ACQ1050_Contract.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

OPTIONAL USE CONTRACT FOR: Enterprise Esri Support, Enhancement and Development

CONTRACT No.: ACQ1050

CONTRACT ID: CTR016861

EFFECTIVE DATES: 12/01/2023 to 09/30/2025

SUPPLIER: Gannett Fleming, Inc.

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000011448. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms and conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Contract.

This Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed September 30, 2028 unless the Contracting Agency determines that additional renewal is necessary.

This Contract is available to state agencies, state institutions of higher education and political subdivisions properly registered as members of the Cooperative Purchasing Program of the Department of Administration Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 - BACKGROUND

The State of Ohio (the State) is seeking a Contractor to support State agencies that utilize the Esri technology stack.

Currently, the Ohio Department of Natural Resources (DNR) and the Ohio Department of Administrative Services (DAS) are supporting many Esri built applications. Many applications have been built directly with Esri developers and the State is seeking to competitively bid these services in an effort to lower support costs for our business customers. The DNR applications have been built within the last two years and will need ongoing enhancements and support. DAS supports many agencies in developing applications that are built upon the Esri technology stack and the agencies have limited GIS specialists and need additional developers depending on the demand. As new Esri technology is released, the agencies may have a need for additional support.

A sample of the applications to support are:

DNR Applications:

1. DETOUR applications Mobile and Web;

2. Ohio Fishing Tournament application;

3. Dam Monitoring;

4. Forest Inventory Application;

5. Ohio Woodland Owner System; and

6. Abandoned Mine Lands (AML) Inventory Application.

DAS Applications for DAS and other State agencies:

1. Recovery Ohio Opioid Treatment Finder Experience Builder Application;

2. Ohio Bureau of Motor Vehicles Locator Experience Builder Application;

3. Governor's Office of Faith Based and Community Initiatives Survey and Experience Builder App;

4. Developmental Disabilities Intermediate Care Provider Search;

5. Developmental Disabilities Intermediate Care Facility Search;

6. Location Based Response System (LBRS) Hub Initiatives;

7. Hub Premium Parcels Initiatives;

8. Bureau of Underground Storage Tanks Search Webapp Builder Application;

9. Developmental Disabilities County Board Search; and

10. Ohio Department of Education EDChoice Scholarship Locator.

1.2 – MANDATORY REQUIREMENTS

The Offeror must be a certified Esri Gold Level partner or above. At the time of the Bid Due Date, the Offeror must be listed as a Gold Partner or above on the Esri Partners webpage: (https://www.Esri.com/en-us/about/partners/find-partner).

1.3 - SCOPE OF WORK

1.3.1. The services provided by the Contractor must include the following:

A. Development services for new Esri applications;

B. Break/fix support (functionality that stopped working in production) for the existing applications, which includes both mobile and web (Desktop); and C. Enhancements (non-break/fix modifications to the application).

1.3.2. In addition, the following optional services may be requested:

A. Business Case Development;

B. Data Conversion/Migration;

C. Data Model and Database Design;

D. GIS Strategy and Planning;

E. Hosting Services;

F. Implementation;

G. Needs and Requirements;

H. System Architecture and Design; and I. System Integration.

1.3.3. The Contractor must send all statements of work for any State agency to DAS, Ohio Geographically Referenced Information Program (OGRIP), before the work begins.

1.3.4. On-call break/fix support must handle any functionality that is broken (i.e., failing) in the production environment. In this event, the Contractor must resolve the issue based upon the issue’s priority as defined by the Contractor. The priorities and descriptions are:

Priority Description Existing Patch or

Workaround Procedure

Critical

The application is functionally inoperable, the problem prevents the application or a major component or function of it from being used in production mode or there is significant potential for data integrity problems.

No

Urgent

The underlying problem significantly degrades the performance of the application or a major function or component of it or materially restricts the State’s use of the application in a production mode. A problem also will be considered urgent if a commonly used feature often generates application errors, causes the application to freeze, locks up the computer on which the application is running, or otherwise routinely does not work as intended.

Classification of a problem as urgent rather than critical assumes that the State still can conduct business with the application and response times are consistent with the needs of the State for that type of application.

No

Routine

The underlying problem is a question on end use or configuration of the application. It also may be classified as routine when the problem does not materially restrict the State’s use or end user’s use of the application in its production environment, such as when a feature or combination of features generates minor or rare errors. A problem normally considered critical or urgent is considered routine if there is an existing patch or workaround procedure available.

Yes

The Contractor must apply the above classifications in good faith to each call for support, and the Contractor must give due consideration to any request by the State to reclassify a problem, taking into account the State’s unique business and technical environments and any special needs it may have.

Response Times. The maximum time that the Contractor takes to respond initially to a support request may vary based upon the classification of the request, but must be within the following timeframes:

A. The Contractor’s response time for a critical support request must be less than one hour and the Contractor must maintain contact with the agency through updates every two hours until the request is resolved;

B. The Contractor’s response time for an urgent request must be less than two hours and the Contractor must maintain contact with the agency through updates every four hours until the request is resolved; and C. The Contractor’s response time for a routine support request must be less than twenty-four hours.

The Contractor must be available 24/7/365 when production issues are deemed critical.

A statement of work may provide for shorter response times, and nothing contained herein will limit the application of any credits for failure to meet any service level agreements defined in a statement of work.

1.3.5. At the request of the State for each statement of work, the Contractor must produce the following:

A. Identify any current performance issues.

B. As needed, complete documentation, including:

1. Business requirements;

2. Architecture diagrams;

3. Database;

4. Data model;

5. Systems security details;

6. Integrations;

7. Workflow; and

8. Number and type of users and associated access.

1.3.6. Meeting Attendance and Reporting Requirements. At the request of the State, the Contractor's management approach must adhere to the following meeting and reporting requirements:

A. Immediate Reporting - The Project Manager or a designee must immediately report any staffing changes to the

State agency Contract Manager.

B. Attend Status Meetings - The Project Manager and other team members must attend status meetings with the

State agency Contract Manager and other people deemed necessary. The State agency Contract Manager will schedule these meetings and work with the Project Manager to create an agenda.

C. Provide Status Reports - The Contractor must provide written status reports to the State agency Contract Manager at least one full business day before each status meeting. The Contractor’s proposed format and level of detail for the status report is subject to the State’s approval.

D. Prepare Monthly Status Reports – During a project, the Contractor must submit a written monthly status report to the State agency Contract Manager by the fifth business day following the end of each month. However, if enhancements are currently being developed, then the Contractor must hold weekly stand-up meetings or as needed as defined by the State agency. Also, the monthly reports must contain documented Changes, Issues, Decisions, Accomplishments, and Risks (known as CIDAR) items. CIDAR items must be logged and provided to the agency monthly. At a minimum, monthly (or weekly) status reports must contain the following:

1. A description of the overall completion status of the project in terms of the approved work plan (schedule and cost);

2. Updated work schedule;

3. The plans for activities scheduled for the next month;

4. The status of any deliverables;

5. Time ahead or behind schedule for applicable tasks;

6. An analysis of actual and perceived problems (aka, CIDAR);

7. A migration strategy with options as applicable for all risks; and

8. Strategic changes to the work plan, if any.

1.3.7. The State will provide oversight for the project, but the Contractor must provide overall project management for the tasks under this Contract, including the day-to-day management of its staff. Additionally, the Contractor must provide all administrative support for its staff and activities.

1.3.8. Throughout the project effort, the Contractor must employ ongoing management techniques to ensure a comprehensive work plan is developed, executed, monitored, reported on, and maintained.

1.3.9. The Contractor must provide Project Managers for the project. The Contractor must employ the proposed Project

Manager as a regular, full-time employee on the Proposal submission date and throughout the term of the Contract, including all renewals. Personnel employed by the Contractor or subcontractors must fill the remaining key personnel positions. Additionally, the Contractor’s full-time regular employees must perform at least 40% of the effort required to complete the work under this Contract. The Contractor may use its personnel or subcontractor personnel to perform the remaining 60% of the effort, but any subcontractor used must be certified Esri Bronze Level partners or above on the Esri Partners webpage: (https://www.Esri.com/en-us/about/partners/find-partner).

1.3.10. Within ten business days of receipt of a valid purchase order, the Contractor must hold a kick-off meeting with the

State. The purpose of the kick-off meeting is to establish the working relationship between the Contractor and the State. The State will also update the Contractor with the current status of the project including any current issues and risks. The meeting will also provide a forum to answer and clarify Contractor questions. At a minimum, the following Contractor staff must attend the kick-off meeting: Senior Project Manager and Technical Project Leader.

1.3.11. As a part of the State’s and Contractor’s development of each statement of work (SOW), the analysis of the prioritized initiatives may include business rules analysis, working with State agency’s business and Information Technology (IT) subject matter experts, and analysis of software code.

A. Project Management. The Contractor must enter project related data into project management tools provided by

State agency preference (e.g., Azure DevOps, JIRA).

B. Maintain Work Plan. The work plan for each SOW must allow sufficient time for the State’s staff to review all work.

The State will determine the number of business days it needs for such reviews and provide that information to the Contractor during the development of each SOW.

1.3.12. Work Hours and Conditions. The Contractor must work with the State agency to define agreed upon core business hours. It is the Contractor’s responsibility to ensure staff is working within these parameters and to communicate to the State agency Contract Manager when exceptions occur to ensure these situations will not impact the SOW.

1.3.13. As new projects are added to the Esri platform and additional State agencies seek support and enhancements for existing projects, the Contractor must scale to accommodate the increase in demand for services. In addition to the subcontracting requirements listed in the Standard Terms and Conditions, Section III subsection M, subcontractors must be certified Esri Bronze Level partners or above on the Esri Partners webpage: (https://www.Esri.com/en-us/about/partners/find-partner).

1.4 - ROLES

State agencies may purchase an allotment of hours as listed in the Rate Card. The Contractor will report actual hours used in the monthly status report. After the initial allotment is purchased, the State may purchase ad hoc hours for any role and any number of hours at the Rate Card’s listed hourly rate as required with an updated SOW. The roles and responsibilities include:

1.4.1. Project Manager (must be an employee of the Contractor):

A. Serves as the coordinator for application delivery affecting the enhancement of legacy systems and/or the development of new systems.

B. Assists the State Program Manager in working with State agencies’ management teams.

C. Manages all aspects of the Contractor’s SOWs.

D. Serves as the primary day to day Contractor contact.

E. Interfaces with the State agency project IT manager and business product owner.

F. Organizes, directs, and coordinates the planning and execution of all program and technical support activities for the assigned SOW.

G. Provides competent leadership and responsible project direction.

H. Formulates and enforces work standards, assigns Contractor schedules, reviews work discrepancies, provides functional direction to Contractor personnel and communicates policies, purposes, and goals of the organization to subordinates.

I. Directs the specific delivery of tasks to ensure that the technical solutions and schedules in the delivery order are implemented in a timely manner.

J. Performs organizational wide integration planning and interfaces to other functional systems.

K. Reports in writing and orally to Contractor management and designated State agency representatives.

L. Leads designated project phases and/or project phase components as designated by the agile methodology.

M. Provides daily direction and/or collaboration to and with the State agency assigned to project tasking.

N. Development of formal presentations; including graphs, charts, and slide shows for delivery to management, colleagues and user audiences.

1.4.2. Business Analyst and Tester:

A. Gathers and analyzes information from stakeholders, business owners, customers and management for implementation of IT solutions.

B. Identifies documents and analyzes business requirements.

C. Creates IT process flows and flowcharts.

D. Analyzes, reviews, and recommends possible solutions to identified business problems thru the implementation of technical solutions.

E. Performs validation of solutions by analyzing the end product and the requirements specifications.

F. Performs as liaison between various stakeholders, managing stakeholder expectations and ensuring successful communications among State and Contactor project team members.

G. Possesses skills necessary to provide, and assists with, managing risks and changes related to processes, projects and procedures.

H. Assists in developing project task plans, leading meetings and other related tasks to gather and coordinate activities for requirements gathering.

I. Possesses skills and understanding of advanced business modeling, technology solutions, Contractor solution evaluation and recommendations to meet defined business requirements.

J. Answers questions and presents mentorship opportunities to State staff via conversation, observation or technical documentation.

K. Utilizes various testing techniques, such as black box testing, parallel testing, regression testing, and stress testing.

L. Assists in the preparation of test scripts.

M. Develops and executes test routines.

N. Documents outcome of tests.

O. Works closely with the development teams on test result findings.

P. Coordinates User Acceptance Testing (UAT) with the business team.

1.4.3. Developer/Configuration (Mobile/Desktop):

A. Writes and maintains computer programs.

B. Leads a team in the planning, analysis, design and construction of computer systems/applications.

C. Utilizes relational database management technology and information engineering principles.

D. Ability to create design documents, data modeling diagrams, and application code to support the system being built.

E. Analyzes functional business applications and design specifications for functional areas.

F. Tests, debugs, refines and evaluates computer software test results to produce the required product.

G. Designs and codes reports, screen formats, file edits, and file updates.

H. Provides assistance to State staff (business or technical) as needed.

I. Plans database design, capacity, migration, configuration, performance monitoring, security and troubleshooting as necessary, as well as backup and recovery.

1.4.4. Architect and GIS Expert:

A. Leads State and Contractor project staff for on-site or off-site development of complex specialized GIS applications.

B. Ability to convey technical architecture and/or design to business partners and State agency’s IT staff before development starts.

C. Provides coaching and/or mentoring to State agency IT staff.

D. Ability to successfully provide guidance to all aspects of the project, system, and software development life cycle

(SDLC).

E. Ability to convey best practices and/or standards.

F. Ability to provide artifacts that support the architecture of a new application or document the existing architecture of a legacy system to help drive project decisions for enhancements.

G. Development of formal presentations including graphs, charts, and slide shows for delivery to management, colleagues and user audiences.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 4/10/23) will apply to this Contract.

3 - CONTRACT SPECIFIC TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions. In the event that an amendment conflicts with the Contract terms and conditions, the amendment will prevail.

3.2 - CONTRACT AWARD

The Contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the Estimated Usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive. The Estimated Usage listed in the bid is for determining low lot total only and is not a guarantee of purchase by the State.

3.3 - ADDITIONAL INSURANCE REQUIREMENTS

Technology Errors and Omissions and Cyber Liability Insurance with limits not less than $5,000,000 per occurrence or claim, $5,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as are undertaken by Contractor in this Contract and shall cover all applicable Contractor personnel or subcontractors who perform professional services related to this Contract. Coverage shall include, but not be limited to, infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The coverage shall provide for breach response costs as well as regulatory fines and penalties and credit monitoring expenses with sub-limits sufficient to respond to these obligations. This coverage requirement may be satisfied with any combination of policies, whether packaged or standalone, and include any applicable excess or umbrella coverage.

3.4 - COOPERATIVE PURCHASING CONTRACT

This Contract may be utilized by Cooperative Purchasing Members. “Cooperative Purchasing Members” or “Co-op Members” are entities that qualify for participation in the State’s cooperative purchasing program under Section 125.04 of the Ohio Revised Code (“ORC”) and that have completed the steps necessary to participate in that program. They may include Ohio political subdivisions, such as counties, townships, municipal corporations, school districts, conservancy districts, township park districts, park districts created under Chapter 1545 of the ORC, regional transit authorities, regional airport authorities, regional water and sewer districts, and port authorities. They also may include any Ohio county board of elections, state institutions of higher education, private fire companies, private, nonprofit emergency medical service organizations, and chartered nonpublic schools.

If a purchase is made from this Contract by an entity that is not properly registered with the State’s Cooperative Purchasing Program, it may be a violation of law, may be contrary to the entity’s competitive bidding requirements, and will be a breach of this Contract by the Contractor. If a Cooperative Purchasing Member relies upon this Contract to issue a purchase order or other ordering document, the Cooperative Purchasing Member “steps into the shoes” of the State under this Contract. The Cooperative Purchasing Member’s order and this Contract are between the Contractor and the Cooperative Purchasing Member. The Contractor must look solely to the Cooperative Purchasing Member for performance, including payment. The Contractor agrees to hold the state of Ohio harmless with regard to Cooperative Purchasing Member’s orders and Cooperative Purchasing Member’s performance. DAS may cancel this Contract and may seek remedies if the Contractor fails to honor its obligations under an order from a Cooperative Purchasing Member.

3.6 - CONTRACTOR QUARTERLY SALES REPORT

Contractor must report the quarterly dollar value (in U.S. currency rounded to the nearest whole dollar) of the sales under this Contract each calendar quarter (i.e., January-March, April-June, July-September and October-December). The dollar value of the sales reported must equal the price paid by all State agencies and Cooperative Purchasing Members for purchases under this Contract during the reporting period.

Contractor must submit the quarterly sales report to the State via the State’s Ordering System, and when Contractor will be submitting a payment, Contractor must also complete and submit the Quarterly Sales Report and Revenue Share Remittance Form (available at https://das.ohio.gov/revenueshareform) with Contractor’s Revenue Share payment. If no sales occur, Contractor must show zero sales on the report. The report must be submitted 30 days after the completion of the reporting period.

Contractor also must submit a closeout sales report within 120 days after the expiration of this Contract. For purposes of this section 3.6, the Contract expires on the physical completion of the last, outstanding task or completion of an order of the Contract. The closeout sales report must cover all sales not shown in the final quarterly sales report and reconcile all errors and credits. If Contractor reported all Contract sales and reconciled all errors and credits on the final quarterly sales report, then Contractor should show zero sales in the closeout sales report.

If Contractor fails to submit any sales report in a timely manner or falsifies any sales report, the State may terminate this Contract for cause.

3.7 – CONTRACTOR REVENUE SHARE

The Contractor must pay to the State a share of the sales transacted under this Contract as a fee to the State to cover the estimated costs the State will incur in administering this Contract and the Services offered under it (“Revenue Share”).

The Contractor must remit the Revenue Share in U.S. dollars within 30 days after the end of the quarterly reporting period. The Revenue Share that the Contractor must pay under this Contract equals ¾ of 1% of the total quarterly sales reported. The Revenue Share must be included in the prices reflected in any order and reflected in the total amount charged to the State, and the Contractor may not add a surcharge to orders under this Contract to cover the cost of the Revenue Share.

The Contractor must remit any amount due as the result of a quarterly or closeout sales report at the time the quarterly or closeout sales report is submitted to the Department of Administrative Services, Office of State Purchasing. To ensure the payment is credited properly, the Contractor must identify the payment as a “State of Ohio Revenue Share” and include this Contract number, total report amount, and reporting period covered.

Contractor will pay the Revenue Share by check remittance, both normal and overnight, credit card payment via the State’s epayment portal, or ACH payment, if approved by the State, using the instructions below.

Check remittance:

Follow the remittance instructions on the required Quarterly Sales Report and Revenue Share Remittance Form at the following link, https://das.ohio.gov/revenueshareform.

Credit Card Payments:

To pay by credit card, use the following link, https://epay.das.ohio.gov/Payment, select “Revenue Share” as the payment type and follow the on-screen prompts.

ACH Payments:

If this payment method is approved by the State, the State will provide payment instructions to Contractor.

If the full amount of the Revenue Share is not paid within 30 days after the end of the applicable reporting period, the non-payment will constitute a contract debt to the State. The State may setoff any unpaid Revenue Share from any amount owed to the Contractor under this Contract and employ all other remedies available to it under Ohio law for the non-payment of the Revenue Share. Additionally, if the Contractor fails to pay the Revenue Share in a timely manner, the failure will be a breach of this Contract, and the State may terminate this Contract for cause as set forth herein and seek damages for the breach.

3.8 – GENERAL SUPPORT REQUIREMENTS AND SERVICE LEVEL AGREEMENTS (SLAS)

The Contractor's support obligations listed in this Contract are in addition to any SLAs in a statement of work. Furthermore, SLAs included in a statement of work may provide for credits to the State even though the Contractor is meeting its support obligations listed in this Contract.

3.9 – CUSTOM DELIVERABLES

All custom work done by the Contractor and covered by this Contract, including any software modifications, and documentation, will belong to the State with all rights, title, and interest in all intellectual property that comes into existence through the Contractor's work under this Contract being assigned to the State. Additionally, the Contractor waives any shop rights, author rights, and similar retained interests in any such custom developed materials. The Contractor must provide the State with all assistance reasonably needed to vest such rights of ownership in the State. However, the Contractor will retain ownership of all tools, methods, techniques, standards, and other development procedures, as well as generic and preexisting shells, subroutines, and similar material incorporated in any custom Deliverable ("Pre-existing Materials").

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 – SUPPLEMENT A RESPONSE

Contractor must comply with Supplement A, State IT Policy, Standard and Service Requirements. Supplement A, as modified by Contractor’s responses therein and as mutually agreed upon by the parties to this Contract, is incorporated into this Contract as if fully rewritten herein. Bidders must include a fully completed copy of Supplement A in this section of their Bids. Bidders must follow the completion instructions contained in the supplement when preparing their responses.

5.2 – SUPPLEMENT S RESPONSE

Contractor must comply with Supplement S, State Information Security, Privacy, and Data Handling Requirements. Supplement S, as modified by Contractor’s responses therein and as mutually agreed upon by the parties to this Contract, is incorporated into this Contract as if fully rewritten herein. Bidders must include a fully completed copy of Supplement S in this section of their Bids. Bidders must follow the completion instructions contained in the supplement when preparing their responses.

5.3 – DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

5.4 - OHIOBUYS TRAINING MATERIALS

OhioBuys training materials can be located at this site:

https://procure.ohio.gov/bidders-and-suppliers/resources/Bidder+and+Supplier+Training/02_OB+training.

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Technical Support 1-877-644-6771

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