RFP_IT-0009_SPO_v1.pdf

Request for Proposals No. IT‐0009

FOR

Microsoft SharePoint Online Configuration and Implementation Services

Contact: Ken Morgan, IT Director

Email: kmorgan@santacruzca.gov

Phone: (831) 420‐5095

Proposals Due: 5:00 PM PDT 8/31/2023

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 2

Table of Contents

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

1.2 Summary Scope of Work

1.3 Contact

1.4 RFP Schedule

1.5 Proposal Submittal Due Date

1.6 Responsiveness and Responsibility

1.7 Definitions

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

2.2 Proposal Evaluation Criteria

2.3 Responsiveness

2.4 Responsibility

2.5 Adherence to RFP Requirements

2.6 Proposal Format

2.7 Firm Background Information

2.8 Firm Qualifications, Expertise, and Experience

2.9 Team Qualifications, Expertise, and Experience

2.10 Technical Approach and Work Plan

2.11 Cost Proposal

2.12 References

2.13 Project Understanding, Work Plan and Approach

2.14 Quality of Presentation

2.15 Negotiations

2.16 Public Record

2.17 Award Protests

2.18 Debriefing

2.19 Contract Implementation

2.20 Reservation of Rights

2.21 Environmental Conservation and Sustainable Living

2.22 Financial Responsibility

SECTION 3 TERMS AND CONDITIONS

3.1 City’s Standard Terms and Conditions

3.2 Insurance Requirements

3.3 Prevailing Wages and Labor Compliance

3.4 Living Wage

3.5 Agreement (Appendix A)

3.6 Contract Period

3.7 Equal Employment Opportunity and Non‐Discrimination

3.8 Indemnification

SECTION 4 PRELIMINARY SCOPE OF SERVICES

4.1 Project Objectives

4.2 Minimum Qualifications

4.3 Scope of Work

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 3

4.4 Responsibilities of City

4.9 Vendor’s Employee Conduct

4.10 Exclusions

APPENDIX A SAMPLE AGREEMENT

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 4

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the National Marine Sanctuary and is a popular tourist destination owing to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities including a recreational wharf, public golf course, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also host to University of California Santa Cruz, the Santa Cruz Harbor, and the Santa Cruz Beach Boardwalk amusement park.

The Information Technology (IT) Department of the City of Santa Cruz is soliciting proposals from qualified consultants for the implementation of a new SharePoint Online (SPO) environment and migration of network file drives and existing project team sites to that environment. The objective is to ensure an efficient and effective implementation of SharePoint Online, enabling seamless information management and collaboration within the organization. Proposals shall contain evidence of the consultant’s experience and abilities in the specified area and directly related to the proposed work. Vendor will also include governance plan specific to the City’s architecture so that the IT Department can effectively and efficiently administer SPO environment.

The initial configuration and SharePoint implementation effort will focus on six (6) of the City's thirteen (13) departments. However, the resulting architecture will be designed to be scalable, enabling a smooth expansion to include the remaining departments in the future. Whether the City decides to complete the expansion on its own or collaborates with an implementation vendor through a second agreement, the system will be ready to accommodate the additional departments.

1.2 Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below‐mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Microsoft SharePoint Online Configuration and Implementation Services RFP No. IT‐0009

The City anticipates awarding a contract to a vendor for a one‐year term. The Proposer will provide the services outlined in Section 4 Preliminary Scope of Services.

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide the a brief statement of services, as detailed further in Section 4 Preliminary Scope of Services.

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Rev. 4.19.2023 Page 5

1.3 Contact

If you have any questions concerning this solicitation, please contact Ken Morgan, IT Director, at (831) 420‐ 5095, email kmorgan@santacruzca.gov. This RFP document may be downloaded from the via the City e‐Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca.

1.4 RFP Schedule

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

ACTIVITY DESCRIPTION/LOCATION DATE OR PERIOD

RFP Questions and Clarification Due Date Refer to RFP Section 2.1 8/11/2023

Response to Proposer(s) RFP Questions and Clarification & Issue Addenda

Refer to RFP Section 2.1 8/18/2023

Proposal Submittal Due Date Electronic version – Refer to RFP Section 1.5 Proposal Submittal Due Date

No later than time 5:00 PM on 8/31/2023

1.5 Proposal Submittal Due Date

Bids may be received up to but not later than the Proposal Submittal due date listed in Section 1.4 RFP Schedule via the City e‐Procurement Portal located at https://procurement.opengov.com/portal/santacruzca. The City e‐ Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Santa Cruz strongly recommends completing your response well ahead of the deadline. Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

1.6 Responsiveness and Responsibility

When determining Responsiveness of the proposal, the City may consider any of the following but not limited to:

a. Proposal received on time and completed per instructions.

b. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

c. Proposal is compliant with specifications and industry standards.

When determining Responsibility of the Proposer, the City may consider any of the following but not limited to:

a. Possession of industry standard licensing and/or certifications.

b. Financial capacity of the Proposer.

c. Experience or past performance of the Proposer.

d. Use of Subcontractors / Subconsultants.

e. Past, Present and Pending Legal Actions.

f. Exceptions with City’s Terms and Conditions.

g. Anticipated adherence with Project delivery schedule.

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h. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non‐responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

1.7 Definitions

In this RFP document:

a) “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this RFP.

b) “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

c) “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

d) “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

e) “Contract” also means Purchase Order or Agreement.

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Rev. 4.19.2023 Page 7

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

Proposers shall submit all questions or requests for clarification regarding any aspect of this RFP via the City e‐ Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca by the date identified in Section 1.4 RFP Schedule. All answers to inquiries will be posted on the City e‐Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Any questions or requests for clarification not submitted within the time and manner stated above or to anyone other than the above‐stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out via an addendum.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP.

Addenda Notification: Proposers are required to register for an account via the City e‐Procurement Portal hosted by OpenGov to receive written addenda to the solicitation. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santacruzca.

2.2 Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in Sections 2.3 and 2.4, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi‐finalists will be contacted and may be asked to:

Conduct a scenario‐based demonstration of the equipment or service, Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi‐finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked Proposer.

2.3 Responsiveness

Does the proposal meet the minimum requirements in Section 1.7 Responsive and Responsibility to be responsive (the submittal includes all of the required documentation): Pass/Fail

2.4 Responsibility

Does the proposal meet the minimum qualification requirements in Section 1.7 Responsive and Responsibility to be responsible (the documentation provided shows that the proposer is capable of performing the work):

Pass/Fail

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Rev. 4.19.2023 Page 8

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth below. Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

Phase 1 Proposal Evaluation Criteria Basis of Evaluation Score

Adherence to RFP Requirements Sections 2.5 and 2.6 5%

Firm Background Information Section 2.7 10%

Firm Qualifications, Expertise, and Experience Section 2.8 10%

Team Qualifications, Expertise and Experience Section 2.9 10%

Technical Approach/ Work Plan Section 2.10 15%

Cost Proposal Section 2.11 25%

Total 75%

The City may conduct interviews and oral presentations with the highest scoring Proposers. The City reserves the right to waive the interview process and evaluate the Proposer based on the Proposal Evaluation Criteria alone.

Should interviews and oral presentations be conducted, proposals will be evaluated by the EC using the Interview and Oral Presentation Evaluation Criteria as set forth below. Proposers will be responsible for all their expenses associated with the interview and oral presentation. The City reserves the right to conduct interviews and oral presentations with qualified contractors by web or teleconference.

Phase 2 Oral Presentation Evaluation Criteria Basis of Evaluation Score

References Section 2.12 5%

Project Understanding, Plan and Approach Section 2.13 10%

Quality of Presentation Section 2.14 10%

Total 25%

2.5 Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. Proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the sub‐headings referenced below. Failure to provide this information may result in a proposal being considered non‐responsive to requirements.

2.6 Proposal Format

Proposals should be submitted in the City’s Procurement Portal and should be inclusive of the following:

Proposal Cover Page

Non‐Collusion Declaration Form

Local Preference Certification

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 9

Cost Proposal

W9 Submitted

Written Proposal

Optional Appendices or Exhibits: Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

Proposals will be deemed non‐responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

Proposals shall be typed, as concise as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in Section 2 Instructions to Proposers and comply with the maximum page limitations provided for each subsection of the RFP. The RFP Required Submittal Documents do not count toward applicable section page limits.

Resumes shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text charts and graphic pages and including attachments and exhibits.

Narrative pages are to be 8½x11 inches. 11x17 pages, if used, shall be used sparingly and only where required to convey related information that cannot otherwise be accommodated on an 8½x11 page. 11x17 will count as two pages.

The proposal shall use Arial or a similar, easily readable font. A minimum of 11‐point font size and 1.25‐line spacing is required for text. Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

2.7 Firm Background Information

This section must include the following (maximum 2 pages):

a. Legal name, addresses, telephone numbers of the principal office (national headquarters) and local office. Include the same information if services will be provided from additional locations.

b. Year established and history.

c. Business entity status (i.e., partnership, corporation, LLC).

d. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five

(5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

e. Respond to the following:

a. Explain any pending litigation, liens, or claims involving your organization.

b. Has your company filed for bankruptcy in the last ten (10) years?

f. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with Section 2.21 Environmental Conservation and Sustainable Living.

2.8 Firm Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 10

a. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section 4 Preliminary Scope of Services.

b. Describe how the Proposer (or Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section 4 Preliminary Scope of Services.

c. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section 4 Preliminary Scope of Services.

d. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.

2.9 Team Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

a. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors of the proposed project team who will perform the services described in Section 4 Preliminary Scope of Services. Include details about their experience with similar projects with comparable magnitude.

b. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

If awarded the contract, Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

2.10 Technical Approach and Work Plan

a. Technical Approach: Describe your approach to completing Section 4 Preliminary Scope of Services.

Identify deliverables and key decision points. Provide comments regarding the proposed Section 4 Preliminary Scope of Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the Project’s goals and objectives.

b. Work Plan: Describe how the project team will fulfill the Section 4 Preliminary Scope of Services.

Include a detailed project schedule in the Project Schedule Document. Provide a matrix of personnel, tasks, and an estimated effort in hours.

2.11 Cost Proposal

Cost/Pricing is a factor in this selection. Proposers must complete and submit a Cost Proposal in the City’s Procurement Portal . It is the Proposer’s responsibility to state all costs to provide the services outlined in Section 4 Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A Proposer’s failure to submit a Cost Proposal will deem the submittal non‐responsive. Include the Cost Proposal with the Electronic Response.

The Proposer agrees to hold pricing in place for a minimum of 180 days from the submittal of a proposal in response to this solicitation.

The price will be evaluated in the following manner:

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a. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

b. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: __Lowest Total Proposed Price Total % Price Proposer’s Total Proposed Price X for Price = Score

2.12 References

In this section (maximum 5 pages), provide the following:

a. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.

b. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

c. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate for each reference.

2.13 Project Understanding, Work Plan and Approach

Proposers invited for the interview and oral presentations are expected to have a clear understanding of Project goals and objectives, the scope of services, the Project and City background, and the Proposer’s role. Proposers must present their Project understanding, work plan, and approach effectively for achieving the Scope of Services on time and within budget.

2.14 Quality of Presentation

Proposers invited to participate in the interview and oral presentations will be evaluated on their ability to effectively communicate the project understanding, work plan and approach, and the qualifications of subcontractors and personnel. The presentations should be informative and concise.

2.15 Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top‐ranked Proposer(s). If the City and the top‐ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest‐ranked Proposer. This process will continue until the City reaches an agreement with a Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest‐ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest‐ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top‐ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

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2.16 Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA) California Government Code, sections 6250 – 6270. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

2.17 Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation.

Questions or concerns prior to the intent to award notice will be directed to:

Ken Morgan, IT Director kmorgan@santacruzca.gov

Any Proposer who unsuccessfully bids on a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award. Protests letters regarding a contract award will be directed to:

City of Santa Cruz Ken Morgan, Information Technology Director

809 Center Street Room #8 Santa Cruz, California 95060

Protests regarding the contract award must be received no later than 5 business days after the written Notice of Intent to Award is sent by the City. The award protest must be in writing and include:

The name, address, and telephone number of the protester; The Project title, RFP Number, and RFP due date; A detailed statement of the legal and/or factual grounds for the protest; and the form of relief requested.

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Throughout the protest review process, the City has no obligation to delay or otherwise postpone an award of a contract.

Protests regarding the award resulting from this RFP must be delivered to Ken Morgan, IT Department Director within 5 business days after the written Notice of Intent to Award is sent by the City. The IT Department Director will review the protest and issue a written response within 10 business days. The decision of the IT Director is final.

2.18 Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

2.19 Contract Implementation

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

Proof of insurance and prevailing wage compliance documentation as specified in Section 3.2 Insurance Requirements and 3.3 Prevailing Wage of this RFP;

Documentation of all credentials necessary to legally perform the Project specified;

A completed W9 form and, if applicable, non‐resident withholding exemption form, if not already on file with the City; and

Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to Proposal Cover Page, the Proposer’s response to the Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

2.20 Reservation of Rights

The City, at its sole discretion, reserves the following rights:

To reject any or all proposals or information received pursuant to this RFP;

To waive any informality or minor defects in proposals received;

To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

To cancel this RFP with or without the substitution of another RFP or prequalification process;

To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

To request additional information from a Proposer;

To bid separately any item or items where it is determined by the Purchasing Manager that:

A substantial savings in cost will result due to a large quantity purchase, or The commodity is not appropriately classified under this specification contract.

To verify the qualifications and experience of each Proposer;

To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

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2.21 Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living. This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community‐wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

2.22 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this RFP.

Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

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SECTION 3 TERMS AND CONDITIONS

3.1 City’s Standard Terms and Conditions

The City of Santa Cruz standard Terms and Conditions shall govern this contract. Review the terms and conditions here; all terms including, but not limited to, insurance apply to the contract resulting from this RFP. A current copy of these terms will be included in the resulting contract as Exhibit A Scope of Work. A hard copy of the Terms and Conditions is available by contacting the City’s Purchasing Division at (831) 420‐5080.

3.2 Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions. The City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

3.3 Prevailing Wages and Labor Compliance

Prevailing Wages do not apply to this contract.

3.4 Living Wage

Every contract for services to the City for $10,000 or more is subject to the City’s Living Wage Ordinance number 2000‐25. If applicable, Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa Cruz Municipal Code Chapter 5.10.

3.5 Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

3.6 Contract Period

The term of the contract will commence upon notification of award and continue for a period of 1 year(s) plus any renewals agreed to by the parties and made in writing.

3.7 Equal Employment Opportunity and Non‐Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed (including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 16 discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal Employment Opportunity and Non‐Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

3.8 Indemnification

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless the City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this RFP, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

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SECTION 4 PRELIMINARY SCOPE OF SERVICES

4.1 Project Objectives

The proposer must provide details on the project approach, structure, and proposed schedule. The City of Santa Cruz desires qualified consultants with proven experience in implementing SharePoint Online (SPO) solutions for intranet, enterprise, team, and community sites. Proven experience includes recent implementations of the proposed solution in jurisdictions similar or larger in size and complexity of the City of Santa Cruz. Qualified consultants shall provide insight into long‐term business solutions within the Microsoft 365 platform.

A complete project will include the configuration and SharePoint implementation for six (6) of the City's thirteen

(13) departments. However, the resulting architecture will be designed to be scalable, enabling a smooth expansion to include the remaining departments in the future. Whether the City decides to complete the expansion on its own or collaborates with an implementation vendor through a second agreement, the system will be ready to accommodate the additional departments. The City uses a GCC tenant with 850 assigned G3 licenses assigned.

Departments to be included: City Manager, City Clerk, Human Resources, Information Technology and Water.

Estimate of existing SPO sites and network file server data to be migrated:

Current SPO and Teams sites:

City Clerks – 0 SharePoint Sites, 0 Teams Sites (0 GB)

City Manager – 0 SharePoint Sites, 9 Teams Sites (5 GB)

Economic Development 0 SharePoint Sites, 7 Teams Sites (7 GB)

Human resources – 0 SharePoint Sites, 4 Team Sites (less than 1 GB)

Information Technology – 0 SharePoint Sites, 13 Teams Sites (15 GB)

Water Department – 1 SharePoint Sites*, 10 Teams Sites (650 GB)

Current Network file shares:

City Clerks – 322 GB

City Manager – 65 GB

Economic Development 410 GB

Human resources – 85 GB

Information Technology – 133 GB

Water Department – 1.4 TB

* The Water Department's SharePoint Site exists as an external SPO site, currently separate from the City of Santa Cruz's Tenant. Part of this project's objective is to integrate this external SPO site into the City's tenant, and the proposed scope should encompass a comprehensive plan for its migration.

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

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4.2 Minimum Qualifications

Vendor shall be regularly and continuously engaged in the business of providing similar SPO related configurations and migrations for at least three years. Vendor must be able to reference three successful similar requests being proposed currently in production for a similarly sized client.

4.3 Scope of Work

The scope of work for the project should, at a minimum, address the following items:

1. Discovery/Planning Facilitate planning/information sessions to gather information, create a project framework, and develop an enterprise‐wide approach to establishing an enterprise‐wide governance policy, flat SPO architecture, and migration strategy.

Deliverables should include but not be limited to:

Kick‐Off Meeting

Comprehensive Scope of Work

Detailed Project Schedule

Responsibility Assignment Matrix

Status Meetings and Reports

Communications Plan

Presentations

2. Governance Plan Define and establish a governance structure that provides and facilitates information architecture sustainability. Deliverables should include, but not be limited to:

Identify governance committees to provide SharePoint oversight, direction, and change management/ improvements.

Define the maintenance, auditing, and non‐compliance procedures for long‐term adherence to the governance plan.

Identify the following roles:

o Site owners (responsible for managing site access/permission subsites and basic support tasks).

o Site contributors (who will have access to create/update/delete content on the site).

o Site visitors (who will have access to only view site contents).

Demonstrate roles and how they play a part in the overall governance plan.

Define the access restrictions and group permissions, including external and anonymous access.

Define the processes to provision a new site collection, team site, page, or other SharePoint‐integrated resources.

Provide guidance on best scenarios for using SharePoint Online versus other Office 365 tools.

3. Information Architect Assess the current SPO environment and tools. Design a comprehensive flat architecture strategy to meet long‐term City and end‐user needs. Focus on minimizing customized solutions and

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

Rev. 4.19.2023 Page 19 maximizing out‐of‐box SharePoint Online capabilities. Deliverables should include but not be limited to:

Assess the existing SharePoint, network drive, and archive structures to understand the current layout, content types, and metadata.

Facilitate division and department sessions to define the information architecture, including a site map, navigation, search capabilities, labeling, and branding.

Configure core SPO features, including compliance, security, and site provisioning per the discovery/planning phase.

o Security in scope is comprised of permissions, conditional access, Data Loss Prevention and Multi Factor Authentication

Build site and deploy page templates per department.

o Uniformity in look and feel between sites is key to allowing for more streamlined and seamless navigation.

4. Data Migration Develop and implement content and data migration strategy. Deliverables should include, but not be limited to:

Assess content and data on network drives.

Conduct a technical content migration workshop to understand the depth and breadth of content, usage retention requirements, etc., to determine a content strategy.

Provide expertise and best practices for establishing content migration guidelines and recommendations, including:

o What data should be restructured and migrated to SharePoint Online.

o What content types, file types and sizes cannot be migrated.

o How to deal with content version history.

o How to maximize search results for end user.

Design taxonomy, including content types and metadata.

Based on data migration strategy, document and define the migration plan, including:

o Migration software consultant provides.

o Approach for preparing and verifying content and data for automatic versus manual migration.

o Assigning appropriate metadata.

o Roles and responsibilities of consultant.

o Roles and responsibilities of the City.

o Appropriate training for the City o Migration validation and City verification and approval.

o Migration assumptions.

5. Training/Knowledge Transfer

Provide admin/end‐user training sessions and documentation customized to the proposed solution.

Deliverables should include, but not be limited to:

Navigate M365, the new SharePoint environment, and all new processes (i.e., requesting a site, search, and search results, etc.).

Training plan based on the proposed solution that addresses change management and long‐term adoption needs.

City of Santa Cruz Request for Proposals No. IT‐0009 ‐ Microsoft SharePoint Online Configuration and Implementation Services

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Action plan for IT to take to monitor and maintain SPO sites.

Backup and recovery plan ‐ recommendations for Microsoft or 3rd party tool.

Create user guides that provide step‐by‐step instructions for Content Owner Training.

4.4 Responsibilities of City

City shall make available to the Vendor all necessary data and information in the City's possession and shall actively assist the Vendor in obtaining such information from other agencies and individuals as needed. The Vendor is entitled to reasonably rely upon the accuracy and completeness of such data and information, provided that the Vendor shall provide City prompt written notice of any known defects in such data and information. The Director may authorize a staff person to serve as his or her representative. The work in progress shall be reviewed at such intervals as may be mutually agreed upon between the Parties. The City will be the sole judge of acceptable work, provided that such approval will not be unreasonably withheld or delayed. If the work is not acceptable, City will inform the Vendor of the changes or revisions necessary to secure approval. The City will be responsible for reviewing and testing the prior to “go‐live”. The City will participate in the configuration and design process and learning how to manage and use SPO so that they can maintain it with minimal support once implementation is complete.

4.9 Vendor’s Employee Conduct

Vendor will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City. A removed employee(s) is not to work on City premises without the written consent of the City. The Vendor will remove any employee from working in, or delivering to, City facilities who is convicted of a felony during his/her employment.

4.10 Exclusions

Excluded from this specification are all items purchased separately on other City contracts. The City also reserves the right to bid separately any item or items where it is determined by the Purchasing Manager that:

A substantial savings in cost will result due to a large quantity purchase.

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APPENDIX A SAMPLE AGREEMENT

Professional Services Agreement With

_______________[CONSULTANT NAME]

For Microsoft SharePoint Online Configuration and Implementation Services

THIS AGREEMENT for professional services is made by and between the City of Santa Cruz (“City”) and __________________ (“Consultant”) (each is referred to individually as a “Party” and collectively, as the “Parties”) as of ____________, 20__ (the “Effective Date”).

NOW, THEREFORE, in consideration of each other’s mutual promises, the Parties hereto agree as follows:

SECTION 1: SCOPE OF WORK

Consultant will furnish services as defined and described in the Scope of Work, attached hereto as Exhibit A and incorporated herein.

SECTION 2: RESPONSIBILITIES OF CONSULTANT

All work performed by Consultant, or under Consultant’s direction, shall be rendered in accordance with the generally accepted practices, and to the standards of, Consultant's profession. Consultant represents and agrees that Consultant: (i) is fully experienced and properly qualified to perform the work and services provided for herein, (ii) has the financial capability required for the performance of the work and services, and (iii) is properly equipped and organized to perform the work and services in a competent, timely, and proper manner, in accordance with the requirements of this Agreement.

Consultant shall not undertake any work beyond the Scope of Work set forth in Exhibit A unless such additional work is approved in advance and in writing by City. The cost of such additional work shall be reimbursed to Consultant by City on the same basis as provided for in Section 4.

If, in performing the work, it is necessary to conduct field operations, security and safety of the job site will be the Consultant's responsibility excluding, the security and safety of any facility of City within the job site which is not under the…