RFI SOW_Adobe_rv2.pdf

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SECTION C – STATEMENT OF WORK

C.1 BACKGROUND

In today's budgetary environment, all Government Departments must strive to spend taxpayer dollars as efficiently as possible. The DOC, like other Departments, faces the challenge of providing important services and products to the American people while simultaneously reducing costs.

The DOC, in an effort to improve acquisition practices and eliminate wasteful spending, has agreed to pursue an enterprise vehicle for Adobe software products and services. This effort will reduce software total cost of ownership (TCO) and administrative costs, improve licensing decisions and leverage the full department spend to ensure best pricing.

Senior DOC leaders believe savings can be achieved by taking a more collaborative approach to procuring and managing Adobe products and services across the Department. A broad cost reduction initiative is underway with several near-term objectives:

• Reduce the overall price the DOC pays for Adobe products and services;

• Ensure each DOC employee has the software and licenses they need to fulfill their mission;

• Streamline the acquisition process; and,

• Enable future technological, process, and acquisition efficiencies.

In order to meet these objectives, DOC intends to establish a single Department-wide strategic sourcing vehicle for the acquisition of Adobe products and services. The DOC intends to maximize Department spend through this contract vehicle. The BPA will provide DOC with the assurance that all Adobe products are properly licensed, at a fixed-price, over the life of the contract.

C.2 OBJECTIVE

The DOC is an information-intensive organization. Therefore, the Department’s dependence on information technology, electronic communications, digital and printed media continues to grow rapidly and is essential to the mission and program accomplishment. Solutions must be timely, comprehensive, reliable, and cost-effective.

The DOC intends to achieve the following objectives: reduce the cost of enterprise-wide Adobe products and services, provide individual Bureaus with capability to communicate efficiently and expeditiously, both internally and externally, reduce the amount of paper documents generated, and increase the use of electronic documents.

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The DOC seeks to improve upon its current Adobe investments while simultaneously pursuing the greatest savings available for these types of products and services at a Department-wide level.

C.3 SCOPE

This BPA shall:

• Provide all of the Adobe Software Products specified in Attachment J.1;

• Provide Adobe Software Product License Coverage, described in Section C.4.1, including:

o Upgrades for existing current licenses to the latest product versions available for all Adobe Software Product licenses;

o Maintenance and Support (M&S) for all existing DOC Adobe Software

Product licenses and any newly acquired products licensed under this BPA;

• Provide accurate tracking of and reporting on Acrobat Software Product Licenses as specified by Section C.4.2.

C.4 PRODUCT REQUIREMENTS

All products under this BPA shall comply with the technical requirements specified in this statement of work and security and privacy requirements as stated in Attachment J.4.

C.4.1 LICENSE COVERAGE

The VAR shall provide immediate licensing coverage, as necessary and described in the table below, for all Adobe Software Products listed in Attachment J.1.

Licensing coverage means: (a) “term” or subscription licenses, (b) purchases of new licenses, (c) upgrades on existing licenses, and (d) license maintenance and support to include, but not limited to, installation and operational incidents.

Depending on the needs of individual DOC Bureaus and their existing Adobe Software Product licenses, the VAR shall provide varying license coverage for any Adobe Software Product in the categories below as is necessary and applicable.

Attachment J.1. includes the following Adobe Software Product categories:

• Adobe “Term” Products;

• Adobe “Desktop” Products;

• Adobe “Connect” Products;

• Adobe “Enterprise” Products; and,

• Adobe Online / Cloud Services

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The DOC anticipates that the minimum license coverage may be required by the VAR immediately upon award:

SPECIFIC ADOBE

PRODUCT

DOC

BUREAUS

ANTICIPATED

LICENSE COVERAGE

Adobe Acrobat Professional and Standard All DOC Bureaus

- Term Licenses

- New Licenses

- Upgrades on Existing Licenses

- Maintenance and Support

Adobe Server Products All DOC Bureaus

- Term Licenses

- New Licenses

- Upgrades on Existing Licenses

- Maintenance and Support

Adobe Creative Cloud Products All DOC Bureaus

- Term Licenses

- New Licenses

- Upgrades on Existing Licenses

- Maintenance and Support

Other Adobe Software Products All DOC Bureaus

- On an as needed basis according to individual DOC Bureau ordering office needs

C.4.2 Enterprise Level Tracking and Reporting

The VAR shall be responsible for tracking the status of all of Adobe Software Products purchased under this BPA and make that information available to each DOC participant upon request. The VAR is encouraged to provide methods, such as online portals, for tracking and sharing this information.

The VAR shall provide Adobe Software Product license tracking information such as product delivery status, product activation date, license renewal date, and any associated usage data.

Section F.1.5 states specific performance requirements for license tracking and reporting.

The VAR shall propose a method to designate and distinguish each DOC participant in this BPA (Section C.3). This may include providing each DOC member with a unique enrollment number under the VAR’s proposed license-tracking website. Therefore, all orders from DOC Bureaus would have to include that Bureau’s respective enrollment number and coincide with the VAR’s proposed license-tracking website.

All orders, except for, orders for the U.S. Patent and Trademark Office (USPTO) shall be issued by Enterprise Services-Acquisition. Government Purchase Card orders shall be executed between the authorized purchase card holder and the vendor.

C.4.3 Support

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The VAR shall provide all DOC Bureaus with ancillary support for the duration of this BPA.

As part of this support, the VAR shall respond to any and all DOC Bureau offices or end user’s product inquiries, such as product descriptions, licensing, etc., within one (1) business day of receiving the inquiry.

This customer support shall be provided to DOC users at no additional cost and shall be included and covered by the product unit prices for any products or services purchased under this BPA.

C.4.4 Technology Refresh

For the duration of this BPA, the VAR shall notify the CO and the COR of any BPA products that are up for discontinuation, upgrade, or replacement at least 60 calendar days in advance of such an event.

The VAR shall keep the CO and COR informed of technology refreshes and advances. Once accepted by the DOC, the CO will prepare a modification to incorporate the changes. At no time shall the VAR substitute any BPA products without written authorization from the CO through the issuance of a modification to the BPA.

SECTION D – PACKAGING, MARKING, AND DELIVERY

D.1 PACKAGING

As the vast majority of Adobe Software Product licenses are anticipated to be digitally downloaded, this means that there should be minimal physical packaging and shipping required.

D.2 MARKING

All products and packages to be delivered under this BPA shall clearly indicate the order number and order number in response to which the product is being delivered. The VAR shall mark all shipments in accordance with best commercial practices. Additional packaging, packing, and marking requirements will be specified, as necessary, in individual orders fulfilled under this

BPA.

D.3 DELIVERY

In the event items require delivery, all items furnished under this contract shall be handled in such a manner to protect them from any damage while in the possession of the VAR. The VAR shall pack all items for delivery consistent with standard commercial practices to ensure carrier acceptance and to provide adequate protection from shipping damage or loss during transit to the contract designated destination point. The VAR may use their standard packaging practices, provided it meets this requirement.

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The VAR shall be responsible for any damage or loss caused by improper packaging and any damage or loss that occurs in transit.

SECTION E – INSPECTION AND ACCEPTANCE

E.1 CERTIFICATE OF DELIVERY

A license delivery or download will be considered accepted if the VAR does not receive a written notice from either the Ordering Official or COR within ten (10) business days of delivery.

E.2 PRODUCT INSPECTION, REVIEW, AND ACCEPTANCE

Each DOC ordering office will have ten (10) business days to review and accept the product.

Only the point of contact for each DOC Bureau’s ordering office, or his/her duly authorized representative, may approve delivery or receipt of Adobe products.

Only the CO or COR can approve non-Adobe Software Products, such as tracking, status, and inventory reports.

If any Adobe Software Product is deemed unacceptable, due to a delivery or download problem identified during the inspection and acceptance period, then the unacceptable product shall be replaced with an acceptable version of the same product at no additional cost to the DOC within three (3) business days of notice to the VAR.

E.3 TRANSFER OF OWNERSHIP AND RISK OF LOSS

Ownership of any deliverable products shall pass to the Government upon formal product acceptance by a DOC Bureau’s ordering office, or his/her duly authorized representative, regardless of when or where the Government takes physical possession of the product. Unless the order fulfilled specifically provides otherwise, risk of loss of or damage to any products shall remain with the VAR until successful delivery and approved.

Any nonconforming product(s) remains the responsibility of the VAR to replace.

SECTION F – DELIVERIES OR PERFORMANCE

F.1 DELIVERABLES

In addition to all products acquired through individual orders, the VAR shall submit all deliverables identified in this section to the Government.

F.1.2 Project Manager

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The VAR shall provide a readily available Project Manager Point of Contact to support DOC, including the CO, COR and any end user customers. The Project Manager shall respond to all DOC concerns within one (1) business day, and resolve the concern raised within three (3) business days.

The Project Manager shall meet with each Bureau Console Administrator at least twice a year to discuss any issues related to the BPA including product changes, new product options, and any other topics deemed necessary for discussion relating to BPA performance. The VAR will set up these meetings.

F.1.3 Kick-Off Meeting and Implementation

Within seven (7) business days after award, the DOC will host a kick off meeting.

VAR Representatives will be required to attend. The F.1.2 Project Manager shall attend the meeting.

The VAR will be expected to discuss implementation timelines, ordering guidelines and instructions, processing of any immediate orders fulfilled under this BPA, and any other questions or issues deemed relevant to performance.

F.1.4 Monthly Status Report

The VAR shall submit a written Monthly Status Report by 3 p.m. Eastern Standard Time (EST) on the tenth (10th) calendar day of each month (if the calendar day falls on a weekend or Federal holiday, the report shall be submitted on the next business day).

The Monthly Status Report shall document BPA activities for the prior month. Within ten (10) calendar days of BPA establishment, the VAR shall provide a proposed format for the report.

The first Monthly Status Report will be delivered forty-five (45) calendar days after the BPA is established.

The VAR shall furnish Monthly Status Reports via e-mail to the appropriate DOC representatives including the CO, COR, Project Manager, and any duly authorized designee(s).

The Monthly Status Report shall include, at a minimum, the following information:

• Order number

• Order date

• Customer Bureau Name

• Manufacturer part number

• Category (e.g., Acrobat Professional – New License, Acrobat Standard – M&S)

• Product codes

• Product descriptions

• Unit cost

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• Quantities

• Unit of measure

• Discount amount

• Debit/credit indicator

• BPA extended price

• BPA unit price

• Total extended cost

• Commercial list price

• NITAAC list price

• Payment date

• Transaction number

F.1.5 License Inventory Report

The VAR shall submit a written License Inventory Report by 3 p.m. Eastern Standard Time (EST) on the tenth (10th) calendar day of each month (if the calendar day falls on a weekend or Federal holiday, the report shall be submitted on the next business day).

The License Inventory Report shall document BPA activities for the prior month. The first License Inventory Report will be delivered forty-five (45) calendar days after the BPA is established.

The VAR shall furnish License Inventory Reports via e-mail to the appropriate DOC representatives including the CO, COR, Project Manager, and any duly authorized designee(s).

The License Inventory Report shall include, at a minimum, the following information:

• Report Date and Period

• DOC Bureau

• Order date

• Order number

• Product Category (e.g., Acrobat Professional – Term License, Acrobat Standard –

M&S)

• Serial number or SKU number

• DOC license number (if applicable)

• DOC purchase price

• Warranty expiration date

• Shipping destination

• Ship date

• Ship-to point of contact (POC) name

The DOC reserves the right to make reasonable changes to the elements/information tracked and reported in both the Monthly Status Report and the License Inventory Report.

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F.1.6 Bi-Annual Program Management Review

The DOC and VAR shall hold Bi-Annual Program Management Review Meetings. The Bi- Annual Program Management Review Meetings will be an opportunity to share any emerging technology trends that may impact DOC Bureaus and to review any patterns identified in DOC spending that took place over the course of the previous quarter.

The VAR shall be required to capture and provide minutes to DOC, three (3) business days after stated meetings.

F.1.7 Period of Performance

The period of performance is a five-year ordering period from date of award.