903_State+Contract+Summary.docx

ND STATE CONTRACT INFORMATION

CONTRACT INTRODUCTION

The contract is for operational assessments being conducted to ensure that the services are performed in an optimum manner, consistent with best practices in the industry and to create a baseline against which to measure future performance.

CONTRACTOR INFORMATION

Check the State contract website for the contractor and contract administrator information.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) sections 54-44.4-13. This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including political subdivisions, counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C chapter 39-04.2, and the International Peace Garden. Participation in this open-ended contract is not mandated; therefore, the estimated volume of this contract is not known.

PURCHASING CARD

STATE may make a payment using a government credit card. CONTRACTOR will accept a government credit card without passing the processing fees for the government credit card back to STATE.

IT REVIEW

Any purchases made under this contract need to be reviewed by NDIT. Submit an IT Review Request in the NDIT Service Portal. After logging into the portal, search “IT Review” to locate the form that needs to be completed. Once approved, continue with the ordering process in this contract summary. NDIT IT Review is not required for NDUS, K-12 or political subdivisions.

SOW REQUEST PROCESS AND COST THRESHOLDS

When an agency requires IT services, the agency will prepare a written SOW describing the required services.

The number of vendors an agency must solicit is determined by the estimated cost of the IT project:

a. Projects estimated at less than $250,000:

1) Direct assignment. An agency may issue a SOW request directly to any of the awarded vendors in the appropriate category.

2) Competitive - An agency may elect to conduct a competitive process by requesting project proposals from more than one vendor. The agency will select the vendor project proposal that best meets the SOW requirements based upon the selection criteria stated in the work order request.

b. Projects estimated at $250,000 or more:

1) Direct assignment. An agency may issue a SOW request directly to an awarded vendor if prior approval is granted by the contract administrator.

2) Competitive - An agency must issue a SOW to all of the awarded vendors. The agency will select the vendor project proposal that best meets the SOW requirements and selection criteria stated in the work order request.

The SOW request may stipulate either a specified number of hours (Time and Materials) or may stipulate a project to be completed at a fixed cost (Fixed Bid). The SOW request will describe the work to be done, the numbers of personnel by skill set and job class, and project begin/end dates (including deliverable due dates where applicable). Vendors who are asked to respond to a work order request must be priced at, or below, the rates proposed and contractually obligated.

Agencies may require interviews with proposed staff prior to accepting the vendor staff.

Agencies will make a reasonable effort to issue work orders within the applicable IT Contract Pool Category, so that vendors are not asked to respond to work orders that require staffing outside the scope of what that vendor has been awarded.

SUBMISSION OF SOW RESPONSE

Each SOW request will specify a proposal due date for the vendor to respond to the STATE’S request. The vendor must respond to the agency that issued the SOW request, either affirming or denying its ability to provide the personnel in the required project time frame. During this response period, if necessary, the vendor may seek clarifications of the work involved.

If the vendor is unable to provide the personnel requested, it must state the reason in the appropriate section on the SOW, sign and return the form to the requesting agency by the proposal due date.

CHANGE ORDERS

A change order process will be used to manage issues and changes during the life of a SOW. A change request must be in writing to document the potential change. The change will be reviewed and, if acceptable to the STATE, the vendor will submit an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the SOW. A change order must be approved and signed by both parties prior to implementation of the change.

APPLICABLE DIRECTIVES

This information technology project is subject to the following:

· N.D.C.C. § 54-10-28 related to the state auditor’s authority to conduct information technology compliance reviews.

· N.D.C.C.§ 54-59 related to the Information Technology Department

CONTRACT PERFORMANCE PROVISIONS

The success of this contract depends on vendor response to STATE issued SOW and quality of the IT professional services rendered. The following performance provisions and reporting requirements apply to vendors participating in this contract.

a. Vendor Adherence to State Information Technology Standards - The vendor shall be responsible for adhering to all State information technology standards that are applicable to work performed under this contract. Vendor staff providing IT professional services under this contract will be expected to be familiar with the State’s technology standards and adhere to applicable standards in the course of providing services to the STATE. See 2.1 Standards and Guidelines for information regarding State technology standards.

b. Vendor Performance on SOWs - The vendor shall be responsible for the completion of each SOW it agrees to perform, complying with the contract terms and adhering to the delivery schedule and price agreed upon in the vendor’s Project Offer to the SOW (taking into consideration approved change orders). All work is subject to inspection, evaluation, and acceptance by the STATE. The STATE may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract.

c. Statement of Works – Vendors shall acknowledge that they will not require agencies to sign any vendor quotes or Statement of Works with any additional Terms and Conditions thatwould modify the Terms and Conditions of the Contract.

d. Vendor Reporting Requirements - By submitting a proposal to this RFP, the vendor agrees, should it be awarded a contract, to the following reporting requirements:

3) Participate, as requested, in periodic project status meetings

4) Participate, as requested, in periodic project executive steering committee meetings

5) Provide, as requested, written activity/status reports to the agency regarding work accomplished for each SOW

6) Provide a report as requested by the State Procurement Office (template will be provided) at least once each annual contract period, within 30 days of the request, that includes a summary of SOWs completed or in progress. The summary shall include agency name, SOW number, short SOW description, contract type (Time & Materials or Fixed Bid), number of vendor staff provided in each IT Contract Pool Category, category pool, and SOW price.

WORKSPACE AND EQUIPMENT

Agencies will indicate in the SOW whether the STATE will furnish office space, network access, equipment (such as PC workstation), and software licenses for vendor staff.

Note: When an agency requires the vendor to supply the PC workstation equipment, the equipment must be configured in compliance with State security requirements including active anti-virus software with current signature files, Microsoft critical security patches current within 30 days of release, automatic screen locking with maximum 15-minute activation timer.

AVAILABILITY

Availability at assignment location during normal state working hours, willingness to travel (mostly in- state), availability for variable duration assignments.

LOCATION

For purposes of this RFP “onsite” is any agency location in the State of North Dakota. “Offsite” is work that is done at the vendor’s business location. While it is likely that much of the onsite work under this contract will occur in Bismarck where many State agencies are headquartered, work could occur at any agency location in the State. Agencies will indicate the location of work in the SOW.

Note: Vendor staff working onsite must complete any State security requirements prior to being granted access to the State Network.

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