City of BaltimoreDepartment of Finance

Bureau of Purchases

Request for Proposalsfor

Point of Sale (Cashiering) System

Solicitation Number: B50005181

Due Date: December 6, 2017 at 11:00 A.M.

Any questions concerning this solicitation should be directed immediately to the buyer named below.

Debbie E. Jackson, MBA, CPSM, CPSDProcurement Specialist IIDepartment of Finance, Bureau of Purchases231 E. Baltimore Street – Suite 300Baltimore, MD 21202Phone: (410) 396-1855Fax: (410) 396-1822Email : Any potential Offeror having questions regarding any part of this solicitation must submit them using Q&A feature in CitiBuy.

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Important Notice to VendorsRegarding Registration as a Requirement for

Proposing

Anyone wishing to submit a bid or proposal must first be on the of-ficial bidder list for this solicitation. This is to ensure that bidders receive all subsequent information and addenda related to this so-licitation.

To be added to the bidder list you must be registered in CitiBuy and then download the solicitation.

To register go to www.baltimorecitibuy.org and click on the “Reg-ister” link above the log in box.

Bids / Proposals submitted by vendors who are not on the official bidder list will be returned as non-responsive.

2

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Solicitation

Sealed proposals submitted in accordance with the instructions contained in the Submission Instructions and addressed to the

Board of Estimates

for furnishing and delivering products or services as described herein and summarized in the table below

will be received in the

Board of Estimates c/o Office of the City ComptrollerRoom 204, City Hall, 100 North Holliday Street

Baltimore, Maryland 21202

and will be publicly opened by the Board of Estimates on the date and at the times indicated below.

Late submissions will not be accepted.

MINORITY PARTICIPATION REQUIREMENT

NONE REQUIRED

BID BOND NONE REQUIRED

PERFORMANCE BOND

NONE REQUIRED

PRE-PROPOSAL MEETING DATE &

TIMEIn accordance with Section SW10

DUE DATE & TIME Wednesday December 6, 2017 at 11:00 A.M. local time.

PUBLIC OPENING DATE & TIME

Wednesday December 6, 2017 at 12 Noon local time.

_____________________________________ _____________________________________ Approved For Legal Sufficiency Erin Sher Smyth, Esq. CPPO Assistant City Solicitor City Purchasing Agent

3

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Statement of Work(NOTE: Where this section differs from the General Conditions, this section shall prevail.)

SW1. SCOPE OF WORK:A. The purpose of this solicitation is to procure the best value for the City of Baltimore

(City) in accordance with specifications and documents contained herein for acquiring Point of Sale (Cashiering) System for the Bureau of Revenue Collections as further described in the Detailed Specifications section of this solicitation.

B. The Contractor shall provide and pay for all labor, materials, vehicles, parts, equipment, delivery, travel, lodging, employee payroll and benefits, and all other supplies and services necessary for and reasonably incidental to furnishing the products or services specified herein, except where otherwise specified as being the responsibility of the City.

C. This is a requirements type contract. Goods or services will be ordered on an as-needed basis over time.

D. Refer to the Detailed Specifications section of this solicitation for product/service requirements and details.

E. Also be certain to download any Attachment(s), or addenda as posted on CitiBuy, which must be taken and considered together with this solicitation, and which are considered a part hereof, the same as if specifically written herein. To ignore or overlook the attachment(s) may result in rejection of the bid submission.

SW2. TERM OF AGREEMENT:

A. Effective Date. Upon approval of the City Board of Estimates, the initial term of this contract shall begin on the specific date directed by the City Board of Estimates or, in the absence of a specific date, on the date the Board approved the award.

B. Expiration Date. The term of this contract shall expire on the specific date directed by the City Board of Estimates or, in the absence of a specific date, five (5) years from the date the City approves acceptance of the installation, implementation, and testing.

C. Renewals: The Contract shall contain an option to renew on the same terms and conditions for two additional two-year terms at the sole discretion of the City.

D. The City reserves the right to enter into additional contracts near the date of expiration to ensure continuity of service provided to the City. Purchase orders may overlap by as much as six months.

SW3. METHOD OF AWARD: A. Award, if made, will be made to the responsive and responsible Proposer meeting the

specifications, terms and conditions and that receives the highest combined evaluation score for Technical Scoring and Price Scoring, as determined by the Evaluation Committee (Committee) and approved by the Board of Estimates.

B. Technical Scoring: The Committee will evaluate and score all of the "Technical Response" criteria which are contained in Section "DS2, DS3, DS4, DS5" and pages 19 thru 26 (Exhibit B) which has a combined numerical value of 700 points a nd which is seventy ( 70%) percent of the total available points. A minimum score of 490 points is required in order to advance to the next round, which is price scoring.

4

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

C. Evaluation Factor for Proposals Demonstrating an Economic Benefit to the City 1. Pursuant to Board of Estimates Resolution for an Economic Benefits Evaluation Fac-

tor in Requests for Proposals, approved by the Board on October 28, 2015, an economic benefit evaluation factor is being incorporated in this solicitation as part of the evaluation of proposals and included in the Method of Award. Up to 10 percent of the total allocable technical points may be awarded to a proposer who is able to demonstrate in their proposal how their awarded contract will benefit the City economy. Please see the Method of Award to determine the spe-cific weight assigned to the Economic Benefits Evaluation Factor in this solicitation. Bidders should clearly mark the section of their technical proposal with information intended to describe the offered economic benefits, for ease of review, but should not, in any way, reference the value or contents of their price proposal.

2. Failure to submit a proposal demonstrating an economic benefit to the City will not cause the proposer to be deemed non-responsive to this solicitation. Bidders are encouraged to be creative in their responses.

3. The economic-benefits evaluation factor may include such elements as:

a) The bidder’s intended procurements from City subcontractors, suppliers, and joint venture partners in the performance of the contract;

b) The number of jobs generated for City residents, number of current jobs filled by City residents, and the dollar value of those jobs. The types and the value of the jobs to the City’s economy may be considered, as well as the potential for long-term, as opposed to temporary, employment;

c) Tax revenues generated to City, including but not limited to real property tax and income tax;

d) The amount or percentage of subcontract dollars placed with City small busi-nesses and City minority or women’s business enterprises that have been certified by the Minority and Women’s Business Opportunity Office.

e) Whether or not the bidder has a small, veteran, minority, or women-owned busi-ness inclusion or mentoring program;

f) For multi-year contracts, the bidder’s commitment to mentor City small, veteran, minority, or women-owned businesses; and

g) The bidder’s commitment to participate in programs supporting City children or youth, including but not limited to the Youth Works and Hire One Youth pro-grams.

h) The bidder’s commitment to provide benefits to its employees residing in the City, including but not limited to onsite affordable child care, paid parental leave for the birth or adoption of a child, and employer support of breast-feeding choices of employees, in excess of any requirements of the Fair Labor Standards Act.

i) The bidder’s intended procurements from other subcontractors, suppliers and joint venture partners with a principal place of business in the City, in the performance of the contract.

5

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

j) Usage of locally produced goods in the performance of the contract, if sufficient evidence is submitted, such as any third-party certification that is part of a certifi-cation program for origin of goods, or other verifiable evidence.

4. At least half of the allocable technical points will be assigned to factors listed in sec-tions a) through d) above. The proposed economic benefit must be an enforceable commitment that is included in the final contract.

5. The following do not generally constitute economic benefits that will be considered for awarding of technical points:

a) Generic statements that the City will benefit from the Offerors superior per-formance under the Contract;

b) Descriptions of the number of Offeror employees located in the City other than those that will be performing work under this Contract; or

c) Tax revenues from City based employees or locations, other than those that will be performing, or used to perform, work under this Contract.

d) For the full duration of the Contract, including any renewal period, or until the commitment is satisfied, the Contractor shall provide to the Procurement Officer or other designated agency personnel reports of the actual attainment of each benefit listed in response to this section. These benefit attainment re-ports shall be provided quarterly, unless elsewhere in these specifications a different reporting frequency is stated.

D. Technical Scoring will be as follows (scored):

1. Paragraph DS2 – Detailed Expectations

2. Paragraph DS3 – Required Submittals

3. Paragraph DS4 – Technical Requirements

4. Paragraph DS5 – Required ‘CD’

5. Paragraph SW3.C – Economic Benefit to the City

E. Price Scoring will be as follows (scored):

1. The Committee will determine if the price is considered fair and reasonable.

2. Price scoring will have a numerical value of 300 points.

3. Price points are calculated/apportioned by the following formula:

“Lowest Price (/) Each Higher Price (X) 100 (=) Points Earned”

4. Price shall not be the sole factor in determining the award.

F. Points earned for Price will be added to the earned Technical Points for a combined total score.

G. MBE/WBE, if applicable, will only be evaluated for compliance, is a Minimum Requirement, and has no numerical value.

H. The City of Baltimore requires all Vendors to have an approved authorized procurement document (i.e.: Purchase Order, Term Contract, Blanket Purchase Order, Purchase Agreement & etc.) in possession prior to providing and delivering any goods or services. Entering into contracts and agreements "verbally" is prohibited. Any vendor who delivers goods and/or

6

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

performs services to the City without an approved authorized procurement instrument does so entirely at its own risk, and faces the possibility of not being paid.

I. Following award, the awardee shall execute other contract closing documents such as an ‘Agreement’, and provide a current valid, ‘Certificate of Insurance’, etc., as required, and in accordance with Section GC2.C.

SW4. BID RESPONSIVENESS & RESPONSIBILITY:

A. A Bidder is considered ‘Responsive’ if it has conformed and complied in all material aspects with all instructions herein, including form and substance, and has prepared, signed, assembled and submitted all documents, forms and other information required herein in the prescribed format (including electronic response if required). Any proposal found to be non-responsive may be recommended for rejection and not given further consideration for possible award. Basic Responsiveness has no numerical scoring value. See the instructions, forms and checklist in Section B – Bid Documents, below.

B. A Bidder is considered ‘Responsible’ if it has the experience, and the capability, integrity and commitment to provide all resources, including financial and technical, necessary for the complete and proper performance of the work specified herein, in accordance with all of the terms and conditions, as will be determined by the City.

C. Bidders are instructed to adhere to and follow all instructions in the Submission Instructions in Pt. 2 (separately attached).

SW5. ADDITIONAL AWARD CONSIDERATIONS:

A. Shortlist – The Committee may, at its sole discretion and as a part of the evaluation process; determine to shortlist submitted responsive Proposers to no more than three (3) Proposers for further evaluation for award; however, the City is not obligated to do so.

B. Presentation

1. The Committee may, at its sole discretion and as part of the evaluation process; request Proposer(s) to come in and make a presentation, however, the Committee is not obligated to do so.

2. The Proposer cannot use the presentation to change any portion of its proposal submission package, nor is this to be considered a negotiation session.

3. The Committee will not discuss or disclose other Proposer’s submittals, but rather, will limit any subsequent discussion to that of the Proposer making the presentation.

4. If requested, the Proposer will be notified as to where and when to appear.

5. Presentation may be combined with negotiation if deemed appropriate at the Evaluation Committee’s sole discretion.

6. Committee members reserve the right to amend their individual technical evaluation scores if deemed necessary after the presentation.

C. Negotiation

1. This solicitation will result in the submission of “Proposals” (not “Bids”), and the evaluation and award process will be based on overall Responsiveness, Technical and Fee Scoring, as indicated above, not just fee schedule.

7

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

2. Therefore, the Committee may, at its sole discretion and as part of the evaluation process, enter into negotiations with Proposers that received sufficiently high and acceptable overall proposal evaluation Scores that make them eligible for possible award, and to invite “best and final offers” as deemed to be in the best interest of the City.

3. However, the Committee is not obligated to negotiate, and may make award based on either the initial evaluation or negotiated “best and final offers” as determined by and at the Committee’s sole discretion as being in the City’s best interest.

4. Proposers are strongly advised to not prepare their proposal on any assumption, understanding or hope that negotiations will take place. It is the City’s initial desire and intent to avoid negotiation if possible. Proposers are advised to respond fully at the time of proposal submission. To do otherwise risk having your proposal rejected!

D. Proposer Qualifications and Capacity:

1. The City may make such investigations as it deems necessary to determine the ability and responsiveness of the proposer to perform the work required by this solicitation, and the proposer shall furnish to the City all such information requested for this purpose.

a) However, failure by the City to discover, or even attempt to discover, any inability of the proposer shall in no way excuse poor/non-performance by the contractor, nor shall it diminish the City's right to find the contractor in breach of the contract due to poor/non-performance.

b) As specified elsewhere herein under Section GC32.

2. The City reserves the right, at its sole discretion, to contact all references offered by the proposer with no further permission from the proposer, and to follow-up on other reference leads generated.

3. The Board of Estimates for the City reserves the right to reject the offer of any proposer that the City determines is not qualified or desirable due to information discovered as a result of the bidding and evaluation process, or by some other credible source or method other than through the evaluation criteria set forth herein, or if the City determines that a conflict of interest exists.

4. The City reserves the right to reject the offer of any proposer that has a significant outstanding debt to the City.

5. The City reserves the right to reject all proposals and to cancel this Solicitation requirement, or to revise the detailed specifications and issue an addenda or a new solicitation if the City determines at its sole discretion that for any reason, rejection, amending, cancellation, or re-solicitation is in the City's best interest.

SW6. PRICING:

A. Refer to the Bid Price Sheet in Section B.

B. Each proposer shall include unit and/or extended bid prices on the bid page(s) as required thereon.

C. All unit prices shall remain firm and fixed for the full term of the contract, including re-newals thereto, unless an escalation or adjustment clause is included herein. Refer to paragraph entitled “Price Escalation”.

D. Delivery costs shall be included in all bid pricing.

8

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

E. No other costs such as fuel charges, material fees or miscellaneous charges may be added.

F. Cash Discount:

1. Any Cash Delivery/Payment Discount, such as 2%-20 Net 30, will be applied at the time of payment.

2. Cash Discount(s) offered will only be used for breaking a tie bid. Minimum terms will be Net 30.

G. All of the quantities and/or dollar estimates stated herein and/or on the Bid Price Sheet(s) are quantities only for the sole purpose of equal competitive bidding, evaluation and award, and are in no way, either expressly or implied, to be considered as guaranteed amounts..

H. These unit prices shall cover the cost of all tools, labor, loading and unloading transportation, demurrage, delivery, material, as well as all royalties for patents, patented articles, materials, appliances, processes, compositions, combinations, technical on-site consultation, if necessary, special equipment/services, demurrage costs, means, and things used in connection with providing the requested products/services to City Agencies under this contract.

I. The City will pay, and the Contractor shall accept, the applicable unit and/or total price stipulated in the specifications and bid sheet attached hereto as full compensation for furnishing and delivering the product(s)/service(s).

J. A blanket purchase order and/or order release(s) will be issued by the City, against which, the City will place orders from time to time as requirements develop.

K. In the event of a discrepancy between a unit price(s), and/or the total prices, the unit prices shall prevail, and the total prices will be adjusted accordingly.

L. All proposal submissions, including bid prices, shall remain fixed and good for a period of not less than 120 days following the proposal opening

SW7. PAYMENT SCHEDULE:

A. Payment of invoices as indicated:

1. The City shall make payment upon completion and acceptance with receipt of an acceptable invoice for each ‘milestone’ as per Proposal submittal. A 10% retainage fee shall be withheld from each “milestone” payment. The retainage fee shall be paid upon 90 days after written notification by the City of implementation, testing and acceptance of all systems.

2. Upon implementation, testing and acceptance by the City, the City shall make monthly payments with receipt of an acceptable invoice for ongoing licenses, hosting, maintenance and support.

3. Refer to the Detailed Specifications, Section DS3.J

B. A master blanket purchase order will be issued by the City, against which the City will place orders and make payments from time to time as requirements develop. You will receive your master blanket purchase order by email, from CitiBuy (the City’s online system). This provision adds to the terms and conditions of the General Condition of Bid, Proposal and Contract (See Pt. 2).

9

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

C. Vendors must have a release purchase order from a blanket purchase order, in hand prior to accepting orders.  The City does not issue verbal purchase orders. Any vendor who performs services without an approved authorized procurement instrument does so entirely at its own risk and faces the probability of having payment delayed or denied.

D. To submit an invoice to the City for goods or services that your company has provided, follow these guidelines to ensure timely payment.

1. Submit the invoice to either of the following:

a) Mail the invoice to: Bureau of Accounting & Payroll Services 401 E. Fayette Street, 5th Floor Baltimore, MD 21202

b) E-mail the invoice to: City-Payables@baltimorecity.gov (Email Link)

2. Place the Purchase Order (PO) number on the invoice. Master Blanket contract PO’s begin with the letter P followed by six numbers, a colon, and a release number (e.g. P123456:123).

E. Provide the receiving City Agency’s Name and Address on the PO for the goods or services provided on the invoice (example: Department of Transportation or Department of Public Works).

F. Ensure that the information on the PO matches the information on the invoice including, but not limited to, prices or quantities of goods provided to the City.

G. The Contractor shall prepare and submit a separate invoice for each product shipment or service provided.  Refer also to Section ’Detailed Specifications’ for additional job ticket and invoice instructions.  Each invoice shall include as a minimum:

1. The contract and purchase order numbers;

2. The delivery location;

3. The itemized unit price as provided in the bid sheet;

4. If design services were provided, the name & title of person(s)  that performed the service, the number of hours, and the hourly rate per the price sheets for each person or service as described herein;

5. Total combined cost of all items and services provided;

6. Signature and date.

H. If a contractor must pay to the City, any payment(s) to the Mayor and City Council or any of its Departments, Agencies, Boards or Commissions due under the terms of this agreement shall be made to “Director of Finance” and be mailed or delivered to:

Director of Finance, Collections DivisionRoom One, Abel Wolman Municipal Building200 N. Holiday StreetBaltimore, MD  21202

Wiring instructions may be obtained from the Bureau of Treasury Management at 410-396-3744 or 3745.

10

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

SW8. PRICE ESCALATION:

A. Bid Price escalation/adjustment requests, if submitted, must be received by the City not more than ninety (90) or less than sixty (60) days prior to the end of the first term of the contract, and any subsequent one-year contract term thereafter.

B. Contractor shall show, with adequate supporting documentation as determined by City, that the requested increase is general in scope, and not specific to the City.

C. The City may accept or reject any unit price adjustment request either in whole or in part. The acceptance or rejection shall be in writing prior to any price adjustment taking effect.

D. If the City rejects the contractor’s price adjustment request, the contractor may first appeal to the City Purchasing Agent and, if unsuccessful, either continue the contract under existing pricing or request that the City terminate the contract and reissue a solicitation, but shall not, on its own, terminate or discontinue providing the product or service until approved by the City.

E. Prices for the first contract term shall remain firm and will not be covered by this provision.

F. The contractor may request a unit price escalation/adjustment increase or decrease, but only for the renewal terms.

G. New prices accepted by the City shall remain firm for the next term.

H. If this solicitation includes the Living Wage Requirement, any price adjustment request under this Section shall supersede any request for a price increase as stated in the Living Wage Requirement. The Contractor shall only receive one potential price increase per year as per the terms of this solicitation.

SW9. SUBCONTRACTING:

A. Services specified in this solicitation that are ordered from any specific contractor must be provided by that contractor (i.e., the awarded vendor), not by subcontractors. Awardees/Contractors shall not subcontract unless they have prior written approval from the City.

B. Refer also to Sections GC25 and GC44.

SW10. PRE-PROPOSAL CONFERENCE:

A. There will be a non-mandatory Pre-Proposal Conference.

1. Date: 11/2/17

2. Time: 1:30 P.M.

3. Place / address: Bureau of Revenue Collections200 Holliday Street, Room 7Baltimore, MD 21202

B. Please restrict your firm’s team to not more than two individuals.

C. Please advise the Buyer (Debbie E. Jackson, debbie.jackson@baltimorecity.gov), as early as possible in advance of the meeting, of your intent to attend and the number of individuals that your firm will send. This will enable City staff to reserve adequate meeting space.

11

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

D. Proposers are advised to arrive on-time and take notes as they deem appropriate. The City will not make notes or minutes available.

E. Failure to attend will in no way relieve the Proposer from fulfilling any/all of the requirements, terms and conditions of the solicitation/contract.

F. The City is under no obligation to inform and/or report the results of the conference (eg: notes, minutes, etc.) to any Proposer attending or not attending the conference or arriving late, nor will the City provide such documentation. Proposers are advised to attend, to arrive on time and to take notes as they deem appropriate.

G. It is requested that any and all questions known in advance, or requests to reconsider any of the terms, conditions, and specifications contained herein, be directed via e-mail to the Buyer noted on the front cover, to give the City an adequate opportunity to review the solicitation document and prepare a response to your questions. To the extent possible, all questions received in advance will be answered at the Pre-Proposal Conference.

H. Verbal and written communications (except written addenda duly issued by the City) by any person(s) at the pre-proposal conference, or at any other time or place, will have no effect on nor otherwise change any term, condition or specification contained herein. Only written addenda duly issued by the City are recognized as amendments to this solicitation.

I. If there is a need for sign language interpretation and/or other special accommodations, it is requested that at least five (5) days advance notice be provided

SW11. POINT OF CONTACT & QUESTIONS:

A. During the proposing process, any potential proposer having questions regarding any part of this solicitation and/or Attachments or Addenda shall submit them in writing, only through Q&A feature in CitiBuy to the Buyer as also indicated on the front cover of this solicitation. The City will only respond to questions submitted through the Q&A feature in CitiBuy, whereby, all questions and answers will be posted.

B. During the evaluation and award process, proposers are hereby instructed to communicate only with the Buyer indicated on the front cover of this solicitation.

C. To do otherwise risks you getting misinformation from other sources or not getting necessary critical or corrective information as may be duly issued by addenda. Therefore, all communications shall go only through the named Buyer

D. Each Proposer submitting questions shall clearly address each question by reference to a specific section, page and item of this solicitation.

E. Any questions submitted within ten (10) days of the Proposal Opening Date may not necessarily be answered.

F. Any information resulting from questions that causes a change in the solicitation will be posted on CitiBuy as an Addendum.

G. Following award, the contract will be maintained with an agency(s) representative(s), to be determined, for all day-to-day operational issues.

H. Any subsequent issue that will result in a change to or renewal of the contract shall be communicated through the Buyer and approved in writing by the City Purchasing Agent and/or the City Board of Estimates before the change or renewal takes effect.

SW12. BID BOND / GUARANTEE: NONE REQUIRED.

12

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

SW13. PERFORMANCE GUARANTEE: NONE REQUIRED.

SW14. INSURANCE REQUIREMENTS:

A. The following coverage(s) shall be provided:

1. Commercial General Liability at $15,000,000 per Occurrence; $15,000,000 Aggregate to include but not limited to Cyber Liability, Data Breach, Data Loss and system damage, Notification Expense, P/R and Crisis Management, Content Liability and Regulatory Investigation expense.

2. Errors and Omissions including Technology Errors and Omissions $15,000,000.3. Worker’s Compensation, Minimum Statutory Requirement.  4. Fidelity and Forgery at $15,000,000.  The Mayor and City Council of Baltimore to be

named as Loss Payee.B. The Contractor agrees by entering into this agreement to a Waiver of Sub-rogation in favor

of the City for each required policy herein.  C. This amends, but does not replace, Section GC23.D. The above reference stated coverages limits SW14.A thru SW14.C may stipulate for some

negotiation with the selected contract awardee.

SW15. CONTRACTOR RESPONSIBILITIES:A. To provide and deliver all products and/or services specified herein and as requested by the

City in accordance with the Detailed Specifications.

B. To comply with all of the terms and conditions contained within this solicitation and all other relevant documents.

C. To provide the name and contact numbers for the person/s who will oversee the service as required herein, and also an alternate person to ensure the needs of Baltimore City Agencies are met in a timely manner.

D. To obtain a Release Purchase Order issued by the Bureau of Purchases prior to supplying and delivering each order.

SW16. OMISSIONS & ERRORS:

A. Rectification of any errors and inclusion of any omissions within this solicitation document that would preclude the proper functions of the products/services specified herein, and as intended by the City, shall be the responsibility of the vendor.

B. Such omissions and errors shall immediately be brought to the attention of the Buyer noted on the cover of this solicitation, in writing via e-mail.

SW17. CITY RESPONSIBILITIES: To properly order services and/or products under this solicitation/contract, oversee the service and inspect and approve the services/products delivered, request purchase orders, and review and approve invoices for payment processing.

SW18. COOPERATIVE PURCHASING: As per Section GC40 herein.

SW19. CONFLICT OF INTEREST AVOIDANCE:

A. No official, employee, representative or member of the City who is representing the Mayor and City Council of Baltimore shall have any personal and/or financial interest in this solicitation/contract, either direct or indirect, including but not limited to developing the solicitation, bidding, evaluation, awarding, contract monitoring and performance, with the exception of members of the City personnel resources required to process and administer this

13

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

solicitation/contract.

B. Any person having any personal and/or financial interest in this solicitation/contract and/or in any firm bidding on or receiving an award under this solicitation shall not participate in any decision made pertaining to this solicitation/contract, including but not limited to developing the solicitation, bidding, evaluation, awarding, contract monitoring and performance, except as may be otherwise specifically required by the terms, conditions and specifications of this solicitation.

C. This term adds to Section GC11.

SW20. DISCRIMINATION AGAINST SUBCONTRACTORS:

A. As part of its proposal, the Proposer shall provide to the City a list of all instances within the past five (5) years where there has been a final adjudicated determination in a legal or administrative proceeding in the State of Maryland that the proposer has discriminated against its subcontractors, suppliers, vendors, or commercial customers on the basis of race, gender religion, national origin, ethnicity, sexual orientation, gender identity or expression, age or disability, and a description of any resulting sanction entered and remedial action taken.

B. Contractor’s Supervision:

C. The contractor shall be fully responsible for supervision of, and actions by, all of its employees, agents and/or volunteers.

D. The City shall exercise no supervision or other control over the contractor’s employees, agents and/or volunteers.

SW21. POLITICAL CONTRIBUTION DISCLOSURE AFFIRMATION:

A. The Contractor shall comply with Election Law Article, Title 14, Annotated Code of Maryland, which requires that every person that enters into a procurement contract with the State, a county, or a municipal corporation, or other political subdivision of the State, during a calendar year in which the person receives a contract with a governmental entity in the amount of $200,000 or more, shall file with the State Board of Elections statements disclosing: (a) any contributions made during the reporting period to a candidate for elective office in any primary or general election; and (b) the name of each candidate to whom one or more contribution in a cumulative amount of $500 or more were made during the reporting period. The statement shall be filed with the State Board of Elections: (a) before execution of a contract by the State, a county, a municipal corporation, or other political subdivision of the State, and shall cover the 24 months prior to when a contract was awarded; and (b) if the contribution is made after the execution of a contract, then twice a year, throughout the contract term, on or before: (i) May 31, to cover the six (6) month period ending April 30; and (ii) November 30, to cover the six (6) month period ending October 31.

B. The City is Municipal Corporation of the State of Maryland.

C. The City requires that the Bidder/Offeror certify in Bid Affidavit XI, in accordance with §14-107 of the Election Law, that it has filed the statement required under §14-104(b)(1) of the Election Law. The City will make a reasonable attempt to verify that this statement is accurate prior to an award recommendation, and may, at its sole discretion, ask the Bidder/Offeror for clarification if the State Board of Elections search engine does not reflect that the statement has been filed. The City may determine that a Bidder/Offeror who makes a false statement on this or any other Affidavit is not a responsible Bidder/Offeror, which may result in rejection of the submitted Bid/Proposal.

14

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

D. Additional information is available on the State Board of Election website: Additional information is available on the State Board of Election website: http://www.elections.state.md.us/campaign_finance/index.html.

PROGRAMS – SEE APPLICABILITY AND REQUIREMENTSSW-PROGRAM-1. MBE/WBE PARTICIPATION:

A. Goals are set at 0% MBE and 0% WBE.

B. Goals are also stated in the Bidder Information & Forms package located at the end of this solicitation.

C. In accordance with paragraph GC25 and the “Bidder Information & Forms” package herein Section B.

SW-PROGRAM-2. LIVING WAGE REQUIREMENT: Not Applicable.

SW-PROGRAM-3. BALTIMORE CITY’S YOUTH WORKS PROGRAM: Not Applicable.

SW-PROGRAM-4. “EMPLOY BALTIMORE” or “LOCAL HIRING”:

A. EMPLOY BALTIMORE. On June 9, 2011 the Mayor signed an Executive Order titled Employ Baltimore, which applies to this solicitation if the initial award exceeds $50,000, but is $300,000 or less. The contractor’s requirements are summarized below. (See Section B for the applicable forms to be submitted with your bid or proposal.)

1. Bidders shall complete the Employ Baltimore Certification Statement contained in the Bid Document and submit it with their bids. (See section B.)

2. Within two (2) weeks of receiving the award of a City contract, the contractor shall schedule a meeting with the Mayor’s Office of Employment Development (“MOED”) to: (a) assess its employment needs, and (b) discuss other services provided by MOED. If applicable, MOED will then tailor specific hiring and/or training programs to benefit the contractor. The contractor will not receive its first progress payment under the contract, unless and until the said meeting has been scheduled.

3. Should the contractor's workforce plan indicate a need to fill new jobs, the contractor must agree to post these positions through MOED and its One Stop Career Center Network for a period of seven (7) days prior to publicly advertising the openings. This will enable MOED to identify, refer qualified City residents to the contractor as candidates for these job opportunities.

4. Each contractor shall submit an Employ Baltimore Employment Report to MOED on June 30th and December 31st during each and every year of its contract, and at the end of the contract, indicating the number of City residents on its payroll. The submission of the Employments Reports as required shall be a condition precedent to the City's release of a final payment or any and all retainage held by the City, pursuant to the contract. (See section B.)

B. LOCAL HIRING . Article 5, Subtitle 27 of the Baltimore City Code, as amended (the “Local Hiring Law”) and its rules and regulations apply to contracts and agreements executed by the City on or after the Local Hiring Law’s effective date of December 23, 2013. The requirements for the Local Hiring Law are summarized below:

1. The Local Hiring Law applies to every contract for more than $300,000 made by the City, or on its behalf, with any person. It also applies to every agreement authorizing assistance

15

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

valued at more than $5,000,000 to a City-subsidized project. Unless MOED grants an exception under the Local Hiring Law, at least 51% of the new jobs required to complete the contract or project must be filled by Baltimore City residents.

2. Within two (2) weeks of the Board of Estimate’s award of the contract or approval of the agreement, the contractor shall have a meeting, either in person or via telephone, with MOED to complete an employment analysis and review the workforce plan required for such contract or agreement. The contractor will not receive any payments under the contract or agreement, unless and until the employment analysis is performed. Contact information for MOED can be found on its website: www.oedworks.com.

3. Should the contractor’s workforce plan indicate a need to fill new jobs, the contractor shall post the new job openings with MOED’s One Stop Career Center Network for a period of seven (7) days prior to its publicly advertising these openings. Further, the contractor shall interview qualified Baltimore City residents referred from MOED; and unless granted an exception, fill at least fifty-one percent (51%) of the new jobs required to complete the contract or project with Baltimore City residents.

4. For all contracts subject to the Local Hiring Law, the contractor shall submit an Employment Report to MOED by the fifth (5th) day of each month throughout the duration of the contract or agreement, regardless of whether MOED has granted a waiver of any of the Local Hiring Law’s requirements.

16

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Detailed Specifications(NOTE: Where one section differs from other sections, the more detailed specification prevails. Otherwise, where

this section differs from the General Conditions or Scope of Work, this section shall prevail.)

DS1. BASIC PRODUCT/SERVICE DESCRIPTION:

A. Current Cashiering Software and Equipment

i. The collection of funds from walk-in customers and mailed payments is currently handled by the Bureau of Revenue Collections (“BRC”). The current cashiering environment consists of up to 8 cashiering walk-up stations in the City’s municipal building with an additional 2 stations in the Benton building.

All stations are currently supported by:• A PC running System Innovators Inc.’s (“SII”) Cashier for Windows

cashiering software

• A bill scanner capable of reading the OCR-A bill stub

• PayLock software for processing parking lot payments

• VitalChek equipment and software for accommodating credit anddebit card payments

ii. The software currently in use is running in a legacy environment that will be decommissioned upon implementation of this solution.

B. Current Cashiering Workflow

1. The City accepts payment for a large set of City products and services at the cashiering window. These include metered water, taxes, license fees, permits, and parking fines. The City has assigned a unique 3-digit code to each payment type. The number of pay-ment types handled at the stations currently numbers over 100 with the top 5 payment types accounting for the overwhelming majority of cashiering station transactions on a typical day. The office is open Monday through Friday from 8:30am to 4:30pm. The current cashiering transaction peak is under 30,000 transactions per month.

2. Most cashiering station transactions require that the customer present a printed bill or other official document to the cashier at the time of payment, specifying the particulars of the transaction to be performed.

3. The cashier also handles non-customer transactions such as receiving the proceeds from a City-sponsored event, or initiating the authorized correction of an input or accounting er-ror. These transactions, though infrequent, are mostly manual and involve the cashier creating a manual “stub”, complete with application code to integrate these transactions into the normal operational flow.

4. Some printed bills issued by the City contain a machine-readable OCR-A scan line. The intent of the scan line is to streamline various aspects of bill-handling workflow. The City’s Information Technology (“IT”) infrastructure is in transition and the billing system indicated by the scan line might not have been upgraded yet to include the capability of sharing customer-billing information with the cashiering system. When customer infor-mation is not retrieved automatically, the cashier manually enters the customer’s account number, amount paid, and other information needed to fully document the transaction.

17

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

5. At the end of each workday and in addition to other end-of-day activities, a paper cash register journal tape containing a printed record of each transaction for each walk-up sta-tion that performed transactions for that day is collected, packaged along with the paper bill stubs and bank checks associated with each transaction, and physically sent to an ex-ternal remittance processing service, currently Merkle Response Services, Inc., in Hager-stown, MD.

C. The remittance processing service (Merkle Response Services, Inc.) handles all mail-in payments:

A. Uses the paper-based bill stubs to create an electronic Transaction File containing a digital representation of each transaction processed at the walk-up stations during the specified period. The Transaction File, as currently constituted, contains transaction in-formation for both the walk-up station customers and for customers who mail their pay-ments to a City lockbox during the specified period.

B. Electronically transmits the completed Transaction File (including credit cards, wires, and ACHs) to the Remittance Section of BRC cashiering. The file is then combined with the paper remittances and forwarded to the City’s IT unit, the Mayor’s Office of Information Technology (“MOIT”), which distributes the Transaction File information to the appropriate billing system and to the City’s General Ledger application. The billing systems use this information to update individual customer accounts to reflect recent cashiering station activity on the customer’s account. The General Ledger appli-cation uses the same information to update the City’s financial records.

C. Creates archival images of bills, checks, and related documents, and makes these im-ages available to the City for reference for a minimum of 10 years.

D. Encodes the amount of each check received onto the check document itself to expe-dite check processing by the City’s bank, currently M&T Bank Corporation.

D. Limitations of the Current Cashiering Operation

The current cashiering hardware and software have proved extraordinarily robust, having performed for the past 13 years without a system crash. The operational routines employed by the cashiering staff are straightforward and process the current variety of payment options without inviting errors or causing cashiering staff to work beyond their normal operating hours to ensure that daily transactions are balanced and ready for shipment to the remittance processor. The cashiering staff’s goal of spending an average of no more than 30 seconds with each customer is largely met.

E. The issues with the current cashiering system and its associated workflows are:

1. The current system has survived beyond the manufacturer’s willingness to provide the level of technical support required by the City. The cashiering application software it-self has been superseded by a newer application with more modern security and other benefits provided by an up-to-date operating system, replacing the Legacy Windows O/S of the current system.

2. The hardware too has exceeded its recommended useful life.

18

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

3. The City is moving toward a level of IT systems integration that will virtually eliminate the need for manual entry at the cashiering stations.

4. The elapsed time for payments made at the cashier, processed by the external remittance processor, returned to the City’s IT department, and finally updated in the appropriate billing system can be three (3) working days under normal circumstances.

F. Preliminary Cashiering Minimum Requirements

Minimum Qualifications ResponseF. Preliminary Cashiering Minimum Requirements: Indicate “Yes or No”

1. Has vendor successfully supplied solutions to a large city size installations in the public sector?

2. Has vendor successfully integrated with contemporary billing systems or with an ERP?

3. Has vendor supplied solution able to interface with globally supported, enterprise level systems?

4. Does your system support the printing of transaction-dependent receipts?

5. Is the solution easy to administer, without the need for lengthy and/or specialized techni-cal staff training?

6. Is the solution able to fully integrate with Microsoft City Dynamics GP and AX?

7. Is the solution able to support 70 character scanlines on City bills?

8. Does the solution support QR Codes (3D Bar Codes)?

DS2. DETAILED SPECIFICATIONS:

A. Integration Points

1. The new system is intended to integrate with the Munis applications (personal property, hotel, and parking garage tax) from Tyler Technologies, Inc.

2. The new system also is intended to integrate with City Dynamics (Microsoft Dynamics GP) and to be easily upgraded to the Microsoft Dynamics AX platform, both from Microsoft.

3. The new system is intended to integrate with UMAX (Microsoft Dynamics AX), the cur-rent water-billing system used by the City’s Department of Public Works, from Microsoft.

B. Definition of Dates

1. Start of Project Date is no later than two (2) weeks from the award of contract date.

2. Implementation Date/Go Live Date is no later than May 30, 2018.

C. Project Approach

19

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

1. A project team consisting of managerial staff and employees of BRC, as well as members of MOIT, is prepared to work actively with a vendor to provide support and direction in the design and configuration of a new system.

o Initial Site Visit: We would expect any vendor hired to visit our office to conduct a site survey, to speak to our employees, to view our current systems, and to observe the day-to-day operations of our office.1.1. Deliverable 1: Following the first site visit we would expect the vendor

to provide a document confirming the details of our current systems and workflow.

o Investigate requirements of a New System: We would expect the vendor to work with our project team to determine and to develop specific requirements of a new system as defined by the Project Scope and to research industry best practices and to make recommendations for features of any new system.1.2. Deliverable 2: Following the investigation stage, we would expect the

vendor to provide a set of requirements for our review, input, and revi-sion.

2. Development and Testing: Our project team will be available to provide assistance and support to resolve any issues during development and testing and to ensure deliverables meet our objectives and systemic needs. This includes meeting or exceeding the guide-lines established by the Payment Card Industry Data Security Standards (PCI DSS), cur-rently v3.2, as well as any applicable FCC regulations, including but limited to those within Section 5 of the FTC Act (15 U.S.C. § 45(a)), as well as state and local codes, in-cluding but not limited to Maryland Code Com. Law §§ 14-3501 et seq., including Maryland State's Personal Information Protection Act (PIPA): Md. Code Ann. Comm. Law 14-3504, as well as Md. State Govt. Code §§ 10-1301 to -1308.

3. Installation: Our project team will remain available to support our staff during the in-stallation phase.

4. Training: Training in product usage and management should be provided for internal staff prior to go-live and ongoing training should be provided after go-live.

5. Support: During the Transitional Phase: Our office would expect support from the ven-dor during a transitional phase of using the new system. The transitional phase during which support will be provided shall be specifically defined by the vendor in its re-sponse to this proposal.

DS3. REQUIRED SUBMITTALS:

A. Executive Summary – Respondents must summarize the services they are offering. Also include:

1. The scope of the work being proposed and the approach to be applied.2. Any PCI DSS Compliance Audits or Self-Assessment Reports that may be relevant.3. The vendor’s corporate capabilities, project management education and experience,

organization, and staffing.4. The vendor’s overall understanding of the City’s needs.

5. Proposals should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to meet the requirements of the RFP. Emphasis should be on completeness and clarity of content.

20

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

6. The corporate history and financial standing of the vendor.7. A product roadmap for the next 1, 5, and 10 years. How will the City be expected

to support upgrades to the software?8. A disc containing the vendor’s complete response and seven (7) hard copies of the

response.

B. Previous Experience: Use the following to describe your experience with two or more previ-ous customers:

a. Client / organization where the work was performed;b. Contact person / phone number as a reference;c. Dates of service and length of the project; d. Project scope: Problem/Needs definition, number of participants, type of inter-

vention/solution/assessment, and consultant role, responsibilities and deliver-ables, workforce demographics; and

e. Project outcomes. C. Submittal Answers:

Functional Requirements QuestionnaireBelow is a list of key desired requirements for the new cashiering system grouped into major functional areas. Use the following response codes for each question.

F = Fully provided "out-of-the-box" featureCO = Configuration (Setup required with built-in tools and procedures but no change to source code required)CU = Customization feature (requires a change to source code)R = Provide with reporting toolTP = Third-party software required (Provide license information for any third party software proposed)NA = Not available

Indicate YES or NO and the Response Code to each question below. Provide as much reasonable detail as possible when responding to the requirements. Feel free at the end of this section to provide any detail or explanations for the responses that do not match the requirements.

1 Cashiering Business Requirements

1.1 Customer Interaction

1.1.1 Does your product support integrated document scanning at the point-of-payment?

1.1.2 Does your product support optical character recognition at the point-of-payment?

1.1.3 Can you provide a working estimate of the cashier handling time required for scanning, recognizing, and categorizing an individual document?

1.1.4 Does your system support the printing of transaction-dependent receipts?

1.1.5 Will your system allow the City of Baltimore to add new receipt layouts or modify existing receipt layouts as needed without incurring additional modification or customization charges?

1.1.6 Does your system support email receipts as an alternative to printed receipts?

21

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

1.1.7 Does your system allow customers to present or display their bill to a cashier electronically, such as with a cell phone or other mobile device?

1.1.8 Will your system allow the Bureau of Revenue Collections to work with a large variety of different bill types?

1.2 Cashiering Operations

1.2.1 Describe the standard cashiering functions offered by your product.

1.2.2 Please provide details on your approach to integrating with back-office legacy systems.

1.2.3 Please provide system reliability statistics for your product working in an environment comparable to ours.

1.2.4 Does your cashiering system run in a Windows 10 or later compatible environment?

1.2.5 What financial controls and audit capabilities does your system provide?

1.2.6 Can your system on a daily basis consolidate the data documenting each cashier’s work for that day into a single transaction file?

1.2.7 Can your organization create the means to securely transmit the transaction file to a designated location in response to an authorized request?

1.2.8 Will your system allow us to add new bill types as needed (for example a licensing fee for ride sharing or similar services that may come into existence)?

1.2.9 Will your system allow the City to add city agencies, with potentially differing cashiering user interface requirements, at a later time?

1.2.10 What end of day processes do you make available?

1.2.11 Please provide an estimate of the City resources required to implement your solution for one payment and associated transaction process. Please include types of City resources (e.g. Project Managers, Business Analysts, Technical Leads, other technical resources, etc.).

1.2.12 Will your system support VitalChek for accommodating credit and debit payments, including support for chip-and-pin authentication method, when added in the fall 2017?

1.3 Document Image Handling

1.3.1 Can you create the means to merge captured document images so they are, or appear to be, seamlessly inserted into an existing active store of documents, which is also being searched and updated by separate, unrelated processes?

1.4 Mobile Cashiering

1.4.1 Can your systems allow the City to extend customer interaction cashiering functionality to mobile devices in real-time?

1.4.2 Can the standard cashiering workstations to be located at a set of 10 cashier stations be augmented by mobile devices to be used to expedite large crowds or as temporary replacements when needed?

1.5 Maintenance

22

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

1.5.1 What types of Service Level Agreements are available?

1.5.2 Please provide details on security of the system.

1.5.2.1 Security should meet or exceed the guidelines established by the Payment Card Industry Data Security Standards (PCI DSS), currently v3.2, as well as any applicable FCC regulations, including but limited to those within Section 5 of the FTC Act (15 U.S.C. § 45(a)), as well as state and local codes, including but not limited to Maryland Code Com. Law §§ 14-3501 et seq., including Maryland State's Personal Information Protection Act (PIPA): Md. Code Ann. Comm. Law 14-3504, as well as Md. State Govt. Code §§ 10-1301 to -1308.

1.5.2.2 Include information regarding logs and on processes such as how security breaches and notifications will be handled.

1.5.2.3 Include a sharable copy of the Contractor’s Security Policy.

1.5.3 Please provide disaster recovery plans in case of system outage. If this involves other data centers or companies, PCI-DSS compliance documents

should be included for them as well if applicable.

1.5.4 Please provide details on the release cycles for planned system upgrades.

1.6 Reporting

1.6.1 Please provide detail on the reporting and dashboard capabilities of the system.

D. Proposed Technical Approach

E. Relevant Corporate & Key Staff Experience

F. Delivery Schedule

G. Project Work Plan and Schedule

a. The Work Plan and Schedule must be prepared with suggested major tasks and pay-ment milestones, which shall include City review and acceptance. These payment milestones should clearly identify quantifiable, measureable, sub-tasks to allow deter-mination of milestone completion status during all phases of the project.

H. Provide a detailed fee proposal including a matrix to aid understanding that supports Item #1 and Item #2 pricing submitted on the Bid Price Sheet. Below is a sample but not an exhaustive listing of what should be included:

a. Total fee for each of the features and services identified in the Scope of Workb. One-time costs, i.e. documentation, training, and interfaces.c. Annual on-going costs, i.e., application software maintenance including upgrades and license fees.d. Hourly rates for all team members. Hourly rates and itemized costs may be used to negotiate changes in the Scope of Work if necessary.e. Cost breakdown of proposed solution for the required hardware and software to support the system i.e. cashiering stations, transports, server, backup and storage, server operating systems, application database, etc.

I. Bidder must include any and all standard agreements the City is expected to execute.

J. Milestone dates must be proposed for completion of specific section/requirement.

23

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

DS4. TECHNICAL REQUIREMENTS: A. Project Work Plan and Schedule

1. The Contractor is requested to provide details of its methodology and implemen-tation strategy along with a schedule for the performance of the tasks.

2. The City understands that each Contractor will have their own implementation methodology derived from their industry experience and software requirements. It is the desire of the City to have consistency of detail within the Work Plan and Schedule across the Proposers to allow for an objective determination by staff as to the quality and feasibility of each Proposer's Work Plan and Schedule.

3. The Work Plan shall provide a narrative description of the plan for implementing the work tasks as well as any substantive or procedural innovations used by the Contractor on sim -ilar projects that are applicable to the services described in this solicitation.

4. The Contractor shall identify the type and quantity of dedicated City resources assumed/required by the Contractor in creating the Work Plan and Schedule and in creating all cost estimates, including its independent on-site Project Management team. It is anticipated that the City will assign two to three near-full time members focused on supporting the project and Project Manager. In addition, the City's Project Management Team will provide independent project over-sight, verification and validation services for the implementation.

5. The Work Plan and Schedule shall address the following:

a. Detailed Implementation schedule;

b. Project Management Services (i.e. clearly identifying which services are the primary responsibility of the vendor, and which merely support or augments the project management responsibilities expected of the City's resources);

c. Planning;

d. Implementation;

e. System Integration Plan;

f. Data Conversion Plan;

g. Data/System Interface Plan;

h. Test Plan which should include data integrity and security;

1. Training Plan;

j. Documentation;k. System Deployment;

1. Pre and Post Go-Live Support.

6. The Work Pan and Schedule must be prepared with suggested major tasks and payment milestones which shall include City review and acceptance. These payment milestones should clearly identify quantifiable, measureable, sub-tasks to allow determination of milestone completion status during all phases of the project

7. The Work Plan and Schedule should indicate critical path tasks and dependencies between tasks.

24

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

8. The Work Plan and Schedule should be of sufficient detail to provide the City the necessary task, resource and sequence information to allow for logistics and staff allocation planning.

9. The Work Plan must state any facilities, data and other requirements that the City will be expected to provide.

10. The Work Plan must address whether the Contractor is planning on partnering with other system integrators or point solution vendors. If so, the partnering arrangement, roles, responsibilities, PCI-DSS Compliance, security audits (when applicable), and primary point of contact must be clearly defined and stated.

11. The Work Plan shall be created in Microsoft Word and the Schedule shall be created in Gantt chart format using Microsoft Project.

12. The Schedule, at a minimum, shall show phases, tasks, sub-tasks and staff utilization including City and Consultant Project Management resources.

13. The City may request task expansion or contraction, additional task details, and/or scheduling modifications within the Work Plan and/or Schedule prior to award of the con tract. The City may require the vendor to perform Project Management activities on a web-based Project Management tool or portal to enhance review and collaboration.

14. The Work Plan shall specify the recommended time period for each phase. The contractor should cite instances of actual implementation time frames (where the proposed strategy was applied) on previous similar engagements.

15. The Work Plan shall include the proposed responsibilities of both the Contractor’s Project Manager and the City's project management resources.

16. The Work Plan shall describe the Contractor's program control methods for demonstrating vendor's performance, adherence to, and control of the project schedule and budget.

17. The Work Plan shall describe the Contractor's commitment of resources for Technical and Functional-area Team Members. This Team consists of the experts in the budgeting module of the proposed software for the City.

18. The Work Plan and Schedule shall display the amount and timing of the pro posed effort within the project milestones.

19. The Work Plan should list any specialized system personnel that would be required at the City to maintain and operate the proposed system.

20. The Work Plan shall include recommendations to revise the City's existing practices to best utilize the Contractor's proposed software functionality. The City recognizes that improvements in structure and processes can be as beneficial as improvements in technology. Accordingly, the contractors experience with similar organizations and "Industry Best Practices" such as meeting or exceeding the guidelines established by the Payment Card Industry Data Security Standards (PCI DSS), currently v3.2, as well as any applicable FCC regulations, including but limited to those within Section 5 of the FTC Act (15 U.S.C. § 45(a)), as well as state and local codes, including but not limited to Maryland Code Com. Law §§ 14-3501 et seq., including Maryland State's Personal Information Protection Act (PIPA): Md. Code Ann. Comm. Law 14-3504, as well as Md. State Govt. Code §§ 10-1301 to -1308, is important to the City and should be reflected in the Work Plan and Schedule.

25

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

21. The Work Plan and Schedule shall include the time and resource commitment for testing and accepting the system components and configuration within the City's simulated product environment. The vendor must include the testing and acceptance strategies in the pro posed Work Plan.

22. The Work Plan shall include a recommended Training Plan for end users of the selected software and for IT staff responsible for ongoing system maintenance and support. The plan shall include detailed listings of training programs for technical staff, configuration staff/core users, senior management and information/end users. Additionally, the Work Plan shall state the method of training (instructor-led hands-on classroom training, train-the-trainer, offsite training, web-based training, etc.), the number of training hours to be provided, and the size of the recommended number of participants in each training program and the infrastructure and systems required. The Work Plan and Schedule shall show the type of training provided and the hours of commitment for each implementation phase.

23. The Work Plan and Schedule shall include a recommended Deployment Plan for converting from the testing environment to the "live mode" of operation. This effort shall describe the final steps of the process and the amount of resources required to successfully complete this task. The procedure shall include vendor's site preparation, rollout, migration, turn over to production and organizational transition strategies. It shall also include contingency plans for falling back to the old system should there be an unexpected problem with the new sys tem.

24. The Work Plan shall include a description of a post-implementation technical support programs. This must include the types of programs available, the hours and days of operation and information on response time for urgent and non-urgent assistance requests.

25. Full details of the Service Level Agreements offered shall be provided, including financial and non-remunerative penalties for non-compliance.

26. Any and all Agreements supplied by the Contractor to be executed by the City shall be included with Contractor's proposal for review and discussion including, but not limited to, Licenses, Hosting, Maintenance and Support and/or Training Agreements.

DS5. REQUIRED 'CD'

A. The Work Plan shall be created in Microsoft Word and the Schedule shall be created in Gantt chart format using Microsoft Project. A CD of the Work Plan and Schedule must be included with the 'Original' submittal. See Section DS4 above.

B. The Functional Requirements Questionnaire (Attachment B) shall be included in Word format for download on the website for ease of submitting the documents on the required CD that must be included with your firm's submittal.

C. As per Section GC l.A, Order of Precedence, any deviation or inconsistencies between the submitted documents and the same documents posted to the City's website, the posted Addendums and Solicitation shall take precedence.

26

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Exhibit A

POS Cashiering Revenue Collection Process Maps

(Embedded Document – Double Click to open document)

27

Mark as “Original” or “Duplicate” here.

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

SECTION B - BID DOCUMENTS:(NOTE: For your proposal to be responsive you must submit all of the documents contained in this section.)

B1. PROPOSERS MUST BE REGISTERED:

A. All Proposers must be registered in CitiBuy and must download the solicitation, before bidding. This is to ensure that proposers receive all subsequent information and addenda related to this solicitation.

B. To register go to www.baltimorecitibuy.org and click on the “Register” link above the log in box.

B2. PROPOSER REQUIRED RESPONSE:

A. Each Proposer shall provide and submit all of the forms and/or information stated and required in Section ‘B’ and the Submission Instructions.

B. This is a Two-Step Solicitation/Offer process. You will find an envelope/package label following this section. Each Proposer shall prepare its Bid to include all of the forms and/or required information as set forth in Section ‘B’ of this Part 1 and shall assemble the Proposer response in the prescribed manner and required format as set forth in Section ‘B’. Proposers are also instructed to adhere to all instructions found in the Submission Instructions in Part 2.

C. Prepare and submit One (1) complete “Original”, and Seven (7) complete “Duplicates” which shall include all of the forms and/or information identified in Section ‘B’.

B3. ONE ORIGINAL (SUBMIT ALL PAGES IN SECTION B.) and SEVEN (7) DUPLICATES:

A. Be sure the original is clearly marked as “Original”. Be sure the original is signed in blue ink (or some color other than black). Be sure all duplicate copies are clearly marked as “Duplicate.”

B. ADDENDA. Attach signed copies of all Addenda received in connection with this solicitation.

B4. GENERAL SUBMISSION COMMENTS:

A. The “original” bid shall be typed or printed in ink using the set of documents included in this Solicitation package. “Duplicate” copies must be photo-copied by the Proposer.

B. Exceptions, Modifications, Alterations and Deviations: Do not insert or include any exception, modification, alteration or deviation not approved in writing by the City Purchasing Agent per instructions elsewhere in this solicitation.

C. Failure to fully complete and submit any of the solicitation documents or other requests for information per the above instructions will be grounds for rejection of your proposal at the sole discretion of the City.

D. If your complete response to any specific question or other specific request for information is not found where it is expected to be found, per the Solicitation’s format instructions, it will be considered as missing and therefore non-responsive

E. Failure to provide complete and concise responses to all questions and other requests for information according to the format as stipulated and required herein shall risk making your proposal non-responsive and may result in rejection, at the City’s sole discretion, and/or may result in a significantly reduced evaluation score

28

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

F. All data provided by the City shall remain the property of the City, and all data provided by the Proposer/Contractor, either at the time of proposal submission and/or during the performance of this contract, shall become the property of the City, as regards this solicitation and any resulting contract.

G. In the event of a dispute between the printed “Original” proposal document and any printed “Duplicate” copy, or any electronic media, the printed “Original” shall prevail.

B5. PUBLIC ACCESS TO PROPOSALS:

A. By signing and submitting a proposal in response to this solicitation, the Proposer ac-knowledges that all documents, information and data submitted in its proposal shall be treated as public information, unless otherwise identified as instructed below.

B. The City shall, therefore, have the undisputed right to release any/all of the proposer’s documents, information and data to any party requesting same without further permission from the Proposer.

C. The City and its representatives shall in no way be responsible for inadvertent disclosure of any proprietary or confidential information.

D. If your proposal does contain proprietary or confidential information and you do not wish to have it disclosed, you MUST clearly state in large red letters, including on:

1. The outside of your proposal box, package or envelope;

2. The outside front cover of your proposal document including the “original” and all “duplicate” copies; and

3. On each applicable page of your “original” and each “duplicate” copy of your pro-posal, indicating that your proposal contains proprietary and/or confidential information.

E. Be sure to clearly flag and identify the specific proprietary/confidential information con-tained on each page. Do not claim your entire document as generally being proprietary or confi-dential. The Bid Price Sheet and Section B-pages cannot be deemed proprietary.

F. The City still shall not be responsible for inadvertent disclosure.

G. Be sure to provide all requested information in response to each specific question and/or any other request for information in the order and format stipulated in this Solicitation. Do not give partial answers, and do not leave questions blank.

H. If proprietary/confidential information is included, the Proposer shall submit two (2) complete additional copies of its proposal but with all proprietary/confidential information either excluded or redacted, and the reason given. These copies shall be clearly marked on the front cover and on the initial page “Public Access Copy”.

B6. BID PACKAGING LABEL:

29

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

Note: Proposers are to attach the label below to the box(s), package(s), or envelope(s) (“package”) containing their proposal submission documents. (See “Submission Instructions” for details.)

From: Due Date: Solicitation #: B50005181 Solicitation Name: Point of Sale (Cashiering) System

To: Board of Estimates c/o Office of City ComptrollerCity Hall, Room 204100 North Holliday StreetBaltimore, MD 21202

TECHNICAL PROPOSAL SUBMISSION Package #____ of ____

From: Due Date: Solicitation #: B50005181 Solicitation Name: Point of Sale (Cashiering) System

To: Board of Estimates c/o Office of City ComptrollerCity Hall, Room 204100 North Holliday StreetBaltimore, MD 21202

PRICE PROPOSAL SUBMISSION Package #____ of ____

Envelope/Package

A

Envelope/Package

B

30

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

B7._ PROPOSAL CHECKLIST (This list is to assist the Proposer, but does not relieve the Proposer from reading the solicitation carefully and determining what must be submitted with its proposal. Proposer is advised to check off each item as it is completed to avoid overlooking any)

1. _____ One “Original” of all completed and signed pages and forms contained in Section ‘B’ and any other Comprehensive “Minimum” and “Technical” information and forms as required by the Submission Instructions. Demonstrate that your company is the business of providing the goods/services for the required length of time, and has adequate positive references.

2. _____Seven “Duplicate” copies – exact copies of the Original, all of which must include:

3. _____ Signed and properly completed Bid Affidavit

4. _____ Signed and Properly completed Bid Pages

5. _____ Preliminary Cashiering Minimum Requirements

6. _____ Signed and properly completed program forms, as applicable (MBE/WBE forms, Employ Baltimore form, Living or Prevailing Wage forms)

7. _____ Certificate of Good Standing – required by law to do business in Maryland. See SDAT. If a vendor is out-of-state and will only ship items, Certificate from the state of incorporation and/or primary business location

8. _____ Exhibit B

9. _____Task/Milestone Detailed Cost Structure

10. _____Bid Price Sheet

31

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

BID DOCUMENTSPROPOSAL INFORMATION AND AFFIDAVIT SIGNATURE PAGE

Bid/Proposal submitted by (name of firm)______________________________________________

Address________________________________________________________________________

City____________________________________ State_______ Zip Code______________________

Name of Authorized Representative__________________________________________________

Title of Authorized Representative____________________________________________________

Name of Contact Person [IF DIFFERENT FROM ABOVE]________________________________________

Title of Contact Person____________________________________________________________

E-Mail____________________________________________ Phone:________________________

Federal Social Security Identification Number___________________________________________

If awarded a contract, the Bidder/Proposer/Offeror will provide supplies, equipment, and/or services to the City of Baltimore in accordance with the General Conditions, Specifications, and other documents and information contained in this solicitation in the Bid/Proposal submitted in response to this solicitation.

I, [PRINT OR TYPE NAME]____________________________________________________________,

the undersigned, [PRINT OR TYPE TITLE]_________________________________________________,

_of the above named Bidder/Proposal/Offeror do solemnly declare and affirm under the penalties

or perjury this _________ day of [MONTH] ____________________________________, [YEAR] __,

that I hold the aforementioned Office in the above Bidder/Proposal/Offeror and that the below

affidavits and attachments hereto are true and correct to the best of my knowledge, information

and belief.

AFFIDAVIT I

This is to certify that the Bidder/Offeror or any person in his behalf, has not agreed, connived or colluded to produce a deceptive show of competition in the matter of the bidding or award of the referenced contract.

32

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

AFFIDAVIT II

This is to certify that the Bidder/Offeror or any person in his behalf complies fully with all provisions of Article 4, Section 3-1 of the Baltimore City Code 2000 regarding unlawful employment practices.

AFFIDAVIT III

This affidavit is to determine whether any of the following persons has been found civilly or criminally liable, convicted of bribery, attempted bribery, or conspiracy to bribe or antitrust violations under the law of any State or the Federal Government. If so, state the following on an attached page, whether it is

i. The person submitting the affidavit;ii. An Officer, Director or Partner of the company; iii. An employee of the person/company who is directly involved in obtaining contracts with

a public body; and/oriv. Any person directly or indirectly furnishing any portion of this contract having been or

being debarred or suspended.

For purposes of this affidavit, “person” is defined as an individual, receiver, trustee, guardian, personal representative, fiduciary, or representative of any kind and any partnership, firm, association, corporation or other entity consisting of or acting on behalf of the Bidder/Offeror. This includes acts or omissions committed after June 30, 1977; all pursuant to Title 16, Section 16-203 of the State Finance and Procurement Article of the Annotated Code of Maryland.

AFFIDAVIT IV

This affidavit is to determine whether or any of the following has been convicted of false pretenses, attempted false pretenses, or conspiracy to commit false pretenses under the laws of any State or the Federal Government. If so, state the following on an attached page, whether it is:

i. The person submitting the affidavit, ii. An Officer, Director or Partner of the company, and/or iii. An employee of the person who is directly involved in obtaining contracts with a public

body. “Person” is defined as stated in Affidavit III. This is to include acts committed after June 30, 1979: City Code, Article I, Section 178 (1976 Ed., 1979 Supp.).

AFFIDAVIT V

This is to certify that the Bidder/Offeror or any person on his behalf complies fully with the work capacity-rating limit set by the Contractor’s Qualification Committee of the City of Baltimore.

AFFIDAVIT VI

This is to certify that the Bidder/Offeror or a person on his behalf has examined and understands the Specifications, including the General Conditions and the Bid Documents.

33

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

AFFIDAVIT VII

This is to certify that the Bidder/Offeror and/or any person in their behalf has not been convicted or found civilly liable under any provisions, including Probation Before Judgment, as described in Article 5 §40-7 of the Baltimore City Code (2000) pertaining to the effect and enforcement of contractor debarment.

AFFIDAVIT VIII

This is to certify that the Bidder/Offeror or a person on his behalf has examined and understands the specifications, including the General Conditions and the Bid Documents; has had an adequate opportunity to ask questions; has visited the City’s facility or has otherwise familiarized himself with the local conditions under which the work is to be performed; and that his bid or proposal is based upon the specifications and requirements as described in the solicitation documents.

AFFIDAVIT IX

This is to certify that the Bidder/Offeror and/or any person in their behalf is only person, firm or corporation, that has any interest in this proposal or in the contract or contracts proposed to be awarded; and that this proposal is made without any connection or collusion with any person, firm or corporation making a proposal for the same work. This does not preclude negotiating with M/WBE vendors as to their participation in this contract.

AFFIDAVIT X

This is to certify that the Bidder/Offeror and/or any person in their behalf acknowledge that all documents, information and data submitted in its Bid/Proposal shall be treated as public information unless otherwise indicated.

AFFIDAVIT XI

This is to certify that the Bidder/Offeror and/or any person attributed to the Bidder/Offeror such as an officer, director or partner, complies fully with Election Article §14-104, et seq. which requires disclosure of contributions by Persons Doing Public Business.

______________________________________________________________________________ Signature of Authorized Representative (Sign in blue ink only) Date

______________________________________________________________________________ Title

______________________________________________________________________________ Witness Name (Typed or Printed)

______________________________________________________________________________ Witness Signature (Sign in blue ink only) Date

(Affix Corporate Seal Here)

34

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

BID PRICE SHEET

Proposal submitted by (name of firm)____________________________________________________

Address___________________________________________________________________________

City_____________________________________ State_______ Zip Code______________________

Contact Person______________________________ Title___________________________________________________________________________________

Fax______________________________________ Phone____________________________________

E-Mail ______________________________________

To The Board of Estimates, City of Baltimore

Gentlemen:

The undersigned agree(s) to provide all labor, materials, vehicles, parts, equipment, delivery, travel, lodging, employee payroll and benefits, and all other supplies and services necessary for and reason-ably incidental to furnishing the products or services, except where otherwise specified as being the responsibility of the City, as described herein and at the pricing shown below.

ITEM #1

Fully Implemented, Tested and Accepted Point of Sale (Cashiering) System (Attach Major Task and Payment Milestone Cost Structure per Section DS3.H of Solicitation)

$_______________Note: 10% Retainage Fee per Section SW7.A.1 $_______________

ITEM #2

Total of Annual License(s), Hosting and Maintenance & Support Agreements

License(s) - $__________ monthly fee times 12 months x 5 years = $_______________

Hosting - $__________ monthly fee times 12 months x 5 years = $_______________

Maintenance 1st year - $__________ monthly fee times 12 months = $_______________

Maintenance 2nd year - $__________ monthly fee times 12 months = $_______________

Maintenance 3rd year - $__________ monthly fee times 12 months = $_______________

Maintenance 4th year - $__________ monthly fee times 12 months = $_______________

Maintenance 5th year - $___________monthly fee times 12 months = $_______________

Total of 5-years $_______________

35

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

TOTAL (Item #1 and Item #2) $_______________

TERMS: __________________________________________ F.O.B. DELIVERED (Net 30, UNLESS OTHERWISE INDICATED BY PROPOSER)

_________________________________________________________________________________ Signature of Authorized Representative (Sign in blue ink only) Date

_________________________________________________________________________________ Title

(Affix Corporate Seal Here)

36

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

37

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

38

B50005181 – POINT OF SALE (CASHIERING) SYSTEM – Due: 12/6/2017

END OF DOCUMENT

39