Exhibit 4.2 - Financial Responsibility Matrix
71 KB Posted
- Attached to
- PennDOT Mainframe Services
- Solicitation number
- 3525R03
- Issued by
- Pennsylvania
About this file
This is a Financial Responsibility Matrix exhibit for the Pennsylvania Department of Transportation (PennDOT) Mainframe Services RFP 3525R03, which establishes the allocation of financial responsibility between PennDOT and the Service Provider across all service delivery components. The matrix delineates responsibility for hardware, software, facilities, network transport, and personnel costs across the contract lifecycle, including procurement, installation, maintenance, operations, upgrades, and disposal. Key asset categories covered include mainframe equipment (CPU, DASD, front-end processors, tapes, virtual tape systems), server equipment (application, appliance, and infrastructure servers), network infrastructure, and various software platforms (mainframe software from vendors including Broadcom, DCR, Levi Ray and Shoup, Precisely, SAS, Silver Bay, and Tone, as well as server and application software). The matrix specifies that most incumbent-owned mainframe and server equipment and associated operational expenses remain the Service Provider's responsibility and are included in Service Provider charges, while PennDOT retains ownership and financial responsibility for certain network equipment at PennDOT locations, storage management subsystem equipment, mainframe applications, antivirus software, application software, development tools, and service management systems.
The Financial Responsibility Matrix establishes distinct charging mechanisms based on asset ownership and service type, with most Service Provider-owned infrastructure costs consolidated into either Hardware Service Charges (HSC) or Software Service Charges (SSC) to prevent separate incremental billing. All software must maintain "n/n-1" currency standards (current or next-to-current version) as approved by PennDOT, with the Service Provider responsible for managing software currency throughout the contract term. Hardware refresh cycles are defined at five years for server equipment and network data infrastructure. For facilities and network transport, PennDOT bears costs for its own locations and data centers, while the Service Provider assumes costs for its own facilities and network infrastructure between Service Provider sites and the Service Provider's network cloud. Personnel costs, including salary, benefits, training, travel, and end-user compute devices, are the responsibility of the hiring party, with Service Provider staff costs included in Service Provider charges and PennDOT employee costs borne by PennDOT. Disaster recovery services, including planning, implementation, and crisis management, remain the Service Provider's responsibility and are charged to PennDOT through Service Provider charges.
Text of this file
Title Page
Pennsylvania Department of Transportation (PennDOT)
Mainframe Services
| Exhibit 4.2 |
| Financial Responsibility Matrix |
| RFP 3525R03 |
Meaning of Headings
| Meaning of Headings | |
| Item | Description |
| HW, SW | Unless otherwise specified, this applies to all Software used to provide the Services. |
| Existing Owned/Leased Assets/Licenses | Identifies who is currently paying for Equipment or Software. |
| Ownership at Commencement | Identifies who is financially responsibile for Equipment or Software as of Commencement. |
| Software Licenses / Transfer Fees | Identifies who is financially responsible for Software licenses and transfer/access fees (license and maintenance) for products used to provide the Services from Commencement Date forward. |
| Software Currency | Identifies the version of Software as designated by PennDOT as current. See Exhibit 1.1 (Definitions) for definition of N/N-1. Financial responsibility determined in accordance with Software Releases/Upgrades/Enhancements. |
| Future/Asset Refresh | Equipment shall be refreshed in accordance with applicable Refresh cycle and Service Provider's other technical currency obligations in this contract. |
If new Equipment is needed or Equipment needs to be refreshed, identifies who pays for the Equipment.
Refresh includes any cabling, wiring, PDUs, etc., necessary for the Equipment to be installed and to be operational (e.g., an asset would not be considered operational if it cannot run the n/n-1 software). These costs are not separately chargeable and should be included in the Service Provider's solution pricing.
| Refresh Cycle | Equipment shall be refreshed in accordance with applicable Refresh cycle and Service Provider's other technical currency obligations in this contract. |
| Ownership for Releases / Upgrades / Enhancements | Identifies who pays for Equipment and service upgrades or enhancements. |
| Software Required to Support Growth | Identifies who pays if new Software or additional licenses are required due to growth. |
| All Taxes | Identifies who pays the taxes in accordance with this contract. |
| Asset Charging Mechanism | Identifies the charging mechanism based on the following: |
1. SP Charges - Included in the SP Charges and cannot be billed separately or incrementally. Refer to Exhibit 4.0 (Business Model).
2. PennDOT - PennDOT expense with no payment to SP. SP has no financial responsibility for Third-Party Vendor payment.
| Administrative Procurement | Identifies who procures the item, including managing the bidding process and receipt, payment, and associated invoicing activities. |
| IMAC | Identifies who performs Installations, Moves, Adds, and Changes for the asset, including planning and implementation. |
| Maintenance | Identifies who pays for the break/fix, preventative maintenance, and spare parts. |
| Operations and Support | Identifies who has financial responsibility for support and operational expenses relating to the Equipment or Services. |
| Removal and Disposal | Identifies who is responsible for removing the Equipment from the environment. State receives any net benefit after disposal of PennDOT owned Equipment. Service Provider receives any benefit after disposal for all other Service Provider owned Equipment. Includes planning and implementation. |
| Disaster Recovery | Identifies who provides disaster recovery services for Equipment or Services. |
| Charging Mechanism | Identifies the charging mechanism based on the following: |
1. SP Charges - Included in the SP Charges and cannot be billed separately or incrementally. Refer to Exhibit 4.0 (Business Model).
2. PennDOT - PennDOT expense with no payment to SP. SP has no financial responsibility for Third-Party Vendor payment.
| Facilities | |
| Current Assets | Identifies who pays for the current Facilities (building leases, HVAC, common services, etc.) that are used to provide the Services. |
| Refresh | Identify who pays for the upgrading and/or replacing of Equipment during the Term. |
| Upgrades / Enhancements | If upgrades or enhancements are needed for the Facility, identifies who pays for it. |
| Growth | If more space is needed, identifies who pays for the additional space. |
| Charging Mechanism | Identifies the charging mechanism based on the following: |
1. SP Charges - Included in the SP Charges and cannot be billed separately or incrementally. Refer to Exhibit 4.0 (Business Model).
2. PennDOT - PennDOT expense with no payment to SP. SP has no financial responsibility for Third-Party Vendor payment.
| Network Transport | Unless otherwise specified, this applies to all transport used to provide the Services. |
| Transport Capacity | Identifies who pays for network transport capacity used to provide the Services. |
| Transport Capacity Growth | Identifies who pays if more network transport capacity is required. |
| Charging Mechanism | Identifies the charging mechanism based on the following: |
1. SP Charges - Included in the SP Charges and cannot be billed separately or incrementally. Refer to Exhibit 4.0 (Business Model).
2. PennDOT - PennDOT or Consumer expense with no payment to SP. SP has no financial responsibility for Third-Party Vendor payment.
| Personnel | |
| Salary, Benefits, Add'l Comp, Payroll Taxes | Identifies who pays for Personnel compensation including salary, benefits, bonus, other additional compensation and payroll taxes. |
| Travel | Identifies who pays for Personnel travel subject to Exhibit 4.0 (Business Model). |
| Training | Identifies who pays for Personnel training. |
| Relocation | Identifies who pays for transitioned Personnel relocation expenses. |
| Inflation/Deflation | Identifies who pays for inflation/deflation that impacts Personnel-related line items. |
| Increase / Decrease in Staffing | Identifies who pay for staffing increases and if staffing goes down, which Party gets the benefit. |
| Severance | Identifies who pays severance costs for Personnel separated after being hired by SP. |
| Retention Payments | Identifies who pays Personnel retention payments if applicable. |
| EUC Devices | Identifies who pays for Laptop, Desktop, Printers, Mobile Phones, etc. |
| Background Checks | Identifies who pays for background checks. |
| Office Space | Identifies who pays for employees office space. |
| Charging Mechanism | Identifies the charging mechanism based on the following: |
1. SP Charges - Included in the SP Charges and cannot be billed separately or incrementally. Refer to Exhibit 4.0 (Business Model).
2. PennDOT - PennDOT expense with no payment to SP. SP has no financial responsibility for Third-Party Vendor payment.
HW, SW
| Mainframe Equipment and Software | Asset Purchase / Lease / License | Support / Operational Expenses | |||||||||||||||||
| Service Towers: | Existing Owned/Leased Assets/Licenses | Ownership at Commencement | Software Licenses / Transfer Fees | Software Currency (1) | Future/Asset Refresh | Refresh Cycle (2) | Ownership for Releases / | ||||||||||||
| Upgrades / Enhancements | Ownership Required to Support Growth | All Taxes | Asset Charging Mechanism | Administrative Procurement | IMAC | Maintenance | Operations & Support | Removal & Disposal | Disaster Recovery (3) | Support Charging Mechanism | |||||||||
| Mainframe Equipment: | |||||||||||||||||||
| CPU | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| DASD | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Front End Processor | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Tapes | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Virtual Tape System | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Cables and Connectors (4) | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Consumables (e.g., tape cartridges) | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Network Equipment | Incumbent | SP | N/A | N/A | SP | n / n-1 | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Network Equipment - PennDOT Locations | PennDOT | PennDOT | N/A | N/A | PennDOT | n / n-1 | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Storage Management Subsystem Equipment | PennDOT | PennDOT | N/A | N/A | PennDOT | n / n-1 | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Server Equipment: | |||||||||||||||||||
| Application Servers | Incumbent | SP | N/A | N/A | SP | 5 yrs | SP | SP | SP | SP Charges - HSC | SP | SP | SP | SP | SP | SP | SP Charges - HSC | ||
| Appliance Servers | Incumbent | SP | N/A | N/A | SP | 5 yrs | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Infrastructure Servers | Incumbent | SP | N/A | N/A | SP | 5 Yrs | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Storage (5) | Incumbent | SP | N/A | N/A | SP | 5 yrs | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Consumables (e.g. tape cartridges) | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Server Monitoring | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Server Backups | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Data Network Infrastructure | Incumbent | SP | N/A | N/A | SP | 5 Yrs | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Cables & Connectors | Incumbent | SP | N/A | N/A | SP | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Mainframe Software | |||||||||||||||||||
| Broadcom | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| DCR | PennDOT | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| Levi,Ray and Shoup | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| Precisely | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| SAS | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| Silver Bay | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| Tone | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges - SSC | SP | SP | SP | SP | SP | SP | SP Charges - SSC | ||
| Mainframe Applications | PennDOT | PennDOT | N/A | N/A | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Security Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Asset Inventory and Mgmt Software | PennDOT | PennDOT | PennDOT | n / n-1 | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Service Management Systems | PennDOT | PennDOT | PennDOT | n / n-1 | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Network Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Network Software - PennDOT Locations | PennDOT | PennDOT | PennDOT | n / n-1 | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Server Software: | |||||||||||||||||||
| Antivirus Software | PennDOT | PennDOT | N/A | N/A | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Application Software | PennDOT | PennDOT | N/A | N/A | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Application Utilities | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Compilers | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Database Management Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Development Tools | PennDOT | PennDOT | N/A | N/A | N/A | N/A | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | ||
| Infrastructure Management Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Middleware | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Network Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Operating System Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Security Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Monitoring & Management Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Infrastructure Server Software | Incumbent | SP | SP | n / n-1 | N/A | N/A | SP | SP | SP | SP Charges | SP | SP | SP | SP | SP | SP | SP Charges |
| N/A = Not Applicable |
| Incumbent = Incumbent Service Provider |
| SP = Mainframe Service Provider |
| SP Charges = Included in Mainframe Service Provider Charges |
| SP Charges HSC = Included in Mainframe Service Provider Hardware Service Charges |
| SP Charges SSC = Included in Mainframe Service Provider Software Service Charges |
| Note 1: All software must be of a version that is "n/n-1" unless a deviation from that standard is approved in writing by PennDOT. Service Provider will not inherit any approvals the Incumbent Service Provider may have. |
| Service Provider shall manage the Software currency against this standard throughout the lifecycle of this contract. Service Provider shall not assume provided Software is approved until reviewed by PennDOT. |
| Note 2: hardware and related equipment must be recent enough that they are actively supportable by OEM and capable of running the current ("n") or next to current ("n-1") version of the applicable System Software. |
| Note 3: Includes Disaster Planning and implementation and provision of Disaster Recovery and Crisis Management Services, including declaration fees and those Services described in the Statements of Work. |
| Note 4: Includes cabling required to connect pieces of Equipment and from Equipment to network ports. |
| Note 5: "Storage" includes internal, external and shared / leverageable disk pools used for storage management. |
| The following descriptions are to aid in the interpretation of this Exhibit 4.2 and do not modify, change, or limit the obligations of either Party with respect to the relevant assets or activities as set forth in the MST. | |
| Application Utilities | System Software that provides an addition to the capabilities of Application Software or COTS that allow for dynamic tailoring of the functionality. |
| Compilers | System Software used to convert source code to executable code. |
| Database Management Software | System Software used to access structured data and usually provides functionality for ad-hoc queries, data retrieval and generating reports. |
| Development Tools | Means Development Tools, as such term is defined in Exhibit 1.1. |
| Middleware | Means Middleware, as such term is defined in Exhibit 1.1 |
| Operating Software | Means Operating Software, excluding Application Utilities, Compilers, Database Management Software and E-mail / Collaborative Software. |
| Monitoring & Management Software | Management Tools that facilitate the management, monitoring, and performance tuning of Equipment and Software, whether located in a Data Center or remote location. |
Facilities
| Facilities | |||||
| All Service Types | Current Assets | Refresh | Upgrades / Enhancements | Growth | Charging Mechanism |
| PennDOT Facilities | |||||
| Environmental (e.g., HVAC, PDUs) | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| UPS | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Space Upgrades, Additions, Fit out | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Furniture & Fixtures | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Wiring | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Building Depreciation / Lease | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Office Equipment | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Building Maintenance / Security | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Utilities | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| Service Provider Sites | |||||
| Environmental (e.g., HVAC, PDUs) | SP | SP | SP | SP | SP Charges |
| UPS | SP | SP | SP | SP | SP Charges |
| Space Upgrades, Additions, Fit out | SP | SP | SP | SP | SP Charges |
| Furniture & Fixtures | SP | SP | SP | SP | SP Charges |
| Wiring | SP | SP | SP | SP | SP Charges |
| Building Depreciation / Lease | SP | SP | SP | SP | SP Charges |
| Office Equipment | SP | SP | SP | SP | SP Charges |
| Building Maintenance / Security | SP | SP | SP | SP | SP Charges |
| Utilities | SP | SP | SP | SP | SP Charges |
| N/A = Not Applicable |
| SP = Mainframe Service Provider |
| SP Charges = Included in Mainframe Service Provider Charges |
Network Transport
| Network Transport | |||
| All Service Types | Transport Capacity | Transport Capacity Growth | Charging Mechanism |
| Transport - Data: | |||
| between PennDOT Sites and PennDOT network cloud (MPLS) | PennDOT | PennDOT | PennDOT |
| between PennDOT Sites | PennDOT | PennDOT | PennDOT |
| between PennDOT network cloud and SP network cloud (terminating at approved USA SP Site location) | SP | SP | SP |
| between PennDOT network cloud and public network cloud | PennDOT | PennDOT | PennDOT |
| between SP Sites and SP network cloud (demarcation point) | SP | SP | SP Charges |
| between SP Sites and SP network cloud (VPN) | SP | SP | SP Charges |
| between SP network cloud and public network cloud | SP | SP | SP Charges |
| between SP Sites | SP | SP | SP Charges |
| N/A = Not Applicable |
| SP = Mainframe Service Provider |
| SP Charges = Included in Mainframe Service Provider Charges |
Personnel
| Personnel | ||||||||||||||
| All Service Types | Salary, Benefits, Add'l Comp, Payroll Taxes | Travel | Training | Relocation | Inflation / Deflation | Increase/ | ||||||||
| Decrease in Staffing | Severance | Retention Payments | EUC Devices And Software (1, 2) | Background Checks | Office Space | Charging Mechanism | ||||||||
| Service Provider Third-Party Contracts | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP Charges | ||
| Service Provider Staff | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP | SP Charges | ||
| PennDOT Employees | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT | PennDOT |
| N/A = Not Applicable |
| SP = Mainframe Service Provider |
| SP Charges = Included in Mainframe Service Provider Charges |
| Note 1: Unless end user compute (EUC) equipment is provided by PennDOT on a case by case basis. |
| Note 2: EUC equipment includes PCs, laptops, printers, mobile phones, pagers, and any other tool required for personnel to provide Services. |
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