REQUEST FOR UNSEALED PROPOSALS SET-ASIDE: SMALL BUSINESS SET-ASIDE AWARD PRIORITY Issue Date:
January 29, 2015
Unsealed RFP Number:
VCCS-ITS-15-056
Title:
DOCUMENTS MANAGEMENT MIGRATION SERVICES - NVCC
Commodity Code:
95882 – Records Management Services
Issuing Agency:
Commonwealth of Virginia Virginia Community College System Purchasing Office - 16th Floor James Monroe Building 101 North 14th Street Richmond, VA 23219
Initial Period of Contract: One year from date of award or through completion of stated work/services. Informal Unsealed Proposals Due Date and Time: Unsealed Proposals for furnishing the goods/services described herein will be received until 2:00 P.M. (EST), Tuesday, February 17, 2015. Proposals must reach the issuing agency at the above address and department by the deadline stated in order to be considered. Proposals may be mailed/courier or sent via fax to 804/819-4764 or electronically to
[email protected]. Pre-Proposal Conference: None Questions/inquiries: All questions/inquiries for information are to be directed to Anthony E. Cannion, Assistant Director, telephone: (804) 819-4965 or via fax: 804-819-4764 or e-mail to
[email protected], referencing this solicitation by number and title, and must be received by 12:00 noon (EST), February 4, 2015. Response to questions/inquiries will be issued in an Addendum, if needed, by February 9, 2015. In compliance with this request for proposals and to all the conditions imposed therein and hereby incorporated by reference, the undersigned offers and agrees to furnish the goods/services in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation. Virginia Contractor License No.: _____
Class: _______
Specialty Codes: ________
Name and Address of Firm: ________________________________
Date: ____________________________
________________________________
By: ______________________________ Signature in Ink
________________________________ Name/Title: ______________________________ ________________________________
Telephone Number: ____________________
eVA Vendor ID or DUNS Number. ________________ Email: _____________________________________ Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, Section 2.2-4343.1 or against a bidder or Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.
I. PURPOSE: The purpose of this solicitation is to solicit informal unsealed proposals in order to establish a contract with a contractor having the qualifications, expertise and experience with ImageNow data and documents management conversions. Goal of this conversion project is to migrate all identified documents from Northern Virginia Community College ImageNow system to the Virginia Community College System ImageNow system. II. BACKGROUND: Virginia’s Community Colleges were created more than 40 years ago to address Virginia's unmet needs in higher education and workforce training. The Virginia Community College System (VCCS) is made up of twenty-three (23) community colleges across Virginia. The mission of each college is to address the unmet education and training needs of students, employers, and the community. Northern Virginia Community College (NVCC), one of the 23 community colleges, has identified a requirement by the VCCS to transfer all locally stored ImageNow content to the VCCS Enterprise System. The VCCS Enterprise System is maintained by the VCCS and hosted at a third (3rd) party facility located in Sandston, Virginia with a DR location available in Dalesville, Virginia. Content migration will consist of: Workflows Scripts Routing Rules Alarms Integration between ImageNow and Other Systems Document Type Lists Document Types Application Plans User Groups Users Document Views Drawers Annotations Custom Properties Capture Profiles/Scanning Profiles on the server III. OBJECTIVE The primary objective of this project is to ensure that the content migration is implemented with little to no impact on the user community (i.e., loss in services, content or support). This project is considered a large-scale migration, which will require dedicated resources to implement and manage the project. Currently, NVCC is the second-largest college in the United States and the largest of all educational institutions in Virginia. Over eighty percent (80%) of NVCC employees at six (6) campuses and four (4) educational centers currently use the ImageNow system operated and supported by Northern Virginia Community College and hosted at their Annandale Campus, Annandale, Virginia. As a result, NVCC will be migrating 6.7 million plus images to the VCCS Enterprise System. In addition, once the migration is completed, NVCC will require the VCCS Office support staff to provide continuous end users support for all NVCC end users and provide routine maintenance for the Enterprise System. IV. DEFINITIONS 1. Imaging: The act of importing documents / Images into ImageNow via scanning, faxing, emailing or using the print to ImageNow feature. 2
2. Level 1 licensed scanner: Level 1 licensed scanner refers to ImageNow/CaptureNow ISIS licensing, which is based on the speed of the scanner. Level 1 scanners are capable of scanning 50 pages per minute. 3. Level 2 licensed scanner: Level 2 licensed scanner refers to ImageNow/CaptureNow ISIS licensing, which is based on the speed of the scanner. Level 2 scanners are capable of scanning 100 pages a minute. 4. Level 3 licensed scanner: Level 3 licensed scanner refers to ImageNow/CaptureNow ISIS licensing, which is based on the speed of the scanner. Level 3 scanners are capable of scanning 200 to 500 pages a minute. 5. ITAPM: NVCC’s IT Applications and Project Management department. V. STATEMENT OF NEEDS: A. Overview The college is seeking a fully automated solution and assistance from individuals with the appropriate skill sets to migrate approximately 6.7 million images (some multi-page TIFFs and PDFs) from its existing ImageNow 6.6.0 R684 system to the VCCS ImageNow 6.6.0 994 Enterprise System. All annotations, notes, custom properties, scripts, history, and routing rules must be successfully migrated. The migration must occur in the ImageNow Test environment first and then the ImageNow Production environment after successful user acceptance testing (UAT). Please note that the VCCS Enterprise System (both the production and non-production instances) will be upgraded to ImageNow 6.7.0.3683 prior to starting this conversion. Multiple indexes and cross-referencing are required for the accurate transfer of the 500 plus document types currently existing. The contractor will migrate approximately 6.7 million electronic documents (some multi-page TIFFs and PDFs) that are currently stored in NVCC’s ImageNow system. 1. What Needs to be Migrated: The following is a list of items that currently needs to be migrated from NVCC’s local system to the VCCS Enterprise System (ImageNow Test and then ImageNow Production):
Over 6.7 million Images 58 Drawers 28 Workflows 500 + document types 30 + document type lists 850 + Users 80 User Groups 16 Automatic Linking Learn Mode Application Plans 50 Manual Linking Application Plans Oracle Back-End (26.5 GB Database) 220 + scanners (90% are level 1)
2. NVCC’s ImageNow Infrastructure & Software Environment The ImageNow system is designed to create electronic central repositories where college documents are stored. By creating these repositories, it allows all authorized constituents to view electronic 3
copies of documents regardless of which campus or division they are located. The following hardware and software components are used to support the NVCC ImageNow system:
1 Dell PowerEdge 2960 servers running Windows server 2003 SP 2 and ImageNow version 6.6.0 R684
1 Dell PowerEdge 2960 server running Windows server 2003 SP 2 and Oracle 10G (database size 26.5 GB)
NetApp storage
Dell Desktops and Laptops running Windows 7
Scanner Models o Canon DR 1210C, 2010C, 3080II o Fujitsu fi 4530C, 5015C, 5110C , 5530C2, 6130z, 6140, 7160 o HP 70000S2
200 Level 1 licensed scanners
19 Level 2 licensed scanners
2 Level 3 licensed scanners
As part of a continuous improvement process and an attempt to meet availability requirements, NVCC is in the process of upgrading its ImageNow infrastructure and software environment. The following work is currently being done:
Upgrading server operating systems from Windows 2003 server to Windows 2008 server Migrating Oracle data from server internal drives to NetApp LUNS at production datacenter in Annandale and then to backup datacenter in Manassas Migrating from utilizing Oracle as database to SQL Migrating current ImageNow application server to virtual server using VMWare Bring an additional application server online to be used for load balancing Publishing ImageNow client via XenApp server Route ImageNow access thru Load Balancer Adding 60 level 1 scanners Adding 20 level 2 scanners
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3. ImageNow Functionality Being Utilized by NVCC a. Workflows ITAPM facilitates the workflows for various departments at NVCC utilizing ImageNow. This process includes set-up, training, support and monitoring access controls for all workflows on a frequent basis. An ImageNow administrator creates a workflow for department’s documents that coordinates with their business process. ImageNow Workflow lets departments route a document through a business process from start to finish with a customizable set of options. They can add a document to workflow, route it to another user’s or group’s queue, respond to alarms and messages about the status of an item, and process it by, for example, viewing or annotating it. The NVCC departments or entities utilizing workflows are:
Admissions & Records o Records Work flow Academic Divisions o AS Program of Study Budget Office o Budget Office – General o Budget Office - Grants Business Office o Business Services LEX Central Records Office o Records Workflow Controller’s Office o CO Accounts Payable 5
o CO Deposits o CO Journal Entries o CO Perkins Loans Disability Services o Disabilities Services Dual Enrollment o Dual Enrollment Extended Learning Institute (ELI) o ELI Documents College Financial Aid Office o College Financial Aid Office Human Resources o HR Adjunct o HR Applicants o HR Employment o HR 19 IT project Management o Project Management IT Security o IT Security Medical Education Campus o MEC Clinic Military Services o Military Services Parking Services o Parking services Pathway o Pathway Payroll o Payroll Student Services o SS Staff Tuition Contracts o Tuition Contracts Veteran Affairs o Veteran Affairs Work Study o Work Study Workforce Development o Workforce Development
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Please click the Appendix 1 icon below to see workflow diagrams.
Appendix 1.pdf
b. Application Plans: Application plans link documents/images to external business applications such as AP, HR or student records management. NVCC utilizes both manual and learn mode application plans. Please find below a list of all NVCC’s manual and learn mode application plans: i. Manual 1. Application Manual Entry 2. AS Catalog Changes 3. AS Course Content Summary 4. AS Program of Study 5. Automotive (MA) 6. BUD – Agreement/Awards 7. BUD – General 8. BUD – Grants Financial Reports 9. BUS LEX 10. BUS Risk Management 11. CO – Accounts Payable 12. CO - Deposits 13. CO – Journal Entries 14. CO – Perkins Loans 15. CO – Vendor File 16. Dual Enrollment 17. F1 Manual Entry 18. FA Manual Entry 19. HR Adjunct Scanning 20. HR Employment 21. HR Employment (Payroll) 22. HR I9 23. HR Personnel Files 24. HR Positions 25. HR Recruitment 26. IT Account Management 27. IT Contract Management 28. IT Project Management 29. IT Telecom 30. IT Telecom OGTS 31. Liberal Arts 32. MEC Clinic 33. Military Services Manual Entry 7
34. OIR Library 35. OIR VP Manual Entry 36. OISS Budget 37. OISS Staff Records 38. Parking Services Appeals 39. Parking Services Docs 40. Parking Services Operations 41. Pathway 42. Payroll HR 43. Payroll Paycalls by Frequency 44. President 45. Provost MA – Admin. Council 46. Records Manual Entry 47. SS – Committees 48. SS – Conferences 49. SS – Staff/Employee Documents 50. SSDL Adjunct 51. Tuition Contracts 52. Veterans – Manual Entry 53. Vice President 54. WD Instructions 55. Work-Study Manual Entry ii. Learn Mode 1. CO – Accounts Payable AIS 2. Disabilities Services PeopleSoft 3. Dual Enrollment PeopleSoft 4. ELI PeopleSoft 5. F1 PeopleSoft 6. FA PeopleSoft 7. HR Applic Denosys 8. HR Application Access Hyperlearn 9. IT Account Forms 10. Local Funds 11. Military Services PeopleSoft 12. Payroll CIPPS (Mainframe) 13. Records PeopleSoft 14. Veterans PeopleSoft Please click on the Appendix 2 icon below to see Application Plans.
Appendix 2.pdf
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c. WebNow WebNow provides a browser-based solution. WebNow works with ImageNow to instantly deliver to your browser secure, digital versions of paper or other electronic documents associated with workflow activities or application software transactions. d. Scan to Email This feature allow users of the system to scan and email a document/image directly into a workflow. e. Scripting In order to facilitate integration between ImageNow and other systems, scripts are sometimes utilized. f. ImageNow Integration with Other Systems & Software (i) Dynamic Forms Dynamic Forms provides a simple way for non- technical users to take any paper-based form and quickly build a sophisticated interactive form that can be published to an intranet or internet. Dynamic Forms utilizes a Data/Image Exchange feature that facilitates downloading copies of completed forms directly into ImageNow on a predefined schedule. (ii) E-forms E-forms refers to forms developed by NVCC developer. Once the forms are completed online, a copy of the form is transferred to ImageNow for archiving. (iii) Microsoft Active Directory Microsoft Active Directory is a directory service that Microsoft developed for Windows domain networks and is included in most Windows Server operating systems as a set of processes and services. An AD domain controller authenticates and authorizes all users and computers in a Windows domain type network—assigning and enforcing security policies for all computers and installing or updating software. NVCC utilizes Microsoft Active Directory services to control access to ImageNow. (v) Internet Explorer Internet Explorer (IE) is a web browsing software developed by Microsoft and is the main tool used for taking advantage of ImageNow application plans capabilities (linking). NVCC uses IE to capture an image of a website using ImageNow. ImageNow then uses that image to create an index which is then used to link document to employees, students, and vendors by using unique identifiers such as EMPILID’s. (vi) Microsoft Exchange Microsoft Exchange is an email platform developed by Microsoft. NVCC utilizes Microsoft Exchange to send document to college staff directly from of its ImageNow system. In addition, NVCC utilizes Microsoft Exchange to directly import documents/images into predefined workflows.
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B. Responsibilities Although the contractor will be responsible for the actual migration of data, the expectation is that NVCC and the VCCS will also have shared responsibilities as part of this project, as well. The VCCS and NVCC will both provide the contractor with the name of a point of contact and provide the contractor access to both the NVCC ImageNow system and the VCCS Enterprise System. The point of contact should be able to provide answers to questions in regards to the data being migrated, system functionality in terms of workflow design and logic and ImageNow integration with other systems. C. Deliverables The following will be considered deliverables for this project:
Migration of approximately 6.7 million electronic documents/images from NVCC’s local ImageNow 6.6.0 R684 system into the VCCS Enterprise System ImageNow 6.6.0 994 system. This migration must occur in ImageNow Test and then ImageNow Production after successful user acceptance testing (UAT). (See note in Section V. regarding the planning for ImageNow 6.7.0.3683 upgrade.)
The migration of everything listed in Section V. “D. Completion Criteria”. associated with the 6.7+ million electronic documents/images have been migrated to the VCCS Enterprise System. Project Plan and Timeline provided by the contractor. Testing and acceptance criteria to include audit methodology provided by contractor.
D. Qualifications and Experience The selected contractor must have the skills, knowledge and experience to convert electronic documents from NVCC’s existing ImageNow system into the VCCS Enterprise System Document Management System (ImageNow). Conversion project must not inconvenience the end user in any manner. Contractor should have experience with ImageNow and/or Perceptive software. E. Completion Criteria The completion criteria for this project will be as follows: 1. All images/documents successfully migrated from NVCC’s local ImageNow system to the VCCS Enterprise System. 2. All of the following have been successfully migrated from NVCC’s local ImageNow system to the VCCS Enterprise System: o Workflows o Scripts o Routing Rules o Alarms o Integration between ImageNow and Other Systems o Document Type Lists o Document Types o Application Plans o User Groups o Users 10
o o o o o
Document Views Drawers Annotations Custom Properties Capture Profiles/Scanning Profiles on the server
3. All functionality currently utilized by NVCC is configured and operational in the VCCS Enterprise System. o o o o o o o
WebNow Scan to Email ImageNow integration with Dynamic Forms Mainframe and other external applications that interface with ImageNow E-forms Active Directory Microsoft Exchange
4. User acceptability testing successfully completed.
F. Non-Disclosure Agreement The selected contractor must sign and return to VCCS a Non-Disclosure Agreement (NDA) prior to start of the project (copy attached). VI. PROPOSAL PREPARATION AND SUBMISSION INSTRUCTIONS A. GENERAL PROPOSAL INSTRUCTIONS: A contractor will be selected to provide the described technical services based on their responses to this Unsealed Request for Proposal. Offerors are to adhere to the all proposal preparation requirements and proposal submission requirements. Proposals received that do not conform to preparation and submission requirements will be deemed non-responsive. 1. Proposal Submission: a Proposal shall be received via mail, delivery services, fax, or e-mail by 2:00 p.m. EST, Tuesday, February 17, 2015, in the Issuing Agency’s Office (Purchasing Office) utilizing the information specified in this Unsealed Request for Proposal on page 1. Pursuant to Virginia law, the only information that will be available at that time of proposals opening will be the names of the companies submitting proposals. Proposals will be available for public inspection only after the issuance of a Notice of Intent to Award, Notice of Award or Agency purchase order. Offerors are not required to be present for the opening. b. Offeror must submit one (1) electronic copy of proposal if sending unsealed proposal by mail or courier in a word searchable format. c. Offeror must submit one (1) redacted electronic copy if invoking proprietary protections of § 2.2-4342F of the Code of Virginia as in accordance section V.A.2.a. of this URFP.) 2. Proposal Preparation:
a. Ownership of all data, materials, and documentation originated and prepared for the VCCS pursuant to this solicitation shall belong exclusively to the VCCS and be subject to public 11
inspection in accordance with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted by an Offeror shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the protections of § 2.2-4342F of the Code of Virginia, in writing, either before or at the time the data or other material is submitted. The written notice must specifically identify the data or materials to be protected and state the reasons why protection is necessary. The proprietary or trade secret material submitted must be identified by some distinct method such as highlighting or underlining and must indicate only the specific words, figures, or paragraphs that constitute trade secret or proprietary information in the original signed proposal and paper copies. Additionally, the Offeror must submit a redacted copy of the proposal if invoking said protection. The classification of an entire proposal document, line item prices, and/or total proposal prices as proprietary or trade secrets is not acceptable and will result in rejection of the proposal. b. Proposals should be prepared simply and economically, providing a straightforward, concise description of capabilities to satisfy the requirements of the URFP. Emphasis should be placed on completeness and clarity of content.
c. Proposals should be organized in the order in which the requirements are presented in the URFP. All pages of the proposal should be numbered. Each paragraph in the proposal should reference the paragraph number of the corresponding section of the URFP. It is also helpful to cite the paragraph number, sub letter, and repeat the text of the requirement as it appears in the URFP. If a response covers more than one page, the paragraph number and sub letter should be repeated at the top of the next page. The proposal should contain a table of contents which cross-references the URFP requirements. Information which the Offeror desires to present that does not fall within any of the requirements of the URFP should be inserted at an appropriate place or be attached at the end of the proposal and designated as additional material. Proposals that are not organized in this manner risk elimination from consideration if the evaluators are unable to find where the URFP requirements are specifically addressed. B. SPECIFIC PROPOSAL INSTRUCTIONS Proposals should be as thorough and detailed as possible so that the VCCS may properly evaluate your capabilities to provide the required services. Offerors are required to submit the following items as a complete proposal: a. The return of the Cover Sheet (page 1), Offeror Data Sheet (Attachment A), State Corporation Commission Form (Attachment B), Conflict of Interest Statement (Attachment C) and Addenda, if any, signed and filled out as required. b. A written narrative statement to include: i. Experience, Qualifications and Capabilities in providing the technical services described herein. (Particularly describe experience, qualifications and capabilities with ImageNow technology). ii. Names, qualifications and experience (especially in completing similar projects) of key personnel to be assigned to the project, to include resumes and any qualifying certification(s), if any. iii. Technical approach/methodology or specific plans for providing requested services. iv. List of past and present clients to whom similar services have been provided. Include contact information for four (4) clients/references (complete Attachment B). 12
c. Proposed cost to provide requested services (complete Price Proposal Sheet that is included as Attachment D). VII. EVALUATION AND AWARD CRITERIA A. Evaluation: Unsealed proposals received will be opened and may be evaluated and ranked by the issuing Procurement Officer or End User(s) in lieu of an evaluation committee. Proposals will be opened and may be evaluated upon receipt. The evaluation will be based upon the information provided in the proposal; additional information that may be requested for clarification or during negotiation; or information obtained from references and independent sources. Proposals will be evaluated on the offeror’s response to the evaluation criteria. Offerors will specifically address the criteria in their response. Offerors will describe any deviations or exceptions to the specifications or requirements. B. Evaluation Criteria: Unsealed proposals will be evaluated using the following criteria: Criteria
Point Value
Offeror’s experience, qualifications, and capabilities in providing requested services.
30
Methodology or specific plans to be used to perform services
25
Price
25
Certified DMBE Small Business (SWaM) or SWaM Utilization
10
References from other clients Total
10 ________ 100%
C. Award: Selection shall be made of two or more DSBSD-certified micro business offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals, provided that the price proposal is for less than $10,000. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The Commonwealth may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be themost advantageous (Code of Virginia, § 2.2-4359D). Should the Commonwealth determine in writing and in its sole discretion that only one DSBSD-certified micro business offeror is fully qualified, or that one such offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. Any award to a DSBSD-certified micro business offeror pursuant to the above process may be made only if the price as negotiated remains under $10,000. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. If the agency in its sole discretion determines that the above criteria for limiting the negotiation to micro businesses are not present, the agency shall follow the same process as specified above, but restricting the negotiation instead to DSBSD-certified small business offerors, provided that the price proposal is not more than $100,000. If the agency determines that the above criteria for limiting the negotiation to small 13
businesses are not present, the agency shall follow the same process as specified above, but without restricting the negotiation to small or micro business offerors. VIII. PRE-PROPOSAL CONFERENCE There will be no pre-proposal conference for this solicitation. Refer to Cover Page (page 1) regarding questions/inquiries. IX. GENERAL TERMS AND CONDITIONS General Terms and Conditions (Section I) are incorporated by reference to DGS/DPS website: http://www.eva.state.va.us/library/files/APSPM/Appendix_B_Sect_I_APSPM.pdf X. SPECIAL TERMS AND CONDITIONS 1. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period. 2. CANCELLATION OF CONTRACT: The purchasing agency reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the contractor. In the event the initial contract period is for more than 12 months, the resulting contract may be terminated by either party, without penalty, after the initial 12 months of the contract period upon 60 days written notice to the other party. Any contract cancellation notice shall not relieve the contractor of the obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of cancellation. 3. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract. 4. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that the contractor may utilize. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees to be fully responsible for the acts and omissions of its subcontractors and of persons employed by them as the contractor is for the acts and omissions of his own employees. 5. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: It is anticipated that the contract will result in multiple purchase orders (i.e., one for each delivery requirement) with the eVA transaction fee specified below assessed for each order. a. For orders issued July 1, 2011 thru December 31, 2013, the Vendor Transaction Fee is: (i) DSBSD-certified Small Businesses: 0.75%, capped at $500 per order. (ii) Businesses that are not DSBSD-certified Small Businesses: 0.75%, capped at $1,500 per order. b. For orders issued January 1, 2014, and after, the Vendor Transaction Fee is: 14
(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order. (ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order. The specified vendor transaction fee will be invoiced by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes. The eVA Internet electronic procurement solution, website portal www.eva.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The portal is the gateway for vendors to conduct business with state agencies and public bodies. Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors should email Catalog or Index Page information to
[email protected]. 6. PROPOSAL/BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for ninety (90) days. At the end of the days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. 7. E-VERIFY PROGRAM: EFFECTIVE 12/1/13. Pursuant to Code of Virginia, §2.2-4308.2., any employer with more than an average of 50 employees for the previous 12 months entering into a contract in excess of $50,000 with any agency of the Commonwealth to perform work or provide services pursuant to such contract shall register and participate in the E-Verify program to verify information and work authorization of its newly hired employees performing work pursuant to such public contract. Any such employer who fails to comply with these provisions shall be debarred from contracting with any agency of the Commonwealth for a period up to one year. Such debarment shall cease upon the employer’s registration and participation in the E-Verify program. If requested, the employer shall present a copy of their Maintain Company page from E-Verify to prove that they are enrolled in EVerify. 8. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Contractor agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Contractor’s statement describing why the bidder or Offeror was not legally required to be authorized to transact business PIM 98-031 B-30 in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Contractor as demonstrating compliance. 15
9. CONFIDENTIALITY (Commonwealth): The Commonwealth agrees that neither it nor its employees, representatives, or agents shall knowingly divulge any proprietary information with respect to the operation of the software, the technology embodied therein, or any other trade secret or proprietary information related thereto, except as specifically authorized by the contractor in writing or as required by the Freedom of Information Act or similar law. It shall be the contractor’s responsibility to fully comply with § 2.2-4342F of the Code of Virginia. All trade secrets or proprietary information must be identified in writing or other tangible form and conspicuously labeled as “proprietary” either prior to or at the time of submission to the Commonwealth. 10. CONFIDENTIALITY (Contractor): The contractor assures that information and data obtained as to personal facts and circumstances related to patients or clients will be collected and held confidential, during and following the term of this agreement, and will not be divulged without the individual’s and the agency’s written consent. Any information to be disclosed, except to the agency, must be in summary, statistical, or other form which does not identify particular individuals. Contractors and their employees working on this project will be required to sign the Confidentiality statement in this solicitation. 11. FAILURE TO DELIVER: In the event the Contractor fails for any reason to deliver in a timely manner or according to Contract terms, the items/services as specified, VCCS may give Contractor oral or written notice of such breach. Once notice by VCCS is sent or given, VCCS may immediately procure services from another source. In no event shall VCCS be held to pay Contractor any cost incurred by Contractor, including but not limited to ordering, developing, or delivering the service(s) which are subject of VCCS’s notice of breach. This remedy is in addition to and not in lieu of any other remedy the VCCS may have under an ensuing agreement and the laws of the Commonwealth of Virginia. 12. TERMINATION FOR CONVENIENCE: VCCS may terminate any ensuing agreement/contract whole or in part for convenience at any time by submitting to the Contractor in writing, sixty (60) days prior to the effective date of Termination. VCCS shall be obligated for all outstanding orders, according to the agreement/contract, subsequent to this Termination. VCCS shall not be obligated for any other costs in the event of Termination for convenience. 13. TRAVEL REIMBURSEMENTS: Shall be subject to the Commonwealth of Virginia’s per diem and travel rates (per CAPP Topics 20335 and 20336). Travel reimbursement will only be made to the Contractor for travel included in the scope of work and approved in advance by the ordering entity. Upon acceptance of the quote the ordering agency will issue an eVA purchase order for travel reimbursement. 14. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of VCCS or any of its Colleges, but shall be an independent contractor. Nothing in an ensuing agreement/contract shall be construed as authority for the contractor to make commitments which shall bind VCCS or its Colleges or to otherwise act on Behalf of the VCCS, except as VCCS may expressly authorize in writing. XI. METHOD OF PAYMENT A. Payment by check will be made by the VCCS through its Accounts Payable Department after approval of completed services and after receipt of the Contractor’s invoice prepared in a format acceptable to the VCCS. Contractor must reference a valid purchase order number or contract number on all invoices. B. Contractor shall address all invoices to: Virginia Community College System Accounts Payable Department 101 North 14th Street, 16th floor Richmond, VA 23219 16
XII. PRICING SCHEDULE Offerors are to submit a detailed cost for requested services. Proposed costs shall include all labor, materials, resources, services, travel, etc. to provide requested services. Offerors should differentiate all costs clearly so that they may be properly evaluated without interpretation. Attachment D – Price Proposal Sheet. XIII. ATTACHMENTS The following attachments must be completed and submitted as part of the proposal. 1. Attachment A – Offeror (Vendor) Data Sheet 1. Attachment B – State Corporation Commission Form 2. Attachment C – Conflict of Interest Statement 3. Attachment D – Price Proposal Sheet 4. Non-Disclosure Agreement (NDA)
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ATTACHMENT A – Offeror (Vendor) Data Sheet Note: The following information is required as part of your response to this solicitation. Failure to complete and provide this sheet may result in finding your bid nonresponsive. (In the case of a two-step IFB, it may cause the proposal portion to be determined to be not acceptable.) 1.
Qualification: The vendor must have the capability and capacity in all respects to satisfy fully all of the contractual requirements.
2.
Vendor’s Primary Contact: Name: _________________________
3.
email: _____________________
Years in Business: Indicate the length of time you have been in business providing this type of good or service: __________ Years
4.
Phone: ____________
________ Months
Vendor Information: eVA Vendor ID or DUNS Number: ________________________________
5.
Indicate below a listing of at least four (4) current or recent accounts, either commercial or governmental, that your company is servicing, has serviced, or has provided similar goods. Include the length of service and the name, address, and telephone number of the point of contact. A.
Company: _________________________________Contact: ____________________________________ Phone :(_____) ______________________________ email: ________________________________ Project: _____________________________________________________________________________ Dates of Service: _________________________________$ Value: _______________________
B.
Company________________________________ Contact: ____________________________________ Phone :(_____) ___________________________ email: _________________________________ Project: ______________________________________________________________________________ Dates of Service: _________________________________$ Value: ________________________
C.
Company: ________________________________ Contact: ____________________________________ Phone :(_____) ______________________________email: _________________________________ Project: ______________________________________________________________________________ Dates of Service: _________________________________$ Value: ________________________
D.
Company: _________________________________Contact: ____________________________________ Phone :(_____) ______________________________email: _________________________________ Project: ______________________________________________________________________________ Dates of Service: _________________________________$ Value: _______________________
I certify the accuracy of this information. Signed: ____________________________________Title: ________________________________ Date: _______________
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ATTACHMENT B - State Corporation Commission Form Virginia State Corporation Commission (SCC) registration information. The bidder: is a corporation or other business entity with the following SCC identification number: ____________ -OR is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-ofstate location) -OR is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia. **NOTE** >> Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (the Commonwealth reserves the right to determine in its sole discretion whether to allow such waiver): 19
ATTACHMENT C CONFLICT OF INTEREST STATEMENT NOTICE TO BIDDER: ENSURE THAT THE SOLICITATION IS THOROUGHLY READ AND COMPLETED. COMPLETE, SIGN, AND RETURN THE INFORMATION REQUESTED BELOW WITH YOUR BID. FAILURE TO FURNISH THIS DATA MAY RESULT IN DECLARING YOUR BIDIPROPOSAL NONRESPONSIVE. NAME:
___________________________________________________________________________
ADDRESS:
____________________________________________________________________________
CITY1STATE: ____________________________________________________________________________ TELEPHONE NUMBER: ______________________________________________________________________ FAX NUMBER:
_________________________________________________________________________
FEDERAL IDENTIFICATION NUMBER (FIN): ___________________________________________________ DUNS NUMBER: ____________________________________________________________________________ THE ABOVE FIRM IS A: (CHECK AS APPLICABLE) ( ( ( ( ( ( ( ( (
) SMALL BUSINESS ) INDIVIDUAL BUSINESS ) WOMAN-OWNED BUSINESS ) SOLE PROPRIETORSHIP ) MINORITY-OWNED BUSINESS ) PARTNERSHIP ) SHELTERED WORKSHOP ) CORPORATION ) FAITH BASED ORGANIZATION
RELATIONSHIP WITH THE COMMONWEALTH OF VIRGINIA: IS ANY MEMBER OF THE FIRM AN EMPLOYEE OF THE COMMONWEALTH OF VIRGINIA WHO HAS A PERSONAL INTEREST IN THIS CONTRACT PURSUANT TO THE CODE OF VIRGINIA. SECTION 2.2-3100 - 3131? ( ) YES
( ) NO
IF YES, PLEASE EXPLAIN: ___________________________________________________________________________________________ ___________________________________________________________________________________________ ___________________________________________________________________________________________ ____________________________________________
_________________________________________
BIDDER SIGNATURE
DATE
______________________________________
_____________________________________
NAME OF FIRM
BY
______________________________________
_____________________________________
DATE
TITLE 20
ATTACHMENT D
PRICE PROPOSAL SHEET
A. Proposed price or fee structure for providing requested services:
$ _____________________
B. Other Cost (travel, expenses, etc.). Describe in detail.
$ _____________________
GRAND TOTAL PROPOSED COST
$ _____________________
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Virginia Community College System Third-Party Non-Disclosure Agreement (To be used when a contractor will be given access to sensitive IT systems and/or data for which there is a risk associated with data disclosure.) CONFIDENTIALITY OF AGENCY INFORMATION: 1. Contractor shall take all precautions and measures necessary to ensure the integrity, nondisclosure, confidentiality and protection of all data and information obtained from the Virginia Community College System(“VCCS”), including but not limited to all original reporting forms and data in any other form. Sensitive data used for research purposes may be disclosed only if aggregated in a manner that prevents the release of any personally identifiable information. 2. The contractor hereby declares in writing prior to the commencement of any work for the VCCS that he, she or it understands that all sensitive data and information obtained from the VCCS or derived therefrom and will be held in the strictest confidence by Contractor, its officers, directors, agents, and employees, with the exception that information and data derived from sensitive data may be released where allowed by law and/or where aggregated to prevent the personal identification of data subjects by third parties. Contractor, its officers, directors, agents, and employees shall be governed by, and comply with, Federal and Virginia laws prohibiting the disclosure of information obtained or compiled during the course of their work for the VCCS. 3. The attached list (see Attachment 1) shall describe the sensitive data to which the contractor will be given access and which will be covered by this agreement. All information obtained and work performed under this agreement and the Contractor’s VCCS contract/order is considered sensitive, requires use of sensitive and personal data and information and/or falls under one or more categories of information that is subject to protection from disclosure and misuse, including but not limited to: personal information and highly restricted personal information in connection with motor vehicle records under the Federal Drivers Privacy Protection Act, 18 USC 2721 et seq., law enforcement sensitive data and information, the Privacy Act of 1974, 5 U.S.C. § 552a et. seq., the Family Educational Rights and Privacy Act of 1974, 20 U.S.C. § 1232g et seq. (FERPA), personal, vehicle and driver information as defined under and governed by Va. Code § 46.2-208 et seq. and personal information as defined under and governed by the Government Data Collection and Dissemination Practices Act, Va. Code § 2.2-3800 et seq. 4. All source materials/data/information and resultant work products compiled or created and any information or portion of information derived therefrom are the property of the VCCS and must not be used by the contractor for any purpose other than the purpose outlined by the contract/order and/or this agreement. 5. Except as may otherwise be allowed herein, neither Contractor, nor its officers, directors, agents, or employees shall divulge, sell, or distribute any information obtained from the VCCS or derived therefrom at any point in time, even after termination or expiration of a contract/order, except as may otherwise be required by law. 6. If the VCCS has released education records to the Contractor pursuant to FERPA, then Contractor and its authorized representatives specifically agree to protect the records in a manner that does not permit the disclosure of personally identifiable information of individuals to third parties; and Contractor shall destroy such records when they are no longer needed for the purpose for which they were released. 22
7. Except as specifically authorized by the contract/order, Contractor, its officers, directors, agents, and employees are prohibited from reproducing the VCCS source media, written products, or any portion thereof. 8. The Contractor shall notify each of its officers, directors, agents, and employees having access to the VCCS data and/or information that such data and/or information may be used only for the purpose and to the extent authorized in this agreement. 9. The Contractor shall create or have on file and available for review a security plan outlining the steps and methods taken to secure and protect the information provided by the VCCS to address the following points: Security of Files and/or Copies of Records (for Hardcopy). Security of on-line Computer Terminals (On-Line Users Only). Designation of Authorized Users/Assignment of Access Codes. For automated interfaces/electronic extraction and storage of data, if applicable: Security of Records, Files, and Systems, use of encryption for storage. Names and addresses of data extraction method and software creators/vendors, Network Diagrams and descriptions of Data Extraction methods and software, Descriptions of system support processes including backup methods and frequencies. Proposed Audit/Management Controls Over Access and Dissemination of Requested Information. 10. Contractor agrees to comply with all applicable federal and state statutes, rules and regulations and understands that disclosure of any information, by any means, for a purpose or to an extent unauthorized herein, shall be grounds for immediate termination of the contact/order and this agreement, and may subject the offender to criminal and civil sanctions. 11. Contractor shall indemnify, defend, and hold harmless the Commonwealth, the VCCS, its officers, directors, employees and agents from and against all losses, liabilities, damages and all related costs and expenses (including reasonable attorneys’ fees and disbursements and costs of investigation, litigation, settlement, judgments, interest and penalties), incurred in connection with any action or proceeding arising directly or indirectly from unauthorized use or disclosure by Contractor, its agents, directors, officers or employees, of any data or information obtained from the VCCS pursuant to this agreement, or derived therefrom. 12. Contractor shall disclose any breach of the security of the data system following discovery or notification of the breach in the security of the data to any Virginia resident whose unencrypted personal information was, or is reasonably believed to have been, acquired by an unauthorized person. The disclosure must be made in the most expedient time possible and without unreasonable delay, consistent with the legitimate needs of law enforcement or with any measures necessary to determine the scope of the breach, identify the individuals affected, and restore the reasonable integrity of the data system. 13. Contractor shall notify the owner or licensee of the information of any breach of the security of the data immediately following discovery, if the personal information was, or is reasonably believed to have been, acquired by an unauthorized person. The notification required may be delayed if a law enforcement agency affirmatively determines that the notification will impede a criminal investigation. Contractor shall allow the agency both to participate in the investigation of incidents and to exercise control over decisions regarding external reporting.
Notice may be provided by one of the following methods: 23
1) written notice to the most recent available address the person or business has in its records; 2) telephone notice; 3) electronic notice, if the person's primary method of communication with the individual is by electronic means, or if the notice provided is consistent with the provisions regarding electronic records and signatures in United States Code, title 15, section 7001; or 4) substitute notice, if the individual or entity required to provide notice demonstrates that the cost of providing notice will exceed $50,000, the affected class of Virginia residents to be notified exceeds 100,000 residents, or the individual or the entity does not have sufficient contact information or legal consent to provide notice. Substitute notice consists of all of the following: (i) e-mail notice if the individual or the entity has email addresses for the members of the affected class of residents; (ii) conspicuous posting of the notice on the Web site page of the individual or the entity, if the individual or entity maintains one; and (iii) notification by major statewide media, including newspaper, radio and television.
In the event an individual or entity provides notice to more than 1,000 persons at one time pursuant to Code of Virginia, §18.2-186.6(E), the individual or entity shall notify, without unreasonable delay, the Office of the Attorney General and all consumer reporting agencies that compile and maintain files on consumers on a nationwide basis, as defined in 15 U.S.C.§1681(a)(p), of the timing, distribution, and content of the notice.
Notification must include: 1) a general description of what occurred and when; 2) the type of personal information that was involved; 3) what actions have been taken to protect the individuals’ personal information from further unauthorized access; 4) what if anything, the contractor will do to assist affected individuals, including providing the contact information of those individuals who can offer more information and assistance; and 5) what actions the contractor recommends that the individual take. The actions recommended should include monitoring their credit report and reviewing their account statements.
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VCCS System or Data Owner: Name:
Title:
Signature
Date
Contractor or Vendor: Name:
Title:
Signature
Date
Business Address and Contact Information:
VCCS Data Classification Covered Under This Agreement: The tables in the Student Information System (SIS) contain sensitive information. Therefore, this nondisclosure agreement covers all tables and data elements in SIS and all Northern Virginia Community College documents and images for the purpose of conversion to the VCCS ImageNow environment.
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