Attachment A - SOW - Productivity Tools_1.pdf

Productivity Tools Contract No. 43231513-25-STC Page 1 of 8

ATTACHMENT A

SCOPE OF WORK

1 PURPOSE

To provide Customers with Productivity Tools for statewide use, pursuant to the terms set forth in this Scope of Work. Productivity Tools must be provided in accordance with Chapter 282, Florida Statutes (F.S.), Rule Title 60GG, Florida Administrative Code (F.A.C.). Productivity Tools must meet or exceed the applicable state and federal laws.

2 DEFINITIONS

Definitions contained in section 287.012, Florida Statutes (F.S.); Rule 60A-1.001, Florida Administrative Code (F.A.C.); and Attachment D, Enterprise Standard Terms and Conditions; are incorporated by reference. In the event of a conflict, the definitions listed in this section supersede the incorporated definitions for the purposes of this Scope of Work. All definitions apply in both their singular and plural sense.

Add-On Services - Non-core or additional services available for purchase to enhance or support a Solution.

Business Day – Monday through Friday, inclusive, except for those holidays specified in section 110.117, F.S., from 8:00 a.m. to 5:00 p.m. at the Customer’s location.

Contractor - A Vendor that enters into a Term Contract with the Department.

Criminal Justice Information Services (CJIS) - Services providing access to national or local criminal justice information.

Customer - means the agency, as defined in section 287.012, F.S., or eligible user, as defined in Rule 60A-1.001, Florida Administrative Code (“F.A.C.”), that makes a purchase off the Term Contract. For the avoidance of doubt, this also includes the Department when it purchases off the Term Contract.

National Institute of Standards and Technology Cybersecurity Framework (NIST CSF) – a set of voluntary guidelines designed to help organizations assess and improve their ability to prevent, detect, and respond to cybersecurity risks.

Manufacturer’s Suggested Retail Price (MSRP) – The MSRP represents the Manufacturer’s recommended retail selling price, list price, published price, or other usual and customary price that would be paid by the purchaser for specific Commodities without benefit of a Term Contract.

It must be publicly listed, available, and verifiable by the Department.

Productivity Tools - The products, services, or software proposed to meet the needs of a Service Category. May be used interchangeably with “Solution” or “Tool.”

Purchase Order (PO) - A written agreement formalizing the terms and conditions under which the Contractor furnishes Productivity Tools to a Customer under the Term Contract.

Service Category(ies) – The categories of products and services under this Contract. The Service Categories are: Collaboration and Communication Services, Office Productivity and Document Management, Cloud Services and Storage, and Workflow Automation and Task

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Management. Term Contract - The legally enforceable State Term Contract, as defined in section 287.012, F.S., between the Department and the awarded Respondent(s) resulting from this solicitation.

Tiered Pricing – Pricing model where greater numbers of units purchased should provide discounted price scaling with the amount purchased.

Value-Added Services - Value-added services include any additional services the Contractor offers, for no additional cost to the Customer, as part of the Term Contract, and which clearly exceed the minimum requirements and are within the scope of this Term Contract. An example of value-added services would be, “The Contractor will provide a year of 24/7 support services, at no cost to the Customer.” Any value-added service proposed by the Contractor, if accepted by the Customer, shall become a requirement and be a part of the minimum service specifications contained in any resulting Purchase Order.

3 SCOPE OF WORK

3.1 Productivity Tools Requirements:

All Productivity Tools Solutions shall adhere to the following minimum specifications:

3.1.1 Compliance, Security, and Data Privacy

Solutions must protect sensitive data and ensure regulatory compliance, including:

• Compliance Monitoring and Reporting: Ensure alignment with privacy regulations and standards applicable to the State of Florida, the relevant state agency, as well as, federal, and industry requirements (e.g. CJIS, HIPAA, SOX, PCI-DSS, NIST CSF).

• Data Transmittal and Storage: All data, including but not limited to user-generated content, metadata, logs, backups, and any other information processed, stored, or transmitted, must be hosted, stored, and remain within the United States at all times.

The Vendor must ensure that no Customer data is transferred, accessed, or replicated outside of U.S. geographic boundaries, including for support, backup, disaster recovery, or any other purpose. Any subcontractors or third-party service providers involved in data processing must also comply with this requirement.

• Data Encryption: Solution should ensure that data is encrypted both at rest and in transit using strong encryption algorithms, such as AES-256. Encryption should be applied to all data stored within the environment and transmitted across the network, ensuring that unauthorized access to data remains unreadable. Integration with Data Loss Prevention (DLP) Tools: Solution should offer comprehensive protection across platforms, scalability to meet growing data demands and must be able to integrate with common DLP tools.

• Interoperability: Solution shall have the ability to, in response to a Customer Request for Quote, provide seamless integration with Customer systems, applications, and infrastructures detailed in the Request for Quote, ensuring that the Solution can coexist within the Customer IT ecosystems without requiring major overhauls.

• Reliability: Solution shall provide high availability and reliability, with minimal downtime and robust disaster recovery capabilities to ensure business continuity.

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• Scalability: Solution shall scale to accommodate current and future growth of the Customer, handling both increased workloads and expansion across additional devices, users, or systems

3.1.2 Training and Support Services

Solutions must include essential support for onboarding, training, and troubleshooting for users of the Productivity Ttools, including:

• Administrator Training: Solutions shall include targeted training for IT staff and system administrators managing the productivity tools.

• Support for Cloud and On-Premise Environments: Solution shall support hybrid environments, including cloud-based, on-premises, and multi-cloud deployments where applicable.

• Technical Support: Solutions shall have 24/7 interactive (e.g., live customer service, automated chat, etc.) technical support services available for troubleshooting and resolving technical issues.

• User Documentation: Solutions shall have detailed guides and resources that facilitate onboarding and support users in their daily work.

• User Training: Solutions must include comprehensive training programs including on-site, virtual, and self-paced.

The Technical Response Attachments L1 – L4 define the requirements for the Service Categories. A Technical Response, submitted for an awarded Solution named therein, along with any provided Solution Level Agreements, shall form part of a Vendor’s resulting Term Contract. The Service Categories, as detailed below and in the Technical Response Attachments, define the expected functions and objectives of each Service Category, giving Vendors a clear understanding of what is needed to support the State of Florida's productivity tools and operational requirements.

Each Service Category includes a detailed description of the Solution’s purpose that a Solution must address, followed by a section which includes “Solutions should provide,” which lists the technical capabilities and features that are generally expected for a Solution. Vendors are encouraged to propose Solutions that meet these capabilities;

however, it is not required for a Solution to fulfill every part of the listed capabilities.

Instead, the intent is to provide a comprehensive guideline for Vendors to design and tailor their Solution in alignment with the State's needs, while allowing flexibility based on the strengths and specific functionalities of its offering.

3.2 Service Category 1: Collaboration and Communication Services

Collaboration and Communication Service Solutions shall support seamless messaging, virtual meetings, and collaborative workspaces to enhance productivity. This includes tools that will enable effective communication, coordination, and teamwork among users.

3.2.1 Email and Calendar Services

Solution should provide integrated tools for managing email communication, scheduling, and coordination of appointments and meetings.

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3.2.2 Instant Messaging

Solution should provide real-time chat Solutions for efficient and secure communication between users.

3.2.3 Team Collaboration Platforms

Solution should provide platforms that support team-based collaboration, with features like file sharing, threaded discussions, and integration with other enterprise tools.

3.2.4 Video and Voice Conferencing

Solution should provide virtual meeting capabilities with high-quality video, audio, screen sharing, and recording functions, enabling productive remote and hybrid work environments.

3.3 Service Category 2: Office Productivity and Document Management

Office Productivity and Document Management Solutions shall allow for content creation and document management, including tools for generating, editing, and organizing digital documents and media. The capabilities within this category are essential for day-to-day tasks, data documentation, and secure information storage.

3.3.1 Word Processing, Spreadsheets, and Presentation Tools:

Solution should provide software for creating, formatting, and managing text documents, spreadsheets, and presentations.

3.3.2 Advanced Document Creation and Design

Solution should offer design, graphic editing, and publishing capabilities, supporting complex document creation, image editing, and multimedia content.

3.3.3 Document Storage and Version Control

Solution should offer secure, centralized storage for document management with version tracking and collaboration features to maintain file integrity and accessibility.

3.3.4 Records Management

Solution should provide document retention and compliance, with features for archiving, search, and management of digital records in line with legal retention requirements.

3.4 Service Category 3: Cloud Services and Storage

Cloud Services and Storage shall provide cloud-based tools that facilitate secure storage, backup, and collaboration among users. This category ensures flexibility, scalability, and access control for user data and files.

3.4.1 Cloud Storage

Solution should be scalable, secure cloud-based storage solutions with role-based access controls and encryption.

3.4.2 Backup and Recovery

Solution should provide automated backup solutions with customizable data recovery options to support business continuity.

3.4.3 Local Replication

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Solution should enable selective local backup of files for offline editing, ensuring data protection and security during internet or server outages, with files readily available on the device for immediate access.

3.4.4 File Sharing

Solution should provide secure, permissions-based internal and external file-sharing tools for collaborative projects.

3.4.5 Real-Time Collaboration in the Cloud

Solution should provide tools that enable multiple users to edit and comment on documents in real-time, supporting collaborative work.

3.4.6 Software as a Service (SaaS)

Solution should provide cloud-hosted applications for productivity and business services accessible via the web without local installation.

3.5 Service Category 4: Workflow Automation and Task Management

Workflow Automation and Task Management Tools shall automate routine workflows and manage tasks across teams and projects. These capabilities streamline operations and ensure efficient completion of tasks and projects within deadlines.

3.5.1 Workflow and Process Automation

Solution should include tools for automating repetitive processes and workflows, ensuring consistency and operational efficiency.

3.5.2 Task and Project Management

Solutions should provide capabilities for tracking tasks, assigning responsibilities, setting deadlines, and monitoring project progress.

3.5.3 Form and Survey Tools

Solutions should include tools for creating, distributing, and managing electronic forms and surveys, enabling efficient data collection.

3.5.4 Visual Process Mapping and Diagramming

Solutions should provide capabilities that enable teams to visually design workflows, processes, and organizational structures.

3.6 Optional Add-On Services

Only Add-on Services on the Price Proposal may be purchased with a Solution under a Purchase Order. Add-On Services without a corresponding price entry on the Price Proposal shall be free of charge and considered a Value-Added Service if included on a resultant Purchase Order. Suggested, but not required, Add-On Services or Value-Added Services include:

3.6.1 Implementation (Optional)

Support for the initial implementation and successful deployment of the Solution for the , including initial training and integration with existing systems.

3.6.2 Managed Security Services (Optional)

Deploy and maintain managed security services to support Customers, particularly with

Contract No. 43231513-25-STC Page 6 of 8 advanced administration of the Solution to support cybersecurity and incident response.

3.6.3 Application Management (Optional)

Distribute and manage native applications, provide stand-alone management for applications on unmanaged devices and application and data containment, and differentiate or isolate personal and corporate data.

3.6.4 On-Going Training (Optional)

Include any Solution training.

3.7 Value-Added Services

Contractors may offer additional services which clearly exceed the minimum requirements and are within the scope of this Contract, at no additional cost to the Customer. If the Contractor proposes value-added services in response to a Request for Quote and are accepted by the Customer, the value-added services shall become a requirement and be a part of the minimum service specifications contained in any resulting Purchase Order.

4 Request for a Quote Requirement

Customers shall issue a Request for Quote (RFQ) to all Contractors in the applicable Service Category. Prior to issuing an RFQ, state agencies within the Enterprise shall ensure the RFQ complies with the Enterprise Architecture, as those terms are defined in section 282.0041(15), F.S. State agencies within the Enterprise shall comply with Rule 60GG-5.002, F.A.C. Prior to issuing an RFQ for a Solution that has already been purchased by FL[DS] on behalf of the agency, the agency must consult with FL[DS] at purchasing@digital.fl.gov.

4.1 Customer Specific Scope of Work (SOW)

Customers may develop a Customer Specific SOW which establishes additional Customer specific preferences, other requirements, or minimum service levels. If applicable, Customers shall include a Customer Specific SOW in the RFQ issued to the Contractors in a Service Category, and the Customer SOW shall be incorporated into any Purchase Order or contract issued by the Customer. Customers are permitted to negotiate terms and conditions which supplement those contained in this Term Contract. The Customer SOW may include, but is not limited to the following information:

• Service Category

• Customer-specific scope of work requirements/service level agreement

• Customer-specific payment terms

• Customer-specific financial consequences for non-performance

• Customer-specific terms and conditions

• Anticipated timeline for work to be performed

• Additional Contractor responsibilities

• Kick off meeting requirements

• Reporting requirements mailto:purchasing@digital.fl.gov

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• Implementation plan, if applicable

• Security agreements, if applicable

• FL[DS] consultation, if applicable

4.2 Tiered Pricing

If the Exhibit B, Price Sheet, offers Tiered Pricing for the offerings being requested by the RFQ, the Contractor shall reflect the Tiered Pricing that applies after factoring in all current purchases under the Term Contract. For example, if a new Customer submits an RFQ for 1,000 units and the Contractor offers a tier that is for 50,000 - 100,000 units and currently provides 80,000 units to other Customers, the Contractor shall honor the Tiered Pricing that applies to the 50,000 - 100,000 range in its quote to the new Customer.

This obligation shall also apply to renewal term pricing. For example, if Customer A was the first to purchase from the Contractor under the Term Contract, but the Contractor now sells 80,000 units to Customer B, the renewal pricing for Customer A shall be decreased to reflect the higher tier.

5 Punchout Catalog and Electronic Invoicing

The Contractor is encouraged to provide an MFMP punchout catalog. The punchout catalog provides an alternative mechanism for suppliers to offer the State access to Products awarded under the Term Contract. The punchout catalog also allows for direct communication between the MFMP eProcurement System and a supplier’s Enterprise Resource Planning (ERP) system, which can reflect real-time Product inventory/availability information.

The punchout catalog enables, Florida buyer to “punch out” to a supplier’s website. Using the search tools on the supplier’s Florida punchout catalog site, the user selects the desired Products.

When complete, the user exits the supplier’s punchout catalog site and the shopping cart (full of Products) is “brought back” to MFMP. No orders are sent to a supplier when the user exits the supplier’s punchout catalog site. Instead, the chosen Products are “brought back” to MFMP as line items in a Purchase Order. The user can then proceed through the normal workflow steps, which may include adding, deleting, and editing Products (i.e., line items) in the Purchase Order.

An order is not submitted to a supplier until the user approves and submits the Purchase Order, at which point the supplier receives an email with the order details.

The Contractor may supply electronic invoices in lieu of paper-based invoices for those transactions processed through MFMP. Electronic invoices may be submitted to the agency through one of the mechanisms listed below:

1) EDI (Electronic Data Interchange)

This standard establishes the data contents of the Invoice Transaction Set (EDI 810) for use within the context of an Electronic Data Interchange (EDI) environment. This transaction set can be used for invoicing via the Business Network (formerly known as Ariba Network) for catalog and non-catalog goods and services.

2) PO Flip via BN

This online process allows Contractors to submit invoices via the BN for catalog and non-catalog goods and services. Contractors are able to create an invoice directly from their inbox in their BN account by simply "flipping" the PO into an invoice. This option does not require any special software or technical capabilities.

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The Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider of MFMP, a State contractor, the right and license to use, reproduce, transmit, distribute, and publicly display within MFMP. In addition, the Contractor warrants and represents that it is authorized and empowered to and hereby grants the State and the third-party provider the right and license to reproduce and display within MFMP the Contractor's trademarks, system marks, logos, trade dress, or other branding designation that identifies the products made available by the Contractor under the Contract.

6 Financial Consequences

The Department reserves the right to impose financial consequences when the Contractor fails to comply with the requirements of the Term Contract. The following financial consequences will apply for the Contractor’s non-performance under the Term Contract. The Customer and the Contractor may agree to add additional Financial Consequences on an as-needed basis beyond those stated herein to apply to that Customer’s resultant contract or Purchase Order. The State of Florida reserves the right to withhold payment or implement other appropriate remedies, such as Term Contract termination or nonrenewal, when the Contractor has failed to comply with the provisions of the Term Contract. The Contractor and the Department agree that financial consequences for non-performance are an estimate of damages which are difficult to ascertain and are not penalties.

The financial consequences below will be paid and received by the Department of Management Services within 30 calendar days from the due date specified by the Department. These financial consequences below are individually assessed for failures over each target period beginning with the first full month or quarter of the Term Contract performance and every month or quarter, respectively, thereafter.

No favorable action will be considered when Contractor has outstanding Term Contract

Quarterly Sales Reports, MFMP Transaction Fee Reports, or any other documentation owed to the Department or Customer, to include fees / monies, that is required under this

Term Contract.

Deliverable Performance Metric Performance Due

Date

Financial Consequence for Non-Performance

Contractor will timely submit complete Quarterly Sales Reports

All Quarterly Sales Reports will be submitted timely with the required information

Completed reports are due on or before the 30th calendar day after the close of each State fiscal quarter

$250 per day late

Contractor will timely submit complete MFMP Transaction Fee Reports

All MFMP Transaction Fee Reports will be submitted timely with the required information

Completed reports are due on or before the 15th calendar day after the close of each month

$100 per day late