REQUEST FOR PROPOSALS

RFP No. 2018-038-003

CUSTOM SOFTWARE DEVELOPMENT

SWORN SCHEDULING AND TIMEKEEPING SYSTEM
FOR THE
LOS ANGELES FIRE DEPARTMENT

ISSUED BY
CITY OF LOS ANGELES
LOS ANGELES FIRE DEPARTMENT
INFORMATION TECHNOLOGY BUREAU

APRIL 30, 2018

 REQUEST FOR PROPOSALS (RFP) NO. 2018-038-003
CUSTOM SOFTWARE DEVELOPMENT
SWORN SCHEDULING AND TIMEKEEPING SYSTEM
LOS ANGELES FIRE DEPARTMENT

DATE ISSUED: Monday, April 30, 2018

TITLE: CUSTOM SOFTWARE DEVELOPMENT
DESCRIPTION: The City of Los Angeles (City), Los Angeles Fire Department (LAFD)
is seeking proposals from qualified Proposers to assist with the co-
development of an enterprise software system used to manage LAFD
sworn personnel scheduling, hiring, and timekeeping.

PRE-PROPOSAL CONFERENCE: Tuesday, May 29, 2018

10:00 a.m., Pacific Time
Los Angeles Fire Department
City Hall East, Room 1705
200 North Main Street
Los Angeles, California 90012

Attendance at this pre-proposal conference is optional. For those who attend the pre-
proposal conference, please bring your Request for Proposals (RFP) with you. COPIES OF
THE RFP WILL NOT BE AVAILABLE AT THE CONFERENCE. For those who are unable to
attend the pre-proposal conference, a teleconference option will be available. Details on
this option will be posted on the City’s Business Assistance Virtual Network (BAVN) website at
www.labavn.org.

RFP QUESTION DEADLINE: Monday, May 21, 2018

12:00 p.m., Pacific Time

All questions regarding the RFP must be emailed to the RFP Administrator, Drew Steinberg, at
[email protected], no later than May 21, 2018 at 12:00 p.m., Pacific Time.

OFFICIAL RFP NOTICES/AMENDMENTS:

To ensure that no firm is provided advantage over another, all requirements are specified in this
RFP. Questions and any changes to the RFP requirements will be posted on www.labavn.org.
Proposers are solely responsible for monitoring www.labavn.org for responses to questions and
adhering to RFP amendments.
SUBMISSION DEADLINE: Wednesday, June 27, 2018
3:00 p.m., Pacific Time

Proposals are to be submitted in a sealed package or box, clearly marked with the words “RFP
2018-038-003, Custom Software Development”.

LATE SUBMISSION WILL NOT BE ACCEPTED – NO EXCEPTIONS.

RFP ADMINISTRATOR: Drew Steinberg, Fire Statistical Manager

Administration Bureau
Los Angeles Fire Department
[email protected]
 TABLE OF CONTENTS
1.0  INTRODUCTION AND BACKGROUND ............................................................................. 1 
1.1  General Facts and Information .............................................................................................. 1 
1.2  Relevant Department Metrics ............................................................................................... 1 
1.3  Project Objectives ................................................................................................................. 2 
1.4  Current Challenges ................................................................................................................ 2 
1.5  Guiding Principles ................................................................................................................. 3 
1.6  Current Technology Environment .......................................................................................... 3 
2.0  SCOPE OF SERVICES ....................................................................................................... 5 
3.0  GENERAL PROPOSAL CONDITIONS ................................................................................ 6 
3.1  Acceptance of Terms and Conditions .................................................................................... 6 
3.2  Cost of Responding to RFP .................................................................................................... 6 
3.3  City’s Right of Withdrawal of RFP and Rejection of Proposals ................................................ 6 
3.4  Withdrawal of Proposal ........................................................................................................ 6 
3.5  Disposition of Proposals and Disclosure of Information ......................................................... 7 
3.6  Conferences During the Evaluation Period ............................................................................ 7 
3.7  Proposal Submittal Conditions and Limitations ..................................................................... 7 
3.8  Proposal Interpretations and Addenda ................................................................................. 7 
4.0  CITY CONTRACTING REQUIREMENTS ............................................................................. 7 
4.1  Information on Business Location and Workforce ................................................................. 7 
4.2  Statement of Non‐Collusion .................................................................................................. 8 
4.3  Nondiscrimination/Equal Employment Practices/Affirmative Action Program ...................... 8 
4.4  Child Support Obligations ..................................................................................................... 9 
4.5  Service Proposer Worker Retention and Living Wage Ordinances ......................................... 9 
4.6  Equal Benefits Ordinance ...................................................................................................... 9 
4.7  First Source Hiring Ordinance .............................................................................................. 10 
4.8  Slavery Disclosure Ordinance .............................................................................................. 10 
4.9  Contractor Responsibility Ordinance ................................................................................... 10 
4.10  Business Inclusion Program (BIP) Requirements .................................................................. 11 
4.11  Local Business Preference Program ..................................................................................... 11 
4.12  Municipal Lobbying Ordinance ............................................................................................ 12 
4.13  Bidder Contributions ........................................................................................................... 12 
4.14  Contractor Evaluation Ordinance ........................................................................................ 12 
4.15  Iran Contracting Act of 2010 Compliance Affidavit .............................................................. 13 
4.16  Fair Chance Initiative for Hiring Ordinance .......................................................................... 13 
5.0  CONFIDENTIALITY AND RESTRICTIONS ON DISCLOSURE .............................................. 13 
6.0  PRE‐PROPOSAL CONFERENCE ...................................................................................... 14 
6.1  Conference Schedule .......................................................................................................... 15 
6.2  Submittal of Written Questions .......................................................................................... 15 
6.3  Reasonable Accommodations for People with Disabilities ................................................... 15 
7.0  DEADLINE FOR SUBMISSION OF PROPOSALS ............................................................... 15 
8.0  EVALUATION PROCESS AND CRITERIA ......................................................................... 17 
8.1  Evaluation Overview ........................................................................................................... 17 

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 8.2  Minimum Requirements ..................................................................................................... 17 
8.3  Evaluation Criteria .............................................................................................................. 17 
8.4  Scoring Range ..................................................................................................................... 19 
8.5  Evaluation Rounds and Competitive Range ......................................................................... 19 
9.0  PROTEST PROCEDURES ............................................................................................... 23 
10.0  CONTRACT TERMS AND CONDITIONS .......................................................................... 23 
11.0  LIST OF APPENDICES AND EXHIBITS ............................................................................. 25 
Appendix A  Scope of Services and Proposer Response Template ................................................ 25 
Appendix B  Definitions ............................................................................................................... 25 
Appendix C  Current Capabilities Overview ................................................................................. 25 
Appendix D  Miscellaneous Additional Information ..................................................................... 25 
Exhibit 1  Business Location and Workforce Information ............................................................. 25 
Exhibit 2  Statement of Non‐Collusion ........................................................................................ 25 
Exhibit 3  Child Support Obligations ............................................................................................ 25 
Exhibit 4  Service Contractor Worker Retention Ordinance /Living Wage Ordinance ................... 25 
Exhibit 5  Equal Benefits, First Source Hiring, Slavery Disclosure Instructions .............................. 25 
Exhibit 6  Contractor Responsibility Ordinance and Questionnaire .............................................. 25 
Exhibit 7  Contractor Responsibility Pledge ................................................................................. 25 
Exhibit 8  Business Inclusion Program ......................................................................................... 25 
Exhibit 9  Local Business Preference Program ............................................................................. 25 
Exhibit 10  Municipal Lobbying Ordinance Compliance Form / Bidder Certification CEC Form 5025 
Exhibit 11  Bidder Contributions – CEC Form 55 ......................................................................... 25 
Exhibit 12  Iran Contracting Act of 2010 Affidavit ...................................................................... 25 
Exhibit 13  Standard Provisions for City Contracts (Rev. 10/17)[v.2] .......................................... 25 
Exhibit 14  Insurance Requirements and Minimum Limits ......................................................... 25 
12.0  PROPOSER CHECKLIST ................................................................................................. 26 
12.1  Section 1 General Information ............................................................................................ 26 
12.2  Section 2 Professional Services ........................................................................................... 26 
12.3  Section 3 Technical Requirements ....................................................................................... 26 
12.4  Section 4 Optional Appendices ............................................................................................ 27 
12.5  Section 5 Cost Proposal ....................................................................................................... 27 
12.6  Required RFP Compliance Documents to be Submitted ....................................................... 27 

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 REQUEST FOR PROPOSALS NO. 2018-038-003
CUSTOM SOFTWARE DEVELOPMENT
FOR THE
LOS ANGELES FIRE DEPARTMENT

1.0 INTRODUCTION AND BACKGROUND

1.1 General Facts and Information

The LAFD is one of the larger municipal Fire Departments in the United States
with approximately 3,380 sworn and 380 civilian personnel. The Department
serves a population of 4,031,000 and covers a service area of nearly 500 square
miles.

For more information about the LAFD, please see the Los Angeles Fire
Department’s 2018 – 2020 strategic plan, A Safer City 2.0 at
http://www.lafd.org/about/about-lafd/strategic-plan.

1.2 Relevant Department Metrics

The following table (Table 1: Relevant Metrics) provides estimates of various
metrics that may be relevant to this project. While this information can vary from
year to year, it is meant to provide a general idea of Department size and
complexity, and not absolute numbers. Appendix B, Definitions, provides the
definition of common terms used within the LAFD as it relates to staffing, hiring
and timekeeping.

Table 1: Relevant Metrics

Metric Estimate (2016)

Population Served 4 million
Total Employees 3,780
Total Sworn Members 3,350
Total Officers (Supervisors) 669
Geographic Bureaus 4
Battalion Offices 14
Fire Stations 106
Number of Work Locations / Assignments 172
Number of daily schedules 4 variations
LAFD Facilities / Work Locations 115

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1.3 Project Objectives
This project is intended to be transformative in its impact to the LAFD and its
members. The system developed will be used by every sworn member of the
department and will directly affect how the department manages its daily staffing.
The following are overarching project objectives that the LAFD hopes to achieve:
 Enhance accuracy and efficiency of the scheduling, hiring, and
timekeeping process by making it easier to complete tasks, manage
changes and perform related administrative work;
 Maintain compliance with frequent changes to labor agreements,
business practices and other work-related rules through automation;
 Enhance data accuracy and quality by improving the user experience,
making the system intuitive and easy to use, reducing or eliminating
erroneous and duplicative data entry and providing improved quality
controls;
 Enhance the operational value of information by improving the
timeliness and availability of relevant and actionable information for all
stakeholders as a result of better data collection, access and controls; and
 Enhance the LAFD’s software development capabilities and solution
architecture by working with a partner to select a modern application
development platform, solution architecture and development process that
is sustainable and can be leveraged for this and other future projects.

1.4 Current Challenges

The current “Network Staffing System” (NSS), was first developed by a
Department employee in the early 1990s who continues to be the primary
provider of all support and maintenance. The nature of LAFD’s scheduling, hiring
and timekeeping business practices and the age of the software pose many
challenges for LAFD members including:
 Antiquated user interface and experience (UI/UX) – The NSS is essentially
a MS-DOS, text-based application. The user experience is outdated and
many of our members find it frustrating to use. The user experience is
antiquated and does not follow what would be considered current usability
standards and there is limited ‘mobile’ or remote access;
 Aging technology – The system is mostly developed using technology and
tools that are no longer used in modern software development. Support
and succession planning are becoming increasingly difficult as the
Department is highly dependent on one key person to maintain the entire
system. Uptime and performance, especially on mobile devices and at
remote fire stations, is an issue;
 Lack of access to valuable information — Data is not readily available for
reporting or integration with other systems. Each new report must be
created by a developer and integrations are limited to file exchanges; and

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  Difficult to change – Changes to meet changing business needs, work
rules and practices require a developer, making compliance and auditing
particularly difficult.

1.5 Guiding Principles

The LAFD has adopted the following guiding principles to help direct decision
making and prioritize the efforts of the team:

 Success is defined by user acceptance;

 This project will focus on providing critical capabilities in a way that makes
sense to the users, not to simply replicate what we have or to continue
doing things the same way because they have always been done that
way;
 Change is welcome. Operational needs change over time and our
systems must adapt to those needs in order to remain relevant and
valuable to users;
 Small is better. Small, frequent, incremental deliveries of working software
is always preferred over conceptual designs, prototypes or big changes
that take a long time to develop and implement;
 Teams work. The best ideas and highest quality systems will arise from
well-balanced teams, working together and offering differing points of
view; and
 Avoid duplication. A ‘one-system-of-record’ approach is favored with
robust integration between systems. Wherever possible, we will avoid
maintaining the same piece of information in more than one place.

1.6 Current Technology Environment

The following section provides an overview of the LAFD’s current technology
landscape. This section should be considered informational and does not imply
or represent a preference or requirement for any one particular platform or
technology, unless otherwise stated. Through this project, the LAFD seeks to
improve, enhance and innovate its software development capabilities and
environment, and fully understands that some current technology platforms may
change.

1.6.1 Network Staffing System - NSS

The Network Staffing System was developed in-house by a Department
employee and was first put into use in 1998. Since that time, while there have
been many changes to the business rules and operational needs, very little has
changed in terms of the underlying technology. The core system is built on
xBase using xHarbour Clipper and installed on PC’s throughout the Department.
In an effort to improve performance at remote work locations, the LAFD uses a
Citrix environment for approximately 150 of the client workstations.

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1.6.2 Workplace Technology
The LAFD currently maintains approximately 1,200 Windows 7 Enterprise
desktop computers and is in the process of deploying Windows 10 as older
computers are replaced. The standard Web browser is Google Chrome,
however, alternative browsers, such as Internet Explorer and Mozilla Firefox are
also available to most users. Most Windows desktop computers have Microsoft
Office Professional 2010 or 2013.

The LAFD also manages approximately 1,600 mobile devices including iOS,
Android and Windows smartphones, tablets and ruggedized PCs. LAFD
members also use their own personal mobile devices to access various LAFD
systems.

1.6.3 In-Vehicle Technology

The LAFD maintains a fleet of over 600 vehicles of varying types. Most vehicles
are equipped with fixed-mounted mobile computers with Windows 7. Some, but
not all, vehicles are equipped with broadband network connectivity.

1.6.4 Global User Management

The LAFD uses Microsoft Active Directory to manage individuals and groups. In
general, user access to system resources is driven by the user’s role and
responsibilities in the department. The LAFD’s Active Directory synchronizes with
the Citywide Identity Management System (IdM), which is managed by the City’s
Information Technology Agency (ITA).

1.6.5 Data Center and Servers

The LAFD supports both Windows and Enterprise RedHat Linux, physical and
virtual servers located on premise at LAFD facilities. The LAFD is in the early
stages of deploying some enterprise systems in the Microsoft Azure GovCloud.

1.6.6 Local-Area Network

The LAFD’s IT staff manages and maintains the operations of the local area
network to desktop workstations at each of the LAFD facilities. In most cases
network connectivity of 100Mbs is provided to the desktop. City ITA staff
manages and maintains the switches, routers, and other related network
communication devices on the LAFD networks.

1.6.7 Wide-Area Network

The LAFD Wide-Area Network connects approximately 115 locations across the
City on ten fiber network rings. The wide-area network is managed by City ITA
staff.

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1.6.8 Application Environments
The majority of LAFD developed applications are developed in either C++, Tibco
Rendezvous (for enterprise service bus), MS VisualStudio, ColdFusion (v11), or
JavaScript. The LAFD database environments are primarily Oracle and Microsoft
SQL-Server.

1.6.9 API-Integration Platform

While not in place today, the LAFD is actively exploring the use of an enterprise
Application Programming Interface (API) integration platform (e.g. MuleSoft,
Jitterbit, Azure API) as a way to develop and manage standard integrations and
interfaces between systems.

1.6.10 Agile Project Management

The LAFD is in the early stages of adopting agile scrum as its primary
development methodology. The Department has recently standardized the
Atlassian suite of tools, including Service Desk, Jira and Confluence, for issue
management and documentation.

1.6.11 Enterprise Reporting and Analytics

The LAFD is in the early stages of implementing Microsoft’s PowerBI Premium in
the Azure Government Cloud as its standard enterprise reporting and data
visualization tool across all applications and data sources.

2.0 SCOPE OF SERVICES

The LAFD seeks to hire a contractor with a proven track record of successfully
completing complex, custom software development projects by working in
partnership with their clients. The LAFD expects to enter into a long-term
cooperative partnership with the selected Proposer to co-develop a custom
software system that will perform the LAFD-specific scheduling, hiring and time-
keeping tasks required to support its operation. The LAFD also expects to
potentially use the experience, technology and development practices from this
project in other future LAFD software development projects.

The successful Proposer will use its experience and expertise to lead the
development effort which includes the creation of a product roadmap, user
requirements, iterative and incremental development, structured testing and
ultimately the deployment of a new system into the field. The Proposer will lead
and direct the overall solution architecture, design and development effort, and
the LAFD will provide technical and business resources to complete parts of the
final solution at the direction of the Proposer. The Proposer will ultimately be
responsible for the overall solution design and implementation.

The specific LAFD requirements are described in Appendix A: Scope of

Services and Proposer Response Template. The purpose of Appendix A is to
both describe the LAFD’s requirements and to provide the Proposer with specific

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 instructions as to how to respond to this RFP. All proposals must be submitted in
writing. The Proposer must follow the response instructions provided in Appendix
A, and complete and return all applicable documents, including forms and
appendices. The LAFD may deem a proposal non-responsive if the Proposer
fails to follow this format and/or provide all required documentation and copies.

All proposals shall be valid for one hundred eighty (180) days following the
submission deadline unless otherwise agreed to in writing by both the LAFD and
the Proposer.

3.0 GENERAL PROPOSAL CONDITIONS

All proposals submitted are subject to the following terms and conditions:

3.1 Acceptance of Terms and Conditions

The submission of a proposal pursuant to this RFP constitutes acknowledgement
and acceptance of all terms and conditions set forth herein.

3.2 Cost of Responding to RFP

The Proposer understands and agrees that the City is not responsible for any
costs incurred by the Proposer in responding to this RFP. Proposers who
respond to this RFP, including attendance at the Pre-Proposal Conference and
possible attendance at a post-submission interview of Proposers, do so solely at
their own expense.

3.3 City’s Right of Withdrawal of RFP and Rejection of Proposals

Notwithstanding any other provisions of this RFP, the LAFD reserves the right to
withdraw this RFP at any time without prior notice. The LAFD also reserves the
right to reject any and all proposals submitted or to waive any minor
administrative irregularities contained in any proposal, when to do so would be in
the best interest of the City and pursuant to Los Angeles City Charter Section
371 (c): “The City shall reserve the right to reject any and all bids or proposals
and to waive any informality in the bid or proposal when to do so would be to the
advantage of the City.”

3.4 Withdrawal of Proposal

A Proposer may withdraw a submitted proposal in writing at any time prior to the
specified due date and time. Faxed withdrawals will NOT be accepted. A written
request to withdraw, signed by an authorized representative of the Proposer,
must be submitted to the LAFD at the address specified herein for submittal of
proposals. After withdrawing a previously submitted proposal, the Proposer may
submit another proposal at any time up to the specified submission deadline. All
proposals submitted and not withdrawn prior to the end of the submission
deadline will be firm and may not be withdrawn after the submission deadline for
a period of one hundred eighty (180) days following the deadline for submission
of proposals specified in this RFP.

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3.5 Disposition of Proposals and Disclosure of Information
All proposals submitted in response to this RFP will become the property of the
LAFD and will be a matter of public record subject to the State of California
Public Records Act (California Government Code Section 6250, et seq.).
Proposers must identify, in writing, all copyrighted material, trade secrets, or
other proprietary information that the Proposer claims is exempt from disclosure
under the California Public Records Act. Any Proposer claiming such an
exemption must identify the specific provision of the California Public Records
Act that provides an exemption from disclosure for each item that the Proposer
claims is not subject to disclosure under said Act.

Any Proposer claiming such an exemption must also state in the proposal the
following: “The Proposer will indemnify the LAFD and its officers, employees, and
agents, and hold them harmless from any claim or liability and will defend any
action brought against them for their refusal to disclose copyrighted material,
trade secrets, or other proprietary information to any person making a request
therefore.” Failure to include such a statement will constitute a waiver of a
Proposer’s right to exemption from disclosure.

3.6 Conferences During the Evaluation Period

After submittal of proposals and continuing until a contract is awarded, Proposers
must not communicate in any manner with LAFD personnel or their agents
regarding this RFP or the proposals during this period of time unless the
communication relates solely to the scheduling of interviews or system
demonstrations, if applicable, or unless otherwise authorized in writing by the
LAFD’s Contract Administrator. Failure to comply with this requirement will
automatically terminate further consideration of that firm’s or individual’s proposal
submitted.

3.7 Proposal Submittal Conditions and Limitations

Proposals submitted that set forth conditions or limitations to those set forth in
the RFP may be considered nonresponsive and, therefore, may be rejected.

3.8 Proposal Interpretations and Addenda

Any change to or interpretation of this RFP will be posted on the City’s Business
Assistance Virtual Network (BAVN) at www.labavn.org as addenda to this RFP.
The Proposer is solely responsible for monitoring www.labavn.org for any
changes or addenda. Any such changes or interpretations will become a part of
this RFP and may be incorporated into any contract awarded pursuant thereto.

4.0 CITY CONTRACTING REQUIREMENTS

4.1 Information on Business Location and Workforce

It is the policy of the City of Los Angeles to encourage businesses to locate or
remain in the City. Therefore, the City Council requires all City Departments to

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 gather information on the headquarters address and certain information on the
employees of the firms contracting with the City. Proposers must complete and
sign Exhibit 1 – Business Locations and Workforce and submit as part of the
RFP Proposal. Failure to complete and return Exhibit 1 with the proposal may
result in a proposal being deemed non-responsive and disqualified from being
considered.

If the Proposer is a joint venture or other collaboration of separate entities, each

member of the joint venture or collaboration must submit such a list.

4.2 Statement of Non-Collusion

The Affidavit of Non-Collusion guarantees that the proposal is genuine, not a
sham or collusive. Proposers must complete and sign Exhibit 2 – Affidavit of
Non-Collusion and submit as part of the RFP Proposal. Failure to submit a
completed Affidavit of Non-Collusion may result in the proposal being deemed as
on-responsive and disqualified from being considered.

If the Proposer is a joint venture or other collaboration of separate entities, each

member of the joint venture or collaboration must submit an executed statement.
Corporations must affix their corporate seal.

4.3 Nondiscrimination/Equal Employment Practices/Affirmative Action

Program
Proposers are advised that any contract awarded pursuant to this RFP shall be
subject to the applicable provisions of Los Angeles Administrative Code Section
10.8.2, Nondiscrimination Clause.

All contracts (both construction and non-construction) for which the consideration
is $1,000 or more shall comply with the provisions of Los Angeles Administrative
Code Section 10.8.3, Equal Employment Practices Provisions. By affixing its
signature on a contract that is subject to the Equal Employment Practices
Provisions, the Contractor shall agree to adhere to the provisions in the Equal
Employment Practices Provisions for the duration of the contract.

All contracts (both construction and non-construction) for which the consideration
is $25,000 or more shall comply with the provisions of Los Angeles
Administrative Code Section 10.8.4., Affirmative Action Program Provisions. By
affixing its signature on a contract that is subject to the Affirmative Action
Program Provisions, the Contractor shall agree to adhere to the provisions in the
Affirmative Action Program Provisions for the duration of the contract.

Furthermore, Contractor shall include similar provisions in all subcontracts

awarded for work to be performed under the contract with the City and shall
impose the same obligations. The contract with the subcontractor that contains
similar language shall be made available to the Office of Contract Compliance
upon request.

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 Proposers seeking additional information regarding the requirements of the City’s
Non-Discrimination Clause, Equal Employment Practices, and Affirmative Action
Program may visit the Bureau of Contract Administration’s website at
http://bca.lacity.org.

4.4 Child Support Obligations

Proposers are advised that any contract awarded pursuant to this RFP will be
subject to the applicable provisions of Los Angeles Administrative Code, Section
10.10, Child Support Obligations. City policy also requires that all Proposers
performing work for the City comply with all applicable state and federal reporting
requirements relative to legally mandated child support. Proposers must refer to
Exhibit 3 — Child Support Obligations for further information and instructions and
must submit the required declaration at the time proposals are submitted.

4.5 Service Proposer Worker Retention and Living Wage Ordinances

Unless approved for an exemption, Proposers under contracts primarily for the
furnishing of services to or for the City and that involve an expenditure in excess
of $25,000 and a contract term of at least three (3) months, lessees and
licensees of City property, and certain recipients of City financial assistance, shall
comply with the provisions of Los Angeles Administrative Code, Sections 10.37
et seq., Living Wage Ordinance (LWO) and 10.36, et. seq, Service Proposer
Worker Retention Ordinance (SCWRO).

Proposers shall refer to Exhibit 4 “Service Proposer Worker Retention Ordinance

and Living Wage Ordinance” for further information regarding the requirements of
the Ordinances.

Proposers who believe that they meet the qualifications for one of the
exemptions described in the LWO List of Statutory Exemptions will apply for
exemption from the Ordinance by submitting with their proposal the
Bidder/Proposer Application for Non-Coverage or Exemption (Form OCC/LW-
10), or the Non-Profit/One-Person Proposer Certification of Exemption (OCC/LW-
13). The List of Statutory exemptions, the Application and the Certification are
included in Exhibit 4.

4.6 Equal Benefits Ordinance

Proposers are required to register on the City of Los Angeles’ Business
Assistance Virtual Network (BAVN) at www.labavn.org and complete an Equal
Benefits Ordinance Compliance Affidavit online. The Equal Benefits Ordinance
(Los Angeles Administrative Code Section 10.8.2.1) requires City contractors to
provide equal benefits to their employees with spouses and employees with
domestic partners. The affidavit shall be valid for a period of three (3) years from
the date it is first uploaded onto BAVN. Please see Exhibit 5 – Equal Benefits,
Fire Source Hiring, Slavery Disclosure Ordinances.

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 Proposers seeking additional information regarding the requirements of the Equal
Benefits Ordinance may visit the Bureau of Contract Administration’s web site at
http://bca.lacity.org.

4.7 First Source Hiring Ordinance

Unless approved for an exemption, contractors under contracts primarily for the
furnishing of services to or for the City, the value of which exceeds $25,000 with
a term of at least three (3) months, shall comply with the provisions of Los
Angeles Administrative Code Sections 10.44 et seq., First Source Hiring
Ordinance (FSHO). All Proposers are required to complete and electronically
sign the FSHO Compliance Affidavit available at www.labavn.org. The affidavit
shall be valid for a period of three years from the date it is first uploaded onto the
City’s BAVN. Please see Exhibit 5 – Equal Benefits, Fire Source Hiring, Slavery
Disclosure Ordinances.

Proposers seeking additional information regarding the requirements of the

FSHO may visit the Bureau of Contract Administration’s web site at
http://bca.lacity.org.

4.8 Slavery Disclosure Ordinance

Unless otherwise exempt, in accordance with the provisions of the Slavery
Disclosure Ordinance (SDO) in Los Angeles Administrative Code Section 10.41,
any contract awarded pursuant to RFP will be subject to the SDO. Proposers are
required to complete and electronically sign the Slavery Disclosure Affidavit
available on BAVN at www.labavn.org as part of their proposal. Please see
Exhibit 5 – Equal Benefits, Fire Source Hiring, Slavery Disclosure Ordinances.

Proposers seeking additional information regarding the requirements of the

Slavery Disclosure Ordinance may visit the Bureau of Contract Administration’s
web site at http://bca.lacity.org.

4.9 Contractor Responsibility Ordinance

Proposers are advised that any contract awarded as a result of this RFP will be
subject to the provisions of the Proposer Responsibility Ordinance (Los Angeles
Administrative Code, Section 10.40 et seq.). Proposers shall refer to Exhibit 6 –
Contractor Responsibility Ordinance for further information regarding the
requirements of the Ordinance.

All Proposers shall complete and return with their proposals, the Responsibility
Questionnaire included in Exhibit 6. Failure to return the completed
Questionnaire may result in a Proposer being deemed non-responsive and
disqualified from being considered.

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 Upon award of a City contract, the contractor will be required to submit a Pledge
of Compliance to the awarding authority. (Exhibit 7)

4.10 Business Inclusion Program (BIP) Requirements

It is the policy of the City to provide Minority Business Enterprise (MBE), Women
Business Enterprise (WBE), Small Business Enterprise (SBE), Emerging
Business Enterprise (EBE), Disabled Veteran Business Enterprise (DVBE), and
all Other Business Enterprise (OBE) concerns an equal opportunity to participate
in the performance of all City contracts. Proposers will assist the City in
implementing this policy by taking all reasonable steps to ensure that all available
business enterprises; including MBEs, WBEs, SBEs, EBEs, DVBEs, and OBEs,
have an equal opportunity to compete for, and participate in, City contracts.

Equal opportunity will be determined by the Proposer’s BIP outreach

documentation, as described in Exhibit 8, the Business Inclusion Program, of this
RFP. Participation by MBEs, WBEs, SBEs, EBEs, DVBEs, and OBEs may be in
the form of subcontracting.

Proposers must refer to Exhibit 8, Business Inclusion Program of this RFP for
additional information and instructions. BIP outreach must be performed using
the Business Assistance Virtual Network (www.labavn.org). A Proposer’s failure
to utilize and complete their BIP Outreach as described in Exhibit 8 may result in
their proposal being deemed non-responsive.

The BIP Outreach component must be completed online at www.labavn.org by

June 12, 2018 at 11:59 p.m. No outreach will be allowed on or after June 13,
2018 at 12:00 a.m.

The BIP Summary sheet must be completed and submitted online at

www.labavn.org by 4:30 p.m., June 28, 2018, the first calendar day following the
day of the RFP response submittal deadline. Failure to meet participation levels
outlined in Exhibit 8 will not be a basis for disqualification. However, failure to
complete the BIP Outreach process will result in proposals being deemed non-
responsive.

4.11 Local Business Preference Program

Per City of Los Angeles Ordinance No. 181910 and Los Angeles Administrative
Code, Section 10.47, et. seq., the City is committed to maximizing opportunities
for Local Businesses, as well as encouraging Local Businesses to locate and
operate in Los Angeles County. It is the policy of the City to reduce local
unemployment, stimulate the expansion and retention of local jobs, and create
sustainable local economic development. The Local Business Preference
Program (LBPP) aims to benefit the City by increasing local jobs and
expenditures within the private sector. Criteria and instructions for participation in
the LBPP are set forth in Exhibit 9 – Local Business Preference Program.

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 Interested Proposers can complete and upload the Local Business Certification
Affidavit available on the City of Los Angeles’ Business Assistance Virtual
Network (BAVN) at www.labavn.org seven days prior to the submittal of the
proposal.

4.12 Municipal Lobbying Ordinance

The Municipal Lobbying Ordinance serves to identify persons engaged in
compensated lobbying activities aimed at influencing decisions of City
governments. Proposers are required to complete, sign and submit Exhibit 10 –
Bidder Certification CEC Form 50 with their RFP Proposal. Proposals submitted
without a completed CEC Form 50 shall be deemed non-responsive and
disqualified from being considered. Further information is available at
http://ethic.lacity.org/lobb/lobby.cfm.

4.13 Bidder Contributions

Proposers are subject to Charter section 470(c)(12) and related ordinances. As a
result, Proposers may not make campaign contributions to and or engage in
fundraising for certain elected City officials or candidates for elected City office
from the time they submit the response until either the contract is approved or,
for successful Proposers, 12 months after the contract is signed. The Proposer’s
principals and subcontractors performing $100,000 or more in work on the
contract, as well as the principals of those subcontractors, are also subject to the
same limitations on campaign contributions and fundraising.

Proposers must submit CEC Form 55, provided in Exhibit 11, to the awarding
authority at the same time the response is submitted. The form requires
Proposers to identify their principals, their subcontractors performing $100,000 or
more in work on the contract, and the principals of those subcontractors.
Proposers must also notify their principals and subcontractors in writing of the
restrictions and include the notice in contracts with subcontractors. Responses
submitted without a completed CEC Form 55 may be deemed nonresponsive.
Proposers who fail to comply with City law may be subject to penalties,
termination of contract, and debarment. Additional information regarding these
restrictions and requirements may be obtained by calling the City Ethics
Commission at (213) 978-1960.

4.14 Contractor Evaluation Ordinance

Proposers are advised that any contract awarded as a result of this RFP process
will be subject to the provisions of Los Angeles Administrative Code Section
10.39 et seq., Proposer Evaluation Ordinance (CEO). In accordance with this
Ordinance, the City must conduct an evaluation of a Proposer’s performance at
the end of the contract.

The City may also conduct evaluations of the Proposer’s performance during the
term of the contract. Evaluations will be based on a number of criteria, including
but not limited to the quality of the work product or service performed, the

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 timeliness of performance, financial issues, and the expertise of personnel that
the Proposer assigns to the contract. Information from the evaluations will be
kept in a centralized database, and City Departments will consider that
information when awarding future service contracts.

4.15 Iran Contracting Act of 2010 Compliance Affidavit

In accordance with California Public Contract Code Sections 2200 – 2208, all
Proposers submitting proposals for, entering into, or renewing contracts with the
City of Los Angeles for goods and services estimated at $1,000,000 or more are
required to complete, sign, and submit the Iran Contracting Act of 2010
Compliance Affidavit (Exhibit 12) with their RFP Proposal.

4.16 Fair Chance Initiative for Hiring Ordinance

Any contract awarded pursuant to this RFP will be subject to the Fair Chance
Initiative for Hiring Ordinance (FCIHO), Section 10.48 of the Los Angeles
Administrative Code. The Ordinance provides, among other things, that
contractors/subcontractors with at least 10 employees are: prohibited from
seeking a job applicant’s criminal history information until after a job offer is
made; must post FCIHO information in conspicuous places at worksites; and
cannot withdraw a job offer based on an applicant’s criminal history unless a link
has effectively been made between the applicant’s criminal history and the duties
of the job position. Proposers seeking additional information regarding the
requirements of the Fair Chance Initiative for Hiring Ordinance may visit the
Bureau of Contract Administration’s website at http:bca.lacity.org.

5.0 CONFIDENTIALITY AND RESTRICTIONS ON DISCLOSURE

All Proposers are advised that any contract awarded as a result of this RFP
process will be subject to the following provisions:

1. All documents, records, and information provided by the LAFD to the

Contractor, or accessed or reviewed by the Contractor, during performance of
this Agreement will remain the property of the LAFD. All documents, records
and information provided by the LAFD to the Contractor, or accessed or
reviewed by the Contractor during the performance of this Agreement, are
confidential (hereinafter collectively referred to as “Confidential Information”).
The Contractor agrees not to provide Confidential Information, nor disclose
their content or any information contained in them, either orally or in writing, to
any other person or entity. The Contractor agrees that all Confidential
Information used or reviewed in connection with the Contractor’s work for the
LAFD will be used only for the purpose of carrying out City business and
cannot be used for any other purpose. The Contractor will be responsible for
protecting the confidentiality and maintaining the security of City documents
and records in its possession.

2. The Contractor will make the Confidential Information provided by the LAFD
to the Contractor, or accessed or reviewed by the Contractor during

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 performance of this Agreement, available to its employees, Project Manager
and subcontractors, only on a need to know basis. Further, the Contractor will
provide written instructions to all of its employees, Project Manager and
subcontractors, with access to the Confidential Information about the
penalties for its unauthorized use or disclosure.

3. The Contractor will store and process Confidential Information in an electronic

format in such a way that unauthorized people cannot retrieve the information
by computer, remote terminal or other means.

4. The Contractor must not remove Confidential Information or any other

documents or information used or reviewed in connection with the
Contractor’s work for the LAFD from City facilities without prior approval from
the LAFD. The Contractor will not use, other than in direct performance of
work required pursuant to the Agreement, or make notes of any home
address or home telephone numbers contained in Confidential Information
provided by the LAFD that are reviewed during work on this Agreement. The
Contractor will, at the conclusion of this Agreement, or at the request of the
LAFD, promptly return any and all Confidential Information and all other
written materials, notes, documents, or other information obtained by the
Contractor during the course of work under this Agreement to the LAFD. The
Contractor will not make or retain copies of any such information, materials,
or documents.

5. Any reports, findings, Deliverables, analyses, studies, notes, information, or

data generated as a result of this Agreement are to be considered
confidential. The Contractor will not make such information available to any
individual, agency, or organization except as provided for in this Agreement or
as required by law.

6. The Contractor will require that all its employees, Project Manager, and
subcontractors who will review, be provided, or have access to Confidential
Information, during the performance of this Agreement, execute a
confidentiality agreement that incorporates the provisions of this Section, prior
to being able to access Confidential Information.

6.0 PRE-PROPOSAL CONFERENCE

The LAFD intends to hold one pre-proposal conference. The purpose of the
conference is to provide additional detail and answer questions about the LAFD’s
requirements and/or any information contained within this RFP.

A panel of LAFD representatives will be available to answer questions from

prospective Proposers concerning this RFP. To maximize the effectiveness of
the conference, Proposers are encouraged to submit questions in writing to the
attention of the RFP Administrator at least seven days before the pre-proposal
conference.

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 Attendance at the pre-proposal conference is optional. No minutes will be taken
and attendees are responsible for taking their own notes. BRING YOUR OWN
COPY OF THE RFP. NO COPIES WILL BE PROVIDED AT THE
CONFERENCE. For those who are unable to attend this conference, a
teleconference option will be available. Details on this option will be posted on
the BAVN website at www.labavn.org.

6.1 Conference Schedule

The Pre-Proposal Conference will be held as follows:

Tuesday, May 29, 2018

10:00 a.m., Pacific Time
Los Angeles Fire Department
City Hall East, Room 1705
200 North Main Street
Los Angeles, California 90012

6.2 Submittal of Written Questions

Written questions will be accepted until Monday, May 21 at 12:00 noon, Pacific
Time. Questions should be directed to the RFP Administrator, Drew Steinberg at
[email protected]. The LAFD is not obligated to respond to any
questions and will not respond to questions received after this deadline.
Responses to all written questions will be provided once per week up to the end
of the question period via the LABAVN website at www.labavn.org.

6.3 Reasonable Accommodations for People with Disabilities

As covered under Title II of the Americans with Disabilities Act, the City of Los
Angeles does not discriminate on the basis of disability and, upon request, will
provide reasonable accommodation to ensure equal access to its proposals,
programs, services, and activities. If an individual with a disability requires
accommodations to attend a Pre-Proposal Conference or other on-site visit,
please contact the RFP Administrator at least five (5) working days prior to the
scheduled event.

7.0 DEADLINE FOR SUBMISSION OF PROPOSALS

The original proposal and five (5) complete copies in three-ring binders, and one
electronic copy on a USB flash drive containing a complete copy of the proposal,
must be received by 3:00 p.m. Pacific Time, Wednesday, June 27, 2018 at the
following address:

Attention: Drew Steinberg, RFP Administrator

RFP No. 2018-038-003 Custom Software Development
Los Angeles Fire Department
Accounts Receivable – Public Counter
200 North Main Street, Room 1620

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 Los Angeles, CA 90012

PROPOSALS DELIVERED AFTER THE DEADLINE WILL NOT BE ACCEPTED.

Proposals can be hand delivered or sent via US Postal Service, UPS, FedEx,
DHL, or other mail delivery service. Facsimile or email will not be accepted.

Proposals must be received by the LAFD on or before the submission deadline

specified in the RFP. The deadline cannot be extended for failure on the part of a
delivery or messenger service. Any proposal received after the deadline,
regardless of reason, will be disqualified. The addition of substantive
supplemental information or modifications to the proposal will not be allowed
after the submission deadline. The LAFD reserves the right to determine the
timeliness of all proposal submissions.

Submission of a proposal to this RFP shall constitute acknowledgement and

acceptance of all terms and conditions set forth herein.

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8.0 EVALUATION PROCESS AND CRITERIA

8.1 Evaluation Overview

An Evaluation Committee comprised of LAFD representatives and other City
Department personnel, as needed, will evaluate the proposals. In addition, the
Evaluation Committee may utilize the services of appropriate experts to assist in
the evaluation process.

After receipt of a proposal, but prior to award of any contract, the LAFD, at its
sole discretion, may require any or all Proposers to submit additional information
and/or to meet in person with LAFD personnel.

Failure of a Proposer to specifically respond to each RFP item, or any other

information requested by the LAFD, will be grounds for rejecting that proposal.

The LAFD, at its option, may reject any and all proposals submitted in response
to this RFP, or waive any informality in a proposal when to do so would be to the
advantage to the LAFD, the City, or its taxpayers.

All proposals will be reviewed to determine that the minimum eligibility

requirements have been met. All eligible proposals will be reviewed, scored, and
ranked. Final scoring will be based on what is determined to be the best overall
value to the LAFD. The successful proposal will not necessarily be the one that
sets forth the lowest price.

The LAFD reserves the right to reject any and all proposals, seek additional
candidates, or to further negotiate terms, price and conditions submitted by a
selected Proposer.

8.2 Minimum Requirements

Proposals will first be examined for compliance with the minimum requirements
of this RFP to ensure that the Proposer’s response is in the required format and
contains all of the required sections, forms, signatures, subcontractor outreach
per BIP (Section 4.10) and legal notices as prescribed.

8.3 Evaluation Criteria

Proposals that meet the minimum requirements will be evaluated in the following
four categories.

Company Qualifications & Experience — This is an assessment of the

Proposer’s overall qualifications including relevant experience, history of
successful performance delivering similar projects and company capacity. The
scores for this category are derived primarily from an assessment of the
Proposer’s response for Section 1: General Information (Appendix A),
including information obtained during reference checking and site visits.

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 Approach and Methodology — This is an assessment of the Proposer’s overall
understanding of the project and their ability to deliver successfully. The scores
for this category are derived primarily from an assessment of the Proposer’s
response to Section 2: Professional Services (Appendix A) and may also be
derived from information obtained during reference checking, site visits,
interviews and demonstrations.

Fit to Requirements — This is an assessment of the Proposer’s response to the

technical requirements. The scores for this category are derived primarily from an
assessment of the Proposer’s response for Section 3: Technical Requirements
(Appendix A) and may also be derived from information obtained during
reference checking, site visits, interviews and demonstrations.

Cost — This is an assessment of the Proposer’s overall cost. The scores for this
category are derived from an assessment of the Proposer’s responses to
Section 5: Cost Proposal (Appendix A).

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8.4 Scoring Range
Evaluation team members will use the following range below (Table 2: Scoring Range)
to score the Proposer’s response in each of the scored areas:

Table 2: Scoring Range

Rating Description
The Proposer’s response was clear, succinct and demonstrated a
high-degree of understanding of and compliance with the stated
5 requirement. The Proposer’s proposed approach to the requirement
was particularly innovative and exceeded the expectations of the
evaluator.
The Proposer’s response was clear, succinct and demonstrated a
basic understanding of and compliance with the stated requirement.
3
The Proposer’s proposed approach to the requirement seemed
reasonable to the evaluator.
The Proposer’s response was unclear, overly verbose and/or
confusing and/or did not demonstrate a basic understanding of the
1 stated requirement. The Proposer’s proposed approach to the
requirement was unexpected and/or did not seem to be a reasonable
response to the evaluator.
The Proposer’s response was unclear, overly verbose or confusing
and/or did not demonstrate any understanding of the stated
0
requirement and/or was otherwise unresponsive. A missing or blank
response must be scored with a “0.”

8.5 Evaluation Rounds and Competitive Range

There will be three rounds to the evaluation process. Each round is designed to
establish a competitive range, described in the figure and the sections below.

Figure 5: Evaluation Rounds

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8.5.1 Round 1 — Written Response Competitive Range
The focus of Round 1 is to establish a competitive range based on an evaluation
of the Proposer’s experience and ability to successfully partner with and deliver
custom business software projects to organizations that are similar to the LAFD.
The rating of this round is primarily based on an evaluation of the Proposer’s
written response and references.

Proposals will first be evaluated for compliance with all required submission
material, adherence to proposal response instructions, and the proper and
complete submittal of required documents and BAVN outreach. Failure to submit
the proposal in the required format, failure to submit the required forms and
failure to complete BAVN outreach could each disqualify the Proposer’s proposal
for further consideration.

This round is expected to take two (2) to four (4) weeks to complete depending
on the number of responses received and will result in a subset of Proposers to
move on to the next round.

8.5.2 Round 2 — Demonstration Competitive Range

The focus of Round 2 is to establish a competitive range based on an evaluation
of the Proposer’s ability to demonstrate their capabilities in person, as well as
through interviews, additional reference checking and site visits, as required. In
addition to the selection committee, other operational and technical
representatives may be invited to attend the demonstrations and provide
comments and observations to selection committee members for their
consideration.

Evaluation of this round will be based on the selection committee’s observation of

the material presented, including but not limited to, an assessment of how well
what is presented aligns with the Proposer’s written response. The selection
committee will score the overall experience, how well the Proposer is able to
understand and articulate the LAFD objectives, any work product(s) and the
overall expected fit of the Proposer’s proposed solution to the requirements
based on their observations during the demonstration. At the end of Round 2,
selection committee members will use the information learned during this round
to revise their initial score of the Proposer’s proposal.

Demonstrations will be held at a LAFD facility within the City of Los Angeles and
Proposers are expected to present in person. Invited Proposers will receive a
minimum of two weeks’ notice with required logistics information.

Invited Proposers will be asked to spend two consecutive days on-site with the
LAFD team during this round. The activities of the two days will be as follows:

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8.5.2.1 Day 1 Morning — Company Overview
Proposers will be given up to (3) three hours to present an overview of their
company and why their proposed solution is best for the LAFD. Proposers will
be asked to demonstrate a software solution that the Proposer has developed
using the process and technology similar to that being proposed. The Proposer is
not expected to demonstrate software that is LAFD-specific or within the same
domain of the LAFD project, but that is representative of something that was built
using methodology and technology similar to what the Proposer has proposed.
The nature and content of the presentation will be at the discretion of the
Proposer.

At least one hour should be available for Q&A between the Proposer and the
LAFD for members of the selection committee to ask questions about the
Proposer’s written response and the Proposer to ask questions of the selection
committee about the project objectives and/or requirements.

8.5.2.2 Day 1 Afternoon — Discovery Workshop

In the afternoon of the first day, the Proposer will be asked to lead a ‘discovery’
workshop that follows the Proposer’s proposed process or methodology in order
to better understand the high-level scope (needs) of the LAFD. This time will be
an opportunity for the Proposer to better understand the system objectives,
scope, and high-level requirements.

8.5.2.3 Day 2 — Product Roadmap / Requirements Workshop

Proposers will be given eight (8) hours, including breaks and lunch, to lead the
selection committee through a working session, using the Proposer’s proposed
approach to discover and better understand the overall system objectives and
define the high-level user requirements. The purpose of this working session is
twofold; one for the Proposer to gain a more detailed understanding of the LAFD
requirements in order to revise their approach and/or estimates; and two for the
LAFD to experience and evaluate the Proposer’s approach and methodology.

The Proposer will be asked to submit a revised proposal within two (2) weeks of
the end of Round 2 Demonstration Period that includes any relevant changes to
the Proposer’s response including, but not limited to the overall approach,
timeline and cost. The Proposer should include any work products created as
part of the demonstration period to be considered by the selection committee as
part of the scoring of Round 2. The selection committee will re-score the
Proposer’s revised proposal using the same criteria and considering any newly
provided material.

This round is expected to take four (4) to six (6) weeks to complete depending on
the number of Proposers invited to participate and will result in a subset of
Proposers to move on to the next round.

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8.5.3 Round 3 — Statement of Work and Limited Proof of Concept
The focus of Round 3 is to establish a competitive range based on an evaluation
of the Proposer’s ability to develop a Statement of Work (SOW) in sufficient detail
to be included in any resulting contract award and to successfully complete a
small production-ready proof-of-concept (POC).

Evaluation of this round will be based on the selection committee’s review of the
resulting SOW and POC. At the end of Round 3, selection committee members
will use the final SOW and POC to complete a final score of the Proposer’s
proposal.

Invited Proposers will be given 30 days to complete this round and will be asked
to present their final SOW and POC during a one-day on-site presentation. If the
Proposer and the LAFD are unable to agree on a SOW or to successfully
execute a POC, the Proposer will not be considered further.

8.5.3.1 Part 1 – Statement of Work

The resulting SOW is expected to provide sufficient detail on the planned
execution of the entire project delivery and to be fully priced. The SOW is
expected to clearly delineate the Proposers and the LAFD’s obligations, roles
and responsibilities throughout the project.

The SOW must include expected outcome-based delivery and payment

milestones, an estimated schedule and must clearly describe the roles and
responsibilities of both the Proposer and the City.

8.5.3.2 Part 2 – Limited Proof of Concept

The purpose of the POC is to demonstrate the Proposer’s ability to produce
‘production-ready’ software in a short period of time. Prior to the start of Round 3,
the Proposer and the LAFD will agree on an objective for the POC, focused on a
single small function. For the purpose of the POC, ‘production-ready’ simply
means software that performs a function and not a wireframe or other non-
working representation of a function.

This round is expected to take no more than 30 days to complete depending on

the number of Proposers participating and will be scored on a Pass/Fail basis.

8.5.4 Award Process

At the conclusion of the evaluation process, the evaluation team will make a
recommendation to the Fire Chief and Board of Fire Commissioners (Board)
seeking approval of the selection of a Proposer. Following that, the Department
will draft the contract and begin the City's contract award process.

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9.0 PROTEST PROCEDURES
Any protest to a proposal award must be:
 In writing; and
 State the reason(s) for the protest; and
 Provide specific detail on how the proposal met the requirements of the
RFP (may include copies of any pertinent documentation) or why the
award should not be made according to the City’s plans.
All protests must be mailed by certified mail with return receipt to:
Department Contract Administrator
Los Angeles Fire Department
Administrative Services Bureau, Contracts Unit
200 North Main Street, 16th Floor, Room 1660
Los Angeles, CA 90012

The deadline for receipt of a protest submission is seven (7) days after the
notification of Award of Contract. If the protest submission deadline falls on a
weekend or a holiday, then the deadline will be extended to the next business
day.

An administrative hearing may be held within ten (10) business days after
receiving the protest in writing, unless waived by the Proposer. Following the
hearing, the Department Contract Administrator will provide written notification of
the determination to the protesting party. Such notification will be mailed within
five (5) working days.

10.0 CONTRACT TERMS AND CONDITIONS

The Proposer to whom the contract is awarded will be required to enter into a
written contract with the City in a form approved by the City Attorney. This RFP
and the proposal, or any part thereof, may be incorporated into and made a part
of the final contract. However, the City reserves the right to further negotiate the
terms and conditions of the contract with the selected Proposer. The Contract
will, in any event, provide a firm fixed price to be paid by the City for the purpose
of performing the services as provided herein under Section 2 – Scope of
Services.

It is the Department’s intent to enter in a contract for a term of three (3) years
subject to the Department’s needs, availability of funds, and the Contractor’s
satisfactory performance. The estimated Contract commencement date is
October 2018, upon final signatures and approval by the Board of Fire
Commissioners, City Attorney, City Administrative Officer, Mayor’s Office and the
authorized Contractor.

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 The selected Proposer will be notified of the contract award via email. It is the
Proposer’s responsibility to provide a valid email address in their cover letter
when responding to this RFP.

10.1 Standard Provisions for Personal Service Contracts

All contracts awarded pursuant to the RFP will be subject to the Standard
Provisions for City Contracts (Rev. 10/17)[v.2]. In submitting a proposal, the
Proposer agrees to accept these terms without change. If your firm cannot agree
to the requirements, exactly as set forth in Exhibit 13, then please do not submit
a proposal.

10.2 Insurance Requirements

If awarded a contract pursuant to this RFP, the Contractor will be required to
submit proof of insurance on www.Track4LA.org per the minimum required limits
stated on Form Gen 146 attached hereto as Exhibit 14 - Required Insurance and
Minimum Limits. This website is managed by the Risk Management Office in the
Office of the City Administrative Officer. For further information and instructions,
please visit http://cao.lacity.org/risk/Submitting_proof_of_Insurance.pdf. Through
the TRACK4LA system, a broker can have insurance approval within 24 hours.

10.3 City Business Tax Registration Certificate

If awarded a contract pursuant to this RFP, the Contractor will be required to
obtain and keep current a Business Tax Registration Certificate Number and all
such certificates required of it and shall not allow any such certificate(s) to be
revoked or suspended while any contract is in effect. Contact for the Office of
Finance, Tax and Permit Division at telephone number (213) 473-5901 for
compliance details. Contractors may apply or renew online at
http://finance.lacity.org/online-taxpayer-services.

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11.0 LIST OF APPENDICES AND EXHIBITS
Appendix A Scope of Services and Proposer Response Template
Appendix B Definitions
Appendix C Current Capabilities Overview
Appendix D Miscellaneous Additional Information
Exhibit 1 Business Location and Workforce Information
Exhibit 2 Statement of Non-Collusion
Exhibit 3 Child Support Obligations
Exhibit 4 Service Contractor Worker Retention Ordinance /Living
Wage Ordinance
Exhibit 5 Equal Benefits, First Source Hiring, Slavery Disclosure
Instructions
Exhibit 6 Contractor Responsibility Ordinance and Questionnaire
Exhibit 7 Contractor Responsibility Pledge
Exhibit 8 Business Inclusion Program
Exhibit 9 Local Business Preference Program
Exhibit 10 Municipal Lobbying Ordinance Compliance Form /
Bidder Certification CEC Form 50
Exhibit 11 Bidder Contributions – CEC Form 55
Exhibit 12 Iran Contracting Act of 2010 Affidavit
Exhibit 13 Standard Provisions for City Contracts (Rev. 10/17)[v.2]
Exhibit 14 Insurance Requirements and Minimum Limits

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Custom Software Development
12.0 PROPOSER CHECKLIST
Response Format
____ One (1) original and five (5) complete copies in 3-ring binders, and one (1)
electronic copy on a USB flash drive containing a complete copy of the
proposal

12.1 Section 1 General Information

____ Section 1.1 Cover Letter
____ Section 1.2 Executive Summary
____ Section 1.3 Proposer Qualifications
____ Section 1.4 Company Overview
____ Section 1.5 Failure to Complete Work Awarded
____ Section 1.6 Use of Subcontractors
____ Section 1.7 Experience and References
____ Section 1.8 Proposal Deviation from RFP

12.2 Section 2 Professional Services

____ Section 2.1 Software Development
____ Section 2.2 Key Personnel and Project Team
____ Section 2.3 Testing
____ Section 2.4 Documentation
____ Section 2.5 Training
____ Section 2.6 System Use and Licensing
____ Section 2.7 Support and Ongoing Maintenance

12.3 Section 3 Technical Requirements

____ Section 3.1 Solution Architecture and Infrastructure
____ Section 3.2 User Interface / User Experience Design
____ Section 3.3 Business Rules
____ Section 3.4 System Scalability and Growth
____ Section 3.5 System Performance & Availability
____ Section 3.6 Data Protection and Recovery from Failure
____ Section 3.7 System Environments
____ Section 3.8 Source Control, Release Management and Version Control
____ Section 3.9 User Identity and Access Management
____ Section 3.10 System History, Logging and Audit
____ Section 3.11 System Interfaces and Data Exchanges
____ Section 3.12 Data Conversion

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Custom Software Development
12.4 Section 4 Optional Appendices

12.5 Section 5 Cost Proposal

____ Section 5.1 Predictable Pricing
____ Section 5.2 Flexible Pricing
____ Section 5.3 Outcome-Based Pricing
____ Section 5.4 Total Project Cost
____ Section 5.5 Hourly Rate Card

12.6 Required RFP Compliance Documents to be Submitted

____ Contractor Workforce Information, Exhibit 1
____ Statement of Non-Collusion, Exhibit 2
____ Child Support Obligations Form(s), Exhibit 3
____ Living Wage and Service Contract Worker Retention Ordinances (LWO &
SCWRO) Form(s) (if seeking exemption), Exhibit 4
____ Equal Benefits Ordinance (EBO), (submitted through www.labavn.org),
Exhibit 5
____ First Source Hiring Ordinance, (submitted through www.labavn.org),
Exhibit 5
____ Slavery Disclosure Ordinance, (submitted through www.labavn.org),
Exhibit 5
____ Contractor Responsibility Ordinance (CRO) Form(s), Exhibit 6, Exhibit 7
____ Business Inclusion Program (BIP) form, Exhibit 8 (submitted with
proposal); (Subcontractor outreach must be completed through BAVN)
____ Local Business Preference Program, Exhibit 9 (if certified or seeking
certification)
____ Municipal Lobbying Ordinance CEC Form 50, Exhibit 10
____ Bidders Contributions CEC Form 55, Exhibit 11
____ Iran Contracting Act of 2010 Affidavit, Exhibit 12

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Custom Software Development