Attachment_A_RFP_ISD_20251895_Intune_Mobile_Device_Management.pdf

REQUEST FOR PROPOSALS

Title: Intune Mobile Device Management

The County of San Mateo (County) is seeking proposals for expert level assistance in evaluating and modifying the configuration of the County’s InTune mobile device management platform (MDM).

Solicitation Number ISD-20251895

Number of contracts expected to be awarded 1

Estimated Value or Range per contract $300,000

Funding Sources ☐Federal ☐State ☒County ☐Other

Expected Contract Duration 24 months

Options to Renew 1 options of 24 months duration

Proposal submission format 1 electronic copy, uploaded to OpenGov site

County Mailing Address (for hard-copy communication only)

County of San Mateo Information Services Department 455 County Center, 3rd Floor Redwood City, CA 94063

Authorized Contact Person Jason Li

Authorized Contact Person E-mail ISD_Solicitations@smcgov.org

E-mail Address for Protests ISD_Protest_Officer@smcgov.org

RFP Released July 12, 2024

Deadline for Questions, Comments and Exceptions July 31, 2024, 1:00 PM PST

Proposal Due Date and Time August 14, 2024, 1:00 PM PST

Interviews August 2024 - September 2024

Submission to County Board for approval TBD

Anticipated Contract Award Date TBD

Attachments:

Attachment B: Price Proposal Template- Required with submissions Attachment C: Minimum Qualifications Checklist- Required with submissions Attachment D: References Template- Required with submissions Attachment E: County Standard Contract Template- Review

RFP# ISD-20251895 i

TABLE OF CONTENTS

SECTION I - DEFINITIONS

SECTION II - INSTRUCTIONS FOR PROPOSERS

2.1 PRE-SUBMITTAL ACTIVITIES

A. Registration B. Questions, Comments, Exceptions C. Revisions to the Solicitation D. Contact with County Employees E. Pre-proposal conference and site visits

2.2 PROPOSAL CONTENT REQUIREMENTS

A. Proposal Format B. Technical Proposal Contents C. Supplementary Documents D. Price Proposal

2.3 PROPOSAL SUBMISSION

A. Submit proposals as directed below B. Errors in Proposals

2.4 PROPOSER CERTIFICATIONS

2.5 WITHDRAWAL OF PROPOSALS

2.6 NO COMMITMENT

2.7 ESTIMATED QUANTITIES

2.8 PROPOSER SELECTION

A. Determination of Responsiveness B. Proposal Evaluation C. Determination of Responsibility

2.9 CONTRACT AWARD

A. Notice of Intent to Award B. Award Procedure C. Commencement of Performance

2.10 PROTESTS

A. Protest Eligibility, Format, and Address B. Protest Deadlines C. Protest Contents D. Reply to Protest E. No Stay of Procurement Action during Protest

2.11 PUBLIC RECORDS

A. General B. Confidential Information

SECTION III - QUALIFICATIONS, EXPERIENCE, AND EVALUATION CRITERIA

3.1 MINIMUM QUALIFICATIONS

3.2 ORGANIZATIONAL CAPACITY AND EXPERIENCE

A. Organizational Capacity:

B. Experience

3.3 REFERENCES

3.4 EVALUATION CRITERIA

RFP# ISD-20251895 ii

SECTION IV - INSURANCE

4.1 SPECIAL INSURANCE REQUIREMENTS - CYBER LIABILITY

SECTION V - STANDARD TERMS AND CONDITIONS

SECTION VI - SCOPE OF WORK AND SPECIAL PROVISIONS

6.1 SUMMARY

6.2 FINGERPRINTING AND BACKGROUND CHECKS

RFP# ISD-20251895 3 Rev 07/11/2024

SECTION I - DEFINITIONS

Business Day: Monday through Friday except for holidays as observed per the California Government Code.

Confidential Information: Information in any form that is not generally known and treated as confidential by a party, including business, financial, statistical, and non-public personal information, trade secrets, know-how, applications, documentation, schematics, procedures, Personally Identifiable Information, information covered by legal privilege, and other proprietary information that may be disclosed or incorporated in materials provided to one party by the other, whether or not designated as confidential, whether or not intentionally or unintentionally disclosed, and whether or not subject to legal protections or restrictions.

Contract Materials: finished or unfinished documents, data, studies, maps, photographs, reports, specifications, lists, manuals, software, and other written or recorded materials produced or acquired by the Contractor pursuant to the Contract for or on behalf of the County, whether or not copyrighted.

Contract: The agreement between the County and Contractor awarded pursuant to this solicitation.

Contractor: The person or other entity awarded a Contract in conformance with the terms of this solicitation and any subsequently agreed upon terms.

County Data: All information, data, and other content, including Confidential Information and other information whether or not made available by the County or the County’s agents, representatives or users, to a Contractor or potential Contractor or their employees, agents, representatives or Subcontractors, and any information, data and content directly derived from the foregoing, including data reflecting user access or use.

County Systems: The information technology infrastructure of the County or any of its designees, including computers, software, databases, networks, and related electronic systems.

County: County of San Mateo

Deliverables: Goods or services required to be provided to the County under the Contract.

DUNS (Data Universal Numbering System): a proprietary nine-digit number issued by Dun and Bradstreet, Inc. to identify unique business entities.

Force Majeure: An event or circumstance not caused by or under the control of a party, and beyond the reasonable anticipation of the affected party, which prevents the party from complying with any of its obligations under the Contract, including acts of God, fires, floods, explosions, riots, wars, hurricane, sabotage, terrorism, vandalism, accident, governmental acts, and other events.

Hosting: Storage, maintenance, and management of hardware, software, and the County Data by a party other than the County, on machines and at locations other than those operated by the County, where a party other than the County has regular responsibility for back-up, disaster recovery, security, upgrades, replacement, and overall responsibility for ensuring that all hardware and software continues to function as intended.

Key Employee: Employees of the Contractor jointly identified by the County and the Contractor as possessing unique skill and experience that was a material consideration in the County’s decision to award a contract.

Maintenance Updates: Any revision, update, improvement, modification, enhancement, correction, bug fix, patch, or new release for a system, platform, software or other product, including any change made as a result of applicable federal, State, or local law.

Major Change: A change to the specified performance, maintainability, operation, power requirements, compatibility, measurement, user interface, reliability, quantity, scale, quality, terms, delivery method, or requirement of any product or service that affects the obligations of the parties or reflects a substantial

RFP# ISD-20251895 4 Rev 07/11/2024 alteration in circumstances surrounding the agreement or is of such a nature that knowledge of the change would affect a person’s decision-making process.

PII (Personally Identifiable Information): information in any format that can be used to identify a specific individual, either used alone or combined with other private or public information that can be linked in some way to a specific individual.

Project Manager: The individual identified by the County as the County’s primary contact for the receipt and management of the goods and services required under the Contract.

PST: Pacific Standard Time, including Pacific Daylight Time when in effect

Subcontractor: Firms engaged by the Contractor to perform work or provide goods pursuant to the Contract, including vendors and suppliers

Task Order or Purchase Order: A written request from the County to a vendor to provide goods or services, indicating types, quantities, prices and delivery criteria.

RFP# ISD-20251895 5 Rev 07/11/2024

SECTION II - INSTRUCTIONS FOR PROPOSERS

2.1 PRE-SUBMITTAL ACTIVITIES

A. Registration

(1) Organizations or individuals interested in responding to this solicitation must register online with the County at:

https://procurement.opengov.com/portal/smcgov.

(2) The County does not maintain the eProcurement OpenGov system and is not liable for site failures or technical problems. To resolve technical issues, contact OpenGov Technical Support by using the real time chat located in the lower right hand corner of the screen, or via email at procurement-support@opengov.com at:

B. Questions, Comments, Exceptions

Submit questions, comments, and exceptions, including notifications of apparent errors, to the OpenGov site by the Deadline for Questions, Comments and Exceptions. Questions and comments received after the deadline may not be acknowledged.

Request for Substitution of Specified Equipment, Material, or Process

(a) Unless otherwise stated in the solicitation, references to items or processes by trade names, models or catalog numbers are to be regarded as establishing a standard of quality and not construed as limiting competition.

(b) If requesting a substitution for a required item, submit requests by the Deadline for Questions, Comments, and Exceptions. Furnish all necessary information required for the County, in its sole judgement, to make a determination as to the comparative quality and suitability of any suggested alternatives. The County’s decision will be final. If alternatives are accepted, the County will issue an addendum to the solicitation.

(c) Failure to submit requests by the deadline will be deemed a waiver of any exception. The County’s consideration of a suggestion does not imply acceptance. If sufficient proposals are received with no requested changes, the County may reject those requesting changes.

C. Revisions to the Solicitation

The County may cancel, revise, or reissue this solicitation, in whole or in part, for any reason. Revisions will be posted as addenda on https://procurement.opengov.com/portal/smcgov. No other revision of this solicitation will be valid. Proposers are responsible for ensuring that they have received all addenda from OpenGov.

D. Contact with County Employees

Violation of the following prohibitions may result in a proposer being found non-responsible, barred from participating in this or future procurements, and becoming subject to other legal penalties.

(1) As of the issuance date of this RFP and continuing until it is canceled or an award is made, no proposer or person acting on behalf of a prospective proposer may discuss any matter relating to the RFP with any officer, agent, or employee of the County, other than through OpenGov, to the Authorized Contact Person, or as outlined in the evaluation or protest procedures.

(2) Proposers may not agree to pay any consideration to any company or person to influence the award of a contract by the County, nor engage in behavior that may be reasonably construed by the public as having the effect or intent of influencing the award of a contract.

E. Pre-proposal conference and site visits

If a pre-proposal conference or site visit is scheduled, answers to questions raised prior to and at the events will be posted on OpenGov.

https://procurement.opengov.com/portal/smcgov https://procurement.opengov.com/portal/smcgov

RFP# ISD-20251895 6 Rev 07/11/2024

2.2 PROPOSAL CONTENT REQUIREMENTS

A. Proposal Format

Number all pages of the proposal. Label and order each section as follows:

(1) Cover letter - no longer than one page, signed by an individual authorized to execute legal documents for the proposer, identifying the materials submitted.

(2) Authorized contacts - identify the name and title the person to contact regarding the proposal, as well as all other individuals authorized to represent the organization in contract negotiations.

(3) Table of Contents, listing all major topics and their respective page numbers.

(4) Exceptions to the solicitation, or to the final revised solicitation, if any.

(5) Technical Proposal

(6) Supplementary Documents, as requested

(7) Price Proposal

B. Technical Proposal Contents

(1) Explain responses to be understood by people unfamiliar with industry jargon. Use drawings, diagrams, schematics, and illustrations as needed, but do not simply refer readers to an exhibit or other section of the proposal in lieu of a complete response.

(2) Addressing each requirement outlined in this solicitation in the order presented, describe how the requested goods and services will be provided.

(3) If applicable or requested, include a project schedule with milestones, deliverables, dates, and a project management plan.

(4) Specify any needs for physical space or equipment that the County must provide during the engagement.

(5) Explain how work, equipment, and knowledge will be transitioned to the County or a new vendor at the end of the contract period.

C. Supplementary Documents

If additional documents and materials are appropriate, or have been requested by the County, provide in the following order as applicable:

(1) Minimum Qualifications, using County forms if provided.

(2) Organizational Capacity and Experience, describing work of a similar nature undertaken for a similar entity.

(3) Samples, drawings, illustrations, and related items.

(4) Evidence of insurance, per requirements listed in Section IV.

(5) All attachments, certifications, and forms executed as applicable.

D. Price Proposal

(1) Place all cost and pricing data in a separate file clearly marked “PRICE PROPOSAL”. The County requires ongoing technical support of the InTune platform on an as needed basis. It is anticipated that this support will not exceed 200 professional services hours annually. All proposals should include a not-to-exceed pricing to provide ongoing platform configuration and design modification support for the duration of the contract period.

RFP# ISD-20251895 7 Rev 07/11/2024

(2) Use forms and templates provided for the Price Proposal, use them without modification. Failure to use the forms or templates provided, or modification of them, may result in rejection of the entire proposal.

(3) Alternative Price Proposals may be submitted, but only in addition to, not in lieu of, the requested Price Proposal. If submitting an alternative Price Proposal, clearly identify it as an alternative.

(4) Include prices for the base period of service and if applicable, for each additional year including option years.

(5) Unless otherwise indicated, when applicable, in the price of an item, include all licenses required for operation, as well as upgrades and revisions to software over the term.

2.3 PROPOSAL SUBMISSION

A. Submit proposals as directed below.

(1) Electronic Submissions

Include the proposer’s name and the RFP title and number in each filename. Submit proposals via the OpenGov website, allowing sufficient time for the upload to complete by the Due Date and Time.

Partial uploads will automatically terminate, and proposals will be rejected. The OpenGov submission time will be the official submission time. Contact OpenGov with technical questions regarding the site. The County will not be responsible for and may not accept proposals that are late due to slow internet connections or for any other failure of the OpenGov system.

(2) Conflicts between Certain Requirements

Prior to the submission deadlines and solely relating to a determination of the timeliness of questions, comments, and proposal submissions, information displayed on the OpenGov site will take precedence in the event of a discrepancy between that information and the information within the solicitation documents. For all other discrepancies, the information in the solicitation documents will take precedence.

(3) Hand-written responses, whether or not submitted electronically, will be rejected, with the exception that signatures may be hand-written.

B. Errors in Proposals

The County will not be liable for any errors in proposals. Proposals may be rejected as unresponsive if they are incomplete, are missing pages or information, or cannot be opened for any reason. The County may waive minor irregularities, but such waiver will not modify any remaining RFP requirements.

2.4 PROPOSER CERTIFICATIONS

By submitting a proposal, each proposer certifies under penalty of perjury that:

• Its submission is not the result of collusion or any other activity that would tend to directly or indirectly influence the selection process; and

• Proposer is able to comply with all requirements of this solicitation at the time of proposal submission;

and

• Neither proposer, its employees, nor any affiliated firm providing the requested goods and services has prepared plans, specifications, terms or requirements for this solicitation, or has any other actual or potential conflict of interest; and

• Proposer is aware of the provisions of Section 1090 et seq. and Section 87100 et seq. of the California Government Code relating to conflict of interest of public officers and employees and is unaware of any financial or economic interest of any County officer or employee relating to this solicitation.

RFP# ISD-20251895 8 Rev 07/11/2024

2.5 WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn, modified, or replaced at any time prior to the Due Date and Time. After that time, whether or not a new solicitation is issued for the same subject matter, withdrawal of a proposal may preclude the proposer from participating in the procurement as a proposer or subcontractor, except that an original equipment manufacturer may participate indirectly through a reseller.

2.6 NO COMMITMENT

Neither submission of a proposal nor the County’s receipt of proposal materials confers any right to the proposer nor any obligation on the County. This RFP does not commit the County to award a contract, nor will the County defray any costs incurred in preparing proposals or participating in any presentations or negotiations.

2.7 ESTIMATED QUANTITIES

If the solicitation results in an indefinite quantity or a requirements Agreement, the goods and services actually requested by the County may be less than the maximum value of the Agreement and there is no guarantee, either expressed or implied, as to the actual quantity of goods and services that will be authorized under the Agreement.

2.8 PROPOSER SELECTION

At any time in the evaluation process, the County may request clarifications from proposers.

A. Determination of Responsiveness

A responsive proposal conforms to the instructions set forth in this solicitation and any modifications to it.

B. Proposal Evaluation

The County will establish an evaluation committee which will evaluate responsive proposals based on the criteria specified in the solicitation. The committee may then recommend one or more top-ranked proposers for final negotiation of contract terms or may invite one or more proposers for oral presentations and demonstrations, following which those proposers may be allowed to amend their proposals. After evaluating presentations and amended proposals, the committee may recommend one or more top-ranked proposers for final negotiation of contract terms.

C. Determination of Responsibility

The County will make a determination of the responsibility of any proposer under consideration for award, taking into consideration matters such as the proposer’s integrity, compliance with public policy and laws, past performance, fiscal responsibility, trustworthiness, financial and technical resources, capacity, and experience to satisfactorily carry out its responsibilities.

By submitting a proposal, the proposer certifies that, to the best of its knowledge, the proposer maintains financial resources sufficient to satisfy the terms of the proposed project, if awarded.

2.9 CONTRACT AWARD

A. Notice of Intent to Award

Once a decision has been made to award a contract to one or more proposers, the County will post a Notice of Intent to Award, notifying the remaining proposers of their non-selection. The posting may be inclusion of the recommendation to award as an agenda item on the Board of Supervisors schedule.

B. Award Procedure

Contract negotiations are neither an offer nor an implicit guarantee that a contract will be executed.

Award, if made, will be to the responsive, responsible proposer offering the overall best value to the County for the services and goods described in this solicitation, or as applicable, for a specific portion of the services and goods described. Any agreement reached will be memorialized in a formal agreement using the attached Standard Agreement template.

RFP# ISD-20251895 9 Rev 07/11/2024

C. Commencement of Performance

After all parties have signed the Agreement, the County will notify the proposer and performance may proceed. Prior to County execution of the Agreement, no County employee may authorize work. Any work performed prior to that time may be uncompensated.

2.10 PROTESTS

Protests that do not comply with the protest procedures outlined below will be rejected.

A. Protest Eligibility, Format, and Address

(1) Protests or objections may be filed regarding the selection process and/or the defective content of the solicitation or any addenda.

(2) In accordance with Sections B and C below, the County will only review protests submitted by an interested party, defined as an actual or prospective proposer to this solicitation whose direct economic interest could be affected by the County’s conduct of the solicitation. Subcontractors do not qualify as interested parties.

(3) Submit protests by e-mail to ISD_Protest_Officer@smcgov.org.

B. Protest Deadlines

Submit protests with any supplemental materials by 5 p.m. PST, as appropriate, on the deadlines set forth below. The date of filing is the date the County receives the protest, unless received after 5 p.m. PST, or on other than a Business Day, in which case the date of filing will be the next Business Day. Failure to file by the relevant deadline constitutes a waiver of any protest on those grounds. Supplemental materials filed after the relevant deadline will be rejected by the County.

If relating to the defective content of the solicitation or to an addendum, file within five Business Days after the date the County releases the solicitation or addendum.

C. Protest Contents

(1) The letter of protest must include all of the following elements:

(a) Detailed grounds for the protest, fully supported with technical data, test results, documentary evidence, names of witnesses, and other pertinent information related to the subject being protested; and

(b) The law, rule, regulation, ordinance, provision or policy upon which the protest is based, with an explanation of the violation.

(2) Protests that simply disagree with decisions of the Evaluation Committee will be rejected.

(3) Except for protests related to defective content filed by the relevant deadline, protests from parties who did not submit a proposal prior to the proposal due date and time will be rejected.

D. Reply to Protest

The County will send a written response to the protestor and to any other party named in the protest.

E. No Stay of Procurement Action during Protest

Nothing in these protest requirements will prevent the County from proceeding with negotiations or awarding a purchase order or contract while a protest is pending.

2.11 PUBLIC RECORDS

A. General

(1) All proposals, protests, and information submitted in response to this solicitation will become the property of the County and will be considered public records. As such, they may be subject to public review.

mailto:ISD_Protest_Officer@smcgov.org

RFP# ISD-20251895 10 Rev 07/11/2024

(2) Any contract arising from this RFP will be a public record.

(3) Submission of any materials in response to this RFP constitutes:

(a) Consent to the County’s release of such materials under the Public Records Act without notice to the person or entity submitting the materials; and

(b) Waiver of all claims against the County and/or its officers, agents, or employees that the County has violated a proposer's right to privacy, disclosed trade secrets, or caused any damage by allowing the proposal or materials to be inspected; and

(c) Agreement to indemnify and hold harmless the County for release of such information under the Public Records Act; and

(d) Acknowledgement that the County will not assert any privileges that may exist on behalf of the person or entity submitting the materials.

B. Confidential Information

(1) The County is not seeking proprietary information and will not assert any privileges that may exist on behalf of the proposer. Proposers are responsible for asserting, in a court of law, any applicable privileges or reasons why a document should not be produced in response to a public record request.

(2) If submitting information protected from disclosure as a trade secret or any other basis, identify each page of such material subject to protection as “CONFIDENTIAL”. If requested material has been designated as confidential, the County will attempt to inform the proposer of the public records request in a timely manner to permit assertion of any applicable privileges.

(3) Failure to seek a court order protecting information from disclosure within the time frame indicated by the County in its initial email notifying the proposer of a public records request, the proposer will be deemed agreement to disclosure of the information and the proposer agrees to indemnify and hold the County harmless for release of such information.

(4) Requests to treat an entire proposal as confidential will be rejected and deemed agreement to County disclosure of the entire proposal and the proposer agrees to indemnify and hold the County harmless for release of any information requested.

RFP# ISD-20251895 11 Rev 07/11/2024

SECTION III - QUALIFICATIONS, EXPERIENCE, AND EVALUATION CRITERIA

3.1 MINIMUM QUALIFICATIONS

Proposals will be accepted only from organizations that meet the following required qualifications at the time of proposal submission:

• Minimum five (5) years’ experience implementing the proposed solution(s), performing similar services as those detailed in this RFP.

• Minimum three (3) successful implementations for government agencies of similar size and requirements within the last five (5) years.

• Provide evidence of the insurance requirements for each of the checked categories as outlined in Section IV-Insurance.

• Provide evidence the proposer is registered, active, and in good standing with sam.gov and is not barred from public contracting by any federal or state authority. Incomplete registrations will not meet this requirement.

3.2 ORGANIZATIONAL CAPACITY AND EXPERIENCE

Provide all of the following regarding the prime proposer, and if applicable, all joint proposers.

A. Organizational Capacity:

(1) Titles and names of staff members who will be on the team responsible for the project, as well as the expected availability of the various individuals. If requested, include the resume of a dedicated, full-time project manager.

(2) All applicable licenses and license numbers relevant to the project, the names of the holders of those licenses, and the names of the agencies issuing the licenses.

(3) If portions of work will be performed by subcontractors, names of proposed subcontractors other than suppliers and descriptions of their respective responsibilities.

B. Experience

(1) The number of years providing services similar to those contemplated

(2) The number of years providing services to government entities

3.3 REFERENCES

Provide at least three references from successfully completed projects of similar nature to that described in this solicitation, including the name of the organization for which work was performed, and the name, phone number, and e-mail address of an individual at the organization who was responsible for managing and accepting the work.

Ensure that contact information is current. If the County cannot contact the reference because of incorrect or out-of-date information, the reference will be deemed not to have been provided.

3.4 EVALUATION CRITERIA

Proposals will be evaluated in accordance with the following evaluation criteria:

40% - Method and approach

• Apparent understanding of the scope of services to be provided

• Appropriateness of the proposed solution/services

30% - Experience and organizational capacity

• Qualifications and experience of both the proposer and key personnel

• Experience with other public agencies

RFP# ISD-20251895 12 Rev 07/11/2024

• Organizational resources and staff, apparent ability to meet any required timelines or other requirements

30% - Price

RFP# ISD-20251895 13 Rev 07/11/2024

SECTION IV - INSURANCE

Include evidence of insurance in your proposal submission for each of the checked categories

General Liability (Including operations, products and completed operations, as applicable.)

$1,000,000 - per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit either must apply separately to this project or must be twice the required occurrence limit.

☒ Automobile Liability $1,000,000 - per accident for bodily injury and property damage.

☒ Workers’ Compensation As required by the State of California

☒ Employers’ Liability $1,000,000 - each accident, $1,000,000 policy limit bodily injury by disease, $1,000,000 each employee bodily injury by disease.

☐ Professional Liability (Errors and Omissions)

$1,000,000 - per occurrence.

☐ Cyber Liability

$5,000,000 per occurrence for Privacy and Network Security, $1,000,000 per occurrence for Technology Errors and Omissions

To be carried at all times during the term of the Contract and for three years thereafter.

4.1 SPECIAL INSURANCE REQUIREMENTS - CYBER LIABILITY

If the work involves services or goods related to computers, networks, systems, storage, or access to County data or to any data that may, alone or in combination with other data, become Confidential Information or Personally Identifiable Information, the following insurance is required.

(1) Privacy and Network Security

During the term of the Contract and for three years thereafter, maintain coverage for liability and remediation arising out of unauthorized use of or access to County data or software within Contractor’s network or control. Provide coverage for liability claims, computer theft, extortion, network breach, service denial, introduction of malicious code, loss of Confidential Information, or any unintentional act, error, or omission made by users of Contractor’s electronic data or systems while providing services to the County. The insurance policy must include coverage for regulatory and PCI fines and penalties, crisis management expenses, and business interruption. No exclusion/restriction for unencrypted portable devices/media may be on the policy.

(2) Technology Errors and Omissions

During the term of the Contract and for three years thereafter, maintain coverage for liabilities arising from errors, omissions, or negligent acts in rendering or failing to render computer or information technology services and technology products, including at a minimum, coverage for systems analysis, design, development, integration, modification, maintenance, repair, management, or outsourcing any of the foregoing.

RFP# ISD-20251895 14 Rev 07/11/2024

SECTION V - STANDARD TERMS AND CONDITIONS

Note to proposers: These are attached for information only. Do not complete this form. The final agreement between the County and any successful proposer will be based on this template.

See Attachment E- County Standard Contract Template

Please note that the redline requests by proposer are for review by County only. Proposers should not rely on the County’s agreement to modified terms.

RFP# ISD-20251895 15 Rev 07/11/2024

SECTION VI - SCOPE OF WORK AND SPECIAL PROVISIONS

6.1 SUMMARY

The County of San Mateo currently manages approximately 2500 mobile devices within the Microsoft InTune Mobile Device Management (MDM) platform. The County also utilizes the Microsoft M365 license model, and therefore all enterprise users are licensed for InTune. There are currently five (5) Compliance Policies configured on the platform and include:

- Standard Android Compliance

- iOS Compliance

- Specific Department Compliance Policy

- Tablet/Extranet Compliance

- Win10 Compliance

The InTune platform is not configured optimally for use within the County and we are seeking proposals from qualified proposers to provide a comprehensive platform, that is reviewed against MDM best practices, and to implement certain platform configuration modifications to better manage the mobile device fleet.

Specifically, the County is seeking the following services:

1. Complete a platform configuration review and provide a report comparing the current platform setup and design with industry best practice MDM standards.

a. The report will include areas of best practice deviation findings as well as detail specific remediation steps and actions to bring the platform into alignment with industry standards.

2. Assist the County in configuring and managing a transition strategy from non-MDM joined devices that currently utilize enterprise communication systems (such as Outlook and Teams) to registered with MDM, affording the County an opportunity to perform device management tasks such as remote wipe.

3. Ensure that all compliance policies are configured correctly, assigned appropriately to the mobile device fleet, and encompass all operational use cases.

4. Configure device enrollment processes such that when on-boarding new devices, the process is as automated as possible while still ensuring that profiles and policies are correctly assigned to the device.

5. Develop support run books for County technical staff to perform device management tasks such as:

Device on-boarding and off boarding; passcode resets; device remote locks and wipes; device remote patching; configuring and managing acceptable mobile apps; configuring and applying new mobile device profiles and compliance policies; basic and intermediate troubleshooting guides.

6. The County has a mix of County provided Mobile Devices and BYOD. Proposals should include a method to identify each type of device (County provided versus BYOD) if possible so that County BYOD policy compliance requirements can be verified. These policy compliance requirements are external to MDM and require the user to acknowledge certain use restrictions when pursuing the use of BYOD for Microsoft application access using a personally owned mobile device while performing County employment related activities.

7. Configure a profile that will allow for shared cell phones and tablets that still meets the County’s Mobile Device Policy. Configure it so that it can easily be copied and modified for departments that have different technology needs such as different published internal applications available.

8. The County currently has an Extranet InTune policy that restricts assigned devices to a specific wireless SSID. The devices assigned to this policy cannot connect to any other wireless provider or network. The successful vendor will examine this policy and ensure that it is configured properly to ensure that all assigned devices are restricted from accessing other wireless networks, and that other restrictions are applied such as downloading and storage of data, installation of only approved apps, and restrict the ability to screen shot if available.

RFP# ISD-20251895 16 Rev 07/11/2024

9. The Apple Business Manager (ABM) platform is integrated with InTune. The County also requires that the successful vendor provide a review of that integration and to ensure that it is configured based on industry best practices. Furthermore, the successful vendor will be required to develop support documentation and run book for any ABM required tasks that County staff must perform regarding onboarding or support of Apple devices.

The County understands that with the recent migration to M365 licensing model, all G3/M3 license levels include an InTune license. We request the successful vendor to develop and implement a device onboarding notification process that will provide a check against BYOD devices automatically downloading and installing enterprise Outlook and other Office tools so that we are aware of who is adding mobile devices to the MDM platform.

The County requires ongoing technical support of the InTune platform on an as needed basis. It is anticipated that this support will not exceed 200 professional services hours annually. All proposals should include a not-to-exceed pricing to provide ongoing platform configuration and design modification support for the duration of the contract period.

The successful proposer(s) will be solely responsible for the proposed solution and to perform the services outlined in this solicitation and any subsequent Agreement. If the proposer(s) intends to use implementation partners or delivery partners, such subcontractors must accept all Agreement terms and will be required to meet performance requirements outlined in the executed Agreement(s). The County must be notified in advance in writing of any planned engagement of a subcontractor.

6.2 FINGERPRINTING AND BACKGROUND CHECKS

In some instances, may be required if the proposed contract requires access to certain sensitive groups or proprietary materials. Fingerprinting and background checks are administered at the discretion of the County based on project and/or contract requirements. The vendor must provide the County with confirmation when the fingerprinting and background checks have cleared.

E. Pre-proposal conference and site visits

B. Errors in Proposals