HD159073_Addendum_3_RFQ_solicitation_and_attachments.pdf

STATE OF CALIFORNIA

Department of Developmental Services

Request For Quotation

For Information Technology

Services, Infrastructure-as-a-Service

QUOTE DUE DATE: May 24, 2016 QUOTE OPENING: May 31, 2016

Quotes must be delivered to Karen Russ May 24, 2016 before 2:00PM on the due date

Supplier name and address:

SOLICITATION NO. REV. # DATE

REQUISITION OR CONTROL #

HD159073, Addendum 3

Contact:

Phone: Fax:

For further information contact:

Karen Russ 1600 9 th Street, Room 300, MS 3-18

Sacramento, CA 95814 karen.russ@dds.ca.gov

(916) 653-0743 Office

(916) 654-1542 FAX

ARE YOU CLAIMING PREFERENCE

AS A SMALL BUSINESS:

YES ________ NO ________

IF YES, MANUFACTURER?

YES ________ NO ________

ARE YOU A NON-SMALL BUSINESS

CLAIMING AT LEAST 25% SMALL

BUSINESS SUBCONTRACTOR

PREFERENCE?

YES ________ NO ________

Name (Print):

Title:

Signature:

_______________________ Date:_______

Federal Employer Identification Number:

Return bid to:

Karen Russ 1600 9 th Street, Room 300, MS 3-18

Sacramento, CA 95814 karen.russ@dds.ca.gov

(916) 653-0743 Office

(916) 654-1542 FAX

SECTION 14838 ET SEQ. OF THE

CALIFORNIA GOVERNMENT CODE

REQUIRES THAT A 5% PREFERENCE BE

GIVEN TO CONTRACTOR’S WHO

QUALIFY AS A SMALL BUSINESS AS A

NON-SMALL BUSINESS CLAIMINIG AT

LEAST 25% CALIFORNIA CERTIFIED

SMALL BUSINESS PARTICIPATION FOR

REQUIREMENTS SEE TITLE 2,

CALIFORNIA CODE OF REGULATIONS

SECTION 1896 ET SEQ. THE

REQUIREMENTS FOR NONPROFIT

VETERAN SERVICE AGENCIES

QUALIFYING AS A SMALL BUSINESS

ARE CONTAINED IN SECTION 999.50 ET

SEQ. OF THE MILITARY AND VETERANS

CODE.

Contractor offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items upon which prices are quoted, at the prices set opposite each item, delivered at the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. DECLARATIONS UNDER PENALTY OF PERJURY; By signing above, with inclusion of the date of signature, the above signed Contractor DECLARES UNDER PENALTY OF PERJURY under the laws of the State of California as follows: (1) (STATEMENT OF COMPLIANCE). The above signed as complied with the non-discrimination program requirements of Government Code 12990 and Title 2, California Administrative Code Section 8103, and such declaration is true and correct. (2) The National Labor Relations Board declaration set forth in Paragraph 48 of the General Provisions is true and correct. (3) If a claim is made for the Small Business or Disabled Veterans Business preference, the information set forth within is true and correct.

DESCRIPTION

You are invited to review and respond to this Request for Quote for Information Technology (RFQ-IT), entitled Infrastructure-as-a-Service, quote number HD159073. In submitting your quote, you must comply with the instructions found herein. The requirements are delineated in the Mandatory Requirements Matrix. Please read the enclosed document carefully. MANDATORY REQUIREMENTS 17, 20, & 26 HAVE BEEN REMOVED. REFER TO

PAGES 13 & 14 FOR MANDATORY REQUIREMENTS CHANGES.

The purpose of this Request for Quote for Information Technology Services (RFQ-ITS) is to provide Infrastructure as a Service (IAAS) in support of the iSeries Consolidation-Cloud Project.

Quotes must be received no later than the date and time specified on the face of this RFQ-ITS and in Section I.D.

Key Action Dates.

Quotes must be submitted using the two sealed envelope system, one envelope for the cost sheet, one envelope for the Requirements Matrix’s as well as other required documents, minus the cost sheet. Please mark cost sheet envelope “Cost Sheet—Do Not Open”. Please submit one master and three copies of your proposal if it is submitted in any manner other than email.

SAMPLE CONTRACT DOLLAR AMOUNT IS NOT REFLECTIVE OF DDS’ BUDGET.

DVBE PARTICIPATION is WAIVED for this SOLICITATION mailto:karen.russ@dds.ca.gov mailto:karen.russ@dds.ca.gov

RFQ-IT HD159073

REQUEST FOR QUOTE FOR SERVICES

Table of Contents

I. General Information

A. Purpose

B. Availability

C. Period of Performance

D. Key Action Dates

E. Written Questions

F. RFQ-ITS Response Guidelines

G. RFQ-ITS Response Content

II. Statement of Work

B. Background

C. Scope

III. Deliverables

IV. Mandatory Requirements

V. Desirable Requirements

VI. Key Personnel Qualifications and Experience

VII. Payments and Invoices

VIII. DDS Responsibilities

IX. Evaluation Information

A. Evaluation and Scoring Process

B. Award and Protest

Attachment 1 - Required Attachment Check List

Attachment 2 - Cover Sheet

Attachment 3 - Cost Sheet

Attachment 4 - Business Reference Form

Attachment 5 - Confidentiality Statement

Attachment 6 - Payee Data Record, STD.204

Attachment 7 - Bidder Declaration Form GSPD-05-105

Attachment 8 - Voluntary Statistical Data Sheet

Attachment 9 - Target Area Contract Preferences Act (TACPA)

Attachment 10 - Small Business Certificate

Attachment 11 - Copy of valid Certificate of Liability Insurance ……………………………………………

Attachment 12 - Contractor Certification Clauses………………………………………………………………32

Attachment 13 - Statement of Assurances for Protection of Personal Information (HIPAA)………….…...33 iSeries Consolidation-Cloud Project

Notice to Prospective Proposers

You are invited to review and respond to this Request for Quote for IT Services, Infrastructure-as-a- Service (RFQ-ITS), entitled Department of Developmental Services, iSeries Consolidation-Cloud Project, HD159073. In submitting your quote, you must comply with the instructions found herein. The services required are delineated in the Statement of Work. Please read the enclosed document carefully.

Quotes must be received no later than the date and time specified on the face of this RFQ-ITS and in Section I D. Key Action Dates.

I. General Information

A. Purpose

The State of California, Department of Developmental Services requires the services of a Contractor to provide IAAS in support of the iSeries Consolidation-Cloud Project.

The iSeries Consolidation-Cloud Project addresses the need for DDS to comply with Chapter 404, Statutes of 2010 (AB 2408), which states that mission critical and public facing applications transition to Tier III data centers. The iSeries Consolidation - Cloud Project will comply with this Statute.

The period of performance for this contract is one (1) year with two (2) one-year options to renew.

B. Availability

The selected contractor must be able to meet the requirements of this RFQ-ITS and be ready to begin work within ten (10) business days of the contract award date specified in Section .I D. Key Action Dates. If personnel offered by the selected contractor leave the contractor’s firm or are otherwise unable to participate in this contract, they must be replaced with comparably qualified personnel who meet the minimum qualifications as stated within this RFQ-ITS. All replacement personnel are subject to approval by the State.

C. Period of Performance

The term of this Agreement begins on the date as indicated on the Standard Agreement for IT Goods/Services (STD213) through twelve (12) months from the time DDS executes the contract, with the option for the State to extend the term for up to two (2) one-year options to renew at the on-going rates specified in Attachment 3 Cost Sheet. The period of performance must be changed by a written Amendment to the Agreement, if the department exercises its option to extend services.

The contractor shall not be authorized to deliver or commence performance of services as described in this Statement of Work (SOW) until written approval has been obtained from all entities. No delivery or performance of service may commence prior to the execution of the Agreement.

D. Key Action Dates

Listed below are the key action dates and times by which the actions must be taken or completed. If the State finds it necessary to change any of these dates, it will be accomplished via an addendum to this

RFQ-ITS.

Event Date Time

Release of RFQ-ITS 04/19/2016 1:00 PM, PST

Questions from Prospective Proposers Due 04/26/2016 4:00 PM, PST

DDS Answers to Prospective Proposers’ Questions 05/03/2016 5:00 PM, PST

Proposers’ Quotes Due 05/24/2016 2:00 PM, PST

Public Cost Opening 05/31/2016 10:00 AM, PST

Intent to Award Posted 06/07/2016 5:00 PM, PST

Contract Awarded 06/14/2016 5:00 PM, PST

All dates after the Submission of Quotes (date and time) are approximate and may be changed if needed to allow the State additional time for evaluation and contract execution.

DDS will use its best efforts to adhere to the time schedule. However, DDS reserves the right to amend the RFQ-ITS time schedule and the implementation schedule, as it deems necessary

E. Written Questions

All questions regarding the content of this RFQ-ITS must be submitted in writing by fax, mail or electronically to Karen Russ and must be received by the Key Action Date identified above. Questions not submitted in writing by the Key Action Date for submission of written questions shall be answered at the State’s option.

When the State has completed its review of the questions, all of the questions and answers will be distributed in writing by fax, mail or electronically mailed to all prospective Contractor’s.

F. RFQ-ITS Response Guidelines

This RFQ-ITS and the Contractor’s quote in response to this document will be made a part of the contract. Responses to this RFQ-ITS must contain all data/information requested and must conform to the format described in this RFQ-ITS. It is the Contractor’s responsibility to provide all required data and any other information deemed necessary for the State’s evaluation team to determine and verify the Contractor’s ability to perform the tasks and activities defined in the Contractor’s Statement of Work.

Facsimile machine bids will be considered only if they are sent to (916) 654-1542 for solicitations originating from the DDS Contracts and Procurement Unit, Sacramento, CA. Bids sent to any other fax number will not be considered. To be considered, all pages of the faxed bid that are received prior to the bid opening time specified in the bid will be considered “the complete bid”. Please be advised that there is a heavy demand placed on the fax machine receiving bids and the State assumes no responsibility if a supplier cannot transmit their bid via fax, if the entire bid is not received prior to the bid opening time.

G. RFQ-ITS Response Content

This section describes the documents that must be submitted in the RFQ-ITS response.

Attachment 1 - Required Attachment Check List Use this check list to organize your proposal package.

Attachment 2 - Cover Sheet Contractor must complete and attach the cover sheet included in this RFQ-ITS as Attachment 2.

Contractor must include a statement of work; a written description of the work to be performed;

Contractor must include a high level project plan;

Contractor must include resumes for the two (2) or more assigned staff (see section VI);

Contractor must include the Mandatory Requirements worksheet marked with yes or no.

Any proposals marked with a no are disqualified (see section IV);

Contractor may include the Desirable Requirements if applicable (see section V);

Attachment 3 - Cost Sheet Contractor must complete the cost sheet that identifies total cost as described in the Statement of Work using the format in Attachment 3 – Cost Sheet. The cost proposal will be broken down in the following categories:

One Time Costs

These are any costs only paid for once.

Examples include but are not limited to: initial installation, project management, engineering, migration, integration, testing, and training if applicable.

On-Going Costs

These are recurring costs paid for monthly or annually.

Examples include but are not limited to on-going Managed Services, Network Operation Center (NOC), maintain IBM iSeries application hosting environment (hardware and software). On-Going costs would be in effect should the State exercise its option to extend the term for up to two(2) one-year options to renew.

Attachment 4 - Customer Experience Reference Forms The Contractor must submit three (3) company references to validate experience providing iSeries Cloud products and/or services for projects with similar scope, schedule and resources to this project.

The Contractor shall complete one (1) Customer Experience Reference Form, Attachment 4 for each reference. The descriptions of these projects must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement.

The State may contact customer references during the week following submission of Quotes to validate the information provided by the Contractor and to determine the customer’s overall satisfaction with the services provided. Therefore, it may prove beneficial to the Contractor to contact its referenced customers to ensure their contact information provided on the Customer Experience Reference Form is up-to-date and that the reference will be available during the period of time that the State will be validating references.

Attachment 5 - Confidentiality Statement The Confidentiality Statement must be signed and dated by the Contractor, its employees and subcontractor employees working on this project, and submitted with the Contractor’s proposal.

Attachment 6 - Payee Data Record (STD204) The successful Contractor will be required to submit a Payee Data Record, STD. Form 204 listing their Taxpayer Identification Number.

Attachment 7 - Bidder Declaration The Contractor must complete Attachment 7 and submit with their bid.

Attachment 8 - Voluntary Statistical Data Sheet (VSDS)—voluntary in nature This attachment is voluntary in nature and need be returned only at the discretion of the Contractor.

Attachment 9 - Target Area Contract Preferences Act (TACPA)—if applicable.

Attachment 10 - Small Business Certification —if applicable.

Attachment 11 - Copy of Insurance Certificate Each Responder is to submit a copy of their General Liability Insurance and Workers’ Compensation. The Responder shall furnish insurance certificate(s) evidencing required insurance coverage of no less than $1,000,000 per occurrence and no less than $3,000,000 aggregate.

Attachment 12 - Contractor Certification Clauses (CCC 307)

Attachment 13 – Statement of Assurances for Protection of Personal Information (HIPAA) Upon award, the winning Entity shall submit to the DDS an original signature from page eight

(8) of the HIPAA document.

II. Statement of Work

This Statement of Work (SOW) reflects the services to be provided by the Contractor for Department of Developmental Services. The Contractor is to provide personnel to assume specific positions as described in this SOW, which provides IAAS for the iSeries Consolidation-Cloud Project.

A. Unanticipated Tasks

1. In the event that additional work must be performed in which both parties agree was unanticipated, necessary to the successful completion of the project, and is within the scope of the contract, the procedures outlined in this provision shall be employed.

2. When the Contractor determines that a deliverable cannot be done within the estimated cost to complete, the Contractor will immediately notify the DDS in writing of the estimated hours and the cost to complete the deliverable(s). Upon receipt of such notice, the DDS may:

i. Authorize the additional work, or

ii. Terminate further work on the deliverable(s), or

iii. Alter the scope of the deliverable(s) in the contract to define tasks which can be accomplished within the remaining estimated work hours/funds for the deliverable(s).

3. For each item of unanticipated work, a Work Authorization form will be completed and will be incorporated as a schedule to this contract.

B. Background

The Information Technology Division (ITD) is responsible for the operation and maintenance of multiple health information systems in support of the state operated Developmental Centers located in Sonoma, Costa Mesa, and Porterville and the state operated Community Facility located in Cathedral City. These health information systems reside on an IBM iSeries model 520 located at each of the three (3) Developmental Centers. There is one (1) multiple partitioned iSeries model 520 located at DDS Headquarters in Sacramento that supports the one (1) state operated community facility on one partition, a development environment on the second partition and a test environment on the third partition. All of the computer software source code is written in the RPGIII/RPGIV programming languages and maintained at DDS Headquarters. Any software application fixes and/or enhancements, once tested and approved are then installed in a production environment on the iSeries located at each Developmental Center site.

These four (4) iSeries machines are using Transmission Control Protocol/Internet Protocol (TCPIP) in a local area intranet network at each site. Client Access is being used to manage the iSeries and to provide technical staff with access to each iSeries. The JWalk product by Rocket is also used to access applications on each iSeries. There are also five (5) Web servers running natively on the iSeries.

Assembly Bill (AB) 2408 (Chapter 404, Statutes of 2010) requires consolidation of IT systems and establishes target dates for all state entities to host mission critical and public-facing applications to a Tier III data center.

C. Scope

DDS plans to consolidate all Developmental Center IBM systems into a Tier III data center cloud solution on an IBM Power 8 System i OS level 7.2 (AS/400) virtualized to run each facility. The scope includes migration and on-going hosting. The bidding service provider must offer an environment that includes the hardware, software and the transition.

Any new system and/or infrastructure must provide the same communication functionalities as the current DDS environment. The future hosted environment should include interfaces for: iSeries Navigator functions, mainframe interface via Remote Job Entry (RJE), Enterprise Extender High Performance Routing/Internet Protocol (HPR/IP), Secure File Transfer Protocol (SFTP), and secure Telnet. There must be sufficient bandwidth to accommodate reasonable response time for at least approximately 330 concurrent users.

D. Contractor General Management and Administration Responsibilities

1. Assign a project manager with extensive experience in migration, maintenance, and operations of the iSeries hardware and software; collaborate with the DDS project manager;

2. Submit high-level project plan with proposal;

3. Develop detailed project plan within the first twenty (20) business days from start of contract;

4. Provide weekly status reports with updated time-line and outcomes of issues identified in previous status reports needing to be addressed.

E. Software Requirements:

1. The configuration of the Operating System (OS) shall meet the requirements as listed in

Mandatory Requirements section IV;

2. All licensed programs must be installed and configured.

http://www.cio.ca.gov/About/pdf/ab_2408_bill_20100928_chaptered.pdf

F. Acceptance Testing and Verification:

1. Provide thirty (30) business day opportunity for application testing and system verification.

2. Present any requested/relevant demonstrations.

G. Documentation:

1. Provide system configuration documentation.

H. Migration Process:

1. Migrate all application library objects from V5R4 to 7.2 or greater;

2. Provide migration audit logs for verification of total objects migrated or converted and any anomalies identified.

III. Deliverables

Deliverables Acceptance Criteria Approximate Completion

Date

1. Project Planning Deliverables

1.1 Provide

Detailed Project Plan

1.1.1 Schedule Management Plan to include:

Meetings, deliverables, project tasks, resources, dependencies, sequencing of tasks/activities, start and finish dates, and durations. Schedule to include thirty (30) business day window for DDS testing, post migration.

Within first twenty (20) business days of contract;

updated weekly. 1.1.2 Communication Management Plan to include:

Stakeholders, the information to be communicated, how and to whom, and in what format information will be communicated.

Weekly status report to include completed tasks/activities, next week’s tasks/activities, risks/issues that need resolving, and an updated Project Schedule.

1.1.3 Risk Management Plan to include:

Identification of foreseeable risks, the likelihood and impact to the project, owners, and response actions (transfer, mitigation, allocation or acceptance).

1.1.4 Project Change Management Plan to include:

A written change control method including how to identify, review, approve, and implement project change requests.

2. Migration Deliverables

2.1 Provide Multi-

step Migration Plan

2.1.1 The overall activities related to the migration are described in the migration plan along with the phases of the migration process.

2.1.2 Architectural diagram of proposed infrastructure, including quantity and types of servers.

2.1.3 Backup and recovery plan including recovery point

objective¹ (RPO) of twenty four (24) hours and recovery time objective² (RTO) of twenty four (24) hours.

2.1.4 Service delivery process.

2.2 Provide the

Cloud Environment

2.2.1 This covers the cloud production environment availability for users and the connectivity testing.

2.2.2 Successful test of requirement seven (7).

2.2.3 Successful test of mainframe data transfer

2.3 Execute

Migration

2.3.1 This phase encompasses the activities to be carried out from the decision to start-migration until the successful migration of the last object.

2.3.2 This phase includes those activities for DDS to test and validate the migration.

2.3.3 Develop an exit criteria document (checklist of activities) for the go-live.

2.3.4 Go-live is when end users successfully use the new cloud environment and DDS acknowledges successful completion of the migration.

Deliverables Acceptance Criteria Approximate Completion

Date

2.3.5 DDS expects the project to be completed by December 31, 2016.

3. On-Going Deliverables

3.1 Monitor, Evaluate and Support

3.1.1 Have available a tool for DDS to measure and document

performance for each independent environment at DDS discretion.

IV. Mandatory Requirements

--iSeries Consolidation-Cloud Project

Req. # Group MANDATORY REQUIREMENTS Confirm Ability to meet Requirements

Yes/No

Comments

1 Environment The Data Centers provided by the Contractors’ solution must be Tier 3 compliant.

2 Environment The Cloud solution must be able to provide five (5) autonomous environments to support three (3) active hospitals, one (1 closed hospital, and one (1) small community hospital. These environments must be able to share data and objects via FTP, SFTP, and DDM. All environments must support Apache and IBMs WebSphere (will be configured by our application Contractor). Must retain current environment host names.

3 Environment All environments must be able to communicate via RJE (Remote Job Entry) with an IBM Mainframe located at California’s Data Center. This is currently supported by IBM’s Enterprise Extender software. System must support ICF file communication.

4 Environment The three (3) active hospitals must support at least one hundred (100) concurrent users at each site along with a half dozen batch monitoring jobs as well as any standard IBM system processes. The other environments, one (1) closed hospital, one (1) small community hospital must support at least ten (10) concurrent users.

5 Environment Must provide a total of 2TB of configurable disc space that can be carved up among the five (5) environments at DDS discretion.

6 Environment Processing power and memory should be scalable upward or downward as needs change.

7 Environment Must provide the ability to retrieve and restore selected data from any DDS facility location to specified target location within four (4) hours.

Ability to meet Requirements

Yes/No

Comments

8 Environment Must provide fifteen (15) distinct IP addresses. Three (3) for each virtual environment.

For ease of transition, each environment needs to be identified by the current system host names.

9 Environment The Contractor must perform an operating system migration to migrate application software and data files from V5R4 to 7.2 or greater. All user objects will be eligible to migrate.

10 Environment Must provide for installation and upgrades of third party software by DDS.

Ability to meet Requirements

Yes/No

Comments

11 Support The system shall be available for twenty four (24) hours per day, seven (7) days a week (excluding agreed-upon downtime).

12 Support Provide select user profiles with SECADM authority.

13 Performance Must provide for a minimum 99.999 % uptime.

14 Scalability Ability to expand and reduce system resources according to DDS specific service requirements.

Ability to meet Requirements

Yes/No

Comments

15 Security Must provide Advanced Encryption Standard (AES) 256 encryption.

16 Security Must provide encryption for data in transit.

17 Security Must provide encrypted data at rest.

18 Security Must provide isolated environment.

19 Security Must provide for the encryption of server and backup tapes in transit.

MANDATORY REQUIREMENTS

The system MUST meet the following DDS/HIPAA security encryption standards:

20 Security Encryption Standard 1 - Hardware level encryption. The physical hardware on which the virtual machine instance resides should have physical drive encryption in place to prevent the breach of confidential information in the event the physical equipment is lost.

21 Security Encryption Standard 2 - Shared space encryption. The environment on which DDS applications will reside should not be exposed or be visible within the shared space, and must be logically isolated from all other shared space tenants on the physical host.

22 Security Encryption Standard 3 – All network traffic between the virtual machine host should be routed through the DDS network and secured through a VPN tunnel.

Ability to meet Requirements

Yes/No

Comments

23 Disaster Recovery

In the event of disaster or catastrophic failure, Contractor shall notify DDS immediately by the fastest means available and also in writing. Such notification will be provided to the Information

Security Officer, CIO, and designee of DDS.

24 Disaster Recovery

Recovery Point Objective (RPO) and Recovery Time Objective (RTO) must not exceed twenty four (24) hours.

25 Disaster Recovery

The disaster recovery environment must be encrypted.

26 Disaster Recovery

Must provide a high availability (HA) disaster recovery environment.

Ability to meet Requirements

Yes/No

Comments

27 Documentation Provide documentation for requesting and acquiring restoration of saved objects.

V. Desirable Requirements

Req. # Group DESIRABLE REQUIREMENTS Confirm Ability to meet

Requirements Yes/No

Points for Scoring

Comment

1 Performance Performance should scale to support 330 concurrent users with a sub-second response time.

2 Security Meets ISO 27001. 5

3 Security Must provide NIST 800 security controls for moderate level categorized information assets.

VI. Key Personnel Qualifications and Experience

A. Identify the roles (if different than indicated) of at least two full time equivalent (FTE’s) project staff. 1.) Project Manager and 2.) Migration Specialist, Technical Administration Specialist, and Network Specialist.

B. Provide the resumes for the two (2) or more assigned staff. Resumes must include all relevant work experience; start and ending dates for each job cited. These will be evaluated and scored on the Proposer Selection Scoring Sheet.

C. The Project Manager must have a minimum of (3) three years’ experience in Project Management.

D. The on-going post migration staff must have a minimum of five (5) years’ experience in:

iSeries communication configuration E. The on-going post migration staff must have a minimum of three (3) years’ experience in:

IBM mainframe Model 370.

¹Recovery Point Objective (RPO) – The maximum age of files that must be recovered from backup storage is twenty-four (24) hours.

² Recovery Time Objective (RTO) – The maximum tolerable length of time the system can be down is twenty-four (24) hours.

High-Availability (HA) – HA ensures the entire platform has sufficient redundancy—if one or more service components are disrupted, the overall platform or service remains available.

Virtual Environment (VE) – The DDS definition of “Virtual Environment” is considered to be the segregated IP space in which the virtual machine(s) reside, and the physical resources of a host machine(s) required to support the computational requirements of systems that reside within it. This may be achieved via the use of containerization or virtualization hypervisors.

Virtual Machine (VM) – The DDS definition of a VM is the configuration and disk image files that are required to run in the virtualized environment, being presented as a unique server/endpoint.

VII. Payments and Invoices

A. All invoices must reference the contract number and be submitted directly to:

CA Department of Developmental Services

Accounting Section 1600 Ninth Street, Room 300

Sacramento, CA 95814

B. Invoices should be submitted monthly in arrears.

VIII. DDS Responsibilities

A. Points of Contact:

The DDS shall designate a project representative to whom all Awardee communications may be addressed and who has the authority to act on all aspects of the services.

B. Procedures:

The DDS will provide customer specific procedures and configurations.

C. Architecture Support:

The DDS will work with the Contractor to define Alert Escalations; Data Backup Schedules and Retention Policies; Disaster Recovery Plan(s) if applicable; and any other DDS specific procedures and configurations in support of this RFQ.

D. Application and End User Support:

The DDS will provide on-going application support and end user support/Level 1 Help Desk services.

E. IBM I Integration Testing:

The DDS will perform research and integration testing of applications for compliance after Contractor performing Program Temporary Fixes (PTF) updates.

IX. Evaluation Information

A. Evaluation and Scoring Process

DDS will evaluate this RFQ-ITS on the value effective methodology as outlined below.

Each RFQ-ITS response will be checked for the presence of required information in conformance with the submission instructions of this RFQ-ITS. The department will evaluate each RFQ-ITS response to determine its responsiveness to the required information.

The overall responsiveness of each RFQ-ITS response is based on the complete response from the Contractor to the RFQ-ITS requirements, including the statement of work for the project. The following sub-sections and criteria will be reviewed by the State’s evaluation team.

1. Required Attachment Check List Yes No N/A

Cover Sheet

Statement of Work

High Level Project Plan

Resumes

Mandatory Requirements Worksheet

Desirable Requirements Worksheet

Cost Sheet

Customer Experience Reference Forms from previous projects that are similar in nature to the work outlined in the

RFQ-ITS

Signed Confidentiality Statements

Payee Data Record (STD 204)

Bidder Declaration

Voluntary Statistical Data Sheet (VSDS)

TACPA if applicable

Small Business Certificate if applicable

Insurance Certificate

2. Contractor Meets Mandatory Requirements

Yes No

3 Key Personnel Qualifications and Experience;

COMBINED Years of Experience

0 Points 8 Points 12 Points 20 Points Max

Less than 5 years is 0 points 0

5-7 years is 8 points 8

7-11 years is 12 points 12

Greater than 12 years is 20 points 20

4 High Level Project Plan

15 Points Max

Identifies All Phases and their respective duration 6

Identifies Dependencies 3

Identifies Milestones 3

Identifies DDS Roles and Responsibilities 3

Total Points

5 Desirable Requirements 15 Points Max

Points from Desirable Requirements–Performance 5 Points Max for Performance

Points from Desirable Requirements--Security 10 Points Max for Security

6 Proposer Firm References

20 Points

Max

On a scale of 1 to 5, with 5 being completely satisfied, how satisfied were you with the Contractor's overall performance with their project?

On a scale of 1 to 5, with 5 being excellent, how would you rate the Contractor's ability to solve complex technical problems?

On a scale of 1 to 5, with 5 being excellent, how would you rate the quality and technical skill level of the staff that the Contractor brought to the project?

On a scale of 1 to 5, with 5 being completely satisfied, how would you rate the Contractor's post project support?

Total Points

7 Cost 30 Points Max

Cost is relative to the lowest cost proposal, see example on next page.

EXAMPLES:

To help illustrate the Evaluation Scoring Methodology, refer to the tables below. Figures in the examples have no other significance.

Cost Each Contractor’s cost score will be calculated based on the ratio of the lowest cost proposal to the Contractor’s cost, multiplied by the maximum number of cost points available thirty (30), as shown in the calculation below:

Cost figures in the example below explain the calculations and have no other significance.

Cost Evaluation and Scoring Methodology

Contractor Grand Total Cost Calculation Cost Points Awarded

A $400,000 $300,000 X 30 $400,000

22.5

B $350,000 $300,000 X 30 $350,000

25.71

C $300,000 $300,000 X 30 $300,000

Final Scoring Methodology

Figures below are an example. The calculations have no other significance.

Contractor 1

Administra tive

Pass/Fail

Mandatory Pass/Fail

Key

Personnel Qualifications and Experience

High Level

Project Plan

Desirable

Requirements

Proposer

Firm References

Cost

Total Points

Awarded

A Pass Pass 12 15 5 20 22.5 74.5

B Pass Pass 20 15 10 16 25.71 86.71

C Pass Pass 20 15 15 20 30 100

In this case the highest scored proposal from Contractor C would be the intended awardee.

B. Award and Protest

1. Award of Contract

Award of contract, if made, will be in accordance with the RFQ information on Evaluation to a responsible Proposer whose bid complies with all the requirements of the RFQ documents and any addenda thereto, except for such immaterial defects as may be waived by the State. Award, if made, will be made within forty-five (45) days after the scheduled date for Contract Award as specified in the RFQ; however, a Proposer may extend the offer beyond 45 days in the event of a delay of contract award.

The State reserves the right to determine the successful Proposer(s) either on the basis of individual items or on the basis of all items included in its RFQ, unless otherwise expressly provided in the State’s RFQ. Unless the Proposer specifies otherwise in its quote, the State may accept any item or group of items of any quote. The State reserves the right to modify or cancel, in whole or in part, it’s RFQ.

Written notification of the State’s intent to award will be made to all Proposers. If a Proposer, having submitted a quote, can show that its quote, instead of the quote selected by the State, should be selected for contract award, the Proposer will be allowed five (5) working days to submit a Notice of Intent to Protest, according to the instructions contained in the paragraph titled “Protests” of this RFQ.

2. Protests

Any Proposer’s issues regarding solicitation requirements must be resolved (or attempts to resolve them must have been made) before a protest may be submitted according to the procedure below. These issues will first be resolved by the contact for the solicitation or if they result in a protest, the protest will be submitted to DGS Procurement Division Deputy Director to hear and resolve issues and whose decision will be final.

If a Proposer has submitted a quote which it believes to be responsive to the requirements of the RFQ and to be the quote which should have been selected according to the evaluation procedure in the solicitation section and the Proposer believes the State has incorrectly selected another Proposer for award, the Proposer may submit a protest of the selection as described below. Protests regarding selection of the “successful Contractor” will be heard and resolved by the Victim Compensation and Government Claims Board whose decision will be final.

All protests of award must be made in writing, signed by an individual authorized to bind the Proposer contractually and financially, and contain a statement of the reason(s) for protest; citing the law, rule, regulation or procedure on which the protest is based. The protester must provide facts and evidence to support the claim. Protests must be mailed or delivered to:

Street and Mailing Address:

Deputy Director Procurement Division 707 Third Street, Second Floor South West Sacramento, CA 95605 Facsimile No.: (916) 375-4611

All protests to the RFQ or protests concerning the evaluation, recommendation, or other aspects of the selection process must be received by the DGS Procurement Division Deputy Director as promptly as possible, but not later than the date indicated in the Notification of Intent to Award. Certified or registered mail must be used unless delivered in person, in which case the protester should obtain a receipt of delivery.

Attachment 1 – Required Attachment Check List

A complete proposal or proposal package will consist of the items identified below. Complete this checklist to confirm the items in your proposal. Place a check mark or “x” next to each item that you are submitting to the State. For proposals to be responsive, all required attachments must be returned. This checklist should also be returned with your proposal package.

Attachment Attachment Name/Description

______Attachment 1 Required Attachment Check List

______Attachment 2 Cover Sheet

______Attachment 3 Cost Worksheet (place in a separate, sealed envelope)

______Attachment 4 Customer Experience Reference Forms as they Pertain to Vendor’s Company

______Attachment 5 Confidentiality Statement

______Attachment 6 Payee Data Record (STD 204)

______Attachment 7 Bidder Declaration

______Attachment 8 Voluntary Statistical Data Sheet (VSDS)

______Attachment 9 TACPA (if applicable)

______Attachment 10 Small Business Certification (if applicable)

______Attachment 11 Copy of valid Certificate of Liability Insurance

______Attachment 12 Contractor Certification Clauses (CCC 307)

______Attachment 13 Statement of Assurances for Protection of Personal Information--HIPAA (to be completed and returned upon reward)

In addition to these attachments, all Proposers must submit a Scope of Work, High-Level Project Plan, Professional Résumés for two (2) or more Assigned Staff, Mandatory Requirements worksheet, and Desirable Requirements worksheet per Section G, RFQ-ITS Response Content, Page 5.

Attachment 2 – Cover Sheet

The submission of this quote does not obligate the Department of Developmental Services to fund the proposed contract. If the quote is approved for funding, a contract will be executed between the State of California and the Contractor. When funding is authorized, the Contractor will be expected to adhere to the terms of the executed contract.

The undersigned Contractor hereby proposes to furnish all labor, materials, tools and equipment, to provide services in accordance with the specifications and provisions received with the RFQ-ITS.

1. Full Legal Name of Contractor’s Organization:

2. Mailing Address:

Street City State Zip

Telephone FAX Email

3. Federal Taxpayer Identification Number: ____________________________________________

4. Principal who is authorized to bind the Contractor:

Typed Name Title

Original Signature Date

5. Contractor’s contact person shall be: _______________________________________________ (Name and Phone Number)

Attachment 3 – Cost Worksheet

Item One-time Cost

On-Going / Annual Costs

Total Notes

Installation $ $ One-Time

Project Management $ $ One-Time

Migration $ $ One-Time

Testing $ $ One-Time

Environment h/w and s/w $ $ One-Time

Managed Services $ $ On-Going Annual

Network Operation Center

(NOC)

$ $ On-Going Annual

Other $ $ $

Total Costs $ $ $

Attachment 4 – Business Reference Form(s)

The Contractor must provide three (3) client references for services it has performed within the past (3) years that are similar in size, scope, and type of service as specified in this RFQ-ITS. Complete this form for each Corporate reference.

Contractor’s Name:

Subcontractor that provided the services (if other than the Contractor):

Company/Organization:

Contact:

Address:

Telephone:

Fax:

E-mail:

Project Name and/or Description:

Contractor or Subcontractor’s involvement:

Start Date (mm/dd/yyyy):

End Date (mm/dd/yyyy):

Project Dollar Amount:

Describe corporate experience for this project as it relates to the RFQ-S Corporate Experience Requirements for this category. The description of the project must be detailed and comprehensive enough to permit the State to assess the similarity of those projects to the work anticipated in the award of the contract resulting from this procurement.

**Submit three (3) of this document using three (3) different business references as part of your response**

Attachment 5 – Confidentiality Statement

As an authorized representative and/or corporate officer of the company named below, I warrant my company and its employees will not disclose any documents, diagrams, information and information storage media made available to us by the State for the purpose of responding to RFQ-ITS HD159073 or in conjunction with any contract arising there from. I warrant that only those employees who are authorized and required to use such materials will have access to them.

I further warrant that all materials provided by the State will be returned promptly after use and that all copies or derivations of the materials will be physically and/or electronically destroyed. I will include with the returned materials, a letter attesting to the complete return of materials, and documenting the destruction of copies and derivations. Failure to so comply will subject this company to liability, both criminal and civil, including all damages to the State and third parties. I authorize the State to inspect and verify the above.

I warrant that if my company is awarded the contract, it will not enter into any agreements or discussions with a third party concerning such materials prior to receiving written confirmation from the State that such third party has an agreement with the State similar in nature to this one.

(Signature of representative) (Date)

(Typed name of representative)

(Typed name of company)

Attachment 6 – Payee Data Record, STD.204

The successful Contractor as a result of this RFQ-ITS will be required to complete and return the Payee Data Record, STD.204 before contract award. Refer to the following website link for more details:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf

Attachment 7 – Bidder Declaration Form GSPD-05-105

All Contractors must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

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

All Contractor’s must complete the Bidder Declaration GSPD-05-105 and include it with the bid response.

When completing the declaration, Contractor’s must identify all subcontractors proposed for participation in the contract. Contractor’s awarded a contract are contractually obligated to use the subcontractors for the corresponding work identified unless the State agrees to a substitution and it is incorporated by amendment to the contract.

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

Attachment 8 – Voluntary Statistical Data Sheet http://www.documents.dgs.ca.gov/pd/smallbus/reportspage/VSDS.pdf

(This form is voluntary in nature and need only be returned with your response at your discretion.)

http://www.documents.dgs.ca.gov/pd/smallbus/reportspage/VSDS.pdf

Attachment 9 – Target Area Contract Preferences Act (TACPA) (if applicable) http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Attachment 10 – Small Business Certificate (if applicable)

The five percent Small Business Preference will be applied to Certified Small Business bids. An explanation of the Small Business Preference program can be found at:

www.pd.dgs.ca.gov/smbus.

http://www.pd.dgs.ca.gov/smbus

Attachment 11 – Copy of Valid Certificate of Liability Insurance and Worker’s Compensation

Contractor must provide proof of valid Liability Insurance and Worker’s Compensation evidencing required insurance coverage of no less than $1,000,000 per occurrence and no less than $3,000,000 aggregate.

Attachment 12 – Contractor Certification Clauses

All Entity’s must sign the last page of the Contractor Certification Clauses, CCC 307.

CONTRACTOR CERTIFICATION CLAUSES CCC 307

http://www.documents.dgs.ca.gov/pd/masters/EPAY/Elavon/ElavonExhibitC-CertificationCCC-307.pdf http://www.documents.dgs.ca.gov/pd/masters/EPAY/Elavon/ElavonExhibitC-CertificationCCC-307.pdf

Attachment 13 – Statement of Assurances for Protection of Personal Information (HIPAA)

Upon award, Contractor must sign the last page of the Statement of Assurances for Protection of Personal Information

HEALTH INSURANCE PORTABILITY AND ACCOUNTABILITY AC (HIPAA)

HEALTH INFORMATION TECHNOLOGY FOR ECONOMIC AND CLINICAL HEALTH (HITECH)

STATE ADMINISTRATIVE MANUAL (SAM)

California Welfare and Institutions Code, sections 4514, 5328, and 15600 et seq.

California Penal Code 11167.5

Health Insurance Portability and Accountability Act of 1996, Parts 160 & 164