CITY OF SUGAR LAND 
 
PURCHASING DEPARTMENT 
 
INVITATION TO BID - BID NO. 2005-13: 
INFORMATION TECHNOLOGY MASTER PLAN AND OPERATIONAL REVIEW 
 
RETURN BID TO:  City of Sugar Land 
    Purchasing Division 
    2700 Town Center Boulevard North 
    Sugar Land, Texas 77479 
 
The enclosed INVITATION TO BID (ITB) and accompanying SPECIFICATIONS and BID SHEETS (S) are for your convenience in bidding the enclosed referenced Information Technology Master Plan and Operational Review for the City of Sugar Land. 
 
 Six (6) sets of the sealed bid shall be received no later than: 
 
 10:00 A.M., Thursday, April 7, 2005 
MARK ENVELOPE: “BID NO. 2005-13;  INFORMATION TECHNOLOGY MASTER PLAN / OPERATIONAL REVIEW”  . 
 
Bidder shall sign and date the bid.  Bids that are not signed and dated will be rejected. 
 
City of Sugar Land appreciates your time and effort in preparing a bid.  Please note that all the bids must be received at the designated location by the deadline shown.  Bids received after the deadline will not be considered for the award of the contract, and shall be considered void and unacceptable.  The Opening is scheduled for Thursday, April 7, 2005 at 10:00 A.M. at which time the sealed bids will be publicly opened and read.  You are invited to attend. 
 
City of Sugar Land is aware of the time and effort you expend in preparing and submitting bids to the City.  Please let us know of any bid requirements that are causing you difficulty in responding to our bids.  We want to make the process as easy as possible so that all responsible vendors can compete for the City’s business. 
 
To obtain results, copies of the bid sheets, specifications, bidding documents or you have other questions, please contact: 
 
City of Sugar Land Purchasing Department 
Gwen Arrington, Buyer 
Telephone: 281-275-2734  
Fax: 281-275-2741 
E-mail: garrington@sugarlandtx.gov 
INVITATION TO BID 
INSTRUCTIONS AND TERMS OF CONTRACT 
BID NO. 2005-13 
 
The City of Sugar Land will receive sealed bids for: 
 
INFORMATION TECHNOLOGY MASTER PLAN AND OPERATIONAL REVIEW 
 
IT IS UNDERSTOOD that the City Council of the City of Sugar Land reserves the right to reject any or all bids for any or all products and/or services covered in this bid request and to waive informalities of defects in such bids. 
 
BIDS must be submitted on the forms included for that purpose in this packet.  Each bid shall be placed in a separate sealed envelope and manually signed by a person having the authority to bind the firm in a contract and marked clearly on the outside as shown below.  FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. 
 
SUBMISSION OF BIDS; Six (6) sets of the sealed bid shall be submitted to: 
 
Purchasing Division 
City of Sugar Land 
Suite 151 
2700 Town Center Boulevard North 
Sugar Land, Texas 77479 
 
Not later than 10:00 A.M., Thursday, April 7, 2005. 
 
MARK ENVELOPE: “BID NO. 2005-13; INFORMATION TECHNOLOGY MASTER PLAN AND OPERATIONAL REVIEW”. 
 
ALL BIDS MUST BE RECEIVED IN THE PURCHASING DIVISION’S OFFICE BEFORE OPENING DATE AND TIME. 
 
GENERAL INSTRUCTIONS: Bidders should carefully examine all terms, conditions, specifications and related documents.  Should a bidder find discrepancies in or omissions from the specifications or related documents, or should there be doubt as to their meaning, the Buyer should be notified immediately for clarification prior to submitting the bid.  In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern.  In the event of any conflict of interpretation of any part of this overall document, the City of Sugar Land’s interpretation shall govern. 
 
FUNDING: Funds for payment have been provided through the City of Sugar Land budget approved by the City Council for this fiscal year only.  State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved.  Therefore, anticipated orders or other obligations that may arise past the end of the current City of Sugar Land fiscal year shall be subject to budget approval. 
 
LATE BIDS: Bids received in the Purchasing Division’s office after submission deadline will be considered void and unacceptable.  City of Sugar Land is not responsible for lateness or non-delivery of mail, carrier, etc., and the date/time stamp in the Purchasing Division’s office shall be the official time of receipt. 
 
ALTERING BIDS: Bids cannot be altered or amended after submission deadline.  Any alterations or erasures made before opening time must be initialed by the signer of the bid, guaranteeing authenticity.  
 
WITHDRAWAL OF BIDS: Any bid may be withdrawn prior to the scheduling time for opening.  Notice to withdraw the bid must be in writing and submitted to the City prior to the scheduled time for opening bids.  Any bid withdrawal notice that is received after the deadline for receiving bids shall not be considered. 
 
SALES TAX: City of Sugar Land is exempt by law from payment of Texas Sales Tax and Federal Excise Tax.  Do not include tax in bid. 
 
BID AWARD: If a contract is awarded, it will be awarded to the bidder who provides services at the best value for the City.  The City has the right to award a contract upon the conditions, terms and specifications contained in a bid submitted to the City for a period of up to one hundred twenty (120) days following the date specified for the opening of bids.  In awarding a contract, the City may waive minor technicalities and informalities in the bid process and bids received if they are not material to or alter any of the conditions, terms or specifications contained in the invitation to bid or a qualifying bid. 
 
In determining the bidder who provides services at the best value, the City will rate the following: 
 
25% Previous related work experience and qualifications in the subject area of personnel assigned.  Demonstrates a clear knowledge of Information Technology and operations.  Demonstrates a clear understanding of scope of work and other technical issues related to this project. 
 
25% History and performance of firm/project team on similar projects.  References and   recommendations previous clients. 
 
20% Overall approach to the project.  Additional services, innovative data collection methods, 
cost-saving measures, products, etc. will be considered for their usefulness or contribution to the project. 
 
20% Availability of essential personnel based on current workload and future commitments including how many hours each person will dedicate to the project.  Adequacy of amount and quality of resources. 
 
10% Cost including the overall project-task budget-distribution as well as itemized cost breakdowns. 
 
REJECTION OF BIDS: The City Council may choose to reject all bids and not award any contract.  If the City Council does not award a contract within one hundred twenty (120) days following the date specified for the opening of bids, all bids are deemed to be rejected by the City Council. 
 
PURCHASE ORDER: City of Sugar Land shall generate a purchase order to the successful bidder.  The purchase order number must appear on all invoices, packing lists and all related correspondence.  City of Sugar Land will not be responsible for any orders placed and/or delivered without a valid Purchase order number. 
 
REFERENCES: City of Sugar Land requests bidder to supply, with this ITB, a list of five (5) references where like services their firm has provided.  Include name of firm, address, telephone number and contact name. 
 
ETHICS: The bidder shall not offer or accept gifts or anything of value or enter into any business arrangement with any employee, official or agent of City of Sugar Land.  More than one proposal on any one contract from a firm or individual under different names shall be grounds for rejection of all proposals in which the firm or individual has an interest.  One or all proposals will be rejected if there is any reason to believe that collusion exists between bidders 
 
ADDENDA: Any interpretations, corrections or changes to this Invitation To Bid and Specifications will be made by addenda.  Sole issuing authority of addenda shall be vested in the City of Sugar Land purchasing department.  Addenda will be mailed to all who are known to have received a copy of this Invitation To Bid.  Bidders shall acknowledge receipt of all addenda. 
 
BIDS MUST COMPLY with all federal, state, county and local laws concerning this type of good or service. 
 
DOCUMENTATION: Bidder shall provide with this bid response, all documentation required by this ITB.  Failure to provide this information may result in rejection of bid. 
 
INDEMNIFICATION:  The bidder shall indemnify, defend, and hold the City, its officers, agents, and employees, harmless from any claim, loss, damage, suit, and liability of every kind, including all expenses of litigation, court costs, and attorney's fees, for injury to or death of any person, or for damage to any property, arising from or caused by any act or omission of bidder, its officers, employees, agents, or subcontractors, in performing its obligations under this Contract. 
 
TERMINATION OF CONTRACT: The City of Sugar Land reserves the right to terminate the contract immediately in the event the successful bidder: 
 
 1. Fails to meet delivery schedules; 
 2. Defaults in the payment of any fees; 
 3. Otherwise fails to perform in accordance with this contract; 
 4. Becomes insolvent and/or files for protection under the bankruptcy laws. 
 
Such termination is in addition to and not in lieu of any other remedies that City of Sugar Land may have in law or equity.  Bidder, in submitting this bid, agrees that City of Sugar Land shall not be liable to prosecution for damages in the event that the City declares the bidder in default. 
 
NOTICE: Any notice provided by this bid or required by law to be given to the successful bidder by City of Sugar Land shall be deemed to have been given and received on the next business day after such written notice has been deposited in the U. S. mail in Sugar Land, Texas, by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful bidder at the address so provided; provided this shall not prevent the giving of actual notice in any other manner. 
 
PATENTS / COPYRIGHTS: The successful bidder agrees to protect City of Sugar Land from claims involving infringements of patents and/or copyrights. 
 
INVOICES, if applicable, submitted for payment shall be addressed to City of Sugar Land, Accounts Payable and shall reference the City of Sugar Land approved purchase order number.  Periodic payments will be made within 30 days of invoice date or satisfactory delivery of the product or service, whichever is later, provided that all other requirements as detailed in the contract have been fulfilled. 
 
QUALITY CONTROL: Goods supplied under this contract shall be subject to approval as to quality and must conform to the highest standards of manufacturing practice.  Items found defective or not meeting specifications shall be replaced at the supplier’s expense within a reasonable period of time.  Payment for defective goods or goods failing to meet specifications is not due until thirty (3)0 days after satisfactory replacement has been made. 
 
REMEDIES: The successful bidder and City of Sugar Land agree that both parties have all rights, duties and remedies available as stated in the Uniform Commercial Code. 
 
LAW GOVERNING AND VENUE:  The law of the State of Texas shall govern this Contract and no lawsuit shall be prosecuted on this Contract except in a court of competent jurisdiction located in Fort Bend County, Texas. 
 
ASSIGNMENT: The successful bidder shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of City of Sugar Land. 
 
SILENCE OF SPECIFICATION: The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail.  All interpretations of these specifications shall be made on the basis of this statement. 
 
CITY OF SUGAR LAND 
INFORMATION TECHNOLOGY MASTER PLAN AND OPERATIONAL REVIEW 
SPECIFICATIONS 
 
	I. SCOPE OF SERVICES 

The City of Sugar Land desires to update its Information Technology Master Plan and needs the assistance of a qualified consulting team.  This effort must include the development of a five (5) year master plan that provides short-term and long-term guidance for citywide information technology (IT) needs; assess the current IT conditions for all areas of the city, and identify those IT needs that facilitate the advancement of strategic goals, including departmental goals and present recommended actions to achieve those goals.   
 
Additionally, the City of Sugar Land wants to include an operational review of its Information Technology Department.  The effort must include a review and assessment of the Technology Group’s current staff, operations, and mission and an evaluation of the Group’s effectiveness in implementing and managing the City’s previous (current) Long Range Information Technology Plan. 

II. INTRODUCTION 
 
In order for the City to maximize its value from investment in IT, it is important that there is a high level of cooperation, coordination and planning that conforms to the overall and established organizational, direction and vision of the city.  The previous (current) Long Range Information Technology (IT) Plan was adopted in May 1999 and established eleven (11) priorities.  All except one have been implemented (Citywide Imaging).  Since the 1999 study, many technological changes have occurred along with significant change within the city.  Therefore, a new master plan is needed.   

III. CURRENT TECHNOLOGY CONDITIONS    
 
The city operates both wired and wireless networks.  There are three data centers with 40+ servers.  These data centers supply services to eleven (11) buildings spread throughout the city via fiber optics.  There are approximately 500 personal computers and 100 printers.  We have a variety of mobile computing devices serving Public Safety, Traffic ticket writers and Airport refueling.  The city owns and operates several Wi-Fi hot spots for the purposes of Police field reporting, Airport fuel receipting and video monitoring of traffic intersections. 
 
Citywide software includes H.T.E. for the financials, work order, and land-based applications.  All are in use.  Some only partially used, particularly work orders.  Public Safety is Tiburon based providing Computer Aided Dispatch, Police Records Management and Mobile Data.  The Fire Records Management application is SunPro.  There is a small imaging application published by WinOcular, but use is limited to the City Secretary’s department.  We are in need of a citywide imaging solution.  A customized application published by FrontRange has recently been deployed as a first step for Citizen Response Management. 
 
Application specific software includes  ESRI for Geographical Information Systems.   
The user productivity tool-set is MS Office Professional.  File space and peripheral sharing is Novell Netware.  Contacts, Calendaring and E-mail is Novell GroupWise.  We maintain our own web site and provide many E-Government services including live streaming video of public meetings and video programming for our cable TV community channel.   

IV. DESCRIPTION OF SUGAR LAND 
 
The City of Sugar Land, located in eastern Fort Bend County, Texas, is approximately twenty (20) miles southwest of downtown Houston and is number one in population growth among the top 45 Texas cities.  The City was incorporated on December 29, 1959, encompassing only 2,265 acres.  Through a series of annexations, the City has grown to its current size of approximately 29.4 square miles or 18,816 acres and an estimated population at January 1, 2005 of 70,098.  Sugar Land operates as a council/manager form of government, one that takes a proactive approach in providing the highest quality of affordable services to meet the needs of its citizens. 

V. FORMAT AND SUBMISSION REQUIREMENTS 
 
Each firm shall submit six (6) copies of their bids.  Each bid shall include the elements enumerated below: 
 
A. Cover Letter -  The letter should contain the name of the proposing firm, the address of the proposing office, and contact persons authorized to answer questions, telephone number and mailing address.  A partner authorized to bind the company must sign the cover letter. 
 
B. Executive Summary -  The executive summary should give in brief concise terms a summation of your bid.  Identify the points that make your firm uniquely qualified for this engagement. 
 
C. Table of Contents – Include a clear identification of the material by section and by page number. 
 
D. Profile of the Firm – State whether your firm is local, national, or international.  Also include the following for the office this work would originate from: 
 
a.  Size of the Firm and size of local office 
b. Location of the office, where the work on this engagement is to be performed 
c. Number and nature of the professional staff to be assigned to this project on a full-time 
    basis.  
d. Number and nature of staff to be assigned to this project on a part-time basis.  
 
Identify the supervisory and management staff who will be assigned to the engagement and indicate whether each is licensed.  Provide resumes for each person that will be assigned to this engagement as well as provide any substantiated complaints against the firm in the last 3 years and any outstanding litigation. 
 
E. References 
 
Provide at least five (5) client references for which you have provided similar services and example deliverables (if allowed).  Provide any additional data where your firm has previously worked for a governmental agency where you were involved in a competitive bidding process.  Describe how your specialty area of expertise was applied to those clients and how it relates to this bid. 
 
F. Scope and Methodology 
 
Provide in detail how your firm would add value to this process.  Set forth a work plan, including the methodology and processes to be followed to perform the services as identified in Section I.   Also outline a timeline from award of contract to final report, allowing for sufficient time for presentations to city council and other internal steering groups.  Please include what other areas of expertise and assistance in your firm would be made available to the City, such as project management or other resources and services.  
 
H. Fee 
 
Provide an all-inclusive, not to exceed cost estimate for the engagement.  

VI. SELECTION PROCESS – BEST VALUE 
 
The Evaluation Committee is comprised of the Sugar Land Information Technology Steering Committee (ITSC), which will review each proposal.  Selection of the firm will be rated on the following: 
 
Experience 
& 
Expertise 	
	• Previous related work experience and qualifications in the subject area of personnel assigned. 
	• Demonstrates a clear knowledge of Information Technology and operations. 
	• Demonstrates a clear understanding of scope of work and other technical issues related to this project 
	
References 	
	• History and performance of firm/project team on similar projects. 
	• References and recommendations of previous clients. 
	
Overall methodology 	
	• Overall approach to the project. 
	• Additional services, innovative data collection methods, cost-saving measures, products, etc. will be considered for their usefulness or contribution to the project. 
	
Resources 	
	• Availability of essential personnel based on current workload and future commitments including how many hours each person will dedicate to the project. 
	• Adequacy of amount and quality of resources 
	
Cost 	
	• Cost including the overall project-task budget-distribution as well as itemized cost breakdowns. 

 
At the discretion of the City, interviews may be arranged with the top firms to assist in making a final selection.  Selection shall be based upon evaluation criteria, the committee’s recommendations, and subject to City Council approval.  It is the City’s intention to select one firm to perform all services. 

 
VII. SCHEDULE 
 
Listed below is the tentative schedule for the selection process: 

Event       Date 
Receipt of Bids       April 7, 2005 
Evaluation by City Committee     April 2005  
City Council Award of Contract     May 3, 2005 

VIII. CONFLICT OF INTEREST 
 
Your firm agrees to comply with the conflict of interest provisions of the City Charter, Code of Ordinances, and State law.  In order to insure that the selection process is equitable, there will be no marketing calls, either by phone or in person, of any City of Sugar Land representative.  

IX. QUESTIONS  
 
Please submit all questions to Gary McFarland, gmcfarland@sugarlandtx.gov .  The question and the answer will then be forwarded to all firms that provide an e-mail address.  All questions must be submitted no later than March 30, 2005.  Responses will be provided by April 1, 2005. 
BIDDER CERTIFICATION 

By signature affixed, the bidder certifies that neither the bidder nor the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, or institution has violated the anti-trust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such fine of business. 
 
Bidder has examined the specifications and has fully informed themselves as to all terms and conditions.  Any discrepancies or omissions from the specifications or other documents have been clarified with City representatives and noted on the bid submitted. 
 
Bidder guarantees product offered will meet or exceed specifications identified in this ITB. 

 
Bidder Must Fill in and Sign: 

 
NAME OF FIRM/COMPANY:  __________________________________________________ 

AGENTS NAME:   ___________________________________________________ 

AGENTS TITLE:   ___________________________________________________ 

MAILING ADDRESS:   ___________________________________________________ 

CITY, STATE, ZIP:   ___________________________________________________ 

PHONE & FAX NUMBERS:  ___________________________________________________ 

E-MAIL ADDRESS:   ___________________________________________________ 

AUTHORIZED SIGNATURE:  ___________________________________________________ 

DATE OF BID:    ___________________________________________________ 
 
CITY OF SUGAR LAND 
 
INFORMATION TECHNOLOGY MASTER PLAN AND OPERATIONAL REVIEW 
BID NO 2005-13 
TABULATION SHEET 

 
PROVIDE AN ALL-INCLUSIVE, NOT TO EXCEED COST ESTIMATE FOR THE  
 
ENGAGEMENT.    $_________________________________ 

 
PLEASE ATTACH ALL SUBMISSION REQUIREMENTS. 

BIDDER INFORMATION 

FULL LEGAL FIRM/COMPANY NAME:_________________________________________________ 

BUSINESS STREET ADDRESS:_________________________________________________________ 

BUSINESS MAILING ADDRESS:_______________________________________________________ 

BUSINESS TELEPHONE NUMBER:_____________________________________________________ 

BUSINESS FAX NUMBER:_____________________________________________________________ 

COUNTY:___________________MINORITY OWNED:_________#OF EMPLOYEES_____________ 
 
************************************************************************************ 
 
CORPORATION:___ PARTNERSHIP:____  PROPRIETORSHIP:____  L.L.C. ____  L.L.P. _____ 

YEAR EST ______ NO.  OF YEARS IN BUSINESS ______ FEDERAL ID NO. ____________ 

NATURE OF BUSINESS:______________________________________________________________ 
 
PRINCIPALS: 
 
NAME:_________________________________________TITLE:________________________ 

NAME:_________________________________________TITLE:________________________ 

NAME:_________________________________________TITLE:________________________ 
 
************************************************************************************ 
 
BANK REFERENCE: __________________________________________________________________ 

ADDRESS / CITY / STATE / ZIP :________________________________________________________ 

_____________________________________________________________________________ 
 
PHONE NO. _________________________________________________________________________ 
BIDDER CUSTOMER / CLIENT REFERENCES 

1.  COMPANY NAME: ______________________________________________________________ 

ADDRESS: ________________________________________________________________________ 

CITY / STATE / ZIP: ________________________________________________________________ 

PHONE NO.  ______________________________________________________________________ 

NAME OF CONTACT: ______________________________________________________________ 

 
 
2.  COMPANY NAME: ______________________________________________________________ 

ADDRESS: ________________________________________________________________________ 

CITY / STATE / ZIP: _________________________________________________________________ 

PHONE NO.  _______________________________________________________________________ 

NAME OF CONTACT: _______________________________________________________________ 

 
 
3.  COMPANY NAME: _______________________________________________________________ 

ADDRESS: _________________________________________________________________________ 

CITY / STATE / ZIP: _________________________________________________________________ 

PHONE NO.  ________________________________________________________________________ 

NAME OF CONTACT:________________________________________________________________ 
 
4.  COMPANY NAME: _______________________________________________________________ 

ADDRESS: _________________________________________________________________________ 

CITY / STATE / ZIP: _________________________________________________________________ 

PHONE NO.  ________________________________________________________________________ 

NAME OF CONTACT:________________________________________________________________ 

 
 
5.  COMPANY NAME: _______________________________________________________________ 

ADDRESS: _________________________________________________________________________ 

CITY / STATE / ZIP: _________________________________________________________________ 

PHONE NO.  ________________________________________________________________________ 

NAME OF CONTACT:________________________________________________________________