CalHR_Sharepoint_RFO.pdf

CalHR RFO 24-150

Department of Human Resources

Eraina Ortega 1810 16th Street

Sacramento, California 95811-7258

Gavin Newsom.

Governor

RFO# 24-150

CMAS Consultative Services

SHAREPOINT PLANNING AND DEPLOYMENT SERVICES

Release Date: April 15, 2025

You are invited to review and respond to this Request for Offer (RFO). To submit an offer for these services, you must comply with the instructions contained in this document as well as the requirements stated in the Scope of Work (SOW). By submitting an offer, your firm agrees to the terms and conditions stated in this RFO and your proposed California Multiple Award Schedule (CMAS) Contract.

Read the attached document carefully.

The RFO due date is May 16, 2025

Responses to this RFO and any required copies must be submitted via email by the response date to:

Department Contact:

Doug Jones 1515 S Street, North Building, Suite 500

Sacramento, California 95811-7258

(916) 322-9205 it.procurement@calhr.ca.gov

General Information

1. Background and Purpose

The California Department of Human Resources (CalHR) was created on July 1, 2012, by Governor Brown's Reorganization Plan Number 1 of 2011. The reorganization plan consolidated the State of California's two personnel departments, combining the Department of Personnel Administration with certain programs of the State Personnel Board.

CalHR is responsible for issues related to employee salaries and benefits, job classifications, civil rights, training, exams, recruitment and retention. For most employees, many of these matters are determined through the collective bargaining process managed by CalHR.

This Request for Offer (RFO) and attached Scope of Work (SOW) reflects the services to be provided by the Consultant, also referred to as Contractor, to the CalHR. The Consultant will have the sole responsibility for all necessary labor, resources, and direct and indirect costs, required to complete the contracted services in accordance with the Scope of Work defined herein.

To better assist the Consultant in understanding CalHR’s environment, in recent years, the CalHR has experienced a significant increase in deployment of new and complex information sharing applications. CalHR has a need for extensive collaboration among internal stakeholders and interdisciplinary teams participating in system development projects. Use of SharePoint has grown very rapidly and substantially to include numerous internal teams, all core programs, CalHR’s intranet site, shared services, and project sites.

CalHR has previously implemented SharePoint 2007, 2010, 2013, and 2016. While CalHR does have staff dedicated to and trained on SharePoint Online, CalHR does not currently have sufficient resources with the required skills in-house to provide the necessary SharePoint planning and deployment services. CalHR has implemented Microsoft Office 365 (O365) and created the initial framework for the CalHR intranet and division sites in SharePoint Online.

The environments in which CalHR’s current SharePoint collections currently reside are comprised of the following:

SharePoint 2010: decommissioned in January 2013

SharePoint 2013: decommissioned in January 2018

SharePoint 2016: in use by all CalHR programs One database, Two Web, Two App, One OfficeWebApps, and One Workflow Server Two databases, 10GB Content, 1.3 GB Mysites

CalHR’s goals for the SharePoint Planning and Migration project are to create a uniform look and feel in SharePoint Online, using the latest version of SharePoint across the department, implement a new CalHR intranet site in SharePoint Online, and implement and migrate SharePoint team sites from SharePoint 2016 to SharePoint Online, improve information management and sharing, create a core repository for the department, with uniform and logical architecture, implement data retention policies within SharePoint Online, provide the ability to perform enterprise searches, implement workflows and dashboards, and identify and work with CalHR leads to develop and maintain SharePoint Governance. In addition, approximately 50% of the SharePoint 2016 site will need to migrate to MS O365 Cloud for archive, as it is also being utilized as a document management repository.

Contractors must describe how they can meet CalHR’s requirements. The Contractor personnel submitted for consideration are required to meet all skill and experience requirements for their California Multiple Awards Schedules (CMAS) classification.

Responses should include a description of the proposed approach to the project, a high-level project schedule, and company references for completing similar projects.

The amount allocated for this project is up to $300,000. Offers exceeding this amount will be deemed non-responsive and ineligible for award.

2. Contract Term

The term of this contract is for one (1) year.

The resulting Contract will not take effect until it is signed by a CalHR Contract Officer and the Contractor has received a signed copy of the Purchase Order. The Contractor is hereby advised not to commence performance until an authorized Purchase Order has been issued by CalHR.

Should performance commence before the Purchase Order is issued, such services may be considered voluntary.

CalHR reserves the right to modify or cancel this RFO in whole or in part. CalHR reserves the right to reject all offers. CalHR is not required to award a Contract.

3. Key Dates

It must be understood that time is always of the essence, both for the RFO submittal and Contract completion. Contractors are advised of the key dates and times shown below and are expected to adhere to them.

Event Date Time Release of RFO 4/15/2025 4:00 PM Deadline for Submitting RFO Questions 4/22/2025 4:00 PM Release of RFO Questions and Answers 4/29/2025 4:00 pm RFO Response Submission Due Date/Time 5/16/2025 4:00 pm *CalHR Review of RFO Submissions 5/19/2025-5/23/2025 *Presentation/Interviews 5/26/2025-5/30/2025 *Contract Award 06/30/2025 *Expected Start Date 08/11/2025 *These dates are subject to change without notice or addendum to this RFO.

4. RFO Response Requirements

This RFO and the Contractor’s response to this document will be made part of the STD.65 Purchasing Authority Purchase Order and procurement Contract file.

Responses must contain all requested information and data and conform to the format described in this section. A table of contents and page numbering must be included. It is the Contractor’s responsibility to provide all necessary information for CalHR to evaluate the response, verify requested information, and determine the Contractor’s ability to perform the tasks and activities defined in the State’s Scope of Work and Cost Worksheet, Attachment A, provided as required below.

Responses must contain a copy of the entire CMAS Contract, pricing pages, and offer for services listed under heading “RFO Response Content.”

The Contractor must complete the Bidder Declaration form GSPD-05-105. To obtain a copy of the form, contact the State Contracting official or the form can be found at the following website:

http://www.documents.dgs.ca.gov/pd/poliproc/MASTEr-BidDeclar08-09.pdf.

Any Contractor responding to an RFO that has been certified by the California Department of General Services as a Disabled Veteran Business Enterprise (DVBE) must also submit a completed Disabled Veteran Business Enterprise Declarations form, STD. 843. All disabled veteran owners and disabled veteran managers of the DVBE must sign the form. To obtain a copy of the form, contact the State Contracting official or the form can be found at the following website: www.documents.dgs.ca.gov/pd/poliproc/STD-843FillPrintFields.pdf.

At the State’s option prior to award, Contractors responding to a RFO may be required to submit additional written clarifying information. Failure to submit the requested written information as specified may be grounds for bid rejection. Additionally, CalHR may request a presentation and/or interview from any or all Contractors. If required, the Contractor’s Project Team, as identified in the RFO submission, must be in attendance or available via teleconference or video conference.

The Contractor shall submit their response via email to the address contained on the cover sheet of this RFO.

5. RFO Response Content

A. Administrative Requirements

Offers must meet all Administrative Requirements as indicated below:

• Submitted by due date and time

• Math is correct

• Completed Required Checklist – Attachment C, including all indicated Attachments

B. Technical and Cost Requirements

i. Scope of Work

The Contractor shall provide a “Scope of Work” which responds to the State’s Scope of Work and will be used to evaluate responsiveness to requirements. The response must include any additional information and assumptions that the Contractor deems necessary to explain how the Contractor intends to meet the State’s requirements.

The Scope of Work must contain the following:

• A response describing the approach your company would take to address the tasks and deliverables within the SOW, including Project Management Plan with methodologies that support that approach.

• Work Breakdown Structure for each task, including sub-task description and due date for each deliverable.

• Project Schedule: Identify when activities will be accomplished and who is leading each activity.

• Assumptions: Include all assumptions used to develop the response.

• Samples of work from other similar projects and any other requirements shown in the State’s SOW.

ii. Summary of Qualifications The Contractor shall provide a Summary of Qualifications detailing how their Project Team meets or exceeds each of the Minimum Qualifications (MQs) below. Offers not meeting the MQs will be deemed non-responsive and ineligible for award.

Required qualifications and experience of the proposed candidates:

Must have a valid Project Management Professional (PMP) certification from the

Project Management Institute (PMI), and include a copy of the certification Must have a minimum of five (5) years of experience with SharePoint planning, implementation and deployment within the last seven (7) years Must have a minimum of five (5) years of experience with SharePoint data migration and testing within the last seven (7) years Must have a minimum of five (5) years’ experience with SharePoint governance, policies and data management within the last seven (7) years Must have minimum of five (5) years’ experience with providing SharePoint

Administrator technical training within the last seven (7) years Must have minimum of five (5) years’ experience with providing SharePoint end user training within the last seven (7) years Must demonstrate expertise with engagements of similar size, scope and complexity for government organizations within the last seven (7) years

Additional desirable experience of the proposed candidate(s):

Experience with performing IT Project Management and Business Analysis, including facilitating Joint Application Design sessions and Requirements Verification

Experience with website design Experience with Intranet design Experience with solution design Experience with features management Experience with site branding Experience with navigation, user interface elements and versioning Experience with authentication, authorization, and mapping group membership Experience with using fields and content types to manage taxonomy Experience with managing the site Lifecyle Experience with developing and deploying SharePoint Apps Experience with creation of custom sites, lists and workflows Experience with establishing a SharePoint roadmap

Experience with identifying lines of ownership, roles and responsibilities for business owners, site owners and technical teams

Experience with explaining the capabilities and design choices Experience with establishing a SharePoint Governance Committee Experience with establishing objectives and rules appropriate for usage of

SharePoint Experience with creating training plans and providing technical training and end user training

iii. Resumes The Contractor shall provide resumes for each identified member of the Contractor’s Project Team, detailing experience meeting the State’s requirements.

iv. Completed Cost Worksheet – Attachment A The Contractor shall provide a completed Cost Worksheet (Attachment A). All costs shall be filled in by the Contractor. Provide the classification(s) and estimated hours required to complete task/deliverables described in this RFO and SOW. Proposal costs to this RFO are subject to the Department of General Services’ Leveraged Procurement Agreement dollar limitations for California Multiple Award Schedule (CMAS) acquisitions.

v. References – Attachment B The Contractor shall provide a minimum of three (3) references for which it has performed similar services to those described in the SOW during the last three (3) years. A reference must be external to the Contractor’s organization and corporate structure.

6. Contract Award Award of a Contract resulting from this RFO will be based on best value. Best Value is defined as “any factor or criterion related to requirements and supplier selection for a particular transaction that is established by a State department to ensure that their business needs and goals are effectively met and the State obtains the most value.”

Best value can be determined by using any one or all the following criteria as applicable to the effort:

The quality of the product or service, or its technical competency The quality and effectiveness of business solutions and approach Industry and program experience The prior record of supplier performance The supplier expertise with engagements of similar scope and complexity The proven use of methodologies and tools Lowest cost received / Offeror’s proposed cost

7. Review of Offers for Award

Responses to this RFO will first be reviewed for inclusiveness of all mandatory items identified in the Required Checklist (Attachment C). If a response is missing information required in any Attachment it may be deemed non-responsive.

Award of a Contract resulting from this RFO against a CMAS Contract will be based on a “best value” method that includes cost as a factor. Selection will be based on the requirements listed below:

a. Administrative Requirements - Pass/Fail

The Administrative Requirements will be scored pass/fail. Responses must meet all Administrative Requirements as listed in Section 5.A. – Administrative Requirements.

b. Technical and Cost Requirements

The Technical and Cost Requirements will be weighted and scored as indicated below based on responses to the Technical and Cost Requirements, Section 5.B above.

• Contents Points: 200 Max (See Contents Criteria Table)

• Cost Points: 100 Max (see Cost Points Table)

Contents Criteria Table:

The Contents Criteria will be scored on a scale of 0 through the maximum points specified in the table below, with 0 being “does not meet the requirement” and the maximum points being “exceeds the requirement.”

Contents Criteria Maximum Score Required qualifications and experience of the proposed candidate(s):

Must have a valid Project Management Professional (PMP) certification from the Project Management Institute (PMI), and include a copy of the certification

Must have a minimum of five (5) years of experience with SharePoint planning, implementation and deployment within the last seven (7) years

Must have minimum of five (5) years of experience with SharePoint data migration and testing within the last seven (7) years (7 points)

Must have a minimum of five (5) years’ experience with SharePoint governance, policies and data management within the last seven

(7) years

Must have minimum of five (5) years’ experience with providing SharePoint Administrator technical training within the last seven (7) years

Must have minimum of five (5) years’ experience with providing SharePoint Administrator technical training within the last seven (7) years

Must have minimum of five (5) years’ experience with providing SharePoint end user training within the last seven (7) years (7 points)

Must demonstrate expertise with engagements of similar size, scope and complexity for government organizations within the last seven (7) years (10 points)

Additional desirable experience of the proposed candidate(s):

Experience with performing Business Analysis, including facilitating

Joint Application Design sessions and Requirements Verification Experience with website design Experience with Intranet design Experience with solution design Experience with features management

Contents Criteria Maximum Score Experience with site branding Experience with navigation, user interface elements and versioning Experience with authentication, authorization, and mapping group membership Experience with using fields and content types to manage taxonomy Experience with managing the site Lifecyle Experience with developing and deploying SharePoint Apps Experience with creation of custom sites, lists and workflows Experience with establishing a SharePoint roadmap Experience with identifying lines of ownership, roles and responsibilities for business owners, site owners and technical teams

Experience with explaining the capabilities and design choices Experience with establishing a SharePoint Governance Committee Experience with establishing objectives and rules appropriate for usage of SharePoint Experience with creating training plans and providing technical training and end user trainings The proposed methodology approach, strategy, and tasks identified to support the complete Scope of Work (SOW) requirements

Contractor’s references (minimum of three and subject to verification) from pervious projects with public agencies in the last three (3) years, which are similar in nature to the work outlined in this RFO

Contractor’s capabilities Demonstrated capability on similar or related projects Availability and skillsets of proposed resources Quality and cost control Experience on relevant projects at other government organizations

Total 200

Cost Points Table:

In this example, the award goes to Offer 2 as the response that scored the highest points from amongst the Administrative and Contents Criteria combined with the calculated Cost points.

Offer 1 Offer 2 Offer 3 Administrative Score Pass Pass Pass Content Points 200 Points 190 Points 150 Points Lowest Cost Received / Offeror’s Proposed Cost

$200,000/$250,000 $200,000/$200,000 $200,000/$225,000

Cost Points 0.80 X 100= 80 1 X 100 = 100 0.89 x 100 = 89 Grand total 200 + 80 = 280 190 + 100 =290 150 + 89 =239

8. Tie-Break Process

In the event of a precise tie, if GC §14838(f) does not apply to the Bidders, a witnessed drawing of lots will be conducted by the Procurement Official. If a drawing of lots is needed, the Procurement Official will schedule and arrange for the drawing and non-partisan witnesses; notifying the participating Bidders of the outcome of the drawing

9. Contractor’s Performance The Contractor’s performance will be evaluated using the Std. 4 Contract/Contractor Evaluation after the project. A copy of the Std. 4 can be found at http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std004.pdf

EXHIBIT A

SCOPE OF WORK (SOW)

A. Scope and Description:

The Department of Human Resources’ (CalHR’s) SharePoint Planning and Deployment project is a one-year engagement that shall include a team of two technical and business focused Consultant resources to facilitate CalHR’s upgrade to SharePoint Online, data migration from SharePoint 2016 to SharePoint Online. Migrate the documents identified during the initial gap analysis as not needed to be migrated to SharePoint online to the MS O365 Cloud. The Consultants will work with CalHR’s technical and business stakeholders, SharePoint Site Owners and staff from all CalHR’s major program areas to identify CalHR’s business practices, evaluate CalHR’s current technical environment, and perform SharePoint planning and deployment consulting services for the CalHR’s SharePoint Online implementation and data migration. The Consultant is expected to complete the SharePoint data migrations and SharePoint Online rollout by 06/30/2026, and complete post-implementation support by 12/31/2026.

The SharePoint consulting services are requested to perform a technical assessment and recommendation on taxonomy and design for the SharePoint Online implementation and migration, elicit business and technical requirements, assist with planning, IT project management, communications and Organizational Change Management (OCM), implement a SharePoint Governance Plan, policies and User Group, deploy, install, configure and test the new SharePoint Online site, all data migrations to SharePoint Online and read-only MS O365 Cloud. Provide and conduct Test Plans, including facilitation of end user acceptance testing, training, knowledge transfer, and post-implementation support to the CalHR’s SharePoint Administrators, Site Owners and end users. The Consultants are expected to train and provide knowledge transfer to CalHR’s Information Technology Division (ITD) staff on all technical aspects of the planning, deployment and migrations, including connected systems in place in CalHR’s current SharePoint 2016 environment, with the expectation that at project closeout, SharePoint technical support will transition to state staff. The Consultant is expected to identify and work with CalHR leads to develop and maintain SharePoint Governance, polices and a User Group.

Consultative services are requested to perform the following main areas of work:

1) Project Management

2) Technical Assessment

3) Business Requirements and Planning

4) SharePoint Governance Plan

5) Deploy, Install, Configure and Test

6) SharePoint data migrations

7) Training and Knowledge Transfer

8) Post-Implementation Support

9) Project Closeout

B. Contractor Tasks and Deliverables:

The Contractor shall perform the tasks and deliverables identified in this section to the satisfaction of CalHR as indicated by signed approval from CalHR’s IT Project Manager and Project Management Office Chief. Under this Scope of Work, the Contractor shall complete the following tasks (T):

Task 1 – Project Management

The Contractor shall apply a formal System Development Life Cycle (SDLC) methodology to the design, development and implementation of the project. The Contractor shall develop, monitor and manage a Project Schedule in Planview (The PPMO office should grant the PM permission to manage the project) that contains phases, activities, tasks, deliverables and milestones that represent the work breakdown structure. The project schedule must be developed at the level of detail that provides adequate visibility into the project and must identify where CalHR staff resources are expected to be involved in the project. Project schedule constraints must be included to complete the SharePoint data migrations by 06/30/2026 and complete post-implementation support by 12/31/2026.

The Contractor shall develop and manage a Project Management Plan (PMP) and Project Charter, ensuring that work products and functionalities are achieved as defined in the PMP and the Project Charter; plan guide, and oversee project activities; facilitate the identification of risks, and manage risk mitigation/contingencies, issues and communications for the project.

The Contractor shall deliver a project kick off presentation that includes a high-level roadmap for the project, conduct weekly status meetings with the project team, work collaboratively with the CalHR project team and its customers to manage the project, and work collaboratively with the project team on development of the Deliverables Expectations Document (DED), prepare Monthly Status Reports in accordance with CalHR’s Monthly Status Report template, and prepare ad hoc reports, as needed.

Milestone/Deliverable: Due Date:

Milestone: Project Schedule, Master Project Management Plan and Project Charter accepted by CalHR

06/30/2025

Deliverable 1.1: Project Schedule 06/30/2025

Deliverable 1.2: Project Management Plan and Project Charter

06/30/2025

Deliverable 1.3: Project kick off meeting with high-level roadmap

*08/01/2025

Task 2 –Technical Assessment

The Contractor shall evaluate and assess CalHR’s current technical environment, resulting in a written and verbal recommendation for the order of implementation to stand up and migrate the CalHR Intranet and division sites on SharePoint 2016 to SharePoint Online, and to move the documents identified as not needing to be migrated as read-only to the MS O365 Cloud to make the data searchable within O365. The technical assessment shall include an inventory of all sites, groups and permissions. The Contractor shall identify sites unmodified in over one year, check databases for any corrupt data, and make recommendations based on best practices.

CalHR is responsible for accepting and approving the technical assessment.

Milestone: Technical Assessment 07/22/2025

Deliverable 2.1: Technical Assessment 07/22/2025

Task 3 – Business Requirements and Planning

The Contractor shall work with business stakeholders from each of CalHR’s all major program areas, and SharePoint site owners, to develop a Requirements and Analysis Report, hold meetings with CalHR staff to develop an understanding of business needs, review the current SharePoint 2016 site collections and features currently implemented, including documentation of the current SharePoint content inventory, identify and log all CalHR’s requirements for the SharePoint Online platform, and decompose the requirements into the various SharePoint components.

The Contractor shall develop a Site Architecture and Taxonomy Design Plan for CalHR, including the design for the CalHR Intranet site, how the business requirements will map to the site architecture and taxonomy, and provide site architecture and design knowledge transfer materials and artifacts to CalHR.

The Contractor shall develop a Test Plan for the SharePoint Online platform implementation and for the data migrations, which includes test scenarios, test cases, test data and test reports for functional, integration, stress and end user acceptance testing.

The Contractor shall provide a Data Migration Plan for the existing data within CalHR’s SharePoint 2016 environments, including use of migration tool to be provided by CalHR.

The Contractor shall complete the data migration from SharePoint 2016 to the new version of SharePoint Online. The priority is to migrate off SharePoint 2016, as it will no longer be supported as of July 2026. The data migration also encompasses pushing the documents identified as not needing to be migrated to SharePoint Online as read-only to the MS O365 Cloud for archive. While significant portion of the SharePoint 2016 site is not required to migrate to SharePoint Online, the data will be archived for searchability in MS O365. It is expected that the SharePoint 2016 site will fully migrate to SharePoint Online and will not need to move as an archive to SharePoint Online.

The Contractor shall develop a Rollout Plan, including marketing the new SharePoint Online platform to CalHR staff, a detailed schedule with go-live dates, end user training dates and materials, including description of processes to ensure all SharePoint Administrators, Super Users and end users understand their roles and responsibilities, and SharePoint Administrator training dates and knowledge transfer materials. The Roll out plan shall be presented in-person by the Contractor to the CalHR project team. In addition, the Contractor shall create and present a high-level PowerPoint presentation of the Roll Out plan to the CalHR executive team which includes timeline for the migration, demo of a sandbox site for hands on previews, any planned downtime, the reason and value for the change, and possible changes to URLs and bookmarks.

Milestone: Business Requirement and Planning 08/05/2025

Deliverable 3.1: Requirements and Analysis Report document

08/05/2025

Deliverable 3.2: Site Architecture and Taxonomy Design Plan document

08/05/2025

Deliverable 3.3: Test Plan document 08/05/2025

Deliverable 3.4: Data Migration Plan 08/05/2025

Deliverable 3.5: Rollout Plan document 08/05/2025

Task 4 – Governance Plan

The Contractor shall build and develop a SharePoint Governance Plan, based on best practices for site architecture and navigation, site owner guidelines and policies, including layout of ownership, security, content types, metadata, end user change requests, and disposal of documents. The Contractor shall identify and work with CalHR leads to develop, implement and maintain SharePoint Governance, including formation of a SharePoint Online User Group comprised of CalHR staff.

Task 5 –Deploy, Install, Configure and Test new SharePoint platform

The Contractor shall deploy, install and configure the SharePoint Online platform with scalable architecture in Development, Test (Quality Assurance) and Production environments, and provide CalHR the technical architecture specifications and related technical documentation artifacts.

The Contractor shall successfully execute the approved Test Plan, including functional, integration, stress and end user acceptance testing, and maintain a defect and bug fix tracking logs that include severity and priority ratings. The Contractor shall submit all test results to CalHR. CalHR will provide three end user testing pilot groups: a) subset of CalHR technical staff on the project team, b) all Information Technology Division staff, and c) subset of CalHR Program staff.

Milestone/Deliverable: Due Date:

Milestone: SharePoint Governance Plan 08/05/2025

Deliverable 4.1: SharePoint Governance Plan document and formation of SharePoint Online User Group

08/05/2025

The Contractor shall work with CalHR to execute the Rollout Plan. The Contractor shall present a demonstration of the newly upgraded CalHR SharePoint to the CalHR executive team.

Milestone: Deploy, Install, Configure and Test 05/1/2026

Deliverable 5.1: Deploy, Install and Configure SharePoint Online in Development, Test and Production environments

05/1/2026

Deliverable 5.2: Execute Test Plan, including functional, integration, stress and end user acceptance testing, including pilot group testing, is successfully completed. Submit Test Results documents.

05/1/2026

Deliverable 5.3 Execute Rollout Plan and present new site to Executive team

05/1/2026

Task 6 –Data Migration and Testing

The Contractor shall execute the Data Migration Plan to migrate data from SharePoint 2016 to SharePoint Online.

The Contractor shall successfully execute the approved Data Migration portion of the Test Plan, including functional, integration, stress and end user acceptance testing, and maintain a defect and bug fix tracking logs that include severity and priority ratings. The Contractor shall submit all test results to CalHR. CalHR will provide three end user testing pilot groups to test the data migration: a) subset of CalHR technical staff on the project team, b) Information Technology Division staff, and c) subset of CalHR Program staff.

Milestone: Data Migration and Testing 5/30/2026

Deliverable 6.1 Execute Data Migration Plan 5/30/2026

Deliverable 6.2 Execute Data Migration testing 5/30/2026

Task 7 –Training and Knowledge Transfer

The Contractor shall provide the CalHR technical support team onsite SharePoint Administrator knowledge transfer and training materials, including detailed system configurations.

The Contractor shall provide the CalHR technical support team onsite SharePoint environment knowledge transfer and training materials.

The Contractor shall provide onsite SharePoint end user training sessions, and training materials, to all CalHR staff, tailored to the various permission levels, e.g. site owners must be trained to such an extent that they will be reasonably able to handle their duties competently and be able to maintain/update the content. Site owners/Super Users must be provided with an overview of SharePoint Online and trained on the functionalities that will be implemented, e.g. how to grant, modify and remove site access permissions for staff, how to manage metadata and content types, how to create a library that has lookup field to another library, how to pull documents by keyword together for Public Records Act requests.

The Contractor shall provide the CalHR technical support team onsite training on the data migration tool.

All trainings shall be conducted from the CalHR’s Headquarters in person with the possibility of people joining remotely . Training webinars and online materials shall be provided to CalHR’s staff located throughout the State. All training sessions will be recorded and owned by the CalHR.

Milestone: Training and Knowledge Transfer 06/30/2026

Deliverable 7.1: SharePoint Administrator support and technical training (onsite training and training/knowledge transfer materials)

06/30/2026

Deliverable 7.2: SharePoint environment support and technical training (onsite training and training/knowledge transfer materials)

06/30/2026

Deliverable 7.3: SharePoint site owner and end user support and training (onsite training and training/knowledge transfer materials)

06/30/2026

Deliverable 7.4: Data migration tool technical training (onsite training and training/knowledge transfer materials)

06/30/2026

Task 8 – Post-Implementation Support

Milestone: Post-Implementation Support 7/1/2026

Deliverable 8.1: Post-Implementation monthly status reports for July 2019 through December 2019

12/31/2026

Task 9 – Project Closeout Letter

The Contractor shall submit Project Closeout Letter at the close of the project and attend the Project Closeout meeting. After CalHR management signs approval on the closeout letter, the contractor may submit the final invoice for the 10% withheld from every invoice during the project. The presentation of the project closeout letter shall take place at the project closeout meeting where final “lessons learned” from the project will be documented.

Milestone: Project Closeout Letter, presented to project team, and accepted by CalHR

01/04/2027

Deliverable 9.1: Project closeout letter and attendance at Project Closeout meeting

01/04/2027

C. Contractor Responsibilities The Contractor will be required to work onsite at CalHR’s Sacramento Headquarters office located at 1810 16th Street Sacramento, California. The Contractor is required to work cooperatively with, and as part of a larger team, of CalHR program and technical staff (developers, system administrators, analysts, technical Contractors, engineers, scientists), external stakeholders and affected state entities.

The Contractor must adhere to CalHR’s information technology security, Internet, and network policies, and is required to successfully complete the CalHR’s annual Information Security training. The Contractor certifies that it has appropriate systems and controls in place to ensure that State funds will not be used in the performance of this Contract for the acquisition, operation, or maintenance of computer software in violation of copyright laws.

Any Contract for information technology products and/or services (Public Contract Code 12112), to be manufactured or performed by the Contractor especially for CalHR and not suitable for sale to others in the ordinary course of the Contractor’s business may provide, on such terms and conditions as CalHR deems necessary to protect the State’s interests, for progress payments for work performed and costs incurred by the Contract, provided that not less than 10% (percent) of the Contract price is required to be withheld until final delivery and acceptance. Interim risk assessment guidelines and financial protection measures are detailed in PCC 12112 for agencies to use to determine the applicability to their projects.

The Contractor must factor the cost for any hardware or software required to complete the project into its offer. No additional costs for these items will be allowed.

D. Key Staff Personnel Changes The Contractor’s final project team members must be the same staff stipulated in the proposal. CalHR recognizes that a resignation, or other such event, may cause team members to not be available for the duration of this project. If this event should occur, the Contractor agrees to the following provisions:

1) Contractor may not assign a replacement, once key staff is designated, without prior written approval from CalHR IT Project Manager and Project Management Office Chief.

If a Contractor employee is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor shall make every reasonable effort to provide suitable substitute personnel. The substitute personnel shall meet all CMAS requirements and must meet or exceed the skill level and experience of the initial personnel. Lack or shortage of personnel staff shall not relieve the Contractor from meeting Contract deliverables to the satisfaction of the CalHR and within Contract timelines.

2) CalHR, for cause, reserves the right to require the Contractor to replace any key staff personnel at any time. CalHR will notify the Contractor in writing when exercising that right, providing the Contractor with the cause. The Contractor, within ten (10) working days of notification, shall provide CalHR with a replacement meeting or exceeding the criteria in Number 1 above.

3) The Contractor shall not be allowed extra time or money to replace personnel. The Contractor’s management must supervise all Contractor project personnel and mitigate any contract personnel issues. The Contractor shall be responsible for the quality of service delivered to CalHR by any temporary backup personnel or permanent replacement personnel on the Contractor’s Project Team.

E. Other Reporting Requirements The Contractor shall fully perform the work identified in Section B, Contractor Tasks and Deliverables, and perform, but not be limited to, the following tasks:

Submit monthly status reports to CalHR’s IT Project Manager. The report shall include:

A summary of work completed during the reporting period A summary of work to be completed in the upcoming reporting period Highlighted tasks that are behind schedule with explanations and proposed solutions The status of risks and risk remediation efforts The Contractor will develop and provide ad hoc reports as deemed appropriate and necessary by CalHR If requested, the Contractor shall participate in periodic briefings for executive management

F. State Responsibilities CalHR will provide access to business and technical documents as necessary for the Contractor to complete tasks identified in CalHR’s purchase document. The State will provide an IT Project Manager. When the Contractor is onsite, CalHR will provide a personal computer, access to printers, network connection, telephone, and workspace.

G. CalHR Contacts

The Procurement Lead for the RFO and SOW questions and submissions will be:

Doug Jones 1515 S Street, North Building, Suite 500

Sacramento, California 95811-7258 Phone: 916-322-9205

Email: it.procurement@calhr.ca.gov

The Technical Manager for the work contained in this agreement will be:

Chris Rouse

Sacramento, California 95811-7258 Phone: 916-708-1490 Email : chris.rouse@calhr.ca.gov

The Contract Manager for this work contained in this agreement will be:

Josias Caveto

Sacramento, California 95811-7258 Phone: 916-324-9379 Email: josias.caveto@calhr.ca.gov

H. Change Management/Unanticipated Tasks During the Contract, CalHR may require changes such as modifications to the design of, addition to, or removal of functionality, etc. Change management enables effective handling of project changes and assists in keeping the project budget, quality of work, and timeline within the expectations of both the Contractor and the State. The change management process is as follows:

1. Once a potential task has been identified, the CalHR IT Project Manager and the

Contractor will determine if the task falls within or outside the scope of the Contract.

2. If the task falls within the scope, then the contractor will perform the task. Resulting changes for time or costs are allowed.

3. If the task falls outside of the scope, or extends time or costs, but is deemed necessary to the successful completion of the work, then the CalHR IT Project Manager and Contractor will estimate the time and cost required to complete the task. If the additional task is approved, the Contract Manager will be notified and the contract amended as necessary to incorporate the additional time, materials, and/or additional costs required to complete the task.

4. All changes in item 3 above will be executed by means of a Work Authorization Form (see sample attached).

5. Each Work Authorization Form shall consist of a detailed scope of the work to be performed, an estimated time schedule for the performance of the work, and the Contractor’s itemized and total one-time and on-going costs, or cost reductions, of the

Work Authorization. Prior to commencing work, the Work Authorization Form must be signed by the Contractor and the CalHR IT Project Manager. The executed Work Authorization Form will thereby be incorporated as a Schedule to this Contract.

6. All applicable rules and requirements will be applied to any changes in costs. It is understood and agreed by both parties to this Contract that all the terms and conditions of this Contract shall remain in force with the inclusion of any such Work Authorization added as a Schedule to this Contract. Such a Work Authorization shall in no way constitute a contract, other than as pursuant to this Contract, nor in any way amend or supersede any of the other provisions of this Contract.

I. Travel The Contractor will be required to work onsite for the duration of the project at CalHR’s Sacramento Headquarters office located at 1001 I Street in Sacramento, California, and occasionally onsite at CalHR’s Cal Center Regional Office located at 8800 Cal Center Drive in Sacramento, California. Travel/Per Diem reimbursement is not included in this contract.

The Contractor is responsible for travel expenses. The contractor is expected to provide in-person training and webinar training at Headquarters and webinar training for CalHR’s regional offices.

CalHR has offices located at

1810 16th Street Sacramento, California 95811-7258

J. Special Provisions

1. CalHR normal work hours are Monday thru Friday, 8 a.m. to 5 p.m. except for State holidays.

2. There will be no overtime paid under this contract.

3. There will be no travel, per diem or transportation costs paid under this Contract.

K. Performance and Termination

1. Performance Acceptance and Non-Acceptance Resolution

2. CalHR shall be the final judge of the acceptability of all work performed and all work products produced by the Contractor because of this Contract and associated CMAS Contract. Should the work performed or the products produced by the Contractor be deemed unacceptable by CalHR, the following resolution process shall be employed except as superseded by other binding processes:

3. CalHR shall notify the Contractor in writing, within ten (10) business days after receipt of a Deliverable Acceptance Document, or after completion of service, of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor.

4. The Contractor shall, within five (5) business days after initial problem notification, respond to CalHR by submitting a detailed explanation describing precisely how the identified services and/or products adhere to and satisfy all applicable requirements, and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to CalHR’s initial problem notification within the required time limits may result in immediate Contract termination. In the event of such termination, CalHR shall pay all amounts due to the Contractor for all work accepted prior to termination.

5. CalHR shall, within five (5) business days after receipt of the Contractor-detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If CalHR rejects the explanation and/or plan, the Contractor shall submit a revised corrective action plan within three (3) business days of notification of rejection. Failure by the Contractor to respond to CalHR’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate Contract termination. In the event of such termination, CalHR shall pay all amounts due to the Contractor for all work accepted prior to termination.

6. CalHR shall, within three (3) business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by the Contractor. Rejection of the revised corrective action plan may result in immediate Contract termination. In the event of such termination, CalHR shall pay all amounts due to the Contractor for all work accepted prior to termination.

7. CalHR may put on-hold or terminate the Contract with or without cause by providing 30 (thirty) calendar days written notice to the Contractor. In the event of such on-hold or termination event, CalHR shall pay all amounts due to the Contractor for all work accepted prior to on-hold or termination event.

L. Confidentiality It is expressly understood and agreed that information the Contractor receives from the State or from a third party in performing its obligations under this Contract may be deemed confidential by the State. Therefore, the Contractor must:

1. Observe complete confidentiality with respect to such information, including without limitation, agreeing not to disclose or otherwise permit access to such information by any person or entity in any manner whatsoever unless such disclosure is required by law or legal process.

2. Take reasonable efforts to ensure that Contractor’s employees, agents, representatives, and independent Contractors are informed of the confidential nature of such information and ensure by Contract or otherwise that they are prohibited from copying or revealing, for any purpose whatsoever, the contents of such information or any part thereof, or from taking any action otherwise prohibited under this section.

3. No use such information or any part thereof in the performance of services to others or for the benefit of others in any form whatsoever whether gratuitously or for valuable consideration, except as permitted under this Contract.

4. Notify State promptly and in writing of the circumstances surrounding any possession, use or knowledge of such information any part thereof, by any person other than those authorized by this paragraph.

5. Adhere to all required CalHR confidentiality and disclosure policies. All staff resources submitted by the Contractor are required to provide all requested background information.

6. Treat all information, deliverables and work products as confidential. All information.

Deliverables and work products cannot be disclosed in any form to any third party without CalHR’s written consent except when required by law or legal process.

Contractor is authorized to maintain a copy of all information necessary to comply with its contractual obligation and applicable professional standards.

7. Not use, without CalHR’s written approval, any CalHR materials for any purpose other than performing the contracted services.

8. Not remove any CalHR equipment and/or data on any media outside CalHR’s secured environment without advance written approval from CalHR’s IT Project Manager.

9. After the engagement or upon termination of this Contract, the Contractor shall surrender all transportable recorded media.

10. Upon confirmation of loss or theft, report any lost or stolen hardware and/or transportable-recorded media to CalHR.

11. Provide CalHR all pass-phrases/passwords used for private keys to encrypt data used, produced or acquired during performing duties under this Contract.

M. Conflict of Interest

1. The Contractor must ensure that no conflicts of interest exist between the services required under this Contract and services provided by the Contractor to other clients or the Contractor’s other business operations.

2. The Contractor must not have any financial interests in the outcome of any services it provides as a service provider under this Contract except for fees for service under this Contract.

3. The Contractor must have in place formal policies and procedures to identify and mitigate conflicts of interest and ensure that the Contractor’s organization, management and employees avoid financial interests and activities that potentially create conflicts of interest.

4. The Contractor must ensure that its employees and subcontractors meet and comply with the requirements described above.

Notwithstanding the foregoing, CalHR reserves the right to determine, at its sole discretion, whether information received from any source indicates the existence of an actual or potential conflict of interest. If the State determines that a conflict of interest exists, or there is an unavoidable appearance of a conflict of interest, that cannot be resolved to the satisfaction of CalHR such determination shall be grounds for termination of the Contract immediately.

EXHIBIT B

Budget Detail and Payment Provisions

Invoicing and Payment Payment for tasks performed under this Contract shall be based on acceptance of services performed under a Work Authorization Plan (WAP) and accepted from CalHR under the associated services Deliverable Acceptance Document (DAD). It shall be CalHR’s sole determination as to whether a deliverable has been successfully completed and is acceptable.

Signed approval from CalHR, as indicated by a DAD, is required before processing an invoice for payment. Upon completion and signature of the DAD, the Contractor shall submit an invoice for payment.