General Services Division REQUEST FOR PROPOSALS (RFP ...bids.centerdigitalgov.com/Nav_DW_3-24-2008_00001_102072.pdf · Process request for bulky waste pickup Process requests for

Finance Department General Services Division

2180 Milvia Street, Berkeley, CA 94704 Tel: 510.981.7320 TDD: 510.981.6903 Fax: 510.981.7390 E-mail: [email protected] Website: http://www.ci.berkeley.ca.us/finance

REQUEST FOR PROPOSALS (RFP) Specification No. 08-10316-C

FOR INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION

PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY Dear Proposer: The City of Berkeley is soliciting written proposals from qualified firms or individuals interested in providing an integrated software system solution for the Public Works Department. As a Request for Proposal (RFP) this is not an invitation to bid and although price is very important, other factors will be taken into consideration. The project scope, content of proposal, and vendor selection process are summarized in the RFP (attached). Proposals must be received no later than 2:00 pm, on Tuesday, April 15, 2008. All responses must be in a sealed envelope and have “Integrated Software System for Transfer Station” and Specification No. 08-10316-C clearly marked on the outer most mailing envelope. Please submit one original and six copies of the proposal as follows:

Mail or Hand Deliver To: City of Berkeley

Finance Department/General Services Division 2180 Milvia Street, 3rd Floor

Berkeley, CA 94704

Proposals will not be accepted after the date and time stated above. Incomplete proposal or proposals that do not conform to the requirements specified herein will not be considered. Issuance of the RFP does not obligate the City to award a contract, nor is the City liable for any costs incurred by the proposer in the preparation and submittal of proposals for the subject work. The City retains the right to award all or parts of this contract to several bidders, to not select any bidders, and/or to re-solicit proposals. The act of submitting a proposal is a declaration that the proposer has read the RFP and understands all the requirements and conditions. For questions concerning the anticipated work, or scope of the project, please contact Cristi Delgado, GIS Analyst via email at [email protected] no later than Friday, March 28, 2008. It is the vendor’s responsibility to check for answers to questions or any addenda on the City of Berkeley’s website at http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128. For general questions concerning the submittal process, contact purchasing at 510-981-7320. We look forward to receiving and reviewing your proposal. Sincerely, Sharon Thygesen General Services Manager

mailto:[email protected]

http://www.cityofberkeley.info/ContentDisplay.aspx?id=7128

City of Berkeley Specification No. 08-10316-C Page 2 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 I. BACKGROUND

The Solid Waste Division of the Public Works Department, which manages the collection and transfer of refuse and recyclables in the City, needs a comprehensive, integrated software system that links the key aspects of the organization, including customer service, routing/collection, transfer station, long-hauling, and recycling. The Division is essentially a medium-sized garbage company, integrated from collection at the source (curbside, commercial, roll-off services) through to transfer operations. The Division serves approximately 24,000 collection customers and more than 400 customers per day at the transfer station, and employs more than 100 staff. Currently, the Division uses various software programs for different activities: WeighMaster to track tons, billing and transfer station customer activity; Gasboy to track fuel usage; Sungard Public Sector (formerly HTE) CX module to track residential and commercial customer accounts; MS Access to design routes; and MS Excel to manually create and track productivity, operational, safety and financial metrics. As the Division is called on by the City to implement stronger programs to recycle more material, an integrated software system that can handle most, if not all, of these functions is necessary. The Solid Waste Division recognized that its current information systems are inadequate to effectively meet its operational and management information needs. The City contracted with an outside consultant in 2007 to perform an assessment of its solid waste management information system needs. The Solid Waste Division now seeks to move forward with software acquisition and system implementation.

The City is currently implementing its web-based Citizen Relationship Management (CRM) system. Relative to solid waste management, the CRM system will provide a wide range of functionality, including knowledge base access, customer identification, customer request filtering, request tracking, and reporting. The City will use the CRM as a unified means of managing customer requests, regardless of which information system these requests may eventually flow into for resolution. A portion of these requests will result in solid waste customer work orders. The CRM will present information about the resolution status of all customer requests. Therefore, the CRM is assumed to be an integral component of the City’s solid waste information system. Where the CRM provides functionality that overlaps with the solid waste information system, the City intends to use the CRM.

The City of Berkeley computer network comprises a gigabit fiber campus through our 3 central buildings and 19 T1 lines that connect remote offices to the City’s Central Data Center. Networking equipment is standardized primarily on Cisco devices, including but not limited to a Cisco 6509 w/fiber/100Mbs/FWSM blades, Cisco 4000 series switches w/100Mbs blades, Cisco 2900-3500 series switches, and Cisco 2600 series routers. Our data storage program employs an EMC 352 Solera NAS, as well as an EMC SAN (CX300) with both Fiber and ATA storage connected through high availability brocade fiber switches. The SAN is utilized as a high-availability data storage resource, as well as online backup. The city's network supports over 1100 PCs and 75 servers, including those associated with the City's Police, Fire, and Health and Human Services Departments’ operations. Hence, applicable DOJ and HIPPA regulations apply within the City's network environment. The majority of the City’s mission-critical back office activities, including payroll, are managed by software provided by Sungard Public Sector, Inc. (formerly HTE), running on an IBM iSeries. The City is also in the process of implementing a web content management system (WCM) by Ektron. The City uses Oracle BPM (formerly Stellent) for imaging, workflow and records management. For enterprise application integration, the City utilizes Software AG WebMethods.

The City maintains a Geographic Information System (GIS) containing a routable street network, parcels, and an address layer. These layers provide the foundation of data needed for interactively displaying solid waste collection route information and service account information. In addition, the City has implemented ArcGIS Server, which will enable the City to establish standard geographic information web services that may be consumed by other web services applications within the City’s future services oriented architecture (SOA) for its information systems. Therefore, use of the City’s GIS web services is assumed to be an integral component of the City’s solid waste information system.

The City currently uses the Sungard Public Sector (formerly HTE) system’s CX module for solid waste account management and billing. This system covers a typical range of customer information and billing functionality. It is

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City of Berkeley Specification No. 08-10316-C Page 3 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 primarily designed for metered service accounts (water/sewer and electricity) but does have non-metered service capabilities for managing route-based service accounts.

The CX module is integrated with other Sungard Public Sector modules as follows:

HTE general ledger module for accounting receipts from CX billings

Work order management / tracking (WF) module for issuance of work orders to perform account-specific activities

Land records (LX) module for service address validation and parcel cross-reference

Cash Receipt (CR) for payment acceptance and processing

The data management capabilities of the Sungard Public Sector products are limited due to a proprietary data model and non-normal table structure. A limited number of user-definable fields are available and the user interface is not currently web-based. These limitations can be worked around by various methods but these require customizations that must be maintained by the City with every Sungard upgrade.

Historically, the Solid Waste Management Division has run queries against the Sungard Public Sector route and work order data and extracted the results to Access for management analysis and reporting. However, these programs were developed by the previous Solid Waste Division Manager, are not supported by the Department of Information Technology, and are falling into disuse.

The City’s Public Works Department intends to improve its use of work order management systems to implement business process improvements identified in the City’s Work Management System Needs Assessment (2006). The assessment identified replacement of the Sungard Public Sector work order and facility management module for asset management, along with the supplemental Quality Assurance Reporting (QAR) databases that surround it, and the associated paper and spreadsheet tracking systems that are in use with a single, full-featured enterprise Asset Management System (AMS) as the core element of its work management system. This effort is tentatively scheduled for fiscal year 2009/10.

NEEDS ASSESSMENT APPROACH

A consultant interviewed City staff during the weeks of September 17 and October 7, 2007 to document current business processes and information needs related to solid waste management. Interviews were broken into the following work groups:

Finance – Customer service and billing

Solid Waste - Customer Support

Solid Waste - Collection

Solid Waste - Management

Solid Waste - Scale house

Information Technology

Current business processes were reviewed with each work group. Activity diagrams representing the current business processes that were compiled for the Work Management Needs Assessment were extended to cover the most relevant workflows. These are contained in Appendix J. Existing information systems were reviewed in the context of the current business processes. Issues with the existing information systems were identified along with any significant constraints on current business processes that result from their use.

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City of Berkeley Specification No. 08-10316-C Page 4 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 After the interviews, the current processes were reviewed to identify recommended improvements. These improvements are described in terms of the information system capabilities that are needed in order to enable the changes. Activity diagrams illustrating improved business processes are contained in Appendix K.

The needs and process improvement recommendations were validated through draft review.

NEEDS ASSESSMENT FINDINGS AND RECOMMENDATIONS

The findings and recommendations are organized by the following functional areas, which generally align with the structure of the work group interviews.

Customer Service and Billing

Collection

Transfer Station

Management Information

Customer Service and Billing

Customer service and billing is performed primarily by the Revenue Collection Service Representatives (RCSRs) in the Finance Department. Specialized customer services are provided by Customer Support staff in the Solid Waste Management Division, who analyze customer information, make on-site inspections, and consult with customers on types and levels of service. Audit findings have prescribed that all account data management be performed by RCSRs.

As previously mentioned, the City uses the CX module of the Sungard Public Sector (formerly HTE) system for its solid waste collection account management. The system is integrated with Sungard’s work order / facilities management (WF) module for issuance of work orders to perform account-specific activities, such as missed pickups, start/stop collection service, cart/bin changes, bin cleaning, and annual bulky waste pick up. Work orders are generated as part of the customer service function.

Customer service and billing activities are composed of the following general workflows:

Create collection service account

Modify or close account

Route WO for cart/bin change, repair, cleaning

Report missed pickups

Process request for bulky waste pickup

Process requests for roll-off containers

Process requests for neighborhood cleanups

Bill accounts

Delinquent Account activity

Reporting

Create Collection Service Account

Provide address-based account searches – When a customer requests a new collection service account, the RCSR who is handling the request needs to view any existing account information associated with the requestor’s service address to determine whether an existing account needs to first be closed. Any potential replacement for the CX module must provide address-based account searches, and should list selection candidates when an exact match is not found. An interactive map display of candidate addresses may improve the RCSR’s ability to assist new

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City of Berkeley Specification No. 08-10316-C Page 5 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 customers identify their proper service address. Validate addresses and parcels against the City’s service address repository – Each new collection service account must be associated with a valid address. The CX module validates all address entries against the City’s service address data managed by the Land & Parcel Management (LX) module of Sungard Public Sector. Any potential replacement for the CX module would have to validate addresses and parcels against the service address repository or against a replica of the data. The City maintains a GIS layer containing valid service addresses that could serve as a validation source but the City does not currently regenerate the layer on a routine schedule.

Strictly enforce a fixed rate structure – The CX module handles multiple service types (rate records) per account. The system strictly enforces a fixed rate structure for each service type and level of service (container capacity). The City requires the ability to strictly enforce its fixed rate structure. This is a distinct strength of the CX module. Any potential replacement for the CX module would have to provide the ability to strictly enforce a fixed rate structure. Rate codes should clearly reflect the service levels allocated to a given customer.

Support trial service levels – Solid Waste needs the ability to set up a trial service level for a customer. At the end of the trial period the customer is back billed at the new rate if they choose to participate, or at the old rate if they choose to revert to their previous level of service. The customer may be transitioned through several service levels until the correct level is found. The system should allow a follow-up date to be set, so Solid Waste Customer Support staff can be tickled to follow up with the customer. A trial service comment field is desirable.

Incorporate best-practice work order management capabilities - If there is uncertainty during the processing of a new service request regarding the needed level of service (container capacity), the RCSR issues a work order for a site inspection. Currently, this is a paper work order process. The City’s implementation of WF is not currently set up to track the routing of work orders. A Solid Waste Customer Support specialist inspects the service address and uses the paper work order form to report back to the RCSR the appropriate level of service. The City would benefit in this and all other work order processing from a more automated workflow. Any replacement for the CX module should incorporate the following best-practice work order management capabilities:

Establishment of prioritized queues for each work order type

Ability for supervisors to assign work orders to employees and reassign as necessary

An interactive “in-box” display that shows all active work orders for the assigned worker

The ability for the assigned worker to post work order fulfillment information digitally in real time or near-real-time, subject to supervisor approval

Capture labor hours on route and labor hours/weight(s) at transfer station to route-level WO or task

Capture labor hours on roll-off haul to Haul-level WO or task

The ability for a supervisor to approve work orders prior to RCSR closing and return work orders to the assigned worker for additional information

Once the account is established, the RCSR issues a work order to start service or continue service (with no action required) and may issue a work order for a cart or bin change, if necessary. The workflows associated with these work orders are paper based and very inefficient. Each is described in more detail in separate workflow discussions, below.

Trigger work orders in accordance with rules set in the CRM - The Solid Waste Information Management System must be able to issue work orders in response to CRM service requests in cases where there is no need for RCSR review.

Display account cost summary with service type cost breakout - Upon establishment of a new account, the RCSR tells the customer what the monthly costs will be. Any replacement for the CX module would have to display an account cost summary with a service type cost breakout.

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City of Berkeley Specification No. 08-10316-C Page 6 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 Provide automated collection route assignment - Upon establishment of a new account, the RCSR informs the customer of the scheduled pickup day for the collection route serving their location. Currently RCSR’s determine the route based on their knowledge of the service area, account type, and collection routes. Any replacement for the CX module should provide automated collection route assignment, based on service type and location. This will help eliminate potential for schedule information errors and will increase efficiency of RCSR’s who are not yet familiar with the routes. Modify or Close Account

Retain / archive closed accounts – An account may need to be closed, so a new account can be opened for a location. Closed account records must be retained in the database until archived.

Automate generation of work orders associated with service changes – Changes in service level, additions of service, and service stops all trigger work orders for cart/bin changes. However, the triggers are currently procedural, leaving the system open to the possibility that a work order is not generated. Any replacement for the CX module should allow the City to configure the automated generation of work orders associated with these service changes. This requires incorporation of work order functionality or integration with Sungard Public Sector WF module.

Manage lagged work orders for car/bin removal – Currently, the City manually manages its procedure for removing carts when service has been stopped. The standard procedure is to wait five days before issuing the work order for cart removal, in case a new customer initiates an account and wants to maintain the current level of service. Currently, the tracking and comparison portion of this process is managed in a side system, outside the CX and WF modules. Any replacement for the CX module should allow the City to configure an automatic trigger for a scheduled cart removal work order whenever a service is stopped, as discussed above. In addition, should automatically schedule those work orders for a configurable lag period and automatically delete the work order if an identical service is started at the same address with the lag period.

Change name and tenure of billing recipient – Currently RCSRs can change a billing recipient on an account between owner and commercial tenant. RCSRs need to track owner, or third party notification when a tenant is delinquent in paying for service. For electric/gas utilities, when the tenant vacates, the owner is automatically re-started for service. Any replacement for the CX module must provide this functionality.

Incorporate service level exception reporting - Customer Support staff in the Solid Waste Management Division mine data from CX, reviewing service level exception data from truck reports and account information to determine customers who are candidates for service level changes. Any replacement for the CX module must incorporate service exception data capture and reporting.

Incorporate service upgrade request function – Once Customer Support sells a service level upgrade to a customer, staff must document the information and transmit it to the RCSR to modify the account. Any replacement for the CX module must incorporate a service upgrade request function. This would avoid redundant account information documentation, potential for transposition errors, and the inefficiencies of request transmittals outside the system. The system must enforce security that effectively restricts entry of service level changes to RCSRs.

Route Work Order for Cart/bin Repair or Cleaning

Automate work order flows – Currently, RCSRs take customer and/or crew requests for cart/bin repairs or steam cleaning. These are entered into the WF system and paper work orders are generated and forwarded to Solid Waste for scheduling. Work order fulfillment information is captured on the paper work order forms, which are sent back to RCSRs for input to the WF module. This paper-based work flow is cumbersome and subject to lost work orders. As discussed above, best-practice work order management capabilities are needed within any system that replaces the CX module.

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City of Berkeley Specification No. 08-10316-C Page 7 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 Issue a single work order for steam cleaning multiple bins – For billing purposes, the current system requires printing a separate work order for each bin if different customers are being serviced. Any replacement for the CX module should handle multiple customers (tasks) on the same work order.

Report Missed Pickups

Automate truck report capture and resulting work order flows – RCSRs receive calls from customers reporting missed pickups. They enter the customer’s address to verify the route and pickup schedule. Currently, RCSRs have no truck reports associated with the route in question until after 2:30 PM, so they tell callers to call back after that time. However, the customer must call within 24 hours of the scheduled pickup in order for the City to handle a missed pickup as a driver callback. Once the RCSR has the truck reports from the route, they can determine whether there was a reason that the pickup was not made, such as an inaccessible cart. The RCSR may issue a work order for a callback or special pickup, depending on the situation. The driver fulfills the work order, noting any exceptions on the paper work order which flows to the RCSR for closure. Automated truck report capture and near-real-time transmission to the customer information and billing system would enable the RCSRs to immediately respond to customer calls concerning missed pickups, instead of deferring those calls until after 2:30 PM, as is the current policy. This would improve the quality of customer service. Automating the work order flow for call-backs and special pickups would allow drivers to handle many of these work orders on a same-day basis, further improving customer service and in some cases avoiding a next-day return to the route.

Process Requests for Bulky Waste Pickup

Automate screening and work order scheduling for bulky waste pickups – RCSRs receive customer requests for once-annual bulky waste pickup that is included as part of residential service. Through the CX module, RCSRs verify the number of units at the service address then process the request in accordance with business rules. The CX system tracks whether the customer is eligible for a bulky waste pickup. RCSRs maintain a pickup schedule book and an Access database from which they create a bulky waste pickup list. No work orders are issued for bulky waste pickups. Drivers annotate the pickup list and may attach photos to the list, with addresses written on the photos to document pickups exceeding volume or weight limits. RCSRs use this information to bill for any excess. Any replacement for the CX module should automatically enforce eligibility screening, generate a scheduled work order and create the bulky waste pickup list for drivers. The City intends to eliminate the current Access database side system.

Process Requests for Roll-off Containers

Automate work orders for scheduled roll-off container delivery and pickup – RCSRs receive customer requests for scheduled delivery of roll-off containers. A list of roll-off container deliveries is maintained by RCSRs and transmitted to Solid Waste via email daily for the next day’s delivery. No work orders are issued. There is no effective tickler system in place to ensure that containers are picked up on schedule.

Support advanced payment receipting – Payments for roll-off containers are made in advance of container delivery. These transactions are handled as miscellaneous cash receipts in Cash Receipting system of Sungard Public Sector. The Solid Waste Information Management System should support requiring receipt of advance payment prior to delivery of drop box, but allow exceptions such as City Manager approval of container placement on credit.

Bill Accounts

Provide fully automated billing for collection accounts - Collection account billing is fully automated in CX. While the City has a preference for integration with the Sungard utility billing system, it will consider systems with complete billing components meeting the following requirements:

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City of Berkeley Specification No. 08-10316-C Page 8 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008

• Operate on an accrual basis (recognized billed receivables as deferred revenue NOT revenue);

• Age accounts,

• Produce delinquent letters,

• Maintain delinquency or credit history for customer;

• Penalize customers for late payments;

• Bill customers in advance monthly, quarterly, or annually;

• Maintain billing, adjustment, and payment history;

• If billed annually, must be able to ‘roll-up’ individual customer charges by parcel and then generate a file of summarized charges for transmission to the County Auditor. At end of fiscal year, must be able to ‘adjust’ annual bill since payment is submitted to the county;

• Prorate service changes and bill account accordingly (+/-), including service change adjustments related to annually billed accounts;

• Generate interdepartmental payments (adjusting journals (AJ’s)) so money is transferred from billed department to refuse fund (we don’t want to have to issue checks from the City to the Refuse fund);

• Generate bill print file that can be transmitted to vendor for bill printing;

• Bill miscellaneous charges; transfer balances from closed accounts to active accounts;

• Bill ‘zero charge’ services, such as recycling and plant debris;

• Maintain third party notifications;

• Accommodate temporary address changes;

• Accommodate additional responsible party information (name not on account but still equally responsible for the bill)

Incorporate transfer station accounts and provide fully automated billing – Currently, transfer station weigh tag data are printed from the WeighMaster system. The data are delivered to Finance and hand entered into miscellaneous accounts module on a monthly basis. It takes approximately two days per month to enter the data, reconcile it with the tag data, generate the invoices, and hand stuff the invoices into envelopes. This requires that transfer station accounts do not have to be associated with a local address (whereas, all regular collection billing must be associated with a local address).

Collection

Collection activities are performed by crews in the Solid Waste Management Division. Supervisors manage the scheduling, assignment, and routing of collection activities.

Collection activities are composed of the following general workflows:

Develop Routes

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Manage Routes

Collect Routes

Manage Reactive Work Orders

Manage Scheduled Work Orders

Manage Training Information

Develop Routes

Optimize route area definition using GIS – Management has identified the need to overhaul the delineation of residential route areas. Currently, the route areas run east-and west and each includes a mix of topography from the hills to the flatlands. The objective is to construct route areas that are topographically homogenous, so larger capacity trucks would work the flatlands and smaller trucks would work the hills. Additional factors in residential route area delineation include the truck fleet mix and residential cart type mix, both of which are expected to be somewhat dynamic over the foreseeable future. This indicates that the City should optimize residential route areas (for both refuse and recycling) as frequently as every year or two. Commercial route areas are more dynamic, due to the mix of bin types, frequency of service, and need for overlapping routes. Software to perform this operation may stand alone as a separate analytic application but should have a two-way batch data interface to the new Solid Waste Information Management System. Account data inputs include service address (or location key), route type, route identifier, cart/bin types and capacities. The output is route identifier.

Manage discrete route type field – The route type is now embedded in the route serial number due to a lack of available fields in CX. This requires parsing the route identifier field to select account records for route area optimization. This field is also needed for effective management reporting.

Globally modify route names – Staff needs to be able to change a route name easily to reflect new practices. Currently, they have to change the route name on each account separately.

Manage Routes

Provide a near-real-time, map-based display of account information - The CX module is primarily designed for metered utility accounts, such as water and electrical. It does not model the relationship between rate records and route records. As a result, service data (carts or bins of each capacity) must be re-entered into the comment fields of the route records so the information can be printed in the route lists contained in the route books. This is not only a data integrity weak point but limits the flexibility of display and reporting for route information management. Currently, route books are generated to tell the drivers what services are being paid for at each address. Route listings are sorted in accordance with a sequence number that is managed by Solid Waste. Route books are regenerated on a frequency that varies from one to three months. The sequence numbers are re-incremented by 10 in order to allow Solid Waste to insert new service stops into the sequence. Service change work orders (starts, stops, changes) are distributed in the books daily. Solid Waste is now responsible for entering new sequence numbers onto the route book and transmitting a copy to Finance for entry of new sequence numbers into the route records in the CX module. Currently, this process is failing to produce complete and timely updates, resulting in out-dated route books. The impact of this is a combination of missed pickups and free service. Any replacement for the CX module should incorporate a near-real-time, map-based display of account information to both drivers and RCSRs who are fielding customer service calls. This eliminates the need for managing route records and sequence numbering procedures.

Manage daily assignment of personnel to routes – Currently, Collection Supervisors post daily route lineups on a board and record the information in an Access database. The information is not accessible by RCSRs. Any replacement for the CX module should include a feature to facilitate a flexible and easy to use feature assign personnel to routes. RCSRs are not interested in which personnel are assigned to work a particular route on a particular day. However, they need to be able to see if a crew is late in getting started, etc.

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City of Berkeley Specification No. 08-10316-C Page 10 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 Manage unit numbers in addresses – The system must handle unit numbers, including fractional and letter-suffixed addresses.

Flag backyard pickups – The system should provide a discrete flag field indicating backyard pickup, with a supplemental comment field. Manage a discrete bin type field – Different bin sizes require different trucks (front vs. rear loading). Some streets may contain a mix of bin types, requiring overlapping commercial routes. The CX system does not currently carry a discrete bin type field. RCSRs now enter the bin type into a comment field on the bin placement work order and also enter it into the route record comment field. Discrete bin type data in the customer service record would allow Solid Waste Customer Support staff to better manage bin sizes to minimize route overlaps. The bin size information could be automatically included in the work order. Manage a business name field – Often the database shows only the name of the property owner. It should show the business name where the service is billed to the commercial tenant.

Generate a customer mailing list – The list should print in sequence and in street order.

Collect Routes

Automate service exception data capture and transmit frequently – Drivers document service exceptions on a two-part truck report. The top part is a notice to the customer. The bottom part flows to the SWMD Customer Support staff for entry into CX. As discussed under the Report Missed Pickups heading in the Customer Services and Billing section, the timing issues surrounding these reports compromise customer service.

Automating work order flow to drivers – Collection Supervisors and Customer Support staff are handling paper work orders for service changes, callbacks, and special pickups. Automating the workflow of these work orders directly to the driver would be more efficient for transmittal, data entry, and fulfillment.

Provide flexibility in exception data definition – Solid Waste needs the flexibility to refine service exception data definitions to reflect the current truck report and any refinements that are designed in the future. Currently, the CX module collects service exception data from truck reports into a single comment field. Discrete fields with domains of valid values are needed for problem classification. The data entry should be easily and automatically associated with the account/service record through user selection in the field. Date/time should be automatically populated in the exception record.

Manage Reactive Work Orders

Provide GIS display of work order locations – Supervisors receive work orders for cart/bin repairs, steam cleaning, bulky waste pickups, and cart changes. Currently, these are manually scheduled, clustered, and routed. Any system that replaces the CX module should provide a map display of work orders to allow supervisors to cluster work orders for assignment and scheduling.

List unresolved work orders – The system should provide a display of unresolved work orders, optionally sorted by assigned employee.

Manage Scheduled Work Orders

Maintain inventory of carts and bins; schedule routine maintenance – The CX system has an inventory capability but it is not being used. Without an inventory of these assets, scheduled maintenance cannot be effectively managed. However, once an inventory is established, maintenance schedules can be set up. This would support more routine bin cleaning and maintenance, which would improve customer service and significantly

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City of Berkeley Specification No. 08-10316-C Page 11 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 reduce the number of reactive work orders issued. A cart inventory is needed to support scheduled cart inventory adjustment and replacement.

Provide map display of scheduled work orders – Scheduled work orders should be displayed in a similar manner to reactive work orders, as described above

Transfer Station

Weigh and Pay

Handle standing accounts – The system must support selection of an existing account by either automated identification or user interface.

Validate transfer station account user identity – An automated identification system that maintains the flow of scale house traffic is needed. Currently, Weigh Masters must verify identity account holders and locate them in the system. Also, the system is vulnerable to fraudulent usage. RCSRs estimate that they spend 96 hours per year responding to requests for transaction-level detail to substantiate disputed account charges. Automated identification (possibly using RFID) should be used as the standard account identification method. User interface should be used in exceptional cases for account holders that can prove identify (driver’s license) matching that of an authorized account user. The system must be able to store names of authorized account users.

Support self-reporting by City personnel – Drivers need the ability to use the scale house when it is not staffed. Currently, drivers are filling out a paper form. The system should automatically capture the truck identity (possibly using RFID), gross weight, and date/time.

Select weigh method – The system must be able to handle flat-rate and estimated weights with immediate payment transaction.

Integrate credit card payment – Currently, credit cards are entered in a separate system that is slow. Payment data must be entered into WeighMaster also. An integrated credit card reader will speed the workflow of these transactions.

Support multiple materials per transaction – Currently, the WeighMaster must perform a separate transaction in the system for each material. The system should support a master/detail transaction.

Provide ability to change form of payment without canceling entire transaction – The existing system requires re-entry of all information in a new transaction.

Provide flexible security profiles – Currently, the scale house staff need three levels of functional security with the levels of access indicated in Table 1.

Alert Suspended Account – Currently, the Supervisor must notify Weigh Masters of suspended accounts. The Weighmaster system does not automatically alert the Weigh Master as to a suspended account status when they process an account transaction. The replacement system should alert the user and not allow the transaction.

Table 1 – Functional Access by Role

Function Weigh Master

Supervisor Senior Supervisor

X X X Edit ticket

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X Void ticket

X Change price

Reconcile Accounts

Automate interface between new scale house system and billing system – A past effort to implement an automated batch interface between WeighMaster and the miscellaneous accounts module of the Sungard Public Sector system was not successful. Ideally, the replacement scale house software will be integrated with a comprehensive solid waste management customer information and billing system. If not, the City will need to develop a two-way interface to the replacement or redevelop the interface to the miscellaneous accounts module. Outbound, the interface should write daily amounts by account. Inbound, it should post account adds, deletes, and suspensions. The interface should run in a two distinct batches, daily, after the scale house cash drawers have been reconciled for the day. The first batch should be the outbound, the second should be the inbound.

Automate interface between new scale house system and cash receipts system – Cash and credit card transactions should be integrated with the City’s Cash Receipting module of Sungard Public Sector, as miscellaneous cash receipts.

Management Information

The current systems do not adequately support management reporting and data analysis. This is due in part to the constraints of the CX and WF modules. Many data items required by management are combined with others or not managed at all. Management reporting capabilities developed by the previous division manager are not supported and are falling into disuse.

Provide an open, normal data model – The CX and WF modules store data in a non-normal data structure (data for multiple entities/record types are stored in the same table). Complex queries are needed to extract information for management reporting and analysis.

Support development of a management dashboard – Managers need key indicator data displayed in an accessible summary format for quickly spotting trends and operational anomalies. This would replace the “pull” approach to management information that is failing now with a “push” approach. Any replacement for the CX module should provide the ability to summarize key performance indicators for accounts, work orders, routes, trucks, and crews. In addition, managers should be able to access key indicators of customer service compiled through the CRM to monitor request activity, including resolution response time breakdown and levels of active backlogs.

Support map-based query of account and work order data - Collection Supervisors use ESRI’s ArcView to generate maps of specific work order types. This allows them to review service exception patterns geographically. However, the work order data must be exported from WF in order to analyze them. Any replacement for the CX module should provide an integrated interactive mapping capability for simple query/display use. Scheduled replication to a data mart would provide the ability to perform complex queries without impacting performance for RCSRs.

View fleet status summary information – Managers need to monitor the status of their equipment fleet relative to upcoming scheduled maintenance down-times. This requires viewing information stored in the Sungard fleet module, which will require custom data extraction to make the data available for management reporting and to present the data.

View maintenance history by equipment – Managers need the ability to drill down into the maintenance history of a piece of equipment to assess its life-cycle performance. The fleet inquiry capability of Sungard is not easy to

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City of Berkeley Specification No. 08-10316-C Page 13 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 use and access to viewing and reporting functionality is limited. This requires viewing information stored in the Sungard fleet module, which will require custom data extraction to make the data available for management reporting and to present the data.

PURPOSE OF THIS RFP

The City aims to select the vendor offering the best possible software and support model. Vendor proposals must include a complete integrated solution, including software, configuration and installation, testing, implementation, training and support. Vendors should also include contingency recommendations for business continuity should we experience a hardware failure that might otherwise shut down operations for a day or more (or require manual operation mode). II. SCOPE OF SERVICES

The following must be provided in accordance with the “System Functional & Technical Requirements” described below, and must be outlined in as much detail as possible as part of the RFP response:

A. Project Management The City will provide a project manager/single point of contact for the Vendor. Likewise, the Vendor is expected to provide a project manager/single point of contact responsible for adherence to all timetables, facilitation of efficient and effective communication, and coordination of all activities included in this project. Responses to this RFP must outline a project timeline allowing for all elements of this Scope of Services, including systems integration, training, testing and implementation. B. Business Analysis The City’s Department of Information Technology requires adherence to UML documentation standards for workflow improvement and technology implementation projects.

C. Systems Architecture, Implementation, Parameterization/Customization, and Testing The Vendor is required to recommend and provide all systems architecture, implementation, parameterization/customization, and testing technologies, services, and timelines necessary to implement the proposed solution. Disaster recovery specifications must also be included as part of the systems architecture. D. Training The Vendor is required to recommend and provide adequate training to equip City of Berkeley staff to efficiently utilize and support the proposed solution.

E. Documentation The Vendor is required to provide comprehensive systems documentation in printed and digital formats, such that front-line and technical staff within the City’s Intranet may efficiently access the latter. F. Maintenance The Vendor is required to uphold warranties and support services provided under the basic software license fee and any additional agreements entered into with the City, in accordance with the “System Functional & Technical Requirements” described below. G. Source Code Escrow The Vendor is required to enter into a source code escrow agreement with the City.

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City of Berkeley Specification No. 08-10316-C Page 14 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 SYSTEM FUNCTIONAL & TECHNICAL REQUIREMENTS

The City seeks to acquire an integrated, best-of-breed software solution and implementation services. The solution should integrate the following major functions:

• Customer Service

• Billing

• Dispatch

• Roll-off

• Route Management

• On-board

• Inventory

• Scale House

• Management Dashboard and Reporting The following section of this RFP contains the functional requirement questions detailing the needs of the City of Berkeley. The Vendor must include and name all necessary software required to fulfill the Vendor responses. The Vendor is encouraged to include any additional comments on a separate page, wherever the Vendor believes this will help the City of Berkeley understand the Vendor’s response.

Revised 7/15/07


Compliance R

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F1 CUSTOMER SERVICE Look up account by address

F1.1

customer name business name related party account number phone number Describe: Display candidate accounts if lookup does not find exact match F1.2 Describe: Display candidate addresses in an interactive map display F1.3 Describe: Validate all new service addresses against a GIS layer of addresses or against Sungard LX (land management system used by the City) to determine eligibility for service

F1.4

Describe: Include business name field, required for commercial accounts billed to tenant

F1.5

Describe: Validate all new business names against Sungard OL (business licensing system)

F1.6

Describe: Handle unit numbers, fractional addresses, and letter suffixes in addresses

F1.7

Describe: Provide a discrete flag field indicating backyard pickup, with comment field F1.8 Describe: Support multiple services per account F1.9 Describe: Provide discrete bin type field for each service type F1.10 Describe: Track whether account holder is the property owner or a renter F1.11 Describe: Strictly enforce a fixed rate structure for each service type and level of service (container capacity)

F1.12

Describe: Display account cost summary with service type breakout (master/detail) F1.13 Describe:

F1.14 Automatically assign new account to collection route, based on address, account type, and service level - with ability to override

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City of Berkeley Specification No. 08-10316-C Page 16 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 Describe:

Handle zero charge services, such as recycling and plant debris F1.15 Describe: Accommodate additional responsible party information F1.16 Describe: Maintain third-party notifications and related party information F1.17 Describe: Accommodate temporary billing address changes F1.18 Describe: Support trial service levels. At the end of the trial the customer can be back billed for the new service level or the account can revert back to the original service level and bill for original service level

F1.19

Describe: Track trial service follow-up dates and issue tickler notices to staff. F1.20 Describe: Provide a trial service comment field. F1.21 Describe: Issue service level upgrade request from operations staff to billing staff F1.22 Describe: Support "force letter" process (customer notified and account service level upgraded)

F1.23

Describe: Generate customer mailing list in address sort order F1.24 Describe: Provide scalehouse accounts that are separate from collection service accounts.

F1.25

Describe:

F2 BILLING Provide open integration points so the solid waste customer information system can be integrated with the City's existing Sungard utility billing software, which will handle invoicing, aging, and other standard accounting functions.

F2.1

Describe:

While the City has a preference for integration with the Sungard utility billing system, it will consider systems with complete billing components meeting the following requirements:

Operate on an accrual basis (recognize billed receivables as deferred revenue)

F2.2

Describe: Age accounts F2.3 Describe: Produce delinquent letters F2.4 Describe: Maintain delinquency or credit history for customer F2.5 Describe: Penalize customers for late payments F2.6 Describe:

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Bill customers in advance monthly, quarterly, or annually F2.7 Describe: Maintain billing, adjustment, and payment history F2.8 Describe: Prorate service charges and bill accordingly, including annually billed accounts

F2.9

Describe: Generate bill print file that can be transmitted to vendor for bill printing F2.10 Describe: Transfer balances from closed accounts to active accounts F2.11 Describe: Accommodate adjustments and ability to write off accounts F2.12 Describe: Provide ability to assign accounts to outside collection agency (or recall from collection

F2.13

Describe: Support electronic funds transfer and credit card payment of account billings

F2.14

Describe: F3 DISPATCH

Issue and track work orders for site inspection, cart delivery/pickup, etc. F3.1 support multiple dispatch operations, identifiying dispatch source for each WO

establish prioritized queues for each work order type support assignment of personnel by queue provide ability to assign work orders to employees and reassign as necessary

provide ability for worker to post work order fulfillment information provide ability for a supervisor to approve or reject work orders provide map display of work order locations to aid in assignment and scheduling

provide map display of scheduled work orders Describe: Support integration with the City's CRM system, so solid waste service requests from the CRM can become work orders in the solid waste management information system based on rules set up in the CRM. Also, support CRM accessing work order status.

F3.2

Describe: Establish and maintain personnel to route relationships through a centrally managed schedule

F3.3

Describe: Capture labor hours on route, labor hours at transfer station, and transfer station weight to work order or task

F3.4

Describe: Allow configuration of work order approval routing, depending on the type of work order

F3.5

Describe: Trigger generation of cart/bin change work order associated with service change service level change

F3.6

addition of service

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service stop Describe: Configure lag period for cart/bin pickup work orders for stopped service F3.7 Describe: Automatically delete cart/bin removal work orders if identical service started within lag period

F3.8

Describe: Provide the ability to define multiple tasks (or jobs) on a single work order F3.9 Describe: Allow individual tasks within a multi-task work order to be associated with different customers (example: bin cleaning work order covering multiple customers) and apply charges to accounts accordingly

F3.10

Describe: Validate eligibility for bulky waste pickups according to City's business rules

F3.11

Describe: Schedule bulky waste pickups according to City's business rules F3.12 Describe: List unresolved work orders, optionally sorted by employee, type, date, etc.

F3.13

Describe: F4 ROLL-OFF

Maintain roll-off container delivery and pickup schedule F4.1 Describe: Enforce advance payment for roll-off prior to issuing work order for delivery but allow supervisor override to bill customer

F4.2

Describe: Process credit card payments F4.3

Describe: Issue work orders for roll-off container deliveries and pickups F4.4 Describe:

F5 ROUTE MANAGEMENT

Optimize residential route area definition using a routable street network layer maintained in ESRI Geodatabase (GDT-compliant attribute data structure)

F5.1

consider truck fleet mix consider residential cart type mix consider topography and grade of streets Describe: Optimize commercial route sequence definition using a routable street network layer maintained in ESRI Geodatabase (GDT-compliant attribute data structure)

F5.2

consider bin types consider frequency of service consider potential for overlapping routes Describe: Route optimization function, once new routes are accepted, must update existing service information for all affected customer accounts

F5.3

Describe:

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Manage discrete route type field F5.4 Describe: Provide ability to globally manage route identifier/name on all such account records

F5.5

Describe: Support generation of route books (printed and/or interactive) with sequence-sorted account listings and maps

F5.6

Describe: F6 ON-BOARD

Display route and account information with map interface and text displays F6.1 Describe: Integrate GPS location with map interface display, showing present location relative to service locations

F6.2

Describe: Capture pickup issues (no cart, too many carts, overweight, etc.) using picklists or other GUI selection tool, post to account

F6.3

Describe: Provide ability to add an attachment (digital photo) to a pickup issue record

F6.4

Describe: Provide multiple pickup issues fields that may be configured with valid values

F6.5

Describe: Receive work orders (real time) and display in queue F6.6 Describe: Support messaging to and from dispatch F6.7 Describe: Create alerts for urgent actions within current route, such as missed pickup or cart delivery

F6.8

Describe:

F7 INVENTORY Maintain inventory of carts and bins, fully integrated with system functionality (customer account, cart delivery/pickup, etc.)

F7.1

Describe: Maintain maintenance schedule for routine maintenance of carts and bins F7.2 Describe:

F8 SCALE HOUSE Interface with Fairbanks Model IND-HR2500-1 scale F8.1 Describe: Store tare weight of vehicles F8.2 Describe: Provide automated vehicle/account identification method F8.3 Describe: Associate multiple vehicles with a single account (show vehicle level detail in billing statement)

F8.4

Describe: Handle flat rate and estimated weight transactions F8.5 Describe:

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Handle multiple materials on a single transaction F8.6 Describe: Accept multiple means of tender, including cash, check, credit card, debit card, and escrow account

F8.7

Describe: Allow change of payment form (credit, cash, account) without re-entering other transaction information

F8.8

Describe: Alert weighmaster of account suspended status and do not allow account charge

F8.9

Describe: Post account transactions directly to single customer account repository F8.10 Describe: Reconcile customer information and billing system with City's billing system

F8.11

Describe: Support unattended, self-serve transactions for authorized vehicles that are using the transfer station after hours

F8.12

Describe: Integrate video logging with unattended, self-serve transactions F8.13 Describe:

F9 MANAGEMENT DASHBOARD AND REPORTING

Provide a documented, relational data model that is accessible for custom reporting

F9.1

Describe: Provide management information dashboard F9.2 Describe:

Provide tools to customize management information dashboard F9.3 Describe: Provide ability to view data from external databases in management dashboard

F9.4

Describe: Provide map-based query/display of account and work order data F9.5 Describe: Provide standard reports F9.6 Identify and provide samples: Provide Ad Hoc reporting capabilities F9.7 Describe:

The following section of this RFP contains the technical requirement questions for the integrated software solution for the City of Berkeley. The Vendor is encouraged to include any additional comments on a separate page where ever the Vendor believes this will help the City of Berkeley understand the Vendor’s response.

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Ref

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TECHNICAL REQUIREMENTS Yes No

T1 SOFTWARE REQUIREMENTS Thin client architecture supporting primary user interface in a web browser T1.1 Describe:

Operate on Windows Server 2003, R2. T1.2 Describe:

Manage data openly in SQL Server 2005. If no, identify latest SQL Server version/editions supported and announced date for release of support for SQL Server 2005

T1.3

Describe:

Compatible with IIS Version 7. If no, outline plans and timeline for support, indicating which modules

T1.4

Describe:

Compatible with Internet Explorer 6.0 or higher T1.5 Describe:

Web services interface supports .NET Framework 2.0 T1.6 Describe:

API supports C# and .NET Framework T1.7 Describe:

Identify any third-party software, in addition to the proposed products, that is required to meet the City's functional requirements and/or to fully implement the proposed solution

T1.8

Identify the primary and all ported development environments for the proposed solid waste information management system

T1.9

Achieve integration with legacy and third-party products via ODBC, web services or stored procedures

T1.10

Describe:

Describe approach proposed for integrating with Sungard HTE (on AS/400) general ledger T1.11 Describe:

Describe use of SQL Server Reporting Services for report development. If another reporting tool supported instead, or in addition, please identify

T1.12

Describe:

Revised 7/15/07


Fully support CSS or other methods of customizing page design to match City of Berkeley's existing website design.

T1.13

Describe:

Describe compatibility with Software AG WebMethods for enterprise application intergration T1.14

Describe:

T2 USABILITY Graphical user interface is intuitive and easy to use for City staff with different levels of computer competency

T2.1

Describe:

All web pages are fully compatible with Americans With Disabilities Act and compatible with devices and software that may be used to assist disabled people

T2.2

Describe:

All screens and functions have context-sensitive online help facilities T2.3 Describe:

Store queries and reports for future use: T2.4 provide shared access to queries and reports protect queries and reports from editing unless copied Describe:

Allow users to persistently direct own reports to specific printers on a report-by-report basis

T2.5

Describe:

Provide user documentation that is intuitive T2.6

Describe:

Provide meaningful error messages T2.7 Describe:

T3 SYSTEM ARCHITECTURE Help content is editable by City staff with correct administrative permission. T3.1 Describe:

Provide easy-to-use method for application administrators to extend the database and define domains and default values

T3.2

Describe:

Publish a physical data model (ERD or UML class diagram). T3.3 Describe:

Revised 7/15/07


Provide an easy-to-use interface for City staff with correct administrative permission to customize screen layouts, modifying labels, and defining hot-key operations

T3.4

Describe:

Outline recommended procedures for archiving data, any automated archiving tools, and ability to restore archived records.

T3.5

Describe:

Enable system administrator to easily access, query, and report an audit trail of all updates and administrative activities, providing a unique user identification consistent with Active Directory.

T3.6

Describe:

Provide tools to facilitate comprehensive auditing of all users and functions T3.7 Describe:

Provide cost-free license for testing, training, and disaster recovery F3.8 Describe:

Provide upgrade/patch implementation mechanism that allows adminstrators to promote the release/patch from test to production with minimal disruption to production operations

T3.9

Describe:

T4 MOBILE COMMUNICATIONS

T4.1 On-board system uses Sprint cellular network Describe:

T5 SECURITY Fully supports and is integrated with Active Directory T5.1 Describe:

Provide the ability for the system administrator to specify time-out periods of inactivity after which a user is automatically logged off the application

T5.2

Describe:

Display to administrator all users and their levels of access privileges T5.3 Describe:

Provide comprehensive view (report) of user security configuration for auditing and administrative purposes. This should show all functions any given user has and the level of access. It should also show all users who have access to a given function

T5.4

Describe:

T6 PERFORMANCE T6.1 Support up to 20 concurrent hard-wired users

Revised 7/15/07


Support up to 20 concurrent wireless users with transmission latency of no more than 2 seconds

T6.2

Describe:

Process batch updates (interfaces to/from other systems) while City staff are still using the online system

T6.3

Describe:

Support transactions to SQL Server housed at remote location T6.4

Describe:

If system requires down time for maintenance or day-to-day housekeeping, indicate the time of disruption to service

T6.5

Describe:

T7 SUPPORT Provide implementation planning and support services T7.1 Describe:

Provide trainer training and end user training on site T7.2 Describe:

Source code escrow arrangement available T7.3 Describe:

Provide telephone hot-line for technical support, operating from 6am to 9pm Pacific Time, Mon-Sat

T7.4

Describe:

Outline issue escalation procedures and guaranteed response times, covering critical issues and non-critical issues

T7.5

Describe:

Provide web support T7.6 Describe:

Provide remote diagnostic support T7.7 Describe:

Provide patches and regularly scheduled releases that correct acknowledged bugs T7.8 Describe:

Preserve user configuration settings when upgrading to new releases and versions T7.9 Describe:

T7.10 User documentation is intuitive and use-case oriented

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Technical documentation includes file definitions, system administration overview, and detailed system administration instructions

T7.11

Describe:

Document the history of software product version upgrades and point releases, with dates and major new features provided

T7.12

Describe:

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City of Berkeley Specification No. 08-10316-C Page 26 of 43 Integrated Software System for Transfer Station Release Date 3/10/2008 SUBMISSION REQUIREMENTS All proposals shall include the following information, organized as separate sections of the proposal. The proposal should be concise and to the point.

1. Contractor Identification: Provide the name of the firm, the firm's principal place of business, the name and telephone number of the contact person and company tax identification number.

2. Client References: Provide a minimum of three client references. References should be California cities or other large public sector entities. Provide the designated person's name, title, organization, address, telephone number, and the project(s) that were completed under that client’s direction.

3. Project Team Resumes Provide resumes of all key project team members that will be assigned to this project if awarded. Provide the hourly rate of each of the estimated number of hours each is projected to spend on this project through full implementation.

4. Price Proposal:

The proposal shall include pricing for all services. Pricing shall be all inclusive unless indicated otherwise on a separate pricing sheet. The Proposal shall itemize all services, including hourly rates for all professional, technical and support personnel, and all other charges related to completion of the work shall be itemized. If the proposal includes optional components or modules, those items should be clearly identified as such and priced separately in the cost proposal.

5. Contract Terminations:

If your organization has had a contract terminated in the last five years, describe such incident. Termination for default is defined as notice to stop performance due to the vendor’s non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the vendor, or (b) litigated and such litigation determined that the vendor was in default. Submit full details of the terms for default including the other party’s name, address, and phone number. Present the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of the past experience.

If the firm has not experienced any such termination for default or early termination in the past five years, so indicate.

IV. SELECTION CRITERIA The following criteria will be considered, although not exclusively, in determining which proposal is selected. A selection panel will be convened of staff from the Public Works Department and Information Technology Department to evaluate proposals that meet submission requirements. Each proposal will be evaluated in the areas below and given a relative ranking. The selection process may include post-bid interviews and on-site demonstrations of those respondents achieving the highest scores in the initial bid evaluation process.

Revised 7/15/07


Evaluation Criteria Weight Responsiveness to the RFP 20% Software Design and Functionality 40% Cost 20% Relevant Experience 10% References 10%

V. PAYMENT Invoices: Invoices must be fully itemized, and provide sufficient information for approving payment and audit. Invoices must be accompanied by receipt for services in order for payment to be processed. Mail invoices to the Project Manager and reference the contract number which will be assigned upon execution of the contract.

City of Berkeley Accounts Payable PO Box 700 Berkeley, CA 94701

Payments: The City will make payment to the vendor within 30- days of receipt of a correct and complete invoice in accordance with the payment schedule stipulated in the licensing and maintenance contracts. Invoices not approved by the Project Manager will not be paid.

CITY REQUIREMENTSVI.

A. Non-Discrimination Requirements: Ordinance No. 5876-N.S. codified in B.M.C. Chapter 13.26 states that, for contracts worth more than $3,000 bids for supplies or bids or proposals for services shall include a completed Workforce Composition Form. Businesses with fewer than five employees are exempt from submitting this form. (See B.M.C. 13.26.030) Under B.M.C. section 13.26.060, the City may require any bidder or vendor it believes may have discriminated to submit a Non-Discrimination Program. The Contract Compliance Officer will make this determination. This applies to all contracts and all consultants (contractors). Berkeley Municipal Code section 13.26.070 requires that all contracts with the City contain a non-discrimination clause, in which the contractor agrees not to discriminate and allows the City access to records necessary to monitor compliance. This section also applies to all contracts and all consultants. Bidders must submit the attached Non-Discrimination Disclosure Form with their proposal

B. Nuclear Free Berkeley Disclosure Form: Berkeley Municipal Code section 12.90.070 prohibits the City from granting contracts to companies that knowingly engage in work for nuclear weapons. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that engages in nuclear weapons work. If your company engages in work for nuclear weapons, explain on the Disclosure Form the nature of such work. Bidders must submit the attached Nuclear Free Disclosure Form with their proposal. C. Oppressive States: The City of Berkeley prohibits granting of contracts to firms that knowingly provide personal services to specified Countries. This contracting prohibition may be waived if the City Council determines that no reasonable alternative exists to doing business with a company that is covered by City Council Resolution No. 59,853-N.S. If your company or any subsidiary is covered, explain on the Disclosure Form the nature of such

Revised 7/15/07


work. Bidders must submit the attached Oppressive States Disclosure Form with their proposal. D. Conflict of Interest:

In the sole judgment of the City, any and all proposals are subject to disqualification on the basis of a conflict of interest. The City may not contract with a vendor if the vendor or an employee, officer or director of the proposer's firm, or any immediate family member of the preceding, has served as an elected official, employee, board or commission member of the City who influences the making of the contract. Furthermore, the City may not contract with any vendor whose income, investment, or real property interest may be affected by the contract. The City, at its sole option, may disqualify any proposal on the basis of such a conflict of interest. Please identify any person associated with the firm that has a potential conflict of interest.

E. Berkeley Living Wage Ordinance:

Chapter 13.27 of the Berkeley Municipal Code requires that contractors offer all eligible employees with City mandated minimum compensation during the term of any contract that may be awarded by the City. If the Contractor is not currently subject to the Living Wage Ordinance, cumulative contracts with the City within a one-year period may subject Contractor to the requirements under B.M.C. Chapter 13.27. A certification of compliance with this ordinance will be required upon execution of a contract. The Living Wage rate is currently $11.77 (if medical benefits are provided) or $13.73 (if medical benefits are not provided). The Living Wage rate is adjusted automatically effective June 30th of each year commensurate with the corresponding increase in the Consumer Price Index published in April of each year. If the Living Wage rate is adjusted during the term of your agreement, you must pay the new adjusted rate to all eligible employees, regardless of what the rate was when the contract was executed. F. Berkeley Equal Benefits Ordinance: Chapter 13.29 of the Berkeley Municipal Code requires that contractors offer domestic partners the same access to benefits that are available to spouses. A certification of compliance with this ordinance will be required upon execution of a contract. G. Statement of Economic Interest: The City’s Conflict of Interest Code designates “consultants” as a category of persons who must complete Form 700, Statement of Economic Interest, at the beginning of the contract period and again at the termination of the contract. The selected contractor will be required to complete the Form 700 before work may begin.

VII. OTHER REQUIREMENTS A. Insurance The selected contractor will be required to maintain general liability insurance in the minimum amount of $1,000,000 and automobile liability insurance in the minimum amount of $300,000 to cover any claims arising out of the performance of the contract. The general liability and automobile insurance must name the City, its officers, agents, volunteers and employees as additional insureds. B. Worker’s Compensation Insurance: A selected contractor who employs any person shall maintain workers' compensation insurance in accordance with state requirements. Sole proprietors with no employees are not required to carry Worker’s Compensation Insurance.

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C. Business License Virtually every contractor that does business with the City must obtain a City business license as mandated by B.M.C. Ch. 9.04. The business license requirement applies whether or not the contractor has an office within the City limits. However, a "casual" or "isolated" business transaction (B.M.C. section 9.04.010) does not subject the contractor to the license tax. The infirm, warehousing businesses and charitable organizations are the only entities specifically exempted in the code from the license requirement (see B.M.C. sections 9.04.290, 9.04.295 and 9.04.300). Non-profit organizations are granted partial exemptions (see B.M.C. section 9.04.305). Vendor must apply for a City business license and show proof of application to Purchasing Manager within seven days of being selected as intended contractor. The Customer Service Division of the Finance Department located at 1947 Center Street, Berkeley, CA 94704, issues business licenses. Contractors should contact this division for questions and/or information on obtaining a City business license, in person, or by calling 510-981-7200. D. Recycled Paper All reports to the City shall be on recycled paper that contains at least 50% recycled product when such paper is available at a cost of not greater than ten percent more than the cost of virgin paper, and when such paper is available at the time it is required. If recycled paper is not available the Contractor shall use white paper. Written reports or studies shall be printed on both sides of the page whenever practical.

VIII. SCHEDULE (dates are subject to change)

Issue RFP to potential bidders: March 10, 2008

Proposals due from potential bidders April 15, 2008

Complete Selection Process May 15, 2008

Council Approval of Contract (over $25k) June 17, 2008

Award of Contract June 19, 2008

Sign and Process Contract July 7, 2008

Notice to proceed July 8, 2008 Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your proposal. Attachments:

• Check List of Required items for Submittal Attachment A • Non-Discrimination/Workforce Composition Form Attachment B • Nuclear Free Disclosure Form Attachment C • Oppressive States Form Attachment D • Living Wage Form Attachment E • Equal Benefits Disclosure Form Attachment F • Right to Audit Form Attachment G • Insurance Endorsement Attachment H • Equal Benefits Certification of Compliance Attachment I • Current Process Activity Diagrams Attachment J (see website) • Improved Process Activity Diagrams Attachment K (see website) • Functional and Technical Requirements Attachment L (see website)

Revised 7/15/07


ATTACHMENT A CHECKLIST

Proposal describing service (one original and six copies)

Contractor Identification Client References

Costs proposal by task, type of service & personnel

The following forms, completed and signed in blue ink (attached):

o Non-Discrimination/Workforce Composition Form Attachment B o Nuclear Free Disclosure Form Attachment C o Oppressive States Form Attachment D

o Living Wage Form Attachment E

o Equal Benefits Disclosure Form Attachment F

ADDITIONAL SUBMITTALS REQUIRED FROM SELECTED VENDOR AFTER COUNCIL APPROVAL TO AWARD CONTRACT.

Provide original-signed in blue ink Evidence of Insurance

o Auto o Liability o Worker’s Compensation

Right to Audit Form Attachment G

Commercial General & Automobile Liability Endorsement Form Attachment H

Equal Benefits Ordinance Certification of Compliance (EBO-1) Attachment I

Current Process Activity Diagrams Attachment I

Improved Process Activity Diagrams Attachment K

Berkeley Business License

Revised 7/15/07


NON-DISCRIMINATION/WORKFORCE COMPOSITION FORM FOR NON-CONSTRUCTION CONTRACTS To assist the City of Berkeley in implementing its Non-Discrimination policy, it is requested that you furnish information regarding your personnel as requested below and return it to the City Department handling your contract: Organization: __________________________________________________ Address: ______________________________________Buisness License#: _______________ Occupational Category: ________________________ Total (See reverse side for explanation of terms) Employees White Black Asian Hispanic Other Female Male Female Male Female Male Female Male Female Male Female Male Official/Administrators Professionals Technicians Protective Service Workers Para-Professionals Office/Clerical Skilled Craft Workers Service/Maintenance Other (Specify) TOTALS: Is your business MBE/WBE/DBE certified? Yes _____ No ______ If yes, by what agency? ______________________________________________ If yes, please specify: Male: _____ Female: _____ Indicate ethnic identification ____________________________________________________ Do you have a Non-Discrimination policy? Yes _____ No _____ Signed:_________________________________________________________ Date:________________ Verified by: _____________________________________________________ Date: _______________ City of Berkeley Contract Compliance Officer 8/91 Attachment B


Occupational Categories Officials and Administrators - Occupations in which employees set broad policies, exercise overall responsibility for execution of these policies, or provide specialized consultation on a regional, district or area basis. Includes: department heads, bureau chiefs, division chiefs, directors, deputy superintendents, unit supervisors and kindred workers. Professionals - Occupations that require specialized and theoretical knowledge that is usually acquired through college training or through work experience and other training that provides comparable knowledge. Includes: personnel and labor relations workers, social workers, doctors, psychologists, registered nurses, economists, dietitians, lawyers, systems analysts, accountants, engineers, employment and vocational rehabilitation counselors, teachers or instructors, and kindred workers. Technicians - Occupations that require a combination of basic scientific or technical knowledge and manual skill that can be obtained through specialized post-secondary school education or through equivalent on-the-job training. Includes: computer programmers and operators, technical illustrators, highway technicians, technicians (medical, dental, electronic, physical sciences) and kindred workers. Protective Service Workers - Occupations in which workers are entrusted with public safety, security and protection from destructive forces. Includes: police officers, fire fighters, guards, sheriffs, bailiffs, correctional officers, detectives, marshals, harbor patrol officers, and kindred workers. Para-Professionals - Occupations in which workers perform some of the duties of a professional or technician in a supportive role, which usually requires less formal training and/or experience normally required for professional or technical status. Such positions may fall within an identified pattern of a staff development and promotion under a "New Careers" concept. Includes: library assistants, research assistants, medical aides, child support workers, police auxiliary, welfare service aides, recreation assistants, homemaker aides, home health aides, and kindred workers. Office and Clerical - Occupations in which workers are responsible for internal and external communication, recording and retrieval of data and/or information and other paperwork required in an office. Includes: bookkeepers, messengers, office machine operators, clerk-typists, stenographers, court transcribers, hearings reporters, statistical clerks, dispatchers, license distributors, payroll clerks, and kindred workers. Skilled Craft Workers - Occupations in which workers perform jobs which require special manual skill and a thorough and comprehensive knowledge of the processes involved in the work which is acquired through on-the-job training and experience or through apprenticeship or other formal training programs. Includes: mechanics and repairpersons, electricians, heavy equipment operators, stationary engineers, skilled machining occupations, carpenters, compositors and typesetters, and kindred workers. Service/Maintenance - Occupations in which workers perform duties which result in or contribute to the comfort, convenience, hygiene or safety of the general public or which contribute to the upkeep and care of buildings, facilities or grounds of public property. Workers in this group may operate machinery. Includes: chauffeurs, laundry and dry cleaning operatives, truck drivers, bus drivers, garage laborers, custodial personnel, gardeners and groundskeepers, refuse collectors, and construction laborers. Attachment B (page 2)


CITY OF BERKELEY

Nuclear Free Zone Disclosure Form I (we) certify that: 1. I am (we are) fully cognizant of any and all contracts held, products made or otherwise handled

by this business entity, and of any such that are anticipated to be entered into, produced or handled for the duration of its contract(s) with the City of Berkeley. (To this end, more than one individual may sign this disclosure form, if a description of which type of contracts each individual is cognizant is attached.)

2. I (we) understand that Section 12.90.070 of the Nuclear Free Berkeley Act (Berkeley Municipal

Code Ch. 12.90; Ordinance No. 5784-N.S.) prohibits the City of Berkeley from contracting with any person or business that knowingly engages in work for nuclear weapons.

3. I (we) understand the meaning of the following terms as set forth in Berkeley Municipal Code

Section 12.90.130: "Work for nuclear weapons" is any work the purpose of which is the development, testing,

production, maintenance or storage of nuclear weapons or the components of nuclear weapons; or any secret or classified research or evaluation of nuclear weapons; or any operation, management or administration of such work.

"Nuclear weapon" is any device, the intended explosion of which results from the energy released

by reactions involving atomic nuclei, either fission or fusion or both. This definition of nuclear weapons includes the means of transporting, guiding, propelling or triggering the weapon if and only if such means is destroyed or rendered useless in the normal propelling, triggering, or detonation of the weapon.

"Component of a nuclear weapon" is any device, radioactive or non-radioactive, the primary

intended function of which is to contribute to the operation of a nuclear weapon (or be a part of a nuclear weapon).

4. Neither this business entity nor its parent nor any of its subsidiaries engages in work for nuclear

weapons or anticipates entering into such work for the duration of its contract(s) with the City of Berkeley.

Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Printed Name: ___________________________________Title:______________________________________ Signature: _______________________________________Date:_____________________________________ Business Entity: ___________________________________________________________________________ Contract Description/Specification No: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C

Attachment C


CITY OF BERKELEY Oppressive States Compliance Statement for Personal Services

The undersigned, an authorized agent of__________________________________________________(hereafter "Vendor"), has had an opportunity to review the requirements of Berkeley City Council Resolution No. 59,853-N.S. (hereafter "Resolution"). Vendor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with those Business Entities which maintain business relationships with morally repugnant regimes. Vendor understands the meaning of the following terms used in the Resolution: "Business Entity" means "any individual, firm, partnership, corporation, association or any other commercial organization, including parent-entities and wholly-owned subsidiaries" (to the extent that their operations are related to the purpose of the contract with the City). "Oppressive State" means: Tibet Autonomous Region and the Provinces of Ado, Kham and U-Tsang “Personal Services” means “the performance of any work or labor and shall also include acting as an independent contractor or providing any consulting advice or assistance, or otherwise acting as an agent pursuant to a contractual relationship.” Contractor understands that it is not eligible to receive or retain a City contract if at the time the contract is executed, or at any time during the term of the contract it provides Personal Services to:

a. The governing regime in any Oppressive State. b. Any business or corporation organized under the authority of the governing regime of any Oppressive State. c. Any person for the express purpose of assisting in business operations or trading with any public or private entity

located in any Oppressive State. Vendor further understands and agrees that Vendor's failure to comply with the Resolution shall constitute a default of the contract and the City Manager may terminate the contract and bar Vendor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination. The undersigned is familiar with, or has made a reasonable effort to become familiar with, Vendor's business structure and the geographic extent of its operations. By executing the Statement, Vendor certifies that it complies with the requirements of the Resolution and that if any time during the term of the contract it ceases to comply, Vendor will promptly notify the City Manager in writing. Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Printed Name: ___________________________________Title:________________________________________ Signature: _______________________________________ Date:_______________________________________ Business Entity: ______________________________________________________________________________ Contract Description/Specification No.: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C I am unable to execute this Statement; however, Vendor is exempt under Section VII of the Resolution. I have attached a separate statement explaining the reason(s) Vendor cannot comply and the basis for any requested exemption. Signature: _______________________________________ Date:_______________________________________

Attachment D


CITY OF BERKELEY Living Wage Certification for Providers of Personal Services

TO BE COMPLETED BY ALL PERSONS OR ENTITIES ENGAGING IN A CONTRACT FOR PERSONAL SERVICES WITH THE CITY OF BERKELEY. The Berkeley Municipal Code Chapter 13.27, Berkeley's Living Wage Ordinance (LWO), provides that contractors who engage in a specified amount of business with the City (except where specifically exempted) under contracts which furnish services to or for the City in any twelve (12) month period of time shall comply with all provisions of this Ordinance. The LWO requires a City contractor to provide City mandated minimum compensation to all eligible employees, as defined in the Ordinance. In order to determine whether this contract is subject to the terms of the LWO, please respond to the questions below. Please note that the LWO applies to those contracts where the contractor has achieved a cumulative dollar contracting amount with the City. Therefore, even if the LWO is inapplicable to this contract, subsequent contracts may be subject to compliance with the LWO. Furthermore, the contract may become subject to the LWO if the status of the Contractor's employees change (i.e. additional employees are hired) so that Contractor falls within the scope of the Ordinance. Section I.

1. IF YOU ARE A FOR-PROFIT BUSINESS, PLEASE ANSWER THE FOLLOWING QUESTIONS a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid, or proposal, with the City of Berkeley for a cumulative amount of $25,000.00 or more? YES ____ NO ____

If no, this contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 1(b). b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____ If you have answered, “YES” to questions 1(a) and 1(b) this contract IS subject to the LWO. If you responded "NO" to 1(b) this contract IS NOT subject to the LWO. Please continue to Section II. 2. IF YOU ARE A NON-PROFIT BUSINESS, AS DEFINED BY SECTION 501(C) OF THE INTERNAL REVENUE CODE OF 1954, PLEASE ANSWER THE FOLLOWING QUESTIONS.

a. During the previous twelve (12) months, have you entered into contracts, including the present contract, bid or proposal, with the City of Berkeley for a cumulative amount of $100,000.00 or more? YES ____ NO ____

If no, this Contract is NOT subject to the requirements of the LWO, and you may continue to Section II. If yes, please continue to question 2(b). b. Do you have six (6) or more employees, including part-time and stipend workers? YES ____ NO ____ If you have answered, “YES” to questions 2(a) and 2(b) this contract IS subject to the LWO. If you responded "NO" to 2(b) this contract IS NOT subject to the LWO. Please continue to Section II. Section II Please read, complete, and sign the following: THIS CONTRACT IS SUBJECT TO THE LIVING WAGE ORDINANCE. THIS CONTRACT IS NOT SUBJECT TO THE LIVING WAGE ORDINANCE.

Attachment E


The undersigned, on behalf of himself or herself individually and on behalf of his or her business or organization, hereby certifies that he or she is fully aware of Berkeley's Living Wage Ordinance, and the applicability of the Living Wage Ordinance, and the applicability of the subject contract, as determined herein. The undersigned further agrees to be bound by all of the terms of the Living Wage Ordinance, as mandated in the Berkeley Municipal Code, Chapter 13.27. If, at any time during the term of the contract, the answers to the questions posed herein change so that Contractor would be subject to the LWO, Contractor will promptly notify the City Manager in writing. Contractor further understands and agrees that the failure to comply with the LWO, this certification, or the terms of the Contract as it applies to the LWO, shall constitute a default of the Contract and the City Manager may terminate the contract and bar Contractor from future contracts with the City for five (5) years from the effective date of the Contract termination. If the contractor is a for-profit business and the LWO is applicable to this contract, the contractor must pay a living wage to all employees who spend 25% or more or their compensated time engaged in work directly related to the contract with the City. If the contractor is a non-profit business and the LWO is applicable to this contract, the contractor must pay a living wage to all employees who spend 50% or more or their compensated time engaged in work directly related to the contract with the City. These statements are made under penalty of perjury under the laws of the state of California. Printed Name: ___________________________________Title:________________________________________ Signature: _______________________________________ Date:_______________________________________ Business Entity: ______________________________________________________________________________ Contract Description/Specification No: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C Section III __________________________________________________________________________________________________

• * * FOR ADMINISTRATIVE USE ONLY -- PLEASE PRINT CLEARLY * * *

I have reviewed this Living Wage Certification form, in addition to verifying Contractor's total dollar amount contract commitments with the City in the past twelve (12) months, and determined that this Contract IS / IS NOT (circle one) subject to Berkeley's Living Wage Ordinance. _________________________________ _________________________________________ Department Name Department Representative

Attachment E (page 2)


CITY OF BERKELEY

Equal Benefits Ordinance Disclosure Form As a condition of being awarded a contract with the City of Berkeley, the selected Contractor/Vendor (“Contractor”) may be required, during the performance of the contract, to comply with the City’s non-discrimination provisions of the Equal Benefits Ordinance (“EBO”) as set forth in Berkeley Municipal Code, Chapter 13.29. The EBO requires that during the performance of a contract, the Contractor shall provide equal benefits to its employees with spouses and employees with domestic partners. Benefits include, but are not limited to, health benefits, bereavement leave, family medical leaves, membership and membership discounts, moving expenses, retirement benefits, and travel benefits. A cash equivalent payment is permitted if an employer has taken all reasonable efforts to provide domestic partner’s with access to benefits but is unable to do so. A situation in which a cash equivalent payment might be used is if the employer has difficulty finding an insurance provider that is willing to provide domestic partner benefits The EBO is applicable to the following employers:

• For-profit employers that have a contract with the City for the purchase of goods, services, public works or improvements, and other construction projects in the amount of $25,000 or more

• Non-profit employers that have a contract with the City for the purchase of goods, services, public works or improvements, and other construction projects in the amount of $100,000 or more

• Lessees of public property, licensees, concessionaires, and franchises that generate $350,000 or more in annual gross receipts • Entities which receive a grant agreement of $100,000 or more

Contractors who are subject to the EBO must certify to the City before execution of the contract by completing form EBO-1 that they are in compliance with the EBO or have been issued a waiver by the City. Contractors must also allow authorized City representatives access to records so the City can verify compliance with the Ordinance. The EBO includes provisions that address difficulties associated with implementing procedures to comply with the EBO. Contractors can delay implementation of procedures to comply with the EBO in the following situations: (1) until the first effective date after the first open enrollment process following the contract execution date, not to exceed two years

if the Contractor submits evidence of engaging in reasonable efforts to comply with the EBO; (2) until administrative steps can be taken to incorporate nondiscrimination in benefits in the contractor’s infrastructure, not to exceed

three months, unless extended at the discretion of the City Manager; and (3) until the expiration of a Contractor’s current collective bargaining agreement(s) Compliance with the EBO If a Contractor has not received a waiver from complying with the EBO and the timeframe within which it can delay implementation has expired but it has failed to comply with the EBO, the Contractor may be deemed to be in material breach of the City agreement. In the event of a material breach, the City may cancel, terminate or suspend the City agreement, in whole or in part. The City also may deem the Contractor an irresponsible bidder and disqualify the Contractor from contracting with the City for a period of five years. In addition, the City may assess liquidated damages against the Contractor which may be deducted from money otherwise due the Contractor, and pursue any other remedies available at law or in equity. By my signature below, I acknowledge that the Contractor understands that to the extent it is subject to the provisions of B.M.C. Chapter 13.29, the Contractor shall comply with this provision. Printed Name: ___________________________________________Title:_______________________________________ Signature: ________________________________________________________Date:_____________________________ Business Entity: ____________________________________________________________________________________ Specification No.: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C

Attachment F


CITY OF BERKELEY

Right to Audit Form The contractor agrees that pursuant to Section 61 of the Berkeley City Charter, the City Auditor’s office may conduct an audit of Contractor’s financial, performance and compliance records maintained in connection with the operations and services performed under this contract. In the event of such audit, Contractor agrees to provide the Auditor with reasonable access to Contractor’s employees and make all such financial, performance and compliance records available to the Auditor’s office. City agrees to provide Contractor an opportunity to discuss and respond to/any findings before a final audit report is filed. Signed:______________________________________ Date:__________________ Print Name & Title:_______________________________________________________ Company:_______________________________________________________________ Contract Description/Specification No: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C Please direct questions regarding this form to the Auditor's Office, at (510) 981-6750.

Attachment G


CITY OF BERKELEY

Commercial General and Automobile Liability Endorsement The attached Certificates of Insurance are hereby certified to be a part of the following policies having the following expiration dates: Policy No. Company Providing Policy Expir. Date _______________ __________________________ _________ _______________ __________________________ _________ _______________ __________________________ _________ _______________ __________________________ _________

The scope of the insurance afforded by the policies designated in the attached certificates is not less than that which is afforded by the Insurance Service Organization's or other "Standard Provisions" forms in use by the insurance company in the territory in which coverage is afforded. Such Policies provide for or are hereby amended to provide for the following: 1. The named insured is ________________________________________. 2. CITY OF BERKELEY ("City") is hereby included as an additional insured with respect to liability arising

out of the hazards or operations under or in connection with the following agreement: _______________________________________________________. The insurance provided applies as though separate policies are in effect for both the named insured and

City, but does not increase the limits of liability set forth in said policies. 3. The limits of liability under the policies are not less than those shown on the certificate to which this

endorsement is attached. 4. Cancellation or material reduction of this coverage will not be effective until thirty (30) days following

written notice to __________________________________, Department of ___________________________, Berkeley, CA.

5. This insurance is primary and insurer is not entitled to any contribution from insurance in effect for City. The term "City" includes successors and assigns of City and the officers, employees, agents and

volunteers. _______________________________________ Insurance Company Date: _____________ By: ______________________________________ Signature of Underwriter's Authorized Representative Contract Description/Specification No: INTEGRATED SOFTWARE SYSTEM FOR TRANSFER STATION/08-10316-C

Attachment H


To be completed by Form EBO-1 Contractor/Vendor

CITY OF BERKELEY CERTIFICATION OF COMPLIANCE WITH EQUAL BENEFITS ORDINANCE

If you are a contractor, return this form to the originating department/project manager. If you are a vendor (supplier of goods), return this form to the Purchasing Division of the Finance Dept. SECTION 1. CONTRACTOR/VENDOR INFORMATION

Name: Vendor No.: Address: City: State: ZIP: Contact Person: Telephone: E-mail Address: Fax No.:

SECTION 2. COMPLIANCE QUESTIONS A. The EBO is inapplicable to this contract because the contractor/vendor has no employees.

Yes No (If “Yes,” proceed to Section 5; if “No”, continue to the next question.) B. Does your company provide (or make available at the employees’ expense) any employee benefits? Yes No

If “Yes,” continue to Question C. If “No,” proceed to Section 5. (The EBO is not applicable to you.)

C. Does your company provide (or make available at the employees’ expense) any benefits to

the spouse of an employee? .................................................................................................... Yes No D. Does your company provide (or make available at the employees’ expense) any benefits to

the domestic partner of an employee? ..................................................................................... Yes No If you answered “No” to both Questions C and D, proceed to Section 5. (The EBO is not applicable to this contract.) If you answered “Yes” to both Questions C and D, please continue to Question E. If you answered “Yes” to Question C and “No” to Question D, please continue to Section 3.

E. Are the benefits that are available to the spouse of an employee identical to the benefits that

are available to the domestic partner of the employee?........................................................... Yes No If you answered “Yes,” proceed to Section 4. (You are in compliance with the EBO.) If you answered “No,” continue to Section 3.

SECTION 3. PROVISIONAL COMPLIANCE A. Contractor/vendor is not in compliance with the EBO now but will comply by the following date:

By the first effective date after the first open enrollment process following the contract start date, not to exceed

two years, if the Contractor submits evidence of taking reasonable measures to comply with the EBO; or

At such time that administrative steps can be taken to incorporate nondiscrimination in benefits in the Contractor’s infrastructure, not to exceed three months; or

Upon expiration of the contractor’s current collective bargaining agreement(s).

B. If you have taken all reasonable measures to comply with the EBO but are unable to do so,

do you agree to provide employees with a cash equivalent?* ................................................ Yes No * The cash equivalent is the amount of money your company pays for spousal benefits that are unavailable for domestic partners.


SECTION 4. REQUIRED DOCUMENTATION At time of issuance of purchase order or contract award, you may be required by the City to provide documentation (copy of employee handbook, eligibility statement from your plans, insurance provider statements, etc.) to verify that you do not discriminate in the provision of benefits.

SECTION 5. CERTIFICATION I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that I am authorized to bind this entity contractually. By signing this certification, I further agree to comply with all additional obligations of the Equal Benefits Ordinance that are set forth in the Berkeley Municipal Code and in the terms of the contract or purchase order with the City. Executed this _______day of _________________, in the year __________, at __________________, ________ (City) (State) _____________________________________ ______________________________________ Name (please print) Signature _____________________________________ ______________________________________ Title Federal ID or Social Security Number

FOR CITY OF BERKELEY USE ONLY

Non-Compliant (The City may not do business with this contractor/vendor)

One-Person Contractor/Vendor Full Compliance Reasonable Measures

Provisional Compliance Category, Full Compliance by Date: _________________________________________

Staff Name(Sign and Print): _____________________________________Date: ____________ ________________

Attachement I


Attachment J

Current Process Activity Diagrams

Appendix J contains diagrams documenting each of the current processes. These diagrams provide a summary of workflows within the Solid Waste and Finance Departments.

To document current processes, an outside consultant constructed activity diagrams using the Unified Modeling Language (UML). Activity diagrams represent each significant activity within a process as a box with an action label. The activity box appears in a vertical column (swimlane) indicating who is responsible for the activity. Activities are connected by arrows that indicate their sequence within the business process. Major decisions are represented by diamonds with optional paths that branch from them.


Attachment K

Improved Process Activity Diagrams

Appendix K contains diagrams documenting improved processes. It is important to note that further process modifications may be needed to fit any new software solutions.

Documents

General Services Division REQUEST FOR PROPOSALS (RFP ...bids.centerdigitalgov.com/Nav_DW_3-24-2008_00001_102072.pdf · Process request for bulky waste pickup Process requests for