RFO_136-23-04_CalHR_Website_Migration.pdf

State of California CalHR Website Migration

Department of Human Resources RFO 136-23-04

CALIFORNIA DEPARTMENT OF HUMAN RESOURCES

REQUEST FOR OFFER (RFO) 136-23-04

For: Consulting Services for CalHR Website Migration to CAWeb Publishing Services

Date: April 17, 2024

California Multiple Award Schedule (CMAS) vendors interested in the opportunity to migrate State website content and layout to CAWeb Publishing Services are invited to review and respond to this Request for Offer (RFO).

Please review this Request for Offer (RFO) entitled California Department of Human Resources RFO 136-23-04 for consulting services for website migration. To submit an offer for these services, you must comply with the instructions contained in this document, as well as the requirements stated in the Statement of Work (SOW). By submitting an offer, your firm agrees to the terms and conditions stated in this RFO and as directed by California Department of General Services (DGS) California Multiple Award Schedule (CMAS) Agreement.

Responses to this RFO are due by May 15, 2024, by 4:00 p.m. Pacific Time. Submissions should be sent to it.procurement@CalHR.ca.gov. Questions should be submitted by key action dates specified below.

Department Contact:

Doug Jones California Department of Human Resources – Information Technology Division Phone 916-322-9205 Email: it.procurement@calhr.ca.gov

BACKGROUND

California Department of Human Resources (CalHR) was created on July 1, 2012, by Governor Brown's Reorganization Plan Number 1 of 2011. The reorganization plan consolidated the State of California's two personnel departments, combining the Department of Personnel Administration with certain programs of the Department of Human Resources.

CalHR is responsible for issues related to employee salaries and benefits, job classifications, civil rights, training, exams, recruitment, and retention. For most employees, many of these

The Department of Human Resources is seeking out a contractor to migrate existing department websites to WordPress Content Management System (CMS), along with the transfer of hosting to the California Department of Technology's CAWeb Publishing Services.

The consultant will be responsible for managing and executing the migration project in compliance with state and local government requirements.

Responses to this RFO will be evaluated based on best value to the State. Best Value is defined as selecting the most qualified firm with the best proposed approach and personnel at the most reasonable overall cost to the State.

Issuance of this RFO in no way constitutes a commitment by the State of California to award a purchase order. Commencement of work, and subsequent continuation of work efforts are subject to approval of funds. The State reserves the right to reject any part of, or the entire proposal received if the State determines that it is in the State’s best interest to do so. The State may reject any proposal that is conditional or incomplete.

KEY ACTION DATES

Adherence to the following schedule of dates and times is required. If CalHR finds it necessary to change any of these dates, it will be accomplished by issuing an addendum.

KEY ACTION DATES DATE

Release of RFO 04/17/2024

Last Day to Submit Questions (4:00 PM, PT) 04/24/2024

Response to RFO Questions (4:00 PM, PT) 05/01/2024

Final RFO Submission Due Date (4:00 PM, PT) * 05/15/2024

Proposed Award Date 06/01/2024

Proposed Start Date 07/01/2024

* All dates after submission of responses are approximate and may be adjusted as conditions indicate without addendum to this solicitation.

**Interviews are not required and will be conducted at the sole discretion of the Department. A 1–2-day advance notice will be given when interviews will take place, but staff must plan on attending an interview within the dates shown for interviews as noted above.

COST

The total amount of this agreement shall be proposed by the offeror and not exceed $490,000.

AUTHORITY TO CONTRACT OUT

This solicitation is being conducted under the policies and procedures developed by the

Department of General Services (DGS) as provided under Public Contract Code (PCC) section

12100 et seq.

CONSULTANT ADMONISHMENT OF FOLLOW-ON CONTRACTS

No person, firm, or subsidiary thereof who has been awarded a consulting services contract, or awarded a contract which includes a consulting component, may submit a bid for, nor be awarded a contract for, the provision of services, procurement of goods or supplies, or any other related action which is required, suggested, or otherwise deemed appropriate in the end product of the consulting services contract. Therefore, any consultant that contracts with the State to develop and provide formal recommendations for the acquisition of IT products or services is precluded from contracting for any work recommended in the formal recommendation.

RFO RESPONSE GUIDELINES

Responses to this RFO shall contain all data/information requested and shall conform to the format described in this RFO. It is the responsibility of the Respondent to provide all required data, and any other information deemed necessary, for CalHR to determine and verify the

Respondent’s ability to perform the tasks and activities defined in the Exhibit A: Statement of

Work. The required information will be used by as pass or fail the state’s selection team to determine and verify the contractor’s ability to perform the tasks and activities defined in the contractor’s offer.

RFO RESPONSE CONTENT

The following shall be submitted in the RFO response, in the order specified below and will be reviewed for completeness as pass or fail. Any response that fails may be deemed as non-responsive.

1. Cover Letter, Attachment A

Respondent shall complete and have signed by the individual authorized to bind the company acknowledging that they agree to all the terms and conditions set forth in this

RFO.

2. Required Attachment Checklist, Attachment B

Include the Required Attachment Checklist with the offer.

3. Response to Statement of Work, Attachment C

The offeror must submit a “Statement of Work” (SOW) that responds to Exhibit A:

Statement of Work as detailed in this RFO, which will be used to evaluate responsiveness to requirements. The response must include a proposed solution and time frame to explain how the Contractor intends to meet CalHR’s requirements. This Statement of Work response must map each task/deliverable item back to the Attachments. The Statement of Work needs to contain the following as appropriate:

• Overview of the required tasks and outcomes

• Description of how the tasks will be performed and time frame

• Provide assumptions used to develop the response

4. Completed Cost Worksheet, Attachment E

All costs shall be filled in by the Respondent. Provide the staff name, classification(s) and hourly rate(s) for the description of services/task(s) described in this RFO Statement of Work (Exhibit A). Classifications of staff must be allowed on the CMAS and the Rate per Hour must be equal to or lower than the listed Federal GSA Schedule price. Proposed costs to this RFO are subject to the Department of General Services' (DGS) Leveraged Procurement Agreement dollar limitations for CMAS acquisitions.

5. Completed Payee Data Record (Std. 204), Attachment F

Available for download at the following link:

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

6. Completed Bidder Declaration (GSPD-05-105), Attachment G

Available for download at the following link:

http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf.When completing the declaration, all subcontractors proposed for participation in the contract must be identified.

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std204.pdf http://www.documents.dgs.ca.gov/pd/delegations/GSPD105.pdf

7. Signed Security and Confidentiality Statement, Attachment H

BEST VALUE EVALUATION CRITERIA

All offers will first be reviewed for responsiveness to the mandatory administrative and technical requirements of the RFO. If a response is missing required information, it may be deemed non-responsive. In addition to the response content identified in this RFO, the Selection Team will compare responsive offers based on the “best value” criteria in order of importance as described below. Further review is subject to CalHR’s discretion.

A. Staff Experience Worksheet and Staff Qualification Table and Consultant resumes.

B. Proposed Cost contained in the completed Cost Worksheet (Exhibit C).

C. References (Attachment 1)

D. Customers identified in Attachment 1 – References may be contacted. The references will be interviewed in areas such as: compliance with provisions of contract, timeliness of project completion, and success factors. Each reference will be posed a specific set of questions and their responses documented. Negative responses from references may cause for rejection of the response/offering.

E. Interviews (if applicable)

REVIEW OF OFFERS FOR AWARD

Timely responses to this RFO will first be reviewed for responsiveness to the requirements of the SOW. If a response is missing required information, it may be deemed not responsive.

Further review or collection of missing information or data is subject to the discretion of CalHR.

Award of a contract resulting from this RFO against the contractor’s DGS contract will be based on a best value method that includes cost as a substantial factor in the selection process.

Each offer for services will be reviewed and scored on the following criteria:

• Degree or extent to which RFO requirements are met1

• Proposed staff experience (assessment of their qualifications and experience)

• Interview (if necessary) and References

• Proposed cost

The scoring criteria table is displayed below:

Evaluation Category Weight Points

Qualifications, Experience and References 60% 600

Quality of Proposal 10% 100

Cost 30% 300

Total 100% 1000

• Experience

✓ Level of skills and abilities

✓ Experience of proposed staff

✓ Experience with similar work or projects

✓ Desirable qualifications

• Statement of Work

✓ Level of details provided in the Statement of Work

✓ Identification of relationships and dependencies between tasks

Example of scoring evaluation1:

Offer 1 Offer 2 Offer 3

Development Exp. Score 460 pts 425 pts 500 pts

Statement of Work Score 80 pts 75 pts 85 pts

Total Point 540 pts 500 pts 585 pts

Hourly Cost Rate $330 $300 $420

Baseline Lowest Cost $300 $300 $300

Cost Points .91 x 300 = 273 1.0 x 300 = 300 .71 x 300 = 213

Grand Total 540 +273 = 813 500 + 300 = 800 585 +213 = 798

1 When assigning points, responses will be reviewed for the degree to which a response lacks information, depth or breadth, or lacks significant facts and/or details, and/or contains weaknesses, defects or deficiencies, and/or fails to illustrate a full understanding of SPB's service needs, and/or demonstrates the capacity to exceed regular service needs.

In this example, the award goes to Offer 1 as the response that scored the highest points given all the criteria.

INTERVIEWS

CalHR may schedule interviews with the highest rated contractors based on the submitted offers. Key staff identified by the contractor must participate in the interview. The selection team does not wish to receive a presentation on corporate/firm qualifications. The selection team expects proposed staff to describe their understanding of the job and their approach to performing the work. The proposed staff in attendance will be asked a predetermined set of questions to assess their experience and knowledge as described in their resumes.

ADMINISTRATIVE INFORMATION

a. The RFO and the Respondent’s response will be incorporated by reference into the resulting Contract/Purchase Agreement.

b. Upon award, all documents submitted in response to this RFO will become the property of the State of California and will be regarded as public records under the California PRA (GC Section 6250 et. seq.) and subject to review by the public.

c. Prime Contractor’s DVBE Subcontracting Reporting Requirements

d. Military and Veteran Code (MVC) 999.5(d), Government Code (GC) 14841, and California Code of Regulations (CCR) 1896.78(e) requires all Prime Contractor’s that had a Disabled Veteran Business Enterprise (DVBE) firm performing any element of work for a contract to report DVBE information.

e. Security and Data Protection Requirements (For IT contracts)

CalHR must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. In order to comply with the State Administrative Manual (SAM) Section 5305.8, Bidders must comply with Exhibit E, Security and Data Protection.

ATTACHMENT A – COVER LETTER

The submission of this offer does not obligate the Department of Human Resources (CalHR) to fund the proposed Contract. If the offer is approved for funding, a Contract will be executed between the CalHR 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 contained in the solicitation.

The undersigned Contractor further states that it can meet and will adhere to all of the requirements, as outlined in the SOW.

1. Full Legal Name of the Contractor’s Organization:

2. Mailing Address and contact information:

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. The Contractor’s contact person shall be:

Name Phone Number

*The Respondent offers and agrees if this response is accepted within 45 calendar days following the date the response is due to furnish all the items at the prices quoted and delivered to the designated point(s) by the method of delivery and within the times specified and subject to the attached General Provisions. By signing, 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 has 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; and (3) If a claim is made as a Small Business or Disabled Veterans Business, the information set forth within is true and correct.

ATTACHMENT B – REQUIRED ATTACHMENT CHECKLIST

A complete offer or offer package will consist of the items identified below.

Complete this checklist to confirm the items in your offer. Place a check mark or “X” next to each item that you are submitting to the State. For your offer to be responsive, all required Attachments must be returned. This checklist must be returned with your offer package.

Attachment Name/Description

_____ Attachment A Cover Letter

_____ Attachment B Required Attachment Checklist

_____ Attachment C Statement of Work

_____ Attachment Exhibit A, Attachment 1 Staff Resumes and References

_____ Attachment D Work Order Authorization Form

_____ Attachment E Cost Worksheet

_____ Attachment F Payee Data Record

_____ Attachment G Bidder Declaration Form

_____ Attachment H Security and Confidentiality Statement

ATTACHMENT C – STATEMENT OF WORK

ATTACHMENT D – WORK ORDER AUTHORIZATION FORM

WORK ORDER AUTHORIZATION (WOA) FORM

SECTION A: CONTRACT INFORMATION

Contract Number:

Contract Title/Description:

Contractor Name:

State PM / Contract Administrator:

Contractor PM or Authorized Representative:

WOA Number:

Start Date:

End Date:

SECTION B: TYPE OF WORK AUTHORIZATION AND DESCRIPTION OF WORK

Description of Tasks and/or Deliverables to be performed:

SECTION C: COST INFORMATION

Provide the Cost Details (if this is a consultant services contract, a breakdown of personnel must be included in this box [name, title, task breakdown that includes the number or hours each, hourly rate, total per personnel, etc.]):

Total Cost for WOA:

SECTION D: APPROVALS

State PM / CA Signature Date

Contractor PM/AR Signature Date

Note: If the Department of Human Resources does not approve the WOA, the process outlined in Section 12 Performance will be followed.

Note: Once the Contractor and the Department of Human Resources approve the WOA as stipulated in the contract, the Contractor may submit an invoice to the Department of Human Resources. Refer to payment terms in Exhibit B.

ATTACHMENT E – COST WORKSHEET

ATTACHMENT F – PAYEE DATA RECORD

The respondent is required to submit a Payee Data Record, STD 204. Refer to the following link for more details.

ATTACHMENT G – BIDDER DECLARATION FORM

All Respondents must complete the Bidder Declaration GSPD-05-105, and include it with the quote if respondent is a SB or DVBE or subcontracting. When completing the declaration, the respondent must identify ALL proposed subcontractors for participation in the contract. The document and instructions may be accessed at the website link:

https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/GSPD05-106.pdf https://www.documents.dgs.ca.gov/dgs/fmc/gs/pd/gspd05-105.pdf

ATTACHMENT H – SECURITY AND CONFIDENTIALITY STATEMENT

As an authorized representative and / or corporate officer of the company named below, I agree that all persons employed by this company will adhere to the following policy:

All information belonging to the California Department of Human Resources, or its affiliated agencies is considered sensitive and / or confidential and cannot be disclosed to any person or entity that is not directly approved to participate in the work required to execute this Agreement.

I certify that I will keep all project information, including information concerning the planning, processes, development, or procedures of the Project, confidential and secure. I will not copy, give or otherwise disclose such information to any other person unless the Department of Technology has on file a Security and Confidentiality Statement signed by the other persons, and the disclosure is authorized and necessary for the Project. I understand that the information to be kept confidential includes, but is not limited to, specifications, administrative requirements, terms and conditions, concepts, and discussions, as well as written and electronic materials. I further understand that if I leave this project before it ends, I must keep all project information confidential. I agree to follow any instructions provided by the Project relating to the confidentiality of project information.

I fully understand that any unauthorized disclosure I make may be basis for civil or criminal penalties and / or disciplinary action (for state employees). I agree to advise the contract manager at the California Department of Human Resources immediately in the event of an unauthorized disclosure, inappropriate access, misuse, theft, or loss of data.

All materials provided for this Project, except where explicitly stated, will be promptly returned or destroyed, as instructed by an authorized California Department of Human Resources representative. If the materials are destroyed and not returned, a letter attesting to their complete destruction which documents the destruction procedures must be sent to the contract manager at the California Department of Human Resources before payment can be made for services rendered. In addition, all copies, or derivations, including any working or archival backups of the information, will be physically and / or electronically destroyed within five (5) calendar days immediately following either the end of the contract period or the final payment, as determined by the California Department of Human Resources.

All personnel assigned to this project shall be provided with a Security and Confidentiality Statement and will be expected to sign and return it to the representative listed below before beginning work on this project.

REPRESENTATIVE NAME TITLE PHONE NUMBER

COMPANY NAME

STREET ADDRESS

CITY STATE ZIP CODE

SIGNATURE DATE

EXHIBIT A – STATEMENT OF WORK

The California Department of Human Resources (CalHR), hereinafter referred to interchangeably as the “State”, requests consulting services to migrate the department website

(calhr.ca.gov) hosted on-premises on SharePoint 2016 and the benefits website

(calhr.benefitsprograms.info) hosted by third party provider FLIMP Communications to California

Department of Technology’s (CDT) CAWeb Publishing Services WordPress platform for improved functionality, usability, and ease of maintenance. During the transition, we expect to adopt the State’s standard template, validate links, and ensure compliance with Americans with

Disability Act (ADA) and IT policies. As part of this engagement, the contractor will complete an assessment of both the department website and benefits website. Contractors should detail how they will meet requirements, costs, and completeness of the RFO.

Prior to any work, the Contractor and the State will agree to the Statement of Work (SOW) and budget through a Work Order Authorization (WOA).

1. BACKGROUND AND PURPOSE

All Microsoft SharePoint on-premises servers will reach end-of-support in July 2026. CalHR utilizes SharePoint 2016 for critical websites, intranet sites, and other web services. This will position the department in a high-risk situation, threatening reliable, secure, and functional web services to the public, employees, state departments and agencies, and trusted partners.

The purpose of this project is to migrate CalHR’s departmental website (calhr.ca.gov) hosted on-premises using SharePoint 2016 and CalHR’s Benefits Site (calhr.benefitsprograms.info) hosted by third-party provider FLIMP Communications to California’s Department of Technology

(CDT) CAWeb Publishing Services.

CalHR chose CAWeb Publishing Services as they provide hosting and content management system (CMS), which is WordPress, and CalHR is an ideal candidate due to the smaller page size and lower complexity of website content.

CalHR is requesting contracting services to assist the department with:

• Evaluation of existing content

• Required redesign

• Transition and consolidation of the department website content/functionality from SharePoint 2016 to the CAWeb Publishing platform

• Transition and consolidation of the Benefits website content/functionality from third-party to CAWeb Publishing platform

• Increased ADA compliance

• Adherence to IT Policies

2. TERM/PERIOD OF PERFORMANCE

The term of this contract is for one (1) year with two (2) option(s) to extend for an additional 12-month term(s) at the original rates evaluated and considered under the same terms and conditions.

The resulting Contract will not take effect until it is signed by a CalHR Contract Officer and the

Contractor has received a signed copy of the Purchase Order. The Contractor is hereby advised not to commence performance until an authorized Purchase Order has been issued by CalHR.

Should performance commence before the Purchase Order is issued, such services may be considered voluntary.

CalHR reserves the right to modify or cancel this RFO in whole or in part. CalHR reserves the right to reject all offers. CalHR is not required to award a Contract.

3. CONTRACT REPRESENTATIVES

All notices required by, or relating to, this Contract shall be in writing. It shall be sent to the parties of the Contract at the address set below unless changed from time to time. In this event, each party shall so notify the other in writing. All such notices shall be deemed duly given if deposited, postage prepaid, in the United States mail or e-mailed and directed to the addresses then prevailing.

The Contract Administrator during the term of this contract will be:

State: Department of Human Resources Name: Doug Jones Address:

Phone:

1515 S Street, North Building, Suite 500 Sacramento, CA 95811 916-322-9205 e-mail: it.procurement@CalHR.ca.gov

The Project Manager during the term of this contract will be:

State: Department of Human Resources Name: Corrine Housley Address:

Phone:

1515 S Street, North Building, Suite 500 Sacramento, CA 95811 916-939-3733 e-mail: Corrine.Housley@CalHR.ca.gov

4. CONTRACTOR COMPANY/STAFF QUALIFICATIONS

The Contractor shall provide a Summary of Qualifications detailing how their Project Team meets or exceeds each of the Minimum Qualifications (MQs) below. Offers not meeting the MQs will be deemed non-responsive and ineligible for award.

Required qualifications and experience of the proposed candidates:

• Must have a valid Project Management Professional (PMP) certification from the Project Management Institute (PMI), and include a copy of the certification

• Must have minimum of three (3) years of experience with website planning, implementation and deployment

• Must have minimum of three (3) years of experience with website data migration and testing

• Must have a minimum of three (3) years of experience with providing Website Administrator technical training.

• Must have minimum of three (3) years of experience with providing end user training

• Must demonstrate expertise with engagements of similar size, scope and complexity for government organizations

Staff Experience resumes must validate that EACH of the proposed consultants meet the mandatory qualifications individually for the respective job roles. Include actual dates (with month and year) of the engagement/employment that validate the years of required skills and experience AND copies of degree and/or certifications. All experience must have been obtained on a project of comparable in size and complexity to that described in the SOW and have been performed within the last five (5) years.

Additional desirable experience of the proposed candidate(s):

• Experience with performing Information Technology (IT) Project Management and

Business Analysis, including facilitating Joint Application Design (JAD) sessions and

Requirements Verification

• Experience with website design

• Experience with solution design

• Experience with features management

• Experience with site branding

• Experience with navigation, user interface elements, and versioning

• Experience with identifying lines of ownership, roles and responsibilities for business owners, site owners, and technical teams

• Experience with explaining the capabilities and design choices.

• Experience with establishing a Website Governance Committee

• Experience with establishing objectives and rules appropriate for usage of websites

• Experience with creating training plans and providing technical trainings and end user trainings

5. TASKS

The Contractor is responsible for the following tasks:

Assist in setup of new hosting environments

Assist State in creating accounts, DNS, and server settings configuration on the new hosting platform.

Theme Selection or Design Implement State design for new website. Ensure that the design is responsive and user-friendly.

Content Migration/Streamline

Content

Review all existing content from the old websites to the new

CMS. This includes text, images, videos, documents, etc.

and provide recommendations on areas to streamline or refine to be clearer.

Database Migration Assist State in determining if any database migration is needed and migrate to the new hosting environment.

Plugin/Extension Installation Work with CAWeb Publishing Services to install necessary plugins/extensions.

Customization and

Configurations

Customize the CMS settings, configure SEO options, set up user roles and permissions, and optimize performance settings.

Testing Thoroughly test the migrated websites on the new hosting environment to ensure everything is working correctly.

Check for broken links, missing content, formatting issues, etc.

Assist in DNS Update Assist State in updating DNS settings

Assist in SSL Certificate

Installation

Assist State in SSL certificates install to ensure secure

HTTPS connections.

Redirect Setup Set up 301 redirects from the old website URLs to the corresponding new URLs to maintain SEO rankings and avoid broken links.

Backup Verification After migration, verify that all data, files, and databases are successfully transferred and functional on the new hosting environment.

Launch and Monitoring Once everything is tested and verified, officially launch the migrated websites. Monitor for any issues post-launch and address them promptly.

Documentation and

Training/Organization Change

Management

Document the new hosting environment, CMS setup, and any custom configurations made for future reference.

Provide training to relevant personnel on how to manage and update the websites using the new CMS.

SEO Monitor SEO performance after migration to ensure there are no negative impacts. Submit updated sitemaps to search engines and monitor crawl errors.

Performance Optimization Monitor and optimize the performance of the websites on the new hosting environment. This may involve caching, image optimization, CDN setup, etc.

Feedback Gather feedback from users and stakeholders after the migration. Make necessary adjustments or improvements based on feedback to enhance the user experience.

6. CONTRACTOR DELIVERABLES

In addition to the tasks specified under Section 5, the Contractor will provide the following deliverables.

TASK TASK

DESCRIPTION

TASK / DELIVERABLE DUE DATE

1 Project Management

Kickoff meeting presentation Within 2 weeks from contract start date

Project Schedule Within 2-3 weeks from Kickoff meeting or as directed by the State

Weekly project meetings

• agenda

• presentation materials

• meeting minutes

As directed by the State

Bi-weekly Status Reports, include WOAs and project cost status

Bi-weekly respectively, or as directed by the State

Updated project schedule As requested by the State

Risks/Issues/Decisions log Reviewed and updated in bi-weekly status reports

Action Items log Reviewed and updated in bi-weekly status reports

2 Requirements Analysis

Detailed Requirements Specification As directed by the State

Business Process Diagrams As directed by the State

3 System Design Feature Design Documentation As directed by the State

Feature walkthrough or training for features to be tested for each iteration

As directed by the State

TASK TASK

DESCRIPTION

TASK / DELIVERABLE DUE DATE

Test results for each iteration and Defects Log with remediation actions

As directed by the State

4 Go-Live Work Plan and Execution

Cut-over and go-live checklist As directed by the State

Launch and Monitoring checklist As directed by the State

Hypercare Plan As directed by the State

Data Migration results (if needed) As directed by the State

WordPress Customization Log As directed by the State

ADA Report As directed by the State

5 Knowledge Transfer and Training

Knowledge Transfer Sessions/Materials

As directed by the State

6 Post Implementation Support

Defect Log remediation plan for outstanding defects

Provide post-implementation support for 60 days after implementation

7. ACCEPTANCE OF PROJECT TASKS/DELIVERABLES

It shall be in the State’s sole determination as to whether a project task/deliverable identified in this Contract or in a supplemental Work Order Authorization (WOA) Form, Exhibit A, Attachment

3 has been successfully completed and acceptable to the State. Acceptance criteria shall consist of the following:

1. The approval process is outlined in Section 12, Performance.

2. A signed WOA Form, Exhibit A, Attachment 3 is required for each project task/deliverable identified.

3. The Contractor shall meet all timelines, as agreed to in the Contract or WOA.

8. CONTRACTOR REPORTING REQUIREMENTS

The Contractor must submit bi-weekly written status reports in MS Word format to the CalHR

Contract Administrator and CalHR Project Manager. The reports shall include detailed current status and future activities. Status reports are not considered deliverables under the terms of this Contract. These reports shall include, but not limited to:

1. A summary of the work completed during the reporting period, showing actual vs.

planned.

2. Highlighted tasks that are behind schedule, adopted remediation plans, and overall impact on the project.

3. The status of the overall engagement and all phases/projects, including discussion of risks, problems encountered, solutions, and proposed solutions.

4. The tasks expected to be completed in the next reporting period.

5. An accounting of Contractor staff person(s) hours for the prior week and for the Contract to date (i.e. time sheets).

6. Ad hoc reporting as required.

7. If requested, the Contractor shall participate in periodic briefings for Executive

Management, as deemed appropriate by the State.

8. The Contractor must participate in the designated team meetings and stand-up meetings, as agreed to by the State.

9. CONTRACTOR RESPONSIBILITIES

1. The Contractor shall designate a primary contact person to whom all project communications may be addressed and who has the authority to act on all aspects of the services.

2. The Contractor will notify the State, in writing, within five (5) calendar days of any changes in the personnel assigned to the project tasks/deliverables by completing a

Personnel Change Order Request Form, Exhibit A, Attachments 2 and attach resume. If a contractor employee is unable to perform due to illness, resignation, or other factors beyond the Contractor’s control, the Contractor will make every reasonable effort to provide suitable substitute personnel. The substitute personnel must be equal or have better qualifications than the replaced personnel, meet all requirements and be approved in advance of any performance under the Contract by the State Contract Administrator and State Project Manager via an approved Personnel Change Order Request Form

(Exhibit A, Attachment 2). The rates for the substituted personnel must be less than or equal to the rates of the personnel that they are replacing.

3. Services under the Contract will be performed during State business hours, 8:00am to

5:00pm, Monday through Friday. Excluded are State of California holidays, as per the

Department of Human Resources (http://www.CalHR.ca.gov/employees/Pages/state-holidays.aspx). Services may be provided outside of business hours upon mutual agreement between the State Project Manager and the Contractor, and not without the express written approval of the State Project Manager or designee. Any resulting overtime pay for Contractor’s personnel shall be Contractor’s sole responsibility.

4. The Contractor will provide its own equipment necessary to perform the required duties.

5. The Contractor shall provide all resources necessary to successfully perform the services under the Contract and to fulfill the terms of the Contract. Contractor staff will attend project status meetings onsite or via teleconference.

6. Use the CalHR Project and Portfolio Management (PPM) project management tools and framework for this project unless otherwise approved by the Information Technology

Division (ITD).

7. The Contractor must adhere to the State’s information technology security, Internet, and network policies. The Contractor certifies that it has appropriate systems and controls in place to ensure that State funds will not be used in the performance of this Contract for the acquisition, operation, or maintenance of computer software in violation of copyright laws.

10. DEPARTMENT OF HUMAN RESOURCES RESPONSIBILITIES

1. Designate a person to whom all Contractor communication may be addressed and who has the authority to act on all aspects of the services. This person will review the SOW and associated documents with the Contractor to ensure understanding of the responsibilities of both parties.

2. Provide access to department staff and management as required during normal business hours, to complete the tasks and activities identified in the project schedule defined under this Contract. Normal business hours are Monday through Friday, between 8:00 a.m. and 5:00 p.m. Pacific Standard Time, excluding State holidays.

These hours may be extended with prior CalHR approval.

3. Administer and maintain the Project Library for deposit of project deliverables and other documents. The Project Library will comprise both hard copy and electronic documents.

4. Provide a timely review and approval of information and documentation provided by the

Contractor to perform their obligations within seven (7) State business days.

5. Provide information regarding the business structure of CalHR, and schedule the availability of CalHR personnel for interviews, as required by the Contractor to perform its responsibilities.

11. WORK ORDER AUTHORIZATIONS

1. Each WOA shall consist of a detailed statement of the purpose, objective, or goals to be undertaken by the Contractor and all information requested to be provided per WOA

Form, Exhibit A-Attachment 3.

2. All WOA must be in writing prior to beginning work and signed by the Contractor and

CalHR Contract Project Manager and Contract Administrator.

3. The State has the right to require the Contractor to stop or suspend work on any WOA.

4. Personnel resources will not be expended (at a cost to the State) on task/deliverable accomplishment in excess of estimated work hours required unless the procedure below is followed:

a. If, in performance of the work, the Contractor determines that a WOA to be performed under this Contract cannot be accomplished within the estimated work hours, the Contractor will immediately notify the State in writing of the

Contractor’s estimate of the work hours which will be required to complete the

WOA in full. Upon receipt of such notification, the State may:

i. Authorize the Contractor to expend the estimated additional work hours or service in excess of the original estimate necessary to accomplish the

WOA;

ii. Terminate the WOA; or

iii. Alter the scope of the WOA in order to define tasks that can be accomplished within the remaining estimated work hours.

b. The State will notify the Contractor in writing of its decision within seven (7) calendar days after receipt of the notification. If notice of the decision is given to proceed via an amended WOA signed by the Contractor and the State, the

Contractor may expend the estimated additional work hours for agreed upon services. The State agrees to reimburse the Contractor for such additional work hours.

12. PERFORMANCE

The State will be the sole judge of the acceptability of all work performed and all work products produced by the Contractor as a result of this SOW and associated CMAS Contract. Should the work performed, or the products produced by the Contractor fail to meet the State conditions, requirements, specifications, guidelines, or other applicable standards, the following resolution process will be employed, except as superseded by other binding processes:

1. The Contractor will extend a warranty period spanning sixty (60) State business days upon the State successfully completes the User Acceptance Testing and subsequent release of the software into the production environment. This warranty is specifically designed to address and rectify any bugs that are mutually identified during this period, ensuring a timely resolution.

2. The State will notify the Contractor in writing within seven (7) State business days after completion of each phase of service of any acceptance problems by identifying the specific inadequacies and/or failures in the services performed and/or the products produced by the Contractor. The costs related to rework of unacceptable work products shall not be billed to The State.

3. The Contractor will, within five (5) State business days after initial problem notification, respond to the State by submitting a detailed explanation describing precisely how the identified services and/or products adhere to and satisfy all applicable requirements and/or a proposed corrective action plan to address the specific inadequacies and/or failures in the identified services and/or products. Failure by the Contractor to respond to the State’s initial problem notification within the required time limits may result in immediate termination of the Contract.

4. In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

5. The State will, within five (5) State business days after receipt of the Contractor’s detailed explanation and/or proposed corrective action plan, notify the Contractor in writing whether it accepts or rejects the explanation and/or plan. If the State rejects the explanation and/or plan, the Contractor will submit a revised corrective action plan within three (3) State business days of notification of rejection. Failure by the Contractor to respond to the State’s notification of rejection by submitting a revised corrective action plan within the required time limits may result in immediate termination of the Contract.

In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

6. The State will, within three (3) State business days of receipt of the revised corrective action plan, notify the Contractor in writing whether it accepts or rejects the revised corrective action plan proposed by the Contractor. Rejection of the revised corrective action plan will result in immediate termination of the Contract. In the event of such termination, the State shall pay all amounts due to the Contractor for all work accepted prior to termination.

13. PROBLEM ESCALATION

The parties acknowledge and agree that certain technical and project-related problems or issues may arise and that such matters shall be brought to the State’s attention. Problems or issues shall normally be reported in regular status reports. There may be instances, however, where the severity of the problems justifies escalated reporting. To this extent, the Contractor will determine the level of severity and notify the appropriate CalHR personnel. CalHR personnel notified, and the time period taken to report the problem or issue, shall be at a level commensurate with the severity of the problem or issue. The CalHR personnel include, but are not limited to, the following:

First level: Corrine Housley, CalHR Project Manager

Second level: Enrique Parker, Project Director

Third level: Camille Travis, Project Sponsor

Escalation Procedures

Should the Contractor’s Project Manager and CalHR Project Manager not agree on a resolution to any issue, the Contractor and the State agree to raise the issue to the Project Director and

Sponsor. The Project Director and Sponsor will decide on a resolution within five (5) State business days of being made aware of the issue. The State may extend this timeline at its sole discretion. The Project Director and Sponsor will use whatever resources it deems necessary to seek a rapid and just resolution to an issue. If a resolution cannot be reached within the time frame prescribed above, either party may assert its other rights and remedies as provided by the Contract.

14. DELIVERABLE AND WORK PRODUCT OWNERSHIP

1. The State retains sole, full, exclusive, and complete ownership and control of all data, materials, results, conclusions, reports, models, and any concept, idea, or product arising directly or indirectly from the Contract.

2. Any works developed during and/or pursuant to this Contract by Contractor, including all related copyrights and other proprietary rights therein, as may now exist and/or which hereafter come into existence, shall belong to State upon creation, and shall continue in

State’s exclusive ownership upon termination of this Contract. Contractor further intends and hereby agrees to assign to State all right, title and interest in and to such materials as well as all related copyrights and other proprietary rights therein.

15. OTHER CONTRACT CONSIDERATIONS

1. The Contractor will act as prime Contractor under this Contract. In addition to identifying all personnel proposed to work under this Contract, the Contractor shall also identify its subcontractor affiliation, as applicable.

2. The State reserves the right to approve all subcontractors prior to the performance of any work by the subcontractor.

3. Nothing contained in this Contract shall create any conceptual relationship between the

State and any subcontractors, and no subcontract shall relieve the Contractor of its responsibilities and obligations hereunder. The Contractor is fully responsible to the

State for the acts and omissions of its subcontractors and of persons either directly or indirectly employed by any of them.

4. If a subcontractor is a California Certified Small Business (SB) and/or Disabled Veteran

Business Enterprise (DVBE), those amounts paid to certified subcontractors shall be identified on the Contractor’s invoice(s).

5. The Contractor’s obligation to pay its subcontractors is an independent obligation from the State’s obligation to make payments to the Contractor. As a result, the State shall have no obligation to pay or to enforce the payment of any monies to any subcontractor.

6. Military and Veteran Code (MVC) 999.5(d), Government Code (GC) 14841, and

California Code of Regulations (CCR) 1896.78(e) requires all Prime Contractor’s that had a DVBE firm preform any element of work for a contract to report DVBE information.

Prime Contractors are required to maintain records supporting the information that all payments to DVBE subcontractor(s) were made. The Prime DVBE Subcontracting form can be found at the following link:

https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf and the instructions can be found at the following link:

https://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report%20Instruc tion.doc https://www.documents.dgs.ca.gov/dgs/fmc/pdf/std817.pdf https://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report%20Instruction.doc https://www.documents.dgs.ca.gov/pd/smallbus/Prime%20DVBE%20Sub%20Report%20Instruction.doc

Completed forms are to be e-mailed to: primeDVBE@state.ca.gov.

16. SECURITY AND DATA PROTECTION REQUIREMENTS

CalHR must ensure agreements with state and non-state entities include provisions which protect and minimize risk to the state when engaging in the development, use, or maintenance of information systems, products, solutions, or services. To comply with the State Administrative

Manual (SAM) Section 5305.8, Contractor must comply with Exhibit E, Security and Data

Protection.

mailto:primeDVBE@state.ca.gov

EXHIBIT A, ATTACHMENT 1 – STAFF RESUMES AND REFERENCES

EXHIBIT A, ATTACHMENT 2 – PERSONNEL CHANGE ORDER

REQUEST FORM

PERSONNEL CHANGE ORDER REQUEST FORM

Date:

Contract Title/Description:

CMAS Contract Number:

Staff To Be Added Staff Replaced Proposed Effective Date

Classification

Staff To Be Removed

Date Effective

Reason

Comments/Special Instructions:

SECTION B: APPROVALS

State PM/AR Name

Contractor PM/AR Name and Title

Approval Denial

Reason:

Approval

EXHIBIT A, ATTACHMENT 3 – WORK AUTHORIZATION FORM

WORK ORDER AUTHORIZATION (WOA) FORM

Contract Title/Description:

State PM / Contract Administrator:

Contractor PM or Authorized Representative:

WOA Number:

Start Date:

End Date:

SECTION B: TYPE OF WORK AUTHORIZATION AND DESCRIPTION OF WORK

Description of Tasks and/or Deliverables to be performed:

SECTION C: COST INFORMATION

Provide the Cost Details (if this is a consultant services contract, a breakdown of personnel must be included in this box [name, title, task breakdown that includes the number or hours each, hourly rate, total per personnel, etc.]):

Total Cost for WOA:

SECTION D: APPROVALS

Note: Once the Contractor and the Department of Human Resources approve the WOA as stipulated in the contract, the Contractor may submit an invoice to the Department of Human Resources. Refer to payment terms in Exhibit B.

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

a) Payment for services performed under this Contract shall be Hourly by Work Order

Authorization. It shall be the State’s sole determination as to whether a task/deliverable has been successfully completed and is acceptable. A signed WOA Form, Exhibit A, Attachment 3 is required from the CalHR Contract Administrator before processing an invoice for payment.

b) Upon successful completion and acceptance of each project task/deliverable identified in a WOA, the Contractor will submit an invoice for payment associated with the individual payment amounts. Payment shall be based on the cost worksheet and acceptance by the State.

c) Invoices shall be submitted in triplicate and shall identify labor and costs charged for each approved WOA. Invoices shall be submitted monthly, in arrears, identifying

Contractor personnel by name and classification, hourly rate of pay and hours expended; however, invoices shall be due and payable, and payment shall be made, only after the State’s acceptance of hours worked or completion of each WOA under this

Contract.

d) The Contractor costs related to items such as travel and per diem are costs of the

Contractor, shall be inclusive of the hourly rate bid, and will not be paid separately as part of this Contract.

e) Submit your invoice to the address below referencing the Contract Number or Agency

Order Number:

Send via email to accountspayable@CalHR.ca.gov & it.procurement@CalHR.ca.gov Department of Human Resources Attn: Accounting Office 1515 S Street, North Building, Suite 500 Sacramento, CA 95811

f) It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this Contract does not appropriate sufficient funds for the program, this Contract shall be of no further force and effect. In this event, the State shall have no liability to pay any funds whatsoever to the Contractor or to furnish any other considerations under this Contract and Contractor shall not be obligated to perform any provisions of this Contract.

g) If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, the State shall have the option to either cancel this Contract with no liability occurring to the State or…