STATE OF MISSOURI DEPARTMENT OF CONSERVATION (MDC) INVITATION FOR BID (IFB)

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1

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

STATE OF MISSOURI

DEPARTMENT OF CONSERVATION (MDC)

INVITATION FOR BID (IFB)



IFB NO.:
I4ZM
1
106
13

MDC REPRSENTATIVE: Todd Hart

RFB
TITLE:
SOFTWARE
-
TREE SEEDLING
TRACKING

ISSUE DATE:
OCTO
BER 2
3
, 2013


PHONE
NO.: (573)
522
-
4115 x
-
3737

E
-
MAIL:
todd.hart@m
dc
.mo.gov


RETURN BID NO LATER THAN:
NOVEM
BER
6
,
2013

AT 2:00 PM CENTRAL TIME


MAILING INSTRUCTIONS:

Print or type
IFB Number

and
Return Due Date

on the lower left hand corner of the
envelope or package. Delivered sealed bids must be in M
DC
office (
230

C
ommerce Dr,
Jefferson City, MO, 56102
) by the return date and time.



(U.S. Mail)

(Courier Service)

RETURN BID TO:

MDC
-
IT Division

or

MDC
-
IT Division


PO BOX
180

230 COMMERCE DRIVE


JEFFERSON CITY MO 6510
2
-
0
180

JEFFERSON CITY MO 6510
2



CONTRACT PERIOD:

DATE OF AWARD THROUGH
ONE YEAR FROM FINAL IMPLEMENTATION


DELIVER SUPPLIES/SERVICES FOB (Free On Board) DESTINATION TO THE FOLLOWING ADDRESS:


MISSOURI DEPARTMENT OF CONSERVATION

230 COMMERCE DRIVE

JEFFERSON CITY, MO 65102


The bidder hereby declares und
erstanding, agreement and certification of compliance to provide the items and/or services, at the prices quoted, in
accordance with all requirements and specifications contained herein and the Terms and Conditions Invitation for Bid (Revised

12/27
/12
). T
he
bidder further agrees that the language of this IFB shall govern in the event of a conflict with his/her bid. The bidder fur
ther agrees that upon
receipt of an authorized purchase order from the
Missouri Department of Conservation
or when a Notice of A
ward is signed and issued by an
authorized official of the State of Missouri, a binding contract shall exist between the bidder and the State of Missouri.


SIGNATURE REQUIRED


DOING BUSINESS AS (DBA) NAME













LEGAL NAME OF ENTITY/INDI
VIDUAL FILED WITH IRS FOR THIS TAX ID NO.








MAILING ADDRESS








IRS FORM 1099 MAILING ADDRESS








CITY, STATE, ZIP CODE








CITY, STATE, ZIP CODE









CONTACT PERSON








EMAIL ADDRESS








PHONE NUMBER








FAX NUMBER








TAXPAYER ID NUMBER (TIN)









TAXPAYER ID (TIN) TYPE (CHECK ONE)


___

FEIN ___ SSN

VENDOR NUMBER (IF KNOWN)








VENDOR TAX FILING TYPE WITH IRS (CHECK ONE)



___ Corporation ___ Individual ___

State/Local Governmen
t ___

Partnership ___ Sole Proprietor ___IRS Tax
-
Exempt

AUTHORIZED SIGNATURE



DATE








PRINTED NAME








TITLE












2

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM



1.

INTRODUCTION AND GEN
ERAL INFORMAT
ION


This section of the
IFB

includes a brief introduction and background information about the intended acquisition for which
the requirements herein are written. The contents of this section are intended for informational purposes and do not
require a r
esponse.


1.1

Purpose
:


1.1.1

This document constitutes an invitation for sealed bids from prospective bidders for the purchase of
IT/Software
for
a
‘T
ree
S
eedling
I
nventory
S
ystem


for
the Missouri Department of Conservation

in accordance with the
requirements and
provisions stated herein.


1.2

Organization:


1.2.1

This document, referred to as an Invitation for Bid (IFB), is divided into the following parts:



1)

Introduction and General Information


2)

Contractual Requirements


3)

Technical Specifications


4)

Performance Requirements


5)

Bidde
r’s Instructions


6)

Exhibit A:

Pricing Page(s)


7)

Exhibit B
:

Experience/Reliability of Organization, and Expertise of Personnel


8)

Exhibit C:

P
roposed Method of Performance and Solution Functionality


9)

Exhibit D:

Bidder’s References


10)

Exhibit E:

Miscellaneous Informa
tion


11)

Exhibit F:

Participation by Other Organizations
/

Documentation of Intent to Participate


12)

Exhibit G:

Business Entity Certification, Enrollment Documentation and Affidavit of
Work


Authorization


13)

Attachment I:

Form 27


14)

Attachment II:

Report




1.3

Background I
nformation:


1.3.1

The Missouri Department of Conservation (MDC) has a mission to protect and manage the fish, forest and wildlife
resources of Missouri; to serve the public and facilitate their participation in resource management activities; and
to provide for

all citizens to use, enjoy and learn about fish, forest and wildlife resources.


1.3.2

The Department has as a large nursery that plant and distributes many plants, trees, and seedlings. This bid is to
seek a software program that will track the seedlings as m
eeting the requirements herein
.


1.4

IFP Questions:


1.4.1

Questions and issues relating to the
IFB

must be directed to

Todd Hart
.
It is preferred that questions are

e
-
mailed
to
todd.hart@mdc.mo.gov

and all questions shou
ld include
an

IFB

paragraph or section reference.


1.4.2

Questions and issues necessitating requirement changes or clarifications will result in an amendment to the
IFB
.
As a result, some questions and issues may not result in a direct response to the inquiri
ng vendor. In response to
questions/issues that, at the sole discretion of the buyer, do
not

necessitate requirement changes or clarifications,
the buyer may only respond to the asking party.






3

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

All questions and issues should be submitted no later than
e
nd of day
October

30
, 2013
. If not received prior to
five business

days before the
bid

due date, the
Missouri Department of Conservation

may not be able to fully
research and consider the respective questions or issues
.


2.

CONTRACTUAL REQUIREM
ENTS



2.1

Contrac
t:


2.1.1

The awarded bidder will be required to sign a Department Agreement (contract) upon award.


2.1.2

A binding contract shall consist of: (1) the IFB and any amendments thereto, (2) the contractor’s response (bid) to
the IFB, (3) clarification of the bid, if an
y, and (4) the
Department of Conservation’s

acceptance of the response
(bid) by “notice of award”. All Exhibits and Attachments included in the IFB shall be incorporated into the
contract by reference.


2.1.3

A notice of award issued by the State of Missouri do
es not constitute an authorization for shipment of equipment
or supplies or a directive to proceed with services. Before providing equipment, supplies and/or services for the
State of Missouri, the contractor must receive a properly authorized purchase or
der
or other form of authorization
given to the contractor at the discretion of the state agency.


2.1.4

The contract expresses the complete agreement of the parties and performance shall be governed solely by the
specifications and requirements contained therei
n.


Any change to the contract, whether by modification and/or supplementation, must be accomplished by a formal
contract amendment signed and approved by and between the duly authorized representative of the contractor and
the
Department of Conservation

p
rior to the effective date of such modification. The contractor expressly and
explicitly understands and agrees that no other method and/or no other document, including correspondence, acts,
and oral communications by or from any person, shall be used or
construed as an amendment or modification to
the contract.


2.2

Contract Period:


2.2.1

The
Department of Conservation

reserves the right, in addition to the above, to renew those portions of the contract
necessary to provide parts and optional maintenance service
for the equipment
for
four

(
4
)
additional one
-
year
periods, or a portion thereof. In the event the
Department of Conservation

exercises such right, all other terms and

conditions, requirements and specifications of the contract applicable to the above
-
ref
erenced services shall remain
the same and apply during the extension period(s) with the exception of price. Prices shall be mutually agreed
upon in writing by both the contractor and the
Department of Conservation

at the time the option is exercised and
prior to the performance of any service under the option.


2.3

Renewal Periods (Price):


2.3.1

If the option for renewal is exercised by the
Department of Conservation
, the contractor shall agree that the prices
for the renewal period shall not exceed the maximum pr
ice for the applicable renewal period stated on the Pricing
Page of the contract.


2.3.2

If renewal prices are not provided, then prices during renewal periods shall be the same as during the original
contract period.


2.3.3

The
Department of Conservation

does not aut
oma
tically exercise its option for
renewal based upon the maximum
price and reserves the right to offer or to request renewal of the contract at a price less than the maximum price
stated.


2.4

Price:






4

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

2.4.1

All prices shall be as indicated on the Pricing Page. The

state shall not pay nor be liable for any other additional
costs including but not limited to taxes, shipping charges, insurance, interest, penalties, termination payments,
attorney fees, liquidated damages, etc.


2.5

Prices Must Be Lowest:


2.5.1

The contractor's
prices must be the lowest offered to any governmental or commercial consumer, under the same
terms and conditions.


2.6

Compliance with Policies and Standards:


2.6.1

Privacy, Confidentiality and Ownership of Information: The contractor shall understand and agree th
at the
Missouri Department of Conservation

is the designated owner of all data and shall approve all access to that data.
The contractor
shall not

have ownership of Missouri’s data at any time. The contractor shall be in compliance with
privacy policies
established by governmental agencies or by state or federal law. Privacy policy statements may be
developed and amended from time to time by the State of Missouri and will be appropriately displayed on the State
of Missouri portal (MO.gov). The contracto
r shall provide sufficient security to protect the
State of Missouri and
the Missouri Department of Conservation’s

data in network transit, storage, and cache.


2.7

Contractor Liability:


2.7.1

The contractor shall be responsible for any and all personal injury (inc
luding death) or property damage as a result
of the contractor's negligence involving any equipment or service provided under the terms and conditions,
requirements and specifications of the contract. In addition, the contractor assumes the obligation to
save the State
of Missouri, including its agencies, employees, and assignees, from every expense, liability, or payment arising out
of such negligent act. The contractor also agrees to hold the State of Missouri, including its agencies, employees,
and ass
ignees, harmless for any negligent act or omission committed by any subcontractor or other person
employed by or under the supervision of the contractor under the terms of the contract.


2.7.2

The contractor shall not be responsible for any injury or damage occu
rring as a result of any negligent act or
omission committed by the State of Missouri, including its agencies, employees, and assignees.


2.7.3

Under no circumstances shall the contractor be liable for any of the following: (1) third party claims against the
st
ate for losses or damages (other than those listed above); (2) loss of, or damage to, the state’s records or data; or
(3) economic consequential damages (including lost profits or savings) or incidental damages, even if the
contractor is informed of their
possibility.


2.8

Independent Contractor:


2.8.1

The contractor is an independent contractor and shall not represent the contractor or the contractor’s employees to
be employees of the State of Missouri or an agency of the State of Missouri. The contractor shall as
sume all legal
and financial responsibility for salaries, taxes, FICA, employee fringe benefits, workers compensation, employee
insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the State of
Missouri, its officer
s, agents, and employees, harmless from and against, any and all loss; cost (including attorney
fees); and damage of any kind related to such matters.


2.9

Coordination:


2.9.1

The contractor shall fully coordinate all contract activities with those activities of th
e state agency. As the work of
the contractor progresses, advice and information on matters covered by the contract shall be made available by the
contractor to the
Missouri Department of Conservation

throughout the effective period of the contract.


2.10

Esti
mated Quantities:


2.10.1

The quantities indicated in
this Invitation for Bid are

estimates that pertain to the total aggregate quantities that
may be ordered throughout the stated contract period. The estimates do not indicate single order amounts unless




5

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

otherw
ise stated. The State of Missouri makes no guarantees about single order quantities or total aggregate order
quantities.


2.11

Insurance:


2.11.1

The contractor shall understand and agree that the State of Missouri cannot save and hold harmless and/or
indemnify the c
ontractor or employees against any liability incurred or arising as a result of any activity of the
contractor or any activity of the contractor's employees related to the contractor's performance under the contract.
Therefore, the contractor must acquire

and maintain adequate liability insurance in the form(s) and amount(s)
sufficient to protect the State of Missouri, its agencies, its employees, its clients, and the general public against any
such loss, damage and/or expense related to his/her performanc
e under the contract. General and other non
-
professional liability insurance shall include an endorsement that adds the State of Missouri as an additional
insured.
Self
-
insurance coverage or another alternative risk financing mechanism may be utilized pr
ovided that
such coverage is verifiable and irrevocably reliable and the State of Missouri is protected as an additional insured
.


2.12

Termination:


2.12.1

The Department of Conservation

reserves the right to terminate the contract at any time, for the convenience of

the
State of Missouri, without penalty or recourse, by giving written notice to the contractor at least thirty (30)
calendar days prior to the effective date of such termination. The contractor shall be entitled to receive
compensation for services and/o
r supplies delivered to and accepted by the State of Missouri pursuant to the
contract prior to the effective date of termination.


2.13

Payment Terms:


2.13.1

The contractor shall understand and agree the state reserves the right to make contract payments to the cont
ractor
through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the
contractor must return a completed state Vendor ACH/EFT Application
,

which is downloadable from the
Vendor
Services Portal at
:


https://www.vendorservices.mo.gov/vendorservices/Portal/Default.aspx
. Each contractor
invoice must
be on the contractor’s original descriptive business invoice form and must
cont
ain a unique invoice
number. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to
properly apply state payments to invoices. The contractor must comply with all other invoicing requirements
stated in the
IFB
.



2.13.2

All payment should be net 30 days unless otherwise stated in the IFB. No late charges shall be applied which are
not in compliance with Chapter 34.055 RSMo. This statute may be found at
http://www.moga.mo.gov/STATUTES/STATUTES.HTM
.


2.14

Participation by Other Organizations:


2.14.1

The contractor must comply with any Organization for the Blind/Sheltered Workshop

and
Service
-
Disabled
Veteran Business Enterp
rise (SDVE
)

participation levels committed to in the contractor’s awarded

bid.


2.14.2

The contractor shall prepare and submit to the
Department of Conservation
a
report detailing all payments
made by
the contractor
to
Organizations for the Blind/Sheltered Worksh
ops

and SDVEs


participating in the contract

for the
reporting period
. The
contractor must submit the report on a monthly basis,

unless otherwise determined by the
Division of Purchasing and Materials Management.


2.14.3

The
Department of Conservation

will monit
or the contractor’s compliance in meeting the Organizations for the
Blind/Sheltered Workshop
and SDVE participation

levels committed to in

the contractor’s awarded bid.
If the
contractor’s payments to the participating
entities

are less than the amount com
mitted, the state may cancel the
contract and
/
or
s
uspend or debar the contractor from participating in future state procurements
, or retain payments
to the contractor in an amount equal to the value of the participation commitment less actual payments made

by the
contractor to
the participating entity
. If the
State of Missouri

determines that the contractor
becomes compliant

with the commitment,
any funds retained as stated above, will be released
.






6

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

2.14.4

If a participating
entity

fail
s to retain the required ce
rtification or is
unable to satisfactorily perform, the contractor
must obtain
other organizations for the blind/sheltered workshops
or other SDVEs to

fulfill the participation
requirements committed to in the contractor

s awarded
bid
.



a.

The contractor mu
st obtain the written approval of the
Department of Conservation

for any new
entities
. This
approval shall not be arbitrarily withheld.



b.

If the contractor cannot obtain a replacement

entity
, the contractor must submit
documentation
to the
Department of Co
nservation

detailin
g all efforts made to secure a
replacement.
The Department of
Conservation

shall have sole discretion in determining if the actions taken by the contractor constitute a good
faith effort to secure the
required
participation
and whether
the contract will be amended to change the
contractor’s
participation commitment
.


2.14.5

Within thirty days of the end of the original contract period, the contractor must submit an affidavit to the
Department of Conservation
. The affidavit must be signed by th
e director or manager of the participating
Organizations for the Blind/Sheltered Workshop verifying provision of products and/or services and compliance of
all contractor payments made to the Organizations for the Blind/Sheltered Workshops. The contactor
may use the
affidavit available on the Division of Purchasing and Materials Management’s website at
http://oa.mo.gov/purch/vendor.html

or another affidavit providing the same information.


2.15

Contractor’s Pe
rsonnel:


2.15.1

The contractor shall only employ personnel authorized to work in the United States in accordance with applicable
federal and state laws. This includes but is not limited to the Illegal Immigration Reform and Immigrant
Responsibility Act (IIRIRA)

and INA Section 274A.


2.15.2

If the contractor is found to be in violation of this requirement or the applicable state, federal and local laws and
regulations, and if the State of Missouri has reasonable cause to believe that the contractor has knowingly
employ
ed individuals who are not eligible to work in the United States, the state shall have the right to cancel the
contract immediately without penalty or recourse and suspend or debar the contractor from doing business with the
state.

The state may also with
hold up to twenty
-
five percent of the total amount due to the contractor.


2.15.3

The contractor
shall
agree to fully cooperate with any audit or investigation from federal, state
,

or local law
enforcement agencies.


2.15.4

If the contractor meets the definition of a bu
siness entity as defined in section 285.525, RSMo, pertaining to
section 285.530, RSMo, the contractor shall maintain enrollment and participation in the E
-
Verify federal work
authorization program with respect to the employees hired after enrollment in th
e program who are proposed to
work in connection with the contracted services included herein. If the contractor’s business status changes during
the life of the contract to become a business entity as defined in section 285.525, RSMo, pertaining to secti
on
285.530, RSMo, then the contractor shall, prior to the performance of any services as a business entity under the
contract:



(1)

Enroll and participate in the E
-
Verify federal work authorization program with respect to the employees
hired after enroll
ment in the program who are proposed to work in connection with the services required
herein; AND

(2)

Provide to the
Missouri Department of Conservation
the documentation required in the exhibit titled,
Business Entity Certification, Enrollment Document
ation, and Affidavit of Work Authorization

affirming
said company’s/individual’s enrollment and participation in the E
-
Verify federal work authorization
program; AND

(3)

Submit to the
Missouri Department of Conservation

a completed, notarized Affidavit o
f Work
Authorization provided in the exhibit titled,
Business Entity Certification, Enrollment Documentation, and
Affidavit of Work Authorization
.


2.15.5

In accordance with subsection 2 of section 285.530, RSMo, the contractor should renew their Affidavit of Wor
k
Authorization annually.


A valid Affidavit of Work Authorization is necessary to award any new contracts.





7

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


2.16

Subcontractors:


2.16.1

Any subcontracts for the products/services described herein must include appropriate provisions and contractual
obligations to ens
ure the successful fulfillment of all contractual obligations agreed to by the contractor and the
State of Missouri and to ensure that the State of Missouri is indemnified, saved, and held harmless from and
against any and all claims of damage, loss, and c
ost (including attorney fees) of any kind related to a subcontract in
those matters described in the contract between the State of Missouri and the contractor. The contractor shall
expressly understand and agree that he/she shall assume and be solely resp
onsible for all legal and financial
responsibilities related to the execution of a subcontract. The contractor shall agree and understand that utilization
of a subcontractor to provide any of the products/services in the contract shall in no way relieve t
he contractor of
the responsibility for providing the products/services as described and set forth herein. The contractor must obtain
the approval of the State of Missouri prior to establishing any new subcontracting arrangements and before
changing any s
ubcontractors. The approval shall not be arbitrarily withheld.


2.16.2

Pursuant to subsection 1 of section 285.530, RSMo, no contractor or subcontractor shall knowingly employ, hire
for employment, or continue to employ an unauthorized alien to perform work with
in the state of Missouri. In
accordance with sections 285.525 to 285.550, RSMo, a general contractor or subcontractor of any tier shall not be
liable when such contractor or subcontractor contracts with its direct subcontractor who violates subsection 1 o
f
section 285.530, RSMo, if the contract binding the contractor and subcontractor affirmatively states that


a.

the direct subcontractor is not knowingly in violation of subsection 1 of section 285.530, RSMo, and

b.

shall not henceforth be in such violation and

c.

the contractor or subcontractor receives a sworn affidavit under the penalty of perjury attesting to the fact that
the direct subcontractor’s employees are lawfully present in the United States.


2.17

Prohibitive Hiring:


2.17.1

The contractor shall not hire any curr
ent information technology employee of the State of Missouri, or any
individual who is an information technology employee of any agency of the State of Missouri, including the
University of Missouri or the regional colleges, for work on the project identif
ied in the
IFB

for a period of not less
than six (6) months prior to their date of employment with the contractor (unless the individual has retired in
accordance with the State of Missouri's retirement program or has experienced a cessation of employment
due to
layoff from their State of Missouri department, or otherwise dismissed), without the prior written approval of the
Director of the Information Technology Services Division or other designated official. It is agreed between the
parties that the cont
ractor shall obtain the required approval before contacting any described information
technology employee for the purposes of possible employment.


2.1
8

Compliance


2.18
.1

Business Compliance:
The offeror must be in compliance with the laws regarding cond
ucting business in the State
of Missouri. The offeror certifies by signing the

signature page of this original document and any amendment signature
page(s) that the offeror and any proposed subcontractors either are presently in compliance with such laws
or shall be in
compliance with such laws prior to any resulting contract award. The offeror shall provide documentation of compliance
upon request by the Division of Purchasing and Materials Management. The compliance to conduct business in the state
sha
ll include but may not be limited to:




Registration of business name (if applicable)



Certificate of authority to transact business/certificate of good standing (if applicable)



Taxes (e.g., city/county/state/federal)



State and local certifications (e.g., pr
ofessions/occupations/activities)



Licenses and permits (e.g., city/county license, sales permits)



Insurance (e.g., worker’s compensation/unemployment compensation)


2.18
.2

F
oreign Vendors
:





8

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM



a.

If you are a foreign company and do not have an Employer Identific
ation Number assigned by the United
States Internal Revenue Service (IRS), you will need to
1)
complete the appropriate IRS W
-
8 form (found on
the
www.irs.gov

website
)
, 2) complete a State of Missouri Vendor Input Form loc
ated at
www.oa.mo.gov/acct/

and 3) fax these documents along with a cover letter that states that you wish to register
on the State of Missouri On
-
Line Bidding/Vendor Registration System website to the fax number li
sted in the
Vendor Input Form instructions
.
The cover letter must include the e
-
mail address of the individual submitting
the documentation.

The documentation must be processed by the State of Missouri prior to conducting
business with the state.
Once t
he
information

has been processed, your company will be provided
, via e
-
mail,
a number that may be used to register as a State of Missouri vendor through this On
-
Line Bidding/Vendor
Registration System website (
https:
//www.moolb.mo.gov
).



b.

If your company is a foreign company and you have an Employer Identification Number assigned by the IRS,
completing an IRS W
-
8 form will not be necessary and you may register as a vendor with the State of
Missouri through the On
-
Line

Bidding/Vendor Registration System website by using the Employer
Identification Number assigned to your company by the IRS.



c.

When submitting your bid/proposal, attach a note to the front page advising DPMM whether you have (1)
submitted a W
-
8 prior to sub
mission of the bid/proposal, (2) included the completed W
-
8 form with your
bid/proposal, or (3) registered with the State of Missouri through the On
-
Line Bidding/Vendor Registration
System website using your Employer Identification Number.


2.19

Confidenti
ality and Security Documents:


2
.19.1

If required by the state agency, the contractor and any required contractor personnel must sign specific documents
regarding confidentiality, security or other similar documents upon request. Failure of the contractor

and any required
personnel to sign such documents shall be considered a breach of contract and subject to the cancellation provisions of this
document.


2.20

Property of State:


2.20.1

All documents, data, reports, supplies, equipment, and accomplishments prepared, f
urnished, or completed by the
contractor pursuant to the terms of the contract shall become the property of the State of Missouri. Upon
expiration, termination, or cancellation of the contract, said items shall become the property of the State of
Missouri
.


2.20.2

Confidentiality and Proprietary Materials:



a.

Pursuant to section 610.021 RSMo, proposals and related documents shall not be available for public review
until a contract
h
as been awarded or all proposals are rejected.



b.

The DPMM is a governmental
body under Missouri Sunshine Law (Chapter 610 RSMo). Section 610.011
RSMo requires that all provisions be “liberally construed and their exceptions strictly construed” to promote
the public policy that records are open unless otherwise provided by law. R
egardless of any claim by an
offeror as to material being proprietary and not subject to copying or distribution, or how an offeror
characterizes any information provided in its proposal, all material submitted by the offeror in conjunction
with the
IFB

is

subject to release after the award of a contract in relation to a request for public records under
the Missouri Sunshine Law (see Chapter 610 RSMo). Only information expressly permitted
to be closed
pursuant to
the strictly construed provisions of Missou
ri’s Sunshine Law will be treated as a closed record by
the DPMM and withheld from any public request submitted to DPMM after award. Offerors should presume
information provided to DPMM in a proposal will be public following the award of the contract or a
fter
rejection of all proposals and made available upon request in accordance with the provisions of state law.



c.

In no event will the following be considered confidential or exempt from the Missouri Sunshine Law:


1)

Offeror’s entire proposal;


2)

Offeror’s pricin
g;





9

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


3)

Offeror’s proposed method of performance including schedule of events and/or deliverables;


4)

Offeror’s experience information including customer lists or references;


5)

Offeror’s product specifications unless specifications disclose scientific and technologi
cal innovations in
which the owner has a proprietary interest (see section 610.021 RSMo. Paragraph 15).




d.

In the event that the offeror does submit information with their proposal that is allowed by the Missouri
Sunshine Law to be exempt from public discl
osure, such parts of their proposal must be separated and clearly
marked as confidential within the offeror’s proposal along with an explanation of what qualifies the material
to be held as confidential pursuant to the provisions of section 610.021 RSMo.
The offeror’s failure to follow
this instruction shall relieve the state of any obligation to preserve the confidentiality of the documents.



e.

The offeror’s sole remedy for the state’s denial of any confidentiality request shall be limited to withdrawal
and

return of their proposal at the offeror’s expense.


3.

TECHNICAL SPECIFICAT
IONS


3.1

General:


3.1.1

The contractor shall provide all requirements and maintenance services
on an as needed, if needed basis as
listed in
requirements
. The contractor must comp
ly with all mandatory requirements and specifications presented he
rein
pertaining to provision of providing a software for tracking of seedlings and seed inventories, customer support,
training, and on
-
going maintenance
.


3.2

Training Requirements:


3.2.1

The contra
ctor must provide initial training on
-
site at the George O. White Nursery. MDC will provide training
facilities and computers required for initial training.


3.2.2

The contractor must provide training materials which includes, but are not limited to, a user man
ual and any other
relevant documentation, such as technical manuals, error messages and codes, system reference guide, installations
guides. All documentation must be for the version of the application being provided to the state agency.


3.2.3

The contractor mu
st provide initial training to total of approximately 10 staff.


3.2.4

The
contractor
’s initial training must include demonstration followed by participant practice scenarios written to
replicate realistic MDC transactions from start to finish.


3.2.5

The contract
or must complete initial training within seven (7) days upon installation of the software.


3.2.6

The contractor must provide on
-
going web
-
based training for users.


3.2.7

The contractor shall provide customer service support at no additional cost during
regular busin
ess hours (e.g. 8:00
a.m. to 5:00 p.m. Central Time Monday through Friday
. Customer Service hours
shall be part of the bid price for
one year from the date of final implementation and training.





10

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


3.3

Functional Requirements:


3.3.1

Must use an inventory selling sys
tem that uses both projected and actual physical inventory.


3.3.2

Must utilize an inventory based shipping system which will produce shipping tags for
stock orders

on
-
hand

that is
capable of allowing for different order based quantity.


3.3.3

Must have the ability fo
r two
different distinguishable
order
auto
-
numbering sequences to run concurrently with
the option to turn one off
,
one for internet orders and one for
other

orders
, along with the ability to edit this
number
.



3.3.4

Must allow bar code (order number) capabili
ties for variety of forms including: species codes, billing cards,
shipping tags, and tree planter cards
.


3.3.5

Must ha
ve the ability to keep track of multiple
grade
s of seedling
, (
i.e.
,
at a minimum
‘acceptable’ or ‘non
-
acceptable’
.)


3.3.6

Must have the ability to
set
different prices for tree seedlings based on order quantity.
Orders are based on bundle
size
.



3.3.7

Purchase information must be saved into the customer transaction history.


3.3.8

M
us
t have a screen that allows MDC

to enter
an order number

to process

the payme
nt

and populate customer
transaction.

MDC

will have the
ability to change the payment type and the payment amount
. Must have th
e
ability to

process payments in batches.


3.3.9

Must be capable of interfacing with

hand held device
s
,

through Wi
-
Fi and when dock
ed,

for keeping track of
graded

tree seedlings,
ungraded tree

s
eedlings, field inventory, and seed storage inventory
.


3.3.10

Must allow viewing of transaction history for each order.


3.3.11

Must allow flexible pricing (i.e. discount price per tree for each user define
d larger bundle order) along with the
ability to add shipping charges based on the size of the order with a minimum base shipping charge.


3.3.12

Must allow for specific order types
(i.e. normal, free, contract, normal not auto, contract, not auto, etc.)


3.3.13

Must
allow for specific tax exempt codes (i.e.
normal, re
-
sale, non
-
profit, out of state, farmer exemption, etc.)


3.3.14

Must automatically cancel unpaid orders beyond the due date with a grace period. The cancelled stock will
automatically be put back into the syste
m to sell.


3.3.15

Must have th
e capability to retain in
for
mation

up to 15 years.


3.3.16

Must allow search functions using a variety of parameters including date ranges, species name, species code,
customer name and user name on transactions and inventory.


3.3.17

Must allow
inventory search on species name or species number.


3.3.18

The application should print s
hipping tags

approximately 8.5 inches wide and 5 inches long.
These tags must
include our Department

of Agriculture inspection certification, our MDC logo, our agency’s nam
e, and our agency
address, along with the customer name and address. These tags must also include species, quantities contained in
the package, customer order number and bar code of the customer order number. The format will need to be
dynamic and easy t
o change.






11

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

3.3.19

The software
must

handle complex scenarios of filled and unfilled orders, as well as, accommodate diverse
shipping requirements based on changing parameters that may involve location, date of order, availability,
how it

s
shipped or picked up,
e
tc.

Some of t
hese

changing parameter
requirement
s include

but not limited to
are
: 1
)

whether the
order
is
paid
,
free
,
or contract
ed
,
2
)

the

month the customer select
s

for shipping
, 3
)

geographic
shipping zone

(i.e. Northern Missouri, Central Missouri, So
uthern Missouri, out of state, etc.)
,

and
4
)

whether the
s
eedlings
are
available
.


3.3.20

The software must automatically print shipping tags for orders

based on parameters
.
Orders selected as ‘Customer
Pick
-
up’ should only print tags if the order is complete an
d not on partial filled orders.
The system must

also
have
the ability to print shipping tags for order
s

on demand

based on parameters
.


3.3.21

Must offer the ability to select a shipper (
i.e.,
UPS or USPS) based on the order size (system parameter
).

Must
allow f
or interface with shipping company software to track orders needing shipped through that shipping
company based on date.


3.3.22

Must be compatible with a commercial shipping system such as UPS Worldship etc.


3.3.23

Must produce a shipping tag that lists the followin
g: contents of the bundle, customer name, address, order
number, and unique bundle number (for USPS shipping
.
) This shipping tag must also have our MDC logo and the
State Entomologist inspection certification printed. The customer order number must be bar
coded on the tag, and
proper indicia for shipping.


3.3.24

Must allow shipping of orders without payment first (govt. agencies, schools, purchase orders, etc.).


3.3.25

Must have the ability to create Arbor Day shipping tags from an imported database
(Oracle or Access
)
.
These will
all go against the current inventory.



3.3.26

Must produce financial forms and
documentation necessary which includes
form
27

(
Attachment
I
)

and a listing
of all money transactions for a particular day

including payment type
.


3.3.27

Must generate the ne
cessary documentation

(printed voucher)

for customer refunds
.

This in
cludes of list of
itemized

refunds along with a payment voucher to be sent in for processing. This list of refund possibilities will
need to list the customer number, customer name, amou
nt of the refund, date of payment and

payment met
hod
(cash, check or credit card), but not limited to.


3.4

For Internet Ordering:


3.4.1

Must require orders to be ordered in increm
ents of which the number is MDC

defined and modifiable within a
tabl
e.


3.4.2

Must have an
online option except for large orders (as defined by department). Must also have the option for
customers to send a check. The system must supply documentation of credit card transactions for revenue
reporting.


3.4.3

Must
utilize secur
e
-
ware for ordering to
pro
tect against hacking programs
.



3.4.4

Must automatically populate the fields of the database when an order is placed on
-
line (i.e. first name, last name,
address (ship address if different), city, state, zip code, telephone number, e
-
mail address, shipping mon
th, delivery
code (ship or pickup), heritage card number).


3.4.5

Must not automatically update inventory on orders greater than a parameter that is set by the state agency in a
reference table. If order is greater than the parameter, the state agency will be
immediately notified and the order
will then be manually processed.






12

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

3.4.6

Must deduct inventory as each order is entered, but large orders (2000+) will be processed manually
. With large
orders,
an automatic customizable message must be sent to
the customer

no
tifying them the order is pending with
instructional information.



3.4.7

Must validate complete information entered for each order
-

required information for complete orders
-

All address
information required


(last name, first name, street address, zip code,
phone number, email


optional, shipping
method or pickup, shipping month).

If the order date is greater than the 15
th

of the current month, the customer
will no longer have the ability to select the current month for shipping.


3.4.8

Must have the ability to p
opulate the new order

information

with
previous customer address informa
tion

at order
entry time
.



3.5

For

Billing:


3.5.1

Must contain
the customer’s
preferred communication type

for billing

(email or postal mail).


3.5.2

Must

contain an email checkbox field. If this c
heckbox is checked, an email address is required t
o be entered

a
nd a
mes
sage
will be displayed
to
remind

the customer to check their spam email.


3.5.3

Must automatically add the subject of “Trees you Ordered
.”


3.5.4

Must generate an electronic bill for those custom
ers who choose electronic billing, and must generate a printed bill
for MDC for all customers who elect to receive invoice via postal mail.


3.5.5

Must not print paper bill for customers who choose electronic billing


application will let the customer know they

will not receive paper bill if they choose electronic billing
.


3.5.6

Must contain customer information, payment information, and order information all on o
ne screen


the screen
must

have a button that will take user to transaction history
.


3.6

System Security an
d Administration Requirements:


3.6.1

The system must provide role
-
based security thereby restricting the tasks a user can perform, data to which the user
has access, and portions of the system to which the user has access based on the role to which the user is
assigned.


3.6.2

The system must allow for
multiple types
of security roles.


3.6.3

The system must allow multiple system administrators.


3.6.4

The system must allow multiple security roles to a single user with a single ID and password.


3.6.5

The system must provide configura
ble user defined fields, including field names, field data types and field lengths.


3.6.6

The system should allow user defined fields.


3.6.7

The system must provide code or look up tables to define values and descriptions for codes.


3.6.8

The system must provide configur
able edits to validate information in transactions submitted into the system for
accuracy and completeness.


3.6.9

The system must provide system administrators with a view or a report of user login activity.


3.6.10

The system must provide detailed audit of who has ch
anged data in the system, including field changed, before and
after data contained in fields and date of change.






13

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

3.6.11

The system must allow customizations and/or configurations of the system to be preserved during future updates
and enhancements to the system.


3.6.12

If a transaction results in a fatal error of the transaction not applying to the system, the system must send a clear
error message to the user and system administrator stating that the transaction did not apply to the system and
explaining the field or
fields in error.


3.7

Reporting Requirements:


3.7.1

The reporting capabilities must not require the Crystal Reports client or browser add
-
on.


A Crystal Reports client,
as defined herein, is any Crystal Reports install that has to take place on the client machine.


3.7.2

The system must provide standard report capabilities.


3.7.3

The system should allow users to schedule standard and ad hoc reports.

For majority of available reports, the
system allows users to define selection criteria, date ranges, sorting and grouping optio
ns, and report output
enabling users to tailor information to their specific needs.


3.7.4

The system must store modified standard reports for future use.


3.7.5

The system must provide a user
-
friendly interface for accessing and running reports.


3.7.6

The reporting tool m
ust allow the user to change field names (column labels) on reports.


3.7.7

The system should provide an integrated ad hoc report writer.


3.7.8

The system must restrict access to reports based on a user’s security role (filtered security setup).


3.7.9

The system must filt
er data on reports by the user’s security role (filtered security setup).


3.7.10

The system must
allow r
eport
s to be saved in different
format
s

without changing the format

that may be
distribute
d

to recipients electronically
.



3.7.11

The reporting tool should mirror
the system’s user interface with regard to field names and how those fields are
grouped so that the user is not required to understand the database design.


3.8

Technical

Requirements:


3.8.1

Microsoft SQL Server 2008 certified and tested.


3.8.2

Fully implements Microsof
t User Experience Interaction Guidelines for Windows 7 and Windows Vista (if non
-
web based solution).


3.8.3

Is compliant with Microsoft 2008 R2 64 bit in a VMWare Virtualized environment.


3.8.4

Runs concurrently with other Window applications such as Word or Excel.


3.8.5

The sy
stem should

integrate with the agency’s Active Directory. Active Directory integration must directly access
the agency’s Active Directory to authenticate user credentials and must communicate via an encrypted connection
using a Virtual Private Netwo
rk (VPN) and IPSEC utilizing 3DES and MD5.


3.8.6

The system must be compatible with Active Directory (AD) authentication using Lightweight Directory Access
Protocol (LDAP) over Secure Socket Layer (SSL).


3.8.7

The system must not require any “plug
-
ins” such as Activ
e X, Silverlight, Java Runtime or Flash to be installed on
client machine, except for administrative user computers.





14

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


3.8.8

For security purposes, administrator sessions must automatically time out after a period of inactivity.


3.8.9

The system must be tested and cer
tified in Microsoft Windows desktop operating syst
ems


Vista 7.


3.8.10

The system must operate in LAN, WAN and wireless environments.


3.8.11

The database objects must be exposed to database management tools (e.g., SQL Server Management Studio or
Aqua Data studio).


3.8.12

T
he contractor must abide by the Missouri Digital Media Developers (DMD) Web Guidelines, which include the
mandatory accessibility information for Section 508 and Chapter 191 compliance for any web based systems.
Refer to the following web site:
http://www.oa.mo.gov/itsd/cio/standards/ittechnology.htm
.


3.8.13

Full integration throughout the modules. Provides the ability to move from one module or function (e.g.,
from
administrative tasks to

user tasks without logging into each module
.
)


3.8.14

Information Technology Accessibility Requirements
-

Section 191.863 RSMo requires state agencies to make
information technologies accessible to individuals with disabilities (508 standards). To implement Sec
tion
191.863, RSMo, Missouri has established information technology accessibility standards, found at
http://www.oa.mo.gov/itsd/cio/standards/it
technology.htm

and
http://oa.mo.gov/itsd/cio/architecture/domains/interface/CC
-
Accessibility
-
508FedStds
-
Lists041205.pdf
, which
must be followed in the state’s acquisition of IT products. Therefore, the system delivered

by the contractor under
this contract shall comply with the applicable accessibility requirements identified in the above
-
stated links. The
contractor must promptly respond to any complaint brought to its attention regarding non
-
conformance of the
produc
ts provided hereunder that were delivered as part of the contractor’s awarded bid. The contractor must
resolve such complaints by bringing the product into compliance with the applicable Missouri IT Accessibility
Standards at no additional cost to the sta
te. The contractor shall indemnify and hold harmless the State of Missouri
and any Missouri government entity purchasing the contractor’s products from any claim arising out of the
contractor’s failure to comply with the aforementioned requirements. For
more information on Section 508
standards, refer to
http://www.section508.gov/



3.8.15

The system must not impose administrative burdens such as “credentials” besides authentication to operate on the
platforms identified

herein.


3.8.16

The system must operate on Windows XP or newer using Internet Explorer 8 or newer and compatible with
Macintosh OS10x or newer.


3.8.17

The system should be an integrated system, requiring users to authenticate only once per session.


3.8.18

System should supp
ort viewing data and submitting transactions either through the mobile browser resident within
the following smartphone operating systems, or through a contractor
-
created native application compatible with the
following smartphone operating systems: Appl
e iOS version 4 and above, and Android 2.2 and above.



3.8.19

The system should enforce data integrity (e.g., broken relationships, invalid codes, required fields that are null,
mismatched fields, etc.).


3.8.20

While the following are not supported MDC browsers, it is

highly desirable that they be supported to provide users
the ability to access the system remotely from non
-
MDC computers:
Mozilla
Firefox

3.5

and

a
ny

newer

versions

Opera 9 and newer versions

Safari 5 and newer versions

Google Chrome
21.0.1180 or newer v
ersions.


3.8.21

System should provide error message if user has exceeded field size when entering information.






15

IFB I4ZM1106
13

-

Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

3.8.22

The free
-
form comment or description fields should have basic word processing features such as word
-
wrap, spell
check, and cut, copy, paste.


3.8.23

User doc
umentation should include a data dictionary of all tables and codes with description of each field, data
type of field and length and a complete entity relationship diagram that shows all relationships between all tables.


3.8.24

The Department of Conservation
re
quires Enterprise Application Integration (EAI), which allows for one system to
be considered the author of specific data or business services that are then consumed by other systems. Integration
can occur on three levels:

Data level integration

allows dat
a to be extracted, transformed and then loaded (ETL) into another database.
Systems can allow for data level integration by allowing data it authors to be read by an external ETL process and
allowing for data it consumes but does not author to be written i
nto the system’s data via an ETL process

Application interface level integration

provides an application programming interface (API) that gives access to
services within a specific application. This access may be simply to data, to business services or a c
ombination of
the two (e.g. access to data with integrity constraints enforced by business services).

Method level integration

provides a shared set of methods stored on a central server or which reside on a
distributed network. These methods allow systems

to share coded functionality and usually revolve around
business services.

Note: User interface EAI (‘screen scraping’) is not considered ‘integration’.


3.8.25

T
he
Department of Conservation
requires an EAI environment where individual applications integrate

with each
other as needed (point
-
to
-
point). A message broker or process broker environment is currently not available,
although deployment of systems that can leverage message or process broker environments is desirable in planning
for the future.


3.8.26

The sy
stem should provide an open Application Programming Interface (API) or other programming / scripting
interface that would allow the Department to create programs to automate tasks and / or interface the system with
other software
,


3.8.27

The system should interf
ace via an API with a third
-
party document management system to store and retrieve
documents such as using an API.



3.8.28

T
he system should provide full integration throughout the modules and the ability to move from one module or
function.


3.9

Implementation Req
uirements:


3.9.1

The application must be fully implemented
by
June 15,

201
4
.

Contractor will not be allowed to work during
or
install during
the dates of February 1
5
th

thru April 30
th
.



4

PERFORMANCE REQUIREM
ENTS


4.1

Substitutions:


4.1.1

The contractor shall not subst
itute any item(s) that has been awarded to the contractor without the prior written
approval of the
Department of Conservation
.


4.1.2

In the event an item becomes unavailable, the contractor shall be responsible for providing a suitable substitute
item.

The con
tractor’s failure to provide an acceptable substitute may result in cancellation or termination of the
contract.


4.1.3

Any item substitution must be a replacement of the contracted item with a product of equal or better capabilities
and quality, and with equal
or lower pricing. The contractor shall understand that the state reserves the right to
allow the substitution of any new or different product/system offered by the contractor. The
Department of
Conservation

shall be the final authority as to acceptabilit
y of any proposed substitution.






16

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

4.1.4

Any item substitution shall require a formal contract amendment authorized by the
Department of Conservation

prior to the state acquiring the substitute item under the contract.


4.1.5

The Departmen
t

may choose not to compel an

item substitution in the event requiring a substitution would be
deemed unreasonable in the sole opinion of the State of Missouri. The contractor shall not be relieved of
substituting a product in the event of manufacturer discontinuation or other reaso
n simply for reasons of
unprofitability to the contractor.


4.2

Replacement of Damaged Product:


4.2.1

The contractor shall be responsible for replacing any item received in damaged condition at no cost to the
Department of Conservation
. This includes all shipping
costs for returning non
-
functional items to the contractor
for replacement.


4.3

Delivery Performance:


4.3.1

The contractor and/or the contractor's subcontractor(s) shall deliver products in accordance with the contracted
delivery times stated herein to the state a
gency upon receipt of an authorized purchase order or P
-
card transaction
notice. Delivery shall include unloading shipments at the state agency's dock or other designated unloading site as
requested by the state agency. All orders must be shipped F.O.B.
Destination, Freight Prepaid and Allowed. All
orders received on the last day of the contract, must be shipped at the contract price. All deliveries must be
coordinated with the state agency.


4.4

Contractor Sample Assurance:


4.4.1

The contractor shall agree that

product provided under contract shall conform to all mandatory specifications,
terms, conditions and requirements stated herein.


Furthermore, if the product has been sample
-
tested, the
contractor shall agree that the same product submitted for sample
-
tes
ting and which passed sample
-
testing shall be
provided to the state agency for the duration of the contract.


No substitutions of product shall be made without the
prior written approval of the
Missouri Department of Conservation
.


Only substitutes that ar
e equivalent or better
than the product(s) originally contracted for, and equal to or less in price, shall be considered for approval.


5

BID SUBMISSION INFOR
MATION


5.1

On
-
Line Bid:


5.1.1

This bid is being posted through the use of Office of Administration’s Divisio
n of Purchasing and Materials
Management (DPMM’s); however, bids
will not

be accepted through the use of DPMM’s electronic on
-
line
bidding. All bids must be submitted in a ‘sealed’ envelope to the Missouri Department of Conservation as listed
on
P
age 1 of

this document.


5.2

Mail Bid:


5.2.1

If the bidder is responding through the mail,
a
ll bids
should be double sided and
should minimize or eliminate the
use of non
-
recyclable materials such as plastic report covers, plastic dividers, vinyl sleeves, and binding.


5.2.2

The

bidder should include completed copies of each Exhibit and any other requested or required information with
the mailed response. In addition, the bid should be page numbered.


5.2.3

To facilitate the evaluation process, the bidder is encouraged to organize the
ir bid into distinctive sections that
correspond with the individual evaluation categories described herein.


5.2.4

Each distinctive section should be titled with each individual evaluation category and all material related to that
category should be included th
erein.


5.2.5

The signed page one from the original IFB and all signed amendments should be placed at the beginning of the bid.





17

IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


a.

The bidder is cautioned that it is the bidder’s sole responsibility to submit information related to the
evaluation categories whethe
r the bid is submitted electronically or by mail. The
Department of
Conservation

is under no obligation to solicit such information if it is not included with the bid. The
bidder’s failure to submit such information may cause an adverse impact on the eva
luation of the bid.


5.2.6

To facilitate the evaluation process, the bidder is encouraged to organize their bid into distinctive sections that
correspond with the individual evaluation categories described herein. The bidder is cautioned that it is the
bi
dder’s sole responsibility to submit information related to the evaluation categories and that the State of Missouri
is under no obligation to solicit such information if it is not included with the bid. The bidder’s failure to submit
such information may

cause an adverse impact on the evaluation of the bid.


1.

Each distinctive section should be titled with each individual evaluation category and all material related to
that category should be included therein.

2.

The bid should be page numbered.

3.

The signed pag
e one from the original IFB and all signed amendments should be placed at the beginning of
the bid.


5.3

Evaluation and Award Process:


5.3.1

Evaluation:
After determining that a
bid

satisfies the mandatory requirements stated in the
Invitation for Bid
, th
e
evaluator(s) shall use both objective analysis and subjective judgment in conducting a comparative assessment of
the
bid

in accordance with the evaluation criteria stated below:


Evaluation Criteria Scoring Category

Maximum Points

Cost for Software/Data
base, Maintenance, Implementation
, and
Support

10
0

Experience / Reliability of Organization and Expertise of Personnel



45

Functional / Technical Capabilities


55

TOTAL

2
0
0


5.3.1


The award shall be made on an all or none basis.


5.4

Evaluation of Cost:


5.4.1

The bidder shall submit firm fixed prices on the Pricing Page of the IFB. All pricing shall be considered firm for
the duration of the contract period indicated on the Notice of Award page of the contract.
All pricing shall be quoted FOB
Destination,

Freight Prepaid and Allowed.


5.4.1

The evaluation shall cover the original contract period plus renewal periods. The cost evaluation shall include all
mandatory requirements, including installation and maintenance.

However, the Department of Conservation

res
erves the right to evaluate optional items, if deemed necessary.


5.4.2

Cost points shall be calculated based on the sum from the above calculation using the following formula:


Lowest Responsive Bidder’s Price

X

100

=

Cost evaluation points

Compared Bidder’s P
rice


5.5

Evaluation of Bidder’s Functional / Technical Capabilities


5.5.1

The evaluation of the Function
al / Technical Capabilities

shall be subjective based on fact. Information provided
by the offeror in response to
Exhibit C

of

this IFB, as well as inform
ation gained from any other source during the
evaluation process, may be used in the subjective evaluation. The Missouri Department of Conservation reserves




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IFB I4ZM1106
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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

the right to subjectively evaluate the offeror’s proposed optional products and prices within the
evaluation category
of Functional / Technical Capabilities.



5.5.2

The bidder should list any additional functionality requirements that their software offers that is not covered
throughout (Section 3. Technical Requirements.)
(Added this section)


5.6

Evaluatio
n of Bidder's Experience and Reliability:


5.6.1

Experience and reliability of the bidder’s organization will be considered subjectively in the evaluation process.
Therefore, the bidder is advised to submit any information which documents successful and reliabl
e

experience in
past performances
, especially those performances related to the requirements of this IFB.


5.6.2

The bidder should provide the following information related
to previous and current
contracts performed by the
bidder’s organization and any proposed

subcontractors which are similar to the requirements of this I
FB. The
information should be related to the information as listed

o
n Exhibit B

to

this IFB or in a similar manner.


5.6.2.1

Name, address, and telephone number of client/contracting agency and a repr
esentative of that
client/agency who may be contacted for verification of all information submitted;

5.6.2.2

Dates of the service/contract; and

5.6.2.3

A brief, written description of the specific prior services performed and requirements thereof.


5.6.3

The bidder must be in c
ompliance with the laws regarding conducting business in the State of Missouri. The
bidder certifies by signing the signature page of this original document and any amendment signature page(s) or by
submitting an on
-
line bid that the bidder and any propos
ed subcontractors either are presently in compliance with
such laws or shall be in compliance with such laws prior to any resulting contract award. The bidder shall provide
documentation of compliance upon request by the Division of Purchasing and Materia
ls Management. The
compliance to conduct business in the state shall include but may not be limited to:




Registration of business name (if applicable)



Certificate of authority to transact business/certificate of good standing (if applicable)



Taxes (e.g.,
city/county/state/federal)



State and local certifications (e.g., professions/occupations/activities)



Licenses and permits (e.g., city/county license, sales permits)



Insurance (e.g., worker’s compensation/unemployment compensation)


5.7

Evaluation of Expertise
of Bidder's Personnel:


5.7.1

The qualifications of the personnel proposed by the bidder to perform the requirements of this IFB, whether from
the bidder’s organization or from a proposed subcontractor, will be subjectively evaluated. Therefore, the bidder
shou
ld submit detailed information related to the experience and qualifications, including education and training,
of proposed personnel.


5.7.2

Resumes should be structured to emphasize relevant qualifications and experience of the personnel in successfully
complet
i
ng contracts

of a similar size and scope to the requirements of this IFB.


5.7.3

If personnel are not yet hired, the bidder should provide detailed descriptions of the required employment
qualifications; and detailed job descriptions of the position to be fille
d, including the type of person proposed to be
hired.


5.8

Contact:


5.8.1

Any and all communication from bidders regarding specifications, requirements, competitive bid process, etc.
related to the bid document must be referred to the Buyer of Record identified on
the first page of this document.
Such communication should be received at least ten calendar days prior to the official bid opening date.


5.9

Unit of Measure:





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IFB I4ZM1106
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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM


5.9.1

If the unit of measure specified on the attached pricing pages is different than the manner in whi
ch the bidder
offers that item, then the unit of measure being proposed by the bidder must be clearly identified on the pricing
page.
All mathematical conversions should be shown by the bidder, and must be provided upon specific request
from the Buyer.


5.9.2

I
n the cost evaluation, a unit price conversion will be done to fairly evaluate bid prices. However, for any resulting
contract, the unit of measure bid will be the unit of measure awarded. Bidders are encouraged to contact the Buyer
prior to

submission o
f their bid to discuss anticipated unit modifications. The bidder is cau
tioned that the
Department of Conservation

reserves the right to clarify the unit of measure modification or to disqualify the bid
for that line item if the unit of measure modificati
on is not deemed appropriate or in the best in
terests of the
Department
.


5.10

Description of Product:


5.10.1

The bidder should present a detailed description of all products and services proposed in the response to this
Invitation for Bid. It is the bidder's respon
sibility to make sure all products proposed are adequately described

in
order to conduct an evaluation of the bid to insure its compliance with mandatory technical specifications. It
should not be assumed that the evaluator has specific knowledge of the p
roducts proposed; however, the evaluator
does have sufficient technical background to conduct an evaluation when presented complete information.

5.10.2

The bidder may submit preprinted marketing materials with the bid. However, the bidder is advised that such
br
ochures normally do not address the needs of the evaluators with respect to the technical evaluation process and
the specific responses which have been requested of the bidder. The bidder is strongly discouraged from relying
on such materials in presentin
g products and services for consideration by the state.


5.11

American Made:


5.11.1

In accordance with the Domestic Product Procurement Act (hereinafter referred to as the Buy American Act)
sections 34.350 to 34.359, RSMo, the bidder is advised that any goods purchas
ed or leased by any public agency
shall be manufactured or produced in the United States.


5.11.2

Bidders who can certify that goods or commodities to be provided in accordance with the contract are
manufactured or produced in the United States or imported in acc
ordance with a qualifying treaty, law, agreement,
or regulation shall be entitled to a ten percent (10%) preference over bidders whose products do not qualify.


5.11.3

The requirements of the Buy American Act shall not apply if other exceptions to the Buy America
n mandate in
section 34.353, RSMo, are met.


5.11.4

If the bidder claims there is only one line of the good manufactured or produced in the United States, subsection 2
of section 34.353, RSMo, or that one of the exceptions of subsection 3 of section 34.353, RSMo,

applies, the
Executive Head of the Agency bears the burden of certification as required prior to the award of a contract.


5.11.5

In accordance with the Buy American Act, the bidder must provide proof of compliance with section 34.353,
RSMo. Therefore the bidde
r should complete and
return
Exhibit H
,

certification regarding proof of compliance,
with the bid. This document must be satisfactorily completed prior to an award of a contract.


5.11.6

If any products and/or services offered under this
IFB

are being manufactu
red or performed at sites outside the
United States, the offeror MUST disclose such fact and provide details with the proposal.


5.12

Bid Detail Requirements and Deviations:


5.12.1

It is the bidder’s responsibility to submit a bid that meets all mandatory specificati
ons stated herein. The bidder
should clearly identify any and all deviations from both the mandatory and desirable specifications stated in the
IFB. Any deviation from a mandatory requirement may render the bid non
-
responsive. Any deviation from a
desir
able specification may be reviewed by the state as to its acceptability and impact on competition.






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IFB I4ZM1106
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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM

5.12.2

Bidders should note
: A descriptive brochure of the model bid may not be acceptable as clear identification of
deviations from the written specification.


5.13

Open Competition:


5.13.1

Any manufacturer’s name, trade names, brand names, information and/or catalog numbers listed in a specification
and/or requirement are for informational purposes only and are not intended to limit competition.


5.13.2

The bidder may offer any b
rand of product that meets or exceeds the specifications. In addition to identifying the
manufacturer’s name and model number, the bidder must explain in detail how their product meets or exceed the
specifications. Bids, which do not comply with the requ
irement and the specifications, are subject to rejection
without clarification.


5.14

Compliance with Terms and Conditions:


5.14.1

The bidder is cautioned when submitting pre
-
printed terms and conditions or other type material to make sure such
documents do not conta
in other terms and conditions which conflict with those of the IFB and its contractual
requirements. The bidder agrees that in the event of conflict between any of the bidder's terms and conditions
and
those contained in the IFB,
that the IFB shall govern
. Taking exception to the State's terms and conditions may
render a bidder's bid non
-
responsive and remove it from consideration for award.


5.15

Preference for Organizations for the Blind and Sheltered W
orkshops/Service
-
Disabled Veteran Business
Enterprises (
SDVEs):


Organizations for the Blind and Sheltered Workshops


5.15.1

Pursuant to section 34.165, RSMo, and 1 CSR 40
-
1.050, a ten (10) bonus point preference shall be granted to
bidders including products and/or services manufactured, produced or assembled by a qu
alified nonprofit
organization for the blind established pursuant to 41 U.S.C. sections 46 to 48c or a sheltered workshop holding a
certificate of approval from the Department of Elementary and Secondary Education pursuant to section 178.920,
RSMo.


5.15.1.1

In ord
er to qualify for the ten bonus points,
the
following conditions must be met and the following
evidence must be provided:


5.15.1.1.1

The bidder

must either be an organization for the blind or sheltered workshop or must be proposing to utilize
an organization for the

blind/sheltered workshop as a subcontractor and/or supplier in an amount that
must
equal the greater of $5,000
or
2% of the total dollar value of the contract for purchases not exceeding $10
million
.

5.15.1.1.2

The services performed or the products provided by the
organization for the blind or sheltered workshop must
provide a commercially useful function related to the delivery of the contractually
-
required service/product in
a manner that will constitute an added value to the contract and shall be performed/provid
ed exclusive to the
performance of the contract. Therefore, if the services performed or the products provided by the organization
for the blind or sheltered workshop is utilized, to any extent, in the bidder’s obligations outside of the contract,
it shal
l not be considered a valid added value to the contract and shall not qualify as participation in accordance
with this clause.

5.15.1.1.3

If the
bidder

is proposing
participation by an organization for the blind or sheltered workshop
, in order to
receive evaluation c
onsideration for participation

by the organization for the blind or sheltered workshop
,
the
bidder
must

provide the following information with the bid:




Participation Commitment
-

T
he
bidder

must complete
Exhibit
F
,

Participation Commitment,
by
identifying

the organization for the blind or sheltered workshop and the commercially useful
products/services to be provided by the listed organization for the blind or sheltered workshop.
If
the
bidder

submitting the
bid

is a
n

organization for the blind or shelter
ed workshop
, the
bidder

must
be listed in the appropriate table on the Participation Commitment Form
.






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IFB I4ZM1106
13

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Tree Seedling Tracking Software/DB

Bid Due Date/Time:
November 6, 2013
2:00 PM



Documentation of
Intent to Participate



The bidder must either provi
de a properly completed
Exhibit F
,

Documentation of Intent to Participate Form, sign