ARFQ DAS2500000001 - SPECS.pdf

REQUEST FOR QUOTATION

ARFQ DAS2500000001

ApplicationXtender or Equal, Software Licenses Professional Services and Annual Maintenance / Support

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security, Division of Administrative Services (DAS) is soliciting bids to establish a contract for ApplicationXtender Server Core Package or equal, Maintenance and Technical Support and Professional Services.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below and on the Pricing Page.

2.2 “Pricing Page” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the WV Division of Administrative Services.

2.4 “Business Hours" means Monday – Friday 8:00 AM to 5:00 PM EST excluding weekends and Federal and State holidays, which are as follows

• New Year’s Day (January 1)

• Martin Luther King Day (Third Monday in January)

• President’s Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

3. QUALIFICATIONS:

Vendor or vendor’s staff if requirements are inherently limited to individuals rather than corporate entities, shall have the following minimum qualifications:

3.1 The vendor and their employees must be trained and authorized to install

ApplicationXtender Systems or equal, provide enhancements and modifications per the Agency’s request, provide technical support, provide software maintenance updates and upgrades.

3.1.1 The Vendor must provide documentation of authorization such as a certified letter from the manufacturer upon request.

3.2 The vendor must have a minimum of five (5) years experience with installing, configuring, and implementing ApplicationXtender Systems (or equal) on the following systems:

3.2.1 Microsoft Windows Server 2012 or newer

3.2.2 Hyper-V

3.2.3 VMware

3.2.4 Microsoft SQL version 2016 or newer

3.3 The Vendor must provide a minimum of two (2) permanent employees on staff with programming and technical experience working ApplicationXtender Systems (or equal).

3.3.1 The vendor must NOT provide subcontracted employees

3.3.2 The vendor must provide employees with a minimum of three (3) years’ experience working with ApplicationXtender Systems or equal.

3.3.2.1 The vendor must provide proof in the form of a resume upon request.

3.3.2.2 The vendor must provide documented experience of installation, configuring, and modifying ApplicationXtender upon request.

4. GENERAL REQUIREMENTS:

4.1 Contract Items and Mandatory Requirements: Contract Items must meet or exceed the mandatory requirements as shown below.

4.1.1 Contract Item #1 – ApplicationXtender Server Core Package, or equal

4.1.1.1 The vendor must provide two bid options, a quantity of one (1) – 5 concurrent (CC) user packs (5 Licenses – total) and a quantity of one (1) – 10 concurrent (CC) user packs (10 Licenses – total)

4.1.1.2 The vendor must provide a system that captures, documents management, workflow, secure storage and retrieval of paper, digital or information that can be converted into an open format.

4.1.1.3 The vendor must provide a system with the following features:

4.1.1.3.1 Utilize Hypertext Markup Language (HTML)5

4.1.1.3.2 Ability to insert pages into existing files

4.1.1.3.3 Document check-in and check-out

4.1.1.3.4 Support for retention policies, legal holds and

disposition rules

4.1.1.3.5 Retention management

4.1.1.3.6 Digital Signatures

4.1.1.3.7 Integration of Microsoft Office applications

4.1.1.4 The vendor must provide server software that is compatible with any of the following:

4.1.1.4.1 Microsoft Windows Server 2012 or newer

4.1.1.4.2 Hyper-V

4.1.1.4.3 VMware

4.1.1.4.4 Microsoft SQL version 2016 or newer

4.1.2 Contract item #2 – Professional Services

4.1.2.1 Vendor must provide no more than a quantity of twenty (20) hours of professional support services that includes the following:

4.1.2.1.1 The vendor will work with a point of contact that the WV Office if Technology for the installation of the server software and end-user software

4.1.2.1.2 The vendor will be responsible for setting up the

application with index fields and metadata.

4.1.2.1.2.1 The vendor will customize the application based on the WV Divisions of Administrative Services;

Human Resources needs.

4.1.2.1.3 The vendor will be responsible for setting up all of the end-user’s access and permissions.

4.1.2.1.4 The vendor will be responsible for testing the application to ensure it is operating effectively and efficiently.

4.1.2.1.5 The vendor must provide the Agency with detailed

documentation on the system configuration, modifications and enhancements.

4.1.2.2 The vendor must provide provide two bid options for system training for a maximum quantity of eight (8) hours for a total of five (5) end-users and ten (10) end-users.

4.1.2.2.1 The vendor must provide training via remote access.

4.1.2.2.2 The agency will contact the winning vendor via email or by phone to schedule the training sessions.

4.1.2.2.3 All training material must be presented in English.

4.1.2.2.4 Training with travel requirements of the end-user is not acceptable.

4.1.3 Contract item #3 - ApplicationXtender Server Core Package Annual Maintenance and Support Services, or equal

4.1.3.1 The vendor must provide annual maintenance and support services for ApplicationXtender Server Core Package, or equal.

4.1.3.2 The vendor must provide annual subscription and support services that includes the following:

4.1.3.2.1 The vendor must provide support by telephone, online and email at a minimum of Monday through Friday 8:00AM to 5:00PM for troubleshooting technical issues.

4.1.3.2.2 The vendor will provide the following response times to requests for technical support:

4.1.3.2.2.1 No more than one (1) business day for non-critical issues.

4.1.3.2.2.2 No more than two (2) hours for critical issues.

4.1.3.2.3 The Vendor must provide access to software updates, upgrades, service packs, and product releases to keep software always operating effectively and efficiently.

4.1.3.2.4 Access to knowledgebase, technical documentation and online support resources.

4.1.3.3 The vendor will include in their bid the cost of optional annual renewals for years 2,3, and 4. These optional annual renewals will be initiated on Agency request authorized under the authority of the Purchasing Division.

4.1.4 Acceptance of system

4.1.4.1 If the test period produces no issues at a minimum, the agency will issue a Letter of Acceptance of the system, and the contract and the Annual Support Services will start at that time.

Prior to an acceptance of the system the following criteria must be met: (1.) successful testing of all components, validating full functionality.

Once acceptance of the system is agreed to by Agency and vendor. The Agency will issue a request for Change Order to the West Virginia Purchasing Division stating acceptance of the system thereby beginning the first (1) year of Annual Support Services.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide Agency with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Page.

5.2 Confidentiality Policies and Information Security Accountability: Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements Which can be found at:

https://www.state.wv.us/admin/purchase/privacy/ At the Agencies discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

5.3 Consumer Price Index (CPI):

Contract shall be for a base period of one (1) year, with four (4) one (1) year renewal options. Automatic renewals are prohibited. Vendor and agency must mutually agree in writing to the renewal of said contract. There shall be no contract price increases within the first twelve (12) months from the date of the award of the contract. After the expiration of the initial twelve (12) contract month period, the vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said Price adjustment will be evaluated based on the prior year Consumer Price Index (CPI) compared to the current year CPI, or 3%, whichever is less. All price adjustments must be approved by the agency prior to implementation, at agency’s sole discretion. Approval of price adjustments is not guaranteed.

Agency will issue a Change Order to said contract for any approved price adjustment(s).

5.4 Pricing Page: Vendor should complete the Pricing Page. Vendor should complete the Pricing Page in their entirety as failure to do so will result in Vendor’s bids being disqualified.

The Pricing Page contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Page through wvOasis, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address:

Wassef.maazaoui@wv.gov

6. PERFORMANCE

6.1 Vendor and Agency shall agree upon a schedule for performance of Contract

Services and Contract Services Deliverables, unless such schedule is already included herein by Agency. In the event that this Contract is designated as an open-end contract, vendor shall perform in accordance with the release orders that may be issued against this contract.

7. PAYMENT:

7.1 Payment: Agency shall pay one-time fee for Contract Item 1, hourly rate for Contract 2, and annual fee for Contract Item 3, as shown on the Pricing Page, for all Contract Services performed and accepted under this contract. Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

8. TRAVEL:

8.1 Vendor shall be responsible for all mileage and travel costs, including travel time associated with performance of this contract. Any anticipated mileage or travel costs may be included in the flat fee or hourly rate listed on Vendor’s bid, but such costs will not be paid by the Agency separately.

9. FACILITIES ACCESS:

Performance of Contract Services may require access cards and/ or keys to gain entrance to Agency’s facilities. In the event that access cards and/or keys are required:

9.1 Vendor must identify principal service personnel which will be issued access cards and/or keys to perform service.

9.2 Vendor will be responsible for controlling cards and keys and will pay replacement fee, if the cards or keys become lost or stolen.

mailto:Wassef.maazaoui@wv.gov

9.3 Vendor shall notify Agency immediately of any lost, stolen, or missing card or key.

9.4 Anyone performing under this contract will be subject to Agency’s security protocol and procedures.

9.5 Vendor shall inform all staff of Agency’s security protocol and procedures.

10. VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract.

10.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the

Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

10.2.3 Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

11.2 Vendor Supply: By signing its bid, Vendor certifies that it can supply the Contract

Items contained in its bid response.

11.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

11.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager:

Telephone Number:

Fax Number:

Email Address: