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Vallecitos Water District Accounting & Utility Billing ERP Software & Implementation RFP 1

Vallecitos Water District �

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� REQUEST FOR PROPOSALS �

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SOFTWARE AND IMPLEMENTATION SERVICES FOR ENTERPRISE RESOURCE PLANNING – FINANCIAL AND UTILITY

BILLING AND PAYROLL/HUMAN RESOURCE SOFTWARE APPLICATIONS

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�Proposal Due Date & Time

TUESDAY MAY 30, 2006

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SUBMIT PROPOSALS TO:

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John J. Fusco MSCIS CPA Accounting Supervisor Vallecitos Water District

201 Vallecitos do Oro San Marcos, CA 92069


TABLE OF CONTENTS�

� PAGE BACKGROUND....................................................................................................4 PROCUREMENT GUIDELINES ...........................................................................5 PART I OVERVIEW 1-1 System Scope .................................................................................9 1-2 Current Computing Environment ...................................................10 1-3 Projected Vendor Product Demonstrations ...................................11 1-4 Projected Implementation Timeline ...............................................11 1-5 Required System Functions ..........................................................11 1-6 Selection Process..........................................................................11 1-7 Consultant .....................................................................................11 1-8 Negotiations ..................................................................................11 1-9 Award ............................................................................................12

�PART II GENERAL TERMS AND CONDITIONS OF

INVITATIONS FOR BIDS/REQUESTS FOR PROPOSALS .........13

PART III SPECIAL CONDITIONS 3-1 Submission Requirements.............................................................22 3-2 Delivery of Proposal ......................................................................23 3-3 Proposal Costs ..............................................................................23 3-4 Acceptance....................................................................................23 3-5 Inquiries.........................................................................................24 3-6 Rejection .......................................................................................24 �

PART IV PROPOSAL FORMAT 4-1 Proposal Format............................................................................26 4-2 Executive Summary.......................................................................27 4-3 Scope of Services..........................................................................27 4-4 Company Background...................................................................27 4-5 Proposed Application Software and Computing Environment .......28 4-6 Database Software........................................................................28 4-7 Third-Party Products/Optional Software ........................................28 4-8 System Security.............................................................................29 4-9 Responses to General Requirements............................................29 4-10 Responses to Functional/Technical Requirements .......................29 4-11 Implementation Support and Training............................................29 4-12 Maintenance Program ...................................................................30 4-13 Client References..........................................................................31 4-14 Interface Development ..................................................................31 4-15 Cost Quotations.............................................................................32 4-16 Contract Terms and Conditions.....................................................33 4-17 Other Information ..........................................................................33


4-18 Sample Documents .......................................................................33 4-19 Mandatory Submittals....................................................................34 4-20 Addenda ........................................................................................34 PART V TECHNICAL SPECIFICATIONS GENERAL REQUIREMENTS .......................................................36 5-1 Processing Environment................................................................36 5-2 Database .......................................................................................36 5-3 Real-Time Mode............................................................................36 5-4 Logging..........................................................................................36 5-5 Tables............................................................................................36 5-6 Editing ...........................................................................................36 5-7 Security .........................................................................................36 5-8 Support..........................................................................................36 5-9 Hardware.......................................................................................37 5-10 Backup & Restore..........................................................................37 5-11 Licenses ........................................................................................37 5-12 Level of Integration........................................................................37 �PART VI EVALUATION OF PROPOSALS 6-1 Evaluation Method.........................................................................39 6-2 Selection Criteria ...........................................................................39 PART VII MANDATORY SUBMITTALS Bid Signature Page for Corporation...............................................41 Bid Signature Page for Sole Proprietor or Partnership ..................42 PART IX Appendix Reference Forms..........................................................................1-3 Cost Worksheets .............................................................................4 Staffing Worksheets ........................................................................5 Functional Requirements.................................................................6 Sample District Terms and Conditions Contract ............................44 �

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BACKGROUND/CURRENT SYSTEMS

BACKGROUND PROPOSAL PURPOSE

In May of 2005, the Vallecitos Water District (VWD) concluded a consultant directed assessment of its current financial and customer service computing applications and environment. At that time, VWD also began the selection process for a Computerized Maintenance Management System (CMMS) to link asset management and maintenance, work-order, materials inventory, contract project management, procurement, call center and fleet management services under one software package. Based on the results and recommendations of the May 2005 assessment, VWD is at this time soliciting proposals for a full range of core enterprise resource planning (ERP) software applications for our Finance, Utility Billing and Payroll/Human Resource departments which include all accounting and utility billing functions along with Meter Reading, Budgeting and will fully integrate with the chosen CMMS - MAXIMO.

The applications will include software, implementation services, training, and ongoing technical support. Ideally, VWD would like to acquire these software modules as one integrated solution from one vendor. We realize that this may not be entirely possible; therefore vendors that provide only some of the modules are encouraged to reply. Vendors of any software applications listed in the System Scope may submit their proposals. It is understood that some vendors “partner” with other vendors to provide software applications that are designed to integrate well with each other, and we encourage them to submit their consolidated proposal. �

THE VALLECITOS WATER DISTRICT (District)

Vallecitos Water District, located in northern San Diego County California, is an independent special district dedicated to providing water, wastewater and water recycling services to 80,650 people within 45 square miles of San Marcos, portions of Escondido and Carlsbad, and surrounding unincorporated areas.

The District began in 1955 as the San Marcos County Water District (an independent special district) and was renamed Vallecitos Water District in 1989. Today the District has 89 full-time employees with an overall annual budget of $100 million. The District maintains water meters to approximately 19,000 service connections while the sewer system serves approximately 17,000 connections. The District reclaims approximately 2 million gallons per day for reuse in irrigation and other non-potable applications.


Guided by a comprehensive Master Plan, the water specialists of Vallecitos Water District are fully committed to their duties of delivering high quality water at the lowest possible cost, disposing wastewater after collection and treatment and recycling a portion of that water for reuse. PROCUREMENT GUIDELINES

When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in elimination from further consideration. Vendors should take special note of the following:

� All sections of the cost forms should be completed and will be used for identifying the entire proposal costs, not specialized, vendor format quotes included in the proposal.

� The basis for identifying staff should be in hours, not FTE. Analysis of the staffing levels will be made on the basis of hours, and no recalculation will be done in order to maintain consistency, which could skew the comparative results and prevent a vendor from being elevated.

� Vendors should ensure their implementation costs and staffing estimates identified in the cost matrices are consistent with their staffing estimates noted in the staffing matrix.

� Vendor should specify what a training “unit” is (e.g. 8 hours = 1 unit; 1 class = 1 unit, etc.); and where the training will take place (e.g. at the customer’s site, or at a software training site).

� If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they should include the cost in the proposal quotes. If you choose to reference it as an option and not price it, it must be clearly noted in your proposal response and explicitly identified as such in any discussion or demonstration with the District.

All functionality identified in the requirements matrix must be included in the cost proposal. Vendors should provide cost estimates for each customization identified and identify the specific software module required to meet each business requirement.

By virtue of submitting a proposal, interested parties are acknowledging:


• The structure of the bidding process is as follows: (1) a software firm can be in more than one proposal; (2) an implementation firm (if different than the software firm) can be in only one proposal; (3) the software firm must provide a letter stating that it is a party to the bid and that the implementation firm is certified to implement the software.

• The District reserves the right to reject any or all proposals if it

determines that select proposals are not responsive to the RFP. The District reserves the right to reconsider any proposal submitted at any phase of the procurement. It also reserves the right to meet with select Vendors at any time to gather additional information. Furthermore, the District reserves the right to delete or add functionality (i.e., modules) up until the final contract signing.

• All third party software solutions proposed as part of this package are

subject to the same guidelines of this RFP, unless otherwise stated. The primary software Vendor will serve as the prime contact for the Vendor evaluation phase of this RFP.

• The District expects to enter into a software licensing agreement with

the software firm and an implementation services agreement with an implementation firm (if it is different from the software firm). If the District is not satisfied with the qualifications, cost, or experience of the implementation firm or any third-party solution, it reserves the right to request that the software firm provide another implementation partner or release another proposal for the third-party functionality. All firms submitting proposals, by virtue of doing so, are recognizing that the District retains this option.

• All Vendors submitting proposals agree that their pricing is valid for a

minimum of one year after proposal submission to the District. • In an effort to maintain fairness in the process, all inquiries

concerning this procurement are to be directed only to the District contact listed below. Attempts to contact the District Board or District employees to influence the procurement decision may lead to immediate elimination from further consideration.

When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered a nonresponsive proposal and may result in immediate elimination from further consideration.


CONTACT

Copies of the RFP are available from the District’s website or by contacting the District contact identified below. Vendors are specifically directed NOT to contact any District personnel, other than specified personnel identified in this RFP, for meetings, conferences or technical discussions that are related to the RFP. Unauthorized contact of any District personnel may be cause for rejection of the Vendor’s RFP response. The decision to select a proposal is solely that of the District.

All communications regarding this RFP process should be directed in writing to:

John J. Fusco MSCIS CPA Accounting Supervisor Vallecitos Water District

201 Vallecitos do Oro San Marcos, CA 92069

760-744-0460 [email protected]

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Part I Overview


OVERVIEW PART I

1-1 SYSTEM SCOPE: The District is seeking proposals for integrated core ERP software applications (Financial, Utility Billing & Human Resources) that will include software, implementation services, training and ongoing technical support. Ideally, a single vendor will provide a satisfactory, integrated solution for all systems. The District recognizes that this single vendor may not be found. The exact modules the District desires at this time are listed in Part V, Functional/Technical Requirements.

The District desires a “Turn Key” solution that will be primarily supported by the vendor. The District’s Information Systems staff will assist with the installation of upgrades provided telephone and/or Internet support is available.

The new system installation will also include data migration from the existing UNIX system and recreation of existing interfaces with MAXIMO. Currently there are several functional areas that are under scope within the MAXIMO implementation that may also be considered in scope as part of this procurement. The District will need to evaluate and consider these functional areas as part of this procurement and make a final determination as to overall scope prior to entering into a final contract. The table below details the current scope of the ERP Procurement along with the scope of the MAXIMO implementation. Functional areas where there may be redundancy are emboldened. Several questions pertaining to this table are included in Part IV Proposal Format of this RFP. MODULE FUNCTION ERP RFP MAXIMO General Ledger Included Budget Preparation Included Accounts Payable Included Purchasing Vendor File Included Included Requisition Included Purchase Order Included Included Contract

Management Included

Receiving Included Included Fixed Asset Fixed Asset Record Included Included Depreciation Included Maintenance Included Inventory Included Work Order Mgmt Included


MODULE FUNCTION ERP RFP MAXIMO Utility Billing Customer

Information Included

Meter Inventory Included Included Meter Interface Included Billing Included Payment

Application Included

Service Order Included Accounts Receivable Included Project Accounting Included Included Human Resources Included Payroll Time Entry Included Included Payroll Processing Included Treasury Management Bank Reconciliation Included Cash Management Included

1-2 CURRENT COMPUTING ENVIRONMENT: The District’s current software applications for finance, customer service, meter reading, inventory and job costing are DATASTREAM Business Solutions residing on a HP9000 (rp2405) server with a single-64 bit processor running HPUX 11.11 (11i) with 34 GB of total storage (2 mirrored 34 GB drives), 1 GB of RAM with a 100 MB connection to the local area network. The programming environment includes Eloquence 6.32, SQL/R 2.00, and ODBC 2.00 (to provide external ODBC connectivity).

The applications are very limited and require a great deal of staff time to maintain. The current software does not meet the current and growing needs of the District. The District’s staff has learned a great deal about the existing systems and what is required for their functionality. Vendors should be prepared to answer very specific questions about their product.

The requirements specified in Part V are a by-product of living with systems that lacked many of these features. Some of these features are mandatory. Systems lacking the required features will not be considered.

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NETWORK CONFIGURATION

The following describes the network technology employed by the District:

� Internet Connection. The District is currently using a T1 provided by Cox Communications with upload and download speed of 3 MB. E-mail is being hosted by the Cox server as well.

� Local Area Network. The District’s local area network is primarily 100 MB switched Ethernet (IEEE 802.3) with 100 MB fiber between buildings. Switches are exclusively Cisco models. All networked devices are using static IP addresses (no DHCP), with one subnet (no routers). A wireless


network evaluation is in process with the recent implementation of the District’s Computerized Maintenance Management System (CMMS) project.

The District’s CMMS is Maximo 5, manufactured by MRO Software. It is J2EE based, n-tiered component architecture that is HTML/Browser based and Java Verified by Sun Microsystems. It supports native XML integration and runs on three Dell Poweredge 2850 servers. The RDBMS is Microsoft SQL Server 2000.

� Wide Area Network. The District does not currently employ a Wide Area Network, as all networked computers are located at the primary site.

� The networking protocol in use by the District is TCP/IP.

1-3 PROJECTED VENDOR PRODUCT DEMONSTRATIONS: The District anticipates arranging, at District site, product demonstrations in early July 2006.

1-4 PROJECTED IMPLEMENTATION TIMELINE: The District desires the system to be installed and interfaced with MAXIMO and fully operational to go live on July 1, 2007. The District plans to take a phased approach to the implementation and is looking to the vendors to propose an implementation approach that meets these two goals.

1-5 REQUIRED SYSTEM FUNCTIONS: The District has defined, in Part V of this RFP, its general computing requirements and a short and long-term information services direction.

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1-6 SELECTION PROCESS: At its discretion, the District may require the vendor to make an oral presentation of their proposal, to provide demonstrations, or to submit further written literature. These presentations provide an opportunity for the vendor to clarify the proposal. The District will schedule any such presentations or requests for information. Representatives of the District may visit a vendor client reference to observe software in a working environment. The award/negotiation sequence will be based on a formal methodology established by the District.

1-7 CONSULTANT: The District has retained the services of the Government

Finance Officers Association (GFOA) for this project. The role of GFOA is to provide information and analytical services to support the supplier evaluation process. The decision to select software and services suppliers is solely that of the District.

1-8 NEGOTIATIONS: For the purpose of obtaining best and final offers, the

District may, at its sole option, open negotiations with respondents after submission of proposals and prior to award. Respondents are directed to submit their best and final cost offer in their response. The District


specifically reserves the right to award without negotiations based upon written proposals only.

1-9 AWARD: Once the proposals are opened, a committee selected by the

District will evaluate each proposal, taking into consideration the criteria and methodology stipulated in this RFP. The District, sole judge in evaluation considerations, may make an award to the vendor(s) who submit the proposal judged to be most advantageous. A recommendation will be presented to the District’s General Manager, Finance Committee and Board of Directors, which will be in the best interest of the District as determined by the Evaluation Committee. The District reserves the right to award on an all-or-none basis. The award will only be to responsible vendor(s) qualified by experience to perform the services specified herein. All proposals submitted shall be valid for a period of one hundred eighty (180) calendar days from the date of the proposal opening.

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Part II General Terms and Conditions of

Invitations for Bids/Requests for Proposals�


GENERAL TERMS AND CONDITIONS OF INVITATIONS FOR BIDS/REQUESTS FOR PROPOSALS

PART II 1. GENERAL CONDITIONS

Vendors are required to submit their proposals upon the following express conditions:

A. Vendors shall thoroughly examine the specifications, schedules, instructions, and all other contract documents.

B. Vendors shall make all investigations necessary to thoroughly inform themselves regarding plant and facilities for delivery of material and equipment as required by the bid conditions. No plea of ignorance, by the vendor, of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the vendor to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, will be accepted as a basis for varying the requirements of the District or the compensation to the vendor.

2. PREPARATION OF PROPOSALS �

� Proposals will be prepared in accordance with the following:

A. All information required by the specifications shall be furnished. Each proposal shall be signed by someone who has authority to obligate the company.

B. Alternate proposals may be submitted, but they must stand-alone.

C. Proposed time schedules shall be included when applicable. 3. DESCRIPTION OF SUPPLIES AND/OR SERVICES �

A. Any manufacturers’ names, trade names, brand names, or catalog numbers used in these applications are for the purpose of describing and establishing minimum requirements or level of quality, standards of performance, and design required, and are in no way intended to prohibit the proposal of other manufacturers items of equal material, unless specifications state "NO SUBSTITUTIONS."

B. Vendors must indicate any variances to the specifications, terms, and conditions, no matter how slight. If variations are not stated in the proposal, it shall be construed that the proposal fully complies with the Specifications, Terms and Conditions.

C. Vendors are required to state exactly what they intend to furnish��

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� D. Vendors will submit, with their proposal, necessary data (factory information sheets, specifications, brochures, etc.) to evaluate and determine the quality of the item(s) they are proposing, if applicable.

E. The District shall be the sole judge of quality and its decision shall be final.

4. SUBMISSION OF PROPOSALS

A. Five (5) copies and an original of the proposal and addenda thereto along with two (2) electronic copies on compact disc shall be enclosed in a sealed envelope clearly marked “Proposal for ERP Software” and addressed to District Contact at District address. The copies will include a printout of the District provided Microsoft Excel Worksheet (Worksheet) for comparison to the electronic copy of the completed Worksheet. Proposals must be received at the District no later than 4:00 p.m. on May 30, 2006. Postmarks will not be considered. Proposals received after that date and time will be considered late and may not be accepted at the sole discretion of the District.

B. All proposals will include one (1) vendor completed Worksheet provided

by the District in response to Part V – Functional/Technical Requirements. Proposals received without a vendor completed Worksheet will be considered unresponsive and may be dismissed from consideration. The Worksheet is not to be altered in any way other than responses to each Technical Requirement. (i.e., neither rows nor columns are to be added, deleted, moved and/or edited.)

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� C. E-mail and facsimile proposals will not be considered. Vendors shall have sole responsibility for delivery of proposals on time and to the proper location.

5. ADDENDA

Vendor shall be responsible for verifying with the District Contact whether any addenda have been issued.

6. REJECTION OF BIDS A. The District may reject a proposal if:

1. The vendor fails to acknowledge receipt of an addendum, or if

2. The vendor misstates or conceals any material fact in the proposal,

or if

3. The proposal does not strictly conform to the law or requirements of

the proposal, or if


4. The proposal is conditional, except that the vendor may qualify his proposal for acceptance by the District on an "all or none" basis. An "all or none" basis proposal must include all items upon which proposals are invited.

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� The District may reject all proposals whenever it is deemed in the best interest of the District to do so. The District may reject any part of a proposal unless it has been qualified as provided in paragraph 6(A) 4 above. The District may also waive any minor informalities or irregularities in any proposal.

7. WITHDRAWAL OF PROPOSAL

Proposals may not be withdrawn for a period of 180 days after submittal.

8. CLARIFICATIONS OR OBJECTION TO RFP If any person contemplating submitting a proposal for this contract is in doubt

as to the true meaning of the specifications or requirements of the RFP, he/she may submit to the District Contact on or before seven days prior to the submission deadline a request for clarification. All such requests for clarification shall be made in writing, and the person submitting the request will be responsible for its prompt delivery. Any interpretation of the RFP, if made, will be made only by addendum duly issued. A copy of such addendum will be mailed or delivered to each person receiving an RFP. The District will not be responsible for any other explanation or interpretation of the RFP made or given prior to the award of the contract. Any objection to the specifications and requirements as set forth in this RFP must be filed in writing with the District Contact on or before seven days prior to the submission deadline.

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10. INVOICING/PAYMENT

All invoices should be sent to District Contact.

11. DISCOUNTS

A. Vendors may offer a cash discount for prompt payment; however, such discounts shall NOT be considered in determining the lowest net cost for proposal evaluation purposes.

B. In connection with any discount offered, time will be computed from the date of receipt of supplies or services or from the date a correct invoice is received, whichever is the later date. Payment is deemed to be made on the date of mailing of the check.

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12. COMPETENCY OF VENDORS

A. Pre-award inspection of the Vendor's facility may be made prior to the award of a contract. Proposals/Bids will be considered only from firms which are regularly engaged in the business of providing the goods


and/or services as described in this RFP; have a record of performance for a reasonable period of time; and have sufficient financial support, equipment and organization to ensure that they can satisfactorily deliver the material and/or services if awarded a Contract under the terms and conditions herein stated. The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well-established company in line with the best business practices in the industry and as determined by the proper authorities of the District.

B. The District may consider any evidence available to it of the financial, technical and other qualifications and abilities of a Vendor, including past performance (experience) with other clients and review of the firm’s financial statements. �

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13. TERMINATION OF CONTRACT A. The District may, by written notice to the Vendor, terminate the Contract

if the Vendor has been found to fail to perform in a manner satisfactory to the District as per specifications, including delivery as specified. The date of termination shall be stated in the notice. The District shall be sole judge of non-performance.

B. The District may cancel the Contract upon 30 days written notice for cause or reasons other than cause.

14. EMPLOYEES

All employees of the Vendor shall be considered to be at all times the sole employees of the Vendor, under the Vendor's sole direction, and not an employee or agent of the District. The Vendor shall supply competent and physically capable employees; the District may require the Vendor to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable, or whose presence on District property is not in the best interest of the District.

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15. BID PROTESTS

The District shall provide notice of its decision to award or reject to all Vendors by U.S. mail. If Vendors wish to protest a decision of award, they must file a notice of protest in writing to the District Contact within three (3) working days after receipt of the notice of the District’s decision of award and shall file a formal written protest within 5 days after filing the notice of protest. The notice of protest must be either hand delivered to the District Contact or sent via Certified U.S. mail, return receipt requested. Failure to file a protest within the time specified herein shall constitute a waiver of all rights to protest the District’s decision regarding the award of bid.

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16. DISQUALIFICATION OF VENDORS

A Vendor may be disqualified temporarily or permanently and his/her bid(s) rejected for:

A. Poor performance or default, in the District’s opinion, on previous contracts with the District.

B. Poor performance or default, in the District’s opinion, on previous contracts with other public entities.

17. LOCAL, STATE AND FEDERAL COMPLIANCE REQUIREMENTS

Vendors shall comply with all local, state and federal directives, orders and laws as applicable to this bid and subsequent contract(s), including but not limited to:

A. Equal Employment Opportunity (EEO), in compliance with Executive Order 11246 as amended and applicable to this contract.

B. Occupational Safety and Health Act (OSHA) as applicable to this contract.

18. COLLUSION

The Vendor, by affixing his/her signature to this proposal, agrees to the following: "Vendor certifies that his/her bid is made without previous understanding, agreement, or connection with any person, firm or corporation, making a bid for the same items, or the initiating District department, and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action."

19. NO BID STATUS

To protect your status as an active bidder, please write the District Contact a letter indicating the reason for "No Bid" at this time.

20. PATENTS AND COPYRIGHTS

It shall be understood and agreed that by the submission of a proposal, the Vendor, if awarded a contract, shall hold harmless and fully indemnify the District and any of its officers or agents from any and all damages that may, at any time, be imposed or claimed for infringement of any patent right, trademark, or copyright, of any person or persons, association, or corporation, as the result of the use of such articles by the District, or any of its officers, agents, or employees, and of which articles the Vendor is not the patentee, assignee, licensee, or owner, or lawfully entitled to sell same��

�21. PUBLIC RECORDS LAW

Pursuant to California Government Code Section 6250-6270, public records may be inspected and examined by anyone desiring to do so, at a


reasonable time, under reasonable conditions, and under supervision by the custodian of the public record. Sealed Bids and Proposals become subject to this statute, notwithstanding Vendor’s requests to the contrary, at the time the District provides notice of a decision or intended decision, or 10 days after bid or proposal opening, whichever is earlier.

Financial statements submitted in response to a request by the District are confidential and exempt from disclosure. Data processing software obtained under a licensing agreement that prohibits its disclosure is also exempt.

22. INFORMATION

Further information, if desired, may be obtained from the District Contact.

Questions or requests for clarification of the specifications shall be in writing and received by the District at least seven days prior to the date and time of the bid opening. They may be mailed or e-mailed to [email protected], or faxed to (760) 744-5989.

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23. REQUEST FOR PROPOSAL

Should these "General Conditions" be used in the specifications for a Request for Proposal, every reference to a bid shall be and mean the same as proposal.

24. CONFLICT IN SPECIFICATIONS

Where there appears to be a variance or conflict between the General Conditions and the Special Conditions or Technical Specifications outlined in the Bid Package, the order of preference shall be Technical Specifications, Special Conditions, then General Terms and Conditions.

25. EXCEPTIONS TO PROPOSAL

The Vendor shall on a separate sheet of paper include any exceptions to the conditions of this Bid Proposal. This sheet shall be labeled, "Exceptions to Proposal Provisions," and shall be attached to the Bid Proposal. If no exceptions are stated, it will be understood that all General, Special and Technical Conditions will be complied with, without exception.

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26. HOLD HARMLESS AGREEMENT

The awarded Vendor agrees to indemnify and hold the District harmless from any and all claims, suits, actions, damages, causes of action, or attorney’s fees, arising from any personal injury, loss of life, or damage to person or property sustained by reason of or as a result of the products or services supplied.

The awarded Vendor agrees to indemnify and hold the District harmless from any and all claims, suits, actions, damages, causes of action, or attorney’s fees, arising from any personal injury, loss of life, or damage to person or


property sustained by reason of or as a result of the negligence of the Vendor/supplier, his employees, agents, or assigns.

27. COPELAND "ANTI-KICKBACK" ACT

Vendor and all subcontractors will comply with the Copeland Anti-Kickback Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3).

28. INSURANCE

Successful Vendor shall not commence work under the Contract until proof of all required insurance has been submitted to the District, and approved by the District.

• Professional Liability Insurance. Vendor shall provide the District with verification that Vendor has a professional liability insurance policy in effect with a company acceptable to the District with coverage of not less than $1,000,000. Vendor shall keep this policy in effect during the full term of this Agreement and shall promptly notify the District within ten (10) business days following any change in insurance companies or coverage.

• Worker's Compensation and Liability Insurance. Vendor shall, during the course of this Agreement, maintain such insurance as will protect Vendor from any claims under the Workman's Compensation Act. In addition, Vendor agrees to maintain bodily injury and property damage insurance in a minimum amount of $1,000,000 for bodily injury and $1,000,000 for property damage for each occurrence. Vendor shall notify the District within ten (10) business days following any change in insurance companies or coverage.

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• All insurance policies required above shall be issued by companies authorized to do business under the laws of the State of California.

29. DURATION OF AGREEMENT

Unless otherwise stated, the prices and conditions stated in this bid shall be in effect for a period of six-months from the date of the issuance of a letter of award, or date of executed contract, whichever is later.

30. CONTRACT RENEWAL

Any contract or agreement executed in conjunction with the award of a bid may be renewed for additional eighteen-month period if agreed to in writing by both parties.


31. SUBCONTRACTORS �

� � � � � � � shall submit a list of all subcontractors that the Vendor proposes to use in the execution of the work covered in these specifications. Should there be any change in this list during the contract, the Vendor shall inform the District. The District reserves the right of approval of such subcontractors. The reference forms included in the Appendix shall be used to provide this information.

32. SOLICITATION, GIVING, AND ACCEPTANCE OF GIFTS POLICY

By submitting a proposal, Vendors understand and will comply with the District’s policy prohibiting solicitation and acceptance of gifts by public officers, employees, or candidates.

33. LITIGATION DISCLOSURE

Prior to the final ranking of Vendors by the District’s Evaluation Committee, the District reserves the option to request that the three highest ranked Vendors disclose any instance in which the Vendor has been involved in litigation in regard to the software and services provided by the Vendor. If the Vendor is representing a third party that will provide software or services for this project, the Vendor must also disclose any instances in which the third party has been involved in litigation in regard to the software and services provided by the third party.

34. OTHER DISCLAIMERS

The District reserves the right to reject all proposals if not deemed in the best interest of the District as determined by the District. The District reserves the right to purchase software only and not implementation services.


Part III Special Conditions

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SPECIAL CONDITIONS PART III

3-1 SUBMISSION REQUIREMENTS: To facilitate evaluation of Proposals, the

original proposal plus five (5) identical copies inclusive of printouts of the enclosed Worksheet containing your responses to Part V - Functional/Technical Requirements and a completed Worksheet in electronic format, shall be submitted to the office of the District Contact. The original shall be clearly marked “original”. The proposal shall be prepared with a straightforward, concise delineation of the Vendor’s capabilities to satisfy the requirements of this RFP.

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Proposals must be received in the office of the District Contact no later than 4:00 P.M., Tuesday, May 30, 2006. Late proposals may be disqualified from consideration.

�Mailing Address:

Vallecitos Water District John J. Fusco MSCIS CPA

201 Vallecitos de Oro San Marcos, CA 92069

It is anticipated that the Vendor may be required to make one or more appearances at District Committee and/or Board of Director meetings to answer questions and present results.

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3-2 DELIVERY OF PROPOSAL: Each proposal must be received by the date and time set for closing receipt of offers. The envelope shall be identified as a “PROPOSAL FOR ERP SOFTWARE AND IMPLEMENTATION SERVICES”.

Note: Any deviation from this requirement will result in your proposal being considered non-responsive, thus eliminating your company from further consideration.

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The District cautions Vendors to assure actual delivery of mailed or hand-delivered proposals directly to the District’s Contact by the established deadline. A proposal received by the District Contact after the established deadline may be returned, unopened, to the Vendor.

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3-3 PROPOSAL COSTS: Those submitting proposals do so entirely at their expense. There is no expressed or implied obligation by the District to reimburse any individual or firm for any costs incurred in preparing or submitting proposals, providing additional information when requested by the District, or for participating in any selection interviews��

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3-4 ACCEPTANCE: Submission of any proposal indicates acceptance of the conditions contained in the RFP.


3-5 INQUIRIES: Interested Vendors may contact John Fusco, District Contact, at (760) 744-0460 x282 or by facsimile (760) 744-5989, regarding questions about the proposal. The District Contact will also receive written requests for clarification concerning the meaning or interpretations of this RFP until seven (7) business days prior to the submittal date.

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3-6 REJECTION: The District reserves the right to reject any and all proposals, in whole or in part, to waive any and all informalities, and to disregard all non-conforming, non-responsive or conditional proposals deemed in the best interest of the District.


Part IV Proposal Format�


PROPOSAL FORMAT PART IV

4-1 PROPOSAL FORMAT: In order to facilitate the analysis of responses to this RFP, Vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Each Vendor is required to submit the proposal in a sealed package. Vendors whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the District. Vendors should be sure they have received a compact disk with this RFP containing the functional/technical requirements. It is mandatory that Vendors use the enclosed CD and provide an electronic copy of responses to the functional/technical requirements, cost worksheets, and staffing worksheets. DO NOT INSERT, DELETE NOR MOVE ANY ROWS OR COLUMNS IN THE WORKSHEETS.

Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Vendor’s capabilities to satisfy the requirements of the RFP. The functional/technical requirements, cost worksheets and staffing worksheets response section of the proposal should be submitted on CD (in MS Excel) and in hard copy as part of the submitted document. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections: �

Section Title

Title Page Letter of Transmittal Table of Contents

1.0 Executive Summary 1.1 Scope of Services 2.0 Company Background 3.0 Proposed Application Software and Computing Environment 4.0 Database Software 5.0 Optional Software 6.0 System Security 7.0 Responses to General Requirements 8.0 Responses to Functional/Technical Requirements 9.0 Implementation Support and Training

10.0 Maintenance Program 11.0 Client References 12.0 Cost Quotations 13.0 Contract Terms and Conditions 14.0 Other Information 15.0 Sample Documents 16.0 Mandatory Submittals


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4-2� EXECUTIVE SUMMARY: (Section 1.0). This part of the response to the RFP should be limited to a brief narrative highlighting the Vendor’s proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The Executive Summary should not include cost quotations.

4-3 SCOPE OF SERVICES: (Section 1.1). Vendors must provide an understanding of the project from the Vendor’s perspective as identified in the table include in Section 1-1 of this document. Vendors must clearly explain if they are proposing to provide the functionality identified as part of the scope of both the MAXIMO implementation and this procurement.

For those areas such as Purchase Order that may be redundant to

MAXIMO the vendor should explain why implementing that functionality, as part of this engagement is advantageous to the District. If the vendor feels that not implementing these redundant areas will present difficulties to the District, the vendor should clearly explain which areas will be problematic and their overall effects on the efficient operation of their proposed system.

If the vendor proposes interfacing to the MAXIMO application for any of

the redundant functional areas they should clearly describe how the interface might work and whether it will be bi-directional and real-time. The Vendor should also identify their experience with interfacing to the MAXIMO product for similar functionality, where these interfaces are in live production and for how long.

4-4 COMPANY BACKGROUND: (Section 2.0). Vendors must provide the

following information about their company so that the District can evaluate the Vendor’s stability and ability to support the commitments set forth in response to the RFP. The District, at its option, may require a Vendor to provide additional support and/or clarify requested information. If the Vendor contracts with a 3rd party for implementation services, the same information is required of the 3rd party.

The Vendor should outline the company’s background, including:

• How long the company has been in business • A brief description of the company size and organization • History of similar clients as the District where systems have been

installed and are running • Who (3rd party if applicable) will implement the system


4-5 PROPOSED APPLICATION SOFTWARE AND COMPUTING ENVIRONMENT: (Section 3.0). The District requires a turnkey solution that includes installation and testing of the servers, RDBMS and any other technology support that supports the proposed software. The Vendor must present, in detail, features and capabilities of the proposed application software. Vendor must state exactly what version of the software is being proposed. Any changes between versions must be noted.

In addition, the following information must be included:

Hardware Environment. Describe the hardware environment required to utilize the proposed software. In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and weaknesses (if any) of each.

Operating System. Identify the operating system required by the proposed applications software and database management system in the hardware environment recommended above. In the event there is more than one suitable operating system, list all options indicating the relative strengths and weaknesses (if any) of each.

List the operating system software support products required to support the recommended computing environment. List any additional Vendor software products required to support the proposed application software.

4-6 DATABASE SOFTWARE: (Section 4.0). The District requires that the proposed software be capable of utilizing Microsoft SQL Server 2000 or most current for its RDBMS. Provide a description of the Database Management System (DBMS) utilized by the proposed software application(s). List any features utilized in constructing the proposed system and any additional required or optional end-user productivity tools.

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4-7� THIRD-PARTY PRODUCTS/OPTIONAL SOFTWARE: (Section 5.0). The Vendor should explicitly state the name of any third-party products that are part of the proposed solution. For each third-party product, there should be a statement about whether the Vendor’s contract would encompass the third-party product and/or whether the District would have to contract on its own for the product. If third-party products are covered under the Vendor’s agreement, the proposals must include and separately state the costs for five (5) years of post implementation support of the third-party software. All third-party software training must be included as part of training on overall software solution.

Include a description of any products, features or other value added components available for use with the proposed software application(s) that have not been specifically requested in this RFP. Consideration of these products, features, or other value added components would be given where these may be of value to the District.


4-8 SYSTEM SECURITY: (Section 6.0). The vendor should include a detailed description of the proposed system’s security features.

4-9 RESPONSES TO GENERAL REQUIREMENTS: (Section 7.0). The vendor must provide responses to each of the General Requirements listed in Part V of the RFP.

4-10 RESPONSES TO FUNCTIONAL/TECHNICAL REQUIREMENTS: (Section 8.0). Responses to the requirements listed in the Attachment 6 of this RFP must be provided in this section of the Vendor’s proposal. Vendors are required to use the format provided and add explanatory details as necessary in the “comments” column or in a separate spreadsheet that references the requirement number. The following answer key should be used when responding to the requirements:

F = Fully Provided "Out-of-the-Box” CO = Configuration (Table set-

up required; no changes to source code)

R = Provided with Reporting Tool

CU = Customization (requiring changes to source code)

NA = Not Available

TP= Third Party Software Required

Note: Vendors must use only one response code per requirement. Any requirement that is not answered utilizing a single code as outlined above will be treated as a negative/non-response. The selected software vendor must warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP. That is, the detailed requirements as stated in this RFP will become part of the software license and implementation services agreements and will be warranted as such.

All responses that indicate that functionality is available out-of-the-box, through configuration, customization, or a reporting tool, or through a third-party product should be included in the costs submitted in this proposal. The cost for any customizations should be broken out by specific requirement and included in the cost worksheets in Attachment 5. Furthermore, the module necessary to perform that functionality must be included in the scope and cost of this proposal.

4-11 IMPLEMENTATION SUPPORT AND TRAINING: (Section 9.0). The

vendor must provide a detailed methodology and plan for implementing the software. The implementation plan MUST include a response to the following questions/issues:

• Project organization chart • Methodology used to install the software • Overview of the implementation plan


• Detailed implementation methodology • Timeframe for fully implementing the system. If the proposal contains a

phased-approach, provide the specific start and end dates for each phase, as well as listing the modules proposed for each phase.

• Describe the role of the District and vendor staff for data conversion. Provide the assumptions related to the work effort estimates for data conversion (e.g., amount and type of data to be converted). Also give a brief description of the data conversion process including any special toolsets that will be utilized. At a minimum the District intends to convert the customer and vendor files including transaction detail along with summary accounting and budget balances, personnel information such as leave balances and open projects.

• Integration with other systems utilized by the District • Include an estimate of project work effort estimates utilizing

Attachment 4 – Staffing Matrix. A staffing chart listing the estimated resource utilization (for both the District staff AND the vendor) for each month should also be submitted on the form provided as Attachment 4 to the RFP. The District reserves the right to alter work effort ratios based on further discussion with the vendors throughout the evaluation process.

o Explain the rationale and/or assumptions forming the basis for the staffing plan proposed for both the vendor and District staff.

o The RFP instructs vendors that the proposals should assume a 50/50 split of the implementation work effort between the District and the implementation vendor. If your proposal is not based on this assumption, explain your rationale and/or assumptions.

• Overview of proposed training, including options for on-site or training center services, for end users and data processing personnel

• Implementation and training plan, including estimated time frame and deliverables for each stage of the project. Also what training method is recommended such as “train the trainer”, etc.

• Describe the methodology and plan for implementing any third party software, if applicable. The methodology shall include the estimated timeframe, overview of phases and milestones, assumptions, and assumed responsibilities.

• Expected number of District FTE hours required for ongoing support • Level of expertise required of the District staff for conversion and

implementation, report writer, database and other system component maintenance, and for implementation and maintenance of hardware and software

• Training expense requirements 4-12 MAINTENANCE PROGRAM: (Section 10.0). Specify the nature of any

post-implementation support provided by the Vendor including:

• Telephone support: toll-free support hotline, hours of operation, availability of 24 x 7 hotline, etc.


• Special plans defining “levels” of customer support (e.g., gold, silver, etc.)

• Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module

• Availability of user groups • Problem reporting and resolution procedures • Other support (e.g., on-site; remote dial-in; Website access to patches,

fixes, and knowledge base) 4-13 CLIENT REFERENCES: (Section 11.0). The District considers

references for both the software and implementation Vendor to be important in its decision to award a contract. The District will contact all references provided during the selection process. The District will not work through a Vendor's Reference Manager to complete a reference—Vendors must provide a direct client reference contact who was involved in the Vendor-led project. Where possible, such references should be in the state of California. List the “breadth” of the software solution (e.g., GL, AP, Payroll/HR, etc.). Include the name of the project manager in the reference.

SOFTWARE VENDORS – Software Vendors should provide at least five (5) client references that are similar in size and complexity to this procurement and have utilized the proposed system in a comparable computing environment. (Reference forms are attached to this proposal.) Submit references for fully completed (live) installations.

IMPLEMENTATION FIRMS – Implementation firms must provide five (5) references (unless already included in the references for software firms) for sites similar to this procurement where they have implemented the software being proposed. (Reference forms are attached to this proposal.) References should be submitted where the implementation firm was the primary consultant and installer of the base software and for completed installations.

THIRD PARTY SOFTWARE FIRMS – Using the forms attached to this RFP, third-party software firms addressing particular functionality (e.g., utility billing software) should provide at least five (5) references that are similar in size and complexity to this procurement and that have been used with the prime enterprise software proposed for this engagement. Submit references for fully completed (live) installations.

4-14� INTERFACE DEVELOPMENT: (Section 12.0). As mentioned previously in

this document and dependent upon the Vendor response to the Scope of Work section, there will be several interfaces necessary to MAXIMO CMMS. The District will also require interfaces to be developed between the Census Automated Meter Reading software, ESRI ArcView GIS, and Laser fiche Version 7.1 Document Management. Describe the role of the District and vendor staff for interface development. Provide the


assumptions related to the work effort estimates for interfaces (e.g., the specific interfaces included in the work effort estimates). Also give a brief description of the interface development process including any special toolsets that will be utilized for the process.

4-15� COST QUOTATIONS: (Section 12.0). Please provide a detailed cost of

ownership for all software licenses, technical infrastructure, maintenance and support, training and implementation services being proposed inclusive of five (5) years of post implementation support.

The cost proposal must include all costs related to implementing the

detailed business requirements in this RFP whether such implementation requires customization to the software or not. The District may award a purchase contract based on initial offers received without discussion of such offers. A Vendor’s initial offer should, therefore, be based on the most favorable terms available. The District may, however, hold discussions with those Vendors that it deems, in its discretion, to fall within a competitive range. It may also request revised pricing offers from such Vendors and make an award and/or conduct negotiations thereafter.

Cost schedules must be presented in the spreadsheet format presented in

Attachment 5 of this RFP and submitted in Microsoft Excel. The District reserves the right to contact Vendors on cost and scope clarification at any time throughout the selection and negotiation process.

The District is asking Vendors to estimate costs for all categories with the

understanding that they may have to make assumptions. Such assumptions must be documented in each proposal. Failure to fully provide cost and work effort estimates may lead to elimination prior to presentations. Vendors must utilize the cost schedule spreadsheets provided with the RFP. DO NOT use “TBD” (to be determined) or similar annotations in the cells for cost estimates.

If the vendor plans to demonstrate a specific product, module, functionality, or service during the selection process, they should include the cost in the proposal quotes. Vendors must provide a cost for all functional modules included in the scope.

Please use the following table to assist you in estimating costs:

Budget: $100 Million

Number of Employees: 98 FTE

Customer Accounts: Approximately 19,000 Water accounts and 17,000 Wastewater accounts.

Implementation Work Effort: 50%/50% split between District and Vendor

Preferred Training Strategy: Train-the-Trainer

Fiscal Year: July 1 to June 30


Anticipated Number of Users:

While it is difficult for the District to envision exactly who will use the system in what manner in an ERP environment, Vendors should utilize the following initial information for pricing purposes. Finance Users - 10 Utility Billing Users - 10 Total End Users - 60

4-16 CONTRACT TERMS AND CONDITIONS: (Section 13.0). Enclosed is a sample of the District’s standard Terms and Conditions contract for implementation services. Please provide a sample contract for the software license.

4-17 OTHER INFORMATION: (Section 14.0).

• Indicate the complete name of the firm or person(s) submitting the proposal, the main office address, the primary and secondary contact person(s) and their respective telephone numbers (including area codes).

• Identify your firm’s professional staff members who would be

personally involved in implementing the proposed system. Include each person’s prior experience in implementing, supporting, and providing training on such systems. Indicate the location of the office where each normally works.

• Provide any additional information that you feel would distinguish your

firm in its service to the District.

• The District may make such investigations it deems necessary to determine the ability of the vendor to perform the work proposed. The Vendor shall furnish the District, within five (5) days of request, all such information and data for this purpose as may be required. The District reserves the right to reject any proposal if the evidence submitted or investigation of the Vendor fails to satisfy the District that the Vendor is properly qualified to fulfill the obligation of the contract and to complete the work contemplated therein.

4-18 SAMPLE DOCUMENTS: (Section 15.0).

To establish a complete and competitive proposal, Vendors must include a sample copy of the following documents:

• Sample training manual for one module (i.e., General Ledger, Payroll, Budget)

• Sample documentation for at least two modules • Sample software maintenance/service contract • Sample of back-up and restore procedures


• Sample standard reports (preferred: Utility Billing, Payroll & General Ledger)

• Sample implementation plan (used at other sites)��

4-19� MANDATORY SUBMITTALS: ��

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4-20 ADDENDA: If revisions become necessary, the District will provide written addenda to all Vendors who have received the RFP by mail. All addenda issued by the District must be so noted on any proposals that are submitted to the District. Vendors shall contact the District to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal��


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TECHNICAL SPECIFICATIONS PART V �

GENERAL REQUIREMENTS

Requirements defined in this section contain the overall general functions of the District’s desired integrated software applications. These requirements underlie the detailed checklist of functional/technical requirements contained in the second half of Part V. Together, these two sections define a system that will provide a high level of flexibility in meeting the District’s current and future computing requirements. �

5-1 PROCESSING ENVIRONMENT: The existing System currently utilizes a UNIX based operating system to process information. A preferred or specific hardware platform will not be specified in an effort to obtain the widest range of software solutions to meet the District’s information processing needs.

5-2 DATABASE: A “true” relational (RDBMS) database must be used. This must be supplied with a programmer’s environment, with tools for optimization, file/index maintenance, and ad hoc reporting. The database design should allow for a wide range of “drill down” capabilities. Table and column names should be intuitively labeled and linked columns should be consistently named.�

5-3 REAL-TIME MODE: Applications are expected to run in real-time mode. Historical transactions will be used to drive reporting and interaction among systems.

5-4 LOGGING: Adequate logging must be provided to insure audit trails required by the District’s internal and external auditors.

5-5 TABLES: Dynamic tables must be used, where applicable, to preclude repetitive entry, for validity checking, and to eliminate program code changes when rules are changed or added.

5-6 EDITING: The system should provide programmatic editing of data input, when possible, for validity and logical application.

5-7 SECURITY: Security must be provided at program/user level.

5-8 SUPPORT: The selected Vendor(s) must be able to provide timely and adequate telephone support 24 x 7. Vendor(s) support must deal with issues related to imbedded or adjunct third-party software. Vendors will also deal with database and operating system issues that preclude their products’ functionality. The District intends to rely solely on the application Vendor(s) as its support source. Proposals must include costs for ten (10) years of post implementation support broken down into two five (5) year contracts.


5-9 HARDWARE: All minimum hardware requirements including operating system and storage devices for back-ups must be specified. The District intends to acquire, implement, and maintain the hardware and network as part of this proposal.

5-10 BACK-UP & RESTORE: The District wishes to utilize tape for daily back-ups and optional DVD or CD back-ups for month-end, fiscal and calendar year-ends.

5-11 LICENSES: Vendor is to provide breakdown of costs regarding licenses per user/seat and clearly identify any required licenses and related costs on a per user/seat basis for any third-party software necessary to fully implement software District wide.

5-12 LEVEL OF INTEGRATION: What proposed modules are fully integrated

(part of the base software) into the main ERP application? What are the proposed third-party applications? If there are proposed third-party applications, how are they integrated into the main ERP application (e.g., Do the third-party applications share security definitions and similar menu structures?)? What processes are handled in “real-time”? What processes require batch processes?

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EVALUATION OF PROPOSALS PART VI

6-1 EVALUATION METHOD: The District will evaluate all proposals deemed

responsive to this request by a committee selected by the District. The initial evaluation will consider only the qualifications and demonstrated experience of each respondent. Following the evaluation committee’s analysis of the written proposals and discussions, the responses will be ranked to establish the highest score. Vendors may be asked to provide on-site demonstrations. Discussions and negotiations may take place with the short list of Vendors to ensure clarification and to obtain a best and final offer. The award will be based upon a combination of the selection criteria in 6-2 below and the software determined to be the most advantageous to the District.

6-2 SELECTION CRITERIA: The intention of the District is to procure functionally complete, cost effective, and integrated software applications. Responses to this RFP will be evaluated according to the following criteria:

• Quality, clarity and responsiveness of proposal in conformance with�instructions, conditions, and format contained herein.

• Responses to Functional/Technical requirements (Attachment 6). • Responses to Technical requirements (RFP Section 4 and 5). • Installation, implementation, and training plans (RFP Section 4). • Demonstrated performance of proposed system elsewhere in the

public sector, system maintenance, system updates, and ongoing technical support. (Attachments 1-3)

• Vendor financial stability. (Section 4) • Cost and quality of software/implementation services. (Attachment 5) • Cost and Quality of Maintenance and Support. (Attachment 5) • Potential on-site demonstrations and visits to client sites. • Ability to provide an integrated, all-in-one system that includes the

most modules. (Section 4 and 5)


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VALLECITOS WATER DISTRICT AND ________________________ (Vendor) THIS AGREEMENT, made and entered into this___________ day of_____________, 200__, by and between the VALLECITOS WATER DISTRICT, a County Water District organized and operating pursuant to California Water Code section 30000 et seq., having its offices at 201 Vallecitos de Oro, San Marcos, CA 92069 (hereinafter referred to as “District"), and _____________________________ with its principal place of business at_____________________(hereinafter referred to as "Vendor"). THE PARTIES AGREE AS FOLLOWS: 1. Purpose District and the Vendor have entered into an agreement for the Vendor to provide and install system software (Software) meeting specified technical requirements attached as responses to this Request for Proposal (RFP). Vendor has the management capability, technical personnel, and the required ability to complete this proposal. This Contract sets forth the terms by which the Vendor will provide such services. 2. Service Area Vendor will provide the services described herein within the Vallecitos Water District, Indio California. 3. Scope of-Work A. Vendor shall:

1. Supply and install Software integrating onto the District’s computer network. (Network includes desktop personal computers)

2. Provide all necessary equipment, (Server hardware may be included –

and will be determined prior to final contract) labor materials and supplies, as approved through negotiated bidding and any detail response to the District’s RFP.

3. Provide comprehensive, responsive, and responsible service to fast track

the installation of the Software meeting the proposed timeline for installation as defined in the Vendor’s proposal.

4. Provide, at District site, administrator and end-user training of Software

administrative features and functions and end-user applications through the installation period.


B. District shall:

1. Work with Vendor/Vendors in determining the best approach to minimize disruption of the work place and facilitate training of staff.

2. Provide access to the District sites and computer network.

3. Work with Vendor in determining change orders as necessary.

4. Time Period

The term of this agreement shall commence upon the date signed by both the District and Vendor. The District shall retain an eighteen-month renewal option for extending at the current cost any maintenance or warranty contract entered into with the Vendor. At the time the District exercises this option, the terms of the contract shall be subject to renegotiation.

5. Price Formula District shall pay Vendor as set forth in this agreement as follows:

Installment payments will be made based on progress billings from Vendor less a ten percent (10%) retention payable upon acceptance of installation by District. Progress payments will include equipment, Software and installation as equipment and Software are deployed on the District’s network. Payments will be made within thirty (30) days of approval of Vendor invoices barring no unresolved disputes to invoices.

6. Control

Vendor agrees to not interfere with the District daily operations and business affairs. District may advise Vendor of any inadequate or unacceptable behavior or performance, which has a negative effect on the service being provided, and Vendor shall take prompt action to remedy the situation. District may require removal of a Vendor's employee.

7. Changes

If District orders changes from the work anticipated, or for other causes, or orders additional work not contemplated hereunder, additional compensation shall be allowed for such extra work according to the method defined and agreed to before the work is started. District shall promptly notify Vendor in writing by change order of all changes in scope. Any change in this contract shall have the prior written approval of District.


8. Disputes

If this contract shall be in conflict. All disputes hereunder shall be settled in accordance with the laws of the State of California. Pending final resolution of a dispute hereunder, Vendor shall proceed diligently with the performance of this contract and in accordance with the District's decision.

9. Stop Work

District may stop work upon forty-eight (48) hours written notice to Vendor. District shall be liable for all relevant costs incurred prior to the stop-work period and for restart, if any. Vendor shall make all reasonable efforts to minimize cost to District.

10. Termination

(a) District may terminate this Agreement upon sixty-days (60) written notice to Vendor and shall be liable for costs accrued to date of termination. If the Agreement is terminated, all pertinent data prepared for the project shall be made available to District without additional cost.

(b) If District is delinquent in paying Vendor by more than thirty (30) calendar-days and has received a statement by certified mail of the delinquency from Vendor, then Vendor may serve, by certified mail, a notice of its intent to suspend operations at least seven (7) days subsequent to the receipt of notice by District. If District does not correct the delinquency, the Vendor may suspend operations without further notice or penalty.

11. Notices

All notices hereunder and communications with respect to this Agreement shall be effective upon the mailing thereof by registered or certified mail, return receipt requested, and postage prepaid to the persons named below:

To Vendor: ________________________________ ________________________________ ________________________________ To District: General Manager 201 Vallecitos de Oro San Marcos, CA 92069

The individual or address to which notices shall or may be mailed to either party may be changed by written notice given by such party to the other, as hereinabove provided, but nothing herein contained shall preclude the giving of any such notice by personal service.


12. Transfer of Title to Equipment

Supplies purchased by Vendor as a direct-charge item in connection with the performance of this Agreement shall become the property of District upon payment of invoice for these supplies submitted by Vendor without formal transfer of title.

13. Proprietary Rights

All inventions, improvements, discoveries, proprietary rights, patents, and copyrights made by Vendor under this Agreement shall be made available to District with no royalties, charges, or other costs, but shall be owned by Vendor. Reports are excluded from this provision, and shall be owned by District. Vendor, however, shall have the right to print and issue copies of these reports. Vendor may make presentations and releases relating to the project. Papers and other formal publications shall be approved by District before they are released.

14. Force Majeure

Vendor shall not be responsible for loses, delays, or failure to perform caused by events beyond the control of Vendor. Such events may include, but are not restricted to, the following: Act of God, fire, epidemics, earthquake, flood, or other natural disaster; acts of the government, riots, strikes, war, or civil disorder.

15. Audit

Vendor shall permit the authorized representatives of District, any State Agency or representative of the U.S. Government, the Comptroller General of the United States, and all other appropriate governmental agencies to inspect and audit all data and records of the Vendor relating to performance under this Agreement. Vendor shall maintain all required records for three years.

16. Discrimination (a) Vendor shall not discriminate against any passenger, employee, or

applicant for employment because of age, race, religion, color, sex, or national origin. Vendor shall take affirmative actions to insure that applicants are employed and the employees are treated during their employment without regard to their age, race, religion, color, sex, or national origin. Such actions shall include, but not be limited to, the following: employment, upgrading, demotions, or transfer recruitment or recruitment advertising; layoff or termination; rate of pay or other forms of compensation; and selection for training, including apprenticeship.


(b) Vendor shall comply with the requirements of Title VI of the Civil Rights Act of 1964 (P.L. 88-325) and with all applicable regulations, statutes, laws, etc., promulgated pursuant to the civil rights acts of the state and federal government now in existence or hereafter enacted. Further, Vendor shall also comply with the non-discrimination provisions of the California Labor Code.

17. Disadvantaged Business Enterprises

In connection with the performance of this Agreement, Vendor will cooperate with District in meeting District's commitments and goals with regard to the maximum utilization of disadvantaged business enterprises and will use its best efforts to insure that disadvantaged business enterprises shall have the maximum practical opportunity to compete for subcontract work under this Agreement.

18. Prohibited Interest

No officer or employee of District during his/her tenure shall have any interest, direct or indirect, in this contract or the proceeds.

19. Rights

The authorized representative of the District (General Manager of the District) shall have the authority to act for and on behalf of District in meeting District's obligations provided for in this contract.

20. Assignment

Vendor may not assign this contract or any right, duty, or obligation existing hereunder either voluntarily or by operation of law without the express written consent of District, which consent may be withheld in the sole discretion of the District.

21. Warranties

District makes no warranties, either expressed or implied, as to the condition, merchantability, fitness for any particular purpose, or any other matter concerning any equipment.


22. Risk of Loss, Damage or Destruction

Vendor bears the risk of loss of, damage to, or destruction of each piece of equipment whether resulting from fire, theft, governmental action, collision, or any cause whatever prior to acceptance by the District.

23. Indemnity

Vendor shall indemnify District, their officers, employees, agents and assigns, against and hold them harmless from any and all claims, demands, liabilities, actions, suits, and proceeding of every kind, including the costs and expenses thereof, caused by, arising out of, or connected with any equipment purchased hereunder, including without limitation, the manufacture, selection, delivery, possession, use, operation, and return of such equipment; and any and all bodily injury, death, or property damage.

District shall not be liable for any loss, damage, or injury to Vendor of any kind and in any manner caused by or connected with any equipment or the condition, reconditioning, repair, maintenance, possession, or use thereof.

24. Worker's Compensation Insurance

Vendor shall secure' and maintain Worker's Compensation Insurance covering all employees.

25. Accidents

Vendor shall notify District immediately of any accident or other occurrence which caused personal injury or damage to equipment, give all proposal and cooperation which District may reasonably request in connection therewith, promptly advise District of all claims and demands relating to any equipment or the use, operation, or possession thereof, and aid in the investigation and defense of all such claims and in the assertion by District of any claims for its own account arising out of each such accident or occurrence.

26. Insurance

• Professional Liability Insurance. Vendor shall provide District with verification that Vendor has a professional liability insurance policy in effect with a company acceptable to the District with coverage of not less than $1,000,000. Vendor shall keep this policy in effect during the full term of this Agreement and shall promptly notify the District within ten (10) business days following any change in insurance companies or coverage.


• Worker's Compensation and Liability Insurance. Vendor shall, during the course of this Agreement, maintain such insurance as will protect Vendor from any claims under the Workman's Compensation Act. In addition, Vendor agrees to maintain bodily injury and property damage insurance in a minimum amount of $1,000,000 for bodily injury and $1,000,000 for property damage for each occurrence. Vendor shall notify the District within ten (10) business days following any change in insurance companies or coverage.

27. Assignment by Vendor

This agreement is not assignable or transferable by Vendor or by operation of law. The consent of District to one such assignment shall not constitute consent to any other or further assignment.

This agreement made and concluded this _____ day of _________, 200__ between the Vallecitos Water District and Vendor. "District" VALLECITOS WATER DISTRICT Dated: _______________, 2006 By_______________________________________ William W. Rucker, General Manager Approved as to form: Dated: _______________, 2006 By________________________________ Jeffrey G. Scott, General Counsel "Vendor” COMPANY NAME Dated: _______________, 2006 By______________________________________

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