Q&A and Addendum No. 2_1.pdf

Productivity Tools

Request for Proposals

No. 25-43231513-RFP

Questions and Answers and

Addendum No. 2

Questions and Answers

The Department has received the following questions through MFMP Sourcing, and the Department’s answers are provided in the table listed below:

No

Question Answer

1 Attachment A, Sec. 4.2 Tiered Pricing states "If a vendor offers Tiered Pricing for the offerings being requested by the RFQ, the Contractor shall reflect the Tiered Pricing that applies after factoring in all current purchases under the Term Contract."

If the State makes multiple awards to Contractors for a specific brand/OEM (and each Contractor has a different tiered pricing schedules), how would the state determine what tier to apply with multiple awards and different pricing schedules by awarded vendor?

The pricing offered by the awarded vendor shall reflect the Tiered Pricing on their Price Sheet considering all purchases that this awarded vendor has received under the Term Contract.

2 Section 6.2 Best Pricing Offer, permits the Department or a Customer to "request that the Contractor immediately reduce to the lower price" if either becomes aware of better pricing for the same or smaller quantities under the same or similar terms.

Best Pricing or Most Favorable Pricing clauses are non-standard for commercial contracts and impose significant monitoring costs on large companies. Would DMS consider reviewing this clause?

No.

3 Section 10.3 provides "The Contractor shall proceed diligently with performance under the Term Contract pending the final resolution of any dispute or request for relief, claim, appeal, or action arising under the Term Contract and shall comply with directions to perform from the Department." Cloud providers, however, have clauses in their standard terms permitting suspension of an account if the account activity is posing a risk to the system overall (e.g., a Customer's account has been taken over and is starting to send out phishing emails or initiated DDoS attacks).

Would DMS consider amending the clause to permit temporary interruptions necessary to protect the service?

No. Please see section 2, Service Level Agreement or Additional Terms and Conditions, of Attachments L1 - L4, Technical Proposals.

Also, see section II, Order of Precedence, of Attachment E, Draft State Term Contract.

4 Section 10.7 states that the Contractor "shall fully indemnify, defend, and hold harmless . . . for any and all loss, damage, injury, costs, reasonable expenses, or other casualty to person or property."

Commercial service agreements for productivity tools and cloud services generally limit the indemnification obligations to IP infringement.

Would DMS be open to change the indemnification provision to align with standard commercial practice?

See response to question 2.

5 Section 11.2 is a "Time is of the Essence" clause.

For timing of delivery, commercial productivity tools and cloud providers generally provide Service Level Agreements. Would DMS consider eliminating the Time is of the Essence Clause, as, otherwise, it might be read as causing a conflict with the commercially established service level agreements?

See response to question 2.

Will DMS update Section 14.2.2 to reflect recent changes from the U.S. Federal Government regarding equal opportunity provisions?

Question is unclear. However, see section 9.1, Conduct of Business, of Attachment D, Enterprise Standard Terms and Conditions.

Customers may have additional requirements on requests for quote under section 4, Request for Quote Requirement, of Attachment A, Scope of Work.

7 Given the rapid advancement of Generative AI, should vendors provide this capability to the state? If yes, would DMS like vendors to list out and explain what those Value Added Services include?

See section 3.6, Optional Add-On Services, and section 3.7, Value Added Services, of Attachment A, Scope of Work.

8 In Attachment E, Section II provides the Order of Precedence. In Attachments L1-L4, Section 2.0 states "Section 2 Terms and Conditions. Section 2 of this attachment provides a space for the Respondent to include any Service Level Agreements (SLA) or additional terms and conditions that apply to the proposed Solution.

Neither the SLAs nor the additional terms and conditions will be considered for evaluation." Is DMS's intent for the Contractor to submit the contractor's standard terms in Section 2 of Attachments L1-L4? If not, where should the contractors provide their standard terms and conditions?

Please see section 2, Service Level Agreement or Additional Terms and Conditions of, Attachments L1 - L4, Technical Proposals and section II, Order of Precedence, of Attachment E, Draft State Term Contract

9 In Attachment A - SOW, section 3.6.1., it appears that a word is missing in the following sentence:

""Support for the initial implementation and successful deployment of the Solution for the , including initial training and integration with existing systems."" Please clarify.

Please see Addendum No. 2 for the modification to Section 3.6.1 Implementation (Optional), of Attachment A, Scope of Work.

10 Attachment B - Cost Proposal does not appear to allow editing. Would the Department consider uploading an editable copy?

The previous Attachment B, Cost Proposal has been replaced with the Attachment B, Revised Cost Proposal to allow the vendor to respond.

11 Question regarding contract term in Productivity Tools RFP document: Please confirm that the total term for this contract is 2 years with no renewals.

Please see Attachment E, Draft Term Contract, section I, Term and Effective Date.

In regards to Tiered pricing

- Are you referring to unit as a license?

- Are you expecting respondent to purchase license and bundle it along with training, support & implementation for Small, Medium Enterprise customers?

- With regards to "Not to exceed" pricing, will it be the total price to be quoted (including any FTE charges and license cost, if applicable) or only the unit cost

Please see section 3.6, Optional Add-On Services, and section 3.7, Value Added Services, of Attachment A, Scope of Work. In addition, please see Addendum No. 2 for the creation of Section 3.6.5, Bundled Services (Optional), of Attachment A, Scope of Work, and the Attachment B, Revised Cost Proposal.

The pricing provided to Customers shall reflect the awarded vendor’s Price Sheet. Pricing shall not exceed the pricing outlined on the Price Sheet.

13 Could you please provide a comprehensive list of the Microsoft 365 workloads currently utilized within your tenant? Specifically, we'd like to confirm the usage of Active Directory, Exchange Online, SharePoint Online, Teams, OneDrive for Business, the Power Platform, and any other relevant services.

This is a Request for Proposals (RFP) to establish a new State Term Contract for the purchase of Productivity Tools. Customer specific needs and terms will be detailed in the Customer SOW or RFQ.

14 What is the total number of users within the tenant? Additionally, could you please specify the Microsoft 365 license types currently assigned (e.g., E3, E5)

See response to question 13.

15 Could you please provide volumetric details of the workloads that are in scope?

16 Could you please provide details on any Independent Software Vendor (ISV) applications that are currently integrated with your Microsoft 365 environment?

17 Are there any migration activities that will be included within the scope of this project?

18 Could you please confirm which cloud tenant environment you're currently utilizing?

Specifically, are we working within a Microsoft 365, Google Cloud Platform (GCP), or Amazon Web Services (AWS) environment?

19 To ensure we provide the appropriate level of support, could you please outline your expectations regarding technical assistance? Are you anticipating primarily Level 1 (basic), Level 2 (intermediate), or Level 3 (advanced) support?

To gain a comprehensive understanding of your current infrastructure, could you please provide details regarding your existing on-premises environment? Specifically, we're interested in learning about the applications and technologies currently in use. Please provide architecture diagram if possible

21 Could you provide more detail on the existing systems that will need to be integrated with the new solution? This will help us understand the complexity and potential challenges involved

22 What are your expectations regarding the initial training? Are you looking for in-person sessions, online tutorials, or a combination of both? Who will be the primary participants in this training?

See response to question 13. In addition, see section 3.1.2, Training and Support Services, of Attachment A, Scope of Work, “User Training:

Solutions must include comprehensive training programs including onsite, virtual, and self-paced."

23 Do you have any existing documentation, such as network diagrams or system inventories, that would be helpful for our implementation team?

24 You mentioned a need for managed security services. Could you please provide a list of the security tools you are currently using? This will help us identify any potential overlaps or gaps in your security infrastructure.

25 Are you currently utilizing Microsoft Defender or any other endpoint detection and response (EDR) solutions?

EDR and other security solutions, if utilized by Customers, vary.

26 To ensure we can effectively manage your applications, could you please provide a list of the applications and technologies used within your organization? Please include information on whether these applications are on-premises, cloud-based, or a hybrid of both.

27 Please provide details of the current backup plan / data archival company. Also, please provide the backup requirements for the new cloud solution.

28 Please provide the number of trainers or facilitators we will need to enable on the desired solution. Also, the facilities and building access/equipment and resource availability for the intended purpose.

29 Licenses for Microsoft Visio, Microsoft Project, Power Automate need to be procured separate from the GCC G5 Licenses. What is the license count requirement for these products?

30 Licenses for Microsoft Designer and Microsoft Clipchamp need to be procured separate from the GCC G5 licenses. What is the license count requirement for these products?

31 Please confirm whether the tenants are hosted on Microsoft GCC enviornment. If yes, are you looking for respondent to purchase the GCC license and resell it to you.

32 Are you having requirement for audit log retention? The default retention period for audit is 180 days.

33 Are you looking for Enterprise Search and AI assistant capabilities connecting to 3rd party application data?

34 Microsoft 365 Subscriptions allow for add-on licenses to Microsoft Copilot AI assistant service.

Would you be interested in evaluating Microsoft Copilot to help with workplace productivity?

See response to question 7.

35 The M365 Cloud can connect with the on-premises Active Directory for user data. Please provide the infrastructure / service that will be on-premises or will work in a Hybrid model.

See response to question 13.

36 What tool is currently being used for endpoint management across the agency? Please let us know if you are looking for a tool for device management and compliance.

Microsoft Intune is ideal for distributing applications to devices enrolled or registered with the organization.

37 Infosys' IWS tool offers 24x7 with integration with Microsoft Intune, ServiceNow to ensure automated issue diagnosis and quick connect with the next available human agent.

What modes of support (email, phone, chat etc.)

are expected from Infosys?

See section 3.1.2, Training and Support Services, of Attachment A, Scope of Work.

38 What is the budget for this opportunity

39 Can the agency please extend the submisison date by 2 weeks.

Please see the Timeline Addendum No. 1, Timeline of Events Revision posted on March 25, 2025.

40 Our software licensing is licensed per agency, therefore the agency would get the tiered pricing based on their license count. Based on 4.2, it seems like any agency should get the tiered licensing of any purchases within the state- are you open to other options? We provide discounted pricing as well as volume discounts.

See section 4.2, Tiered Pricing, of Attachment A, Scope of Work.

41 Would you be open to a category discount summary page as a discount pricing option?

Please see Attachment B, Revised Cost Proposal.

42 Can you provide an example of similar contracts to review the tiered pricing discount model?

43 What specific details are you looking for under the experience section?

See Attachment M, Experience Response.

44 We understand once contract is awarded, agencies will be issuing out an RFQ to respondents. Will this be based on specific service categories or the entire contract?

45 If some of our solutions should go under multiple categories, should we respond with them multiple times?

See Attachment C, Evaluation Criteria, and responsive requirement 13 of Attachment F, Mandatory Responsive Requirements.

46 Would a cloud-based case management solution go under Service Category 4 or Service Category?

See response to question 45.

47 Can you please clarify "Respondent shall not provide discount off MSRP." It's our understanding we should be provided a discount on tiers.

Pricing shall be proposed as required in Attachment B, Revised Cost Proposal. Pricing provided on the Revised Cost Proposal will remain throughout the term of the contract.

48 Attachment D – Enterprise Standard Terms and Conditions, section 5.3 states: “Terms. The terms of the Form PUR 1000, General Contract Conditions, incorporated in Rule60A-1.002, F.A.C., and linked here

The terms and conditions contained in the Form PUR 1000, General Contract Conditions, apply to purchases made by customers off the resultant Term Contract from this RFP.

http://www.flrules.org/Gateway/reference.asp?No =Ref-16731, are hereby incorporated by reference herein and will apply to all purchases made by a Customer off the Term Contract.”.

Please confirm that this reference document contains the Limitation of Liability clause that would govern a resulting contract.

Attachment D – Intellectual Property, section

12.5.1. The section states that State of Florida

ownership shall not apply to intellectual property developed prior to the execution of the Term Contract. Relative to COTs software or SaaS solutions, in generally would not apply to those items after execution of the contract, given products are continuously developed. Is this a correct assumption, and if so, where is it stated elsewhere in the contractual documents, or should we include as an Exception in our submission?

See the first sentence of section 12.5.1, Ownership, of Attachment D, Enterprise Standard Terms and Conditions, “[u]nless specifically addressed otherwise in the Customer’s contract, the State of Florida shall be the owner of all intellectual property rights to all new property created or developed in connection with the Customer’s contract.” In addition, please see section 2, Service Level Agreement or Additional Terms and Conditions, of Attachments L1 - L4, Technical Proposals and section II, Order of Precedence, of Attachment E, Draft State Term Contract.

50 Attachment E – section I, “Term and Effective Date”. We interpret this as a 2-year term with no extension periods. We typically see a longer term, or allowance for multiple extension years. Is this meant to be confined to only a 2-year agreement?

See response to question 11.

51 Attachment E – section II, “Order of Precedence”, item g) Exhibit F, Service Level Agreement Solution(s)(if applicable): Would this be a section to also include EULAs, Acceptable Use Policies, etc. for specific software solutions, or is that type of documentation negotiated/included with each Customer order/contract, on a per occurrence basis?

Please see section 2, Service Level Agreement or Additional Terms and Conditions of Attachment L1 - L4.

52 To ensure we are providing a comprehensive response, would you be willing to extend the due date by up to two business weeks?

See response to question 39.

53 To ensure we are providing a comprehensive response, would you be willing to extend the Q&A by up to one business week?

54 Regarding Service Category 4, do the process automations need to span across multiple applications?

55 Regarding Service Category 4, does the workflow automation capability need to connect to systems that do not have APIs?

56 Regarding Service Category 4, does the process automation capability need to include extraction of data from documents?

57 Regarding Service Category 4, should the process mapping capability include a data-driven component such as automatic diagram mapping based on transaction data pulled from backend systems?

Would you accept legal riders along with the response?

Please see section 2, Service Level Agreement or Additional Terms and Conditions of, Attachments L1 - L4, Technical Proposals and section II, Order of Precedence, of Attachment E, Draft State Term Contract.

Additionally, see section 3.2 (4.), Terms and Conditions, of the Productivity Tools RFP.

59 Regarding Service Category 4, can the Department provide details on your current enterprise project management tool (EPMS) and the level of integration needed?

Can the Department provide more detail on the anticipated contract execution date (e.g., 2026)?

The State Term Contract is anticipated to be executed in 2025.

Can you please confirm how many agencies will be eligible for the awarded services of this RFP?

See section 1, Definitions, and section 5.1, Purchases, of Attachment D, Enterprise Standard Terms and Conditions.

62 Is it the State’s intent to establish a contract with an agency that can provide services related to any workplace technology or productivity tool, or is the State specifically focused on either Google or Microsoft?

See section 1.3, Objective, of the Productivity Tools RFP.

63 Category 3 Clarification: Are cloud services limited to basic storage capabilities, or do they include advanced cloud services like infrastructure as a service (IaaS) and platform as a service (PaaS)?

Please see section 3.4, Service Category 3:

Cloud Services and Storage, of Attachment A, Scope of Work.

64 Enterprise Agreement: With the current enterprise agreement in place, when is the state planning to contract this? Are they considering moving their enterprise agreement or establishing a new one?

This is a RFP to establish a new State Term Contract for the purchase of Productivity Tools.

65 Current Enterprise Project Management: What is the current enterprise project management solution, and is there a need for potential integration with the proposed solutions?

66 Support and Training Capabilities: What specific support and training capabilities are required for the service categories, and are there any limitations or preferences for third-party providers?

See section 3.1.2, Training and Support Services, of Attachment A, Scope of Work. Any specific support and training needs will be defined in the Customer SOW and/or RFQ.

67 Volume Information: Can you provide any volume information or usage metrics that would help in preparing the cost proposal?

68 Experience Response: What specific examples or references should be included in the experience response to demonstrate our capability in managing large, complex shared service agreements?

See response to question 43.

69 What compliance standard must the solution support? Please specify exact compliance.

70 Is there a requirement for Government Cloud GCC to store the data?

Please see response to question 63.

71 Is there a requirement for customer supplied keys for encryption?

Please see section 3.1, Productivity Tools Requirements of Attachment A, Scope of Work.

Additional requirements may be discussed at the Customer level or defined in the Customer SOW and/or RFQ.

72 What DLP integrations are required? What is the existing DLP tooling?

See response to question 71.

73 What Identity Provider is in use and must integrate with this solution?

74 Is there a requirement for "Global File-Lock" for file services?

75 Please list the Backup tooling currently utilized and required for integration.

76 Is there a requirement to "time-bomb" or automatically remove external sharing links based on time?

77 What is the retention requirements for video & voice conferencing?

78 How many users are in scope for this RFP? See response to question 13.

79 What is the estimated file storage requirement per user?

80 Category: Attachment B / Section Page: Pricing Table:

Can the State clarify whether we should provide a discount structure or specific unit pricing for the items? The document mentions not providing a discount off MSRP, but the sample table includes a discount column. Could you please confirm the correct approach?

See response to question 47.

81 Category: Contract Document Order of Preference (Attachment E - Draft Term Contract) / Section Page: II. Order of Precedence./P. 1-2 of 3:

Concerning the Contract Document Order of Preference, is it the intent for the solution's licensing documents (EULAs) to be a part of Attachment E (the Contract Document), or Exhibits D or F?

All attachments referenced in the Order of Precedence will become exhibits in the executed Term Contract.

Please see section 2, Service Level Agreement or Additional Terms and Conditions of Attachment L1 - L4.

Addendum No. 2

The Department hereby amends RFP No. 25-43231513-RFP as noted within this Addendum. For revisions, underlines and yellow highlights represent additions and strikethroughs represent deletions.

In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922- 6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the proposal.

1. Attachment A, SOW, Section 3.6.1 is hereby amended as follows:

3.6.1 Implementation (Optional)

Support for the initial implementation and successful deployment of the Solution for the Customer, including initial training and integration with existing systems.

2. Attachment A, SOW, Section 3.6.5 is hereby created as follows:

3.6.5 Bundled Services (Optional)

Bundled related or supplementary services with the Solution. Bundled services may include Solutions under other Service Categories or separate services and products.

3. Attachment B, Cost Proposal, is hereby revised and replaced with Attachment B, Revised

Cost Proposal.

4. All references to “Attachment B, Cost Proposal,” in all documents are hereby revised and replaced with “Attachment B, Revised Cost Proposal.”

mailto:agencyclerk@dms.fl.gov