City of Hoover, Alabama Point of Sale System and Accessories (Software-as-a- Service Model) Invitation to Bid #19-010 City of Hoover Purchasing Department 3/15/2019 City of Hoover, Alabama Invitation to Bid #19-010 Point of Sale System and Accessories (Software-as-a-Service Model) TABLE OF CONTENTS Section Page I. GENERAL INFORMATION AND BACKGROUND..................................................................... 2 II. BID INSTRUCTIONS AND BID REQUIREMENTS ................................................................... 4 III. GENERAL TERMS AND CONDITIONS OF THE CONTRACT .......................................... 13 IV. SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 19 V. SUBMITTAL CHECKLIST FORM ............................................................................................... 28 VI. PRICE PROPOSAL FORM ........................................................................................................ 29 VII. SPECIFICATIONS COMPLIANCE FORM .............................................................................. 30 X. BID/PROPOSAL SUBMITTAL AGREEMENT ......................................................................... 31 XI. STANDARD BID BOND AND CONTRACT FORMS ........................................................... 32 Page 1 City of Hoover, Alabama Invitation to Bid #19-010 Point of Sale System and Accessories (Software-as-a-Service Model) I. GENERAL INFORMATION AND BACKGROUND A. SUMMARY The City of Hoover, Alabama, is requesting bids for a turnkey integrated, robust, scalable, and user-friendly Point of Sale (POS) System. B. OBJECTIVES The City is seeking to partner with an experienced Point of Sale System provider that offers a proven “Software-as-a-Service” (SaaS) internet-based design model. The POS system is to be used in concessions, retail, and food & beverage operations at the City’s Hoover Met Complex. The Bidder must demonstrate experience and success in providing secure and convenient SaaS Point of Sale operations in a growing, high-paced environment. C. THE CITY The City of Hoover is located in southern Jefferson and northern Shelby Counties in North Central Alabama. It is the largest suburb of the Birmingham-Hoover Metropolitan Area, and is the sixth largest city in the state with a population of more than 83,000. The city was incorporated just over 50 years ago. The City boasts a robust retail economy, and is home to the Riverchase Galleria, with over 1.5 million square feet of retail floor area. The City is home to one of the best school systems in Alabama, as well as planned residential communities and neighborhoods. Office parks are prevalent along the following high traffic corridors: US Highway 31, US Highway 280 and Interstate 459. Major private employers in the city include Blue Cross and Blue Shield of Alabama (corporate headquarters), Regions Financial Corporation (operations center) and AT&T (data center), as well as numerous technology and professional services firms. D. THE VENUE The Hoover Metropolitan Complex, located in Hoover, Alabama, consists of the facilities listed below: 1. Hoover Metropolitan Stadium (Opened in 1988) The Hoover Metropolitan Stadium opened on April 18, 1988. The Hoover Met is currently home to the Southeastern Conference Baseball Tournament, the premiere college baseball tournament in the country. Hoover High School football games and area college baseball games are held at the Hoover Met as well as banquet room events throughout the year. 2. The Finley Center (Opened in 2017) The Finley Center is a 155,000 square foot indoor event center capable of hosting large sports tournaments, trade shows, banquets and a myriad of other indoor event opportunities. The facility will have 82,000 square feet of clear span space which makes it conducive for trade shows, consumer shows, banquets, special events, and sporting events. Over 72,000 square feet of wood flooring within the Finley Center accommodates simultaneous tournament play on up to eleven regulation- sized basketball courts or simultaneous tournament play on up to seventeen Page 2 City of Hoover, Alabama Invitation to Bid #19-010 Point of Sale System and Accessories (Software-as-a-Service Model) regulation-sized volleyball courts. The facility will also feature a number of local sports leagues that will play primarily on weekdays. Other Features of the Finley Center include: • Walking Track • Food Court • Flexible Meeting Rooms • Locker Rooms • Climbing Wall Attraction • Trade show space for up to 300 booths • Banquet seating for up to 2,400 guests • Theatre seating for 5,000 guests • Sports Performance Facility (planned future) 3. Outdoor Recreational Fields and Tennis Courts (Opened in 2018-2019) The outdoor recreational fields and tennis courts opened in early 2019 to host many local, regional and national tournaments and events. Community leagues will also play during the week on these fields and courts. Other Features of the Outdoor Recreational Area: • Five (5) NCAA regulation-size soccer/football/lacrosse fields • Five (5) NCAA regulation-size baseball/softball fields • Sixteen (16) Tennis Courts • Tennis Pro Shop • Inclusive Playground • Splash Pad 4. The Hoover RV Park (Renovated and Expanded in 2017) Includes 172 Recreational Vehicle spaces and enhanced amenities. 5. The Parking Lot The parking lots adjacent to the Finley Center, Hoover Met, and outdoor recreational fields/courts have been expanded to accommodate approximately 5,000 vehicles. E. MANAGEMENT AND OPERATIONS AT THE VENUE The Hoover Met Complex is managed and operated by Sports Facilities Management (SFM) on behalf of the City of Hoover and the Hoover Parks and Recreation Board. SFM is a national leader in the management and operation of sporting facilities and was hired in August of 2016 to market, manage, and operate the Hoover Met Complex for the City Hoover and the Hoover Parks and Recreation Board. SFM has participated in the development of these specifications, will participate in the evaluation of bids, and will provide day-to-day oversight and operation of this Point-of-Sale system. End of General Information and Background Section Page 3 City of Hoover, Alabama Invitation to Bid #19-010 Point of Sale System and Accessories (Software-as-a-Service Model) II. BID INSTRUCTIONS AND BID REQUIREMENTS A. KEY EVENTS, DATES, AND TIMES FOR THIS BID EVENT DATE/TIME Bid Posting Date 3/15/2019 Pre-Bid Conference None - Not Applicable Deadline for Bidders to Submit Questions 3/22/2019 @ 5:00 pm CT Answers to Bidder Questions Posted on City Website 3/25/2019 @ 5:00 pm CT Bid Submittals Due 3/27/2019 @ 10:00 am CT Vendor Presentations None - Not Applicable Estimated Date of Award 4/1/2019 Deadline for Substantial Completion of System 5/17/2019 Deadline for Testing Acceptance of System 5/19/2019 B. PREPARATION OF BIDS 1. Bid Form a. Bids must be submitted on the Bid Form as contained in the bid documents. All bidders must use the enclosed Bid Proposal Forms and Agreements (or copies thereof) to submit their Proposal. No alternate or substitute pricing forms will be accepted. b. All information requested of the bidder on the Bid Form must be filled in. The form must be completed by typewriter or hand-printed in ink. c. All bid items requested in the Bid Form, including alternate bid prices and unit prices for separate items of the Work, must be bid. If a gross sum of bid items is requested in the Bid Form, the gross sum shall be provided by the bidder. d. The Bid Form shall be properly signed by the bidder. If the bidder is: i. an individual, that individual or his or her “authorized representative” must sign the Bid Form; ii. a partnership, the Bid Form must be signed by one of the partners or an “authorized representative” of the Partnership; iii. a corporation, the president, vice-president, secretary, or “authorized representative” of the corporation shall sign and affix the corporate seal to the Bid Form. 2. As used in these Instructions to Bidders, “authorized representative” is defined as a person to whom the bidder has granted written authority to conduct business in the bidder’s behalf by signing and/or modifying the bid. Such written authority shall be signed by the bidder (the individual proprietor, or a member of the Partnership, or an officer of the Corporation) and shall be attached to the Bid Form. 3. Interlineations, alterations or erasures on the Bid Form must be initialed by the bidder or its “authorized representative”. 4. TAX EXEMPT PRICING Bid proposal prices must not include state or local sales taxes or federal excise tax. The City is exempt for such taxes and will provide documentation of such exemption upon request. Page 4 City of Hoover, Alabama Invitation to Bid #19-010 Point of Sale System and Accessories (Software-as-a-Service Model) C. SUBMITTAL AND DELIVERY OF BIDS/PROPOSALS 1. Bids will be received until the time set, and at the location designated, in the Advertisement for Bids unless notice is given of postponement. No bid will be accepted or considered which has not been received prior to the time set for opening bids. 2. All bid responses, technical information and any other attachments furnished to The City of Hoover in response to this bid solicitation must be submitted as follows: a. One original bid and attachments in writing (paper format) with original signature b. One electronic copy of the entire bid response in a digital pdf file format. Bidders who fail to follow this format may be disqualified from the evaluation