SSAP-WWW-RFO.docx

REQUEST FOR OFFER

RFO #: ___15RFO008____

Consultant for Upgrade/Migration of the CTC WWW Site Streamline and Strengthen the Accreditation Process (SSAP) Project

· Service (CMAS Code):

· 1402 IT Consult - Programming

· 1477 IT Consult – Website Design

· 1367 IT Consult – Software Development

· 2079 IT Consult – System implementation

Offer Deadline

5/6/2016

4:00 PM

You are invited to review and respond to this Request for Offer (RFO). To submit an offer for these goods and/or services, you must comply with the instructions contained in this document as well as the requirements stated in the Commission’s Statement of Work (SOW), Attachment A. By submitting an offer, your firm agrees to the terms and conditions stated in this RFO and your California Multiple Award Schedules (CMAS) contract.

Read the attached document carefully. The RFO response due date is May 6, 2016 at 4:00 PM. Responses to this RFO and any required copies must be mailed, delivered by carrier or hand delivered, and must be clearly labeled to the department contact noted below.

Adrienne Trapnell Commission on Teacher Credentialing Fiscal and Business Services 1900 Capitol Ave., Sacramento, CA 95811-4213 Commission on Teacher Credentialing Request for Offer

15RFO008

(916) 322-8146, Contracts@ctc.ca.gov

Table of Contents

Commission on Teacher Credentialing Request for Offer

15RFO008

REQUEST FOR OFFER

General Information Background and Purpose of the RFO The Commission on Teacher Credentialing (Commission) was created in 1970 by the Ryan Act and is the oldest of the autonomous state standards boards in the nation. The major functions of the agency include setting standards for the preparation of educators who work in public schools, accrediting colleges, universities, and K-12 entities that prepare educators; the issuance of credentials to qualified individuals, and the enforcement of the professional practices and discipline of California credential holders.

The purpose of the RFO is to procure a California Multiple Awards Schedules (CMAS) qualified contractor to provide web development services to the Commission on Teacher Credentialing (the Commission) to plan, install and migrate the CTC WWW website as part of the Streamline and Strengthen the Accreditation Process (SSAP) project. The goal of the SSAP project is to strengthen the Commission’s capacity to develop, organize, and retrieve information from surveys, assessments, credentials, and other sources so that reliable and consistent data is easily available to support decision making in the accreditation of educator credential programs, reduce excessive documentation requested from and/or submitted by programs for accreditation purposes, and enhance the availability of program information to the public via the CTC WWW site. The SSAP project will culminate in the enhancement of the Commission’s current accreditation system in order to provide improved data capture, storage and analytics.

The FSR outlined a solution designed to strengthen the Commission’s capacity to develop, organize, and retrieve information from surveys, assessments, and other sources so that reliable and consistent data are available to support decision making in accreditation. Although the FSR identified eight components involved in the overall solution, the scope of work for this RFO focuses on the following components: Successful planning, installation and migration of the CTC WWW website

As recommended in its 2015 Feasibility Study Report, the Commission seeks the services of a qualified web development contractor to plan the architecture, install the software and migrate the content of the CTC WWW website from a static, HTML-based site to Sitefinity Content Management System (CMS).

The Commission’s WWW site contains a great majority of CTC’s publicly accessible information, but has multiple issues impacting its functionality and ease of use. The existing WWW site relies on the State of California’s nine year old web template, which does not adapt to the mobile device screens that make up nearly 40% of CA.gov web traffic. In addition, early planning is in process to make SSAP data dashboards mobile-friendly, and the WWW site must support those dashboards. Web page content on the CTC WWW site is currently created by Subject Matter Experts (SMEs) and then manually recoded by CTC technology staff, significantly impacting the timeliness of that content. Web pages on the WWW site are static, so information appearing in more than one place is replicated instead of shared, and subject to error in the replication process. The CTC WWW site does not currently support creating integrated, custom web applications with dynamically accessible information via server-side programming.

All current web content should be moved from the Commission’s current WWW site to a new site based on Sitefinity CMS, with redirects created for old content. The Commission’s WWW site should support the newest State-mandated template, fully integrated into Sitefinity CMS. The WWW site should automatically adapt to multiple screen sizes, including mobile devices, and support mobile-compatible data dashboards. CTC’s WWW site should allow SMEs to directly author content, which is then approved for publication without requiring technology staff intervention. Information appearing in multiple places on the WWW site should be shared, rather than replicated. It should be possible to create custom, server-side web applications that integrate directly into the CTC WWW site.

Key Action Dates and Times It must be understood that time is always of the essence, both for the RFO submittal and contract completion. Offerors are advised of the key dates and times shown below and are expected to adhere to them.

Table 1: Key Action Dates

5 PM, PDT

1:30 PM

*Conference call will be recorded and available upon request

All dates after the RFO submission are approximate and shall be adjusted as conditions indicate, without addendum to this RFO.

Questions If an Offeror discovers any ambiguity, conflict, discrepancy, omission or any other errors in this RFO, the Offeror should immediately provide written notice to the Commission of such error and request clarification or modification of the affected document. Offerors requiring clarification of the intent and content of this RFO may request clarification by submitting questions electronically to the Procurement Official listed on the cover page of this RFO no later than the date identified in RFO Section I.2, Table 1 - Key Action dates.

Include the following when submitting questions:

Offeror name, name of firm, telephone number, e-mail address RFO section, page number, or other information useful in identifying the specific problem or issue in question (e.g. paragraph, bullet #, etc.)

A description of the subject or issue in question, or discrepancy found The Commission will hold a question and answer conference call at the time and date noted in RFO Section 1.2, Table 1 - Key Action Dates. Offeror’s attendance in the question and answer conference call is voluntary.

To participate in the question and answer conference, Offeror must contact the procurement official listed on the cover page of this RFO no later than the date identified in RFO Section I.2, Table 1 - Key Action Dates. The procurement official will email dial-in and password information to the e-mail address provided by the Offeror.

During the Question and Answer Conference Call, Commission staff will provide an overview of the RFO and respond orally to questions submitted prior to the deadline listed in Section I.2, Table 1 - Key Action Dates. The Commission will not respond to any questions submitted after the deadline.

A recorded record shall be made of the question and answer conference and the recording will be made available to Offerors upon request.

Oral communication of Commission officers and employees concerning this RFO shall not be binding on the Commission and shall in no way excuse the Offeror of their obligations as set forth in this RFO.

Addenda The Commission may modify any part of the RFO, prior to the date Responses are due, by issuance of one (1) or more addenda. Addenda will be numbered consecutively and will be posted on Cal eProcure, the Department of General Services’ procurement web application.

Cost of Responding All costs for developing Responses are entirely the responsibility of the Offeror and shall not be chargeable to the Commission.

RFO Response Requirements This RFO and the Offeror’s response to this document will be made part of the ordering department’s STD.213IT Contract and procurement contract file.

Responses must contain all requested information and data and conform to the format described in this section. It is the Offeror’s responsibility to provide all necessary information for the Commission to evaluate the response, verify requested information and determine the Offeror’s ability to perform the tasks and activities defined in:

Attachment A – Statement of Work Attachment B – Offeror’s Qualifications Attachment C – Project Team Qualifications Attachment D – Offeror References Attachment E – Cost The Offeror must submit one (1) master copy (clearly marked “Master”) and two (2) copies (clearly marked “Copy”), plus one (1) electronic PDF version or their response on CD/DVD or flash drive to the department contact name and address contained on the cover sheet to this RFO no later than the date and time specified in Table 1: Key Action Dates. Hard copies of the response must be bound.

RFO Response Content The majority of the information required to respond to this RFO is contained in the Attachment A – Scope of Work, Attachment B – Offeror Qualifications, Attachment C – Project Team Qualifications, Attachment D – Offeror References, Attachment E – Costs.

Response to Attachment A – Scope of Work The Offeror’s Statement of Work must respond to the Commission’s Statement of Work and will be used to evaluate responsiveness to requirements. This Statement of Work response must map each task/deliverable item back to the RFO Attachments. The response must include any additional information that the Offeror deems necessary to explain how the Offeror intends to meet the Commission’s requirements.

The Statement of Work needs to contain the following as appropriate:

1. Cover Letter with the following identification and contact information Company name, mailing address and telephone number Name and e-mail address of contact person CMAS contract number. Offeror must have a current CMAS agreement in place at the time of submitting an offer for this procurement.

A duly authorized representative of the Offeror shall sign the proposal certifying that the proposal is a valid and binding offer and that he/she is authorized to sign the proposal. In addition, by signing and submitting this cover letter, the Offeror agrees to provide the required documents listed in Attachment A, Section A.14.1, upon request by the Commission either prior to or upon award of the agreement as noted.

2. Overview of the required tasks and outcomes

3. Description of a recommended approach for the upgrade/migration of the CTC WWW site

4. Detailed descriptions of work from projects cited as a reference in response to Attachment D

5. Organization chart that identifies the proposed project team

6. Resumes for each identified member of the project team, detailing experience meeting the Commission’s requirements,

7. Any other requirements shown in the Statement of Work document.

Response to Attachment B – Offeror Qualifications This is a consulting services contract requiring technical expertise in website planning, installation and migration. The Offeror must meet the Mandatory Minimum Qualifications listed in Attachment B – Offeror Qualifications to be considered for award.

Offeror Qualifications – Mandatory: Offerors must document meeting the following requirements:

Must have completed at least three contracts on projects within the past five years with primary responsibility, size and scope comparable to the business need identified in this RFO.

Must propose a project team that includes the minimum qualifications outlined in RFO Section 1.7.3 and Attachment C – Project Team Qualifications.

Response to Attachment C – Project Team Qualifications Attachment C – Project Team Qualifications contains the mandatory qualifications that must be met by the Offeror’s proposed team. Attachment C must be completed in its entirety and must clearly provide a description of how each proposed individual contributes to the Project Team’s mandatory qualifications. The Offeror will be evaluated on expertise and experience stated in the required staff resumes listed in the mandatory minimum qualifications.

Offeror Project Team Qualifications – Mandatory: Offeror must document that Offeror’s proposed Project team meets the following mandatory qualifications, individually or as a group.

All developers

· Shall have a minimum of three completed public website projects over the last five years installing, configuring and administering Sitefinity CMS. (Include URLs)

· Shall have a minimum of two years of experience installing and configuring Microsoft SQL Server for an ASP.NET CMS.

· Shall have completed at least two projects creating a custom web theme/template for Sitefinity CMS over the last five years. (Include URLs)

· Shall have a minimum of two years of experience with advanced working knowledge of JavaScript, jQuery and jQuery plugins.

At least one developer

· Shall have a working knowledge of Bootstrap, Grunt, Less, Node.js and HTML5, as used in the California State Website Template.

· Shall have a minimum of two years of experience designing and creating graphics and pictures for print and/or websites, and designing website user interfaces and page layouts. (Include URLs)

· Shall be employed by a Sitefinity partner organization.

· Shall have conducted formal, hands-on business-user training on two projects over the last three years.

Offeror Project Team Qualifications – Desirable: Offeror must document that Offeror’s proposed Project team meets the following desirable qualifications, individually or as a group.

At least one developer

· Shall have four or more completed public website projects over the last three years installing, configuring and administering Sitefinity CMS. (Include URLs)

· Shall have a minimum of two completed public website projects over the last two years using Sitefinity Feather. (Include URLs)

· Shall have a minimum of two years of experience developing web applications in ASP.NET, including working knowledge of ASP.NET MVC.

· Shall be a current Sitefinity Certified Developer or Consultant

· Shall have successfully integrated existing jQuery plugins into a Sitefinity CMS-based public website project. (Include URLs) Response to Attachment D – Offeror References Offeror must complete Attachment D – Offeror References for services performed within the last five (5) years that are similar to the scope of work to be performed in this contract. Offeror’s references may be contacted during the evaluation phase of this procurement and reference responses scored.

The Commission will make three attempts to contact the reference with the information provided during Commission business hours of 9 AM – 5 PM Pacific Time. If the reference cannot be reached by the third attempted contact, the Offeror will receive no evaluation points for that reference.

Response to Attachment E – Costs Offeror must complete Attachment E – Costs. This Attachment details the staff hours by classification and hourly rate per classification. See required format in Attachment E – Costs.

Offeror must identify staff CMAS job classifications and hourly rates for web developers, for a total of X hours.

Copy of CMAS Agreement Offeror must include a copy of the Department of General Services (DGS) Information Technology CMAS Agreement.

Review of Offers for Award Responses to this RFO will first be reviewed for responsiveness to all requirements of Attachments A through E. If an Offeror’s response is missing information required in any of the Attachments, the response may be deemed non-responsive. Further review is subject to the Commission’s discretion.

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

The Commission will review responses in accordance with the criteria identified below. The corresponding points shall be used to determine the winning offer.

The Review Process will consist of four parts:

Review of Mandatory Requirements – Offeror’s response will be evaluated to determine if all Mandatory requirements (Pass/Fail) have been met. An Offeror’s response receiving a score of “Fail” for any mandatory requirement will be deemed non-responsive and will result in Offeror disqualification.

Review of Offeror Qualifications, Project Team Qualifications and Technical Approach – Offeror’s response will be assessed for its technical competency based on the qualifications of the Offeror, Offeror’s Project Team and Offeror’s Approach. Responses achieving the highest scores will advance to Review of References/ Offeror Interviews.

Review of References/ Offeror Interviews – During this step of the review, Offeror’s references will be contacted and scored. Offerors will be invited to an interview at the Commission’s facility or via video conference that will be scored.

Review of Costs – The “Best Value” calculation shall be used as follows:

Lowest Offer/Offeror’s Offer X Maximum Cost Points = Offeror’s Cost Score

Include URLs for all publicly accessible website projects. The Commission may verify team member roles on any or all listed projects.

The following table is a summary of the relative importance of each part of the assessment.

Table 2: Relative importance of each part of the response assessment Administrative Criteria

Statement of Work and other Scorable Elements

References and Offeror Interviews

Scope of Work

Scope and Description This Statement of Work (SOW) describes the services to be provided on a time and materials basis by the approved vendor, hereinafter referred to as “Offeror,” to successfully plan, install and migrate the CTC WWW site to Sitefinity CMS.

Contract Period The proposed contract term is anticipated from the awarding of the contract May 20, 2016through June 30, 2017.

Offerors are cautioned that no work shall begin until the contract has been fully executed. If work is performed prior to contract approval, all previous work performed by the Offeror is considered donated to the Commission and no payment shall be made for that work.

Current Environment Description The Commission’s WWW site contains a great majority of CTC’s publicly accessible information, but has multiple issues impacting its functionality and ease of use.

CTC is required to use the State of California web template, and is currently using the 2007-era template, which does not adapt to mobile device or other screen sizes and experiences page layout issues on wide monitors, limiting page design choices. The current State template is incapable of supporting mobile-optimized SSAP data dashboards.

Subject matter experts currently prepare information for publishing and then, rather than publishing it directly, must send it to the Commission’s technology staff, who manually recode that information for the CTC WWW site. Technology staff send a web link back to the SMEs, who conduct a final error check. This multistep, often multi-day process impacts information timeliness and stakeholder communication and significantly increases staff time spent publishing information.

There is no comprehensive or CTC WWW-integrated method for application programming or publishing information dynamically. Some information on the CTC WWW site is linked to through a separate, non-integrated web-application publishing platform (FileMaker). Other information is presented dynamically through client side (JavaScript) programming.

Due to the lack of integrated application programming, in addition to static HTML content, information is often replicated multiple times on multiple pages, increasing the chance of errors, rather than making information dynamically reusable across the site.

The Commission’s current WWW site is based on static HTML and CSS files, along with JavaScript, jQuery plugins, MP3 files, a large number of PDFs, as well as DOC, XLS, PPT files, inline images and some Flash video. The CTC WWW site receives between 1 million and 1.2 million page views per month. About 25% of current page views are from mobile devices.

Most WWW web pages are text-heavy and use some combination of paragraphs, text blocks and tables, in addition to the jQuery plugins referenced elsewhere. The WWW site includes pages with iframe-embedded data dashboards and YouTube videos. In-page image use on the CTC WWW site is relatively rare. Nearly all pages use two to three columns, including a site-wide, common left-hand sidebar. Three column pages add a right-hand sidebar that provides context to that page or section of the website. The Commission’s Agenda pages are a major page layout exception, use custom CSS throughout the page, and have had at least three different designs (1) (2) (3). Commission Executives and technology staff would like to redesign the front page of the website.

The CTC WWW site uses Google Site Search as its public search engine and a Google Mini device on non-public areas. CTC also uses Google Analytics for tracking web visitors to the WWW site.

The Commission WWW site includes several non-public areas that use a shared password for access, including one ~50 page area with separate navigation, look and feel and CSS from the main site.

Pages are currently organized in a rough, functional hierarchy based on the three major, public-facing business divisions at the Commission, as well as Commission-specific pages that don’t apply to a specific business division.

State websites must meet both the web accessibility standards in California Government Code 11135, which adopted the Section 508 Technical Standards (SubPart B) issued by the United States Access Board, and the Priority 1 and 2 level checkpoints of the Web Content Accessibility Guidelines 1.0 (WCAG 1.0 “AA” Conformance Level) developed by the World Wide Web Consortium (W3C).

Image files

Rarely used in-page.

CTC maintains and is currently working on web-based data dashboards for the SSAP project. Data dashboard development is outside the scope of the WWW phase of the SSAP project. However, the WWW site does support embedding data dashboards, and must support responsive design for embedding future dashboards that will be designed for mobile device and tablet screen sizes. Web applications written for the Commission’s Credentialing/Certification CRM system are outside the scope of the WWW phase of the SSAP project, except for being linked to from WWW. In addition, the Commission maintains multiple Filemaker web applications that are outside the scope of the WWW phase of the project, except for being linked to from WWW. The Commission maintains a web-based broadcast system for recording and broadcasting meetings. The broadcast system is outside the scope of the WWW phase of the SSAP project, except for linking to web broadcasts.

Existing Infrastructure

Figure 1 below depicts the current network and equipment environment.

Figure 1: Commission’s Current Network and Equipment Environment

Desktop workstations – HP workstation; laptops and desktops; Microsoft Surface Pro 3 Operating System Software – Windows 7 and Windows 8 Web server software – IIS File server (web staging content): Windows Server

Future Environment Description All content migrated from the Commission’s current WWW site to Sitefinity CMS, using the current State template.

Goals

Content authoring available to all SMEs who need it, with a functioning and complete content approval workflow.

Responsive website design using the current State template, fully integrated into Sitefinity CMS, including Sitefinity Navigation and Page Layout tools. Template supports adapting to multiple screen sizes, including mobile devices and tablets. Allows for embedding responsively designed data dashboards in the future. State template integration completed with minimal changes needed in Sitefinity for future template upgrades.

Possible to share the same content across multiple pages of the WWW site.

Possible to do custom programming, integrated with the WWW site, so that stakeholder information can be made available dynamically.

Support embedding SSAP data dashboards into the CTC WWW site via iframes.

Web accessibility for all content maintained or enhanced to meet requirements, as necessary.

Architecture All current WWW content moved to, accessed from, and managed in Sitefinity CMS, with a new domain name. All new pages should have equivalent or better functionality, layout and content.

Redirects for all old WWW content should point to the equivalent page or document on the new WWW site. Wildcard redirects are acceptable, as long as all content is redirected to its direct counterpart on the new WWW site.

All Flash video on the WWW site converted to MP4, and uses the <video> tag. (Does not include video available from http://video.ctc.ca.gov).

All MP3 audio uses the <audio> tag Some PDFs converted to pages (~10%) Non-public areas maintain their non-public status, with shared usernames and passwords. ~50 page non-public area with separate navigation maintains its separate navigation.

All JavaScript code and jQuery plugins moved to and fully functional on new WWW site.

Minor modifications to page hierarchy and changes to top level navigation items.

Load balancing and failover on production servers, and automated staging to production content synchronization.

WWW front page and some core web pages redesigned.

Migrate http://btsa.ca.gov (~16 web pages) as either a static site, or by migrating content, at CTC’s discretion.

Unused CSS classes removed, CSS styles updated and modernized for the new State template and CSS organization methodology in place.

Sitefinity WYSIWYG content editor customized to CTC needs

Business SMEs trained to author and/or approve Sitefinity content. Short, narrated and/or annotated training videos available.

WWW site governance summary documented created.

WWW site style guide summary document created.

Infrastructure Website accessible from new domain name, to be determined by CTC.

All software, including but not limited to Windows, IIS, SQL Server and Sitefinity, installed using security best practices.

Sitefinity production and staging web servers, and database servers run on CTC’s DMZ virtual infrastructure.

Primary website developers and administrators have a local version of the WWW site for development and test purposes.

BIG-IP F5 functions as WWW site front-end, for security and load balancing.

Performance comparable to current WWW site.

Backup process for Sitefinity setup and configuration, databases and virtual machines in place and documented. Restore process documented and tested.

Google Site Search functions as the website’s embedded search engine for public pages, and either Sitefinity Search or Google Mini functions as embedded search for non-public web pages, at CTC’s discretion.

Google Analytics integrated for public web pages, including file download tracking.

SSL certificate installed and enabled for non-public areas or entire WWW site, at CTC’s discretion.

Objectives of the Upgrade/Migration of the CTC WWW Site The primary objectives of the upgrade and migration of CTC WWW site include:

Migrate all current WWW site content to Sitefinity CMS, using the current State template. Support embedding SSAP data dashboards into WWW site via iframes.

Allow internal Commission subject matter experts to publish information directly to their stakeholders on the CTC WWW site, subject to an inter-division content approval process.

Use responsive design to allow the CTC WWW site to automatically adapt to various screen sizes, including mobile phones and tablets. Support SSAP data dashboards designed for mobile phones and tablets.

Reuse information across the WWW site, rather than replicate that information repeatedly in multiple places.

Allow for WWW-integrated application programming, so that stakeholders see CTC WWW-based information dynamically update based on their needs, queries and website clicks, rather than see purely static information that only changes when republished by an internal Commission IT employee.

Web accessibility maintained or enhanced to meet requirements, as necessary.

Contractor Tasks and Responsibilities Overview The Contractor is charged with planning, installing and migrating the CTC WWW site as part of the SSAP Project. The Contractor’s role on this project shall include all tasks and activities described in this RFO, including:

Planning and Strategy Migrate and fully integrate the State web template into Sitefinity, including, but not limited to, built-in controls for page layout and navigation, with CTC oversight. Integrate State template to minimize changes required for future template upgrades, with CTC oversight.

CTC WWW web design, to include page layout and design, navigation and other graphic design, with CTC’s advice and direction.

Sitefinitity architecture, including page structure, website hierarchy, content libraries, load balancing, permissions, groups, staging and production web servers, database server(s), staging to production replication/synchronization, and Developer/Test best practices and workstation setup, with assistance from CTC staff.

Web page and content migration strategy and tracking, and documentation of non-public website areas, with advice and assistance from CTC technology staff.

CSS cleanup, organization, creation and migration, with advice and assistance from CTC staff.

Design backup and restore process for Sitefinity and SQL Server, alongside CTC staff.

Installation and Migration

Sitefinity installation on all production and staging servers, SSL certificate installation and configuration, as well as SQL Server database setup and installation documentation, with oversight from CTC staff.

Integrate Google Analytics, Webmaster tools and Site Search into Sitefinity, with oversight and assistance from CTC staff.

Securing all software, including but not limited to Windows, IIS, SQL Server and Sitefinity, with advice and oversight from CTC staff.

Secondary responsibility for BIG-IP F5 setup, to assist and advise CTC staff.

Primary responsibility for successful core web page and content migration, including but not limited to document, audio and video, with assistance and oversight from CTC staff. Communicate migration best practices and techniques to CTC staff.

Ensure that all web pages and content match or exceed current page layout and functionality.

Secondary responsibility for non-core web page and content migration.

JavaScript and jQuery plugin migration, to be fully functional on the new CTC WWW site, with oversight from CTC staff.

Web accessibility checks, performance and browser testing, with oversight and assistance from CTC staff.

Sitefinity WYSIWYG content editor customization, with oversight and direction from CTC staff.

Content authoring, permissions and approval implementation, with oversight and assistance from CTC staff.

Redirects from each old content item to each new one, with advice and assistance from CTC technology staff. Wildcard redirects are acceptable as long as individual content items redirect successfully.

Training and Documentation Documentation, including backup/restore, architecture and installation, with oversight from CTC staff. Secondary responsibility for web style guide and governance policies, alongside CTC staff.

Business user training, to include in-person training and/or custom, short instructional videos that are either narrated or annotated, with oversight from CTC staff.

Project Support the maintenance of a project work plan and schedule for completing the enhancements and tasks being executed per each work authorization Assign individual or multiple project staff to each work authorization, depending upon the complexity of the enhancement or task and the timeframe for completion (there may be different enhancements or task being worked on concurrently by different team membersComplete tasks in the timeframe that will be estimated and agreed upon in each work authorization Conduct meetings and gather requirements with Subject Matter Experts (SME), Work with the Commission’s Project Manager to ensure any issues concerning the work are reported and resolved Comply with all applicable State and Commission policies, procedures and standards, including State and Federal privacy laws, to ensure maximum protection of privacy Participate in project management and System Development Life Cycle (SDLC) management processes such as risk and issue management, change control, release management, organizational change management, etc.

Work Authorizations For each enhancement or task, the Commission may require that the Contractor and the Commission collaboratively develop a work authorization that will detail the purpose, objectives, and scope of work to be undertaken by the Contractor (see example Work Authorization form Attachment G). The Contractor shall estimate the number of development and testing hours needed to complete the scope of work for the work authorization. Both the Commission and the Contractor shall mutually agree upon the scope and the estimate of hours, and both sign the work authorization, prior to any work being started by the Contractor.

If, in the performance of the work, the Contractor determines that a work authorization to be performed under this Contract cannot be accomplished within the estimated work hours, the Contractor shall immediately notify the Commission in writing of the Contractor’s estimate of the work hours which will be required to complete the work authorization in full. Upon receipt of such notification, the Commission may:

a) Authorize the Contractor to expend the estimated additional work hours or services in excess of the original estimate necessary to accomplish the work authorization. Amended work authorization must be approved by the Commission’s SSAP Project Steering Committee.

b) Terminate the work authorization. Or,

c) Alter the scope of the work authorization in order to define tasks that can be accomplished within the remaining estimated work hours.

The Commission will notify the Contractor in writing of its decision within seven (7) business days after receipt of the notification. If notice of the decision is given to proceed, the Contractor may expend the estimated additional work hours or services.

Subcontractors The Offeror shall act as the prime Contractor under the contract. In addition to identifying all personnel proposed to work under this contract, the Offeror shall also identify their subcontractor affiliation as applicable. All subcontractors must be identified by firm name, address, contact person and address. Subcontractors are subject to all the terms, conditions and requirements of this subsequent contract.

Advance notification of a contemplated subcontractor change, the reasons for such change and a subcontractor transition plan shall be provided to the Commission no less than fourteen (14) calendar days before the termination on an existing subcontractor. The Commission shall approve any changes to the subcontractor(s) before the termination of the existing subcontractor(s) and hire of a new subcontractor(s). All subcontractor(s) presented by the Offeror for consideration shall be subject to all terms, conditions and requirements of this subsequent contract. Reference checks shall result in a positive reference and demonstrate a strong probability of successful performance on this project as determined by the Commission.

Contractor Personnel The Contractor shall not add and/or substitute personnel without the prior written consent of the Commission, which consent shall not be unreasonably withheld. Time is of the essence, therefore the Contractor shall make every reasonable effort to provide suitable substitute personnel promptly. The additional and/or substitute personnel shall meet all the requirements and shall be approved in writing by the Commission prior to substitute personnel beginning work.

The Contractor shall submit an Add, Delete or Substitute Personnel Request Form, Attachment H, and the résumé of the additional and/or a suitable replacement that meets or exceeds all staff requirements as set forth in Section 1.8.3 of this RFO to Project Director or his or her designee for review and approval within (ten) 10 business days after receipt of the Add, Delete or Substitute Personnel Request Form and resume. Rejection of personnel who do not meet the same criteria as the original personnel is at the Commission’s discretion.

Fingerprint clearance All staff on this project shall receive fingerprint clearance prior to any work being initiated.

Travel At least 50% of work shall be performed on site at 1900 Capitol Avenue, Sacramento, CA 95811 between the hours of 8:00 a.m. and 5:00 p.m. Pacific Time. Travel shall not be reimbursed by the Commission.

Commission Responsibilities The Commission shall provide workstations, telephones, and access to business and technical documents as necessary for the Offeror to complete the tasks identified in the Commission’s purchase document.

Acceptance Criteria It shall be the Commission’s sole determination as to whether an enhancement or task(s) outlined in a work authorization has been successfully completed and is acceptable to the Commission. There shall be a signed acceptance document associated with each work authorization before invoices can be processed for payment.

Acceptance criteria shall consist of test criteria defined by the Commission, which must be met in order for the enhancement or miscellaneous task to be accepted. If an enhancement or task outlined in a work authorization is not accepted, the Commission shall provide the reason in writing upon completion of acceptance testing period.

Failure to Perform Contractor assumes all liability for performance of this contract and all subcontracts executed pursuant to or funded by this Contract.

Further, the Contractor assumes full liability for and agrees to reimburse the Commission for Contractor’s or any of Offeror’s subcontractor’s failure to comply with any term or condition of the Contract. Contractor shall assure that subcontracts are administered in accordance with the Contract, with any rules and regulations and with any amendments thereto. Contractor agrees that the Commission or its designated agent has full recourse against the Contractor for the

Failure to provide acceptable deliverables (completion of enhancements or tasks), milestones and status reports on time shall subject Contractor to possible delay of payment and/or the Commission pursuing remedies under the Contract in accordance with the General Provisions.

Invoicing and Payment Contractor may only bill for the costs of each completed and accepted Work Authorization.

The Commission agrees to compensate the Contractor in accordance with the prices for hourly rates for Services specified in the Contract.

Invoices shall be submitted on company letterhead and shall clearly state the work performed, the name and classification of the personnel who performed the work, and attach the appropriate Deliverable Acceptance Document (DAD).

California Commission on Teacher Credentialing Attn: Account Liaison 1900 Capitol Avenue Sacramento, CA 95811

Documentation Required Prior to/or Upon AWARD Form 700 Statement of Economic Interests Each member of Offeror’s proposed Project Team must complete and submit Form 700 Statement of Economic Interests upon award of this contract. http://www.fppc.ca.gov/forms/700-14-15/Form700-14-15.pdf

Conflict of Interest and Confidentiality Statement Each member of Offeror’s proposed Project Team must complete and submit a Conflict of Interest and Confidentiality Statement (Exhibit 3) upon award of this contract.

Offeror Qualifications (FIRM)

Firm Name:

Workplace, Project Name, Contract Value # of End Users Time Period (month/year start and end dates) Relevant Experience Description Firm’s role, description of relevant experience on the Project(s).

Reference Contact Contact Name, Company Name, Telephone Number, Email, Work Relation

1.

2.

3.

Project Team Qualifications Complete one matrix for each proposed team member. Offeror may add additional rows as necessary.

OFFEROR MUST ATTACH EVIDENCE OF CERTIFICATION OR DOCUMENTATION OF TEAM MEMBERS WHO ARE SITEFINITY CERTIFIED.

Offeror Name:

Individual Name(s) and proposed role on this project Project Description Workplace, Project Name, Time Period (month/day/year start and end dates), % of time Relevant Experience Description Individual’s role, description of the relevant experience on the project(s) Reference Contact Contact Name, Company Name, Telephone Number, Email, Work Relation (references may be contacted to verify information provided)

All Developers

2.

3.

4.

5.

Total Duration:

All Developers

7.

8.

9.

10.

Total Duration:

One Developer

12.

13.

14.

15.

Total Duration:

One Developer

17.

18.

19.

20.

Total Duration:

All Developers

22.

23.

24.

25.

Total Duration:

All Developers

27.

28.

29.

30.

Total Duration:

One Developer

32.

33.

34.

35.

Total Duration:

One Developer

37.

38.

39.

40.

Total Duration:

Offeror Name:

Individual Name(s) and proposed role on this project Project Description Workplace, Project Name, Time Period (month/day/year start and end dates), % of time Relevant Experience Description Individual’s role, description of the relevant experience on the project(s) Reference Contact Contact Name, Company Name, Telephone Number, Email, Work Relation (references may be contacted to verify information provided)

One Developer

2.

3.

4.

5.

Total Duration:

One Developer

7.

8.

9.

10.

Total Duration:

One Developer

12.

13.

14.

15.

Total Duration:

One Developer

17.

18.

19.

20.

Total Duration:

One Developer

22.

23.

24.

25.

Total Duration:

Offeror References Submission of this attachment is mandatory. Failure to complete and return this attachment with your proposal shall cause your proposal to be rejected and deemed nonresponsive.

List below three (3) references for services performed within the last five (5) years, which are similar to the scope of work to be performed in this contract. If three references are not provided, Offeror’s response may be deemed non-responsive.

References will be contacted during the dates identified in RFO Section I.2. CTC will make three attempts to contact the reference with the information provided during CTC business hours of 9 AM – 5 PM PT. If the reference cannot be reached by the third attempted contact, the Offeror will receive no evaluation points for that reference.

REFERENCE 1

Name of Firm

Brief Description of Service Provided

REFERENCE 2

Name of Firm

Brief Description of Service Provided

REFERENCE 3

Name of Firm

Brief Description of Service Provided

Cost Worksheet

Contractor agrees to furnish all labor necessary to perform assigned tasks or services in accordance with Attachment A – Scope of Work.

Unless otherwise specified by the Commission and agreed to by Contractor, the rates set forth shall remain in force for the term of the contract and shall include cost of insurance and every other item of expense, direct and indirect, if applicable. The hours proposed for consultants are an estimate and the actual hours worked shall be approved by the Commission via work authorizations prior to performance of assigned tasks or services.

Consultant services shall be reimbursed on a time and materials basis subject to completion of approved tasks assigned by the Commission via the work authorizations. Contractor shall provide consultants timesheets with each invoice specifying work completed by each consultant, number of hours performed, and any outstanding issues and/or concerns that need to be addressed.

The total amount shall not exceed $225,000.

The hourly rates cannot exceed the hourly rates from the CMAS contract.

Contractor Name:

Total

Work Authorization

EXAMPLE

TITLE: 70/752 Output Formatter

Task Summary:

Develop program to format and print simulated 70/752 displays using a sequential data set as input.

Schedule Dates:

Contractor Personnel