Solicitation 13133-RFP MCDOT Asset and

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Maricopa County

Bid 13133-RFP

Solicitation 13133-RFP

MCDOT Asset and Maintenance Management Application

Bid designation: Public

Maricopa County

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Maricopa County

Bid 13133-RFP

Bid 13133-RFP MCDOT Asset and Maintenance Management Application Bid Number   

13133-RFP

Bid Title   

MCDOT Asset and Maintenance Management Application

Bid Start Date

Oct 10, 2013 2:36:29 PM MST

Bid End Date

Nov 15, 2013 2:00:00 PM MST

Question & Answer End Date

Oct 24, 2013 5:00:00 PM MST

Bid Contact   

Nicola J Perrera 602-506-3274 [email protected]

Contract Duration    5 years Contract Renewal    5 annual renewals Prices Good for   

150 days

Pre-Bid Conference   Oct 22, 2013 9:00:00 AM MST Attendance is mandatory Location: THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON October 22nd, 2013 AT 9:00 AM ARIZONA TIME, AT THE MARICOPA COUNTY DEPARTMENT OF TRANSPORTATION , 2901 WEST DURANGO ST, PHOENIX, ARIZONA 85009. THERE WILL ALSO BE A CALL-IN LINE: 602-5069695 PASSCODE 671693. Bid Comments

Please review section 3.0 of the solicitation document for instructions on response format and submission. Responses should be submitted electronically by uploading or attaching the file(s) to the line item "Response Dropbox". Item Response Form

Item    

13133-RFP--01-01 - Response Dropbox

Quantity   

1 contract

Prices are not requested for this item. Delivery Location          Maricopa County No Location Specified Qty 1

Description Please upload/attach your response to this solicitation using this line item. Responses should be in the format outlined in section 3.0 of the solicitation document. 

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Maricopa County

Bid 13133-RFP

NOTICE OF SOLICITATION SERIAL 13133- RFP REQUEST FOR PROPOSAL FOR:

MCDOT Asset and Maintenance Management Application

Notice is hereby given sealed proposals will be received by the Office of Procurement Services, 320 West Lincoln Street, Phoenix, Arizona 85003-2494, until 2:00 P.M. Arizona time on November 15th, 2013 for the furnishing of the following goods or services for Maricopa County. Proposals will be opened by the Chief Procurement Officer (or designated representative) at an open, public meeting at the above time and place. To participate in this solicitation process, vendors shall register through BidSync.com. To register with BidSync, please go to www.BidSync.com and click on the orange ‘Register’ link. Registration has no cost, and will allow you to access all of the proposal information, proposal documents, and receive proposal notifications. For assistance with registration, please contact BidSync Vendor Support Department via phone or email, during regular business hours: 1-800-990-9339 or [email protected] All Proposals must be submitted electronically via BidSync in the format described below. The Maricopa County Procurement Code (“The Code”) governs this procurement and is incorporated by this reference. Any protest concerning this Request for Proposal must be filed with the Procurement Officer in accordance with Section MC1-905 of the Code. ALL ADMINISTRATIVE INFORMATION CONCERNING THIS REQUEST FOR PROPOSAL CAN BE LOCATED AT http://www.maricopa.gov/procurement/ ANY ADDENDA TO THIS REQUEST FOR PROPOSAL WILL BE POSTED THROUGH THE MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES WEB SITE AS WELL AS ONLINE AT WWW.BIDSYNC.COM.

DIRECT ALL INQUIRIES TO: Nick Perrera PROCUREMENT OFFICER TELEPHONE: (602) 506-3274 EMAIL: [email protected] THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON 10/22/13 AT 9:00 AM ARIZONA TIME, AT THE MARICOPA COUNTY DEPARTMENT OF TRANSPORTATION , 2901 WEST DURANGO ST, PHOENIX, ARIZONA 85009. THERE WILL ALSO BE A CALL-IN LINE: 602-

506-9695 PASSCODE 671693. NOTE: MARICOPA COUNTY PUBLISHES ITS SOLICITATIONS ONLINE AND THEY ARE AVAILABLE FOR VIEWING AND/OR DOWNLOADING AT THE FOLLOWING INTERNET ADDRESS: http://www.maricopa.gov/procurement/solicitation.aspx

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

TABLE OF CONTENTS NOTICE TABLE OF CONTENTS

SECTIONS: 1.0

INTENT AND BACKGROUND INFORMATION

2.0

SCOPE OF WORK

3.0

SPECIAL TERMS & CONDITIONS

ATTACHMENTS: ATTACHMENT A

PRICING

ATTACHMENT B

AGREEMENT/SIGNATURE PAGE

ATTACHMENT C

REFERENCES

ATTACHMENT D

TECHNICAL AND BUSINESS REQUIREMENTS

EXHIBITS: EXHIBIT 1

VENDOR REGISTRATION PROCEDURES

EXHIBIT 2

LETTER OF TRANSMITTAL SAMPLE

EXHIBIT 3

OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

EXHIBIT 4

DRAFT CONTRACT

EXHIBIT 5

CONTRACTOR ID FORM/BACKGROUND CHECK

II

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

REQUEST FOR PROPOSAL FOR 1.0

MCDOT ASSET AND MAINTENANCE MANAGEMENT APPLICATION

INTENT AND BACKGROUND INFORMATION: Maricopa County Department of Transportation (MCDOT) is submitting this Request for Proposal (RFP) for an Enterprise Asset Management System/Computerized Maintenance Management System (EAM/CMMS) in an effort to identify a Contractor for providing services and implementing a fully integrated solution that fits MCDOT’s needs to better serve internal and external customers. MCDOT seeks to implement a system to comprehensively and efficiently manage county roadways, associated assets, preventative and reactive maintenance..MCDOT is seeking a Commercial-Off-The-Shelf (COTS) application that will require complete integration with ESRI ArcGIS and mobile devices. MCDOT is seeking to integrate many segregated business processes, applications and data sources for roadways and associated asset maintenance, condition monitoring and preventative maintenance in order to improve operational efficiencies and provide opportunities to manage County assets. As part of the implementation of the new Enterprise Asset Application, an extremely critical phase will include verification of different assets and attributes of the base road network. Additionally, vendor input will be required to determine how to use industry best practices to perform continuous and on-going updates to the multiple assets and attributes associated with the base road network. Determination of this process will rely on the chosen solution and mobile devices selected. Please provide a high-level overview of how your solution would allow for field crews to identify assets or asset attributes that need to be updated, added or retired/annexed. Also describe any processes that would allow the Road File Administrator to review and approve any changes before modifications would occur. The new Asset Maintenance and Management Systems (EAM/CMMS) will allow MCDOT to address the following:  Multiple manual processes  Multiple non-integrated platforms  Multiple disparate systems and databases  Multiple inconsistencies in actual asset datasets  Reactive rather than preventative maintenance planning  Cumbersome maintenance planning processes

BACKGROUND: Maricopa County owns and maintains an expansive inventory of transportation infrastructure assets including but not limited to those assets shown in the table below:

2,051 centerline miles paved road 73,432 signs 20,195,419 LF pavement markings 3,035 symbols/legends 422 bridges 160 traffic signals

411 centerline miles of dirt road 107 pipe culverts 193 box culverts 158 cattle guards 37,594 LF fences/gates 67,795 LF guardrail LF = Linear Feet

MCDOT Operations Division Organizational Chart: The Maricopa County Department of Transportation Operations Division is comprised of several maintenance yards and specialized crews, each performing tasks that are relevant to their region or area of expertise.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

MCDOT Roadway Operations

Adopt A Highway

Traffic Operations

Operations Support

Signs

Maintenance Projects

Northwest Maintenance Yard

Northeast Maintenance Yard

Work Zone

Asset Management

Southwest Maintenance Yard

Southeast Maintenance Yard

Pavement Markings

Fleet Services

Utility/Patch Crew

Field Operations

6-1 Office/Dispatch

The Field Operations Branch consists of four maintenance yards that are responsible for general maintenance and a Utility/Patch Crew that is responsible for all of the pothole repairs, minor pavement repairs and any preservative seals applied by county crews. The Traffic Operations Branch includes Signing, Pavement Markings and Work Zone. Work for nonreactive maintenance, sign additions, changes or removal comes from MCDOT Traffic Engineering. MCDOT Traffic Engineering will also request maintenance and new short line markings. Work Zone supports MCDOT Operations as well as other MCDOT divisions as needed when activities are within 15 feet of the active roadway. The Adopt A Highway team works with outside groups and individuals interested in sponsoring a section of MCDOT Roadway. Adopt a Highway coordinates with MCDOT Traffic Engineering, Traffic Operations and Field Operations for sign installation, maintenance and providing assistance to groups performing roadway cleanups. The 6-1 Office is responsible for receiving, dispatching and documenting trouble calls, maintenance calls, repair requests and emergency events. The Operations Support Branch provides support functions to the Operations Division as well as the entire Department. Support functions include fleet management, maintenance project planning and construction, as well as provide support to the proposed asset management application and includes the Asset Management Administrator and Road File Administrator. MCDOT GISThe GIS Branch is responsible for and maintains the base road network. The base road network is updated regularly using information from the County Assessor’s Office, County Recorder’s Office, permits, 911 and Elections databases. In addition, overhead aerial images are taken annually and compared with the current base road network to pick up any additions or changes that may be missed from cross-referencing other county datasets. Different attributes of sections of roadway are updated by the Road File Administrator when provided the appropriate information to do so. The main sources of information include as-built drawings, Board of Supervisor meeting notes (annexations, declarations) and GIS. The Roadway Maintenance Crews do not currently provide information to the Road File Administrator when the attributes that are documented do not match what is in the field. MCDOT intends to centralize datasets of existing asset inventory and attributes and provide the ability to assist in maintaining the asset inventory through the use of mobile devices by crew members in the field and within the asset management application based on information provided to the Road File Administrator. Besides ensuring that roads exist on the base road network, one of the single most important

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP attributes is the ownership and responsibility for maintenance for any road. The ownership and responsibility is shown graphically based on associated attributes and it is intended that this will continue in the new enterprise asset application and annexations and declarations will be updated as needed in the new application. In addition, the history of any annexations or additions (full or partial) will be viewable through the application. Annexations can include portions of an entire roadway, the roadway up to an intersection, and at times only one side of the roadway. Please demonstrate how your solution will allow full or partial annexations of roadways. The following roadway attributes are currently collected and geo-located on the base road network:

Attributes

Description

Base

The base attribute table contains the base type data of a road. Examples include aggregate base course, gravel, native non-treated, treated native, etc. Similar to the base attribute, this attribute defines the sub-base of a road (river run, select aggregate, pit run, treated native soil, etc.) The base attribute information of offsite road information (i.e. bus bays, turn lanes) The sub-base information for offsite road information. Bike lane locations and information for county roads. Details include the width, surface type, striping, location, length, location in relation to centerline. The current and future classification of a roadway. Types of classifications include local, minor collector, major collector, minor arterial, etc. Location and details of ditches that include but are not limited to location in relation to centerline, ditch type (dirt-lined, concrete), owner, usage and width. Roadways on which the county provides grading and sweeping services. Location of roadway where the county has IGAs in place for maintenance of non-county roadways. The jurisdiction description (Road Designated or Declared, Road Nondesignated or Non-declared, Road Partially Designated or Declared, Road Designated as a Primitive Road Contains the PLSS section, township and range including the quadrant designator (Northeast Quarter (NE1/4), Southeast Quarter (SE1/4), Section Line, etc.) Contains the attribute information on the maintenance designation (Improvement District, Section Line, Urban, Rural, etc.) Maintenance District description for particular code (Northeast, Northwest, Southeast, Southwest, Maintained by Request) Includes location, width and types of medians on County roadways. Parcel data obtained from the County Assessor’s Office. The current and historical pavement condition ratings. The south to north roadways and their intersection with the west to east roadways comprised of all county and non-county roads. This includes the road name, route direction, segment length, from and to measure, roadway type (Rd, St, Wy, Ave, etc). All pavement markings within the right of way.

Base (Sub) Base Offsite Base (Sub) Offsite Bike Lane

Classification Ditches

Grading and Sweeping IGAs Jurisdiction

Location (section, township, range) Maintenance Designation Maintenance District Medians Parcels Pavement Condition Index Reference

Pavement Markings Right of Way

Route

Shoulder Subdivision

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Right of way acquisition information that includes location in relation to centerline, width, subdivision, recording or plat number, zoning case number, manner of conveyance, date of conveyance. The west to east roadways comprised of all county and non-county roads. This includes the road name, route direction, segment length, from and to measure, roadway type (Rd, St, Wy, Ave, etc). The type, width, orientation and measure from centerline of roadway shoulders. Contains subdivision numbers, names, designation, section/township/range of subdivision, board approval date.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

Attributes

Description

Sufficiency Rating Surface Surface (sub) Surface (offsite)

Sufficiency rating of bridges and structures. The from/to route, measure, surface type, depth, inverted crown and striping. The sub surface details for a roadway. The from/to route, measure, centerline offset measure, surface type, depth and width of offsite surfaces. The sub surface details for offsite locations (bus bays, turn lanes). The on-road, measure from/to reference road, road width, lanes.

Surface (offsite sub) Width

The following assets are currently collected and geo-located on the base road network. This list may not be complete and data may not be complete:

Assets Bridges Box Culverts Catch Basins Guardrails Headwalls Medians Pipe Culverts Streets Signs Signals Structures The following assets and attributes are not currently collected but will be required in the new application. Other items may be identified during the verification process:

Assets and Attributes Cattle Guards Curb and Gutter Fencing Gates

Handrails Pavement Symbols and Legends

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP Sample Base Road Network

The applications currently being used to support this range of services are primarily silo systems based in a variety of non-integrated platforms. These platforms include ArcGIS, Access Databases, Excel Spreadsheets, In-house Applications and SQL Databases, SharePoint Forms, Paper Forms and Cartegraph. MCDOT is aware of the resulting duplication and inconsistencies in these disparate systems. There is an understanding for a need for a common EAM/CMMS that will be used across multiple MCDOT divisions and the efficiencies and value that could be gained with a shared application. MCDOT maintenance activities are often reactionary rather than preventative or predictive. Sealcoats, grading, pavement marking and signals occur on routine PM schedules. However, the remainder is generally based on inspections, complaints from citizens, response to storms or emergencies and special maintenance project requests from MCDOT divisions or other county departments, partner agencies or other jurisdictions. Maintenance management and planning activities are generally performed manually. The current maintenance planning processes are cumbersome and inefficient. MCDOT’s vision is:  Integrated asset inventory database  Real time asset/maintenance updates  Mobile access by field staff  Streamlined work order workflow process  Multi-year routine maintenance planning  Lifecycle predictive/preventative maintenance

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

2.0

SCOPE OF WORK: 2.1

GENERAL SCOPE AND REQUIREMENTS The EAM/CMMS solution to be delivered by the recommended vendor will include, at a minimum, the functionalities listed below. Respondent proposals that do not include the following mandatory requirements will not be considered. Respondents shall provide a complete solution regardless of any third party integrations. Preference will be given to respondents with minimal or no third party integrations. Integration with ESRI/ArcGIS is not considered third party integration. MCDOT anticipates the selected solution to be implemented in a phased approach. The initial phase will include vendor facilitation and determination using industry best practices on centralization of existing and future geographic data. Future phases include the inventory and assessment of current assets and associated attributes. Implementation would include the migration and verification of existing data into the new application and gradual implementation of the application by areas of responsibility. Mandatory requirements are: 

The Contractor shall be in the specific business of providing Enterprise Asset Management/Computerized Maintenance Management Systems for a minimum of FIVE (5) years as the prime Contractor and have successfully contracted at least two (2) systems of comparable size and functionality/requirements.



Integration with ESRI ArcMap/ArcSDE/ArcGIS that supports dynamic segmentation and modification of assets associated attributes listed above within the EAM/CMMS application.



Mobile Devices for field use for geo-locating assets or asset attribute additions, adding and updating work orders and attaching photos to work orders or assets. Note: It should be noted that field crews work in desert conditions and are susceptible to extreme heat and dust.



Work Order Management



Predictive Preventative Maintenance planning and automated prioritized work order generation



Work Flow



Integration with other Enterprise Data



Attached Document functionality

In addition to the above mandatory requirements, Maricopa County would prefer an EAM/CMMS solution that has the ability to be configured to use with OnBase, the County Electronic Document Management System for document additions and retrieval if that route is chosen. The proposed solution must address a list of technical and business requirements (see Attachment D) that applies to all of the EAM/CMMS modules. This includes:    

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Robust search, query and reporting functionality that is intuitive and easy to use. Ability to easily disseminate information through standard reports and web interface. Ability to analyze historical information for executive decision making. Usability, scalability, and extensibility for future expansion of other services offered or growth of current needs.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP  

Functionality as specified in the business and technical requirements that is accomplished with application configuration with minimal customizations or third party integrations to the purchased software. Be conducive to a phased, modular implementation.

Furthermore, the County is considering only systems which are currently available and have been implemented in their current form. The Vendor is mandated to respond to this RFP considering the capabilities and functionality of the software version currently installed as opposed to future versions schedule for future release. The Vendor is cautioned not to refer to future releases and how they will/might be able to meet current functionality requirements or mandatory capabilities as shown in Attachment D. In pricing Operational Assumptions solutions and developing a deployment strategy/schedule, Respondent should consider:  

2.2

TECHNICAL AND BUSINESS REQUIREMENTS 2.2.1

2.3

Maricopa County owns or maintains an extensive quantity of assets as shown in the chart in section 1.0. The system will be implemented using a phased approach. The phased approach will include determination of geographic data flow, installation, configuration, testing, training, documentation and implementation for each work group or combination of workgroups (when relevant or necessary) as described above one at a time.

Technical and Business Requirements are listed in Attachment D. Respondents are to complete the table to the best of their ability. Failure to submit a completed Attachment D will result in the determination of a response as non-responsive.

Implementation Plan: Provide a detailed Implementation Plan that models a general standard practice implementation. Please include the following:

2.4

2.3.1

Task Level Information: The plan must include all activities necessary for a successful project at multiple levels - primary activity, task level, and subtasks levels as needed. Identification of All Resources: The plan must clearly identify the Vendor (including subcontractors), and other resources required, including County resources, to successfully complete the project. The Vendor must provide job descriptions and the number of personnel to be assigned for all Implementation activities—needs assessment, design, build/configuration, testing, training, procedure development, conversion to production, documentation and ongoing operations.

2.3.2

Plan Progress Charts: The plan must include appropriate progress/Gantt chart-style project schedule including all phases, activities, resources (by job title) as well as any County resources required as part of the Vendor’s implementation. Include estimated durations for the activities deliverable milestones, and dependencies.

2.3.3

Identify periodic planned meetings and status reports.

PRODUCT HISTORY: The Vendor must thoroughly describe, in the form of a narrative, the history of its product, including:

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2.4.1

If the products are native with the company or added to the Vendor’s product line through acquisitions. If acquired, name the previous owner, acquisition date and internal systems integrated with the Vendor’s product.

2.4.2

Date of first release and date of the current production version.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 2.4.3

Number of de-installations in the last three years and reason(s) for de-installations.

2.4.4

Frequency of updates (e.g.: major releases, minor releases (dot releases), single problem fixes).

2.4.5

Based on the planned general availability dates for releases, describe your on-time delivery of scheduled releases (e.g.: frequency for on-time delivery, frequency for delayed delivery, rescheduling or movement of planned release dates, duration of delays before a release is delivered, etc.)

2.4.6

Describe any major issues with previous releases.

2.4.7

Have any releases had to be called/rolled back or general availability dates delayed to the customer base due to issues experienced with alpha, beta and/or pilot sites?

2.4.8

Have releases, once in general production use within the customer base, experienced any of the following issues: 2.4.8.1 Functionality does not work as designed 2.4.8.2 System performance issues (e.g.: system slowness, printing problems, system hanging, freezes, etc.) 2.4.8.3 System availability issues with unscheduled or scheduled downtime.

2.4.9

2.5

List all new installations in the past 3 years. Describe the scope of services, customer size, industry, and any other relevant information such as number of lane miles, system and note the time elapsed from contract award to full deployment.

MANDATORY QUALIFICATIONS: The Contractor shall be in the specific business of providing enterprise asset management systems for a minimum of FIVE (5) years as the prime Contractor and have successfully contracted at least two (2) systems of comparable size and functionality/requirements.

2.6

ACCEPTANCE: For Customer’s Initial purchase of each Equipment and Software product. Licensor shall provide an acceptance test period (the “Test Period “) that commences upon Installation. Installation shall be defined as: a.) the Equipment, if any, is mounted; b.) the Software is installed on the data base server(s) and/or personal computer(s); and c.) implementation team training, if any, is complete. During the Test Period, Customer shall determine whether the Equipment and Software meet the Licensor published electronic documentation, (“Specifications”) and the business and technical requirements in attachment D. The Test Period shall be for 90 days. If Customer has not given Licensor a written deficiency statement specifying how the Equipment or Software fails to meet the Specification (“Deficiency Statement’) within the Test Period, the Equipment and Software shall be deemed accepted. If Customer provides a Deficiency Statement within the Test Period, Licensor shall have 30 days to correct the deficiency, and the Customer shall have an additional 60 days to evaluate the Equipment and Software. If the Equipment or Software does not meet the Specifications and the technical and business requirements in Attachment D at the end of the second 30 day period, either Customer or Licensor may terminate this Contract. Upon any such termination, Customer shall return all Equipment and Software to Licensor, and Licensor shall refund any monies paid by Customer to Licensor therefore. Neither party shall then have any further liability to the other for the products that were the subject of the Acceptance Test.

2.7

FACILITIES: During the course of this Contract, the County may provide the Contractor’s personnel with adequate workspace for consultants and such other related facilities as may be required by Contractor to carry out its obligation enumerated herein. Please describe what workspace will be

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP required. The County requires background checks for staff working on-site and staff accessing county data (See Exhibit 5). 2.8

TRAINING PLAN: The Vendor must include a Training Plan and Sample Training and User Guides. Materials must be modifiable by the County and the County must be licensed to reproduce them as needed. When determining the training plan, the assumption should include that all training will be delivered onsite or in the field. Only administrator functions should be considered for alternative training methods (i.e. online). Materials and information provided should include the following: 2.8.1

Training Methodology: Include the length, cost and scope of the training classes. (Cost information should be included in the pricing proposal, Attachment A)

2.8.2

Description of minimum computer skills needed for users.

2.8.3

Describe how long it takes for the common end user to reach competency level with the application.

2.8.4

Describe how long it takes for the average application administrator to reach competency level administering the application.

2.8.5

Online, on-demand/self-service modules description and access to online training demonstration (if available).

2.8.6

Training curriculum must be stated by job category or role (list each job category or role included in your training.)

2.8.7

Training strategy for the following scenarios: 2.8.7.1 2.8.7.2 2.8.7.3 2.8.7.4

2.9

2.8.8

Describe and itemize any additional training options which may be provided for an additional fee in Attachment A

2.8.9

Provide user group information for national, local Phoenix or surrounding area including user group name and closest meeting location and times.

2.8.10

Describe any regularly scheduled conferences the software vendor sponsors as well as a conference schedule.

INVOICES AND PAYMENTS: 2.9.1

Upon mutually agreed upon milestones/deliverables outlined in the implementation plan, the Respondent shall submit one (2) legible copies of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information:        

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MCDOT IT Staff MCDOT Operations Asset Managers/Road File Administrator Operations Field Staff MCDOT Management

Company name, address and contact County bill-to name and contact information Contract Serial Number County purchase order number Invoice number and date Payment terms Description of Purchase (services) Pricing per unit of service

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP   

2.10

Extended price Total Amount Due Milestone Deliverables

2.9.2

Problems regarding billing or invoicing shall be directed to the using agency as listed on the Purchase Order

2.9.3

Payment shall be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (http://www.maricopa.gov/Finance/Vendors.aspx).

2.9.4

EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

TAX: No tax shall be levied against labor. It is the responsibility of the Contractor to determine any and all taxes and include the same in proposal price.

2.11

DELIVERY: It shall be the Contractor’s responsibility to meet the proposed delivery requirements. Maricopa County reserves the right to obtain services on the open market in the event the Contractor fails to make delivery and any price differential will be charged against the Contractor.

2.12

WARRANTY: 2.12.1

All items furnished under this Contract shall conform to the requirements of this Contract and shall be free from defects in design, materials and workmanship.

2.12.2

The warranty period for workmanship and materials shall be for an initial period of twelve (12) months and commence upon acceptance by County. 2.12.2.1

The Contractor shall indicate on the Price Sheet, Attachment A the duration of the warranty and any applicable limitations or conditions which may apply.

2.12.2.2

2.13

The Contractor agrees that he will, at his own expense, provide all labor and parts required to remove, repair or replace, and reinstall any such defective workmanship and/or materials which becomes or is found to be defective during the term of this warranty. The Contractor shall guarantee the equipment to be supplied complies with all applicable regulations. STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE): The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful Respondent under this solicitation, a member of $AVE may access a contract resulting from a solicitation issued by the County. If you do not want to grant such access to a member of $AVE, please so state in your proposal. In the absence of a statement to the contrary, the County will assume that you do wish to grant access to any contract that may result from this Request for Proposal.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 2.14

INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s) County currently holds ICPA’s with numerous governmental entities throughout the State of Arizona. These agreements allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of the County Contract. Please indicate on Attachment A, your acceptance or rejection regarding such participation of other governmental entities. Your response will not be considered as an evaluation factor in awarding a contract.

2.15

CONTRACTOR TRAVEL: When requested and approved, in writing for Contractor to perform work that requires overnight accommodations or travel, the Contractor shall be bound and reimbursed by the policies and rates specified in the current Maricopa County Travel and Per Diem Policy per Exhibit 3. The Contractor shall itemize all per diem and lodging charges and provide receipts with the next invoice for services. Non-reimbursable travel costs will not be reimbursed to the Contractor. The projected cost of all travel, food and lodging expenses for this project should be proposed and priced in Attachment A.

3.0

SPECIAL TERMS & CONDITIONS: 3.1

CONTRACT TERM: This Request for Proposal is for awarding a firm, fixed price purchasing contract to cover a five (5) year term.

3.2

OPTION TO RENEW CONTRACT: The County may, at its option and with the approval of the Contractor, renew the term of this Contract up to a maximum of five (5) additional years, or other specified length options, (or at the County’s sole discretion, extend the contract on a month to month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by the Office of Procurement Services of the County’s intention to extend the contract term at least thirty (30) calendar days prior to the expiration of the original contract term.

3.3

PRICE ADJUSTMENTS: Any requests for reasonable price adjustments must be submitted sixty (60) days prior to the Contract expiration date. Requests for adjustment in cost of labor and/or materials must be supported by appropriate documentation. If County agrees to the adjusted price terms, County shall issue written approval of the change. The reasonableness of the request will be determined by comparing the request with the (Consumer Price Index) or by performing a market survey.

3.4

INDEMNIFICATION: 3.4.1

10/10/2013 3:38 PM

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless County, its agents, representatives, officers, directors, officials, and employees from and against all claims, damages, losses and expenses, including, but not limited to, attorney fees, court costs, expert witness fees, and the cost of appellate proceedings, relating to, arising out of, or alleged to have resulted from the negligent acts, errors, omissions, mistakes or malfeasance relating to the performance of this Contract. Contractor’s duty to defend, indemnify and hold harmless County, its agents, representatives, officers, directors, officials, and employees shall arise in connection with any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions or mistakes in the performance of this Contract by the Contractor, as well as any person or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be legally liable.

p. 15

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

3.5

3.4.2

The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph.

3.4.3

The scope of this indemnification does not extend to the sole negligence of County.

INSURANCE: 3.5.1

Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance from a company or companies duly licensed by the State of Arizona and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing, the stipulated insurance may be purchased from a company or companies, which are authorized to do business in the State of Arizona, provided that said insurance companies meet the approval of County. The form of any insurance policies and forms must be acceptable to County.

3.5.2

All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of the Contract is satisfactorily completed and formally accepted. Failure to do so may, at the sole discretion of County, constitute a material breach of this Contract.

3.5.3

Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance maintained by County shall not contribute to it.

3.5.4

Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance policies.

3.5.5

The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured retention and County, at its option, may require Contractor to secure payment of such deductibles or self-insured retentions by a surety bond or an irrevocable and unconditional letter of credit.

3.5.6

County reserves the right to request and to receive, within 10 working days, certified copies of any or all of the herein required insurance certificates. County shall not be obligated to review policies and/or endorsements or to advise Contractor of any deficiencies in such policies and endorsements, and such receipt shall not relieve Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of Contractor’s obligations under this Contract.

3.5.7

The insurance policies required by this Contract, except Workers’ Compensation, shall name County, its agents, representatives, officers, directors, officials and employees as Additional Insureds.

3.5.8

The policies required hereunder, except Workers’ Compensation, shall contain a waiver of transfer of rights of recovery (subrogation) against County, its agents, representatives, officers, directors, officials and employees for any claims arising out of Contractor’s work or service.

3.5.9

Commercial General Liability: Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not less than $2,000,000 for each occurrence, $2,000,000 Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit. The policy shall include coverage for bodily injury, broad form property damage, personal injury, products and completed operations and blanket contractual coverage, and shall not contain any provision which would serve to limit third party action over claims.

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p. 16

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP There shall be no endorsement or modification of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage. 3.5.10

Automobile Liability: Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a combined single limit for bodily injury and property damage of not less than $2,000,000 each occurrence with respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work or services under this Contract.

3.5.11

Workers’ Compensation: 3.5.11.1 Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of Contractor’s employees engaged in the performance of the work or services under this Contract; and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit. 3.5.11.2 Contractor waives all rights against County and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Contractor pursuant to this Contract.

3.5.12

Certificates of Insurance. 3.5.12.1 Prior to commencing work or services under this Contract, Contractor shall have insurance in effect as required by the Contract in the form provided by the County, issued by Contractor’s insurer(s), as evidence that policies providing the required coverage, conditions and limits required by this Contract are in full force and effect. Such certificates shall be made available to the County upon ten (10) business days. BY SIGNING THE AGREEMENT PAGE THE CONTRACTOR AGREES TO THIS REQUIREMENT AND FAILURE TO MEET THIS REQUIREMENT WILL RESULT IN CANCELLATION OF CONTRACT. 3.5.12.2 In the event any insurance policy (ies) required by this contract is (are) written on a “claims made” basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or services and as evidenced by annual Certificates of Insurance. 3.5.12.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County fifteen (15) days prior to the expiration date.

3.5.13

Cancellation and Expiration Notice. Insurance required herein shall not be permitted to expire, be canceled, or materially changed without thirty (30) days prior written notice to the County.

3.6

ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW: 3.6.1

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In accordance with section MCI 371 of the Maricopa County Procurement Code the Contractor agrees to retain all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The County, Federal or State auditors and any other persons duly authorized by the Department shall have full access to, and the right to examine, copy and make use of, any and all said materials.

p. 17

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

3.7

3.8

3.6.2

If the Contractor’s books, records , accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract are not sufficient to support and document that requested services were provided, the Contractor shall reimburse Maricopa County for the services not so adequately supported and documented.

3.6.3

If at any time it is determined by the County that a cost for which payment has been made is a disallowed cost, the County shall notify the Contractor in writing of the disallowance. The course of action to address the disallowance shall be at sole discretion of the County, and may include either an adjustment to future claim submitted by the Contractor by the amount of the disallowance, or to require reimbursement forthwith of the disallowed amount by the Contractor by issuing a check payable to Maricopa County

ORDERING AUTHORITY. 3.7.1

Respondents should understand that any request for purchase of materials or services shall be accompanied by a valid purchase order, issued by Office of Procurement Services, or by a Certified Agency Procurement Aid (CAPA).

3.7.2

Maricopa County departments, cities, other counties, schools and special districts, universities, nonprofit educational and public health institutions may also purchase from under this Contract at their discretion and/or other state and local agencies (Customers) may procure the products under this Contract by the issuance of a purchase order to the Respondent. Purchase orders must cite the Contract number.

3.7.3

Contract award is in accordance with the Maricopa County Procurement Code. All requirements for the competitive award of this Contract have been met. A purchase order for the products is the only document necessary for Customers to purchase and for the Respondent to proceed with delivery of materials available under this Contract.

3.7.4

Any attempt to represent any product not specifically awarded under this Contract is a violation of the Contract. Any such action is subject to the legal and contractual remedies available to the County, inclusive of, but not limited to, Contract cancellation, suspension and/or debarment of the Respondent.

TERMINATION FOR CONVENIENCE: The County reserves the right to terminate the Contract, in whole or in part at any time, when in the best interests of the County without penalty or recourse. Upon receipt of the written notice, the Contractor shall immediately stop all work, as directed in the notice, notify all subcontractors of the effective date of the termination and minimize all further costs to the County. In the event of termination under this paragraph, all documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the County upon demand. The Contractor shall be entitled to receive just and equitable compensation for work in progress, work completed and materials accepted before the effective date of the termination.

3.9

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TERMINATION FOR DEFAULT: 3.9.1

In addition to the rights reserved in the Contract, the County may terminate the Contract in whole or in part due to the failure of the Contractor to comply with any term or condition of the Contract, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Contract. The Procurement Officer shall provide written notice of the termination and the reasons for it to the Contractor.

3.9.2

Upon termination under this paragraph, all goods, materials, documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the County on demand.

p. 18

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

3.10

3.9.3

The County may, upon termination of this Contract, procure, on terms and in the manner that it deems appropriate, materials or services to replace those under this Contract. The Contractor shall be liable to the County for any excess costs incurred by the County in procuring materials or services in substitution for those due from the Contractor.

3.9.4

The Contractor shall continue to perform, in accordance with the requirements of the Contract, up to the date of termination, as directed in the termination notice.

TERMINATION BY THE COUNTY: If the Contractor should be adjudged bankrupt or should make a general assignment for the benefit of its creditors, or if a receiver should be appointed on account of its insolvency, the County may terminate the Contract. If the Contractor should persistently or repeatedly refuse or should fail, except in cases for which extension of time is provided, to provide enough properly skilled workers or proper materials, or persistently disregard laws and ordinances, or not proceed with work or otherwise be guilty of a substantial violation of any provision of this Contract, then the County may terminate the Contract. Prior to termination of the Contract, the County shall give the Contractor fifteen- (15) calendar day’s written notice. Upon receipt of such termination notice, the Contractor shall be allowed fifteen (15) calendar days to cure such deficiencies.

3.11

3.12

3.13

ADDITIONS/DELETIONS OF SERVICE: 3.11.1

The County reserves the right to add and/or delete materials to a Contract. If a service requirement is deleted, payment to the Contractor will be reduced proportionately, to the amount of service reduced in accordance with the bid price. If additional materials are required from a Contract, prices for such additions will be negotiated between the Contractor and the County.

3.11.2

The County reserves the right of final approval on proposed staff for all Task Orders. Also, upon request by the County, the Contractor will be required to remove any employees working on County projects and substitute personnel based on the discretion of the County within two business days, unless previously approved by the County.

SUBCONTRACTING: 3.12.1

The Contractor may not assign a Contract or Subcontract to another party for performance of the terms and conditions hereof without the written consent of the County. All correspondence authorizing subcontracting must reference the Bid Serial Number and identify the job project.

3.12.2

The Subcontractor’s rate for the job shall not exceed that of the Prime Contractor’s rate, as bid in the pricing section, unless the Prime Contractor is willing to absorb any higher rates. The Subcontractor’s invoice shall be invoiced directly to the Prime Contractor, who in turn shall pass-through the costs to the County, without mark-up. A copy of the Subcontractor’s invoice must accompany the Prime Contractor’s invoice.

SCHEDULE OF EVENTS: Request for Proposals Issued:

10-10-13

Pre-Proposal Conference:

10-22-13

Deadline for written questions is (2) business days after Pre-Proposal Conference. Questions will not be responded to prior to the Pre-Proposal Conference or after the (2) business day deadline has elapsed. All questions and answers shall be posted to www.bidsync.com under the Q&A’s tab for the solicitation and must be received by the end of business, 5:00 PM Arizona time Proposals Opening Date:

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11-15-13

p. 19

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP Deadline for submission of proposals is 2:00 P.M., Arizona Time, on November 15th, 2013. All proposals must be received before 2:00 P.M., Arizona Time, on the above date electronically via BidSync. Proposed review of Proposals and short list decision:

12-11-13

Proposed Respondent presentations: (if required)

1-6 to 1-9-14

Proposed selection and negotiation:

1-9-14

Proposed Best & Final (if required)

1-20-14

Proposed award of Contract:

March 2014

All responses to this Request for Proposal become the property of Maricopa County and (other than pricing) will be held confidential, to the extent permissible by law. The County will not be held accountable if material from proposal responses is obtained without the written consent of the Respondent by parties other than the County. 3.14

INQUIRIES AND NOTICES: All inquiries concerning information herein shall be addressed to: Maricopa County Office of Procurement Services ATTN: Contract Administration 320 West Lincoln Street Phoenix, Arizona 85003-2494 Administrative telephone inquiries shall be addressed to: Nicola Perrera, Procurement Officer, 602/506-3274 ([email protected]) Inquiries may be submitted by telephone but must be followed up in writing. communication is binding on Maricopa County.

3.15

No oral

EXCEPTIONS TO THE SOLICITATION: The Respondent shall identify and list all exceptions taken to all sections of 13133–RFP and list these exceptions referencing the section (paragraph) where the exception exists and identify the exceptions and the proposed wording for the Respondent’s exception under the heading, “Exception to the PROPOSAL Solicitation, SERIAL 13133-RFP.” Exceptions that surface elsewhere and that do not also appear under the heading, “Exceptions to the PROPOSAL Solicitation, SERIAL 13133-RFP,” shall be considered invalid and void and of no contractual significance. The County reserves the right to reject, determine the proposal non-responsive, enter into negotiation on any of the Respondent exceptions, or accept them outright.

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p. 20

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 3.16

3.17

GENERAL CONTENT: 3.16.1

The Proposal should be specific and complete in every detail. It should be practical and provide a straightforward, concise delineation of capabilities to satisfactorily perform the Contract being sought.

3.16.2

The Respondent should not necessarily limit the proposal to the performance of the services in accordance with this Request for Proposal but should outline any additional services and their costs if the Respondent deems them necessary to accomplish the program.

FORMAT AND CONTENT: To aid in the evaluation, it is desired that all proposals follow the same general format. The proposal must be submitted electronically via BidSync and have sections as described below: (Responses are limited to 200 pages (not including Attachment D, single sided, 10 point font type). 3.17.1

Table of Contents

3.17.2

Letter of Transmittal (Exhibit 2)

3.17.3

Executive Summary – This section shall contain an outline of the general approach utilized in the proposal.

3.17.4

Proposal – This section should contain a statement of all of the programs and services proposed, including conclusions and generalized recommendations. Proposals should be all-inclusive, detailing respondent’s best offer.

3.17.5

Qualifications – This section shall describe the respondent’s ability and experience related to the programs and services proposed. All project personnel, as applicable, shall be listed including a description of assignments and responsibilities, a resume of professional experience, an estimate of the time each would devote to this program, and other pertinent information.

3.17.6

Proposal exceptions

3.17.7

Other data

3.17.8

Attachment A (Pricing)

3.17.9

Attachment B (Agreement Page)

3.17.10 Attachment C (References) 3.17.11 Attachment D (Technical and Business Requirements) 3.18

EVALUATION OF PROPOSAL – SELECTION FACTORS: A Proposal Evaluation Committee shall be appointed, chaired by the Procurement Officer to evaluate each Proposal. At the County’s option, Respondents may be invited to make presentations to the Evaluation Committee. Best and Final Offers and/or Negotiations may be conducted, as needed, with the highest rated Respondent(s). Proposals will be evaluated on the following criteria which are listed in descending order of importance and not necessarily the lowest bidder. 3.18.1 3.18.2 3.18.3 3.18.4

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Proposed Solution Technical & Business Requirements Experience and Qualifications Implementation Plan and Services

p. 21

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 3.18.5 3.18.6 3.19

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION: 3.19.1

3.20

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Minimal Customizations and 3rd Party Applications Price

The undersigned (authorized official signing for the Contractor) certifies to the best of his or her knowledge and belief, that the Contractor, defined as the primary participant in accordance with 45 CFR Part 76, and its principals: 3.19.1.1

are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal Department or agency;

3.19.1.2

have not within 3-year period preceding this Contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3.19.1.3

are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and

3.19.1.4

have not within a 3-year period preceding this Contract had one or more public transaction (Federal, State or local) terminated for cause of default.

3.19.2

Should the Contractor not be able to provide this certification, an explanation as to why should be attached to the Contact.

3.19.3

The Contractor agrees to include, without modification, this clause in all lower tier covered transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier covered transactions related to this Contract.

VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §414401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS: 3.20.1

By entering into the Contract, the Contractor warrants compliance with the Immigration and Nationality Act (INA using e-verify) and all other federal immigration laws and regulations related to the immigration status of its employees and A.R.S. §23-214(A). The contractor shall obtain statements from its subcontractors certifying compliance and shall furnish the statements to the Procurement Officer upon request. These warranties shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and Control Act of 1986, as amended from time to time, for all employees performing work under the Contract and verify employee compliance using the E-verify system and shall keep a record of the verification for the duration of the employee’s employment or at least three years, whichever is longer. I-9 forms are available for download at USCIS.GOV.

3.20.2

The County retains the legal right to inspect contractor and subcontractor employee documents performing work under this Contract to verify compliance with paragraph 3.20.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents available at the time and date specified. Should the County suspect or find that the Contractor or any of its subcontractors are not in compliance, the County will consider this a material breach of the contract and may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the

p. 22

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP Contractor. Contractor. 3.21

3.22

All costs necessary to verify compliance are the responsibility of the

CONTRACTOR LICENSE REQUIREMENT: 3.21.1

The Respondent shall procure all permits, insurance, licenses and pay the charges and fees necessary and incidental to the lawful conduct of his/her business, and as necessary complete any required certification requirements, required by any and all governmental or non-governmental entities as mandated to maintain compliance with and in good standing for all permits and/or licenses. The Respondent shall keep fully informed of existing and future trade or industry requirements, Federal, State and Local laws, ordinances, and regulations which in any manner affect the fulfillment of a Contract and shall comply with the same. Contractor shall immediately notify both Office of Procurement Services and the using agency of any and all changes concerning permits, insurance or licenses.

3.21.2

Respondents furnishing finished products, materials or articles of merchandise that will require installation or attachment as part of the Contract, shall possess any licenses required. A Respondent is not relieved of its obligation to posses the required licenses by subcontracting of the labor portion of the Contract. Respondents are advised to contact the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1502 to ascertain licensing requirements for a particular contract. Respondents shall identify which license(s), if any, the Registrar of Contractors requires for performance of the Contract.

INFLUENCE As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct, may be grounds for Disbarment or Suspension under MC1-902. An attempt to influence includes, but is not limited to: 3.22.1

A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type valuable contribution or subsidy;

3.22.2

That is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind.

If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract. 3.23

PUBLIC RECORDS: All Offers submitted and opened are public records and must be retained by the Records Manager at the Office of Procurement Services. Offers shall be open to public inspection after Contract award and execution, except for such Offers deemed to be confidential by the Office of Procurement Services. If an Offeror believes that information in its Offer should remain confidential, it shall indicate as confidential, the specific information and submit a statement with its offer detailing the reasons that the information should not be disclosed. Such reasons shall include the specific harm or prejudice which may arise. The Records Manager of the Office of Procurement Services shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

10/10/2013 3:38 PM

p. 23

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 3.24

POST AWARD MEETING: The successful Respondent(s) may be required to attend a post-award meeting with the Using Agency to discuss the terms and conditions of the Contract. This meeting will be coordinated by the Procurement Officer of the Contract.

NOTE 1:

RESPONDENTS ARE STRONGLY ENCOURAGED TO REVIEW MARICOPA COUNTY’S PROCUREMENT ADMINISTRATIVE INFORMATION PRIOR TO SUBMITTING A BID. FOR THIS INFORMATION, GO TO: http://www.maricopa.gov/procurement/

NOTE 2:

RESPONDENTS ARE REQUIRED TO USE ATTACHED FORMS TO SUBMIT THEIR PROPOSAL.

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p. 24

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

ATTACHMENT A PRICING SEE BIDSYNC EXCEL FILE 13133-ATTACHMENT A - PRICING

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p. 25

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

ATTACHMENT B AGREEMENT

Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the Respondent’s Offer will create a binding Contract. Respondent agrees to fully comply with all terms and conditions as set forth in the Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED THE ADMINISTRATIVE INFORMATION AND DRAFT RFP CONTRACT’S TERMS AND CONDITIONS LOCATED AT http://www.maricopa.gov/materials. AND AGREE TO BE CONTRACTUALLY BOUND TO THEM.

[]

Small Business Enterprise (SBE)

RESPONDENT (FIRM) SUBMITTING PROPOSAL

FEDERAL TAX ID NUMBER

PRINTED NAME AND TITLE

AUTHORIZED SIGNATURE

ADDRESS

TELEPHONE

DUNS #

/

CITY

WEB SITE

10/10/2013 3:38 PM

STATE

ZIP

FAX #

DATE

EMAIL ADDRESS

p. 26

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

ATTACHMENT C RESPONDENT’S REFERENCES RESPONDENT SUBMITTING PROPOSAL:

1.

COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE:

2.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE:

3.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE:

4.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE:

5.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON: TELEPHONE:

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E-MAIL ADDRESS:

p. 27

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

ATTACHMENT D TECHNICAL AND BUSINESS REQUIREMENTS SEE BIDSYNC “ATTACHMENT D”

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p. 28

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

EXHIBIT 1 VENDOR REGISTRATION PROCEDURES

BidSync.com Registration is FREE and REQUIRED for all vendors. Register On-line at https://www.bidsync.com/SupplierRegister?ac=register&preselected_plan=fr ee& Upon completion of your on-line registration, you are responsible for updating any changes to your information. Please retain your Login ID and Password for future use. For assistance, please contact BidSync Vendor Support Department via phone or email, during regular business hours: 1-800-990-9339 or [email protected]

1 10/10/2013 3:38 PM

p. 29

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

EXHIBIT 2 SAMPLE TRANSMITTAL LETTER (To be typed on the letterhead of Offeror) Maricopa County Office of Procurement Services 320 West Lincoln Street Phoenix, Arizona 85003-2494

Re:

13133-RFP

To Whom It May Concern: (NAME OF COMPANY) (Herein referred to as the "RESPONDENT"), hereby submits its response to your Request for Proposal dated , and agrees to perform as proposed in their proposal, if awarded the contract. The Respondent shall thereupon be contractually obligated to carry out its responsibilities respecting the services proposed. Kindly advise this in writing on or before

if you should desire to accept this proposal.

Very truly yours,

_______________________________ NAME (please print)

_______________________________ SIGNATURE

_______________________________ TITLE (please print)

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p. 30

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

EXHIBIT 3 OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY 1.0

All contract-related travel plans and arrangements shall be prior-approved by the County Contract Administrator.

2.0

Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District (County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA) domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to determine rates (no exceptions): www.gsa.gov

3.0

4.0

2.1

Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.

2.2

The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or incidentals.

Commercial air travel shall be reimbursed as follows: 3.1

Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when preapproved in writing by the County Contract Administrator as a result of the business need of the County when there is no lower fare available.

3.2

The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the time of contract signing) will be reimbursed. Under no circumstances will the County reimburse for airfares related to transportation to or from an alternate site.

3.3

The County will not (under no circumstances) reimburse for Contractor guest commercial air travel.

Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the same travel period will not be permitted without prior written approval by the County Contract Administrator. 4.1

Purchase of comprehensive and collision liability insurance shall be at the expense of the contractor. The County will not reimburse contractor if the contractor chooses to purchase these coverage.

4.2

Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)

4.3

County will reimburse for parking expenses if free, public parking is not available within a reasonable distance of the place of County business. All opportunities must be exhausted prior to securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH; shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.

4.4

County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from the airport.

4.5

The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s) or other any transportation costs.

5.0

Contractor is responsible for all costs not directly related to the travel except those that have been pre-approved by the County Contract Administrator. These costs include (but not limited to) the following: in-room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel, fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees, and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not reimbursable.

6.0

Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in individual contracts

2 10/10/2013 3:38 PM

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

EXHIBIT 4

(DRAFT CONTRACT)

CONTRACT PURSUANT TO RFP SERIAL 13133-RFP This Contract is entered into this _____ day of ____________, 20__ by and between Maricopa County (“County”), a political subdivision of the State of Arizona, and _______________________________, an Arizona corporation (“Contractor”) for the purchase of ____________ services.

1.0

CONTRACT TERM: 1.1

This Contract is for a term of five (5) years, beginning on the and ending the day of , 20 .

day of

,

2013

1.2

The County may, at its option and with the agreement of the Contractor, renew the term of this Contract for additional terms up to a maximum of five (5) years, (or at the County’s sole discretion, extend the contract on a month-to-month bases for a maximum of six (6) months after expiration). The County shall notify the Contractor in writing of its intent to extend the Contract term at least thirty (30) calendar days prior to the expiration of the original contract term, or any additional term thereafter.

2.0

PRICE ADJUSTMENTS: Any request for price adjustments must be submitted sixty (60) days prior to the current Contract expiration date. Requests for adjustment in cost of labor and/or materials must be supported by appropriate documentation. If County agrees to the adjusted price, County shall issue written approval of the change. The reasonableness of the request will be determined by comparing the request with the (Consumer Price Index) or by performing a market survey.

3.0

PAYMENTS: 3.1

As consideration for performance of the duties described herein, County shall pay Contractor the sum(s) stated in Attachment “A.”

3.2

Payment shall be made upon the County’s receipt of a properly completed invoice.

3.3

INVOICES: 3.3.1

The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information: 

Company name, address and contact 2

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP          

3.4

3.3.2

Problems regarding billing or invoicing shall be directed to the County as listed on the Purchase Order.

3.3.3

Payment shall be made to the Contractor by Accounts Payable through the Maricopa County Vendor Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the Contractor shall complete the Vendor Registration Form located on the County Department of Finance Vendor Registration Web Site (http://www.maricopa.gov/Finance/Vendors.aspx).

3.3.4

EFT payments to the routing and account numbers designated by the Contractor will include the details on the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery capabilities with their designated financial institution for access to those details.

STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE): 3.4.1

3.5

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The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful Respondent under this solicitation, a member of $AVE may access a contract resulting from a solicitation issued by the County. If you do not want to grant such access to a member of $AVE, please so state in your proposal. In the absence of a statement to the contrary, the County will assume that you do wish to grant access to any contract that may result from this Request for Proposal.

INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s) 3.5.1

4.0

County bill-to name and contact information Contract serial number County purchase order number Invoice number and date Payment terms Description of Purchase (services) Pricing per unit of service Extended price Total Amount Due Milestone Deliverables

County currently holds ICPA’s with numerous governmental entities throughout the State of Arizona. These agreements allow those entities, with the approval of the Contractor, to purchase their requirements under the terms and conditions of the County Contract. Please indicate on Attachment A, your acceptance or rejection regarding such participation of other governmental entities. Your response will not be considered as an evaluation factor in awarding a contract

AVAILABILITY OF FUNDS: 4.1

The provisions of this Contract relating to payment for services shall become effective when funds assigned for the purpose of compensating the Contractor as herein provided are actually available to County for disbursement. The County shall be the sole judge and authority in determining the availability of funds under this Contract. County shall keep the Contractor fully informed as to the availability of funds.

4.2

If any action is taken by any state agency, Federal department or any other agency or instrumentality to suspend, decrease, or terminate its fiscal obligations under, or in connection with, this Contract, County may amend, suspend, decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, County shall be liable for payment only for services rendered prior to the effective date of the termination, provided that such services

p. 33

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP are performed in accordance with the provisions of this Contract. County shall give written notice of the effective date of any suspension, amendment, or termination under this Section, at least ten (10) days in advance.

5.0

6.0

DUTIES: 5.1

The Contractor shall perform all duties stated in Attachment “B”, or as otherwise directed in writing by the Procurement Officer.

5.2

During the Contract term, County shall provide Contractor’s personnel with adequate workspace for consultants and such other related facilities as may be required by Contractor to carry out its contractual obligations.

TERMS and CONDITIONS: 6.1

INDEMNIFICATION: 6.1.1

To the fullest extent permitted by law, Contractor shall defend, indemnify, and hold harmless County, its agents, representatives, officers, directors, officials, and employees from and against all claims, damages, losses and expenses, including, but not limited to, attorney fees, court costs, expert witness fees, and the cost of appellate proceedings, relating to, arising out of, or alleged to have resulted from the negligent acts, errors, omissions, mistakes or malfeasance relating to the performance of this Contract. Contractor’s duty to defend, indemnify and hold harmless County, its agents, representatives, officers, directors, officials, and employees shall arise in connection with any claim, damage, loss or expense that is caused by any negligent acts, errors, omissions or mistakes in the performance of this Contract by the Contractor, as well as any person or entity for whose acts, errors, omissions, mistakes or malfeasance Contractor may be legally liable.

6.1.2

The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the scope of the indemnity in this paragraph.

The scope of this indemnification does not extend to the sole negligence of County 6.2

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INSURANCE: 6.2.1

Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum insurance from a company or companies duly licensed by the State of Arizona and possessing a current A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing, the stipulated insurance may be purchased from a company or companies, which are authorized to do business in the State of Arizona, provided that said insurance companies meet the approval of County. The form of any insurance policies and forms must be acceptable to County.

6.2.2

All insurance required herein shall be maintained in full force and effect until all work or service required to be performed under the terms of the Contract is satisfactorily completed and formally accepted. Failure to do so may, at the sole discretion of County, constitute a material breach of this Contract.

6.2.3

Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance maintained by County shall not contribute to it.

6.2.4

Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance policies.

6.2.5

The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such deductible and/or self-insured retentions shall not be applicable with

p. 34

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP respect to the coverage provided to County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured retention and County, at its option, may require Contractor to secure payment of such deductibles or self-insured retentions by a surety bond or an irrevocable and unconditional letter of credit. 6.2.6

County reserves the right to request and to receive, within 10 working days, certified copies of any or all of the herein required insurance certificates. County shall not be obligated to review policies and/or endorsements or to advise Contractor of any deficiencies in such policies and endorsements, and such receipt shall not relieve Contractor from, or be deemed a waiver of County’s right to insist on strict fulfillment of Contractor’s obligations under this Contract.

6.2.7

The insurance policies required by this Contract, except Workers’ Compensation, shall name County, its agents, representatives, officers, directors, officials and employees as Additional Insureds.

6.2.8

The policies required hereunder, except Workers’ Compensation, shall contain a waiver of transfer of rights of recovery (subrogation) against County, its agents, representatives, officers, directors, officials and employees for any claims arising out of Contractor’s work or service.

6.2.9

Commercial General Liability: Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of not less than $2,000,000 for each occurrence, $2,000,000 Products/Completed Operations Aggregate, and $4,000,000 General Aggregate Limit. The policy shall include coverage for bodily injury, broad form property damage, personal injury, products and completed operations and blanket contractual coverage, and shall not contain any provision which would serve to limit third party action over claims. There shall be no endorsement or modification of the CGL limiting the scope of coverage for liability arising from explosion, collapse, or underground property damage.

6.2.10

Automobile Liability: Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance with a combined single limit for bodily injury and property damage of not less than $2,000,000 each occurrence with respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or used in performance of the Contractor’s work or services under this Contract.

6.2.11

Workers’ Compensation: 6.2.11.1

Workers’ Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction of Contractor’s employees engaged in the performance of the work or services under this Contract; and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000 disease for each employee, and $1,000,000 disease policy limit.

6.2.11.2

6.2.12

Contractor waives all rights against County and its agents, officers, directors and employees for recovery of damages to the extent these damages are covered by the Workers’ Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Contractor pursuant to this Contract. Certificates of Insurance. 6.2.12.1 Prior to commencing work or services under this Contract, Contractor shall have insurance in effect as required by the Contract in the form provided by the County, issued by Contractor’s insurer(s), as evidence that policies providing the required coverage, conditions and limits required by this Contract are in full

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p. 35

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP force and effect. Such certificates shall be made available to the County upon ten (10) business days. BY SIGNING THE AGREEMENT PAGE THE CONTRACTOR AGREES TO THIS REQUIREMENT AND FAILURE TO MEET THIS REQUIREMENT WILL RESULT IN CANCELLATION OF CONTRACT. 6.2.12.2 In the event any insurance policy (ies) required by this contract is (are) written on a “claims made” basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or services and as evidenced by annual Certificates of Insurance. 6.2.12.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County fifteen (15) days prior to the expiration date. 6.2.13

Cancellation and Expiration Notice. Insurance required herein shall not be permitted to expire, be canceled, or materially changed without thirty (30) days prior written notice to the County.

6.3

6.4

WARRANTY OF SERVICES: 6.3.1

The Contractor warrants that all services provided hereunder will conform to the requirements of the Contract, including all descriptions, specifications and attachments made a part of this Contract. County’s acceptance of services or goods provided by the Contractor shall not relieve the Contractor from its obligations under this warranty.

6.3.2

In addition to its other remedies, County may, at the Contractor's expense, require prompt correction of any services failing to meet the Contractor's warranty herein. Services corrected by the Contractor shall be subject to all the provisions of this Contract in the manner and to the same extent as services originally furnished hereunder.

INSPECTION OF SERVICES: 6.4.1

The Contractor shall provide and maintain an inspection system acceptable to County covering the services under this Contract. Complete records of all inspection work performed by the Contractor shall be maintained and made available to County during contract performance and for as long afterwards as the Contract requires.

6.4.2

County has the right to inspect and test all services called for by the Contract, to the extent practicable at all times and places during the term of the Contract. County shall perform inspections and tests in a manner that will not unduly delay the work.

6.4.3

If any of the services do not conform with Contract requirements, County may require the Contractor to perform the services again in conformity with Contract requirements, at no increase in Contract amount. When the defects in services cannot be corrected by reperformance, County may: 6.4.3.1 Require the Contractor to take necessary action to ensure that future performance conforms to Contract requirements; and 6.4.3.2 Reduce the Contract price to reflect the reduced value of the services performed.

6.4.4

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If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with Contract requirements, County may: 6.4.4.1 By Contract or otherwise, perform the services and charge to the Contractor any cost incurred by County that is directly related to the performance of such service; or

p. 36

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.4.4.2 Terminate the Contract for default. 6.5

PROCUREMENT CARD ORDERING CAPABILITY: The County may determine to use a MasterCard Procurement Card, to place and make payment for orders under the Contract.

6.6

INTERNET ORDERING CAPABILITY: The County intends, at its option, to use the Internet to communicate and to place orders under this Contract.

6.7

NOTICES: All notices given pursuant to the terms of this Contract shall be addressed to: For County: Maricopa County Office of Procurement Services ATTN: Contract Administration 320 West Lincoln Street Phoenix, Arizona 85003-2494

For Contractor:

6.8

6.9

REQUIREMENTS CONTRACT: 6.8.1

Contractor signifies its understanding and agreement by signing this document that this Contract is a requirements contract. This Contract does not guarantee any purchases will be made (minimum or maximum). Orders will only be placed when County identifies a need and issues a purchase order or a written notice to proceed.

6.8.2

County reserves the right to cancel purchase orders or notice to proceed within a reasonable period of time after issuance. Should a purchase order or notice to proceed be canceled, the County agrees to reimburse the Contractor for actual and documented costs incurred by the Contractor. The County will not reimburse the Contractor for any avoidable costs incurred after receipt of cancellation, or for lost profits, or shipment of product or performance of services prior to issuance of a purchase order or notice to proceed.

6.8.3

Purchase orders will be cancelled in writing.

TERMINATION FOR CONVENIENCE: The County reserves the right to terminate the Contract, in whole or in part at any time, when in the best interests of the County without penalty or recourse. Upon receipt of the written notice, the Contractor shall immediately stop all work, as directed in the notice, notify all subcontractors of the effective date of the termination and minimize all further costs to the County. In the event of termination under this paragraph, all documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the County upon demand. The Contractor shall be entitled to receive just and equitable compensation for work in progress, work completed and materials accepted before the effective date of the termination.

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p. 37

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.10

6.11

TERMINATION FOR DEFAULT: 6.10.1

In addition to the rights reserved in the Contract, the County may terminate the Contract in whole or in part due to the failure of the Contractor to comply with any term or condition of the Contract, to acquire and maintain all required insurance policies, bonds, licenses and permits, or to make satisfactory progress in performing the Contract. The Procurement Officer shall provide written notice of the termination and the reasons for it to the Contractor.

6.10.2

Upon termination under this paragraph, all goods, materials, documents, data and reports prepared by the Contractor under the Contract shall become the property of and be delivered to the County on demand.

6.10.3

The County may, upon termination of this Contract, procure, on terms and in the manner that it deems appropriate, materials or services to replace those under this Contract. The Contractor shall be liable to the County for any excess costs incurred by the County in procuring materials or services in substitution for those due from the Contractor.

6.10.4

The Contractor shall continue to perform, in accordance with the requirements of the Contract, up to the date of termination, as directed in the termination notice.

TERMINATION BY THE COUNTY: If the Contractor should be adjudged bankrupt or should make a general assignment for the benefit of its creditors, or if a receiver should be appointed on account of its insolvency, the County may terminate the Contract. If the Contractor should persistently or repeatedly refuse or should fail, except in cases for which extension of time is provided, to provide enough properly skilled workers or proper materials, or persistently disregard laws and ordinances, or not proceed with work or otherwise be guilty of a substantial violation of any provision of this Contract, then the County may terminate the Contract. Prior to termination of the Contract, the County shall give the Contractor fifteen- (15) calendar day’s written notice. Upon receipt of such termination notice, the Contractor shall be allowed fifteen (15) calendar days to cure such deficiencies.

6.12

STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST: Notice is given that pursuant to A.R.S. §38-511 the County may cancel this Contract without penalty or further obligation within three years after execution of the contract, if any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County is at any time while the Contract or any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or consultant to any other party of the Contract with respect to the subject matter of the Contract. Additionally, pursuant to A.R.S §38-511 the County may recoup any fee or commission paid or due to any person significantly involved in initiating, negotiating, securing, drafting or creating the contract on behalf of the County from any other party to the contract arising as the result of the Contract.

6.13

OFFSET FOR DAMAGES; In addition to all other remedies at law or equity, the County may offset from any money due to the Contractor any amounts Contractor owes to the County for damages resulting from breach or deficiencies in performance under this contract.

6.14

ADDITIONS/DELETIONS OF SERVICE: 6.14.1

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The County reserves the right to add and/or delete materials to a Contract. If a service requirement is deleted, payment to the Contractor will be reduced proportionately, to the amount of service reduced in accordance with the bid price. If additional materials are required from a Contract, prices for such additions will be negotiated between the Contractor and the County.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.14.2

6.15

The County reserves the right of final approval on proposed staff for all Task Orders. Also, upon request by the County, the Contractor will be required to remove any employees working on County projects and substitute personnel based on the discretion of the County within two business days, unless previously approved by the County.

RELATIONSHIPS: In the performance of the services described herein, the Contractor shall act solely as an independent contractor, and nothing herein or implied herein shall at any time be construed as to create the relationship of employer and employee, partnership, principal and agent, or joint venture between the District and the Contractor.

6.16

SUBCONTRACTING: The Contractor may not assign this Contract or subcontract to another party for performance of the terms and conditions hereof without the written consent of the County, which shall not be unreasonably withheld. All correspondence authorizing subcontracting must reference the Proposal Serial Number and identify the job project.

6.17

AMENDMENTS: All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa County Office of Procurement Services shall be responsible for approving all amendments for Maricopa County.

6.18

6.19

ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW: 6.18.1

In accordance with section MCI 371 of the Maricopa County Procurement Code the Contractor agrees to retain all books, records, accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract for six (6) years after final payment or until after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The County, Federal or State auditors and any other persons duly authorized by the Department shall have full access to, and the right to examine, copy and make use of, any and all said materials.

6.18.2

If the Contractor’s books, records , accounts, statements, reports, files, and other records and back-up documentation relevant to this Contract are not sufficient to support and document that requested services were provided, the Contractor shall reimburse Maricopa County for the services not so adequately supported and documented.

6.18.3

If at any time it is determined by the County that a cost for which payment has been made is a disallowed cost, the County shall notify the Contractor in writing of the disallowance. The course of action to address the disallowance shall be at sole discretion of the County, and may include either an adjustment to future claim submitted by the Contractor by the amount of the disallowance, or to require reimbursement forthwith of the disallowed amount by the Contractor by issuing a check payable to Maricopa County.

AUDIT DISALLOWANCES: If at any time, County determines that a cost for which payment has been made is a disallowed cost, such as overpayment, County shall notify the Contractor in writing of the disallowance. County shall also state the means of correction, which may be but shall not be limited to adjustment of any future claim submitted by the Contractor by the amount of the disallowance, or to require repayment of the disallowed amount by the Contractor.

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Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.20

SEVERABILITY: The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the validity of any other provision of this Contract.

6.21

RIGHTS IN DATA: The County shall own and have the use of all data and reports resulting from this Contract without additional cost or other restriction except as provided by law. Each party shall supply to the other party, upon request, any available information that is relevant to this Contract and to the performance hereunder.

6.22

INTEGRATION: This Contract represents the entire and integrated agreement between the parties and supersedes all prior negotiations, proposals, communications, understandings, representations, or agreements, whether oral or written, express or implied.

6.23

6.24

VERIFICATION REGARDING COMPLIANCE WITH ARIZONA REVISED STATUTES §414401 AND FEDERAL IMMIGRATION LAWS AND REGULATIONS: 6.23.1

By entering into the Contract, the Contractor warrants compliance with the Immigration and Nationality Act (INA using e-verify) and all other federal immigration laws and regulations related to the immigration status of its employees and A.R.S. §23-214(A). The contractor shall obtain statements from its subcontractors certifying compliance and shall furnish the statements to the Procurement Officer upon request. These warranties shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and Control Act of 1986, as amended from time to time, for all employees performing work under the Contract and verify employee compliance using the E-verify system and shall keep a record of the verification for the duration of the employee’s employment or at least three years, whichever is longer. I-9 forms are available for download at USCIS.GOV.

6.23.2

The County retains the legal right to inspect contractor and subcontractor employee documents performing work under this Contract to verify compliance with paragraph 6.23.1 of this Section. Contractor and subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents available at the time and date specified. Should the County suspect or find that the Contractor or any of its subcontractors are not in compliance, the County will consider this a material breach of the contract and may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination of the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify compliance are the responsibility of the Contractor.

CONTRACTOR LICENSE REQUIREMENT: 6.24.1

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The Respondent shall procure all permits, insurance, licenses and pay the charges and fees necessary and incidental to the lawful conduct of his/her business, and as necessary complete any required certification requirements, required by any and all governmental or non-governmental entities as mandated to maintain compliance with and in good standing for all permits and/or licenses. The Respondent shall keep fully informed of existing and future trade or industry requirements, Federal, State and Local laws, ordinances, and regulations which in any manner affect the fulfillment of a Contract and shall comply with the same. Contractor shall immediately notify both Office of Procurement Services and the using agency of any and all changes concerning permits, insurance or licenses.

p. 40

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.24.2

6.25

Respondents furnishing finished products, materials or articles of merchandise that will require installation or attachment as part of the Contract, shall possess any licenses required. A Respondent is not relieved of its obligation to posses the required licenses by subcontracting of the labor portion of the Contract. Respondents are advised to contact the Arizona Registrar of Contractors, Chief of Licensing, at (602) 542-1525 to ascertain licensing requirements for a particular contract. Respondents shall identify which license(s), if any, the Registrar of Contractors requires for performance of the Contract.

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 6.25.1

The undersigned (authorized official signing for the Contractor) certifies to the best of his or her knowledge and belief, that the Contractor, defined as the primary participant in accordance with 45 CFR Part 76, and its principals: 6.25.1.1 are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal Department or agency; 6.25.1.2 have not within 3-year period preceding this Contract been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 6.25.1.3 are not presently indicted or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and 6.25.1.4 have not within a 3-year period preceding this Contract had one or more public transaction (Federal, State or local) terminated for cause of default.

6.26

6.25.2

Should the Contractor not be able to provide this certification, an explanation as to why should be attached to the Contact.

6.25.3

The Contractor agrees to include, without modification, this clause in all lower tier covered transactions (i.e. transactions with subcontractors) and in all solicitations for lower tier covered transactions related to this Contract.

PRICES: Contractor warrants that prices extended to County under this Contract are no higher than those paid by any other customer for these or similar services.

6.27

GOVERNING LAW: This Contract shall be governed by the laws of the state of Arizona. Venue for any actions or lawsuits involving this Contract will be in Maricopa County Superior Court or in the United States District Court for the District of Arizona, sitting in Phoenix, Arizona

6.28

ORDER OF PRECEDENCE: In the event of a conflict in the provisions of this Contract and Contractor’s license agreement, if applicable, the terms of this Contract shall prevail.

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p. 41

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP 6.29

INFLUENCE As prescribed in MC1-1202 of the Maricopa County Procurement Code, any effort to influence an employee or agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct, may be grounds for Disbarment or Suspension under MC1-902. An attempt to influence includes, but is not limited to: 6.29.1

A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational passes or tickets, or any type valuable contribution or subsidy,

6.29.2

That is offered or given with the intent to influence a decision, obtain a contract, garner favorable treatment, or gain favorable consideration of any kind.

If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in equity or in the law, or any remedy provided by this contract. 6.30

PUBLIC RECORDS: All Offers submitted and opened are public records and must be retained by the Records Manager at the Office of Procurement Services. Offers shall be open to public inspection after Contract award and execution, except for such Offers deemed to be confidential by the Office of Procurement Services. If an Offeror believes that information in its Offer should remain confidential, it shall indicate as confidential, the specific information and submit a statement with its offer detailing the reasons that the information should not be disclosed. Such reasons shall include the specific harm or prejudice which may arise. The Records Manager of the Office of Procurement Services shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

6.31

INCORPORATION OF DOCUMENTS: The following are to be attached to and made part of this Contract:

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6.31.1

Attachment A, Pricing;

6.31.2

Attachment B, Scope of Work;

6.31.3

Attachment C, Standard Software Maintenance Agreement; and

6.31.4

Attachment D, Office of Procurement Services Contractor Travel and Per Diem Policy.

p. 42

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

IN WITNESS WHEREOF, this Contract is executed on the date set forth above. CONTRACTOR

AUTHORIZED SIGNATURE

PRINTED NAME AND TITLE

ADDRESS

DATE

MARICOPA COUNTY

CHAIRMAN, BOARD OF SUPERVISORS

DATE

ATTESTED:

CLERK OF THE BOARD

DATE

APPROVED AS TO FORM:

LEGAL COUNSEL

10/10/2013 3:38 PM

DATE

p. 43

Maricopa County

Bid 13133-RFP

SERIAL 13133-RFP

EXHIBIT 5 CONTRACTOR ID FORM/BACKGROUND CHECK SEE BIDSYNC 13133-EXHIBIT 5 - CONTRACTOR ID FORM/BACKGROUND CHECK

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Maricopa County

Bid 13133-RFP

ATTACHMENT A PRICING SERIAL 13133 NIGP CODE: COMPANY NAME: DOING BUSINESS AS (DBA) NAME: MAILING ADDRESS: REMIT TO ADDRESS: TELEPHONE NUMBER: FACSIMILE NUMBER: WEB SITE: REPRESENTATIVE NAME: REPRESENTATIVE PHONE NUMBER: REPRESENTATIVE E-MAIL: YES

NO

WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS CONTRACT:

[ ]

[ ]

WILL ACCEPT PROCUREMENT CARD FOR PAYMENT:

[ ]

[ ]

FUEL COMPRISES (if section for fuel price adjustment is located in the solicitation document)

REBATE

% OF TOTAL BID AMOUNT

PAYMENT TERMS: RESPONDENT IS REQUIRED TO PICK ONE OF THE FOLLOWING. PAYMENT TERMS WILL BE CONSIDERED IN DETERMINING LOW BID. FAILURE TO CHOOSE PAYMENT TERMS WILL RESULT IN A DEFAULT TO NET 30 DAYS. [ [ [ [

] ] ] ]

NET 10 DAYS NET 15 DAYS NET 20 DAYS NET 30 DAYS

[ [ [ [

] ] ] ]

NET 45 DAYS NET 60 DAYS NET 90 DAYS 2% 10 DAYS NET 30 DAYS

[ [ [ [

] ] ] ]

1% 10 DAYS NET 30 DAYS 2% 30 DAYS NET 31 DAYS 1% 30 DAYS NET 31 DAYS 5% 30 DAYS NET 31 DAYS

1.0 PRICING: 1.1 SOFTWARE/LICENSE COST

$

-

1.2 3RD PARTY SOFTWARE (IF APPLICABLE)

$

-

1.3 CUSTOM SOFTWARE (IF APPLICABLE)

$

-

1.4 HARDWARE COST (SERVERS, MOBILE)

$

-

1.5 IMPLEMENTATION COST PER SECTION 2.2

$

-

1.6 TRAINING COST PER SECTION 2.7

$

-

1.7 TRAVEL RELATED COSTS PER EXHIBIT 3

$

-

1.8 TOTAL SYSTEM COST (YEAR 1)

$

-

NOT TO EXCEED

2.0 MAINTENANCE AND SUPPORT: 2.1 (8AM-5PM) FULL MAINTENANCE AND SUPPORT

YEAR 1

YEAR 2 YEAR 3

2.2 SOFTWARE

NA

$

-

$-

2.3 HARDWARE

NA

$

-

$

2.4 (24 X 7) FULL MAINTENANCE AND SUPPORT

10/10/2013 3:38 PM

YEAR 1

-

YEAR 2 YEAR 3

YEAR 4

YEAR 5

$-

$-

$

YEAR 4

-

$

-

YEAR 5

p. 45

Maricopa County

Bid 13133-RFP

ATTACHMENT A PRICING 2.5 SOFTWARE

NA

$

-

$-

$-

$-

2.6 HARDWARE COST (SERVERS, MOBILE)

NA

$

-

$-

$-

$-

3.0 OTHER PRICING (LIST AS NEEDED): 3.1 ArcSDE & EAM/CMMS

10/10/2013 3:38 PM

$

-

p. 46

Maricopa County

Bid 13133-RFP

ATTACHMENT B AGREEMENT PAGE Respondent hereby certifies that Respondent has read, understands and agrees that acceptance by Maricopa County of the Respondent ’s Bid will create a binding Contract.  Respondent further agrees to fully comply with all terms and conditions as set  forth in the Maricopa County Procurement Code, and amendments thereto, together with the specifications and other documentary forms herewith made a part of this specific procurement BY SIGNING THIS PAGE THE SUBMITTING RESPONDENT CERTIFIES THAT RESPONDENT HAS REVIEWED THE ADMINISTRATIVE INFORMATION AND DRAFT IFB CONTRACT’S TERMS AND CONDITIONS LOCATED AT http://www.maricopa.gov/procurement/ AND AGREE TO BE CONTRACTUALLY BOUND TO THEM. b        Small Business Enterprise (SBE)  c d e f g

RESPONDENT (FIRM) SUBMITTING PROPOSAL  FEDERAL TAX ID NUMBER          DUNS #

PRINTED NAME AND TITLE                                     AUTHORIZED SIGNATURE / ADDRESS                                                                       TELEPHONE/FAX #

CITY           STATE                 ZIP                                  DATE

WEB SITE                                                                        EMAIL ADDRESS MARICOPA COUNTY, ARIZONA

CHIEF PROCUREMENT OFFICER, OFFICE OF PROCUREMENT SERVICES

DATE

CHAIRMAN, BOARD OF SUPERVISORS

DATE

ATTESTED:

CLERK OF THE BOARD

DATE

APPROVED AS TO FORM:

LEGAL COUNSEL

10/10/2013 3:38 PM

DATE

p. 47

Maricopa County

Bid 13133-RFP

13133 -RFP

ATTACHMENT C RESPONDENT REFERENCES RESPONDENT SUBMITTING BID: 1.

COMPANY NAME: ADDRESS: CONTACT PERSON:

TELEPHONE:

2.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON:

TELEPHONE:

3.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON:

TELEPHONE:

4.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON:

TELEPHONE:

5.

E-MAIL ADDRESS:

COMPANY NAME: ADDRESS: CONTACT PERSON:

TELEPHONE:

10/10/2013 3:38 PM

E-MAIL ADDRESS:

p. 48

Maricopa County

10/10/2013 3:38 PM

Bid 13133-RFP

p. 49

Maricopa County

Bid 13133-RFP

ATTACHMENT D TECHNICAL AND BUSINESS REQUIREMENTS 1. 2. 3. 4. 5.

Respondent shall indicate ‘Comply’ or ‘Exception’ to each requirement. Respondents shall indicate the feature being provided is a ‘Standard’ feature, requires ‘Customization’, or is being provided by ‘3rd Party’ equipment or software. Failure to respond to every requirement may cause the Respondent's proposal to be deemed non-responsive. rd

Costs must be included in Attachment A for any customizations or 3 Party solutions. A Priority for all requirements is indicated with an M for Mandatory, P for Preferred and NA when just informational purposes.

Business Requirements 1.0 Request for Service Request for MCDOT Staff to perform some type of work. This can be initiated from an external citizen or an internal county customer. Standard/ Please provide a brief explanation for any Comply/ # Requirement Priority Custom/ exceptions, customizations or 3rd party Exception 3rd Party software The system shall provide the ability for both internal and external 1.1 customers to submit requests for service to the Operations M Division The system shall route the request for service accordingly based 1.2 M on location and the type of request. The system shall auto generate a request number for customer 1.3 M tracking when submitted. The system will collect the requestor, origin of request (internal or 1.4 external), requestor contact information, request location, details M of request and type of request. The system shall allow the request to generate work orders when 1.5 M approved The system will provide the requestor with automatic notifications 1.6 M of request status. The system shall update the status of the request based on any 1.7 M associated work orders.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

1

10/10/2013 p. 50

Maricopa County

2.0 Work Order

Bid 13133-RFP

Actual work scheduled or performed to an asset. # 2.1 2.2 2.3

Requirement The system shall provide the ability to route, review, approve and assign work orders based on type of work and location. The system shall provide different work order views and permissions based on security group. The work order shall include (but not be limited to) the following information and functionality: · Requestor · Asset Type · Location

Priority

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M

· On Road/Reference Road, Offset, Offset Direction, Travel Direction, Geographic Location or Reference

2.4

2.5

· · ·

Asset Inventory Number Associated Service Request(s) Date and Time

· · · ·

Accounting String/GL String Job Number (internal to MCDOT Finance) Description Work Order Priority

· Associated Preventative Maintenance Job Plan · Work Order Type (corrective, preventative, emergency, health or safety, capital project) The system shall provide the ability to: · Assign Crew(s)/Work Group/ Region ·

Assign Equipment

· · ·

Assign Vendors Request to Purchase/Reserve Materials Display related purchase order(s)

· Display Work Order Status and Status History · Actual Labor performed (multiple occurrences of one or more crew members, date and time and hours worked, traveled) or vendor work performed The system shall allow the work order to show multiple work tasks for the same work order.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M

M

2

10/10/2013 p. 51

2.0 Work Order

Maricopa County

Bid 13133-RFP

Actual work scheduled or performed to an asset. #

2.6 2.7 2.8 2.9 2.10 2.11 2.12 2.13 2.14 2.15 2.16 2.17 2.18 2.19

Requirement The system shall provide the ability to view a list of labor resources and availability based on existing assignments and labor work schedules. System provides the ability to associate multiple assets to the same work order System shall notify or display work orders occurring within the same geographical region based on work order status or date range to assist in determining any potential conflicts. System shall update the status of any associated service requests. System shall provide the ability to attach/upload one or more pictures or documents associated to the work order. The System shall track usage of Water by Gallons as needed for all Work Orders. The system shall allow different updates to Work Orders based on current status up to and before a Work Order is Closed. The system shall allow Crew Leads to update Work Orders based on the status of work conducted in the field. The system shall allow Work Group Crew Leads to update Work Orders in the field based on changes of work crew or equipment. The system shall allow the ability to track travel time to work order locations. The system shall allow supervisors to review and finalize any completed but not closed work orders and finalize/close. The System shall track the location, number and type of barricades placed on the street that require removal following a high water event or other street closures. The system shall provide the ability to designate a work order as a FEMA related event. The System shall track the number of Loads of Debris delivered to dump sites from a specific work location/work order.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M M M M M M M M M M M M

3

10/10/2013 p. 52

3.0 Preventative Maintenance

Maricopa County

Bid 13133-RFP

Preventative Maintenance (PM) Plans that can be applied to one or more assets and asset types # 3.1 3.2 3.3 3.4 3.5

3.6

3.7 3.8

Requirement System shall allow the ability to add, edit, delete or inactivate PM plans and job plans. System will provide the ability to create job plans for one or more assets and asset types. System shall provide the ability to associate one or more work tasks associated to each job plan. System provides the ability to designate any required materials or equipment to the job plan. System provides the ability to designate the frequency and frequency type of the PM plan. System provides the ability to automatically generate work orders for any assets that are associated to the PM Plan when due based on asset’s assigned lifecycle (time, condition monitoring). System shall provide the ability to manually create preventative maintenance work orders for an asset based on a given job plan. System shall provide the ability to collect pavement management condition rating information and produce a lifecycle maintenance plan.

Priority

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M M M

M

M M

4.0 Workflow and Routing #

4.1

4.2 4.3

Requirement System shall provide the ability to create work flows that can be applied to, but not limited to, service requests, work orders, material requests and purchases based on priority, geographical location and type of asset. System shall provide the ability to send notifications or apply escalations where necessary in the workflow based on record condition or state. The system shall support rules-based workflow routing.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

M

M M

4

10/10/2013 p. 53

5.0 Assets #

Requirement

Maricopa County

Priority

5.1

System shall provide a unique identifier that can either be autogenerated or user-defined.

M

5.2

System shall provide the ability to view asset maintenance history.

M

5.3

System shall provide the ability to add, modify, retire assets. System shall provide the ability to search for assets using either asset type, attributes (i.e. material, MUTCD Code, ownership, assigned maintenance yard, etc. ) or location (geographic location, On Road, Reference Road). System shall allow the ability to track warranty periods for roads and associated assets. System shall provide the ability to change asset status and provide an ongoing history of date modified, user that modified the asset/record and any associated notes. System shall have the ability to show asset hierarchy or subsystems (i.e. traffic signals and associated components). System shall allow assets to have defined priorities and allow those priorities to be used when generating service requests and work orders. System shall allow the ability to move an asset or group of assets association from one parent to another and maintain the assets work and cost history from the previous parent/child relationship (i.e. move traffic signal subcomponents from one signal to another).

M

5.4

5.5 5.6 5.7 5.8

5.9

M M M M

M

5.10

M

5.11

System shall have the ability to replace existing assets with new assets (i.e. signs, guardrails, headwalls, traffic signals etc.).

M

5.12

System shall be able to develop asset hierarchies for each asset group, including location.

M

Maricopa County Department of Transportation

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

System shall allow the creation of an unlimited number of userdefinable attributes for an asset or class of assets (i.e. roadway surface, pavement markings, width, ownership/right of way, shoulder, base, sub-base, classification, maintenance district).

10/10/2013 3:38 PM

Comply/ Exception

Bid 13133-RFP

5

10/10/2013 p. 54

6.0 Inspection and Condition Monitoring #

6.1 6.2 6.3 6.4 6.5

Requirement System shall allow condition updates of assets based on asset type, type of work completed on work orders (i.e. ‘New’ or replaced sign). System shall have the ability to store inspection records and images for multiple asset inspections. System shall provide the ability to define and set up inspection templates and associate them with an Asset and\or Asset Type. System shall provide the ability to assign multiple inspection templates to asset classes. System shall provide the ability to trigger preventative maintenance work orders for inspection and include inspection template.

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M M M

7.0 Warehouse, Inventory and Purchasing MCDOT has an existing inventory system and would be open to replace or integrate the existing system. The current inventory system manages inventory for MCDOT Operations as well as other MCDOT Divisions and other County Departments. Standard/ Please provide a brief explanation for any Comply/ # Requirement Priority Custom/ exceptions, customizations or 3rd party Exception 3rd Party software System shall be able to track inventory by inventory consumption 7.1 M type (consumables, non-consumables). 7.2

System shall provide the ability to categorize inventory by material type (paint, sign posts, sheet posts, reflective material, Chemical inventory such as pesticides and herbicides, etc.).

M

7.3

The system shall provide the ability to track Barricades in stock.

M

7.4 7.5

The system shall inventory and track Materials used for all Work Orders. The System shall allow Material Inventory to be updated based on changes in planned work across different Work Groups.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M

6

10/10/2013 p. 55

7.0 Warehouse, Inventory and Purchasing

Maricopa County

Bid 13133-RFP

MCDOT has an existing inventory system and would be open to replace or integrate the existing system. The current inventory system manages inventory for MCDOT Operations as well as other MCDOT Divisions and other County Departments. Standard/ Please provide a brief explanation for any Comply/ # Requirement Priority Custom/ exceptions, customizations or 3rd party Exception 3rd Party software The System shall inventory and track Materials based on 7.6 continuous status of Material purchases, delivery, usage, surplus, M salvage and unit cost. The System shall allow designated users to add Material into 7.7 M Inventory upon receipt of Material Invoice. The System shall provide the ability to track items in multiple 7.8 M storerooms/locations. 7.9

7.10

7.11 7.12 7.13 7.14 7.15 7.16 7.17 7.18

The System shall track Disposal of Material including hazardous waste such as; Waste Oil, Asphalt Chunk and Concrete. The System shall track permanent and temporary stock pile inventory of materials on hand by material type and storeroom location. System shall support transfer of inventory from one storeroom to another (either the main warehouse or one of the existing storerooms to another storeroom). System shall identify items that have dropped below minimum quantities and issue reorder reports. System shall provide the ability to issue and return multiple items, to and from work orders and storerooms. System shall provide the ability to track storeroom notes on transactions. System shall provide the ability to capture last cost, moving average cost by part. System shall provide the ability to transfer stock from one fund inventory to another. System shall provide the ability to display year-to-date transactions at various levels within the inventory control. System shall provide the ability to tie inventories to different funds and accounts.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M

M

M M M

M M M M

7

10/10/2013 p. 56

7.0 Warehouse, Inventory and Purchasing

Maricopa County

Bid 13133-RFP

MCDOT has an existing inventory system and would be open to replace or integrate the existing system. The current inventory system manages inventory for MCDOT Operations as well as other MCDOT Divisions and other County Departments. Standard/ Please provide a brief explanation for any Comply/ # Requirement Priority Custom/ exceptions, customizations or 3rd party Exception 3rd Party software System shall provide the ability to receive product/materials 7.19 M directly to a work order. System shall provide detailed information for each transaction 7.20 (i.e. user, work order, task, asset, invoice number, purchase order, M date, etc.). System shall provide the ability to adjust and track inventory 7.21 M balances, cycle counts, and stock counts. System shall provide the ability to store and update vendor and 7.22 M pricing information. System shall provide the ability to create user definable part 7.23 M numbers. System shall provide the ability to identify minimum and 7.24 M maximum quantities of a specific item by storeroom location. System shall allow the use of stock types (e.g. stocked, non7.25 M stocked, special order). System shall allow the ability to identify economic breaks for 7.26 M order quantities. System shall provide the ability to identify items as spare parts for 7.27 M assets. System shall provide the ability to associate manufacturer/vendor 7.28 M information for each part. 7.29 7.30 7.31

System shall provide the ability to receive non-inventory materials and outside services to work orders, tasks, assets, and accounts. System shall provide the ability to receive inventory items into multiple inventory storerooms. System shall allow receipts to be partial or full receipts.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M M

8

10/10/2013 p. 57

8.0 Resources

Maricopa County

Bid 13133-RFP

Labor and Vendors #

8.1

8.2 8.3 8.4 8.5 8.6

Requirement System shall provide the ability to enter employees and vendors and assign appropriate hourly rates, craft, maintenance yard or work groups (i.e. Northeast Maintenance Yard, Sign Crew, Patch Crew, etc.). System shall have the ability to apply calendars with different working hours/hours of availability to each employee or groups of employees. System shall allow the ability to add holidays to a master calendar. System shall provide the ability to enter vendors used for contracted maintenance work and hourly rates. System shall provide the ability to change the status of employees and vendors (active, inactive). System shall prevent employees and vendors from being made inactive when open work orders are assigned to the resource that is being deactivated.

Priority

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M M M M M

9.0 Equipment #

9.1 9.2 9.3 9.4

Requirement The system shall provide the ability to track equipment, current status and allow active equipment to be assigned for use on work orders. The system shall provide the ability to track equipment type. The system shall provide the ability to track hourly equipment rates. The system shall prevent inactive equipment from being used as a resource on any work orders.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

M M M M

9

10/10/2013 p. 58

10.0 Integration with Outside Data Sources # 10.1 10.2

Requirement System shall integrate with HR data to determine employee status, hourly rates. System shall have the ability to import data from and export data to in-house or enterprise SQL based applications.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M

11.0 General Search and Reporting #

Requirement

Priority

11.1

System shall provide the ability to integrate SQL Server Reporting Services or provide the ability to add custom reports or modify out of the box reports.

M

11.2

System shall provide the user the ability to run ad hoc reporting.

M

11.3 11.4 11.5 11.6

System shall allow the user to export reports to multiple formats including Microsoft Word, Excel, PDF, .txt, html, etc. System shall provide for robust search, query and reporting functionality that is intuitive and easy to use. System shall provide the ability to easily disseminate information through standard reports, and dashboard views. System shall provide a variety of standard reports including executive summary and detail which allow analysis on historical information for executive decision making.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M M M

10

10/10/2013 p. 59

12.0 Mobile Solutions for Staff # 12.1 12.2 12.3 12.4 12.5 12.6 12.7 12.8 12.9 12.10

Requirement Devices shall be GPS enabled. Devices shall include Cameras to allow photos and video to be taken and attached to work orders and assets. Devices shall have the ability to read bar codes and populate appropriate fields and related information regarding the specific asset. Devices shall allow the user to select one or more assets based on GPS location or On Road/Reference Road location. Devices shall allow the user to verify assets based on GPS or address/intersection. Devices shall allow the user to request to add a new asset. Devices shall allow user to request to remove/retire an existing asset . The device shall provide a defined interface of Mobile applications for data collection, use of data in the field, and data updates in the field. The device shall provide the appropriate applications available to the logged in user based on user/security group permissions. Device shall allow users to create new and edit existing work orders and add time, date, start, stop, labor, materials, equipment used and any other data that pertains to a specific work order.

12.11 Device shall allow users to obtain inventory levels from authorized storerooms. 12.12 Device shall allow users to request inventory from authorized storerooms. Device shall allow users to synchronize data either real time or 12.13 when within range of maintenance yards or county wireless networks. 12.14 Devices shall support access through the use of 3G/4G Wireless service and the use of a VPN.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M M M M M M M

M

M M M M

11

10/10/2013 p. 60

13.0 GIS Requirements

Maricopa County

Bid 13133-RFP

Vendor will provide facilitation on discussions and considerations on where the GIS data will reside that will best meet the needs of the entire organization and provide one source of information. Standard/ Please provide a brief explanation for any Comply/ # Requirement Priority Custom/ exceptions, customizations or 3rd party Exception 3rd Party software The system shall integrate with ESRI GIS (ArcSDE) to display 13.1 both linear and point data types from within the application and M must be non-proprietary. 13.2 The system shall support a linear-referenced road network. M The system shall have data fields to capture Start and End points 13.3 M for GPS Linear Features and Feature Length in feet. The system shall allow bi-directional updates of assets and 13.4 M attributes between the application and a central geodatabase. The system shall have the ability to prepare reports and view 13.5 attribute summaries on a map. Some examples include but are not M limited to: 13.5.1The system shall use spatial search functions to M identify records based on proximity, buffer, overlay 13.5.2 System shall provide the ability to use GIS to M review condition and asset information 13.5.3 System shall provide the ability to use GIS to review open or pending work orders or service requests M from all work groups within a specified area System shall allow assets and work orders to be plotted on 13.6 M interactive maps. 13.7

System shall expose GIS attributes for display, use and editing.

System shall provide appropriate security settings for modification of GIS attributes and assets. System shall provide multiple layers of assets and location to 13.9 relate different types of assets by location. System shall provide the ability to add and remove additional 13.10 available map layers as needed (i.e. jurisdiction, section/township/range, annexation). 13.11 System shall allow the ability to set a default map view extent based on security group. 13.8

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M M M M

12

10/10/2013 p. 61

Technical Requirements

Maricopa County

Bid 13133-RFP

14.0 System Architecture #

Requirement

Priority

14.1

Vendor must provide the architecture landscape of the application, network, etc.

M

14.2

Does the recommended system architecture requirements allow for scalability of the system for a growing end user base? Describe.

M

14.3 14.4

14.5

14.6

Does your proposed solution run on dedicated servers? Option for the application to be hosted internally running on County standard servers, operating systems, and database platforms or hosted externally on vendor provided hardware. Please describe. Does your proposed solution run in a Windows 2008 R2 operating systems that are supported for specific hardware components? What is your preferred operating environment? Vendor must provide the minimum and recommended server specifications – type, memory size, number of processors, ‘Public Network” connectivity, etc. Please provide specifications.

Vendor must provide the minimum and recommended workstations (desktops, laptops, netbook, tablets, handheld, mobile devices, etc) specifications. Please provide. Does your proposed solution support several network topologies 14.8 (Ethernet, QMOE, WAN, VDI, WiFi, FDDI, ATM, etc.) and protocol (IP, etc) as needed? Please describe. Does your proposed solution support local vs remote networking environment to support multiple devices in multiple locations? 14.9 [Note: QMOE and Ethenet as well as WiFi and WAN are High priority for us]. Please describe. Proposed solution shall not require any special or proprietary 14.10 hardware (printer, desktops, scanners, etc.) requirements? Please identify. Does your proposed solution support a multi-user web based environment? Describe the web technologies the vendor uses. The 14.11 County’s preference is XML (Extensible Markup Language) based, SOA (Service Oriented Architecture), WOA (Web Oriented Architecture) and Web 2.0. 14.7

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

P M

M

M

M

M

M

P

M

13

10/10/2013 p. 62

14.0 System Architecture #

Requirement

Maricopa County

Priority

Does your proposed solution safely scale-up and extend functionality of the system to accommodate increasing numbers of 14.12 authenticated users (user accounts), growth in the amount of data, and enablement of additional future functionality? Please explain. Additionally, explain the impact on licensing costs.

M

Does your proposed solution initiate or perform capacity planning and sizing guidelines as the business environment changes? Please provide process description and methodology.

M

14.13

Can your proposed solution be used on mobile devices (i.e. Blackberry, IPhones, IPads, Android, Windows Tablet, etc.)? Please describe. 14.15 Does your proposed solution align with the Maricopa County IT standards and policies: Supported Server Hardware 14.14

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M

HP and Dell are the supported hardware vendors VMware vSphere 4.0 for server virtualization Citrix for server and desktop virtualization (standard under current evaluation but likely to be approved) Email: Exchange 2007 Instant Messaging / Collaboration: Office Communication Server 2007 R2 Database Engine: SQL Server 2008 or later FTP: adhoc FTP Web Server: IIS-7 Web Browser: IE8 or above Active Directory: Support of a multi-domain forest AntiVirus: Trend OfficeScan/ServerProtect Backup Agent: County only supports CommVault Simpana as its backup vendor ArcGIS 10.1 or later

Maricopa County Department of Transportation 10/10/2013 3:38 PM

14

10/10/2013 p. 63

15.0 Software #

15.1

15.2

15.3

Requirement Vendor must describe the language and development environment of the application including mobile components (Microsoft .NET, J2EE, etc.). Vendor must indicate where the application’s business rules and/or application logic reside (application layer, rules engine, database, etc.)? Please describe. [Note: Important to know to determine the skills of business analysts that will be creating, updating and configuring business rules… is it a high level interface or do they require DB skills?]. Vendor must list all third party tools, drivers, and software (including their versions) that must be licensed to use your application. Can this software be licensed separately (i.e. directly from the software vendor)? Please specify.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M

M

16.0 DBMS #

Requirement

Priority

16.1

Application shall support the use of Microsoft SQL Server 2008 or higher.

M

16.2

Does your proposed solution provide specific guidelines to tune the application at a database level to ensure that the application will perform effectively and efficiently? Please describe.

M

16.3 16.4 16.5 16.6

Does your proposed solution allow for database security to include encryption capability for defined data fields within database objects such as tables or views? Please describe. Does your proposed solution prevent unauthorized database access? Please describe. Does your proposed solution prevent unauthorized access to schema objects? Please describe. Does your proposed solution audit user actions and database transactions through security/application logs? Please describe.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M M M

15

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16.0 DBMS #

16.7

16.8

16.9

Requirement Vendor must provide documentation and schematic/visual data model of the data base (including data dictionary useable for reporting). Please provide. Does your proposed solution provide guidelines about the preferred backup schedule/plan/type for the database/s? (This should include transactions logs etc.). Please provide. Vendor must provide best-practice guidelines about the preferred amount of disk space that should be made available for normal operations? Please provide.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M

M

17.0 System Performance #

Requirement

Priority

17.1

Does your proposed solution indicate how the application and database environments are monitored to maintain our requirements for performance and response time? Please specify.

P

17.2

Does your proposed solution determine and enforce who needs or has access to key system performance metrics?

P

17.3

Does your proposed solution provide end-to-end monitoring capabilities from the client perspective and from the server perspective, to help determine the distributed component causing issues (client, network, server, database, storage, etc.)?

P

17.4

17.5

Vendor must provide the requirements for network throughput for your recommended application environment to serve the number of clients, process the amount of data to be managed. Please specify. Does your proposed solution determine if clients can efficiently access the server(s) over other network topologies (WiFi, 3G, 4G, etc)? Explain.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M

M

16

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17.0 System Performance #

17.6

17.7

Requirement Does your proposed solution provide load testing functionality to determine the effect on performance if the original number of concurrent users doubles or even triples, as well as scalability guidelines to appropriately achieve desired “performance quality of service” (SLAs)? Vendor must describe the network traffic that the software or hardware will generate.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

P

M

17.8

Does your proposed solution maintain greater than 50-100 concurrent users in an internally multi-tiered environment or externally hosted environment without taking a performance hit?

M

17.9

Does your proposed solution allow for redundancy and rapid recovery capabilities to satisfy high up time requirements?

M

18.0 Backup & Recovery/Archiving #

18.1

Requirement Given the Current Back Up Process and Restore Process below, vendor must determine if there will be any issues with adding the application and database to the existing processes. Please explain.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

M

17

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18.0 Backup & Recovery/Archiving #

Requirement

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

18.1.1 MCDOT Current Back Up Process MCDOT Network Solutions uses CommVault Simpana as the primary backup software application. Currently all systems perform a differential backup starting at 4:00PM, Monday thru Thursday, and also perform a full backup starting at 4:00PM on Friday. The full jobs run all weekend long. All backup tapes are kept for 12 weeks. Tapes that are 13 weeks old are reused and over-written for the start of the next 12 week cycle. On every Monday tapes for the previous week are identified and removed from all tape libraries. On Tuesday, the county vendor arrives with a scheduled box delivery and takes this week’s boxes. Is your solution compatible with the existing backup process? 18.1.2 MCDOT Current Disk Jobs and Restore Process Backup jobs are also run to a disk farm and are kept for 2 weeks. The disk backup jobs are the first place used as the source to do any restore for the key server systems. This allows for quicker response time. It also prevents the need to recall a tape canister from the county vendor, and avoid the canister handling charge. If the restore request is for information that is not in the disk backup system, the vendor must be notified to recall the needed tape canisters. Once the tapes arrive, the restore job is executed and should run for short period of time. . Is your solution compatible with the existing restore process? 18.2 18.3 18.4

Vendor must provide formal guidelines and recommendations for optimum backup and recovery. Please provide. Does your proposed solution satisfy the Public Records statues in Arizona (i.e., entry, access, retention, legal holds, and purging)? Please describe. Can your proposed solution segregate data for periods of time, or per active/inactive status?

Maricopa County Department of Transportation 10/10/2013 3:38 PM

M M M

18

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19.0 Reporting #

19.1

19.2

19.3 19.4

19.5

19.6 19.7

19.8

Requirement Does your proposed solution support SQL Server Reporting Services? Does your product include other report generation tools? Can these reports be incorporated into the product’s menus? Vendor must indicate if reporting capability costs are included in your software license or if they require separate licensing? Vendor must describe how the product is licensed (e.g. per seat, server, developer, runtime)? Please provide. Does your proposed solution provide canned reports with your products? Please provide a list and descriptions. Does your proposed solution allow for reports to be on a scheduled basis? Does your proposed solution have a configurable and centralized dashboard based on user roles and permissions which includes functionality such as alerts, notifications, key measures, thresholds, targets, flags and reports? Does your proposed solution provide secure and remote access to report information? Can your proposed solution send reports via system generated emails? Does your proposed solution create views targeted to a specific audience, i.e. configurable dashboards to address the information needs of a Call Center or a Maintenance Yard Supervisor?

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

P

M

P P

M

M M

M

20.0 Configuration # 20.1 20.2

20.3

Requirement Vendor must describe skill sets and development tools required to support the application. Does your proposed solution extend, configure the application through documented tools and standard mechanisms? Please describe. Does your proposed solution rename, add, move, or delete fields on the user interface? Explain how this is accomplished and the impact it has on the database.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority M M

M

19

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20.0 Configuration #

Requirement

Does your proposed solution allow for authorized users to add new functionality (data elements, user interfaces and business logic) as 20.4 needed within your system/application? Please explain how this is accomplished. Does your proposed solution log the impact of any customer changes in the event of an upgrade, how are those changes 20.5 retained and integrated to the new release, and what costs may be incurred? Vendor must provide support policy for configurations, a 20.6 description of the supported versus non-supported ways to configure, and what costs may be incurred. Please provide. Vendor must provide documented best-practices about assessing 20.7 development staff size to support an organization of our size. Please describe your assessment methodology. Vendor must provide the current development staffing level 20.8 dedicated to this product and how big it was a year ago. Can your proposed solution incorporate contextual help 20.9 information as a standard configuration feature on the interface design? Does the vendor have documentation that assesses the impact of support requirements on other customers of a similar size 20.10 (internal County staff? such as business analysis/project management, development, business and network management staff)?

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

P

M

M M P

P

21.0 Vendor Support # 21.1 21.2 21.3

Requirement Vendor must provide documentation and examples about the service level agreements\policies offered. Do you provide 24 x 365 support coverage? Indicate any associated costs in Attachment A. Provide costs for other levels of support offered. Vendor must describe problem reporting process and tools (phone, online, email). Please explain.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority M P M

20

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21.0 Vendor Support # 21.4

Requirement Vendor must describe issue escalation process. Please provide.

Can vendor provide technical and business documentation that includes ER diagrams [Entity-Relationship diagrams], database 21.5 schemas, and table and column level descriptions including data formats? Please provide. Does vendor provide Tier 3 (senior level) telephone technical support during prime business operating hours (7am-6pm PT, 21.6 Monday through Friday) for the county through a toll-free number? Please describe. Does vendor remotely access and assist local technicians as 21.7 required? Please describe. Does vendor provide online support to log and view system issues 21.8 along with proposed resolutions? Does vendor enable the County to receive notifications about 21.9 upgrades as they become available? Does the maintenance agreement allow the County to receive 21.10 upgrades and bug fixes on a regular interval to ensure the system maintains security standards according to a negotiated SLA? Are there any additional costs? Does your proposed solution maintain configuration settings after 21.11 application of system/application upgrades (no need to reconfigure after upgrades)? Vendor must provide technical documentation which describes the 21.12 administration, operation, installation steps, common issue resolution, application interface block diagrams, database schemas, database dictionaries and routine maintenance items. 21.13

Vendor must describe and provide examples of the technical documentation and assistance available for the installation and technical support of the application.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M

M

M P M

M

M

M

M

21

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21.0 Vendor Support #

21.14

21.15

21.16 21.17 21.18 21.19

Requirement Vendor must describe all licensing models and maintenance fees including additional licenses required for development and test infrastructure. If there are multiple licensing models such as by server, workstation, physical location, enterprise, etc., please describe all options. Vendor must describe what a chargeable modification for the system would be versus one covered under the maintenance agreement. Provide an example of a chargeable and a nonchargeable modification. Vendor must describe what version of the operating systems, and platforms supported (as far back and as far forward in version numbers with patches). Vendor must describe how the change control process tracks vendor support activities. Vendor must provide your process for future enhancements requests. Does the vendor allow the County to take advantage of other customer modifications at no cost? Please describe.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M

M M M P

22.0 System Updates (Client and Server) #

22.1

22.2

22.3

Requirement Vendor must describe the company’s philosophy for software updates, upgrades, hot fixes, maintenance releases and new versions for your product. Provide a schedule for the past three years. Vendor must describe how application updates are applied. Are they incremental patches or whole replacement software images. Describe if during the update process, you replace individual components or the entire application? Vendor must describe how long old releases are supported, after a new release. Please indicate typical support schedules of older releases.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

M

M

M

22

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22.0 System Updates (Client and Server) #

22.4

22.5 22.6

Requirement Vendor must describe what constitutes an upgrade, modification, configuration, new release or .x version of the system and if it can be deployed through the use of automated tools to push the new versions to client PCs and other end devices. Describe the frequency of a new release or version upgrade of the application. Vendor must describe how you test and certify the application, including database, operating security patches and other components. Describe any standards that your proposed solutions meets, i.e. ISO900X certified, COBIT 3.1, ISO 38500.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M

M M

23.0 Security #

23.1

Requirement For each item below, describe how users are authenticated and given privileges to your application (AD, application directory, other): 23.1.1 Does your product identify users trying to login?

23.2 23.3 23.4

23.1.2 Does your product authenticate predetermined valid users? 23.1.3 Does your product authorize users with selected access rights within the application? Does your proposed solution manage authorization internally or interface with LDAP (AD)? Does your proposed solution provide user access with a webbrowser (for thin client users) to the application/data while inside and outside of the County’s network? Does your proposed solution allow for system access over VPN running on the public internet infrastructure?

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority

M M M M M P M

23

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23.0 Security #

23.5 23.6

23.7

Requirement The proposed solution shall not require any direct coding to execute/implement changes for security setup and/or administration? If it does vendor must explain. Does your proposed solution support field-level security? Explain how this is implemented. Does your proposed solution provide functionality to allow configuration of end user roles, (i.e., Maintenance Yard Supervisor, Crew Leader, Crew Member, administrative) to allow enforcement of role base security? (For example does your proposed solution control access to information based on individual and/or group permissions granting authorization to: read, write, modify, print and delete). Please explain how this can be configured through your application. Describe how you: 23.7.1 create flexible roles and groupings, 23.7.2 define secure access to information based on roles and users, 23.7.3 manage access control (including the access/ management/configuration of assets and attributes and workflow processes)

23.8

Does your proposed solution require or allow security controls and access rights to stored documents apart from the system level security? If yes, can this be turned on or off as needed?

Does your proposed solution enable secure conditional access to reports? Does your proposed solution employ session timeouts after periods 23.10 of inactivity? If yes, describe how the application has password controls for timeout, complexity, and reuse. 23.11 Does your proposed solution allow for the placement of a userdefined banner when logging into the system? 23.12 Vendor must describe available Security Reports and Controls. 23.9

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M P

M

M M M

P

M M P M

23.12.1 Does your proposed solution lock account after x # of attempts and alert the system administrator?

P

23.12.2 Does your proposed solution support Local Password rules, if local passwords are elected?

P

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Maricopa County

24

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23.0 Security #

Requirement

23.13 Does your proposed solution provide reports or logs to monitor security for the following: 23.13.1 User activity 23.13.2 Inactive users 23.13.3 Failed access attempts 23.14 Vendor must describe how and who is able to create, edit and delete groups, and assign permissions to those groups. Vendor must describe how and who is able to create, edit and delete a user, for example create a user profile and define 23.15 attributes, such as, unique identifier, first name, middle initial, last name, password, title, organization, job code, e-mail, phone, etc. If create, edit and delete a user cannot be done, describe how the application manages user access for administrators. Does your proposed solution provide descriptive error logging of 23.16 all errors, including error messages when login validation fails? Please provide examples of error handling for a failed login attempt. Does your proposed solution follow industry accepted enterprise 23.17 security best practices for access and disclose all “back doors” to the system? Please describe. Does your proposed solution allow for MCDOT IT to grant 23.18 limited and closely-controlled remote access to the system by authorized Vendor technical support engineers? Vendor must describe how and who is able to reset a password for 23.19 logon access to the application if Active Directory (AD) is not supported. 23.20 Vendor must describe and provide documentation on the application’s security model. Vendor must describe the security processes maintained, 23.21 pertaining to the application entities/capabilities and to the support of the application. Does your proposed solution automatically disable accounts that 23.22 have gone unused for a specific period of time? If so, please describe. 23.23 Does your proposed solution allow for back up rotation and archive activity logs? If so, please describe.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M P M M

M

M

M

M

M M M

P P

25

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23.0 Security #

Requirement

23.24 Does your proposed solution have the ability to specify maximum log file size? If so, please describe. 23.25 Vendor must describe how the proposed solution ensures that data is not corrupted, infected or tampered with.

Maricopa County

Priority

Bid 13133-RFP

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

Comply/ Exception

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M

24.0 Application Integration # 24.1 24.2 24.3 24.4

24.5

24.6

24.7

Requirement Does your proposed solution integrate (bi-directionally) with other data sources? Please explain. Does your proposed solution have any built-in integrations provided? Please explain. Does your proposed solution include methods or tools for custom integration? Please list and explain. Does your proposed solution support data integration operations to be executed in real-time or in the background during non-peak hours? Does your proposed solution integrate with OnBase, which is used for electronic document and records management at Maricopa County? Define your experience with integration to products like this for document and records management. Does your proposed solution integrate with ESRI GIS (ArcMap/ArcSDE/ArcGIS 10.1 or later)? Describe your experience with integration to these products. Does your proposed solution import user account information through LDAP integration, Active Directory? Please describe.

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Priority M P M M

P

M

M

26

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24.0 Application Integration # 24.8 24.9

24.10

24.11 24.12 24.13 24.14

Requirement Does your proposed solution allow for handling multiple message formats for data integration, i.e., XML, EDI, etc? Does your proposed solution ensure data integrity when integrating with other enterprise data? Please explain. Vendor must describe the integration capabilities with other products like SQL server, Microsoft Windows server platform, Windows 7 desktop PCs, Microsoft Internet Explorer 9.0 and higher, Adobe Acrobat, and file formats such as: .pdf documents, Flat files – .txt and .csv formats? Does your proposed solution allow for access through links to documents stored in an EDMS? Please explain. Does your proposed solution support access to photos? Please describe. Does your proposed solution send notifications or alerts via Exchange/Outlook according to business-configurable parameters? Vendor must describe integration frequency, models and methods for sharing data between systems for each below: real-time background processing

batch processing 24.15 Vendor must describe integration techniques and tools used (integration engine, migration products, etc). 24.16 Vendor must describe Barcode and other scanning technologies the proposed solution supports. 24.17 Can your proposed solution support integration with RFID (Radio Frequency Identification) technologies?

Maricopa County Department of Transportation 10/10/2013 3:38 PM

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M

M

P M M M

M M P

27

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25.0 Implementation Services # 25.1 25.2 25.3

25.4

25.5 25.6

Requirement Specify the standard implementation services and processes that are included in your proposal. Specify the responsibilities, roles, experience, skills and qualifications for the Vendor’s team. Specify the responsibilities, roles, experience, skills and qualifications recommended for the County’s team. Describe the manner in which the vendor will organize and prioritize your firm’s resources to perform the services including project management, testing, and development if appropriate. Specify the tools and/or services you offer for workflow analysis of the current processes and the redesigned processes. Specify the level of system design and build that is required from the County (e.g.: menus, user security, order and documentation templates, code set/dictionaries, alerts).

Maricopa County

Priority

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

M M M

M

M M

25.7

List and describe the recommended pre-implementation activities a customer should perform to support the implementation process.

M

25.8

Specify the organization’s support staff required to go live. Please include the following:

M

25.8.1 Number and type of County staff Vendor requires 25.8.2 Estimated duration and timeframe for use of County staff time 25.8.3 Provide an example of a go live staffing schedule

Maricopa County Department of Transportation 10/10/2013 3:38 PM

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26.0 Quality/Assurance Testing #

Requirement

Maricopa County

Priority

26.1

Does the vendor provide and recommend a testing methodology and Quality Assurance Plan that meets the County’s business requirements? Please describe.

M

26.2

Does the vendor provide structured testing and comprehensive analysis of test data during implementation? Please describe.

M

26.3

Does the vendor assist with the set up and configuration of the County’s test environment? [Note: The test environment will be an exact replica of the production environment with any differences documented in detail]. Please describe.

M

26.4

Does the vendor manage testing at multiple levels of the deployed application implementation, for example, unit, application, system, integration, enterprise, etc.? Please describe.

M

26.5

Does the vendor manage and assist with data validation and clean up? Please describe.

M

26.6

Does the vendor support “Requirements Traceability” to ensure that each County requirement (features, functions, and fit) is met and works as needed by the customer? Please describe.

M

Maricopa County Department of Transportation 10/10/2013 3:38 PM

29

Comply/ Exception

Bid 13133-RFP

Standard/ Please provide a brief explanation for any Custom/ exceptions, customizations or 3rd party 3rd Party software

10/10/2013 p. 78

10/10/2013 3:38 PM

Maricopa County

Bid 13133-RFP

p. 79

EXHIBIT 5 CONTRACTOR ID FORM/BACKGROUND CHECK

Maricopa County

Bid 13133-RFP

Question and Answers for Bid #13133-RFP - MCDOT Asset and Maintenance Management Application

OVERALL BID QUESTIONS There are no questions associated with this bid.   If you would like to submit a question,  please click on the "Create New Question" button below.

Question Deadline: Oct 24, 2013 5:00:00 PM MST

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