Specifications include, but are not limited to: RFP 2022301 Software Solution System for JCSA August 2021 James City Service Authority 5. The undersigned further agrees that the Bidder shall comply with section 2.2-4374 of the Code of Virginia, 1950, as amended, and has not bought or purchased any equipment from any person employed by the Owner as an independent contractor to furnish architectural or engineering services for this Project, nor from any partnership, association or corporation in which such architect or engineer has a pecuniary interest. 6. The undersigned further agrees to require all subcontractors, consultants, sub- consultants, or any other persons, corporations, or legal entities providing or furnishing labor, material, equipment or work related to this project to execute this anti-collusion statement as a condition of payment. This paragraph is expressly limited to those in a direct contractual relationship with the undersigned of over $10,000 except those persons whose only direct contractual agreement with the undersigned is an employment contract. 7. All Covenants and Agreements made by the Contractor are made by it on behalf of the Contractor and its successors, personal representatives and assigns, the same as if they had been specifically named in each instance. And further this deponent saith not. Subscribed and sworn to before me this day of , 20 My commission expires: 20 Notary Public RFP 2022301 Software Solution System for JCSA August 2021 James City Service Authority CERTIFICATION REGARDING DEBARMENT This is to certify that this person/firm/corporation is not now debarred by the Federal Government or by the Commonwealth of Virginia or by any other state, or by any town, city, or county, from submitting Bids on contracts for construction covered by this solicitation, nor are they an agent of any person or entity that is now so debarred. Name of Official Title Firm or Corporation Date RFP 2022301 Software Solution System for JCSA August 2021 James City Service Authority CERTIFICATION OF COMPLIANCE WITH IMMIGRATION LAWS AND REGULATIONS Section 40.1-11.1 of the City/County Code requires that any person or entity doing business with the City/County of , including its boards and commissions, shall include a sworn certification by the Contractor of compliance with all federal immigration laws and regulations. These laws include the Federal Immigration Reform and Control Act, which makes it unlawful for a person or other entity to hire, recruit or refer for a fee for employment in the United States, an alien knowing the alien is unauthorized, and Section 40.1-11.1 of the Code of Virginia, which makes it unlawful for any employer to knowingly employ an alien who cannot provide documents indicating that he or she is legally eligible for employment in the United States. The state law, in particular, places an affirmative duty on employers to ensure that aliens have proof of eligibility for employment. Accordingly this certification shall be completed and attached to all contracts and agreements for goods and services made by the City/County of or any of its boards and commissions. Failure to attach a completed certification shall render the contract or agreement void. Type or print legibly when completing this form. Legal Name of Contractor: (Note: This is your name as reported to the IRS. This should match your Social Security card or Federal ID Number.) Type of Business Entity: Sole proprietorship (Provide full name and address of owner): Limited Partnership (Provide full name and address of all partners): General Partnership (Provide full name and address of all partners): Limited Liability Company (Provide full name and address of all managing members): Corporation (Provide full name and address of all officers): Doing Business As: If Applicable (Note: This is the name that appears on your invoices but is not used as your reporting name.) Name and Position of Person Completing this Certificate: Physical Business Address: Primary Correspondence Address (If different from physical address): RFP 2022301 Software Solution System for JCSA August 2021 James City Service Authority RETURN SIGNED COVER SHEET (ALL PAGES) WITH PROPOSAL Number of Employees: Are all Employees Who Work in the United States Eligible for Employment in the United States? Under penalties of perjury, I declare on behalf of the Contractor listed above that to the best of my knowledge and based upon reasonable inquiry, each and every one of the Contractor’s employees who work in the United States are eligible for employment in the United States as required by the Federal Immigration Reform and Control Act of 1986 and Section 40.1-11.1 of the Code of Virginia. I further declare on behalf of the Contractor that it shall use due care and diligence to ensure that all employees hired in the future who will work in the United States will be eligible for employment in the United States. I affirm that the information provided herein is true, correct, and complete. Sworn this day of _, 201_ on behalf of as evidenced by the following signature and seal: Name of Contractor: Printed Name of Signatory: Signature: Date: COMMONWEALTH OF VIRGINIA: CITY/COUNTY OF , to-wit: The foregoing instrument was acknowledged before me this day of , 201__, by _. Notary Public Registration No.: SUBMIT ALL PAGES OF COVER SHEET WITH PROPOSAL *Virginia State Corporation Commission (“SCC”) registration information: The undersigned Offeror: is a corporation or other business entity with the following SCC identification number: ____________- OR- is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR- is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the Offeror in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR- is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned Offeror’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1- 757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. **NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for proposals (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): 1.0 PROJECT INTRODUCTION 1.1 PURPOSE The intent of this Request for Proposal (RFP) is to obtain proposals from qualified firms for software, implementation and integration services for software system(s) to be provided in accordance with terms, conditions and specifications established herein. The James City Service Authority (JCSA) owns, operates and maintains the public water and sanitary sewer systems within James City County, Virginia and limited sections of York County and the City of Williamsburg. Operational and maintenance responsibilities include wells, water treatment facilities, water distribution mains, sanitary sewer pumping stations, sanitary sewer collection lines, sanitary sewer transmission mains, administration buildings, vehicles, equipment and materials. Although the JCSA works closely with other James City County (JCC) departments, the JCSA operates as a separate legal entity. The JCSA is seeking proposals from offerors for a fully integrated Utility Customer Information and Billing, Enterprise Asset Management, Enterprise Resource Planning, Computerized Maintenance Management and Customer Information System to upgrade and/or replace the existing systems currently used by JCSA, with an emphasis on the implementation of mobile applications to improve the efficiency and accuracy of data collection, reporting and work management. JCSA currently partners with the Hampton Roads Sanitation District (HRSD)/Hampton Roads Utility Billing Service (HRUBS) for billing and customer account services. A preproposal conference is not scheduled. Functional/system requirements are included in Attachment 1. 1.1.1 FAMILIARITY WITH PROPOSED WORK It is the responsibility of the Offeror, by careful personal examination of the RFP Documents and the Scope of Work, to visit the area of the work to be performed, if that is required, and to satisfy the full scope of services required for the total project. The Offeror should study and carefully correlate its knowledge and observations of the RFP Documents and such other related data and to promptly notify the designated Purchasing point of contact of all conflicts, errors, ambiguities, inconsistencies, or discrepancies that the Offeror has discovered in or between the RFP Documents and such other related documents or conditions. Failure to do so shall not relieve the Successful Offeror of its obligation to perform as per the provisions of the resulting contract. The Successful Offeror shall not at any time after the execution of the contract make any claims whatsoever alleging insufficient data or incorrectly assumed conditions, nor shall it claim any misunderstanding with regard to the nature, conditions or character of the work or services to be provided under the contract. 1.2 COMPETITION INTENDED It is the County’s intent that this solicitation permit competition. It shall be the Offeror’s responsibility to advise the Purchasing Director in writing if any language, requirement, specification, etc., or any combination thereof, stifles competition or inadvertently restricts or limits the requirements stated in this solicitation to a single source. The Purchasing Director must receive such notification not later than five (5) business days after solicitation release date. 1.3 MINIMUM QUALIFICATIONS Offerors may be firms which implement the initiatives (Implementation Firm) or firms that provide the software (Software Firm). Either offeror may submit as the prime offeror but all proposals shall provide a turnkey system solution as described in this RFP. Offerors submitting proposal(s) for the initiatives shall have, at a minimum, the following qualifications. The Implementation Firm for the proposed solution(s) shall provide documentation showing that it has a minimum of five (5) years’ experience in implementing the proposed solution(s) in localities of at least the size and scope of the JCSA. • The offeror shall provide documentation showing that the proposed software is successfully installed and implemented in a minimum of five (5) public water and sanitary sewer systems of at least the size and scope of the JCSA. • The Software/Implementation Firm for the proposed software solution(s) and the implementation firm shall not have filed for bankruptcy protection during the past five (5) years. • The Software/Implementation Firm shall provide letters stating that each is a party to the proposal and that the implementation firm is certified to implement the software.1.4 ABOUT THE JCSA The James City Service Authority (JCSA) owns, finances, constructs, operates, and maintains public water and sanitary sewer systems within James City County, Virginia and limited sections of York County and the City of Williamsburg. Operational and maintenance responsibilities include wells, water treatment facilities, water distribution lines, sanitary sewer pumping stations, sanitary sewer collection lines, sanitary sewer transmission mains, administration buildings, vehicles, equipment and materials. The JCSA provides service to approximately 23,425 water customers and 24,175 wastewater customers, serving a population of approximately 61,000 people. JCSA has 99 employees organized into 4 departments; Administration, Customer Service, Operations (field services) and Engineering. Each department has their own specific function and needs related to the software systems. JCSA currently partners with Hampton Roads Sanitation District (HRSD) for billing and customer account services, but will implement an in-house billing and customer service solution. JCSA also receives services from other functional area within the County organization including financial planning, human resources and information technology. To the extent practical, software system(s) implemented by the JCSA shall be able to easily integrate with other systems that will remain in operation and shared use by other JCC departments. The JCSA’s water system includes the following assets: • 5-million gallons per day brackish groundwater reverse osmosis water treatment facility, • 15 remote well/treatment facilities, • 5 large storage tanks, • 2 booster pump stations, • 4 pressure reducing stations, • 418 miles of water main, • 10,000 valves, blow-offs and air release valves • 2,776 – Fire hydrants, • 23,425 water services and meters.The JCSA’s wastewater system includes the following assets: • 364 miles of gravity sewer main, • 85 miles of force main, • 10,136 manholes, • 24,175 service laterals, • 77 wastewater lift stations.In addition, JCSA has numerous shared assets, including: • Administration building, • Warehouse, • Various storage/garage facilities, • Vehicles/heavy equipment, • Tools and equipment. The JCSA currently uses the following software solutions as part of its daily operations: Software Description Infor Public Sector 11.0 (Hansen) Legacy EAM system, work management system, asset records and inventory ESRI ArcGIS GIS platform Collector for GIS Data management for sewer easement inspections MS Office Various databases for asset management, inspections and asset registries POSM Sewer inspection data collection Rockwell FactoryTalk View SE SCADA system Rockwell FactoryTalk Historian SCADA Historian Oracle Utilities Customer Care & Billing (CC&B) Customer service/billing system, owned/maintained by HRSD SAP Crystal Reports/Sytech XLReporter Reporting tool EnerGov/Tyler Technologies Used by JCC for planning, permitting, inspections, etc. Insperity TimeStar Timekeeping system used by JCC Tyler MUNIS ERP system used by JCC, shared use with JCSA 1.5 ABOUT THE PROJECT This project is intended to upgrade/replace JCSA’s existing software systems to gain efficiencies and to increase the effectiveness of operations and asset management activities through standardization and integration . Through this upgrade, the JCSA seeks to be able to provide an increased operational efficiency and level of services to the customers of JCSA. In addition to the replacement of existing systems, JCSA is interested in solutions that can provide integrated customer service and billing solutions that would allow JCSA to perform its own billing process. The following provides a brief summary of the key requirements that JCSA desires: • Asset Record Tracking • Asset Lifecycle Management • Parts/ Supplies Inventory • Work Management • Preventative Maintenance/Inspections • Managing Regulatory Requirements/Permits • Customer Service Requests • Utility Customer Information, Utility Billing & Cashiering • Reporting capabilities • Mobile technology interface, data input • Remote Access • Integration with ArcGIS, and other software systems that will remain functional It is possible that a phased approach will be used for implementation, meaning not all modules may not be implemented at the same time. JCSA intends to continue to share the use of JCC’s enterprise resource planning software Munis; however, being able to integrate shared systems with JCSA’s selected software solution would be desirable.
