REQUEST FOR PROPOSALS (RFP) 3-1413
MICROSOFT OFFICE 365 EXCHANGE ONLINE MIGRATION SERVICES
ORANGE COUNTY TRANSPORTATION AUTHORITY 550 South Main Street P.O. Box 14184 Orange, CA 92863-1584 (714) 560-6282
Key RFP Dates
Issue Date:
February 25, 2013
Question Submittal Date:
March 1, 2013
Proposal Submittal Date:
March 20, 2013
Interview Date:
April 3, 2013
TABLE OF CONTENTS SECTION I: INSTRUCTIONS TO OFFERORS ...................................................... 1 SECTION II: PROPOSAL CONTENT .................................................................... 7 SECTION III: EVALUATION AND AWARD ......................................................... 12 EXHIBIT A: SCOPE OF WORK ........................................................................... 15 EXHIBIT B: COST AND PRICE FORMS.............................................................. 16 EXHIBIT C: PROPOSED AGREEMENT .............................................................. 19 EXHIBIT D: STATUS OF PAST AND PRESENT CONTRACTS FORM .............. 20 EXHIBIT E: SAFETY SPECIFICATIONS ............................................................. 22
February 25, 2013
NOTICE OF REQUEST FOR PROPOSALS (RFP) RFP: 3-1413 “MICROSOFT OFFICE 365 EXCHANGE ONLINE MIGRATION SERVICES” TO: ALL OFFERORS FROM: ORANGE COUNTY TRANSPORTATION AUTHORITY The Orange County Transportation Authority (Authority) invites proposals from qualified consultants to provide Microsoft Office 365 Exchange Online migration services. The budget for this effort is $55,000 for a six-month term effective through October 31, 2013. Proposals must be received in the Authority’s office at or before 2:00 p.m. on March 20, 2013. Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: Orange County Transportation Authority Contracts Administration and Materials Management 600 South Main Street, 4th Floor Orange, California 92868 Attention: Iris Mendoza, Associate Contract Administrator Proposals delivered using the U.S. Postal Service shall be addressed as follows: Orange County Transportation Authority Contracts Administration and Materials Management P.O. Box 14184 Orange, California 92863-1584 Attention: Iris Mendoza, Associate Contract Administrator Proposals and amendments to proposals received after the date and time specified above will be returned to the Offerors unopened.
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Firms interested in obtaining a copy of this RFP may do so by downloading the RFP form CAMM NET at www.octa.net/cammnet. All firms interested in doing business with the Authority are required to register their business on-line at CAMM NET. The website can be found at www.octa.net. From the site menu, click on CAMM NET to register. To receive all further information regarding this RFP 3-1413, firms and subconsultants must be registered on CAMM NET with at least one of the following commodity codes for this solicitation selected as part of the vendor’s on-line registration profile: Category: Professional Consulting
Commodity: Computer Hardware Consulting Computer Network Consulting Computer Software Consulting Telephone Services, Includes Installation, moves, Changes, Adds, Programming Telecommunication Services (Not Otherwise Classified) Telecommunications Systems (Telephone, Radio, etc.) Architectural
Communication Services
Marketing, Advertising & Media Services Professional Services
The Authority has established April 3, 2013 as the date to conduct interviews. All prospective Offerors will be asked to keep this date available. Offerors are encouraged to subcontract with small businesses to the maximum extent possible. All Offerors will be required to comply with all applicable equal opportunity laws and regulations. The award of this contract is subject to receipt of federal, state, and/or local funds adequate to carry out the provisions of the proposed agreement including the identified Scope of Work.
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RFP 3-1413
SECTION I: INSTRUCTIONS TO OFFERORS
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RFP 3-1413 SECTION I. INSTRUCTIONS TO OFFERORS A.
EXAMINATION OF PROPOSAL DOCUMENTS By submitting a proposal, Offeror represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of performing quality work to achieve the Authority’s objectives.
B.
ADDENDA Any Authority changes to the requirements will be made by written addendum to this RFP. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The Authority will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Offerors shall acknowledge receipt of addenda in their proposals. Failure to acknowledge receipt of Addenda may cause the proposal to be deemed non-responsive to this RFP and be rejected.
C.
AUTHORITY CONTACT All questions and/or contacts with Authority staff regarding this RFP are to be directed to the following Contract Administrator: Iris Mendoza, Associate Contract Administrator Orange County Transportation Authority Contracts Administration and Materials Management Department 550 South Main Street P.O. Box 14184 Orange, CA 92863-1584 Phone: 714.560.5786, Fax: 714.560.5792 Email:
[email protected]
D.
CLARIFICATIONS 1.
Examination of Documents Should an Offeror require clarifications of this RFP, the Offeror shall notify the Authority in writing in accordance with Section D.2. below. Should it be found that the point in question is not clearly and fully set forth, the Authority will issue a written addendum clarifying the matter which will be sent to all firms registered on CAMM NET under the commodity codes specified in this RFP.
2.
Submitting Requests a.
All questions must be put in writing and must be received by the
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RFP 3-1413 Authority no later than 5:00 p.m. on March 1, 2013.
3.
b.
Requests for clarifications, questions, and comments must be clearly labeled, "Written Questions." The Authority is not responsible for failure to respond to a request that has not been labeled as such.
c.
Any of the following methods of delivering written questions are acceptable as long as the questions are received no later than the date and time specified above: (1)
U.S. Mail: Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184, Orange, California 92863-1584.
(2)
Personal Delivery: Contracts Administration and Materials Management Department, 600 South Main Street, 4th Floor, Orange, California 92868.
(3)
Facsimile: (714) 560-5792.
(4)
Email:
[email protected].
Authority Responses Responses from the Authority will be posted on CAMM NET, no later than March 7, 2013. Offerors may download responses from CAMM NET at www.octa.net/cammnet, or request responses be sent via U.S. Mail by emailing or faxing the request to Iris Mendoza, Associate Contract Administrator. To receive email notification of Authority responses when they are posted on CAMM NET, firms and subconsultants must be registered on CAMM NET with at least one of the following commodity codes for this solicitation selected as part of the vendor’s on-line registration profile: Category: Professional Consulting
Communication Services
Marketing, Advertising & Media Services Professional Services
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Commodity: Computer Hardware Consulting Computer Network Consulting Computer Software Consulting Telephone Services, Includes Installation, moves, Changes, Adds, Programming Telecommunication Services (Not Otherwise Classified) Telecommunications Systems (Telephone, Radio, etc.) Architectural
RFP 3-1413 Inquiries received after 5:00 p.m. on March 1, 2013 will not be responded to. E.
SUBMISSION OF PROPOSALS 1.
Date and Time Proposals must be received in the Authority’s office at or before 2:00 p.m. on March 20, 2013. Proposals received after the above-specified date and time will be returned to Offerors unopened.
2.
Address Proposals delivered in person or by a means other than the U.S. Postal Service shall be submitted to the following: Orange County Transportation Authority Contracts Administration and Materials Management (CAMM) 600 South Main Street, 4th Floor Orange, California 92868 Attention: Iris Mendoza, Associate Contract Administrator Or proposals delivered using the U.S. Postal Services shall be addressed as follows: Orange County Transportation Authority Contracts Administration and Materials Management (CAMM) P.O. Box 14184 Orange, California 92863-1584 Attention: Iris Mendoza, Associate Contract Administrator Firms must obtain a visitor badge from the receptionist in the lobby of the 600 Building prior to delivering any information to CAMM.
3.
Identification of Proposals Offeror shall submit an original and 3 copies of its proposal in a sealed package, addressed as shown above in E.2. The outer envelope must show the Offeror’s name and address and clearly marked with the RFP number.
4.
Acceptance of Proposals a.
The Authority reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities
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RFP 3-1413 or irregularities in proposals.
F.
b.
The Authority reserves the right to withdraw or cancel this RFP at any time without prior notice and the Authority makes no representations that any contract will be awarded to any Offeror responding to this RFP.
c.
The Authority reserves the right to postpone proposal openings for its own convenience.
d.
Proposals received and opened by Authority are public information and must be made available to any person upon request.
e.
Submitted proposals are not to be copyrighted.
PRE-CONTRACTUAL EXPENSES The Authority shall not, in any event, be liable for any pre-contractual expenses incurred by Offeror in the preparation of its proposal. Offeror shall not include any such expenses as part of its proposal. Pre-contractual expenses are defined as expenses incurred by Offeror in: 1. 2. 3. 4.
G.
Preparing its proposal in response to this RFP; Submitting that proposal to the Authority; Negotiating with the Authority any matter related to this proposal; or Any other expenses incurred by Offeror prior to date of award, if any, of the Agreement.
JOINT OFFERS Where two or more firms desire to submit a single proposal in response to this RFP, they should do so on a prime-subcontractor basis rather than as a joint venture. The Authority intends to contract with a single firm and not with multiple firms doing business as a joint venture.
H.
TAXES Offerors’ proposals are subject to State and Local sales taxes. However, the Authority is exempt from the payment of Federal Excise and Transportation Taxes.
I.
PROTEST PROCEDURES The Authority has on file a set of written protest procedures applicable to this solicitation that may be obtained by contacting the Contract Administrator responsible for this procurement. Any protests filed by an Offeror in connection
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RFP 3-1413 with this RFP must be submitted in accordance with the Authority’s written procedures. J.
CONTRACT TYPE It is anticipated that the Agreement resulting from this solicitation, if awarded, will be a six-month term effective through October 31, 2013 with firm-fixed prices for individual tasks specified in the Scope of Work, included in this RFP as Exhibit A.
K.
CONFLICT OF INTEREST All Offerors responding to this RFP must avoid organizational conflicts of interest which would restrict full and open competition in this procurement. An organizational conflict of interest means that due to other activities, relationships, or contracts, an Offeror is unable, or potentially unable, to render impartial assistance or advice to the Authority; an Offeror’s objectivity in performing the work identified in the Scope of Work is or might be otherwise impaired; or an Offeror has an unfair competitive advantage. Conflict of Interest issues must be fully disclosed in the Offeror’s proposal.
L.
CODE OF CONDUCT All Offerors agree to comply with the Authority’s Code of Conduct as it relates to Third-Party contracts which is hereby referenced and by this reference is incorporated herein. All Offerors agree to include these requirements in all of its subcontracts.
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RFP 3-1413
SECTION II: PROPOSAL CONTENT
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RFP 3-1413 SECTION II. PROPOSAL CONTENT A.
PROPOSAL FORMAT AND CONTENT 1.
Format Proposals should be typed with a standard 12 point font, double-spaced, and submitted on 8 1/2” x 11” size paper, using a single method of fastening. Charts and schedules may be included in 11” x 17” format. Proposals should not include any unnecessarily elaborate or promotional materials. Proposals should not exceed fifty (50) pages in length, excluding any appendices, cover letters, resumes, or forms.
2.
Letter of Transmittal The Letter of Transmittal shall be addressed to Iris Mendoza, Associate Contract Administrator, and must, at a minimum, contain the following:
3.
a.
Identification of Offeror that will have contractual responsibility with the Authority. Identification shall include legal name of company, corporate address, telephone and fax numbers, and email address. Include name, title, address, email address, and telephone number of the contact person identified during period of proposal evaluation.
b.
Identification of all proposed subcontractors including legal name of company, contact person’s name and address, telephone and fax numbers, and email address; relationship between Offeror and subcontractors, if applicable.
c.
Acknowledgement of receipt of all RFP addenda, if any.
d.
A statement to the effect that the proposal shall remain valid for a period of not less than 120 days from the date of submittal.
e.
Signature of a person authorized to bind Offeror to the terms of the proposal.
f.
Signed statement attesting that all information submitted with the proposal is true and correct.
Technical Proposal a.
Qualifications, Related Experience, and References of Offeror This section of the proposal should establish the ability of Offeror to satisfactorily perform the required work by reasons of: experience
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RFP 3-1413 in performing work of a similar nature; demonstrated competence in the services to be provided; strength and stability of the firm; staffing capability; work load; record of meeting schedules on similar projects; and supportive client references. Offeror to:
b.
(1)
Provide a brief profile of the firm, including the types of services offered; the year founded; form of the organization (corporation, partnership, sole proprietorship); number, size, and location of offices; and number of employees.
(2)
Provide a general description of the firm’s financial condition and identify any conditions (e.g., bankruptcy, pending litigation, planned office closures, impending merger) that may impede Offeror’s ability to complete the project.
(3)
Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project.
(4)
Identify subcontractors by company name, address, contact person, telephone number, email address, and project function. Describe Offeror’s experience working with each subcontractor.
(5)
Provide as a minimum three (3) references for the projects cited as related experience, and furnish the name, title, address, telephone number, and email address of the person(s) at the client organization who is most knowledgeable about the work performed. Offeror may also supply references from other work not cited in this section as related experience.
Proposed Staffing and Project Organization This section of the proposal should establish the method, which will be used by the Offeror to manage the project, as well as identify key personnel assigned. Offeror to: (1)
Identify key personnel proposed to perform the work in the specified tasks and include major areas of subcontract work. Include the person’s name, current location, proposed position for this project, current assignment, level of commitment to
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RFP 3-1413 that assignment, availability for this assignment, and how long each person has been with the firm.
c.
(2)
Furnish brief resumes (not more than two [2] pages each) for the proposed Project Manager and other key personnel that includes education, experience, and applicable professional credentials.
(3)
Indicate adequacy of labor resources utilizing a table projecting the labor-hour allocation to the project by individual task.
(4)
Include a project organization chart, which clearly delineates communication/reporting relationships among the project staff.
(5)
Include a statement that key personnel will be available to the extent proposed for the duration of the project acknowledging that no person designated as "key" to the project shall be removed or replaced without the prior written concurrence of the Authority.
Work Plan Offeror should provide a narrative, which addresses the Scope of Work and shows Offeror’s understanding of Authority's needs and requirements. Offeror to: (1)
Describe the approach to completing the tasks specified in the Scope of Work. The approach to the work plan shall be of such detail to demonstrate the Offeror’s ability to accomplish the project objectives and overall schedule.
(2)
Outline sequentially the activities that would be undertaken in completing the tasks and specify who would perform them.
(3)
Furnish a project schedule for completing the tasks in terms of elapsed weeks.
(4)
Identify methods that Offeror will use to ensure quality control, as well as budget and schedule control for the project.
(5)
Identify any special issues or problems that are likely to be encountered in this project and how the Offeror would propose to address them.
(6)
Offeror is encouraged to propose enhancements or procedural
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RFP 3-1413 or technical innovations to the Scope of Work that do not materially deviate from the objectives or required content of the project. d.
Exceptions/Deviations State any exceptions to or deviations from the requirements of this RFP, segregating "technical" exceptions from "contractual" exceptions. Where Offeror wishes to propose alternative approaches to meeting the Authority's technical or contractual requirements, these should be thoroughly explained. If no contractual exceptions are noted, Offeror will be deemed to have accepted the contract requirements as set forth in Exhibit C.
4.
Cost and Price Proposal As part of the cost and price proposal, the Offeror shall submit proposed pricing to provide the services for each work task described in Exhibit A, Scope of Work. The Offeror shall complete the "Price Summary Sheet" form included with this RFP (Exhibit B), and furnish any narrative required to explain the prices quoted in the schedules. It is anticipated that the Authority will issue a firm-fixed price contract specifying firm-fixed prices for individual tasks.
5.
Appendices Information considered by Offeror to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Offerors are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.
B.
STATUS OF PAST AND PRESENT CONTRACTS FORM Offeror shall identify the status of past and present contracts where the firm has either provided services as a prime contractor or a subcontractor during the past five (5) years in which the contract has ended or will end in a termination, settlement, or litigation. A separate form must be completed for each contract you identify. Each form must be signed by the Offeror confirming that the information provided is true and accurate. Offeror is required to submit one copy of the completed form(s) as part of its proposals and it should be included in only the original proposal.
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RFP 3-1413
SECTION III: EVALUATION AND AWARD
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RFP 3-1413 SECTION III. EVALUATION AND AWARD A.
EVALUATION CRITERIA The Authority will evaluate the offers received based on the following criteria: 1.
Qualifications of the Firm
25%
Technical experience in performing work of a closely similar nature; experience working with public agencies; strength and stability of the firm; strength, stability, experience, and technical competence of subcontractors; assessment by client references. 2.
Staffing and Project Organization
25%
Qualifications of project staff, particularly key personnel and especially the Project Manager; key personnel’s level of involvement in performing related work cited in "Qualifications of the Firm" section; logic of project organization; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel. 3.
Work Plan
30%
Depth of Offeror's understanding of Authority's requirements and overall quality of work plan; logic, clarity, and specificity of work plan; appropriateness of resource allocation among the tasks; reasonableness of proposed schedule; utility of suggested technical or procedural innovations. 4.
Cost and Price
20%
Reasonableness of the total price, as well as the individual tasks; competitiveness with other offers received; adequacy of data in support of figures quoted. B.
EVALUATION PROCEDURE An evaluation committee will be appointed to review all proposals received for this RFP. The committee is comprised of Authority staff and may include outside personnel. The committee members will evaluate the written proposals using criteria identified in Section III A. A list of top ranked proposals, firms within a competitive range, will be developed based upon the totals of each committee members’ score for each proposal. During the evaluation period, the Authority may interview some or all of the proposing firms. The Authority has established April 3, 2013 as the date to conduct interviews. All prospective Offerors are asked to keep this date available. Page 13
RFP 3-1413 No other interview dates will be provided, therefore, if an Offeror is unable to attend the interview on this date, its proposal may be eliminated from further discussion. The interview may consist of a short presentation by the Offeror after which the evaluation committee will ask questions related to the firm’s proposal and qualifications. At the conclusion of the proposal evaluations, Offerors remaining within the competitive range may be asked to submit a Best and Final Offer (BAFO). In the BAFO request, the firms may be asked to provide additional information, confirm or clarify issues, and submit a final cost/price offer. A deadline for submission will be stipulated. C.
AWARD The Authority will evaluate the proposals received and will select the proposal considered to be the most competitive to the Authority. The Authority may also negotiate contract terms with the selected Offeror prior to award, and expressly reserves the right to negotiate with several Offerors simultaneously and, thereafter, to award a contract to the Offeror offering the most favorable terms to the Authority. The Authority reserves the right to award its total requirements to one Offeror or to apportion those requirements among several Offerors as the Authority may deem to be in its best interest. In addition, negotiations may or may not be conducted with Offerors; therefore, the proposal submitted should contain Offeror's most favorable terms and conditions, since the selection and award may be made without discussion with any Offeror. The selected Offeror will be required to submit to the Authority’s Accounting Department a current IRS W-9 form prior to commencing work.
D.
NOTIFICATION OF AWARD AND DEBRIEFING Offerors who submit a proposal in response to this RFP shall be notified via CAMM NET of the contract award. Such notification shall be made within three (3) business days of the date the contract is awarded. Offerors who were not awarded the contract may obtain a debriefing concerning the strengths and weaknesses of their proposal. Unsuccessful Offerors, who wish to be debriefed, must request the debriefing in writing or electronic mail and the Authority must receive it within seven (7) business days of notification of the contract award.
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RFP 3-1413
EXHIBIT A: SCOPE OF WORK
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RFP 3-1413 EXHIBIT A SCOPE OF WORK Microsoft Office 365 Exchange Online Implementation and Migration BACKGROUND The Orange County Transportation Authority (Authority) is a state-mandated, transportation agency that brings together all the public entities charged with planning and operating transportation in Orange County, California. The Authority sets transportation priorities, makes countywide spending decisions based on these priorities, plans and funds major highway & freeway projects and street improvements, operates Orange County’s public transit systems and provides paratransit services. As one agency, the Authority provides Orange County with a single point of accountability and a greater voice for local residents for all transportation issues. The Authority’s Information Systems (IS) Department is responsible for all computerrelated operations at the Authority including applications development, IS planning, user services, and technical services. The Authority’s distributed computing future is best built on a modern, integrated network architecture that incorporates best-of-breed, file, print, application, messaging, and Internet/Intranet services. IS supports the computing needs of over 800 users spread out over five locations in Orange County. IS provides the technical infrastructure that hosts, maintains, and supports over 90 business applications of which 11 are considered mission critical. IS also provides professional project management services that ensure proper resources and expectations are met for technology projects and desktop training services so that its users can optimize their use of desktop computing tools. As part of the IS Strategic Plan, IS is always looking at the most efficient ways to provide services to its business units. One area that has been reviewed in detail over the last few years is the use of cloud computing. After numerous meetings and negotiations with Microsoft, IS has decided to move forward with cloud computing for enterprise email, specifically in moving from the Authority’s on-premise Microsoft Exchange 2007 platform to Microsoft Office 365 Exchange Online. OBJECTIVE The Authority is seeking an IT Consultant to provide planning and implementation services for the migration of the Authority’s on-premise Microsoft Exchange 2007 platform over to the hosted Microsoft Office 365 Exchange Online services. The migration will include the transition from the Authority’s Nortel/Avaya Callpilot Voicemail system to incorporating voicemail within Exchange Online. IS is also
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RFP 3-1413 EXHIBIT A considering replacing the Authority’s Nortel/Avaya legacy telecommunication systems with an on-premise Microsoft Lync enterprise voice platform. While the Lync implementation is not part of this engagement, all planning should be forward thinking in keeping the integration with an on-premise Lync platform in mind. The use of syncing both personal and Authority-owned smart phones and tablets for email and calendaring via ActiveSync will be included as part of the Office 365 Exchange Online implementation. This engagement will include the use of Sharepoint Online MySites and Skydrive Pro as a replacement for the on-premise user home directories. The Consultant must be a Microsoft Partner certified on Office 365. The Consultant must have completed Exchange Online migrations for clients similar in size to the Authority. The Authority will assign one of its in-house Project Managers along with making sure that its technical team, which includes Network Engineers, Server Engineers, Telecom Engineers, and Desktop Engineers, will be available for the duration of this project. The preferred migration approach would be to create a hybrid environment having a phased migration approach. Users in both environments must be able to seamlessly communicate with each other along with being able to see free/busy information within their Outlook calendaring. The major objectives of this engagement will be to: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18.
Assess current Active Directory structure Assess PC desktops (both XP and Windows 7) Assess network infrastructure/Internet bandwidth Activate Office 365 Account Configure Directory Synchronization (DirSync) Single Sign On via Active Directory Federation Services (ADFS) Configure Exchange 2010 Hybrid Server Configure Exchange Online Voicemail integration with on-premise PBX Configure ActiveSync in Exchange Online Prepare Personal Storage Table (.PST) migration documentation Prepare “Home” directory migration documentation Migrate pilot IS Users Migrate pilot resource accounts Migrate pilot public folders Migrate remaining users Migrate remaining resource accounts Migrate remaining public folders Train users on .PST and Home directory migrations
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RFP 3-1413 EXHIBIT A CURRENT ENVIRONMENT Physical Locations Orange Administration Building 600 South Main Street Orange, CA Garden Grove Bus Operations Base 11800 Woodbury Road Garden Grove, CA Anaheim Bus Operations Base 1717 East Via Burton Anaheim, CA Irvine Bus Operations Base North 16281 Construction Circle West Irvine, CA Irvine Bus Operations Base South 14736 Sand Canyon Road Irvine, CA Santa Ana Bus Operations Base 4301 MacArthur Boulevard Santa Ana, CA Organizational Structure The Authority is made up of the seven separate divisions that report directly to the Chief Executive Officer. The seven divisions are broken down into forty-four departments. The majority of the administrative staff are housed in the Orange Administration Building. Technical Infrastructure The Authority’s on-premise Microsoft Exchange 2007 platform is made up of five servers running on Microsoft Server 2008 in a virtualized VMware vSphere 5.1 environment. The five servers consist of two edge servers, two mailbox/hub/transport servers, and one client access server. The current size the mailbox stores is 560 GB. There are 850 user accounts along with 61 resource accounts. Public folders are also used, more so in some departments than others.
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RFP 3-1413 EXHIBIT A Throughout the Authority there is use of shared mailbox accounts and shared voicemail accounts. Executive support staff also have rights to multiple mailbox accounts, with both full rights along with limited delegation permissions. There are needs to perform mass email blasts to external parties, some controlled manually via distribution lists and other controlled automatically via a software application. Spam and anti-virus filtering is handled off site via Microsoft’s Forefront Security Suite. The directory services is a single domain running Microsoft Server 2008 Active Directory in native mode. The Authority utilizes Nortel/Avaya Callpilot for their voicemail integrating with the Nortel/Avaya Succession CS1000e PBX. IS has standardized on HP for the desktops and laptops, running Microsoft Windows 7 with Microsoft Office 2010. There are still some desktop and laptops running Microsoft Windows XP with Microsoft Office 2007. Both environments will need to be supported for the Office 365 Exchange Online migration. Access to the Internet is provided by TW Telecom via a 60 Mbps link. User home directories are mapped using traditional file shares running on Windows Server 2000 and Windows Server 2008. The Authority is licensed for the Office 365 E4 subscription. The management of all of the networking infrastructure and the server farm is maintained centrally by IS. All the application and data servers reside in a controlled locked down data center within the Orange Administration Building. IS has always strived to keep the environment as simple as possible. PRE-MIGRATION ACCOMPLISHMENTS The Authority’s System Engineers have attended various Microsoft webinars and seminars in educating themselves of the multiple components of Office 365, including reading books and online articles on the subject. As part of the Authority’s Microsoft Enterprise Agreement renewal that went into effect on December 1, 2012, the Authority is licensed for the Office 365 E4 subscription. The Authority’s Internet access link with TW Telecom has been increased from 30 Mbps to 60 Mbps.
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RFP 3-1413 EXHIBIT A Active Directory accounts have been reviewed and all dormant accounts deleted. SCOPE OF WORK The following methodology will be adhered to for the Office 365/Exchange Online migration project:
Initiation – Detail project processes, define roles and responsibilities, and baseline project work plan.
Discover – Assess current system state and understand functional and technical requirements according to key business goals and objectives.
Architect and Design – Develop conceptual and detailed designs that follow “best practices” and leverage Microsoft’s “pre-design.”
Implementation Strategy – Develop “road map” for the full migration of mailbox, voicemail, and home directories to Office 365.
Construct – Build and validate solution according to documented design to ensure that requirements are met.
Pilot – Deploy solution to a small and controlled user group at the Authority administrative building to validate implementation approach and eliminate surprises and other risks.
Implementation – Implement the migration strategies for all users in a phased approach.
Operational Transition – Post go-live support for the day after each migration.
Project Closure – Facilitate successful completion of the project through formal sign-off of deliverables and “lessons learned.”
The Consultant shall be required to include a project plan detailing each of the appropriate phases of the project along with the number of resources that will be on-site at any given time. The Consultant shall also be responsible for indicating what resources will be needed and when from the Authority (staff, hardware, software, etc.). The Consultant shall be required to create and maintain all pertinent documentation. All documents must be in Microsoft Word 2010, Excel 2010, Visio 2010, Project 2010, and Adobe PDF format. A master electronic copy will be maintained on-site at the Authority. Pricing, along with estimated man hours, must be broken down by the high level phases of the project. The Authority’s preference is to utilize the free migration tools offered by Microsoft. If it is deemed that third party software utilities are required to assist with the migration and need to be licensed by the Authority, they must be included in the proposal along with
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RFP 3-1413 EXHIBIT A an estimated list cost. Those items must not be included in the overall price of the cost proposal. They will have to be procured separately by the Authority. Task 1 – Initiation This is the most critical of all project phases because it provides the vision for how the Consultant’s project engagement will fulfill the Authority’s goals. In this phase, project processes are focused on defining objectives and constraints; identifying project risks and response strategies; setting expectations; leveraging best practices and establishing mutual consensus on critical project policies and procedures. Project initiation ensures an integrated and comprehensive project schedule and plan. Deliverables: Facilitate a kick-off meeting to achieve the following goals:
Define roles and responsibilities between Authority and Consultant project team members. Define a comprehensive list of constraints that need to be considered in the baseline project schedule. Establish task and deliverable priorities. Baseline project schedule to measure team progress and critical milestones. Establish expectations for deliverable content and level of detail.
This phase takes a partnership approach to the overall project, where Consultant and Authority resources work together to develop a comprehensive project overview. The Consultant shall facilitate sessions with Authority technical resources to discover all aspects of the project from requirements gathering through pilot and deployment. The Project Initiation step will achieve the following goals: The Authority and the Consultant shall mutually agree upon the scope of each project phase.
Roles and responsibilities will be negotiated and agreed upon.
A comprehensive listing of associated tasks will be compiled for each phase.
Prioritization of tasks and determination as to whether the task is essential for project success or could be deferred if deadlines slip.
Detailed project plans will be created for each phase of the overall project.
Consultant and Authority resources will be assigned to previously identified tasks.
Milestones and deadlines will be established, especially as they relate to critical Authority business constraints.
Expectations will be set as to the deliverables’ content and level of detail.
6
RFP 3-1413 EXHIBIT A Task 2 – Discover During the discovery phase of the project, the Consultant’s engagement team shall work with the Authority’s migration team in assessing the current system state to understand the functional and technical requirements. The Consultant shall also review both the geographical components of the Authority along with the underlying organizational structure to better understand the requirements for the migration to Office 365. The discovery process will allow the Consultant to fully understand the Authority’s technical infrastructure, assessing the Office 365 readiness for Active Directory and the two models of desktops. The Consultant shall also review the readiness for the Authority’s network, both the LAN/WAN connectivity, as well as the bandwidth to the Internet. The Consultant shall work with the Authority’s Network team in gaining an understanding of its Domain Name System (DNS) and mail exchanger (MX) records, along with the Authority’s use of Microsoft Forefront Security for the SPAM/antivirus (AV) filtering. The Consultant shall review the Authority’s Nortel/Avaya telecommunications infrastructure, determining what would be required to integrate the Succession CX1000e PBX with the Microsoft Exchange Online for voicemail. All required additional servers shall be installed within the Authority’s VMware vSphere 5.1 server farm. The Consultant shall review the Authority’s VMware environment in checking for the readiness for any additional servers (DIRSync, ADFS, Exchange Hybrid, etc.). Deliverables:
Current State – The Consultant shall deliver documentation listing the general state of both the technical infrastructure (desktops, servers, networking infrastructure) and the human resources structure of the Authority (departmental and geographical). The Consultant shall be able to utilize existing network diagrams, inventory spreadsheets, and organization charts.
Upgrade Requirements – The Consultant shall deliver a detailed description of all hardware and software upgrades that may be needed for a successful migration.
Updated Project Plan – Based upon the results of the discovery phase, the master project plan will be revised accordingly.
7
RFP 3-1413 EXHIBIT A Task 3 – Architect and Design Based upon the requirements gathered during the Initiation and Discovery phases of the project, the Consultant shall then develop a detailed design of all the areas that are covered within the Scope of the Office 365 Exchange Online migration.
Office 365 Account Activation Directory Synchronization Active Directory Federation Services Exchange 2010 Hybrid Server Exchange Online Configuration Exchange Online ActiveSync Configuration Exchange Online Voicemail Configuration DNS/MX Record Changes Microsoft Forefront Security Suite (SPAM/AV) Filtering Configuration
Throughout the development of the design documents, the Consultant shall work closely with the Authority’s migration team ensuring that both parties are in agreement with the recommended architecture for Office 365. Deliverables: Office 365 Design Documents – The Consultant shall deliver detailed design documentation which will include server builds, Exchange migration plan, along with design documentation on all areas previously listed.
Upgrade Requirements – If needed, the Consultant shall update the Hardware/Software upgrade requirements document.
Updated Project Plan – Based upon the results of the Architect and Design phase, the master project plan will be revised accordingly.
Task 4- Implementation Strategy The Consultant shall work with the Authority’s migration team to determine the best approach for implementing all the various phases of the Office 365 Exchange Online migration. Obviously there are certain dependencies within the migration, i.e. Active Directory Federation Services (ADFS) must be implemented prior to the Exchange migration. During the development of the implementation plan, the impact to the end users must always be taken into consideration. Deliverables: Implementation Plan – The Consultant shall develop and document the implementation strategy. The plan shall cover all areas being migrated. The implementation strategy shall address the mailbox migration and the home directory migration. 8
RFP 3-1413 EXHIBIT A Task 5 –Construct The Consultant shall assist the Authority’s migration team in activating the Office 365 account and configuring all the necessary on-premise servers. The Consultant shall develop the migration plan, which will include all of the objects (user mailboxes, resource accounts, voicemail, .PST files, Public Folders, and Home directories). Deliverables: Server Setup – The complete installation and configuration of all the required additional servers (DirSync, ADFS, Exchange Hybrid, etc.).
Migration Plan – The Consultant shall deliver a detailed document describing the roles and responsibilities of each migration team member for completing all the migration steps. The steps shall include the actual migration along with the pass/fail criteria for each area of the migration for both the pilot and implementation phases. Included within the migration plan shall be roll back procedures.
Task 6 – Pilot The Consultant shall be responsible for deploying the solution to a small and controlled user group at the Authority administrative building to validate implementation approach and eliminate “surprises” and other risks that could not be identified in the test lab. The pilot shall also include migration processes which will be completed by the Authority’s migration team. The processes can then be reviewed and improved prior to doing the actual production implementation. Deliverables: Pilot Script – The Consultant shall deliver a pilot script that will be followed by both the migration team and the pilot users. The script shall include steps for the migration along with step-by-step procedures for the users to follow in order to complete the migration of their .PST files and Home directories. Task 7 – Implementation Based upon the documented results from the Pilot phase, the Consultant shall finalize the migration strategies and deploy the solution to all of the Authority’s users. The Consultant shall then work directly with the Authority’s migration team in completing the necessary migration tasks based upon the final Design/Implementation documentation.
9
RFP 3-1413 EXHIBIT A The migration must be coordinated to have the least impact on the end users. Weekend and after hour work may be required by both the Consultant and the Authority’s IS staff. Deliverables: Final Implementation Plan – The Consultant shall deliver a detailed document describing the roles and responsibilities of each migration team member, preimplementation tasks (communications, server prep, etc.), implementation tasks, and post-implementation tasks. The master project plan shall also be revised prior to the actual implementation.
Actual Implementation – The Consultant shall work side-by-side with the Authority’s IS staff migrating over all of the users to Office 365 Exchange Online and provide post support the day after the migration. The migrations will be phased in to ensure the highest level of success and least amount of disruption to the Authority’s business processes.
Task 8 – Operational Transition It is critically important that effective technical knowledge transfer between the Consultant and the Authority IS staff occur so that the Authority IS staff are able to assume the long-term maintenance, support, and enhancement responsibilities of the final solution. Deliverables: Authority/Consultant Blended Team – The Authority support, technical, and management staff will be part of joint team with the Consultant during all phases, as these resources have an embedded knowledge of the current layout and operations of the existing Authority infrastructure and a vested interest in understanding the new environment’s intricacies. Task 9 – Project Closure In this phase, project processes are focused on measuring and validating that the project vision and goals are realized. Deliverables: Formal Document Update and Review – The Consultant shall deliver all documents in order to update associated project information initiated during each project step that will be accepted, via sign-off, by key Authority project personnel.
Lessons Learned – The Consultant shall facilitate a session to gather feedback from the Authority project personnel and stakeholders concerning the positive and negative events of the project. Using this information, the Authority can review project processes and procedures to insert improvements for subsequent projects.
10
RFP 3-1413 EXHIBIT A
Project Closure Acceptance – Complete a closure and acknowledge acceptance that demonstrates the Authority’s final acceptance of the project.
Project Binder – A comprehensive project history that will include an updated project schedule, status reports, change requests, issues log, and a compilation of project deliverables.
11
RFP 3-1413
EXHIBIT B: COST AND PRICE FORMS
Page 16
RFP 3-1413 EXHIBIT B PRICE SUMMARY SHEET REQUEST FOR PROPOSALS (RFP) 3-1413 Enter below the proposed price for each of the work phases described in the Scope of Work, Exhibit A. Prices shall include direct costs, indirect costs, profits, and tax. The Authority’s intention is to award a firm-fixed price contract. Tasks
Description
Firm-Fixed Price
1
Initiation
$_____________
2
Discover
$_____________
3
Architect and Design
$_____________
4
Implementation Strategy
$_____________
5
Construct
$_____________
6
Pilot
$_____________
7
Implementation
$_____________
8
Operational Transition
$_____________
9
Project Closure
$_____________
Total Firm-Fixed Price $_____________ _______________________________________________________________
Page 17
RFP 3-1413 EXHIBIT B 1. I acknowledge receipt of RFP 3-1413 and Addenda No.(s) _____ 2. This offer shall remain firm for ____________ days from the date of proposal (Minimum 120) COMPANY NAME
_______________________________
ADDRESS
_______________________________ _______________________________
TELEPHONE
_______________________________
FACSIMILE #
_______________________________
EMAIL ADDRESS
_______________________________
SIGNATURE OF PERSON AUTHORIZED TO BIND OFFEROR
_______________________________
NAME AND TITLE OF PERSON AUTHORIZED TO BIND OFFEROR
_______________________________ _______________________________
DATE SIGNED
_______________________________
Page 18
RFP 3-1413
EXHIBIT C: PROPOSED AGREEMENT
Page 19
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
PROPOSED AGREEMENT NO. C-3-1413
2
BETWEEN
3
ORANGE COUNTY TRANSPORTATION AUTHORITY
4
AND
5 6
THIS AGREEMENT is effective this _____ day of ________________________, 2013, by and
7
between the Orange County Transportation Authority, 550 South Main Street, P.O. Box 14184, Orange,
8
California 92863-1584, a public corporation of the state of California (hereinafter referred to as
9
"AUTHORITY"), and , , (hereinafter referred to as "CONSULTANT").
10 11 12
WITNESSETH: WHEREAS, AUTHORITY requires assistance from CONSULTANT to provide Microsoft Office 365 Exchange Online implementation and migration services; and
13
WHEREAS, said work cannot be performed by the regular employees of AUTHORITY; and
14
WHEREAS, CONSULTANT has represented that it has the requisite personnel and experience,
15
and is capable of performing such services; and
16
WHEREAS, CONSULTANT wishes to perform these services;
17
NOW, THEREFORE, it is mutually understood and agreed by AUTHORITY and CONSULTANT
18
as follows:
19
ARTICLE 1.
COMPLETE AGREEMENT
20
A. This Agreement, including all exhibits and documents incorporated herein and made
21
applicable by reference, constitutes the complete and exclusive statement of the terms and conditions
22
of this Agreement between AUTHORITY and CONSULTANT and it supersedes all prior
23
representations, understandings and communications. The invalidity in whole or in part of any term or
24
condition of this Agreement shall not affect the validity of other terms or conditions.
25
B. AUTHORITY's failure to insist in any one or more instances upon CONSULTANT's
26
performance of any terms or conditions of this Agreement shall not be construed as a waiver or Page 1 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
relinquishment of AUTHORITY's right to such performance or to future performance of such terms or
2
conditions and CONSULTANT's obligation in respect thereto shall continue in full force and effect.
3
Changes to any portion of this Agreement shall not be binding upon AUTHORITY except when
4
specifically confirmed in writing by an authorized representative of AUTHORITY by way of a written
5
amendment to this Agreement and issued in accordance with the provisions of this Agreement.
6
ARTICLE 2.
7
The Chief Executive Officer of AUTHORITY, or designee, shall have the authority to act for and
8
AUTHORITY DESIGNEE
exercise any of the rights of AUTHORITY as set forth in this Agreement.
9
ARTICLE 3.
SCOPE OF WORK
10
A. CONSULTANT shall perform the work necessary to complete in a manner satisfactory to
11
AUTHORITY the services set forth in Exhibit A, entitled "Scope of Work," attached to and, by this
12
reference, incorporated in and made a part of this Agreement. All services shall be provided at the
13
times and places designated by AUTHORITY.
14
B. CONSULTANT shall provide the personnel listed below to perform the above-specified
15
services, which persons are hereby designated as key personnel under this Agreement.
16
Names
Functions
17 18 19 20
21
C. No person named in paragraph B of this Article, or his/her successor approved by
22
AUTHORITY, shall be removed or replaced by CONSULTANT, nor shall his/her agreed-upon function
23
or level of commitment hereunder be changed, without the prior written consent of AUTHORITY.
24
Should the services of any key person become no longer available to CONSULTANT, the resume and
25
qualifications of the proposed replacement shall be submitted to AUTHORITY for approval as soon as
26
possible, but in no event later than seven (7) calendar days prior to the departure of the incumbent key Page 2 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
person, unless CONSULTANT is not provided with such notice by the departing employee.
2
AUTHORITY shall respond to CONSULTANT within seven (7) calendar days following receipt of these
3
qualifications concerning acceptance of the candidate for replacement.
4
ARTICLE 4.
TERM OF AGREEMENT
5
This Agreement shall commence upon execution by both parties, and shall continue in full force
6
and effect through October 31, 2013, unless earlier terminated or extended as provided in this
7
Agreement.
8
ARTICLE 5.
PAYMENT
9
A. For CONSULTANT’s full and complete performance of its obligations under this Agreement
10
and subject to the maximum cumulative payment obligation provisions set forth in Article 6,
11
AUTHORITY shall pay CONSULTANT on a firm-fixed price basis in accordance with the following
12
provisions.
13
B. The following schedule shall establish the firm-fixed payment to CONSULTANT by
14
AUTHORITY for each work task set forth in the Scope of Work. The schedule shall not include any
15
CONSULTANT expenses not approved by AUTHORITY, including, but not limited to reimbursement for
16
local meals.
17
/
18
/
19
/
20
/
21
/
22
/
23
/
24
/
25
/
26
/ Page 3 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
Tasks
2
1
Initiation
.00
3
2
Discover
.00
4
3
Architect and Design
.00
5
4
Implementation Strategy
.00
6
5
Construct
.00
7
6
Pilot
.00
8
7
Implementation
.00
9
8
Operational Transition
.00
10
9
Project Closure
.00
11
Description
Firm-Fixed Price
TOTAL FIRM-FIXED PRICE PAYMENT
.00
12
C. CONSULTANT shall invoice AUTHORITY on a monthly basis for payments corresponding
13
to the work actually completed by CONSULTANT. Percentage of work completed shall be documented
14
in a monthly progress report prepared by CONSULTANT, which shall accompany each invoice
15
submitted by CONSULTANT. CONSULTANT shall also furnish such other information as may be
16
requested by AUTHORITY to substantiate the validity of an invoice. At its sole discretion, AUTHORITY
17
may decline to make full payment for any task listed in paragraph B of this Article until such time as
18
CONSULTANT has documented to AUTHORITY’s satisfaction, that CONSULTANT has fully
19
completed all work required under the task. AUTHORITY’s payment in full for any task completed shall
20
constitute AUTHORITY’s final acceptance of CONSULTANT’s work under such task.
21
D. Invoices shall be submitted by CONSULTANT on a monthly basis and shall be submitted in
22
duplicate to AUTHORITY’s Accounts Payable office.
23
monthly progress report specified in paragraph C of this Article. AUTHORITY shall remit payment
24
within thirty (30) calendar days of the receipt and approval of each invoice. Each invoice shall include
25
the following information:
26
1.
Each invoice shall be accompanied by the
Agreement No. C-3-1413; Page 4 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
2.
Specify the task number for which payment is being requested;
2
3.
The time period covered by the invoice;
3
4.
Total monthly invoice (including project-to-date cumulative invoice amount);
4
5.
Monthly Progress Report;
5
6.
Certification signed by the CONSULTANT or his/her designated alternate that a)
6
The invoice is a true, complete and correct statement of reimbursable costs and progress; b) The
7
backup information included with the invoice is true, complete and correct in all material respects; c) All
8
payments due and owing to subcontractors and suppliers have been made; d) Timely payments will
9
be made to subcontractors and suppliers from the proceeds of the payments covered by the
10
certification and; e) The invoice does not include any amount which CONSULTANT intends to withhold
11
or retain from a subcontractor or supplier unless so identified on the invoice.
12
7.
Any other information as agreed or requested by AUTHORITY to substantiate the
13
validity of an invoice.
14
ARTICLE 6.
15
Notwithstanding any provisions of this Agreement to the contrary, AUTHORITY and
16
CONSULTANT mutually agree that AUTHORITY's maximum cumulative payment obligation (including
17
obligation for CONSULTANT’s profit) shall be ___________ Dollars ($______.00) which shall include
18
all amounts payable to CONSULTANT for its subcontracts, leases, materials and costs arising from, or
19
due to termination of, this Agreement.
MAXIMUM OBLIGATION
20
ARTICLE 7.
NOTICES
21
All notices hereunder and communications regarding the interpretation of the terms of this
22
Agreement, or changes thereto, shall be effected by delivery of said notices in person or by depositing
23
said notices in the U.S. mail, registered or certified mail, returned receipt requested, postage prepaid
24
and addressed as follows:
25
/
26
/ Page 5 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
To CONSULTANT:
To AUTHORITY:
2
Orange County Transportation Authority
3
550 South Main Street
4
P.O. Box 14184
5
Orange, California 92863-1584
6
ATTENTION:
ATTENTION: Iris Mendoza
7
(714) 560 – 5786
8
[email protected]
9
ARTICLE 8.
INDEPENDENT CONTRACTOR
10
CONSULTANT's relationship to AUTHORITY in the performance of this Agreement is that of an
11
independent contractor. CONSULTANT's personnel performing services under this Agreement shall at
12
all times be under CONSULTANT's exclusive direction and control and shall be employees of
13
CONSULTANT and not employees of AUTHORITY. CONSULTANT shall pay all wages, salaries and
14
other amounts due its employees in connection with this Agreement and shall be responsible for all
15
reports and obligations respecting them, such as social security, income tax withholding, unemployment
16
compensation, workers' compensation and similar matters.
17
ARTICLE 9.
INSURANCE
18
A. CONSULTANT shall procure and maintain insurance coverage during the entire term of this
19
Agreement.
20
CONSULTANT shall provide the following insurance coverage:
21
Coverage shall be full coverage and not subject to self-insurance provisions.
1.
Commercial
General
Liability,
to
include
Products/Completed
Operations,
22
Independent Contractors’, Contractual Liability, and Personal Injury Liability, and Property Damage with
23
a minimum limit of $1,000,000.00 per occurrence and $2,000,000.00 general aggregate.
24 25 26
2.
Automobile Liability Insurance to include owned, hired and non-owned autos with a
combined single limit of $1,000,000.00 each accident; 3.
Workers’ Compensation with limits as required by the State of California including a Page 6 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
waiver of subrogation in favor of AUTHORITY, its officers, directors, employees or agents;
2
4.
Employers’ Liability with minimum limits of $1,000,000.00; and
3
5.
Professional Liability with minimum limits of $1,000,000.00 per claim.
4
B. Proof of such coverage, in the form of an insurance company issued policy endorsement
5
and a broker-issued insurance certificate, must be received by AUTHORITY prior to commencement of
6
any work. Proof of insurance coverage must be received by AUTHORITY within ten (10) calendar days
7
from the effective date of this Agreement with the AUTHORITY, its officers, directors, employees and
8
agents designated as additional insured on the general and automobile liability. Such insurance shall
9
be primary and non-contributive to any insurance or self-insurance maintained by the AUTHORITY.
10 11
C. CONSULTANT shall include on the face of the Certificate of Insurance the Agreement No. C-3-1413; and, the Contract Administrator’s Name, Iris Mendoza.
12
D. CONSULTANT shall also include in each subcontract the stipulation that subcontractors
13
shall maintain insurance coverage in the amounts required from CONSULTANT as provided in this
14
Agreement.
15 16
E. CONSULTANT shall immediately notify AUTHORITY of any modifications or cancellations of any required insurance policies.
17
ARTICLE 10. ORDER OF PRECEDENCE
18
Conflicting provisions hereof, if any, shall prevail in the following descending order of
19
precedence: (1) the provisions of this Agreement, including all exhibits; (2) the provisions of RFP
20
3-1413; (3) CONSULTANT’s proposal dated ____________; (4) all other documents, if any, cited
21
herein or incorporated by reference.
22
ARTICLE 11. CHANGES
23
By written notice or order, AUTHORITY may, from time to time, order work suspension and/or
24
make changes in the general scope of this Agreement, including, but not limited to, the services
25
furnished to AUTHORITY by CONSULTANT as described in the Scope of Work. If any such work
26
suspension or change causes an increase or decrease in the price of this Agreement, or in the time Page 7 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
required for its performance, CONSULTANT shall promptly notify AUTHORITY thereof and assert its
2
claim for adjustment within ten (10) calendar days after the change or work suspension is ordered, and
3
an equitable adjustment shall be negotiated.
4
CONSULTANT from proceeding immediately with the Agreement as changed.
However, nothing in this clause shall excuse
5
ARTICLE 12. DISPUTES
6
A. Except as otherwise provided in this Agreement, any dispute concerning a question of fact
7
arising under this Agreement which is not disposed of by supplemental agreement shall be decided by
8
AUTHORITY's Director, Contracts Administration and Materials Management (CAMM), who shall
9
reduce the decision to writing and mail or otherwise furnish a copy thereof to CONSULTANT. The
10
decision of the Director, CAMM, shall be final and conclusive.
11
B. The provisions of this Article shall not be pleaded in any suit involving a question of fact
12
arising under this Agreement as limiting judicial review of any such decision to cases where fraud by
13
such official or his representative or board is alleged, provided, however, that any such decision shall
14
be final and conclusive unless the same is fraudulent or capricious or arbitrary or so grossly erroneous
15
as necessarily to imply bad faith or is not supported by substantial evidence. In connection with any
16
appeal proceeding under this Article, CONSULTANT shall be afforded an opportunity to be heard and
17
to offer evidence in support of its appeal.
18
C. Pending final decision of a dispute hereunder, CONSULTANT shall proceed diligently with
19
the performance of this Agreement and in accordance with the decision of AUTHORITY's Director,
20
CAMM. This Disputes clause does not preclude consideration of questions of law in connection with
21
decisions provided for above. Nothing in this Agreement, however, shall be construed as making final
22
the decision of any AUTHORITY official or representative on a question of law, which questions shall be
23
settled in accordance with the laws of the state of California.
24
ARTICLE 13. TERMINATION
25
A. AUTHORITY may terminate this Agreement for its convenience at any time, in whole or
26
part, by giving CONSULTANT written notice thereof. Page 8 of 14
Upon said notice, AUTHORITY shall pay
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
CONSULTANT its allowable costs incurred to date of termination and those allowable costs determined
2
by AUTHORITY to be reasonably necessary to effect such termination. Thereafter, CONSULTANT
3
shall have no further claims against AUTHORITY under this Agreement.
4
B. AUTHORITY may terminate this Agreement for CONSULTANT's default if a federal or state
5
proceeding for the relief of debtors is undertaken by or against CONSULTANT, or if CONSULTANT
6
makes an assignment for the benefit of creditors, or if CONSULTANT breaches any term(s) or violates
7
any provision(s) of this Agreement and does not cure such breach or violation within ten (10) calendar
8
days after written notice thereof by AUTHORITY. CONSULTANT shall be liable for all reasonable costs
9
incurred by AUTHORITY as a result of such default including, but not limited to, reprocurement costs of
10
the same or similar services defaulted by CONSULTANT under this Agreement.
11
ARTICLE 14. INDEMNIFICATION
12
CONSULTANT shall indemnify, defend and hold harmless AUTHORITY, its officers, directors,
13
employees and agents from and against any and all claims (including attorneys' fees and reasonable
14
expenses for litigation or settlement) for any loss or damages, bodily injuries, including death, damage
15
to or loss of use of property caused by the negligent acts, omissions or willful misconduct by
16
CONSULTANT, its officers, directors, employees, agents, subcontractors or suppliers in connection
17
with or arising out of the performance of this Agreement.
18
ARTICLE 15. ASSIGNMENTS AND SUBCONTRACTS
19
A. Neither this Agreement nor any interest herein nor claim hereunder may be assigned by
20
CONSULTANT either voluntarily or by operation of law, nor may all or any part of this Agreement be
21
subcontracted by CONSULTANT, without the prior written consent of AUTHORITY.
22
AUTHORITY shall not be deemed to relieve CONSULTANT of its obligations to comply fully with all
23
terms and conditions of this Agreement.
Consent by
24
B. AUTHORITY hereby consents to CONSULTANT's subcontracting portions of the Scope of
25
Work to the parties identified below for the functions described in CONSULTANT's proposal.
26
CONSULTANT shall include in the subcontract agreement the stipulation that CONSULTANT, not Page 9 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
AUTHORITY, is solely responsible for payment to the subcontractor for the amounts owing and that the
2
subcontractor shall have no claim, and shall take no action, against AUTHORITY, its officers, directors,
3
employees or sureties for nonpayment by CONSULTANT.
4
Subcontractor Name/Addresses
Subcontractor Amounts
5
$
.00
6
$
.00
7
ARTICLE 16. AUDIT AND INSPECTION OF RECORDS
8
CONSULTANT shall provide AUTHORITY, or other agents of AUTHORITY, such access to
9
CONSULTANT's accounting books, records, payroll documents and facilities, as AUTHORITY deems
10
necessary. CONSULTANT shall maintain such books, records, data and documents in accordance
11
with generally accepted accounting principles and shall clearly identify and make such items readily
12
accessible to such parties during CONSULTANT's performance hereunder and for a period of four (4)
13
years from the date of final payment by AUTHORITY. AUTHORITY’s right to audit books and records
14
directly related to this Agreement shall also extend to all first-tier subcontractors identified in Article 15
15
of this Agreement. CONSULTANT shall permit any of the foregoing parties to reproduce documents by
16
any means whatsoever or to copy excerpts and transcriptions as reasonably necessary.
17
ARTICLE 17. CONFLICT OF INTEREST
18
CONSULTANT agrees to avoid organizational conflicts of interest. An organizational conflict
19
of interest means that due to other activities, relationships or contracts, CONSULTANT is unable, or
20
potentially unable, to render impartial assistance or advice to AUTHORITY; CONSULTANT’s
21
objectivity in performing the work identified in the Scope of Work is or might be otherwise impaired;
22
or the CONSULTANT has an unfair competitive advantage. CONSULTANT is obligated to fully
23
disclose to AUTHORITY in writing Conflict of Interest issues as soon as they are known to
24
CONSULTANT. All disclosures must be submitted in writing to AUTHORITY pursuant to the Notice
25
provision herein. This disclosure requirement is for the entire term of this Agreement.
26
/ Page 10 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
ARTICLE 18. CODE OF CONDUCT
2
CONSULTANT agrees to comply with AUTHORITY’s Code of Conduct as it relates to Third-
3
Party contracts which is hereby referenced and by this reference is incorporated herein.
4
CONSULTANT agrees to include these requirements in all of its subcontracts.
5
ARTICLE 19. FEDERAL, STATE AND LOCAL LAWS
6
CONSULTANT warrants that in the performance of this Agreement, it shall comply with all
7
applicable federal, state and local laws, statutes and ordinances and all lawful orders, rules and
8
regulations promulgated thereunder.
9
ARTICLE 20. EQUAL EMPLOYMENT OPPORTUNITY
10
In connection with its performance under this Agreement, CONSULTANT shall not discriminate
11
against any employee or applicant for employment because of race, religion, color, sex, age or national
12
origin. CONSULTANT shall take affirmative action to ensure that applicants are employed, and that
13
employees are treated during their employment, without regard to their race, religion, color, sex, age or
14
national origin. Such actions shall include, but not be limited to, the following: employment, upgrading,
15
demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other
16
forms of compensation; and selection for training, including apprenticeship.
17
ARTICLE 21. PROHIBITED INTERESTS
18
CONSULTANT covenants that, for the term of this Agreement, no director, member, officer or
19
employee of AUTHORITY during his/her tenure in office or for one (1) year thereafter shall have any
20
interest, direct or indirect, in this Agreement or the proceeds thereof.
21
ARTICLE 22. OWNERSHIP OF REPORTS AND DOCUMENTS
22
A. The originals of all letters, documents, reports and other products and data produced under
23
this Agreement shall be delivered to, and become the property of AUTHORITY. Copies may be made
24
for CONSULTANT's records but shall not be furnished to others without written authorization from
25
AUTHORITY. Such deliverables shall be deemed works made for hire and all rights in copyright therein
26
shall be retained by AUTHORITY. Page 11 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
B. All ideas, memoranda, specifications, plans, manufacturing, procedures, drawings,
2
descriptions, and all other written information submitted to CONSULTANT in connection with the
3
performance of this Agreement shall not, without prior written approval of AUTHORITY, be used for any
4
purposes other than the performance under this Agreement, nor be disclosed to an entity not connected
5
with the performance of the project. CONSULTANT shall comply with AUTHORITY’s policies regarding
6
such material. Nothing furnished to CONSULTANT, which is otherwise known to CONSULTANT or is
7
or becomes generally known to the related industry shall be deemed confidential. CONSULTANT shall
8
not use AUTHORITY’s name, photographs of the project, or any other publicity pertaining to the project
9
in any professional publication, magazine, trade paper, newspaper, seminar or other medium without
10
the express written consent of AUTHORITY.
11
C. No copies, sketches, computer graphics or graphs, including graphic artwork, are to be
12
released by CONSULTANT to any other person or agency except after prior written approval by
13
AUTHORITY, except as necessary for the performance of services under this Agreement. All press
14
releases, including graphic display information to be published in newspapers, magazines, etc., are to
15
be handled only by AUTHORITY unless otherwise agreed to by CONSULTANT and AUTHORITY.
16
ARTICLE 23. PATENT AND COPYRIGHT INFRINGEMENT
17
A. In lieu of any other warranty by AUTHORITY or CONSULTANT against patent or copyright
18
infringement, statutory or otherwise, it is agreed that CONSULTANT shall defend at its expense any
19
claim or suit against AUTHORITY on account of any allegation that any item furnished under this
20
Agreement or the normal use or sale thereof arising out of the performance of this Agreement, infringes
21
upon any presently existing U. S. letters patent or copyright and CONSULTANT shall pay all costs and
22
damages finally awarded in any such suit or claim, provided that CONSULTANT is promptly notified in
23
writing of the suit or claim and given authority, information and assistance at CONSULTANT's expense
24
for the defense of same. However, CONSULTANT will not indemnify AUTHORITY if the suit or claim
25
results from: (1) AUTHORITY's alteration of a deliverable, such that said deliverable in its altered form
26
infringes upon any presently existing U.S. letters patent or copyright; or (2) the use of a deliverable in Page 12 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
combination with other material not provided by CONSULTANT when such use in combination infringes
2
upon an existing U.S. letters patent or copyright.
3
B. CONSULTANT shall have sole control of the defense of any such claim or suit and all
4
negotiations for settlement thereof. CONSULTANT shall not be obligated to indemnify AUTHORITY
5
under any settlement made without CONSULTANT's consent or in the event AUTHORITY fails to
6
cooperate fully in the defense of any suit or claim, provided, however, that said defense shall be at
7
CONSULTANT's expense. If the use or sale of said item is enjoined as a result of such suit or claim,
8
CONSULTANT, at no expense to AUTHORITY, shall obtain for AUTHORITY the right to use and sell
9
said item, or shall substitute an equivalent item acceptable to AUTHORITY and extend this patent and
10
copyright indemnity thereto.
11
ARTICLE 24. FINISHED AND PRELIMINARY DATA
12
A. All of CONSULTANT’s finished technical data, including but not limited to illustrations,
13
photographs, tapes, software, software design documents, including without limitation source code,
14
binary code, all media, technical documentation and user documentation, photoprints and other graphic
15
information required to be furnished under this Agreement, shall be AUTHORITY’s property upon
16
payment and shall be furnished with unlimited rights and, as such, shall be free from proprietary
17
restriction except as elsewhere authorized in this Agreement. CONSULTANT further agrees that it
18
shall have no interest or claim to such finished, AUTHORITY-owned, technical data; furthermore, said
19
data is subject to the provisions of the Freedom of Information Act, 5 USC 552.
20
B. It is expressly understood that any title to preliminary technical data is not passed to
21
AUTHORITY but is retained by CONSULTANT.
22
software design documents, layouts and comprehensives prepared by CONSULTANT solely for the
23
purpose of demonstrating an idea or message for AUTHORITY’s acceptance before approval is given
24
for preparation of finished artwork. Preliminary data title and right thereto shall be made available to
25
AUTHORITY if CONSULTANT causes AUTHORITY to exercise Article 11, and a price shall be
26
negotiated for all preliminary data.
Preliminary data includes roughs, visualizations,
Page 13 of 14
PROPOSED AGREEMENT NO. C-3-1413 EXHIBIT C 1
ARTICLE 25. FORCE MAJEURE
2
Either party shall be excused from performing its obligations under this Agreement during the
3
time and to the extent that it is prevented from performing by an unforeseeable cause beyond its
4
control, including but not limited to: any incidence of fire, flood; acts of God; commandeering of material,
5
products, plants or facilities by the federal, state or local government; national fuel shortage; or a
6
material act or omission by the other party; when satisfactory evidence of such cause is presented to
7
the other party, and provided further that such nonperformance is unforeseeable, beyond the control
8
and is not due to the fault or negligence of the party not performing.
9 10 11
ARTICLE 26. HEALTH AND SAFETY REQUIREMENT CONSULTANT shall comply with all the requirements set forth in Exhibit E, Level 2 Safety Specifications.
12
This Agreement shall be made effective upon execution by both parties.
13
IN WITNESS WHEREOF, the parties hereto have caused this Agreement No. C-3-1413 to be
14
executed on the date first above written.
15
CONSULTANT
16
By ________________________________ By ________________________________ Carolina Coppolo Manager, Contracts and Procurement
17
ORANGE COUNTY TRANSPORTATION AUTHORITY
18 19
APPROVED AS TO FORM:
20
By ________________________________ Kennard R. Smart, Jr. General Counsel
21 22 23 24 25 26
Page 14 of 14
RFP 3-1413
EXHIBIT D: STATUS OF PAST AND PRESENT CONTRACTS FORM
Page 20
RFP 3-1413 EXHIBIT D STATUS OF PAST AND PRESENT CONTRACTS FORM On the form provided below, Offeror shall list the status of past and present contracts where the firm has either provided services as a prime contractor or a subcontractor during the past five (5) years in which the contract has ended or will end in a termination, settlement, or in legal action. A separate form must be completed for each contract. Offeror shall provide an accurate contact name and telephone number for each contract and indicate the term of the contract and the original contract value. If the contract was terminated, list the reason for termination. Offeror must also identify and state the status of any litigation, claims, or settlement agreements related to any of the identified contracts. Each form must be signed by an officer of the Offeror confirming that the information provided is true and accurate. Project city/agency/other: Contact Name: Project Award Date:
Phone: Original Contract Value:
Term of Contract: 1) Status of contract:
2) Identify claims/litigation or settlements associated with the contract:
3) Reason for termination
By signing this Form entitled “Status of Past and Present Contracts,” I am affirming that all of the information provided is true and accurate. ____________________________________ Name _______________________________ Title
Page 21
_________________________ Date
RFP 3-1413
EXHIBIT E: SAFETY SPECIFICATIONS
Page 22
RFP 3-1413 EXHIBIT E LEVEL 2 SAFETY SPECIFICATIONS PART I – GENERAL 1.1 GENERAL HEALTH, SAFETY & ENVIRONMENTAL REQUIREMENTS A. The Contractor, its subcontractors, suppliers, and employees have the obligation to comply with all Authority health, safety and environmental compliance department (HSEC) policies, as well as all federal, state, and local regulations pertaining to scope of work, contracts or agreements with the Authority. Additionally, manufacturer requirements are considered incorporated by reference as applicable to this scope of work. B. Observance of repeated unsafe acts or conditions, serious violation of safety standards, non-conformance of Authority health, safety and environmental compliance department (HSEC) requirements, or disregard for the intent of these safety specifications to protect people and property, by Contractor may be cause for termination of this agreement with the Authority, at the sole discretion of the Authority. C. INJURY AND ILLNESS PREVENTION PLAN The Contractor shall submit to the Authority, a copy of their company Injury and Illness Prevention Plan (IIPP) in accordance with California Code of Regulations (CCR) Title 8, Section 3203. The intent and elements of the IIPP shall be implemented and enforced by the Contractor and its sub-tier contractors, suppliers, and vendors. D. Policy or Certification of Compliance Company’s Substance Abuse Prevention Policy. E. HAZARD COMMUNICATION PROGRAM 1. Contractor shall comply with CCR Title 8, Section 5194, Hazard Communication Standard. Prior to use on Authority property and/or project work areas Contractor shall provide the Authority Project Manager copies of MSDS for all applicable products. 2. All chemicals including paint, solvents, detergents and similar substances shall comply with South Coast Air Quality Management District (SCAQMD) rules 103, 1113, and 1171. F. DESIGNATED SAFETY REPRESENTATIVE 1. Before beginning on-site activities, the Contractor shall designate an onsite Safety Representative. This person shall be a competent or qualified individual as defined by the Occupational, Safety, and Health Administration (OSHA), familiar with applicable CCR Title 8 Standards, and has the authority to affect changes in work procedures that may have associated schedule and budget impacts. Level 2 Safety Specifications
PAGE 1 OF 4
Revision 3, 5/31/12
RFP 3-1413 EXHIBIT E
2. The Contractor shall provide the Authority’s Project Manager a resume outlining the qualifications, or job experience of Contractor’s competent person that assumes the position of the Contractor Safety Representative assigned to the project. The Contractor’s safety representative for Authority projects are subject to Acceptance by the Authority Project Manager. All contact information of the safety representative (name, phone, and fax and pager/cell phone number) shall be provided to the Authority Project Manager. 3. The Contractor’s Safety Representative shall have, as a minimum, a 30 hour OSHA training certificate, five (5) years experience on similar scope projects. The authority reserves the right to allow for an exception of these minimum qualification requirements for unforeseen circumstances, at the sole discretion of the Authority Project Manager and HSEC department. 4. Competent Person means one who is capable of identifying existing and predictable hazards in the surroundings or working conditions which are unsanitary, hazardous, or dangerous to employees, and who has authorization to take prompt corrective measures to eliminate them. G. ORIENTATION 1. The Contractor shall conduct and document a project site safety orientation for all Contractor personnel, sub-tier contractors, suppliers, vendors, and new employees assigned to the project prior to performing any work on Authority projects. The safety orientation at a minimum shall include, as applicable, Personal Protection Equipment (PPE) requirements, eye protection, ANSI class 2 reflective vests, designated smoking, eating, and parking areas, traffic speed limit and routing, cell phone policy, and barricade requirements. When required by scope, additional orientation shall include fall protection, energy isolation/lockout/tag-out (LOTO), confined space, hot work permit, security requirements, and similar project safety requirements. H. TRAFFIC & PARKING 1. The Contractor shall ensure that all Contractor vehicles, including those of its sub-tier contractors, suppliers, vendors and employees are parked in designated parking areas, are identified by company name and/or logo, and comply with traffic routes, and posted traffic signs in areas other than the employee parking lots. I. GENERAL PROVISIONS 1. The Contractor shall provide all necessary tools, equipment, and related safety protective devices to execute the scope of work in compliance with Authority’s HSEC requirements, CCR Title 8 Standards, and recognized safe work practices.
Level 2 Safety Specifications
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Revision 3, 5/31/12
RFP 3-1413 EXHIBIT E 2. The Contractor shall immediately notify the Authority’s Project Manager whenever local, state or federal regulatory agency personnel are identified as being onsite. 3. The Authority HSEC requirements, and references contained within this scope of work shall not be considered all-inclusive as to the hazards that might be encountered. Safe work practices shall be pre-planned and performed, and safe conditions shall be maintained during the course of this work scope. 4. The Contractor shall specifically acknowledge that it has primary responsibility to prevent and correct all health, safety and environmental hazards for which it and its employees, or its sub-tier contractors (and their employees) are responsible. The Contractor shall further acknowledge their expertise in recognition and prevention of hazards in the operations for which they are responsible, that the Authority may not have such expertise, and is relying upon the Contractor for such expertise. The Authority retains the right to notify the Contractor of potential hazards and request the Contractor to evaluate and, as necessary, to eliminate those hazards. 5. The Contractor shall instruct all its employees, and all associated subcontractors under contract with the Contractor who are required to work on Authority property in the recognition, identification, and avoidance of unsafe acts and/or conditions applicable to its work. 6. California Code of Regulations (CCR) Title 8 Standards are minimum requirements, and each Contractor is encouraged to exceed minimum requirements. When the Contractor safety requirements exceed statutory standards, the more stringent requirements shall be achieved for the safeguard of the public and workers. 1.2
INCIDENT NOTIFICATION AND INVESTIGATION A. The Authority shall be promptly notified of any of the following types of incidents: 1. Damage to Authority property (or incidents involving third party property damage); 2. Reportable and/or Recordable injuries (as defined by the U. S. Occupational Safety and Health Administration); 3. Incidents impacting the environment, i.e. spills or releases on Authority property. B. Notifications shall be made to Authority representatives, employees and/or agents. This includes incidents occurring to contractors, vendors, visitors, or members of the general public that arise from the performance of Authority contract work. An initial written incident investigation report shall be submitted to Authority’s Project Manager within 24 hours of the incident.
Level 2 Safety Specifications
PAGE 3 OF 4
Revision 3, 5/31/12
RFP 3-1413 EXHIBIT E C. A final written incident investigative report shall be submitted within seven (7) calendar days, and include the following information. The current status of anyone injured, photos of the incident area, detailed description of what happened, the contributing factors that lead to the incident occurrence, a copy of the company policy or procedure associated with the incident and evaluation of effectiveness, copy of the task planning documentation, and the corrective action initiated to prevent recurrence. This information shall be considered the minimum elements required for a comprehensive incident report acceptable to OCTA. 1.3
PERSONAL PROTECTIVE EQUIPMENT Contractors, and all associated sub-tier contractors, vendors and suppliers are required to provide their own personal protective equipment (PPE), including eye, head, foot, and hand protection, respirators, reflective safety vests, and all other PPE required to perform their work safely on Authority projects.
1.4
LANGUAGE REQUIREMENTS The Contractor for safety reasons shall ensure employees that do not read, or understand English, shall have a bilingual supervisor or foreman when on the Authority property or projects.
1.5
WARNING SIGNS AND DEVICES The Contractor shall provide signs, signals, and/or warning devices to be visible at all times when and where a hazard exists. Signs, signals, and/or warning devices shall be removed when the hazard no longer exists.
1.6
REFERENCES A. B. C. D. E. F. G.
CCR Title 8 Standards (Cal/OSHA) FCR Including 1910 and 1926 Standards NFPA, NEC, ANSI, NIOSH Standards OCTA Construction Management Procedures Manual OCTA Yard Safety Rules OCTA Emergency Response Guide OCTA Weekly Safety Briefings END OF SECTION
Level 2 Safety Specifications
PAGE 4 OF 4
Revision 3, 5/31/12
