CITY OF HUNTINGTON REQUEST FOR PROPOSAL FOR MUNICIPAL CODE PRINTING, WEB HOSTING AND EDITING SUPPLEMENTATION SERVICES FOR THE CITY FISCAL

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1 CITY OF HUNTINGTON REQUEST FOR PROPOSAL FOR MUNICIPAL CODE PRINTING, WEB HOSTING AND EDITING SUPPLEMENTATION SERVICES FOR THE CITY FISCAL BID # CITY OF HUNTINGTON Darryl Miller Purchasing Director

2 REQUEST FOR PROPOSALS The City of Huntington, West Virginia is requesting sealed proposals to provide Municipal Code Printing, Web Hosting and Editing Supplementation Services. Proposals will be received until 11:30 A.M., May 02, 2014 at the Office of the City Clerk, Room 16, City Hall, 800 Fifth Avenue at which time proposals received will be publicly opened and read aloud. Proposal forms and specifications may be obtained at the Office of the Director of Purchasing, Third Floor, Room 10, City Hall, 800 Fifth Avenue. The City of Huntington reserves the right to reject any and/or all bids. CITY OF HUNTINGTON Darryl Miller Director of Purchasing PAPER: Herald-Dispatch Charleston Newspaper

3 INFORMATION TO BIDDERS 1. RECEIPT AND OPENING OF BIDS The City of Huntington, West Virginia (herein called the City) invites proposals on the attached forms. Sealed proposals will be received by the office of the City Clerk until 11:30 A.M., May 02, The bidding will then be closed. The bid opening will be held at 11:30 A.M., May 02, 2014 in the City Clerk's Office at City Hall. All bidders and the public are invited to attend. The City will consider incomplete any proposal not prepared and submitted in accordance with the provisions herein outlined, and may reject any or all bids. Any proposal may be withdrawn prior to the opening of the proposals or authorized postponement thereof. Any proposal received after the time and date specified will not be opened. No bidder may withdraw a proposal after the actual proposal opening. After the proposal deadline, all proposals become the property of the City and none will be returned. 2. PREPARATION OF PROPOSAL: Each proposal must be submitted in a sealed envelope bearing on the outside the name of the bidder, his address, and name of the item or project for which the proposal is being submitted. Where sealed proposals are forwarded by mail, they shall be enclosed in another envelope addressed as specified on the proposal form and bearing the name of the bidder in the left corner. This is to prevent accidental opening of the main proposal package. 3. METHOD OF AWARD The City reserves the right to reject any and all proposals, and is not necessarily bound to accept the lowest proposal if that proposal is contrary to the best interest of the City. In making an award, intangible facts such as bidder's past performance, service, integrity, facilities, equipment and reputation will be weighed. The successful bidder will be notified upon being awarded a contract. A complete tabulation of all proposals will be displayed in the office of the Purchasing Director for review by bidders and the public. 4. CANCELLATION: The City of Huntington, subject to State Law reserves the right to cancel this contract if the commodities and/or services supplied as herein specified are not in conformity with the specifications of the proposal and contract herein. 5. Bidder shall furnish a specimen copy of terms and conditions for review by the City. 6. MAILING: Proposals should be mailed to: The City of Huntington Office of the City Clerk PO BOX 1659 Huntington, WV This contract shall become effective upon award and extend for a period of four (4) years. Renewable annually. The City shall receive a ninety (90) day written notice of any increase prior to the annual renewal of this contract. Note: Proposals with exceptions to these specifications herein may be considered provided they are specifically and clearly noted in the quotation. All proposals shall be valid for a period of sixty (60) days from bid opening date.

4 VENDOR NAME ADDRESS CITY STATE ZIP TELEPHONE SIGNATURE TITLE THE CITY OF HUNTINGTON RESIDENT VENDOR PREFERENCE REQUEST I hereby certify that the above listed firm qualifies as a resident vendor and further request the 4% preference to be applied to this proposal. SIGNATURE:

5 Request for Proposal (RFP) for Municipal Code Printing, Web Hosting and Editing Supplementation Services for the City of Huntington Purpose The City of Huntington is issuing the Request for Proposals (RFPs) to firms interested in providing Municipal Code printing, web hosting and editing of supplementation services. The City seeks to possess a Municipal Code that is easy to update and easily accessible by decision makers and citizens. Community Profile Huntington is located in the southwestern part of West Virginia on the Ohio River. It was founded in 1871 by Collis P. Huntington as a railroad town for the C&O Railroad. By 1950, the population grew to 86,000 due to the industrial economy, largely based on river and rail commerce. According to the 2010 census estimates, today s population is 49,138. Currently, the economy is anchored by health care, education and service industries. The top employers in the community are Marshall University and two regional medical centers. Huntington remains the largest of the three communities, known as the River Cities, which are located along the Ohio River in West Virginia, Ohio and Kentucky. This United States Metropolitan Statistical Area in mid-2009 had a population of 285,624, according to U.S. Census estimates (I thought this MSA increased recently). The local media outlets in the region cover 34 counties across the three states in the region, with an audience of 1.2 million. The city is under a strong mayor form of government that has 11 City Council members, nine elected to represent districts and two that serve at-large. Currently, the City of Huntington provides a number of services to both residents and businesses. In particular, they are as follows: police services, fire services, garbage/trash collection, street maintenance, street cleaning, traffic engineering, community development, community planning, city/regional economic development, floodwall maintenance, building safety and compliance, and storm water management. The City is rebranding itself as an Appalachian creative community with a vibrant arts sector, diverse business community and an active and engaged citizenry. Mayor Steve Williams has coined the phrase, City of Huntington, an exceptional city expecting excellence. Key Dates RFP Release Date April 04, 2014 Final Date for Clarifying Questions April 21, 2014 Proposal Due Date May 02, 2014 Scope of Work The description of services is intended to be general in nature and is neither a complete description of the Contractor s Services nor a limitation on the Services which the Contractor is to provide

6 A. MUNICIPAL CODE The Municipal Code is the state Code Set for the City of Huntington. The Code includes 11 separate titles, with a current page count of 650 double sided pages, 1300 single side pages. The Contractor will replicate content and format of all current versions of the Code Sets so that these may be reprinted as specified in the Agreement. The Contractor shall be able to immediately update the Code Sets by incorporating and publishing supplements containing new ordinances and amendments to the Code Sets enacted by the City Council. The Contractor must also provide electronic versions of the Code Sets as specified herein. The City shall retain all rights to published materials pertaining to the Code Sets. Upon termination of the agreement, Contractor shall provide to the City electronic copies of all Code formats as requested by the City. Formats will be provided at no additional cost to the City. B. SUPPLEMENT SERVICE 1. General Procedures Contractor shall maintain a loose leaf supplement service for ordinances of general applicability and amendments to the Code Sets passed by the City Council. The Contractor shall create captions for the beginning of each Code Set section, briefly summarizing that section and shall create or update history notes that detail the history of the ordinance from enactment to the latest amendment or repeal. The Contractor shall update all notes, the table of contents, the code locator table that cross-references the current Code Set chapters with the 2010 version of the Code, the crossreference table that cross-references the current Code sections with the 2010 version of the Code, and provides legislative history of the ordinances, the ordinance list that lists Code amendments and additions by date, and the cumulative index, as necessary. The Contractor shall review and proofread the supplements for typographical errors. The Contractor shall include with each supplement filing instructions for the user, which describe how to incorporate the supplement into the Code Sets. 2. Ordinances/Amendments to be Furnished by the City The City Clerk will serve as the official source for Contractor to obtain copies of new ordinances and amendments that are to be included in the Code Sets. The City Clerk will make available a packet of the proceedings to Contractor at maximum four times a year. 3. Schedule Contractor will publish supplements quarterly unless a different schedule is authorized in writing by the corporation counsel or his designee. Each internal subscriber shall receive the hard copy supplement(s) as prescribed on the distribution list. Contractor will work with City to ensure that the distribution list is updated prior to the distribution of each supplement interval. Each printed supplement will include the hard copy supplement's publication date.

7 4. Format Contractor will keep the Code Sets up-to-date by the publication of Supplements which will contain the new ordinances and amendments retrieved from the City. Supplements shall be created in a format identical to the current format used for all Code Sets. To prepare the new ordinances and amendments for publication, Contractor will perform the content review, editorial work, typesetting, proofing, indexing and printing described more fully below. 5. Editorial Scrutiny A member of the editorial staff of Contractor will study each new ordinance and perform the Services specified in this Agreement. 6. Supplement Editorial Work. a. Editorial Notes Contractor will perform Editorial Work on all Supplements and will prepare and append appropriate editorial notes as deemed necessary by Contractor. Contractor will include as appropriate any State law references appended to the new ordinances or amendments by the Corporation Counsel or her designee. b. Index and Tables When new ordinances or amendments necessitate changes in the Indexes, Tables of Contents and Comparative Tables, Contractor will prepare appropriate entries and print or reprint the necessary pages of the Indexes and Tables to include the new entry. c. Cross References and Footnotes Contractor will prepare cross references and footnotes to tie together related sections of the Code Sets. Cross references within the text of an ordinance are the responsibility of the City. d. Historical Notes Contractor will prepare a historical note for each section of the Code Sets affected by the ordinance or amendment. The note will identify the ordinance by reference to the date and pages of the of the City Council Journal of Proceedings in which it appears, together with any information regarding repeal, effective date, or other information pertaining to the scope or effect of the ordinance or amendment. e. Chapter Analysis When necessitated by new ordinances or amendments, Contractor will revise the detailed analysis that precedes each chapter of the Code Sets and that lists the articles, divisions, and sections contained therein.

8 f. Indentation Contractor will amend and provide a consistent indentation and numbering scheme when preparing supplements to the Code Sets, consistent with the current scheme provided. g. State Law References When necessitated by new ordinances or amendments, Contractor will amend the statutory reference in the appendices area located in the back of the Code Sets. h. Quick Reference Index When necessitated by new ordinances or amendments, Contractor will amend the quick reference index in the index area located in the back of the Code Sets. C. ELECTRONIC SERVICE 1. Conversion of Code The Contractor shall convert the Code Sets into electronic formats as specified in this Agreement and thereafter update the electronic versions of the Code Sets as it maintains supplementation of the Code Sets and maintain 100% accuracy, as specified in this Agreement. 2. Software The Contractor will grant to the City all necessary software licenses that are at least perpetual and nonexclusive, including the programs, documentation and training materials, 3. Contractor Web Site Hosting Contractor shall host and maintain a web based version of Code. The web based version of the Code Sets will be in the same format as the hard copy of the Code Sets, including, but not limited to, the page, section and chapter breaks, table of contents, historical notes, footnotes, etc. The web based version of the Code Sets should read and print as if the end- user were viewing the hard copy document of the Code Sets as viewable in common PDF and Word page formats. The web based version should be accessible and functional both directly from the vendor s webpage and via an embedded link from a City webpage. The City does not expect pages to break on the continuous scroll appearance/feature that would be viewable on a web based version, within chapters. Contractor shall format the Code Sets with an electronic index to locate and list the headings containing keywords of interest, which will allow users to quickly move from one instance of the desired reference to the next. Contractor will index the Code Sets with a full text searchable database, which will list keyword(s) search results by relevancy and hyper-linked title. If City decides that hosting by Contractor is unacceptable, Contractor must provide the City with a web based version of the Code. The City shall retain all rights to these versions, regardless as to who hosts the site. Contractor should include costs for one-time conversion, annual hosting and updates to the web based versions of the respective Code sets.

9 4. Web Version Update Contractor will update all Web versions in collaboration with the standard quarterly update schedule. As new or revised ordinance are passed and not yet incorporated within the Code, Contractor shall post the information within a dedicated area of the website until the Code has been supplemented with the updates. Contractor shall post this information within two business days of receipt. 5. CD-ROMS Contractor will make available and distribute electronic versions of the Code Sets on CD-ROM. 6. Mobile Devices Provision of Code in Mobile Optimized format compatible with electronic viewing using smartphones (android & ios) and with devices such as ipads, Kindle, or similar electronic readers which require low maintenance and medium operating applications / systems. All Code versions must be compatible with such device, contained in a user friendly format, searchable, and have text resizing features. D. PRINTING OF CODE The City is requesting 10 bound, loose leaf copies of the code. E. SUPPORT Contractor will make telephone and support available to the City, at minimum, 8:00 am to 6:00 pm Eastern Standard Time basis. Contractor will not charge a fee for this provision of service. Compensation The selected firm shall provide a detail of project costs in the submission to the City (attached Proposal Form). Any exceptions to this proposal must be noted and described separately. Selection Criteria Applicants will be minimally judged based on the following criteria: 1. Qualifications of firm 2. Professional competence 3. Past and current performance 4. References 5. Stability of Firm 6. Project management methodology 7. Timeline 8. Total cost

10 Proposal submissions: 1. Letter of interest 2. Overview and background of the firm 3. Names of key personnel associated with this proposal that will work on the City s project as well as each individual s relevant experience; any proposed subcontractor must be included 4. Proposal narrative should including the following: a. Demonstration of your understanding of the Scope of Work b. Approach to implementing services including polices and procedure for implementing services, quality control checks and project management. 5. Detailed timeline 6. Reference contacts for similar projects. This including names and contact information for individuals who can speak to the team s qualifications. 7. Itemized list of one time and recurring costs

REQUEST FOR PROPOSAL Enterprise Asset Management System

City of Montrose Purchasing Division 433 South First Street PO Box 790 Montrose, CO 81402 REQUEST FOR PROPOSAL Enterprise Asset Management System Issue Date: Thursday April 9, 2015 Bid Number: 15 019 Agent/Contact: