2017-17 Required RFB Submittals.docx

REQUIRED RFB SUBMITTALS

Request for Bid No. DOJ-2017-17

Implementation of eDiscovery Solution

These documents can be made available upon request, in accessible formats to qualified individuals with disabilities.

SIGNATURE PAGE – RETURN WITH YOUR PROPOSAL

REQUEST FOR BIDS

No. 2017-17

THIS IS NOT AN ORDER

Bid envelope shall be sealed and plainly marked in lower corner with due date and Request for Bid number DOJ-2017-17. Late bids shall be rejected. Bids shall be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office shall be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids shall be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records shall be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder shall contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

Bids shall be sealed and addressed to:

Fax and e-mail bids are not accepted

Bidder to complete this section:

BIDDER (Name and Address)

Issue Date:

April 5, 2017

Name (Contact for further information) Monette McGuire

Phone 608-266-2609

DESCRIPTION

Implementation of eDiscovery Solution

|_| We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Bids.

|_| We claim Wisconsin certified disabled veteran-owned business preference. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED disabled veteran-owned business. Bidder shall be certified by the Wisconsin Department of Administration. If you have questions concerning the certification process, contact the Wisconsin Department of Administration, 101 E. Wilson St., 6th Floor, Madison, WI 53703, (608) 261-2510. Does Not Apply to Printing Bids.

|_| We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process shall be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605.

In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury.

We shall comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.

Name of Authorized Company Representative (Type or Print)

Title

Signature of Above

Date

E-mail

This form can be made available in accessible formats upon request to qualified individuals with disabilities.

VENDOR INFORMATION

ADDRESS

CITY

STATE

ZIP + 4

ADDRESS

CITY

STATE

ZIP + 4

NAME

TITLE:

TEL

E-MAIL ADDRESS

NAME

TITLE:

TEL

E-MAIL ADDRESS

NAME

TITLE:

TEL

E-MAIL ADDRESS

ADDRESS

CITY

STATE

ZIP + 4

Any vendor awarded over $50,000 on this contract must submit affirmative action information to the department. Please name the Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan.

NAME

TITLE:

TEL

E-MAIL ADDRESS

ADDRESS

CITY

STATE

ZIP + 4

VENDOR REFERENCES

FOR VENDOR:

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) and/or service(s) used for four (4) or more installations with requirements similar to those included in this solicitation document. If vendor is proposing any arrangement involving a third party, the named references should also be involved in a similar arrangement.

Company Name

Address (include ZIP)

Contact Person

Phone No.

Contract Period

Products Provided

Company Name

Address (include ZIP)

Contact Person

Phone No.

Contract Period

Products Provided

Company Name

Address (include ZIP)

Contact Person

Phone No.

Contract Period

Products Provided

Company Name

Address (include ZIP)

Contact Person

Phone No.

Contract Period

Products Provided

State of Wisconsin Department of Administration

DOA-3333 (R03/2004)

Division of State Agency Services State Bureau of Procurement

Vendor Agreement Wisconsin’s Cooperative Purchasing Service

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts. Participating in the service gives vendors opportunities for additional sales without additional bidding. Municipalities use the service to expedite purchases. A "municipality" is defined as any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (s. 16.70(8), Wis. Stats.). Federally recognized Indian tribes and bands in this state may participate in cooperative purchasing with the state or any municipality under ss. 66.0301(1) and (2), Wis.Stats.

Interested municipalities:

· will contact the contractor directly to place orders referencing the state agency contract number; and

· are responsible for receipt, acceptance, inspection of commodities directly from the contractor, and making payment directly to the contractor.

The State of Wisconsin is not a party to these purchases or any dispute arising from these purchases and is not liable for delivery or payment of any of these purchases.

The State of Wisconsin will determine the contractor’s participation by checking a box below.

|_| MANDATORY: Bidders/Proposers must agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. Vendors should note any special conditions below.

|X| OPTIONAL: Bidders/Proposers may or may not agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities. A vendor’s decision on participating in this service has no effect on awarding this contract.

A vendor in the service may specify minimum order sizes by volume or dollar amount, additional charges beyond normal delivery areas, or other minimal changes for municipalities.

Vendor: please check one of the following boxes in response.

|_| I Agree to furnish the commodities or services of this bid/proposal to Wisconsin municipalities with any special conditions noted below.

|_| I Do Not Agree to furnish the commodities or services to Wisconsin municipalities.

Special Conditions (if applicable):

Name (Type or Print) Title

Company Telephone

Address (Street) City State

ZIP + 4

Commodity/Service Request for Bid/Proposal Number

DOJ-2017-17

STATE OF WISCONSIN

DOA-3027 (R01/98)

DESIGNATION OF CONFIDENTIAL AND PROPRIETARY INFORMATION

The attached material submitted in response to RFB DOJ-2017-17 includes proprietary and confidential information which qualifies as a trade secret, as provided in s. 19.36(5), Wis. Stats., or is otherwise material that can be kept confidential under the Wisconsin Open Records Law. As such, we ask that certain pages, as indicated below, of this bid/proposal response be treated as confidential material and not be released without our written approval.

Prices always become public information when bids/proposals are opened, and therefore cannot be kept confidential.

Other information cannot be kept confidential unless it is a trade secret. Trade secret is defined in s. 134.90(1)(c), Wis. Stats. as follows: "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique or process to which all of the following apply:

We request that the following pages not be released

Section Page # Topic

IN THE EVENT THE DESIGNATION OF CONFIDENTIALITY OF THIS INFORMATION IS CHALLENGED, THE UNDERSIGNED HEREBY AGREES TO PROVIDE LEGAL COUNSEL OR OTHER NECESSARY ASSISTANCE TO DEFEND THE DESIGNATION OF CONFIDENTIALITY AND AGREES TO HOLD THE STATE HARMLESS FOR ANY COSTS OR DAMAGES ARISING OUT OF THE STATE'S AGREEING TO WITHHOLD THE MATERIALS.

Failure to include this form in the bid/proposal response may mean that all information provided as part of the bid/proposal response will be open to examination and copying. The state considers other markings of confidential in the bid/proposal document to be insufficient. The undersigned agrees to hold the state harmless for any damages arising out of the release of any materials unless they are specifically identified above.

Company Name ___________________________________________

This document can be made available in accessible formats to qualified individuals with disabilities.

RFB RECEIPT and SUBMITTAL CHECKLIST

RFB Sections

Section 1: General RFB Information and Instruction

Section 2: Project Background, Scope and Contract Requirements

Section 3: Bid Content and Submittals

RFB Exhibits

Exhibit A: Scope of Work

Exhibit B: Software and Technical Requirements

Exhibit C: Standard Terms and Conditions (RFP/RFP) DOA-3054

Exhibit D: Supplemental Standard Terms and Conditions for Procurements for Services DOA-3681

Note the Addendum no. and date the following notices, if applicable:

Addendum No. ____ Dated: ______________

Addendum No. ____ Dated: ______________

RFB Cover Page - Signature Page

Vendor Information

Vendor References

Wisconsin Cooperative Purchasing Service (DOA-3333 - RO3/2004)

Designation of Confidential and Proprietary Information (DOA-3027)

Receipt Forms and Submittal Checklist

BID PRICE SHEET

Professional Implementation and Consulting Services Prices shall be quoted as a not-to-exceed cost for services as described in RFB Attachment A, Scope of Work, for the total project and broken down for each Phase identified. The sealed dollar bid must contain all pricing information relative to providing services described in the RFB. The total all-inclusive maximum price proposed shall contain all direct and indirect costs, including but not limited to, all fees related to communication, reproduction, out of pocket expenses, including all travel and travel related expenses.

Pricing shall include two (2) all-inclusive onsite implementation trips, the purposes of which will be mutually agreed upon by both parties and scheduled accordingly. Each trip shall be a minimum of two days onsite and shall be all inclusive of any travel expenses including travel time, transportation, lodging and meals.

Hourly Rate Schedule.

Provide an hourly rate for optional services considered to be within the scope of the procurement and essential for the successful implementation of the project, but may not have been accounted for in this RFB. Provide specific job titles and corresponding hourly rate.

BIDDER RESPONSE

COMPLIANCE WITH QUALIFICATIONS, EXPERIENCE AND

AND SCOPE OF WORK REQUIREMENTS

This section specifies QUALIFICATION, EXPERIENCE AND SCOPE OF WORK COMPLIANCE REQUIREMENTS which the DOJ requires for the desired procurement. The State requires the Contractor to have the proven ability to deliver the types of services sought in this RFB. The purpose of this section is to provide the State with a basis for determining a bidder’s capability to undertake an engagement of this size and scope.

Bidders must indicate one and/or any applicable response code for each requirement: Conditions of the RFB that include the word “must” or “shall” describe a mandatory requirement. Failure to meet a mandatory requirement will disqualify your bid, unless determined by DOJ that no bidders are able to meet such requirement, in which case, the DOJ reserves the right to delete or modify said mandatory specification or condition.

This RFB document, any amendments, addenda and the awarded proposer’s response as accepted by the DOJ, shall constitute part or the entire resulting contract.

Bidders must confirm their ability to satisfy each Mandatory Requirement by completing and returning this form with your bid.

In the Additional Bidder Response field, describe/explain how your response/methodology meets or exceeds the stated requirement.

In the Additional Bidder Response field, describe/explain how your alternate methodology meets the stated requirement or the intended goal and outcome of the requirement. Describe any benefits to be achieved in employing the alternate methodology.

Additional Bidder Response.

Additional Bidder Response.

Provide contact information and a brief description of the project, dates, locations, results and assignment that was the basis for the business relationship.

In order to be considered for award, Bidder must have at least one satisfied reference.

Additional Bidder Response.

Identify the primary, key and project staff who would be responsible for the execution of the various aspects of the project, including but not limited to:

1. Project Manager

1. Development Team - Business Analysts(s) and Technical Architect(s)

1. Other Staff who would be responsible for other key areas of the project Describe their roles, functional responsibilities and experience in business analysis, documentation of business requirements, system architecture, system development, and/or implementation, installation, technical support, etc.

Additional Bidder Response.

The successful Bidder may be required to demonstrate financial stability and/or provide documentation supporting financial status prior to final contract execution.

Additional Bidder Response.

Additional Bidder Response.

The contemplated Scope of Work (SOW) for the implementation is described in RFB Exhibit A. This SOW is provided as a blueprint for the eDiscovery implementation and includes phasing recommendations and milestones tied to specific tasks/deliverables that are envisioned by DOJ to be appropriate for the size and complexity of the project. The final SOW may be modified and organized alternatively if deemed to be in the interest of DOJ, as long as the intended goals and outcomes for each of the phases are met and addressed to the satisfaction of DOJ.

Indicate your agreement with the concept methodology and approach for each of the phases identified in Attachment A. Explain any alternative suggested approaches and/or modifications to the tasks and deliverables for consideration by DOJ and how these alternative suggested approaches and/or modifications will meet the intended goal and outcome of the specification.

Additional Bidder Response.

Additional Bidder Response.

Additional Bidder Response.

Additional Bidder Response.

Additional Bidder Response.

Additional Bidder Response.

Additional Bidder Response.

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