” x 11” text with mixed graphics d. 8.5” x 14” full text no graphics e. 11” x 1 7” text with mixed graphics f. E sized Drawings g. Wide Carriage Computer Report Page Captured from spool file (Non-Image)
Table 7: Printing, Plotting, and Digitizer Capabilities
10 Requirements RC Comments 7.1 The system should provide means for printing business documents on a variety of printers and digital copiers through standard Windows drivers. 7.2 The system should provide the following capabilities: a. Print text file displayed b. Print all text files found in the search. c. Print text of selected pages of a document displayed d. Print and plot image file displayed e. Print and plot all image files found in search. f. Print and plot images of selected pages of a document displayed g. Print and plot zoomed portion of image displayed h. Scale printout to a variety of paper sizes.
Table 8: GIS Integration Capabilities
Requirements RC Comments 8.1 The system should be capable of interfacing with the City’s ESRI GIS database and GTG’s Looking Glass. 8.2 State the methods provided for the integration of GIS data. Include any required third party hardware or software.
Table 9: Other Requirements
Requirements RC Comments 9.1 The proposed systems should provide means for preventing its use by unauthorized individuals. 9.2 The system shall provide backup facilities for entire database and ability to customize backup. Backup capabilities shall include, at the least, the ability to backup to tape. Please specify other options of backup capability. 9.3 System must be capable of handling all city departments in the future. If any obstacles are expected, please specify. 9.4 All training must be included and be delivered at a city facility, as part of the proposed system. Please provide number of days, hours included and number of people to be trained. 9.5 Assistance and follow-up support to ensure productive use of the system is imperative. Set up consultation and tech support calls will be considered part of this item. Please state period covered for no charge support, both on-site and remote. 9.6 Network Administration Training, state type, number of hours, number of people to be trained and to what level. 9.7 Warranty periods and Maintenance costs for all software included in system after warranty period expires. Provide first year through fifth year costs and define coverage, i.e. upgrades, repairs, on-site or remote. 9.8 Proposed system should have a graphical user interface that uses the basic functionalities of a Windows 2000 / XP or operating system.
11 Requirements RC Comments 9.9 Proposed system in the future should have the ability to be “web-enabled” to provide a browser interface and serve up the information on an Internet/Intranet platform. 9.10 The system should have built in WorkFlow functionality. The system should have an upgrade path from ad hoc WorkFlow to Automated WorkFlow. 9.11 Database must be fully ODBC compliant. Specify documentation included as well as available supplemental programming hooks (i.e. Visual Basic hooks, ActiveX controls, etc.) 9.12 Proposed system must meet U.S. Department of Defense certification under the categorization of DoD- 5015.2-STD (Electronic Records Management Software Applications Design Criteria). 9.13 Proposer must provide for conversion of IBM RDARs documents to the Document Management System. 9.14 System must reside on the IBM iSeries Platform and must provide the ability to upgrade to Intel based Servers.
SECTION XI - PROPOSAL REQUIREMENTS
THE FOLLOWING ITEMS MUST BE INCLUDED IN YOUR PROPOSAL, preferably in the following order:
11.1 Cover Letter: Proposal must be accompanied by a cover letter signed by an individual authorized to bind the proposing entity. Please include the RFP cover page.
11.2 Table of Contents: Clearly identify in your proposal what RFP material (by RFP section and/or page number) the proposal is addressing.
11.3 Executive Summary: Include a brief summary of the key or most important points of your proposal. Include the names of the persons who will be authorized to make representations for the proposer, their titles, addresses, and telephone numbers. The summary should not exceed three (3) letter-sized pages.
11.4 Vendor Contact:
11.4.1 Please provide a company representative to contact for questions. Please include the: Name, Title, Address, Phone, Fax and E-Mail address.
11.4.2 The respondent must list a minimum of five (5) references where they have successfully integrated their proposed solution with SunGard Public Sector (formerly HTE) The respondent should include the following minimum information for each reference:
Name of Company
Contact Individual and Telephone Number
Date Service was purchased by Reference
12 11.5 Hardware Requirements Checklist:
11.5.1 Proposals shall include a hardware requirements list for recommended server and scanning workstation equipment. Vendor proposal may include option for providing all necessary equipment or hardware in a separate section of the proposal. The City will make any hardware purchases consistent with the quotation and bid requirements of the State of Alabama Bid Law.
11.6 Software Requirements Checklist:
11.6.1 Proposer shall include an itemized listing of all application software. Include software licensing costs if applicable. If the proposed solution requires additional software from HTE and/or programming to integrate, include those cost here.
11.7 Cost Summary:
11.7.1 Proposals shall include an itemized listing of all application software. Include third-party software-licensing costs if applicable.
11.7.2 The Vendor must warrant the cost proposal will remain in effect for a period of 45 days, unless otherwise specified.
11.7.3 The Vendor is required also to identify any items that are offered as options and not included as part of the proposal. As a separate cost list, please estimate any ongoing operational costs apart from maintenance.
11.7.4 The City reserves the right to buy all or part of the Vendor's offering.
11.8 Cost Requirements:
Please include a detailed cost breakdown of the proposed system broken down in the following categories:
11.8.1 Software Configuration
Itemize the application software breakdown. Include software-licensing costs if applicable.
11.8.2 Hardware Configuration
Itemize any Vendor provided hardware costs. If specialty hardware is required for some of the applications it must be proposed or specified in such detail that the city may obtain a cost proposal or bid from competitive vendors as required by state law.
11.8.3 Services
Itemize costs for scanning services, project management, hardware maintenance, software maintenance and training.
11.8.4 Installation
13 Itemize cost of installation, specialty cabling, etc.
11.8.5 Also include a total project cost.
11.9 Workstation Software Requirement:
11.9.1 The workstation software provided shall:
• Be capable of running on existing City network • Provide a Graphical User Interface (GUI) • Provide security to the group and file levels • Be capable of running concurrently with other windows applications (i.e. MS Office)
11.10 Support Requirements Technical Support: The vendor must provide telephone support for staff during normal business hours, (8:00 AM to 5:00 PM, CST) The Vendor must provide online support via E-mail, for questions and answers regarding application issues.
11.11 Training: The Vendor must have the capability for on-site training.
11.12 Exceptions to RFP or Contract:
11.12.1 The purpose of this RFP for the City of Opelika is to obtain services as specified in and anticipated by this RFP, VARIATIONS FROM THE SPECIFICATIONS MUST BE NOTED BY A PROPOSER IN ITS RESPONSE PROPOSAL. ABSENCE OF NOTED VARIATIONS WILL BE INTERPRETED TO MEAN THE PROPOSAL AS SUBMITTED IS IN EXACT ACCORDANCE WITH THE RFP SPECIFICATIONS, CONDITIONS, TERMS, AND PROVISIONS.
11.12.2 Detail in your proposal any EXCEPTIONS your company may have regarding this RFP or the contract to be awarded pursuant to the RFP and explain why the exceptions should apply.
11.12.3 Approval of variations offered by a proposer remains with the City and in all cases the City's decision is final. In the event a variation is not accepted by the City the proposer may be allowed to offer services in lieu of the variation which meet the specifications, conditions, terms, and requirements of this RFP.
11.13 Additional Information: At your option, provide in your proposal any contractual language, terms, conditions, considerations, or contingencies your company would request or require to be in the contract between the City and the selected proposer, should your company be awarded the contract.
Approval of such language, terms, conditions, considerations, or contingencies offered by a proposer remains with the City and in all cases the City's decision is final.
14 PROPOSAL FORM ENTERPRISE CONTENT MANAGEMENT AND RETENTION SYSTEM BID #B08-032
The undersigned declares that before preparing their proposal, they read carefully the specifications and requirements for Bidders and that their proposal is made with full knowledge of the kind, quality and quantity of services and equipment to be furnished, and their said proposal is as stated on these pages. The undersigned offers and agrees, if this proposal is accepted within FORTY-FIVE (45) calendar days from date of opening, to furnish any or all of the items upon which prices are offered at the price set opposite each item, delivered at the designated point(s) within the time specified.
Item Description Price
1. Enterprise Content Management and Retention System $______(Attach a detailed breakdown)
2. Installation Services $______(Attach a detailed breakdown)
3. Conversion Services $______(Attach a detailed breakdown)
4. Three (3) year Maintenance $______(paid annually, to commence 1 Oct 2008 and end 30 Sep 2011)
Total Proposal $______
Delivery Information: Delivery shall be made within _____ calendar days after receipt of purchase order.
Discounts will be allowed for prompt payment _____percent, 10 calendar days _____percent, 15 calendar days _____percent, 20 calendar days _____percent, 30 calendar days _____Net 30
COMPANY SUBMITTING PROPOSAL ______
ADDRESS ______
CITY, STATE, ZIP CODE ______
______SIGNATURE OF PERSON AUTHORIZED TO SIGN PROPOSALS
TYPED NAME AND TITLE OF SIGNER:
TELEPHONE NUMBER: FAX NUMBER:
FEDERAL I.D. NUMBER: E-MAIL ADDRESS:
DATE:
WEB SITE ADDRESS______
15 ANTI-COLLUSION STATEMENT
THE BELOW SIGNED QUOTER HAS NOT DIVULGED TO, DISCUSSED OR COMPARED HIS QUOTE WITH OTHER QUOTERS AND HAS NOT COLLUDED WITH ANY OTHER QUOTER OR PARTIES TO A QUOTE WHATSOEVER. NOTE: NO PREMIUMS, REBATES OR GRATUITIES TO ANY EMPLOYEE ARE PERMITTED WITH, PRIOR TO, OR AFTER ANY DELIVERY OF MATERIALS. ANY SUCH VIOLATION WILL RESULT IN THE CANCELLATION AND/OR RETURN OF MATERIAL (AS APPLICABLE) AND THE REMOVAL FROM THE MASTER BIDDERS LIST.
FIRM NAME
BY (PRINTED)
BY (SIGNATURE)
TITLE
ADDRESS
16 ENTERPRISE CONTENT MANAGEMENT AND RETENTION SYSTEM BID #B08-032
STATEMENT OF NO BID/PROPOSAL
NOTE: If you DO NOT intend to bid on this commodity or service, please complete and Return this form immediately. Your response will assist us in evaluating all responses for this important project and to improve our bid solicitation process.
The Purchasing Division of the City of Opelika wishes to keep its bid list file up-to-date. If, for any reason you cannot supply the commodity/service noted in this bid/proposal solicitation, this form must be completed and returned to remain on the particular bid list for future projects of this type.
If you do not respond to this inquiry within the time set for the proposal opening date and time noted, we would assume that you can no longer supply this commodity/service, and your name will be removed from this commodity/service list.
_____ Specifications too “tight” i.e. geared toward one brand or manufacturer only
_____ Specifications are unclear (explain below)
_____ We are unable to meet specifications
_____ Insufficient time to respond to the Request for Proposal
_____ Our schedule would not permit us to perform
_____ We are unable to meet bond requirements
_____ We are unable to meet insurance requirements
_____ We do not offer this product or service
_____ Remove us from your bidders list for this commodity or service
_____ Other (specify below)
REMARKS
SIGNED: NAME: (Type or Print) TITLE: DATE:
FIRM NAME:
PHONE: FAX:
ADDRESS: (Street address) (City) (State) (Zip)
17