APPENDIX A QUALIFYING REQUIREMENTS

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Nov 3, 2013 (4 years and 7 days ago)

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APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

1

RFP

# 2013054


Proposer shall use the document entitled “Appendix A, Qualifying Re
quirements” (included below
) to
provide its response to Appendix A
.
Proposals not indicating full and complete acceptance
of/compliance with all Qualifying Requirements will be rejected.
Proposals must include a
completed Appendix A to be eligible for consideration.


Please note: Appendix A, Qualifying Requirements, contains the following three sections, all of which
must be completed.




Qualifying Requirements



City of Mesa Network and Com
puter System Environments



Documented Experience / References

Indicate by your response (Yes or No) in each box whether or not Offeror unconditionally agrees to
comply with each of the following requirements.

#

QUALIFYING REQUIREMENT

OFFEROR RESPONSE

1

RFP

Response

RFP response is submitted by the due date and time, and an
unmodified

Offer Form and Signatures page, signed by the company
officer, is submitted for the Offeror and any/all third parties.




___ YES ___ NO

2

Response Completeness


Offeror
has complied with all instructions in the RFP and has provided a
response to all requested items, including sufficient detail for the City to
be able to evaluate the Proposal. City reserves the right to waive minor
defects/technicalities, form errors, or
other informalities in any Proposal.




___ YES ___ NO

3

Compliance With Federal And Arizona State Laws

The Offeror shall certify in its Proposal that, as of the Proposal
submission date, Offeror is compliant with the American with
Disabilities Act, t
he Immigration Reform and Control Act of 1986, the
Drug Free Workplace Act of 1989, the prohibition against having
scrutinized business operations in Sudan or Iran, and section 6(j) of the
Federal Export Administration Act. Offeror further agrees to compl
y
with the Legal Arizona Workers Act, as applicable, if selected for award.
Finally, Offeror’s response shall certify that any agreement resulting
from this solicitation will include all of these requirements.






___ YES ___ NO

4

Arizona Business
License(s)

If required by law, Offerors must be licensed to do business in the State
of Arizona and/or the City of Mesa.



___ YES ___ NO

5

Services Agreement

The Offeror shall include its standard services agreement, including any
potential addenda
or exhibits, as a part of its Proposal however, any
agreement resulting from this solicitation must incorporate the City’s
qerms and Conditions. rnless revisions are requested by lfferor and
expressly approved by the City during contract negotiations, the

City’s
qerms and Conditions shall remain as written. lfferor agrees to
negotiate in good faith with the City to finalize the Agreement if selected
for award.





___ YES ___ NO

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

2

RFP

# 2013054


6

Security Clearance

Offeror shall comply with City’s policy on
security clearances, which
states City shall have final authority to determine when security
clearance of Contractor Personnel (employees, subcontractors, or other
agents) is required, as well as the City shall have final authority to
determine the nature
of the security clearance, up to and including
fingerprinting Contractor Personnel.



___ YES ___ NO

7

PCI Compliance

If applicable to this solution, the Offeror shall certify in its Proposal it
meets Payment Card Industry (PCI) Data Security
Standards (DSS),
and if recommended for award, shall illustrate compliance.



___ YES ___ NO

8

Computing Environment Integration

Offeror certifies the solution provided by Offeror under any agreement
resulting from this solicitation shall work within, or integrate with, the
City’s existing computing environment as outlined in the City of Mesa
Network and Computer System Environments

section
of this

Appendix
A.





___ YES ___ NO

9

Demonstrated Experience

Offeror shall provide references from established private or public
sector entities who will attest to Offeror’s experience and ability to
perform the contract subject of this
solicitation. Offeror must have at
least three (3) clients, comparable in size to the City and located within
the United States. All references shall be paying customers using the
proposed solution (or a substantially similar solution) for at least one (
1)
year prior to the Proposal Due Date. Offerors shall provide the
requested information for those clients in the Refere
nces section of this
Appendix A.
City reserves the right to contact other known Offeror
customers for additional references.





___
YES ___ NO

10

Warranty

Offeror shall provide a warranty for the hardware and solution to the
City of Mesa, both of which shall commence on the day the City begins
using the solution for production purposes (actual date to be
determined as part of cont
ract negotiations). Offerors shall submit
detailed descriptions of their hardware and solution warranties.




___ YES ___ NO

11

Database

Offeror’s proposed solution shall have enterprise
-
capable, open
database, ODBC compliant architecture for direct
linking, and the
import/export of data via ODBC databases as a standard feature with
no customization necessary. If awarded the contract, Offeror shall
disclose the data dictionary (including the structure of any ‘blob’ fields)
at time of purchase to allo
w data mapping between databases.




___ YES ___ NO

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

3

RFP

# 2013054


12

Security Components

Offeror’s proposed solution shall provide security controls and
mechanisms to prevent unauthorized individuals from accessing,
entering or modifying system information. The S
ystem shall have the
ability to define user groups with varying security levels for editing and
visual access to the system, as well as include the ability to secure
specific transactions to these user groups. Offeror shall describe and
identify System se
curity components including: system controls,
account management, system vulnerabilities, system authentication
methods, system communication methods, encryption methods, system
auditing capabilities, remote access methods, backup methods, system
architect
ure, physical operating system security, and, if applicable, web
security components.




___ YES ___ NO

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

4

RFP

# 2013054


Per Qualifying Requirement #8, Computing Environment Integration, Offeror certifies the Online Event
Booking System provided by Offeror under any agreement resulting from this solicitation shall work within,
or integrate with, the City’s existing computing

environment as outlined below.



CITY OF MESA NETWORK AND COMPUTER SYSTEM ENVIRONMENTS


INFRASTRUCTURE

Data Center, Core, and
Distribution Network



o

Enterasys N
-
Series and S
-
Series Switches and Routers



IEEE P802.3ae 10 Gigabit Ethernet



IEEE 802.3ab
Gigabit Ethernet 1000Base
-
T



IEEE 802.3z Gigabit Ethernet, 1000Base
-
SX/LX



OSPF (Open Shortest Path First) Version 2



VRRP (Virtual Router Redundancy Protocol)

o

Cisco Catalyst 6500 Series



Site
-

-
Site hub
-
慮a
-
spoke VPN over Qwest
Metropolitan Optical Ethernet
(QMOE)


Local Area Network (LAN)

ITD Data Center, and most satellite locations


o

Cabletron SmartSwitches 2200 and 6000 (to be retired by
the end of 2010)



IEEE 802.3u Fast Ethernet 100Base
-


o

Enterasys C
-
Series Switches



IEEE 802.3ab Gigabit Ethernet
1000Base
-
T



IEEE 802.3at Power over Ethernet




Police Data Center


o

Cabletron SmartSwitch 6000

o

Cisco 6500


Wireless LAN (WLAN)

o

Enterasys APs



IEEE 802.11a/b/g/n

o

Cisco APs



IEEE 802.11a/b/g/n

o

Enterasys WLAN Controllers

o

Cisco WLAN Controllers

o

Enterasys
WAS
-
Wireless Advanced Services


WAN (Wide Area Network)


o

Qwest Point to Point T
-
1

o

City Microwave two DS3 loops



Juniper M Series



Layer 3 MPLS
-
based VPN

o

Line coding: B8ZS, Framing: ESF

o

Enterasys XSR


Security Routers and Cabletron HSIM
-
W6,
HSIM
-
W84, and CSX 200 WAN devices



Each facility utilizes a single T
-
1 or multiple T
-
1s
bonded together for network connectivity

o

Cisco ASA 5500 Series

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

5

RFP

# 2013054




Site
-
to
-
site IPsec VPN over Cox@Work cable
modems

Police Data Cen
ter


o

Point to Point City
-
owned fiber between some PD facilities



Distribution layer is on Cisco 6500 series
using 128
-
bit encryption

Internet Access Infrastructure (IAI)



Two active/active 100 Mbps optical links to the Internet
provided by Century Link and Cox
(To be geographically
located in separate facilities during 2012)




Cisco routers



BGP with public AS number



Firewalls and VPN gateways



Network Traffic Controller



Ente
rasys C
-
Series and S
-
Series switches


Remote Access



Citrix XenApp (preferred method)



IPSec and SSL VPN



Dial
-
in via a V.90 modem bank served by a pool of DS0
analog lines

Network Authentication




Active Directory 2008 R2



IEEE 802.1x



RADIUS



Microsoft PKI



Enterasys NAC Manager 4.3



Active DirectoryEnterasys Policy Manager

Network Management

o

CA Spectrum Infrastructure Manager 9.2

o

Enterasys NetSight Suite 4.3

SAN (Storage Area Network)

o

Cisco Multilayer Director Switches (MDS) 9500 Series



NX
-
OS 4.2(7e)



2/4/8
Gbps MDS Fibre Channel switching modules


o

Cisco UCS 6140XP Fabric Interconnect 4Gb FC modules


o

Storage Arrays


ITD Data Center



XIO ISE
-
1 (Emprise 5000) Storage



NetApp 2240 NAS Storage



EMC VMAX Storage


Police Data Center



HP Enterprise Virtual Array 4400



XIO ISE
-
1 (Emprise 5000) Storage


o

Host Bus Adapters (HBAs)



Emulex



Qlogic



Cisco VIC




APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

6

RFP

# 2013054


Storage Management

ITD Data Center

o

Storage



Xiotech Emprise 5000 (ISE) Management 1.7.x



DataCore SANsymphony V



HP Command View


o

Storage Networking



Cisco Fabric Manager



Cisco Device Manager



EMC Symmetrix Management Console


Police Data Center

o

Storage



Xiotech Emprise 5000 (ISE) Management 1.7.x



HP Command View

o

Storage Networking



Cisco Fabric Manager


Cisco Device Manager



Enterprise Backup
Environment

ITD Data Center


o

NetBackup 7.5



1 Master, 2 Media Servers (Win 2008R2 64bit)



220+ Standard Clients

o

Quantum DXi 8500 disk based deduplication appliance

o

Quantum i2000 Tape Library and Basic Disk Storage
Units



10 FC LTO3 Tape Drives



For offsite
tape duplication only


Police Data Center


o

NetBackup 7.5



1 Master and Media Server (Win 2008 R2 64bit)



70+ Standard Clients

o

Quantum PX720


SCADA

o

NetBackup 7.5



1 Master Server (Win 2008R2 64bit)



50+ Standard Clients

o

Quantum DXi 4500 disk based deduplication

appliance





APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

7

RFP

# 2013054



SERVER ENVIRONMENT


ITD Data Center

o

x86
-
based:



Cisco UCS Blade System



UCS 5108 Blade Chassis



UCS B200 M2
-
M3 Blade Servers (Standard)



UCS B230 M2 Blade Servers (VM Hosts)



Cisco UCS C210C240 Rack
-
mount Servers



HP DL380
-
DL580 Rack Mount
Servers (Special
Compatibility Cases Only)


o

RISC
-
based:



SUN T4
-

(Special Compatibility Cases Only)


Police Data Center

o

x86
-
based:



Cisco UCS C210
-
240 Rack
-
mount Servers



HP DL380
-
DL580




NETWORK OPERATING SYSTEMS


SERVERS


ITD Data Center

o

x86
-
based:



Microsoft Windows 2008, both 32
-
bit and 64
-
bit



Microsoft Windows 2008 R2



Linux RedHat Enterprise



SUN Solaris 10.x or newer



vSphere ESXi 4.1



vSphere ESXi 5.0


*
NOTES:

AL L

s y s t e ms me e t i n g Ci t y ’ s c r i t e r i a f o r r u n n i n g i n a
vi r t u a l e n vi r o n me n t mu s t d o s o. P e r f
o r ma n c e wi l l n o t b e
c o n s i d e r e d j u s t i f i c a t i o n f o r p h y s i c a l s e r ve r s wi t h o u t a
d e mo n s t r a t i o n o f s e r i o u s d e g r a d a t i o n o n vi r t u a l.


Th e Ci t y wi l l n o t c o n s i d e r a n y p r o p o s a l f o r a s y s t e m t h a t o n l y
r u n s o n a n o p e r a t i n g s y s t e m n o t s u p p o r t e d a n d p a t c h e d b y i t s
ma n u
f a c t u r e r
( i n c l u d i n g, b u t n o t l i mi t e d t o, W i n d o ws 2 0 0 0,
W i n d o ws 2 0 0 3 S P 1 a n d o t h e r u n s u p p o r t e d l e g a c y De s k t o p o r
S e r ve r o p e r a t i n g s y s t e ms ).


o

RI S C
-
b a se d:



S UN S o l a r i s 1 0.x o r n e we r


P o l i c e Da t a Ce n t e r

o

x 8 6
-
b a se d:



Mi c r o s o f t W i n d o ws 2 0 0 8, b o t h 3 2
-
b i t a n d 6 4
-
b i t



Mi c r o s o f t W i n d o ws 2 0 0 8 R2, 6 4 b i t o n l y





APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

8

RFP

# 2013054


SERVER
-
BASED COMPUTING PLATFORM


ITD Data Center

o

Windows Server 2003 Terminal Services and Citrix
XenApp 4.5

o

Windows Server 2008 Terminal Services and Citrix
XenApp (latest)

o

Citrix Web Interface

o

Citrix Secure
Gateway


Police Data Center

o

Windows Server 2003 Terminal Services and Citrix
Presentation Server 4.0, moving to Windows Server
2008 Terminal Services and Citrix XenApp (Latest)


The City uses the following RDBMS
(Relational Data Base Management
System) products for data storage.
The City
strongly

prefers solutions
that use Oracle or Microsoft SQL
Server.

o

Oracle 10.2.0.4 or above



On a RISC
-
based Server


o

Microsoft SQL Server 2008 r
elease 1, sp1



On a 64
-
bit Windows cluster server



WORKSTATION ENVIRONMENT


o

Workstation Hardware



Desktop PCs x86 P2.0 GHz and greater processor

o

Operating System



Windows XP Professional Service Pack 3



Windows 7 (32 bit and 64 bit)


o

Workstation
Software

Software products installed on City workstations are
generally maintained at the current 32
-
bit version (specifics
are available upon request).


Standard PC Software



Adobe Acrobat Reader (9.0)



Executive Software Diskeeper



Microsoft Internet
Explorer (7.0)



Microsoft Office 2010



Symantec Antivirus



Microsoft Visio Viewer (12)



Oracle client versions 6
-
10g



Microsoft Outlook 2010 and Microsoft Exchange 2007



Microsoft Office Communicator 2007 R2



Siemens UC Fusion Client V1 Enterprise overlay for
Mi
crosoft Office Communicator V3.2 R2.4.20


Special
-
Use PC Software

Several software products are installed on some City PCs
for specific business purposes; a list of current software is
available upon request. Offerors must identify in their
proposal any k
nown software conflicts or compatibility
issues.

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

9

RFP

# 2013054




o

Workstation User Access

Standard workstation user accounts do not have
Administrative access or Power User access to their
workstations.


Police Cars




Panasonic Toughbook CF
-
30, 1.66Ghz Core Duo
L2400, 1
GB RAM, Windows XP Pro, 802.11g



Panasonic Toughbook CF
-
31, i3
-
350M 2.26 Ghz, 2 GB
RAM, Windows XP Pro, 802.11g/n



Will be moving to Windows 7 in 2011


WEB ENVIRONMENT


o

Web Serving Product Set



Adobe Acrobat Pro version 10



Apache 1.3 / 2.0



ASP (v3)



ASP.NET v3.5 / 4.0



DHTML



Java Runtime Environment 1.6



JavaScript (v1.3)



Microsoft JScript (v5.6)



ListServ (v16)



Microsoft IIS 7.5



Microsoft Threat Management Gateway 2010



.NET framework 3.5 / 4.0



ServletExec ( 5.0)



Tomcat 4.1.12



VBScript



WebLogic 9.x (ded
icated to existing apps)



WebSense (v 7.5) (Filtering)



XML



PHP 5.2



Google Search Appliance


o

Web Development Product Set



Adobe Acrobat Pro v10



ASP (v3)



ASP.NET v3.5 / 4.0



C#



Expression Web 4



JavaScript (v1.3)



Microsoft Visual Studio (.NET 2010)



Adobe Flex
3.0



Adobe Flash 10 (retiring)



Silverlight 2 / 3



Sharepoint Designer (2007)


o

Web Management Product Set



Urchin v6


o

Web Browser Environment

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

10

RFP

# 2013054




Acrobat Reader, v. 10 plug
-
in



ActiveX and Java applets must be approved through
Information Services prior to
deployment



IE 7.0 / 8.0 browsers). Internet access utilizes Microsoft
TMG 2010 Proxy services.



Windows Media Player



Websense Filtering (v 7.5)



Adobe Flash 10



Silverlight (3.0)



SVG



o

Web Application Architecture
:



Web applications communicate through multip
le layers
of firewalls with the use of Virtual IP (VIP), Network
Address Translation (NAT), Source Network Address
Translation (SNAT), IP forwarding, IP masquerading



Applications using database connections use modified
port numbers to communicate across fi
rewalls or to
servers, such as a SQL server



Microsoft MDAC 2.7 or better



Support both Microsoft OBDC drivers and Oracle OBDC
drivers



LDAP integration capable



Active Directory 2003/2008



Authentication with back
-
end databases. (Active
Directory Integrated or

DB)



Web clustering done with either network appliances (F5)
or software (ex. MS Network Load Balancing)


EMAIL ENVIRONMENT


o

Microsoft Exchange Server 2007 Service Pack 2

o

Microsoft Outlook 2007

o

Microsoft Outlook 2010

o

Microsoft Office Communicator 2007
R2Microsoft
Windows 2008

o

Sophos Puremessage 5.5



SHAREPOINT ENVIRONMENT



o

Microsoft Windows SharePoint Server Version 3.0 (WSS
v3) (retiring)

o

Microsoft Sharepoint Foundation 2010

o

Microsoft Office SharePoint Server 2007 Service Pack 2
(MOSS 2007, not
Enterprise)





APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

11

RFP

# 2013054


DOCUMENT IMAGING


ITD Data Center

o

IBM FileNet Environment



IBM FileNet P8 version 4.5.1 Business Process
Management Engine (PE)



IBM FileNet P8 version 4.5.1 Content Management
Engine (CE)



IBM FileNet P8 version 4.5.1 Application Engine
(AE)



IBM FileNet P8 version 4.5.1 Records Manager
Expansion Module (RE)



IBM FileNet P8 version 4.5.1 System Designer Toolkit



IBM FileNet P8 version 4.0.2 eForms Designer for P8



IBM WebSphere version 6.1 Limited



EnChoice KwikWork Business Process Managemen
t
Application version 3.0EnChoice KwikWork Redaction
for FileNet P8 version 3.0



EnChoice KwikWork Content Import for FileNet P8
version 3.0



EnChoice KwikWork Content Import for FileNet P8
version 3.0



EnChoice KwikWork Content Export for FileNet P8
version
3.0

o

Kofax Capture version 9.0



Kofax Capture Full Station version 9.0



Kofax Capture Development Toolkit version 9.0



Kofax Capture Remote Site version 9.0


Police Data Center

o

IBM FileNet Environment (Current)



IBM FileNet Panagon 5.4 Content Services Storage

Manager



IBM FileNet IDM Desktop 3.3



SQL Server 2000 for IBM FileNet Panagon Storage
Repository

o

Kofax Capture version 9.0



Kofax Capture Full Station version 9.0



Kofax Capture Development Toolkit version 9.0



Kofax Capture Remote Site version 9.0

o

Document S
torage



ProStor InfiniVault Model 30


o

IBM FileNet Environment (Upgrade in Progress)



IBM FileNet P8 version 4.5.x Content Management
Engine (CE)



IBM FileNet P8 version 4.5.x Application Engine (AE)



IBM FileNet P8 version 4.5.x Records Manager
Expansion Modul
e (RE)



IBM FileNet P8 version 4.5.x System Designer Toolkit



JBoss Web Server Software (Vendor has not supplied
version number)



EnChoice KwikWork Business Process Management
Application version 3.0EnChoice KwikWork Redaction
for FileNet P8 version 3.0



EnChoice KwikWork Content Import for FileNet P8
APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

12

RFP

# 2013054


version 3.0



EnChoice KwikWork Content Import for FileNet P8
version 3.0



EnChoice KwikWork Content Export for FileNet P8
version 3.0


GIS ENVIRONMENT


o

ArcGIS Server Enterprise (ArcIMS 9.2 & 9.3, ArcGIS
Server 9.3
-

10, ArcSDE 9.3)

o

ArcGIS Image Server 9.3



ArcGIS 9.3 Concurrent
(ArcInfo/ArcEditor/ArcView)



ArcGIS Standalone (ArcEditor/ArcView)

o

ArcGIS Desktop 9.2 & 9.3
-

Concurrent Use &
Standalone

o

ArcGIS 3
rd

Party Extensions (CityWorks 4.5, FireView
9.3, ArcFM 9.3, RouteSmart 2010)

o

AutoCAD 2008
-
2011 (Single and Concurrent Use)


POLICE REPORT MANAGEMENT SYSTEM (RMS) ENVIRONMENT


o

Intergraph I/Leads RMS version 5.84, upgrading in 2011
to version 8.2.x (using
Oracle 10.2.0.4)


COURT MAINFRAME CASE MANAGEMENT SYSTEM (CMS) ENVIRONMENT


o

Mainframe based, IBM z890 z/OS 1.4/1.7 operating
systems

o

EMC Symmetrix VMAX

o

In
-
house developed application with batch/online
functions

o

COBOL/CICS/JCL/PRF

o

Using DB2 Database 7.1


MAINFRAME (Legacy for reference only. Do not propose integration.)











o

Server



IBM z890 Model 2086 capacity setting 140

o

Operating System



z/OS 1.4 and z/OS 1.7

o

Peripheral connection types



ESCON, FICON, CAT5

o

Current storage platform connection



ㄲ1
ESCON direct attachment to EMC 8530



2 FICON direct attachment to EMC VMAX

o

Storage software in use



EMC TimeFinder

o

Tape system



Bustech MDL4000 virtual tape system connected via
4 FICON channels

o

I/O card types



3 (16 port) ESCON and 2 (2 port) FICON Epress


cards

o

Network connection

APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

13

RFP

# 2013054




3 OSA Express Gb cards

o

Software Utility programs



IBM ADRDSSU, IBM SMS, CA
-
DISK, CA
-
DMS, CA
-
ALLOCATE

o

Required DASD volumes



300 3390
-
3 volumes RAID 1 and 175 BCV or similar
function 3390
-
3 volumes

o

Required DASD protection



RAID 1

o

Required power



110/240v redundant power supplies



Updated 9/15/12


APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

14

RFP

# 2013054


Per Qualifying Requirement #9, Demonstrated Experience, Offeror shall provide references from
established private or public sector entities who will attest to Offeror’s experience and abi
lity to perform
the contract subject of this solicitation. Offeror must have at least three (3) clients, comparable in size to
the City and located within the United States. All references shall be paying customers, preferably using
the proposed solution

(or a substantially similar solution) for at least one (1) year prior to the Proposal
Due Date. Offerors shall provide the requested information for those clients in the spaces provided
below. City reserves the right to contact other known Offeror custo
mers for additional references.


Please indicate how many public sector clients are currently using the same (or substantially
similar) solution proposed to the City: ________


Please indicate, in total, how many clients (private and public sector) are
currently using the same
(or substantially similar) solution proposed to the City: ________


REFERENCE #1 (Required)

Firm/Government Agency Name:

Contact Person (name and title):

Contact’s Phone:

Company Address:

Contact’s Fax:

Contact’s E
-
Mail
Address:

pame polution as proposed to City of Mesa? ____ ves ____ ko

aate
polution

was implemented Ein productionF:

aescription of polution Einclude product name and version #F:




REFERENCE #2 (Required)

Firm/Government Agency Name:

Contact
Person (name and title):

Contact’s Phone:

Company Address:

Contact’s Fax:

Contact’s E
-
Mail Address:

Same Solution as proposed to City of Mesa? ____ Yes ____ No

Date Solution was implemented (in production):

Description of Solution (include
product name and version #):






APPENDIX A


QUALIFYING REQUIREMENTS


4/22/2013

15

RFP

# 2013054


REFERENCE #3 (Required)

Firm/Government Agency Name:

Contact Person (name and title):

Contact’s Phone:

Company Address:

Contact’s Fax:

Contact’s E
-
Mail Address:

Same Solution as proposed to City of Mesa? ____ Yes

____ No

Date Solution was implemented (in production):

Description of Solution (include product name and version #):



REFERENCE #4 (Optional)

Firm/Government Agency Name:

Contact Person (name and title):

Contact’s Phone:

Company Address:

Contact’s Fax:

Contact’s E
-
Mail Address:

Same Solution as proposed to City of Mesa? ____ Yes ____ No

Date Solution was implemented (in production):

Description of Solution (include product name and version #):



REFERENCE #5 (Optional)

Firm/Government Agency Name:

Contact Person (name and title):

Contact’s Phone:

Company Address:

Contact’s Fax:

Contact’s E
-
Mail Address:

Same Solution as proposed to City of Mesa? ____ Yes ____ No

Date Solution was implemented (in production):

Description of Solution (include product name and version #):



APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

16

RFP

# 2013054


Proposer shall use the document entitled “Appendix B,
System
Requirements

to
provide its response to
Appendix B.
Proposals must include a completed Appendix B to be eligible for consideration.


Please note: Appendix B, System Requirements, contains the
following sections, all of which must be
completed.




Sales and Marketing Functionality



Scheduling Administration Functionality



Event Administration Functionality



Contract Administration Functionality



Operations Functionality



Convention Services
Functionality



Accounting Functionality



Reports and Analysis: Event Reporting



Reports and Analysis: Booking Trend Analysis



Reports and Analysis: Calendars



Reports and Analysis: Checklist/Follow
-
ups



Technical Requirements

APPENDIX B


SYSTEM REQUIREMENTS


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17

RFP

# 2013054


1) Sales and Marketing Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

1.1

Ability to create, track and maintain client
database







1.2

Ability to search events by
client/type/market/contact/date.







1.3

Ability to project potential event revenue.







1.4

Ability to enter call notes and set up follow
-
up
reminders.







1.5

Ability to search for event and/or client account
history including all electronic
correspondences.







1.6

Ability to track effectiveness of marketing
campaigns.







1.7

Ability to interface with social media like Twitter
and Facebook.







1.8

Ability to generate lost business reports to show
why events once booked were
cancelled.







APPENDIX B


SYSTEM REQUIREMENTS


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18

RFP

# 2013054


1.9

Ability to generate predefined sales reports,
event reports, canned reports of sales and
marketing information.







1.10

Ability to track and generate reports for bookings
per market, source, ad campaigns, etc.







2) Scheduling

Administration Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

2.1

Ability to book new events using a variety of
criteria including hour, single day, multi
-
day,
multi
-
room and multi
-
locations/venues.







2.2

Maintain events in real time.

(The system must take action based on user
inputs immediately rather than wait for specific
intervals to reconcile.)







2.3

Ability to view events by calendar, grid and by
room/venue.







2.4

Ability to easily
search for availability and for the
best space to use based on the event criteria.







APPENDIX B


SYSTEM REQUIREMENTS


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19

RFP

# 2013054


2.5

Ability to audit and track the history of all events
to track reservation changes including dates,
event start time, and fees.







2.6

Rate calculation ability

to obtain a rate amount
for any location, equipment or service. Ability to
override rates.

Override capability should be restricted to users
with appropriate permissions.







2.7

Option to make mass updates on a group of
events depending on select
criteria.







2.8

Administration feature to set overall parameters
of Scheduling Administration module.







2.9

Provide the ability to prohibit double booking and
offer ability to place booking restrictions.







2.10

Ability to set user
preferences for appearance,
layout, and shortcuts/favorites on an individual
basis.







2.11

System is optimized for mobile devices.









APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

20

RFP

# 2013054


3) Event Administration Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

3.1

Ability to schedule an event, assign equipment
and services, and create room setups.







3.2

Ability to update any previously made
assignments for a given event.







3.3

Ability to customize each event and look up
complete details to
get a snapshot of the event.







3.4

Ability to generate production reports like the
department instructions, location schedule,
operations report, house notes, staff
assignments, equipment reports, work orders and
BEOs (Banquet Event Orders).







3.5

Ability to review, display and print key sections of
the event profile.







3.6

Ability to review all locations booked for a given
event with most up to date information.







3.7

Ability to enter, retrieve and maintain setup
instructions and
timeline for each department
within set criteria specified like day
-
to
-
day, room
-
to
-
room, hour
-
to
-
hour.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

21

RFP

# 2013054


3.8

Ability to send out electronic announcements, jot
down notes, attach documents within the event.







3.9

Ability to generate, modify and
save facility
drawings of spaces.







3.10

Ability to log emails and phone calls into the
event notes.







3.11

Ability to indicate and schedule move in/move
out, rehearsal, sound check and event times.







4) Contracts Administration
Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

4.1

Ability to create, modify and print documents
within system.







4.2

Ability to retrieve data from other modules in the
system to generate a contract,

rate sheet and
event profile details.







4.3

Workflow capability to upload and send contracts
for approval to other team members.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

22

RFP

# 2013054


4.4

Ability to send documents electronically to
clients.







4.5

Ability to archive documents and attach
within an
event.







4.6

Ability to use and merge booking information and
customer data into provided document
templates.







4.7

Provide contract date tracking system for sent,
received and distributed contracts and other
documents.







5)
Operations Functionality




#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

5.1

Ability to create, view, maintain and print work
orders for tasks to be accomplished and track
them for timely completion, assign labor and
maintain their schedules.







5.2

Have option to produce predefined operation
reports. Provide a robust reporting tool for
"operation" type work as well as "event" reports.
Specifically reports for each work group involved
with setting up an event.







APPENDIX B


SYSTEM REQUIREMENTS


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23

RFP

# 2013054


5.3

Ability to perform inventory tracking
management for consumable and non
-
consumable items, view all activity for a particular
item, and generate inventory reports.







5.4

Ability to generate and set up recurring automatic
work order templates

for preventive
maintenance.







5.5

Ability to automatically define specific "service
requests" based on event type/location and
create appropriate work orders.







5.6

Ability to review and maintain all equipment and
services currently assigned to
locations.

(System should "understand" maintenance
intervals and notify user of pending maintenance
if in conflict with an event at a specific time and
place.)







5.7

Ability to select different hourly rates for the
same type of labor.







5.8

Ability to enter event outlines including move
-
in/move
-
out times, room turns, and catering
timelines.









APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

24

RFP

# 2013054


6) Convention Services Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

6.1

Ability to interface

with Meeting Matrix or similar
programs.







6.2

Ability to interface with Caterese or similar
programs.







7) Accounting Functionality

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

7.1

Ability to provide
interface to AMS Advantage
financial system.







7.2

Ability to define, maintain and list the accounting
funds, years and chart of accounts.







7.3

Ability to define structure and characteristics of
the accounts to be used such as the ability to
categorize clients into different rate groups.







7.4

Ability to perform account lookup to determine
current balance.







APPENDIX B


SYSTEM REQUIREMENTS


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25

RFP

# 2013054


7.5

Ability to generate
different accounting reports
like ledger reports, accounts and monthly totals.







7.6

Ability to perform general ledger functions like
make journal entries, automatic periodic entries,
post journal to general ledger, and adjust actuals.







7.7

Ability to perform accounts receivable functions
to track past
-
due accounts.







7.8

Ability to generate financial reports, including
event reports, invoice reports, deposit reports,
credit reports, invoice audit reports and event
settlements.







7.9

Have accounting administration module to set up
default accounts receivable information, define
forms and data files needed.







7.10

Ability to track merchandise commission per
event and per date ranges.







7.11

Ability to track concession
sales and commissions
per event, location, and date ranges.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

26

RFP

# 2013054


7.12

Ability to record non
-
facility labor (i.e.,
stagehands and security) billed labor by room or
event.







7.13

Ability to adjust multiple sales tax rates (city tax,
state tax) per
facility and activity (labor,
equipment, catering, rental).







7.14

Ability to generate multiple invoices per event.







8) Reports and Analysis: Event Reporting

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

8.1

Ability to create a static report/spreadsheet of all
booked locations per specified time period.







8.2

Ability to filter the calendar views by room,
facility, client, event type, status, and date
ranges.







8.3

Ability to generate reports of all
available
locations and produce day
-
to
-
day breakdown of
each booked location.







8.4

Ability to generate sales and marketing
performance reports.







8.5

Ability to customize and generate various food
and beverage reports.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

27

RFP

# 2013054


8.6

Ability to
generate document change reports to
produce a list of events that have had a change
made within a specified period of time.







8.7

Ability to create and generate custom reports.







8.8

Ability to email forms and reports as an editable
or read
-
only
document from the system.







8.9

Ability to create and update menus, food service
items, and catering timelines.







8.10

Ability to calculate and edit service fees for rental,
catering, equipment and labor.







9) Reports and Analysis: Booking
Trend Analysis

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

9.1

Ability to generate event summary reports that
count events with a date range per event type or
location.







9.2

Ability to generate client summary
reports to
show the number of events and money generated
within a given date range for all or selected
events.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

28

RFP

# 2013054


9.3

Ability to generate sales summary reports to
show the number of events sold within a given
date range per type/location or sales rep.







9.4

Ability to generate location summary report to
show the number of events for a particular
location within a given date range.







9.5

Ability to generate occupancy report to show the
usage of a particular location within a given date
range.







9.6

Ability to create customized reports to be saved
and run by the users.







10) Reports and Analysis: Calendars

#

Operations Function
(Today)

Yes/No/
Third
Party

Mandatory or
Desirable

Comments

10.1

Ability to generate reports to identify
and display
events and/or calendar data in various formats.







10.2

Ability to generate event bulletin reports to view
the overall scope of events selected for a given
time period.







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

29

RFP

# 2013054


10.3

Ability to generate event schedule reports to
provide an
overall view of the parameters of
upcoming events and retrieve information
regarding booking status.







10.4

Ability to generate event attendance reports to
get a quick view of the number of people to
expect for selected events.







10.5

Ability to

export data (including event name,
location, time, contact information, and website
address) into a web
-
based calendar.







10.6

Ability to generate an event services schedule
listing of all staff assigned for upcoming events.







10.7

Ability to
generate a calendar of events to get a
dashboard view of booked rooms and event times
for specified days/time periods.









APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

30

RFP

# 2013054


11) Reports and Analysis: Checklist/Follow
-
ups

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

11.1

Ability to generate a list of events within any
booking status (tentative, 1st,/2nd/3rd hold,
confirmed, canceled).







11.2

Ability to generate a checklist of critical items that
are outstanding and should be completed for the
selected
event.







11.3

Ability to generate food scheduling reports for
catered events within a specified time frame or
per event.







11.4

Ability to generate an event checklist to view
both completed and incomplete items for events
within a date range.







11.5

Ability to generate a double book conflict report
to view locations with multiple bookings on a
given day.







11.6

Ability to save frequently used report settings and
favorite reports by user.









APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

31

RFP

# 2013054


12) Reports and Analysis: Monthly,
Quarterly and Annual Reports

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

12.1

Ability to generate comparison reports for year to
year and month to month.







12.2

Ability to generate and save customized reports
by

date range.







12.3

Ability to automatically generate reports that are
run monthly, quarterly, and annually as a
business norm.







13) Technical Requirements

#

Operations Function

(Today)

Yes/No/

Third Party

Mandatory or
Desirable

Comments

13.1

Ability of system to support over 5,000
transactions per hour?







13.2

Application support available 24/7/365?







13.3

Ability to set access levels of system users. How
many levels? How is it controlled?







APPENDIX B


SYSTEM REQUIREMENTS


4/22/2013

32

RFP

# 2013054


13.4

Can the system be set to
require specific
minimum levels of password strength?







13.5

Does the solution log
-
off a user after a predefined
period of inactivity? Is this a system
-
wide, user
group or user parameter?







13.6

Ability for multiple users to edit same customer,
event, work order, etc.








APPENDIX C


PRICING PROPOSAL


4/22/2013

33

RFP

# 2013054



Pursuant to all the contract specifications enumerated and described in this solicitation, Offeror agrees to
furnish a
Hosted Online Event Booking System, as

set forth below.


Please note
: Pricing for anticipated travel expenses may be submitted as a Not to Exceed Price,
however, City will only reimburse these expenses
at actual cost,
up to the stated Not to Exceed price,
i.e., no mark
-
ups.


Offerors are enco
uraged to provide any multi
-
year discounts available, as City will evaluate Proposals
based on a five year total cost of ownership.


Description

Price

Initial Annual Subscription Fee (for proposed solution, per appropriate user
base or site, and
including support services and software upgrades/fixes)

$ ______________

Subsequent Annual Subscription Fee (for proposed solution, per appropriate
user base or site and including software upgrades/fixes, support)

$ ______________

Discount for Annual
subscription Fee, if applicable, for multi
-
year commitment

$ ______________

Implementation services to enable one
-
way data transmission to the City’s ERP
Finance system (AMS Advantage) “ledger” on a periodic (daily, weekly,
monthly, etc.F basis.




彟彟彟彟彟彟彟

mroduct qraining; eourly oate Eif another pricing model, please specifyF

Eplease attach a list of available classes, including descriptionsF

A ______________

mroduct qraining group discount, if applicable

A ______________

Consulting for
installation and solution integration Eplease provide the total
number of hours estimated for this project, and the hourly rateF

# of hours ________


A _______ per hour

Additional pervices; eourly oate Eif another pricing model, please specifyF

Eplease
attach descriptions of additional services offeredF

A _______ per hour

lther Eplease provide descriptions and related pricingF



qhe City will add any applicable sales tax or use tax. pales/rses taxes should not be included in the offer
prices.


mayment terms Enot less than net PM daysF: ___________________________


aoes lfferor agree to honor the prices, terms and conditions to other agencies as specified in
qerms C
Conditions
, qerms C Conditions O9


Cooperative Use of Contract

(page 17)?


_____

Yes _____ No (A "no" answer will not disqualify your offer.)