02_RFQ_15-031_SAP_Maint_Addend__1.pdf

STATE OF CALIFORNIA DEPARTMENT OF CORRECTIONS AND REHABILITATION

REQUEST FOR QUOTATION

EIS 4004-ITGS (Rev. 10/30/2015)

IT GOODS AND SERVICES

QUOTATION INFORMATION

DATE: RESPONSE DUE DATE AND TIME:

March 3, 2016 March 21, 2016 at 3:00 PM

RFQ SOLICITATION NUMBER: ADDENDUM NUMBER:

15-031 Addendum #1

SUBMIT RESPONSES TO: AWARD METHOD:

William Collard Value Effective

REQUESTOR AND RESPONSE SUBMISSION INFORMATION

CONTACT, PHONE NUMBER, AND EMAIL: DIVISION NAME AND ADDRESS:

William Collard

(916) 358-2127 m_ITAcquisitions@cdcr.ca.gov

Enterprise Information Services

Attention: William Collard

1900 Birkmont Drive

Rancho Cordova, CA 95742-6401

DELIVERY AND TRANSITION INFORMATION

DELIVERY DATE:

Start Service Within Thirty (30) Calendar Days of Purchase Order

DELIVERY AND TRANSITION LOCATIONS:

1900 Birkmont Drive, Rancho Cordova, CA 95742-6401

SMALL BUSINESS/DISABLED VETERANS BUSINESS ENTERPRISE INFORMATION

Are you claiming preference as a Small Business? Yes No If “Yes”, manufacturer? Yes No

Are you a Non-Small Business claiming at least 25% Small Business Subcontractor preference? Yes No

SB/MB/DVBE Certification Number: _________________________ Expiration Date: _________________________

SUPPLIER INFORMATION

FEDERAL EMPLOYER ID NUMBER:

COMPANY NAME AND ADDRESS: CONTACT, PHONE NUMBER, AND EMAIL:

SUPPLIER SIGNATURE AUTHORIZATION

By virtue of submitting a quote, the Authorized Representative signing this RFQ accepts all terms and conditions expressed herein. Bidder offers and agrees that if this response is accepted within Thirty (30) calendar days from the date of opening to furnish all of the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified above and subject to the attached General Provisions.

DECLARATIONS UNDER PENALTY OF PERJURY: By signing below, with inclusion of the date of signature, the Authorized

Representative DECLARES UNDER PENALTY OF PERJURY, under the laws of the State of California as follows: (1)

(STATEMENT OF COMPLIANCE). The Bidder has complied with the non-discrimination program requirements of Government

Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct; (2) the National

Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct; and (3) if a claim is made for the Small Business preference, the information set forth within is true and correct.

AUTHORIZED REPRESENTITVE: SIGNATURE:

TITLE: DATE:

PHONE #: FAX #:

mailto:m_ITAcquisitions@cdcr.ca.gov

EIS 4004-ITGS (Rev. 10/30/2015)

California Government Code (GC) § 14838 et seq. requires that a 5% preference be given to Bidders who qualify as a Small Business or a Non-Small Business claiming at least 25% California Certified Small Business. For requirements, see California Code of Regulations (CCR), Title 2, § 1896 et seq. The requirements for Nonprofit Veteran Service Agencies qualifying as a Small Business are contained in Military and Veterans Code (MVC) § 999.50 et seq.

If this response is accepted within Thirty (30) calendar days following the date the response is due, Bidder offers and agrees to furnish all the items upon which prices are quoted at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the General Provisions – Information Technology (GSPD-401IT).

A. AWARD OF CONTRACT

For the purposes of this solicitation, award will be made on the basis of “Value Effective” to the responsive and responsible Bidder meeting all administrative, mandatory qualifications; and technical requirements, terms, and conditions of this solicitation. The State will use the Standard Agreement form (STD 213) for the purchase execution. Attachment 1 is a sample of the STD 213.

Award of contract, if made, will be in accordance with the Request for Quote (RFQ) information on Evaluation to a responsive and responsible Bidder whose bid complies with all the requirements of the RFQ documents and any Addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within Thirty (30) business days after the scheduled date for Contract Award as specified in the RFQ;

however, a Bidder may extend the offer beyond Thirty (30)) business days in the event of a delay of contract award.

The State reserves the right to modify or cancel this RFQ in whole, or in part. See Exhibit A, Statement of Work.

Written and/or electronic notification of the State’s Intent to Award will be made to all Bidders. If a Bidder, having submitted a bid, can show that its bid, instead of the bid selected by the State, should be selected for contract award, the Bidder will be allowed five (5) business days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

B. EVALUATION CRITERIA

1. ADMINISTRATIVE REQUIREMENTS (Pass/Fail)

Administrative requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Administrative requirements include, but are not limited to:

• Signed RFQ – Information Technology (IT) Services (EIS 4004-ITSC)

• Signed Confidentiality and Non-Disclosure Agreement (see attachment 2)

• Completed Bidder Declaration (GSPD-05-105) (see section G)

• Completed Disabled Veteran Business Enterprise Declarations (STD 843), if applicable (see section G)

• Signed Payee Data Record (STD 204) (see section L)

• Business Entity Certification and/or Seller’s Permit

• Two (2) identical response documents (“Master” and “Copy”) and one (1) electronic (CD) bid response submitted in a single sealed envelope (see section C)

• Two (2) Cost Worksheets (Exhibit B-1) submitted in separate sealed envelopes (see section C)

2. MANDATORY EXPERIENCE (Pass/Fail)

Mandatory requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Mandatory requirements include, but are not limited to:

Describe the Bidder’s form of business (e.g., individual, sole proprietor, corporation, on-profit Corporation, partnership, Limited Liability Company) and detail the name, mailing address, and telephone number of the person the State should contact regarding the proposal.

EIS 4004-ITGS (Rev. 10/30/2015)

Provide a statement of whether there have been any mergers, acquisitions, or sales of the Bidder company within the last ten years, and, if so, an explanation providing relevant details.

Provide a statement of whether there is any pending litigation against the Bidder; and, if such litigation exists, an attached opinion of counsel as to whether the pending litigation will impair the Bidder’s performance in a contract under this RFQ.

Provide a statement of whether, in the last ten years, the Bidder has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and, if so, an explanation providing relevant details.

Provide customer references (Attachment 3) for similar projects representing three of the larger accounts currently serviced by the vendor.

Each reference must include:

o the organization name and business address;

o the name, title, telephone number, and email address of the organization contact knowledgeable about the project work; and o a brief description of the service provided and the period of service.

SAP –SOW Mandatory vendor requirements are:

o Minimum of five (5) years’ experience working on engagements of similar size and scope (2.5TB ECC w/ 71 GB increase per month, 800GB BW w/30GB increase per month) with Government programs/entities. Experience must have been obtained within the last ten (10) years.

o Minimum of five (5) years’ experience working on engagements of similar size and scope as described in this SOW with State and/or Public Agencies.

o Minimum of four (4) years’ experience providing maintenance for large scale SAP environments as outlined in Section C, Scope of Services, of the SAP SOW.

o Minimum of four (4) years’ experience providing support, fixes and patches for the following SAP products:

Enterprise Central Component (ECC) Business Warehouse (BW) Supplier Relation Management (SRM) Exchange Infrastructure (XI) Solution Manager Portal Governance, Risk, and Compliance (GRC) Netweaver gateway

Minimum of four (4) years’ experience providing support for:

o RedHat Linux (as an OS for SAP) o Oracle (as a DB for SAP)

3. CERTIFICATIONS (Pass/Fail)

Certification requirements will be scored as pass or fail. Responsiveness to the requirements listed in this RFQ will be given either a “pass” (e.g., complied with requirement, completed and returned document) or “fail” (e.g., did not comply with requirement, did not complete or return document). Only those Offers that receive a passing score will proceed to the next evaluation step. Certification requirements include, but are not limited to:

A copy of a valid certificate of insurance indicating liability insurance in the amount of at least One Million Dollars ($1,000,000)

A statement of whether the Bidder or any individual who shall perform work under the contract has a possible conflict of interest (e.g., employment by the State of California) and, if so, the nature of that conflict.

EIS 4004-ITGS (Rev. 10/30/2015)

4. DESIRABLE EXPERIENCE (0-30 Points Possible)

Desirable experience will be given a score from 0-30, based on the content and clarity of items submitted.

Desirable experience includes, but is not limited to:

Brief, descriptive statement indicating the Bidder’s credentials to deliver the services sought under this

RFQ.

Brief description of how long the Bidder has been performing the services required by this RFQ and the number of years in business.

Brief description of the organization’s number of employees, client base, and location of offices, including a narrative description of the proposed project team, its members, and organizational structure.

Personnel roster and resumes of key people who shall be assigned by the Bidder to perform duties or services under the contract. Include an estimated number of hours to be worked on the contract for each person. The resumes shall detail each individual’s title, education, current position with the Bidder, and employment history. Include an organizational chart highlighting the key people who shall be assigned to accomplish the work required by this RFQ and illustrating the lines of authority. Designate the individual responsible for the completion of each service component and deliverable of the RFQ including a narrative description of the proposed project team, its members, and organizational structure.

Statement of whether the Bidder intends to use subcontractors and, if so, the names and mailing addresses of the committed subcontractors and a description of the score and portions of the work the subcontractors will perform.

SAP-SOW Desirable technical requirements for the Vendor include:

o Experience providing support for SAP Personas and Fiori;

o Knowledge of security for ECC, BWP, SRM, Portal, XI, Solution Manager, GRC, Personas, Fiori, and GUI;

Knowledge of XML mind, SSO, LDAP, Document Builder and EPI-use DSM, within the SAP environment;

o Experience in ABAP coding; and o Knowledge of Virtual Machine (VMware) high availability environments o Knowledge of Kronos Telestaff

5. COST (0-30 Points Possible)

Each Bidder’s cost score will be calculated based on the ratio of the lowest cost proposal to the Bidder’s cost, multiplied by the maximum number of cost points possible, as shown in the example below:

FORMULA

Lowest Overall Cost Bid x 30 = Bidder Final Cost Score

Bidder Total Cost

EXAMPLE:

300,000 x 30 = 22.5

400,000

C. BID SUBMISSION INSTRUCTIONS

This document is intended to assist bidders with standard instructions for bid submission. The Department of Corrections and Rehabilitation *CDCR) makes no warranty that following these instructions will ensure a compliant submission. Bidders are required to carefully read the solicitation document and adhere to any submission requirements. If there is a question regarding how to submit a bid, please contact the Procurement Official listed on the first page of the solicitation document.

1. STATE’S OWN BID FORM

EIS 4004-ITGS (Rev. 10/30/2015)

Only bids quoted on CDCR’s RFQ form will be accepted. Bids submitted referencing supplier attachments which include legal terms and conditions that conflict with the State’s General Provisions—Information Technology (GSPD-401IT) shall be considered non-responsive and may be rejected.

2. PAPER BID SUBMISSION

Bidders are required to submit two (2) paper bid responses in a separate sealed envelope from the Cost Worksheets (Exhibit B-1). Responses must be submitted by the due date and time identified on the first page of this solicitation. The first paper bid response will be deemed the “Master.” For evaluation purposes, the Master must be complete and include all of the required bid submittals in order to be deemed responsive to the bid requirements. If the paper bid response is incomplete and/or includes discrepancies, Bidder may be deemed non-responsive and subject to the rejection process. The second bid response will be deemed a “Copy”.

3. SUBMISSION METHODS

a. Approved Submission Methods

Bidders may hand-deliver or submit their paper bid via US Postal Service or any courier service (e.g., FedEx, UPS). Identify all bid packages by clearly writing on the outside of the envelope(s) the solicitation number (e.g., RFQ 15-031).

b. Excluded Submission Methods

Facsimile (Fax) and e-mail submissions will not be accepted.

Thumb drives will not be accepted..

D. BIDDER INSTRUCTIONS (GSPD-451)

Bidder Instructions were recently revised. Please read them carefully. The revised Bidder Instructions (GSPD-

451) is located at:

http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf

E. CASH DISCOUNTS

Cash discounts will not be considered when evaluating quote responses for award purposes. However, the discount percentage may be used as a tiebreaker in the event of tie bids. A discount must be at least one percent (1%) and a minimum of $100.00. See Required Payment Date in General Provisions – Information Technology (GSPD-401IT), Paragraph 30.

_____% cash discount for payment within _____ days.

F. CHANGE ORDERS

Any Purchase Order (PO) resulting from this quote may be amended, modified, or terminated at any time by mutual agreement of the parties in writing. Change Orders amending, modifying, or terminating a PO, including modifications of compensation payable, may be issued only by the State Procurement Officer. All such Change Orders shall be in writing and issued only upon written concurrence of the Supplier.

G. DECLARATION FORMS

1. BIDDER DECLARATION (GSPD-05-105)

All Bidders must complete the Bidder Declaration form and include it with the bid response. When completing the declaration, Bidders must identify all Subcontractors proposed for participation in the contract. Bidders awarded an Agreement are contractually obligated to use the Subcontractors for the corresponding work identified, unless the State agrees to a substitution incorporated by Amendment to the Agreement. The Bidder Declaration (GSPD-05-105) form is located at:

http://www.documents.dgs.ca.gov/pd/poliproc/master-BidDeclar08-09.pdf http://www.documents.dgs.ca.gov/pd/modellang/GSPD451-110911.pdf http://www.documents.dgs.ca.gov/pd/poliproc/master-BidDeclar08-09.pdf

2. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) DECLARATIONS (STD 843)

Bidders who have been certified by the State of California as a DVBE (or who are bidding rental equipment and have obtained the participation of Subcontractors certified by the State of California as a DVBE) must also submit a completed DVBE Declaration form. All disabled veteran owners and disabled veteran managers of the DVBE(s) must sign the form(s). The completed form should be included with the bid response. The DVBE Declarations (STD 843) are located at:

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

H. DELIVERY AND DELIVERY METHOD

Delivery shall be completed in full within Thirty (30) calendar days after receipt of a PO. In accordance with Paragraph 14, Delivery, of the General Provisions—Information Technology (GSPD-401IT), the Supplier shall adhere to the delivery terms and completion schedule as specified in this solicitation. Failure to comply with the delivery requirements may be considered a Breach of Contract and may subject the Supplier to Paragraph 25, Rights and Remedies of the State for Default, of the General Provisions—Information Technology (GSPD- 401IT), located at:

http://www.documents.dgs.ca.gov/pd/poliproc/GSPD401IT14_0905.pdf

For purposes of this bid, only bids quoted Free On Board (F.O.B.) Destination—Freight Prepaid will be accepted.

No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bond, or any other cost will be paid by the State, unless expressly included and itemized in the Agreement.

International shipments will be delivered Duty Paid. Import costs, duties, taxes, value added tax, or any other transportation or customs costs will not be paid by the State, unless expressly included and itemized in the Agreement.

I. FACTORY AUTHORIZED DISTRIBUTOR/DEALER/PARTNER REQUIREMENT

The Supplier must be either the Manufacturer or a Factory Authorized Distributor/Dealer/Partner for the Manufacturer.

Only bids submitted by a Manufacturer or an "Authorized Distributor/Dealer/Partner" will be accepted. An "Authorized Distributor/Dealer/Partner" is a Supplier who is normally and regularly engaged in the business of selling the products of the Manufacturer. To qualify as an “Authorized Distributor/Dealer/Partner", a Supplier must have technical expertise in the product line(s) being offered for sale, employ individuals who are knowledgeable in the products, maintain an inventory of finished products and/or spare parts, and offer technical assistance and repair capabilities. All "Authorized Distributors/Dealers/Partners" must provide substantially the same level of service.

"Authorized Distributors/Dealers/Partners" must either be listed on the manufacturer's website or else submit a signed agreement or other documentation from the manufacturer indicating its status as "factory authorized". A "one-time agreement" is not acceptable.

If applicable, please provide the manufacturer’s website address here: _________________________________

J. KEY ACTION DATES

Action Date Time

Release of RFQ February 24, 2016

RFQ Questions Due March 8, 2016 11:00 AM

Release Answers to Questions March 9, 2016

RFQ Responses Due March 21, 2016 3:00 PM

Evaluation of Responses* March 22-24, 2016

Public Cost Opening* March 28, 2016

Notification of Selection* March 29, 2016

Last Day to Protest Award April 1, 2016

Proposed Agreement Start Date* April 8, 2016 *These Key Action Dates are subject to change, depending on the length of time taken for the evaluation process. Only active participants will be notified of such date changes.

http://www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf

K. NEW EQUIPMENT

All equipment to be provided in response to a State of California solicitation shall be new and the latest model in current production. Used, shopworn, demonstrator, prototype, or discontinued models are not acceptable.

L. PAYEE DATA RECORD

The successful Bidder will be required to submit a Payee Data Record (STD 204) listing their Taxpayer Identification Number. The Payee Data Record (STD 204) form is located here Copy and paste this link into a web browser.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

M. POSTCONSUMER RECYCLED-CONTENT PRODUCTS

The State Agency Buy Recycled Campaign requires State Agencies to report purchases in many product categories. In order to comply with those requirements, Contractors are required to complete and return the Postconsumer-Content Certification (CIWMB 74) form with their bid response. Failure to complete and return the form may disqualify a Contractor’s bid from consideration. The Postconsumer-Content Certification (CIWMB 74) form is located here.

http://www.calrecycle.ca.gov/buyrecycled/stateagency/Forms/CalRecycle074.pdf (Copy and paste this link into a web browser)

N. PREFERENCE PROGRAMS

1. DVBE

For the purposes of this solicitation, the DVBE Program Requirements have been waived.

The State of California has established goals for DVBEs participating in State contracts. Bidders must complete and return all the appropriate pages in order for the bid to be considered responsive. Please review the California DVBE Incentive information (page 3 of 4) at:

http://www.documents.dgs.ca.gov/pd/delegations/DVBEPckt2.doc

2. SMALL BUSINESS

a. Small Business Regulations

The Small Business regulations (located in CCR Title 2, Division 2, Chapter 3, Subchapter 8, Section 1896 et. seq.), concerning the application and calculation of the Small Business Preference, Small Business Certification, responsibilities of Small Business, Department certification, and appeals are revised, effective 09/09/2004. The new regulations can be viewed at:

http://www.dgs.ca.gov/pd/Programs/OSDS.aspx.

Access the regulations by clicking on SB/DVBE Legislation & Executive Orders in the right sidebar. For those without Internet access, a copy of the regulations can be obtained by calling the State of California Department of General Service (DGS) Office of Small Business and DVBE Services (OSDS) at (916) 375-4940.

b. Non-Small Business Subcontractor Preference

A 5% bid preference is now available to a non-small business claiming 25% California Certified Small Business Subcontractor participation. If applicable, claim the preference in the box on the first page of this solicitation.

c. Small Business Nonprofit Veteran Service Agencies (SB/NVSA) http://www.calrecycle.ca.gov/buyrecycled/stateagency/Forms/CalRecycle074.pdf http://www.documents.dgs.ca.gov/pd/delegations/STD840.doc http://www.dgs.ca.gov/pd/Programs/OSDS.aspx

EIS 4004-ITGS (Rev. 10/30/2015)

SB/NVSA Prime Bidders meeting requirements specified in the MVC § 999.50 et seq. and obtaining a California certification as a Small Business are eligible for the 5% Small Business Preference. If applicable, claim the preference in the box on the first page of this solicitation.

d. Bid Attachment, if Claiming the Small Business Preference

All Bidders must complete and include the Bidder Declaration (GSPD-05-105) form. If claiming the Non-Small Business Subcontractor Preference, the form must list all of the California certified Small Businesses with which the Bidders commit to subcontract in an amount of at least 25% of the net bid price. All certified Small Businesses must perform a “Commercially Useful Function” in the performance of the contract as defined in GC § 14837(d)(4).

e. Small Business Certification

Bidders claiming the Small Business Preference must be certified by the State of California as a Small Business or must commit to subcontract at least 25% of the net bid price with one or more California certified Small Businesses. Completed certification applications and required support documents must be submitted to the DGS OSDS no later than 5:00 p.m. on the bid due date, and DGS OSDS must be able to approve the application as submitted.

Small Business Nonprofit Veteran Service Agencies (SB/NVSA) claiming the Small Business Preference must possess certification by the State of California prior to the day and time bids are due.

Questions regarding certification should be directed to DGS OSDS at (916) 375-4940.

3. TACPA PROGRAM PREFERENCE

The Target Area Contract Preference Act (TACPA) will be granted for this procurement. Bidders wishing to take advantage of this preference will need to review the TACPA website:

http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

Bidders wishing to take advantage of these preferences are required to submit the TACPA (STD 830) with their response.

O. PRICES

Pricing shall be all-inclusive. Only the price/changes submitted in the quote response shall be accepted and included in the awarded Purchase Order.

P. PROHIBITION ON TAX DELIQUENTS

Persons or companies identified as the largest tax delinquents by the State of California Franchise Tax Board

(FTB) or Board of Equalization (BOE) under authority of RTC § 7063 or 19195, shall be disqualified from the bidding process. PCC § 10295.4, Approval of Contracts: (a) Notwithstanding any other law, a State Agency shall not enter into any contract for the acquisitions of goods or services with a contractor whose name appears on either list of the 500 largest tax delinquencies pursuant to Section 7063 or 19195 of the Revenue and Taxation Code. Any contract entered into in violation of this subdivision is void and unenforceable. (b) This section shall apply to any contract executed on or after July 1, 2012.

Q. PROTESTS

Any Bidder’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation, or they may result in a protest. The procurement procedure is designed to give the bidder and the State adequate opportunity to submit questions and discuss the requirements prior to the RFQ Response Due date. There are two types of protests: requirements (initial) protests and award protests. Protests regarding any issue other than selection of the “successful bidder” are requirements protests and will be heard and resolved by the Deputy Director of DGS Procurement Division, whose decision is final. All requirements protests must be made in writing and submitted in a timely manner prior to the RFQ Responses Due date, to the Deputy Director address indicated below.

http://www.documents.dgs.ca.gov/pd/poliproc/tacpapage.pdf

If a Bidder has submitted a bid which it believes to be responsive to the requirements of the RFQ and which the Bidder feels should have been selected according to the evaluation procedures in the solicitation, and the Bidder believes the State has incorrectly selected another Bidder for award, the Bidder may submit a protest of the selection as described below. Protests regarding selection of the “successful vendor” will be heard and resolved with a final decision by the Victim Compensation and Government Claims Board.

All protests of award must be made in writing, signed by an individual authorized to bind the Bidder contractually and financially, and contain a statement of the reason(s) for protest - citing the law, rule, regulation, or procedure on which the protest is based. The Protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Deputy Director

Procurement Division 707 Third Street, Second Floor South

West Sacramento, CA 95605 Fax Number: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the Protester should obtain a Receipt of Delivery.

R. REQUESTS FOR ADDITIONAL INFORMATION

At the State’s option, and prior to award, Bidders may be required to submit additional written clarifying information. Failure to submit the required written information as specified may be grounds for bid rejection.

S. RESPONSIBLE BIDDER

CDCR may require Bidder(s) to submit evidence of their qualifications at such times and under conditions as it may deem necessary. The question of whether a particular Bidder is a Responsible Bidder may involve an evaluation of the Bidder’s experience, type of facility, expertise, and/or financial resources regarding the particular items requested by the pertinent solicitation. If a Bidder has been determined to be non-responsible, the bid shall be rejected.

T. RESPONSIVE BIDDER

CDCR requires a supplier to be responsive to this solicitation. A supplier who submits a bid response compliant with the solicitation requirements and can perform without material deviation from the terms and conditions outlined in this RFQ will be deemed responsive.

U. BUSINESS ENTITY CERTIFICATION OR SELLER’S PERMIT

If applicable, please note that award will be conditional on providing the following document prior to award.

Provide Bidder’s California retailer’s seller’s permit or certification of registration and, if applicable, the permit or certification of all participating affiliates, issued by BOE,, pursuant to all requirements as set forth in the Revenue and Taxation Code (RTC) § 6487, 7101, 6452.1, 6487.3, and 18510, and PCC § 10295.1. In order to expedite the process of verifying the validity of the permit, provide the BOE permit number in the space provided below (or attach a copy of the permit with a bid).

Retailer’s Seller’s Permit Number: _______________________

V. SPECIFICATION COMPLIANCE

If the Bidder has indicated that the products or services offered does not comply in all respects with the attached Exhibit A, SOW, Bidder is to list in detail in his/her response any and all deviations.

Deviations:

W. SUPPLIER’S TERMS AND CONDITIONS

CDCR objects to and will not evaluate or consider any terms and/or conditions submitted by the Bidder. In signing and submitting a response, the Bidder agrees that any additional terms and/or conditions, whether submitted intentionally or inadvertently, shall have no force or effect on the resulting Agreement. Bid responses that reference a Supplier’s own terms, conditions, and/or provisions will be considered non-responsive and may be rejected.

X. TOBACCO-FREE ENVIRONMENT

Pursuant to Penal Code § 5030.1, the use of tobacco products by a person on the grounds of any institution or facility under the jurisdiction of CDCR is strictly prohibited.

Y. SOLICITATION ATTACHMENTS

The documents below are considered part of this solicitation.

1. Exhibit A, SOW

2. Exhibit A-1, Covered Products

3. Exhibit A-2, Tax Engine License

4. Exhibit A-3, Deliverable Expectation Document

5. Exhibit A-4, Deliverable Acceptance Document

6. Exhibit B, Budget Detail and Payment Provisions

7. Exhibit B-1, Rate Sheet

8. Exhibit C, DGS Provisions – Information Technology

9. Exhibit D, CDCR Special Provisions

10. Attachment 1, Sample Standard Agreement Form (STD 213)

11. Attachment 2, Confidentiality and Non-Disclosure Agreement

12. Attachment 3 Customer Reference

13. Bidder Instructions (GSPD-451) – (see Section D)

14. Bidder Declaration (GSPD-05-105) (see Section G)

15. DVBE E Declarations, if applicable (STD 843) (see Section N)

16. Payee Data Record (STD 204) (see Section L)

17. Postconsumer-Content Certification (CIWMB 74) (see Section M)

18. California DVBE Program Requirements, if applicable (see Section N)

19. TACPA Program Preference, if applicable (see Section N)

20. Business Entity or Seller’s Permit Information (see section U)

Z. RESPONSE CHECKLIST

The following checklist identifies applicable items that must be completed and returned with the bid in order to be evaluated for award. This checklist is not all-inclusive. It is only a tool to aid the Bidder. It is the sole responsibility of the Bidder to read the RFQ thoroughly and comply with all requirements herein. Failure to return any of these items with a bid response may result in a bid’s being considered non-responsive and rejected.

Signed RFQ – IT Services (EIS 4004-ITGS)

Two Response/Bid Packages (“Master” and “Copy”) submitted in separate sealed envelopes (see Section B, 1).

Itemized Quote on Company Letterhead (separate sealed envelopes)

Signed Confidentiality and Non-Disclosure Agreement

Bidder Declaration (GSPD-05-105) (see Section G)

DVBE Declarations (STD 843), if applicable (see Section N)

Payee Data Record (STD 204) (see Section L)

Postconsumer Content Certification Form (CIWMB 74) (see Section M)

TACPA Application Form, if applicable (see Section N)

Business Entity or Seller’s Permit Information (see Section U)

EXHIBIT A

STATEMENT OF WORK (SOW)

A. CONTRACT PURPOSE AND DESCRIPTION

This Statement of Work (SOW) for Systems, Application Products (SAP) Support Services outlines the Maintenance and Operations (M&O) Support Model for all SAP functionalities in support of the California Department of Corrections and Rehabilitation (CDCR) Business Information System (BIS) Program. The contractor will be responsible for maintaining SAP software licensing and support services for the California Department of Corrections and Rehabilitation. The M&O model includes technical, functional, and other support areas. The

Contractor must have specific knowledge in ABAP Development, Security, BASIS, SAP Exchange Infrastructure (XI/PI), configuration, report and technical writing, functional specialist (including Human Capital Management, Financial, Supply Chain/Contracts, Time and Shift) testing, and Mobility Engineering.

B. OBJECTIVES

The objective of this Agreement is to provide, at a minimum:

M&O Support for all existing SAP work efforts;

M&O Support for application enhancements;

Knowledge transfer to State employees in order to reduce future contractual dependencies; and

Recommendations for future enhancement activities in support of more efficient SAP use.

C. CONTRACTOR REQUIREMENTS

1. Mandatory Requirements

a. Minimum of five (5) years’ experience working on engagements of similar size and scope (2.5TB ECC w/ 71 GB increase per month, 800GB BW w/30GB increase per month) with Government programs/entities. Experience must have been obtained within the last ten (10) years.

b. Minimum of five (5) years’ experience working on engagements of similar size and scope as described in this SOW with State and/or Public Agencies.

c. Minimum of four (4) years’ experience providing maintenance for large scale SAP environments as outlined in Section C, Scope of Services, of the SAP SOW.

d. Minimum of four (4) years’ experience providing support, fixes and patches for the following SAP products:

Enterprise Central Component (ECC)

Business Warehouse (BW)

Supplier Relation Management (SRM)

Exchange Infrastructure (XI)

Solution Manager

Portal

Governance, Risk, and Compliance (GRC)

Netweaver gateway

e. Minimum of four (4) years’ experience providing support for:

RedHat Linux (as an OS for SAP)

Oracle (as a DB for SAP)

2. Desirable Requirements

a. Experience providing support for SAP Personas and Fiori;

b. Knowledge of security for ECC, BWP, SRM, Portal, XI, Solution Manager, GRC, Personas, Fiori, and GUI;

c. Knowledge of XML Mind, SSO, LDAP, Document Builder and EPI-use DSM, within the SAP environment;

d. Experience in ABAP coding;

e. Knowledge of Virtual Machine (VMware) high availability environments; and

f. Knowledge of Kronos Telestaff.

D. SCOPE OF SERVICES

The Scope of Services for this Agreement is definite in this Section. Deviations that arise during this Agreement will be managed through the procedure described in the SAP BIS Change Control Board Procedures (Attachment 4).

The detailed M&O activities and tasks to be carried out shall be determined and scheduled by the CDCR BIS Program Director (PD), or selected representative, and the Contractor, through the use of the Exhibit A-3, Deliverable/Task Expectation Document, and Exhibit A-4, Acceptance Document.

All Service Incidents and/or Service Requests shall be treated in severity level order and, within the same severity level, in the order received, unless directed otherwise by the CDCR BIS PD, or selected representative.

1. Services

Contractor shall provide CDCR with certain support services and deliverables as follows for the products listed in Exhibit A-1, Covered Products, and are subject to the capitalized definitions and additional terms found in Section 7, Service Definitions and Terms below:

a. Transition Services and Support

Contractor shall work with the existing Contractor to transition all M&O Support Services (e.g., documentation, knowledge base) as smoothly and effortlessly as possible. Transition activities include identifying and archiving all applicable SAP software versions and Online Service System Notes (OSS).

b. Product License Maintenance

Contractor shall be responsible for securing and maintaining all SAP licenses currently held by CDCR including all owned installed and uninstalled versions, patches, notes and guides.

c. Product Support

Contractor shall provide CDCR with diagnostic services, advice, and recommendations relating to the proper operation of CDCR’s SAP System currently provided by SAP.

d. Product Fixes

Contractor shall provide fixes for issues CDCR encounters in SAP Applications for the products listed in Exhibit A-1, Covered Products, and used in the SAP Production Release, as well as the Target SAP Production Release for any SAP upgrade project CDCR currently has underway. Contractor shall provide fixes to the SAP source code provided by default (e.g., the unmodified source code and related updates as delivered by SAP to CDCR for the Covered Products) and CDCR-Created Customized Code.

e. Tax, Legal and Regulatory Updates

Contractor shall provide tax, legal and regulatory updates during the Support Period for the products and jurisdictions on Exhibit A-1, Covered Products.

f. Installation Support

Contractor shall provide support for re-installations of the SAP System, if required, as a result of an Issue with CDCR’s development, test, or production environments.

Installation support shall include advice and recommendations for the execution of installation scripts and configuring the SAP Technology Foundation.

Installation support shall include advice and recommendations related specifically to CDCR’s choice of Vendor-Supported Relational Database Management System (RDBMS) platform and/or CDCR’s choice of Vendor-Supported Operating System (OS) platform for the SAP Technology Foundation and Relational Database Management System (RDBMS) servers.

g. Interoperability Support

Contractor shall provide advice, recommendations, and testing assistance with issues likely to involve interoperability issues among the SAP Technology Foundations, SAP Applications, Vendor-Supported RDBMS platform and Vendor- Supported OSs.

h. Performance Tuning Support

Contractor shall provide performance tuning diagnostics, advice, and recommendations for the SAP Technology Foundation and SAP Applications using proprietary and commercially available tools. Contractor shall use commercially reasonable efforts to provide advice and recommendations for performance tuning for the CDCR’s Vendor-Supported RDBMS, Vendor-Supported OSs, and third-party products used in the SAP System.

i. Upgrade Process Support

Contractor shall provide upgrade process support from CDCR’s current SAP Production Release to any Target SAP Production Release listed on Exhibit A-1, Covered Products, and available to SAP customers prior to termination of CDCR’s SAP support services agreement for the Covered Products. Contractor shall make upgrade support available to any such Target SAP Production Release for a minimum of fifteen (15) calendar years after the date this Agreement is executed, provided the Agreement remains in effect without interruption during said fifteen (15) year period.

j. Archiving Assistance

Provided that the CDCR’s SAP Support Services for the products identified in Exhibit A-1, Covered Products, have not expired, Contractor shall assist CDCR in identifying and obtaining copies of the Covered Products, software updates to the Covered Products, and other support-related materials for the Covered Products. CDCR designates Contractor as an authorized, designated SAP support contact and will provide Contractor with temporary logins and passwords needed to access SAP’s Service MarketPlace as CDCR’s Limited Agent for the purpose of identifying and obtaining selected SAP Online Service System Notes (OSS) Notes and other support-related materials for the Covered Products. CDCR’s authorization of Contractor’s Limited Agent status and right to utilize the provided logins and passwords shall expire on the earlier of the following:

Agreement End Date; or

Upon receipt by Contractor of written notice from CDCR terminating Contractor’s Limited Agent status and authorization.

CDCR will also provide Contractor with remote access to a file storage location where CDCR’s support-related materials will be transferred once obtained from SAP.

The file storage location and remote access connectivity thereto must meet the technical guidelines provided to the Contractor by CDCR.

2. Service Level Agreement

For the term of this Agreement, CDCR will be entitled to receive support twenty-four (24) hours a day, seven (7) days a week, including major State holidays, for Critical Issue (P1) cases. Response time commitment for a first conversation with a Contractor engineer after CDCR contacts Contractor with a request for support on a Critical Issue case is less than thirty (30) continuous minutes. CDCR will be entitled to receive support for all other issues during Contractor Business Hours specified in Exhibit A-1, Covered Products. Response time commitments and communication update intervals for each issue are detailed in Table 1 below. Business Impact Guidelines for each CDCR Priority Level are detailed in Table 2 below.

Table 1

Issue Severity

CDCR Priority Level

Contractor Initial Response Commitment

CDCR Communications Update Commitment*

Critical Issue

Priority 1 30 Elapsed Minutes Every 2 Elapsed Hours

Serious Issue

Priority 2 2 Business Hours Every 4 Business Hours

Standard Issue

Priority 3 1 Business Day Every 5 Business Days

Q&A Priority 4 1 Business Day As appropriate

*If resolution of an issue is dependent upon an interim measure, such as developing a software patch, an alternative communication update or commitment may be defined and agreed upon between Contractor and CDCR.

Table 2

CDCR

Priority Level

Business Impact Guidelines

Priority 1

A supported Covered Product is completely unavailable to users or is working at a severely degraded capacity/performance level for multiple users that makes Covered Product unusable; or an issue has a major impact to external client/customer; or an issue is impacting revenue or time sensitive regulatory compliance, and no acceptable workaround exists.

Priority 2

A supported Covered Product's functionality has become limited or is working at marginally degraded capacity or performance for multiple users and no acceptable workaround exists; or an issue for which a Covered Product component is unavailable or is working at a severely degraded capacity/performance, and an acceptable workaround exists.

Priority 3

A single user is unable to use a Covered Product or or its component that is necessary for the user to perform primary work activities; or a non-critical issue is encountered with the Covered Product that leads to a minimal loss of functionality, capacity or performance; or a feature is unavailable and another can be readily used (e.g., routing to a different printer).

Priority 4 General request for information (Q&A), or report of event not causing impact to work operations or production.

3. Services Definitions and Terms

The following Service Definitions and Terms may or may not be used throughout this Agreement:

a. SAP Technology Foundation: The SAP and third party products known as SAP IMG, ABAP Workbench, NetWeaver Development Studio, application servers, web servers, and middleware products (e.g., XI).

b. SAP Production Release: The SAP product release level that CDCR is currently using in its live, production environment, as specified in Exhibit A-1, Covered Products.

c. Target SAP Production Releases: The SAP product release level to which CDCR is planning to upgrade as its next, live, production environment, as specified in Exhibit A-1, Covered Products, operating on the SAP Production Release.

d. SAP System: The CDCR’s SAP Technology Foundation and Applications listed in Exhibit A-1for the SAP Production Release.

e. Covered Products: The individual product modules licensed to CDCR, set forth in Exhibit A-1, Covered Products.

f. SAP Application: A SAP product whose definition, design, and operating characteristics are defined as on-line and batch code managed in ABAP Workbench or as a callout subroutine from ABAP Workbench. It can be altered using ABAP Workbench, IMG Configuration, or JAVA.

g. RDBMS: Relational Database Management System. Examples include DB2, Informix, Sybase, Oracle, and SQL Server products by IBM, Sybase, Oracle, and Microsoft.

h. Vendor-Supported Operating System: An OS and OS release level supported by SAP on or before CDCR terminates its SAP support services for the Covered Products, or subsequently agreed to be supported by Contractor for use with CDCR’s SAP Production Release, as specified in Exhibit A-1, Covered Products.

i. Vendor-Supported RDBMS Release: An RDBMS and its release level supported by SAP on or before CDCR terminates its SAP support services, or subsequently agreed to be supported by Contractor for use with CDCR’s SAP Production Release, as specified in Exhibit A-1, Covered Products.

j. CDCR-Created Customized Code: Changes or updates made by CDCR or CDCR’s representatives to SAP ABAP on-line, batch, and report objects that vary from the standard, unmodified, core code delivered to CDCR on physical media or via SAP Service MarketPlace and any related modified documentation.

k. Issue: (See Table 1, Section D, 2, Service Level Agreement) An issue that meets all of the following criteria:

Found by CDCR in the SAP Technology Foundation, SAP Applications, or in any updates and fixes provided to CDCR by Contractor and SAP or obtained by CDCR from SAP up through the date CDCR terminates its SAP support services agreement for Covered Products

CDCR knows of the issue during the Support Period and reports the issue to Contractor during the applicable Support Period

Meets one of the four Priority Level criteria in Table 2, Section D, 2, Service Level Agreement.

l. Help Desk Support: First line corrective assistance by one (1) or more individuals or a third party organization designated and/or contracted by CDCR to be the first point of contact for the CDCR’s users of Covered Products. Help Desk Support provides an initial front-line response to CDCR user-reported cases, and resolves low-level user reported issues. Common issues to be resolved by Help Desk Support include general system information requests, Covered Product user administration (e.g. user setup and security), CDCR-specific operational procedures, hardware issues and infrastructure availability (e.g. LAN, web, Internet Service Provider, application, and database access).

m. System Administration Support: In-depth technical and system administration support that includes technical troubleshooting, analysis, and resolution options for Covered Products. System Administration Support services are more advanced than those provided by Help Desk Support. System Administration Support is staffed with personnel trained and experienced in the Covered Products. Issues with Covered Products reported by CDCR end users to Help Desk Support that are not fully resolved by Help Desk Support may be escalated to System Administration Support.

System Administration Support may assist Help Desk Support resolve issues;

provide independent System Administration Support diagnosis and resolution of more advanced issues; and/or install and configure software workarounds, updates or fixes provided by Contractor. Issues not resolved by System Administration Support may be escalated to Contractor.

n. Business Hour: A single hour of time during the Contractor Business Hours specified in Exhibit A-1.

o. Business Day: Nine (9) consecutive Business Hours.

p. Elapsed Minutes: Actual accrued time from a specific event (such as logging a case).

q. Interoperability support. Interoperability Support will be available to CDCR for its

SAP System as long as the combination of products and platforms is supported and designed for compatible use in the SAP System. Such combination of products and platforms will be fully tested for issues related to third-party products that are incompatible with or that were not properly tested for proper interoperability prior to production rollout and go-live. CDCR is fully responsible for any interoperability issues related to third-party products that are incompatible with or that were not properly tested for proper operation with CDCR’s SAP System. Contractor shall provide, at an additional fee per request and with CDCR providing copies of all source and target software releases, interoperability testing for OS and RDBMS release updates not tested by SAP for proper operation prior to the termination of CDCR’s SAP support services agreement for the Covered Products.

r. Performance Tuning: CDCR is responsible for ensuring adequate and reasonable functional, scalability, and regression testing that is completed in development and testing phases prior to production rollout and go-live. Performance tuning support includes recommendations and advice for configuration, deployment, and parameter settings for the SAP Technology Foundation and SAP Applications.

s. Upgrade Support. CDCR is responsible for requesting and receiving from SAP all licensed and available software releases that CDCR may utilize as a Target SAP Production Release,…