PDF Suite Statement of Work.pdf

PDF editor and suite Statement of Work

STATEMENT OF WORK

For

PDF SOFTWARE SUITE AND MAINTENANCE

USDA-WIDE VALUE INCENTIVE PLAN (VIP) FOR LARGE GOVERNMENT AGENCY (LGA)

SINGLE-AWARD DELIVERY ORDER WITH OPTIONS (DOWO)

1.0 STATEMENT OF WORK

This Statement of Work is to acquire, on an as-needed basis, under a single-award Delivery Order with Options (DOWO) the following PDF Suite License Software, Maintenance. Maintenance renewals and upgrades on this DOWO shall be available to all USDA agencies regardless of original origin of purchase.

Product Table USDA has a minimum requirement for the following products on behalf of USDA agencies that CEC supports (reference PDF Requirements spreadsheet). A discount is requested for all products covered under the acquisition. The product specifications are listed in the requirements matrix, which is included with the RFI and titled “PDF Requirements”. Approximate license quantities are included with the RFI and titled “PDF License Quantity”.

This DOWO will provide the ability to acquire these products for use by the 3500 Field Service Center Agencies (SCA) of the United States Department of Agriculture (hereafter referred to as the “Government” or “USDA”) and other agencies, agency offices, or agency divisions of USDA that are supported by the Office of the Chief Information Officer (OCIO) and OCIO, Client Experience Center (CEC). This also includes the Departmental Administration Staff Offices of USDA. The scope of this DOWO shall include any additional agencies, agency offices, or agency divisions of

USDA.

Provided are estimated quantities of current software license renewals specific to USDA that have historically been purchased. Actual quantities will be definitized on an order-by-order basis during the life of the DOWO based upon the Government’s determination of need and availability of funding.

2.0 TYPE OF AWARD

The United States Department of Agriculture (hereafter known as the “Government” or “USDA”) plans to award a firm fixed price, single-award Delivery Order with Options (DOWO) against the successful offeror’s contract. The offer that is Lowest Price Technically Acceptable (LPTA) will receive the award.

Intended Use of the DOWO

The Government intends to use this USDA-wide DOWO primarily to accomplish PDF Suite software, upgrades, and/or renewals from date of the award for one base period, with two option periods to follow.

3.0 OBJECTIVES AND REQUIREMENTS

The U.S. Department of Agriculture’s (USDA) mission is continued emphasis on increasing electronic accessibility of Department programs, information, and services and the resulting need to ensure customer privacy and secure data obtained through electronic transactions, USDA seeks to:

• Improve current information technology tools on the desktop and in the back office to better collect, store, analyze, manipulate, and present programmatic data and information, and maintain these tools over the long term at significantly reduced costs over current investments.

• Implement new information technology tools, applications, services, and support structures to facilitate the ever-increasing e-Government transactional environment.

• Develop, manage, and implement secure information technology tools and telecommunications networks; and mitigate security risks to Department-wide services and operations.

USDA, through the Office of the Chief Information Officer (OCIO), seeks an agreement for the enterprise-wide use of PDF Suite for all USDA Agencies and Offices, Department-Wide.

The maximum estimated quantities for PDF Suite Document Cloud Enterprise (DCE) software that are required for all the USDA agencies with existing PDF Suite usage is identified as 70,000 licenses.

In the event participation levels drop, USDA requests tiered pricing levels based on the total quantity of PDF Pro subscriptions.

4.0 LICENSE COVERAGE

1. The vendor shall provide licensing coverage in accordance with PDF Suite’s terms and conditions, as necessary and described in the table below, for all PDF Suite Software Products listed.

2. 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.

3. Depending on the needs of authorized buyers and their existing PDF Suite Software Product licenses, the vendor shall provide varying license coverage for any PDF Suite Software Product in the categories below as is necessary and applicable.

Support

The vendor shall provide all USDA agencies with support for the duration of this DOWOs including coordination of PDF Suite Training for USDA agencies and facilitation of USDA agency renewal orders.

5.0 TRACKING & REPORTING & QUALITY REQUIREMENTS

Tracking/Reporting

The vendor shall be responsible for tracking the status of all PDF Suite Software Products purchased under this DOWO and make that information available to each USDA sub-agency participant. The vendor must provide an online portal (single console) for tracking and sharing this information. The vendor must provide PDF Suite Software Product license tracking information such as product delivery status, product activation date, license renewal date, and any associated usage data.

All documentation and reports generated and developed for the Government under the proposed agreement shall be the property of USDA. They may be shared with and provided without compensation to other Federal government departments, agencies, and entities with USDA CEC approval and with a disclaimer stating that the information is valid only on the date it was presented and accepted, and that the results are based upon the identified business needs of USDA at the time the product or report was prepared.

Monthly Status Report and Quarterly Program Management Review

The vendor upon request shall provide USDA monthly and Quarterly reports as necessary.

The vendor shall furnish requested Monthly Status Reports via e-mail to the appropriate USDA agency representatives.

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

Order number Order date USDA agency’s Name Manufacturer part number Category (e.g., “Software title”) Product codes Product descriptions Unit cost Quantities Unit of measure Discount amount Debit/credit indicator

DOWO extended price DOWO unit price Total extended cost Commercial list price Contract list price Payment date Transaction number Spend Data

License Inventory Report

The vendor 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 DOWO activities for the prior month. Within ten (10) calendar days of DOWO establishment, the vendor shall provide a proposed format for the report.

The first License Inventory Report will be delivered forty-five (45) calendar days after the DOWO is established.

The vendor shall furnish License Inventory Reports via e-mail to the USDA agency representatives.

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

Report Date and Period Ordering – USDA agencies Order date Purchase order number Product Category (e.g., software title) Serial Number or SKU number license number Shipping destination Ship date Ship-to point of contact (POC) name Warranty expiration date

The USDA agency 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.

Quarterly Program Management Review

The USDA agencies and vendor at the request of USDA shall hold Quarterly Program Management Review Meetings. The Quarterly Program Management Review Meetings will be an opportunity to share any emerging technology trends that may impact USDA agency and to review any patterns identified in USDA agency spending that took place over the course of the previous quarter.

The vendor shall be required to capture and provide minutes to USDA agency three (3) business days after any Quarterly Program Management Review Meetings.

Quality Assurance

Quality Standards - All documentation, training materials, and reports generated under this Statement of Work and developed for the Government will be provided to the requesting office in a format and medium mutually agreed to between the requesting office and the contractor. The contractor will be notified promptly of any critical defect discovered in any document or in the materials. Written documents and materials are to be free of spelling errors or clerical defects and true in nature. Critical defects are defined as, "Any defect that might mislead the Government in interpreting and understanding written documentation."

Quality Control - Approval of any final documentation, or report delivered will be by the requesting office and occur within fifteen (15) working days of receipt. The contractor shall clarify any questions the requested office may have within five (5) working days of notification by the Government. Only upon final approval of any final documentation or report deliverable shall the contractor be authorized to proceed with any recommended actions provided by the contractor.

6.0 ORDERING

All PDF editor licenses will be ordered thru USDA-CEC and executed bi-annually on a contract modification.

7.0 PLACE OF PERFORMANCE

USDA exists nationwide with a limited number of offices overseas. USDA has approximately 15,000 offices in about 3,100 counties. USDA help desk must be able to contact support desk to discuss any issues users are having. The capability for centralized and/or tiered network operations support would help mitigate the need for, or frequency of, on-site service calls.

8.0 PERIOD OF PERFORMANCE

The performance period for this agreement will be a Base Period with no option years. Work would begin within seven (7) calendar days of the signing of the contract.

9.0 GOVERNMENT ODERING OFFICE

The only USDA office authorized to issue DOWOs is:

USDA/DM/OCP/POD

301 S. Howes St, Ste. 321 Fort Collins, Colorado 80521