Solicitation 14111 TALENT MANAGEMENT SYSTEM


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Maricopa County

Bid 14111

5

Solicitation 14111

TALENT MANAGEMENT SYSTEM

Bid designation: Public

Maricopa County

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Maricopa County

Bid 14111

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Bid 14111 TALENT MANAGEMENT SYSTEM Bid Number   

14111

Bid Title   

TALENT MANAGEMENT SYSTEM

Bid Start Date

Dec 11, 2014 9:34:06 AM MST

Bid End Date

Feb 13, 2015 2:00:00 PM MST

Question & Answer End Date

Jan 15, 2015 1:30:00 PM MST

Bid Contact   

Steve Dahle Strategic Team Manager 602-506-3450 [email protected]

Pre-Bid Conference   Jan 13, 2015 1:30:00 PM MST Attendance is mandatory Location: THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON JANUARY 13, 2014 AT 1:30 PM ARIZONA TIME, AT THE MARICOPA COUNTY ELECTIONS BUILDING FLOOR TRAINING ROOM, 320 WEST LINCOLN STREET, PHOENIX, ARIZONA 85003

Description To provide the Maricopa County Human Resources Office with a fully integrated Talent Management System including but not limited to Learning Management System with the ability to integrate Performance Management functionality at a later date. 

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Maricopa County

Bid 14111

NOTICE OF SOLICITATION SERIAL 14111- RFP REQUEST FOR PROPOSAL FOR:

HUMAN RESOURCES TALENT MANAGEMENT SYSTEM

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 FEBRUARY 13, 2015 for the furnishing of the following 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. All Proposals must be signed, sealed and addressed to the Office of Procurement Services, 320 West Lincoln Street, Phoenix, Arizona 85003-2494, and marked “SERIAL 14111- RFP REQUEST FOR PROPOSAL FOR. HUMAN RESOURCES TALENT MANAGEMENT SYSTEM 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 ON THE MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES WEB SITE UNDER THE SOLICITATION SERIAL NUMBER. PROPOSAL ENVELOPES WITH INSUFFICIENT POSTAGE WILL NOT BE ACCEPTED BY THE MARICOPA COUNTY OFFICE OF PROCUREMENT SERVICES DIRECT ALL INQUIRIES TO: STEVE DAHLE PROCUREMENT OFFICER TELEPHONE: (602) 506-3450 EMAIL: [email protected] THERE WILL BE A MANDATORY PRE-PROPOSAL CONFERENCE ON JANUARY 13, 2015 AT 1:30 PM ARIZONA TIME, AT THE MARICOPA ELECTIONS OFFICE TRAINING ROOM, 320 WEST LINCOLN STREET, PHOENIX, ARIZONA 85003 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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Bid 14111

SERIAL 14111-RFP

TABLE OF CONTENTS NOTICE TABLE OF CONTENTS SECTIONS: 1.0

INTENT

2.0

SCOPE OF WORK

3.0

PROCUREMENT REQUIREMENTS

4.0

TERMS AND CONDITIONS

5.0

INSTRUCTIONS

ATTACHMENTS: ATTACHMENT A

PRICING

ATTACHMENT B

AGREEMENT/SIGNATURE PAGE

ATTACHMENT C

REFERENCES

ATTACHMENT D

NONFUNCTIONAL REQUIREMENTS

ATTACHMENT E

BUSINESS REQUIREMENTS

EXHIBITS: EXHIBIT 1

VENDOR REGISTRATION PROCEDURES

EXHIBIT 2

LETTER OF TRANSMITTAL SAMPLE

EXHIBIT 3

SOLE PROPRIETOR WAIVER FORM

EXHIBIT 4

OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY

EXHIBIT 5

DRAFT CONTRACT

EXHIBIT 6

INSURANCE CERTIFICATE EXAMPLE

EXHIBIT 7

TECHNICAL ENVIRONMENT SUMMARIES

EXHIBIT 8

CURRENT HRIS SYSTEM DIAGRAM

EXHIBIT 9

TUITION REIMBURSEMENT ARCHITECTURE OVERVIEW

II

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Maricopa County

Bid 14111

SERIAL 14111-RFP

REQUEST FOR PROPOSAL FOR 1.0

HUMAN RESOURCES TALENT MANAGEMENT SYSTEM

INTENT: To provide the Maricopa County Human Resources Office with a fully integrated Talent Management System including but not limited to Learning Management System with the ability to integrate Performance Management functionality the following fiscal year. The County is a Fully Hosted Service not a software program. 1.1

Background: Maricopa County is the largest county in Arizona, the second largest government in the state, and one of the fastest growing counties in the nation. Geographically, at 9,226 square miles, the County is the 14th largest county in the United States, larger than seven states. With over four million residents, it is the fourth most populous county in the nation and home to more people than 25 states and the District of Columbia. The County employs a workforce of over 13,000 persons, with a 2014 budget of $2.2 billion. The five-member Board of Supervisors sets policy as the governing body for county government. The Board appoints a County Manager to direct day-today operations. Establishing well-defined goals and performance expectations are integral to the efficient functioning of human capital in an organization. A County-wide employee Learning and Performance Management system is paramount to effectively identifying, training, and rewarding and retaining top performers based upon measures aligned with mandated services and strategic goals. The current LMS system lacks the ability to effectively track and promote the type of learning needed to move the County to the performance levels needed to deliver effective and efficient service. Additionally, the current system does not have the capability to integrate with a Performance Management System. The current system is at the end of its development life cycle and is in a maintenance mode on the part of the software developer.

1.2

Current Environment: 1.2.1

See Exhibit 7 Technical Environment Summaries

1.2.2

Pathlore is Maricopa’s Learning Management System for employee training, and it was implemented in 1991. Pathlore contains a wide variety of training content including Federal, State, and employer-mandated training. Pathlore is currently in use by 25 different departments over various business types including: Courts, Animal Care and Control, Medical Examiner, County Attorney, Correctional Health, and Environmental Services to name a few. Current software version – 6.9 SP1

1.2.3

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-

52,293 total users (employees and external users)

-

198,016 classes of which over 500 are online

-

8,055 courses

-

Over 1.5 million registrations

-

Over 100 Administrators

-

Integrates with at least 5 other HRIS related systems

-

Tracks tuition reimbursement records for employees

-

Averages 30 students per day

ADP is Maricopa’s HRIS system provider. ADP was implemented in 2011 as a hosted solution for administration and management of HRIS to include but not limited to: Payroll, Benefits, Time & Labor Management, Human Resource Management, Position

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SERIAL 14111-RFP Management, and Recruiting. Various software applications within the ADP umbrella are utilized to complete the HRIS system. See EXHIBIT 8: Current HRIS System Diagram 1.2.4

1.3

2.0

Tuition Reimbursement is an internally developed system for employee registration including submission and work flow features related to degree requests, class requests, and reimbursement requests. It also handles approval work flows, reporting, and offers administration screens to configure the system. Tuition Reimbursement integrates with Pathlore and ADP systems, automating data sharing through Batch ETL processes. SQL Server Database -

Silverlight UI

-

.net and C# application services

-

See EXHIBIT 9 Tuition Reimbursement Architecture Overview

The County reserves the right to add additional contractors, at the County’s sole discretion, in cases where the currently listed contractors are of an insufficient number or skill-set to satisfy the County’s needs or to ensure adequate competition on any project or task order work.

SCOPE OF WORK: The Vendor shall thoroughly study, understand, and analyze the current Maricopa HRIS system and respond to all requirements and deliverables contained herein. The Vendor shall provide a solution with supporting design and planning documentation leveraging effective practices for an enterprise wide, Learning and Performance Management system. The focus is increasing efficiency and effectiveness of training administration, incorporating performance plans and career building and progression to improve the workforce at Maricopa County. 2.1

Mandatory System/Proposer Requirements 2.1.1 2.1.2 2.1.3 2.1.4

2.2

Minimum five (5) years in Business Proposed System has been in full production mode at least three (3) years Minimum of ten (10) totally implemented Systems in use Minimum of two (2) Systems in Production with entities of similar size, complexity, and desired functionality of Maricopa

Minimum System requirements: 2.2.1

The Vendor shall comply with the Basic Common PC Standards: 2.2.1.1 2.2.1.2 2.2.1.3 2.2.1.4 2.2.1.5 2.2.1.6

2.2.2

The Vendor shall comply with Basic Server Standards (if hosted on premise): 2.2.2.1 2.2.2.2 2.2.2.3 2.2.2.4 2.2.2.5

2.3

Intel i7 processor 4G RAM Windows7, 64-bit Internet Explorer 9, 10, & 11 Google Chrome 23+ Firefox 10+

Windows Server 2008, R2 (Virtual using VMWare) TCP/IP network operation VMware Virtual Servers SQL Server 2008/2012 for Databases HP 3PAR Enterprise storage

Business Requirements: All proposed recommendations developed through this initiative shall take into consideration and strive to meet the following business goals and requirements related to this initiative.

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SERIAL 14111-RFP Mandatory Requirements: All requirements shall be responded to and notated with comments where applicable. 2.3.1 2.3.2

See Attachment D: Non-Functional Requirements to respond. See Attachment E: Business Requirements to respond.

Optional Requirements: the following goals and requirements in this section should not be viewed as statements that limit solution possibilities as Human Resources (HR) is open to discussion on these topics and innovative ideas.

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2.3.3

The new solution will decrease the burden brought on by a lack of defined processes and having to manage multiple systems manually. All proposed solutions must show significant business efficiency gains, process simplification, and a low TCO to be considered viable.

2.3.4

The proposed solution shall allow all HR and IT teams to interact around learning and performance content with seamless collaboration and cooperation, leveraging a multitude of communication methods such as notes, email, instant messaging, social features, digital white boarding and other methods.

2.3.5

The proposed solution shall define, support, and meet industry standard and HR specific service level benchmarks, key performance indicators, and performance metrics and demonstrate how the proposed solution would compare to industry standards.

2.3.6

The proposed solution shall consider allowing HRIS to provide access to the recommended system as a service to other County Departments, meaning they could use it to manage their own learning centers and performance templates and measures.

2.3.7

The proposed solution shall provide functionality for easy searching of content including but not limited to: course, classes, tests, instructors, templates, resources, status, aging, etc.

2.3.8

The proposed solution shall provide functionality for customer notification through several media, e.g., email, text messaging, and system notification upon course or plan updates with the ability to turn individual components off if needed.

2.3.9

The proposed solution shall provide functionality for an improved course management process with related workflow steps such as: initiation, notification, coordination, multilevel approval, completion notification, and post implementation review.

2.3.10

The proposed solution shall include a knowledge base (KB) function with search ability to quickly identify previous solutions that can be leveraged to promote quicker resolution or recurring issues. HR desires a proactive, system automated, KB search capability that will present KB search results to the administrator upon viewing the reported issue.

2.3.11

The proposed solution shall include strategies and functionality for system integration or processes that ease the cross system issues experienced by staff today as noted in this RFP and discovered through the study. Although HR understands migrating or transitioning to a single system is unlikely, the proposed solution shall strive to reduce the number of systems to the greatest extent possible while still providing maximized management efficiency and a high quality of service to HR customers.

2.3.12

The proposed solution shall offer asset tracking capability. HR’s assets include but are not limited to: hardware, documents, computers, equipment, conference rooms, and media.

2.3.13

The proposed solution shall take into consideration leveraging current technologies, the County’s buying power, and where possible identify economies of scale through system reuse and enterprise licensing agreements.

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2.4

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2.3.14

The proposed solution shall provide comprehensive system administration and management that allows for rapid, efficient, and cost-effective configuration changes as HR continues to refine its processes post RFP engagement, i.e., HR needs the ability to modify the system to allow for process change.

2.3.15

The solution shall demonstrate the capability of integrating with existing HRIS technologies as well as permit integration with future technology changes.

2.3.16

The proposed solution shall provide thorough, on-site support training to HR staff. This shall include all aspects of managing the supporting systems and fully educating staff on new processes. Training hours, number of trainers, who will be trained, and the training strategy shall be detailed in the training plan in cooperation with HR.

2.3.17

The proposed solution shall include methodologies to ensure updates can occur easily to any systems supporting the overall process as part of regular maintenance with minimal end user impact.

2.3.18

The proposed solution shall provide a complete set of user manuals for all software used in the proposed solution.

2.3.19

The proposed solution shall strive to greatly minimize or eliminate the need for scheduled downtime currently required.

Project and Implementation Requirements: 2.4.1

The Vendor shall develop and maintain a detailed project plan with specific/measurable deliverables (using MS Project), team member responsibilities, and a timetable for all recommended solutions.

2.4.2

All project plans and associated documents must be developed in coordination with and signed off on by the Maricopa PM before any work begins.

2.4.3

The Vendor's assigned PM must serve as the overall single point of contact for the execution and delivery of the project and all related documentation including but not limited to, Risk Mitigation Plan, Training Plan, Communication Plan, Configuration and Conversion Mapping, Implementation Design Document (IDD), and Statement of Work (SOW).

2.4.4

The Vendor must provide one specific Account Manager to handle all matters related to Maricopa. The Account Manager is the focal point for coordinating the resolution of all issues related to this solicitation.

2.4.5

The Vendor shall convert existing LMS content from current system, documenting all translations, updates, and deltas as applicable. Conversion strategy and plan must be mutually agreed upon by Vendor and Maricopa prior to execution.

2.4.6

The Vendor shall deliver and aid in execution of a training plan in coordination with Maricopa.

2.4.7

The Vendor shall deliver and aid in execution of a risk mitigation plan in coordination with Maricopa.

2.4.8

The Vendor shall deliver and aid in execution of a communication plan in coordination with Maricopa.

2.4.9

The Vendor must provide status reports to Maricopa during the life of the project monitoring the project progress. Status report format, layout, and details shall be mutually agreed upon by Maricopa and Vendor.

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2.5

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2.4.10

The Vendor shall work with HR, and other Maricopa departments and individuals as directed by HR, in order to understand the current operations of Maricopa and its support processes, systems, and challenges.

2.4.11

The Vendor shall configure the system according to mutually approved design document and statement of work. All system configuration and customizations shall be documented.

2.4.12

The Vendor shall develop and deliver all integrations and reports per Maricopa requirements as agreed upon in the SOW and IDD.

2.4.13

The Vendor shall provide the computing devices necessary to perform the work required of this initiative. Maricopa will not provide PC’s to the Vendor employees assigned to the project.

2.4.14

The Vendor shall provide technical documentation for support staff including but not limited to system overviews, FAQ, common troubleshooting steps, design specifications, flowcharts, and file layouts.

Deliverables: 2.5.1

The Vendor shall provide all project initiation documents including prerequisite forms, questionnaires, design documents, and templates required prior to configuration. Include a list of all documentation required of Maricopa prior to project start.

2.5.2

The Vendor shall describe the kick-off strategy, expected outcome, and timeline relative to award.

2.5.3

The Vendor shall provide an example Charter, SOW, WBS, Project Plan with milestones and all associated controlling, managing, and executing plans used in implementing the proposed solution.

2.5.4

The Vendor shall provide examples of status reports provided to Maricopa executives and project participants.

2.5.5

The Vendor shall describe a recommended phased approach for implementing Learning Management and Performance Management for multiple departments and agencies within Maricopa.

2.5.6

The Vendor shall describe their approach to data conversion and provide a data migration plan, authored by their company, from a recent project. Indicate major activities, project timing, and roles for both Vendor and Maricopa. Describe scenarios where problems have occurred based on your experience and how validation of migrated data was addressed.

2.5.7

The Vendor shall describe the approach to all testing normally employed in the implementation of your solution. Provide a representative sample of a project test plan that addresses planning activities, the types of testing conducted (factory testing, unit test, interface tests, regression testing, UAT, etc.), testing tools, and defect tracking.

2.5.8

The Vendor shall provide a change control strategy, example documentation, and workflow design for minor and major scope changes throughout implementation.

2.5.9

The Vendor shall provide a training plan with a representative sample of your standard training elements. Include the following: Outline of training methodology, sample detailed training plan, sample syllabus, and end user material for each functional area of the system.

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2.5.10

The Vendor shall list and describe all means of providing the user with help. Include online help files, web-based support, paper documentation, context sensitive help, etc.

2.5.11

The Vendor shall provide extensive training options: eLearning, video tutorials, ILT sessions, webinars, on-site training options, and configurable orientation tutorial for new users.

2.5.12

The Vendor shall provide an example risk mitigation plan, associated documentation for reporting and resolution, and recommended approach for ongoing updates and reporting of project risks.

2.5.13

The Vendor shall provide a diagram of training support Help Desk (HD) personnel and include resource details to include: average turn-around time for HD support, average turnover of HD staff, number of HD staff available to Maricopa, and hours of operation/support service for training staff.

2.5.14

The Vendor shall list all technical consulting services options for customizations, implementation, configuration, and needs analysis.

2.5.15

The Vendor shall provide a diagram that depicts the technical architecture for optimal performance of the proposed solution including the interaction between databases, application and service layers, and the presentation layer.

2.5.16

The Vendor shall provide a diagram that depicts the integration methodology and any software required to integrate the Learning Management, Performance Management, HR system, and other prerequisite or dependent systems.

2.5.17

The Vendor shall outline the process for configuring the proposed software solution. Specify whether each component is Vendor or Maricopa configured. Include a description of your approach for confirming that business process and data management needs are addressed.

2.5.18

The Vendor shall provide a complete technical description of your solution's API. Include all documentation, published and unpublished, regarding the API. Include a description of the extent to which the API engages all primary business logic. Outline if/how the API is used during a typical implementation project.

2.5.19

The Vendor shall describe their solution's capacity to configure and deploy individual data field validations (e.g., value must be between 100 and 1000, or a value in a given field limits the value range in another field.) To what extent can they be added; modified, etc., by the system administrator? Where, and for what types of fields/data can validations be deployed?

2.5.20

The Vendor shall describe their products ability to adapt visually, including branding based on role, organizational membership, or other parameters of the individual user logged in.

2.5.21

The Vendor shall describe the capability of configuring the appearance of screens in their solution, to include: deleting/hiding fields, moving fields, and changing the mandatory nature of "important" or "primary" fields.

2.5.22

The Vendor shall describe the typical support model for similar sized clients including: hours of operation, location of support center, responsibility for tier 1 and tier 2support. Please provide recent support center statistics such as first call resolution, timeframes to resolve critical issues, and volume of tickets opened and resolved.

2.5.23

The Vendor shall detail how their solution can be configured to suppress functionality, information, standard reports, and views (pages, screens, etc.) that do not apply to Maricopa.

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2.5.24

The Vendor shall describe their solution's ability to record data changes (maintain an audit trail). In general terms, where in the solution it is available, what kinds of data it captures, what options are available to Maricopa in terms of configurability, and what user interfaces exist to allow users to easily see this audit information.

2.5.25

The Vendor shall describe their solution’s ability to provide mobile functionality (mobile computing): include, data collection, work management features, a description of the synchronization process, and "where" in the application mobile computing is made available. Include a listing of all device types supported. Indicate whether the proposed solution is an application distinct from the core product (on a separate development track), is a version of the core product configured specifically for mobile access, or is the core product a responsive web solution where all features are made available.

2.5.26

The Vendor shall describe any user group communities or forums both managed and unmanaged and provide relevant content including conferences, links, related knowledge management systems/tools, and contact information. Please describe if conference fees are waived for the first conference, for a certain number of HR attendees. Please describe what is included.

2.5.27

The Vendor shall describe in detail the interface diagram and controlling or core fields for interfacing between HRIS and their product. Provide specific HRIS system integration examples, the technology solution used to interface, and schematics.

2.5.28

The Vendor shall describe in detail the interface diagram and controlling or core fields for interfacing between Finance and their product. Provide specific Financial system integration examples, the technology solution used to interface, and schematics.

2.5.29

The Vendor shall list all third party learning providers, courseware providers, and other solutions that their software is integrated with including solutions related to any aspect of talent management.

2.5.30

The Vendor shall describe the different software solutions used to integrate with other business applications. Include a breakdown for each solution to include: Is it controlled by Maricopa or Vendor, can it be developed by Maricopa for ad-hoc or internal interfaces (new, change, remove), and if Vendor controlled what level of change constitutes an atcost change order.

2.5.31

The Vendor shall list all related items for compatibility for example: iSpring, Captivate, Storyline, and Articulate Studio.

2.5.32

The Vendor shall provide a detailed list of repositories and libraries for interfacing of learning content. If third-party, list only current vendors on contract or currently in use by one or more of your clients with prior experience in delivering online learning content through a third party LMS.

2.5.33

The Vendor shall provide a detailed list of software or utilities available along with formats accepted and subject areas available for importing and exporting with other systems in real-time or batch mode. Include but not limited to student demographics, identification, competencies, certifications, and individual development plans.

2.5.34

The Vendor shall provide a recommended resource strategy to align with their implementation approach. Detail the number of resources typically required, skillset and tasks expected for each resource, and expected project workload for the duration of the project for both Vendor and Maricopa personnel. List additional skills or training that each client stakeholder or project resource will be required to have.

2.5.35

The Vendor shall provide a recommended project organization chart with Maricopa and Vendor personnel shown. Provide resumes of all proposed implementation resources.

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2.6

2.5.36

The Vendor shall describe and provide documentation of their report offering to include all tools available for user reporting. Include query and complex tools available to Maricopa for the purpose of custom report creation or extracting data. If reporting tools are proprietary, describe the knowledge transfer and training provided.

2.5.37

The Vendor shall describe their support architecture including support personnel for configuration help, issue reporting and resolution, and assistance with reporting, the ERD, and data dictionary.

2.5.38

The Vendor shall explain the various roles and access levels controlling end-user reporting abilities to include: Add, update, and remove custom reports, automated running and delivery of reports, view only roles, and personal vs. public reports.

2.5.39

The Vendor shall describe the business intelligence and management reporting capabilities provided in the proposed solution. Include a discussion of the general capabilities (graphs, charts, and tabular report types supported, source of the data, drilldown capabilities, etc.) of the dashboard, the technology deployed, and provide the contact information for two customers for whom the dashboard is in production.

RESPONSES: The proposed Vendor shall review and respond to all requirements. 2.6.1

Security and Performance 2.6.1.1 Application Security: Describe your system security in terms of roles, fields, tables, reports and queries. Include a description of how discretely security can be established. Provide up to three screen images of your system security utility. Does your solution accommodate single network sign-on though the Counties AD system (not typical for hosted solutions) or the ADP Portal? If it does not, does your solution periodically require users to change passwords? 2.6.1.2 Data Security: Outline how your solution supports the management of sensitive data. How does your solution retain the needed data, yet limit visibility to only those users authorized to see the information from both an application and reports perspective? 2.6.1.3 Performance: Describe your approach to tuning application performance during the project. At what point(s) in your implementation project do you find this is most appropriately conducted? Where in your solution do you anticipate addressing potential performance issues? 2.6.1.4

2.6.2

Performance: Given the minimum specifications are met from a hardware and network perspective, what are the average load times for a standard and complex application screen? Standard and complex report?

Upgrades, Patches, and Release Management 2.6.2.1 Provide a list of known outstanding errors/system deficiencies and a schedule for resolution. What updates are planned for your next major release? What is your schedule for that release? 2.6.2.2 Approximately how often are major software versions released? Patches and fixes? How do you inform your customers of the release? Provide examples of release notes. 2.6.2.3 How do you ensure that modifications/customizations made to licensed software are accommodated in the upgrades and patches?

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SERIAL 14111-RFP 2.6.2.4 How do your releases support rollback to previous versions in the event unintended results or issues are encountered? 2.6.2.5 Describe your customer support policy for older product release(s). Please include a discussion of areas where additional cost (maintenance cost, not labor) could be incurred. 2.6.2.6 What is your change control process before new features are released? 2.6.2.7 How do you manage the code base for multiple clients in regards to client specific customizations? Are other client customizations included in the base code at no cost? 2.6.2.8 Describe the management process you use to control scope and cost postimplementation. How do you propose to minimize cost/time over-runs? What are the three highest areas of risk? 2.6.2.9 Provided a change in reporting tool or capabilities is released as a result of an upgrade; describe how you manage conversion and rewriting of reports. 2.6.2.10 How do you manage feature discontinuation or client-impacting system changes that may materially affect business operations or process due to system upgrades? 2.6.2.11 What is your approach and process for testing new features before release including: Unit, Screen, System, Integration, and Regression testing? 2.6.2.12 Describe the typical environments included during an upgrade or patch for user testing and training. 2.6.2.13 How are configuration changes sustained during upgrades? Are configuration changes logged for auditing? 2.6.3

Configuration, Integration, and Conversion 2.6.3.1 How are configuration changes and client decisions documented? 2.6.3.2 Do you have an up to date configuration dictionary? 2.6.3.3 Outline your general approach (steps) to integrating data with another Maricopa application database. Include an example of integration documentation that you've created for one of your customers. What specific data integration technologies do you recommend? 2.6.3.4 Is Maricopa able to customize/configure a unique URL address by department? 2.6.3.5 Is Maricopa able to customize/configure a unique landing page by department, including branding and logos? 2.6.3.6 Is Maricopa able to customize/configure/manage a announcements header on the landing page per department?

unique,

scrolling

2.6.3.7 How does your solution provide the capability of adding, displaying, and maintaining user-defined fields? 2.6.3.8 Have you conducted a data migration from Pathlore 6.9 SP1 or similar to your solution? If so, please include a current client reference.

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Hosting Services: 2.7.1

2.8

2.9

Disaster Recovery: What are your strategies for disaster recovery and your timeframes for getting systems back up and preventing data loss?

Other: 2.8.1

How does having an active data connection impact the ability to perform mobile work and retain data?

2.8.2

What resources can be provided to Maricopa to support user acceptance testing (scripts, test plans, etc.)?

2.8.3

How frequently is training and configuration documentation updated?

2.8.4

What facility is provided that supports County customization of the help documentation and how are the County changes protected during documentation updates?

2.8.5

Describe the marketing materials/templates that launch/market/promote the new system to our end users.

2.8.6

Does the system contain a reporting database separate from the transactional DB? If so what is the refresh frequency?

2.8.7

Describe the tuition reimbursement capabilities of your solution to include features and functionality for requesting, approval, administration, and reporting of tuition tracking for courses where applicable.

you

provide

to

help

us

Acceptance: 2.9.1

Pre Go-Live Acceptance Pre Go-Live Acceptance Testing shall consist of integration and performance testing. The Vendor shall perform and/or facilitate necessary testing to ensure successful integration and performance testing. Performance testing shall include the Vendor’s application of simulation scenarios to test volume impacts on response time etc, of a fully operational system. Pre Go-Live Acceptance Criteria will be jointly defined and documented as part of the testing plan development. The test plan and the Pre Go-Live Acceptance Criteria/requirements will be based on mutually agreeable terms. Go-Live will not occur until all Pre Go-Live Acceptance Criteria are met.

2.9.2

Post Go-Live Acceptance The Vendor shall provide a post go-live acceptance test period (the “Break-in Period “) that commences upon Go-live Date. Go-Live shall be defined as: a.) the System is available and accessible; b.) the System has been tested against all Pre Go-Live acceptance criteria c.) Implementation (installation, configuration, and setup) is complete and d.) The team (business and technology staff) training is complete. During the Breakin Period, the County shall determine whether the System meets the Vendor’s proposed documentation, (“Specifications”). The Break-in Period shall be for 90 days. If the County has not given Vendor a written deficiency statement specifying how the System fails to meet the Specification (“Deficiency Statement’) within the Break-in Period, the System shall be deemed accepted. If the County provides a Deficiency Statement within the Break-in Period, the Vendor shall have 30 days to correct the deficiency, and the County shall have an additional 60 days to evaluate the System. If the System does not meet the Specifications at the end of the second 30 day period County may terminate this Contract. Upon any such termination, County shall return all System Documentation Licensor, and Licensor shall refund any monies paid by Customer

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SERIAL 14111-RFP 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.

3.0

PROCUREMENT REQUIREMENTS: 3.1

OPERATING MANUALS: Upon delivery, Contractor shall provide comprehensive operational manuals, service manuals and schematic diagrams, if required by the Using Agency.

3.2

INFRINGEMENT DEFENSE INDEMNIFICATION 3.2.1

3.2.2

Defense and Indemnity: Contractor shall defend, Participate and Share in the Cost, as defined below, in the full defense of the County against any Claim, as defined below, and will indemnify and hold harmless the County as provided for in this Section for any judgments, settlements and court awarded attorney’s fees resulting from a Claim where the claimant is adjudged the successful party in the Claim. Contractor’s obligations under this Section are conditioned on the following: (i) County promptly notifies Contractor of the Claim in writing upon made aware of the Claim; (ii) County gives Contractor lead authority and County being control of the defense and (if applicable) settlement of the Claim, provided that County’s legal counsel may participate in such defense and settlement, at County’s expense, and (iii) County provides all information and assistance reasonably requested by Contractor to handle the defense or settlement of the Claim. For purposes of this Section, “Claim” means any cause of action in a third party action, suit or proceeding against County alleging that CONTRACTOR software, or its upgrades, modifications, or revisions, as of its delivery date under this Agreement, infringes a valid U.S. patent, copyright or trademark. For the purposes of this section, “Participate and Share in the Costs” means Contractor will assist the County in the defense of the claim, to the extent agreed to by the parties, except that Contractor shall be solely responsible for any and all costs adjudged in a successful Claim against the County. Remedial Measures: If software becomes, or Contractor reasonably believes use of software may become, the subject of a Claim, Contractor may, at its own expense and option: (i) procure for County the right to continue use of the Product; (ii) replace or modify the software; or to the extent that neither (i) nor (ii) are deemed commercially practicable, (iii) refund to County a pro-rated portion of the applicable fees for software based on a linear depreciation monthly over 10 year useful life, in which case County will cease all use of software and return it to Contractor. 3.2.2.1 Exceptions: Contractor will have no defense or indemnity obligation for any Claim based on: (i) modifications by someone other than Contractor; (ii) software has been modified by Contractor in accordance with County-provided specifications or instructions; (iii) use or combination by the County of software with Third Party Products, open source or freeware technology; (iv) Third Party Products, open source or freeware technology; (v) a product that is used or located by County in a country other than the country in which or for which it was supplied by Contractor; (vi) possession or use of a product after Contractor has informed County of modifications or changes required to avoid such Claim and offered to implement those modifications or changes, if such Claim would have been avoided by implementation of Contractor's suggestions and to the extent County did not provide Contractor with a reasonable opportunity to implement Contractor's suggestions; or (vii) the amount of revenue or profits earned or other value obtained by the use of Products, or the amount of use of the Products. “Third Party Products” means any products made by a party other than Contractor, and may include, without limitation, products ordered by County from third parties. However, components of Contractor-branded Products are not Third Party Products if they are both: (i) embedded in Third Party Products (i.e., not recognizable as standalone items); and (ii) not identified

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SERIAL 14111-RFP as separate items on Contractor’s price list, quotes, order specifications forms or Documentation. 3.2.3

3.3

The foregoing states Contractor’s entire liability, and County’s sole and exclusive remedy except as provided at law or equity, with respect to any infringement or misappropriate of any intellectual property rights of another party.

CONTRACTOR EMPLOYEE MANAGEMENT: 3.3.1

Contractor shall endeavor to maintain the personnel proposed in their offer throughout the implementation of the Solution. In the event that Contractor personnel’s employment status changes, Contractor shall provide County a list of proposed candidates with equivalent experience with the Solution. County reserves the right to assist in the selection of the replacement candidate. Under no circumstances is it acceptable for the implementation schedule to be impacted by a personnel change on the part of the Contractor.

3.3.2

Contractor shall not reassign any provided personnel without the express consent of the County.

3.3.3

County reserves the right to immediately remove from its premises any Contractor personnel it determines is a risk to County operations.

3.3.4 3.4

County reserves the right to request the replacement of Contractor personnel at any time, for any reason. Said requested removal shall not be subject to part 1.8.1 of this section. MAINTENANCE: The Contractor shall provide for maintenance under this Contract upon acceptance of system by the Using Agency.

3.5

USAGE REPORT: The Contractor shall furnish the County a usage report upon re quest delineating the acquisition activity governed by the Contract. The format of the report shall be approved by the County and shall disclose the quantity and dollar value of each contract item by individual unit.

3.6

Background Check: Bidders/proposers need to aware that there may be multiple background checks (Sheriff’s Office, County Attorney's Office, Courts as well as Maricopa County general government) to determine if the respondent is acceptable to do business with the County. This applies to (but is not limited to) the company, sub-contractors and employees and the failure to pass these checks shall deem the respondent non-responsible.

3.7

INVOICES AND PAYMENTS: 3.7.1

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:         

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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 Date of service Quantity (number of days or weeks) Contract Item number(s)

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SERIAL 14111-RFP    

3.8

3.9

Description of Purchase (product or services) Pricing per unit of purchase Extended price Total Amount Due

3.7.2

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

3.7.3

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).

3.7.4

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.

APPLICABLE TAXES: 3.8.1

Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any installation labor on items that are not attached to real property performed by Contractor under the terms of this Contract, the installation labor cost and the gross receipts for materials provided shall be listed separately on the Contractor’s invoices.

3.8.2

State and Local Transaction Privilege Taxes: Maricopa County is subject to all applicable state and local transaction privilege taxes. To the extent any state and local transaction privilege taxes apply to sales made under the terms of this contract it is the responsibility of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of authority.

3.8.3

Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all subcontractors to hold Maricopa County harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and Worker’s Compensation.

TAX: (SERVICES) 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.

3.10

TAX (COMMODITIES): Tax shall not be levied against labor. Sales/use tax will be determined by County. Tax will not be used in determining low price.

3.11

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

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4.0

CONTRACTUAL AND SPECIAL TERMS & CONDITIONS: 4.1

5.0

DRAFT CONTRACT SEE EXHIBIT 5:

INSTRUCTIONS TO RESPONDENTS: (Please note that this Section does not become

part of any resultant contract.) 5.1

SCHEDULE OF EVENTS: Request for Proposals Issued:

DECEMBER 11, 2014

Pre-Proposal Conference:

JANUARY 13, 2015

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 for the solicitation and must be received by the end of business, 1:00 PM Arizona time Proposals Opening Date:

FEBRUARY 13, 2015

Deadline for submission of proposals is 2:00 P.M., Arizona Time, on FEBRUARY 13, 2015. All proposals must be received before 2:00 P.M., Arizona Time, on the above date at the Maricopa County Office of Procurement Services, 320 West Lincoln Street, Phoenix, Arizona 85003. Proposed review of Proposals and short list decision:

MARCH 9, 2015

Proposed Respondent presentations: (if required)

MARCH 23, 2015

Proposed selection and negotiation:

APRIL 6, 2015

Proposed Best & Final (if required)

APRIL 13, 2015

Proposed award of Contract:

MAY 6, 2015

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. 5.2

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 Administrative telephone inquiries shall be addressed to: STEVE DAHLE, Strategic Procurement Officer, 602/506-3450 ([email protected]) Inquiries may be submitted by telephone but must be followed up in writing. communication is binding on Maricopa County.

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No oral

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SERIAL 14111-RFP 5.3

INSTRUCTIONS FOR PREPARING AND SUBMITTING PROPOSALS: Respondents shall provide their proposals in accordance with Section 3.14 as follows: 5.3.1

One (1) original hardcopy of all proposal documents.

5.3.2

One (1) flash drive providing all proposal documents in Word, Excel (Attachment A) and then the entire proposal document in PDF format.

5.3.3

Six (6) flash drives providing the entire proposal in PDF format only.

5.3.4

Respondents shall address proposals identified with return address, serial number and title in the following manner: Maricopa County Office of Procurement Services ATTN: Contract Administration 320 West Lincoln Street Phoenix, Arizona 85003 SERIAL 14111 – RFP, HUMAN RESOURCES TALENT MANAGEMENT SYSTEM

5.3.5

5.4

Proposals shall be signed by an owner, partner or corporate official who has been authorized to make such commitments. All prices shall be held firm for a period of one hundred fifty (150) days after the RFP closing date.

EXCEPTIONS TO THE SOLICITATION: The Respondent shall identify and list all exceptions taken to all sections of 14111–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 14111-RFP.” Exceptions that surface elsewhere and that do not also appear under the heading, “Exceptions to the PROPOSAL Solicitation, SERIAL 14111-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.

5.5

GENERAL CONTENT: 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.

5.6

FORMAT AND CONTENT: To aid in the evaluation, it is desired that all proposals follow the same general format. The proposal hardcopy must be submitted in binders and have sections tabbed as below: (Responses are limited to 200 pages, single sided, 10 point font type).

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5.6.1

Table of Contents

5.6.2

Letter of Transmittal (Exhibit 2)

5.6.3

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

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5.7

5.6.4

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.

5.6.5

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.

5.6.6

Proposal exceptions

5.6.7

Project Plan

5.6.8

Attachment A (Pricing)

5.6.9

Attachment B (Agreement Page)

5.6.10

Attachment C (References)

5.6.11

Attachment D (Non-function Requirements)

5.6.12

Attachment E (Functional Requirements)

5.6.13

Exhibit 3, Sole Proprietor Waiver (If applicable)

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 descending order of importance.

NOTE 1:

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5.7.1

Proposed System (Includes response to RFP, Attachment D, E and Project Plan)

5.7.2

Firms Qualifications

5.7.3

Price

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

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ATTACHMENT A PRICING SEE EXCEL FILE 14111-ATTACHMENT A PRICING

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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

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STATE

ZIP

FAX #

DATE

EMAIL ADDRESS

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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:

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ATTACHMENT D NONFUNCTIONAL REQUIREMENTS

SEE EXCEL FILE 14111-ATTACHMENT D NONFUNCTIONAL REQUIREMENTS

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ATTACHMENT E BUSINESS REQUIREMENTS

SEE EXCEL FILE 14111-ATTACHMENT E BUSINESS REQUIREMENTS

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EXHIBIT 1 VENDOR REGISTRATION PROCEDURES

BidSync.com Registration is FREE and REQUIRED for all vendors. Register On-line at https://www.bidsync.com Select Free Registration. 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: 1800-990-9339 or [email protected]

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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:

RFP Number 14111

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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EXHIBIT 3 SOLE PROPRIETOR WAIVER

MARICOPA COUNTY RISK MANAGEMENT 222 North Central Avenue, Suite 1110 Phoenix, Arizona 85004

SOLE PROPRIETOR WAIVER NOTE: THIS FORM APPLIES ONLY TO MARICOPA COUNTY DEPARTMENTS, DISTRICTS, BOARDS, COMMISSIONS AND UNIVERSITIES UTILIZING SOLE PROPRIETORS WITH NO EMPLOYEES. IF YOU ARE CONTRACTING WITH A CORPORATION, LIMITED LIABILITY COMPANY, PARTNERSHIP OR SOLE PROPRIETORS WITH EMPLOYEES, THIS FORM DOES NOT APPLY. The following is a written waiver under the compulsory Workers’ Compensation laws of the State of Arizona, A.R.S. §23-901 (et. seq.), and specifically, A.R.S. §23-961(L), that provides that a Sole Proprietor may waive his/her rights to Workers’ Compensation coverage and benefits. I am a sole proprietor and I am doing business as (name of Sole Proprietor’s Business). I am performing work as an independent contractor for Maricopa County. For Workers’ Compensation purposes, therefore, I am not entitled to Workers’ Compensation benefits from Maricopa County. I understand that if I have any employees working for me, I must maintain Workers’ Compensation insurance on them.

Name of Sole Proprietor

Street Address / P.O. Box

Social Security Number

City

Signature of Sole Proprietor

Telephone Number

State

Zip Code

Date

Maricopa County Office of Procurement Services

Signature of Procurement Officer

Date

Both signatures must be present and the completed form submitted by the Procurement Officer to Maricopa County Risk Management, 222 North Central Avenue, Suite 1110, Phoenix, Az 85004. An authorized Risk Management Representative will sign and return to the Maricopa County Office of Procurement Services to be maintained in their records.

Signature of Risk Management Representative

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Date

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EXHIBIT 4 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

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EXHIBIT 5 DRAFT CONTRACT SEE WORD DOCUMENT 14111-EXHIBIT 5 DRAFT CONTRACT

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SERIAL 14111-RFP EXHIBIT 6 INSURANCE CERTIFICATE EXAMPLE

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EXHIBIT 5

(DRAFT CONTRACT)

CONTRACT PURSUANT TO RFP SERIAL 14111-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 Talent Management 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 , 2020.

day of

,

2015

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 sixty (60) calendar days prior to the expiration of the original contract term, or any additional term thereafter.

2.0

FEE ADJUSTMENTS: 2.1

3.0

Any request for a fee adjustment 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 fee, 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.

PAYMENTS: 3.1

As consideration for performance of the duties described herein, County shall pay Contractor the sum(s) stated in Exhibit “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 in a manner acceptable to the County one (1) legible copy of their detailed invoice before payment(s) can be made. At a minimum, the invoice must provide the following information:   

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Company name, address and contact County bill-to name and contact information Contract serial number

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SERIAL 14111-RFP          

3.4

3.5

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County purchase order number Invoice number and date Payment terms Date of services Quantity Contract Item number(s) Description of service provided Pricing per unit of service Extended price Total Amount Due

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.

PAYMENT RETENTION: ( during implementation) 3.4.1

Ten percent (10%) of monies paid for Project Management and Project Labor earned by CONTRACTOR related to work under this agreement shall be retained by COUNTY until Final Completion of the implementation services herein described in accordance with Section 2.13. COUNTY may elect to release specific retention payments based on mutually agreed milestones, but in no case shall retention be released prior to Final Completion. All other payment terms and conditions shall not be affected by the retention. In the event of termination or cancellation of this contract by County through no fault of CONTRACTOR, CONTRACTOR shall be entitled to the refund of any funds in the retention account.

3.4.2

After fifty percent (50%) of the work has been completed, the Maricopa County may reduce the retainage to five percent (5%) of all monies previously earned and all monies earned thereafter. Any reduction in retainage shall be in the discretion of the Maricopa County. Any interest earned on retainage shall accrue solely to the benefit of COUNTY.

3.4.3

The CONTRACTOR shall have the right, pursuant to Arizona Revised Statues, to submit securities in lieu of retention for all work completed. The CONTRACTOR is required to request this option at least ten (10) business days prior to submission of first Application for Payment to allow time for preparation of forms. The CONTRACTOR shall request and obtain securities forms through COUNTY. The COUNTY must identify either securities option or retention option prior to first Application for Payment.

APPLICABLE TAXES: 3.5.1

Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any installation labor on items that are not attached to real property performed by Contractor under the terms of this Contract, the installation labor cost and the gross receipts for materials provided shall be listed separately on the Contractor’s invoices.

3.5.2

State and Local Transaction Privilege Taxes: Maricopa County is subject to all applicable state and local transaction privilege taxes. To the extent any state and local transaction privilege taxes apply to sales made under the terms of this contract it is the p. 38

Maricopa County

Bid 14111

SERIAL 14111-RFP responsibility of the seller to collect and remit all applicable taxes to the proper taxing jurisdiction of authority. 3.5.3

3.6

Tax Indemnification: Contractor and all subcontractors shall pay all Federal, state, and local taxes applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all subcontractors to hold Maricopa County harmless from any responsibility for taxes, damages and interest, if applicable, contributions required under Federal, and/or state and local laws and regulations and any other costs including transaction privilege taxes, unemployment compensation insurance, Social Security and Worker’s Compensation.

TAX: (SERVICES) 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.

4.0

5.0

6.0

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 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.

DUTIES: 5.1

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

5.2

During the Contract term, County may 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

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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 Contractor’s 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.

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Maricopa County

Bid 14111

SERIAL 14111-RFP

6.2

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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.

6.1.3

The scope of this indemnification does not extend to any claim, damage, loss, or expense resulting from the sole negligence of County.

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 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, and Errors and Omissions, shall name County, its agents, representatives, officers, directors, officials and employees as Additional Insured’s.

6.2.8

The policies required hereunder, except Workers’ Compensation, and Errors and Omissions, 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

The Contractor's policies shall stipulate that the insurance afforded the Contractor shall be primary insurance and that any insurance carried by the Department, its agents, officials, employees or the State of Arizona shall be excess and not contributory insurance, as provided by A.R.S. § 41-621 (E).

6.2.10

Coverage provided by the Contractor shall not be limited to the liability assumed under the indemnification provisions of this Contract.

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Maricopa County

Bid 14111

SERIAL 14111-RFP 6.2.11

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.

6.2.12

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.

6.2.13

6.2.14

Workers’ Compensation: 6.2.13.1

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.

6.2.13.2

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.

Cyber – If a vendor is “getting into” County computer systems Policy Limit:

6.2.15

6.2.17.1

The policy shall be issued with minimum limits of $100,000.

6.2.17.2

The policy shall include coverage for all directors, officers, agents and employees of the Contractor.

6.2.17.3

The policy shall include coverage for third party fidelity.

6.2.17.4

The policy shall include coverage for theft.

6.2.17.5

The policy shall contain no requirement for arrest and conviction.

6.2.17.6

The policy shall cover loss outside the premises of the Named Insured.

6.2.17.7

The policy shall endorse (Blanket Endorsements are not acceptable) the Department as Loss Payee as our interest may appear.

E&O (Professional) If necessary, Commercial Umbrella insurance, which will insure and provide coverage for errors or omissions of the CONTRACTOR, with limits of no less than $2,000,000 for each claim. Contractor shall maintain Professional Liability insurance which will provide coverage for any and all acts arising out of the work or services performed by the Contractor under

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Maricopa County

Bid 14111

SERIAL 14111-RFP the terms of this Contract, with a limit of not less than $1,000,000 for each claim, and $3,000,000 aggregate claims. 6.2.16

6.2.17

Certificates of Insurance. 6.2.22.1

Prior to Contract AWARD, Contractor shall furnish the County with valid and complete certificates of insurance, or formal endorsements as required by the Contract in the form provided by the County (see Exhibit 2), 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 identify this contract number and title.

6.2.22.2

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.

6.2.22.3

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.

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

FORCE MAJEURE 6.3.1

Neither party shall be liable for failure of performance, nor incur any liability to the other party on account of any loss or damage resulting from any delay or failure to perform all or any part of this Contract if such delay or failure is caused by events, occurrences, or causes beyond the reasonable control and without negligence of the parties. Such events, occurrences, or causes will include Acts of God/Nature (including fire, flood, earthquake, storm, hurricane or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, riots, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, lockout, blockage, embargo, labor dispute, strike, interruption or failure of electricity or telecommunication service.

6.3.2

Each party, as applicable, shall give the other party notice of its inability to perform and particulars in reasonable detail of the cause of the inability. Each party must use best efforts to remedy the situation and remove, as soon as practicable, the cause of its inability to perform or comply.

6.3.3

The party asserting Force Majeure as a cause for non-performance shall have the burden of proving that reasonable steps were taken to minimize delay or damages caused by foreseeable events, that all non-excused obligations were substantially fulfilled, and that the other party was timely notified of the likelihood or actual occurrence which would justify such an assertion, so that other prudent precautions could be contemplated.

6.3.4

The County shall reserve the right to terminate this Contract and/or any applicable order or contract release purchase order upon non-performance by Contractor. The County shall reserve the right to extend the Contract and time for performance at its discretion.

WARRANTY OF SERVICES: 6.4.1

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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.

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Maricopa County

Bid 14111

SERIAL 14111-RFP

6.4.2

6.5

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: 6.5.1

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.

6.5.2

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.

6.5.3

If any of the services do not conform to Contract requirements, County may require the Contractor to perform the services again in conformity with Contract requirements, at no cost to the County. When the defects in services cannot be corrected by re-performance, 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.

6.5.4

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, through direct billing or through payment reduction, any cost incurred by County that is directly related to the performance of such service; or 6.4.4.2 Terminate the Contract for default.

6.6

REQUIREMENTS CONTRACT: Contractors signify their understanding and agreement by signing a bid submittal, that the Contract resulting from the bid is a requirements contract. However, the Contract does not guarantee any minimum or maximum number of purchases will be made. It only indicates that if purchases are made for the materials or services contained in the Contract, they will be purchased from the Contractor awarded that item if the Contractor can meet all the delivery requirements of the County. Orders will only be placed when the County identifies a need and proper authorization and documentation have been approved.

6.7

Suspension of Work The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the work of this contract for the period of time that the Procurement Officer determines appropriate for the convenience of the County. No adjustment shall be made under this clause for any suspension, delay, or interruption to the extent that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or negligence of the Contractor. No request for adjustment under this clause shall be granted unless the claim, in an amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or interruption, but not later than the date of final payment under the contract.

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Maricopa County

Bid 14111

SERIAL 14111-RFP 6.8

Stop Work Order The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Procurement Officer shall either—

6.9

6.8.1

Cancel the stop-work order; or

6.8.2

Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the County, clause of this contract.

6.8.3

The Procurement Officer may make an equitable adjustment in the delivery schedule and/or contract price, or otherwise, and the contract shall be modified, in writing, accordingly, if the Contractor demonstrates that the stop work order resulted in an increase in costs to the Contractor.

UNCONDITIONAL TERMINATION FOR CONVENIENCE: Maricopa County may terminate the resultant Contract for convenience by providing sixty (60) calendar days advance notice to the Contractor.

6.10

TERMINATION FOR DEFAULT: The County may, by written notice of default to the Contractor, terminate this contract in whole or in part if the Contractor fails to:

6.11

6.10.1

Deliver the supplies or to perform the services within the time specified in this contract or any extension;

6.10.2

Make progress, so as to endanger performance of this contract; or

6.10.3

Perform any of the other provisions of this contract.

6.10.4

The County’s right to terminate this contract under these subparagraph may be exercised if the Contractor does not cure such failure within 10 days (or more if authorized in writing by the County) after receipt of the notice from the Procurement Officer specifying the failure.

STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST: Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any 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.

6.12

CONTRACTOR LICENSE REQUIREMENT: 6.12.1

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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 p. 44

Maricopa County

Bid 14111

SERIAL 14111-RFP 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. 6.13

6.14

SUBCONTRACTING: 6.13.1

The Contractor may not assign to another Contractor 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.

6.13.2

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 or the County has approved the increase. 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.

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.

6.15

6.16

ADDITIONS/DELETIONS OF SERVICE: 6.15.1

The County reserves the right to add and/or delete materials and services 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 or services are required from a Contract, prices for such additions will be negotiated between the Contractor and the County.

6.15.2

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.

VALIDITY: 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 the Contract.

6.17

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.

6.18

RIGHTS IN DATA: The County shall have the use of data and reports resulting from a Contract without additional cost or other restriction except as may be established by law or applicable regulation. Each party shall supply to the other party, upon request, any available information that is relevant to a Contract and to the performance thereunder.

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Maricopa County

Bid 14111

SERIAL 14111-RFP 6.19

NON-DISCRIMINATION: CONTRACTOR agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09 including flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive order 99-4 and amends Executive order 75-5 and may be viewed and downloaded at the Governor of the State of Arizona‟s website http://www.azgovernor.gov/dms/upload/EO_2009_09.pdf which is hereby incorporated into this contract as if set forth in full herein. During the performance of this contract, CONTRACTOR shall not discriminate against any employee, client or any or any other individual in any way because of that person‟s age, race, creed, color, religion, sex, disability or national origin.

6.20

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 6.20.1

6.20.2

6.21

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The undersigned (authorized official signing for the Contractor) certifies to the best of his or her knowledge and belief, that the Contractor 6.20.1.1

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

6.20.1.2

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;

6.20.1.3

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

6.20.1.4

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.

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: 6.21.1

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.

6.21.2

The County retains the legal right to inspect contractor and subcontractor employee documents performing work under this Contract to verify compliance with paragraph 6.21.1 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

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Maricopa County

Bid 14111

SERIAL 14111-RFP 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. 6.22

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: 6.22.1

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,

6.22.2

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. 6.23

6.24

ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW: 6.23.1

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.

6.23.2

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.

6.23.3

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 invoices, request for credit, request for a check or deduction from current billings 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 14111

SERIAL 14111-RFP 6.25

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 of the contract.

6.26

PUBLIC RECORDS: Under Arizona law, 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 and copying after Contract award and execution, except for such Offers or sections thereof determined to contain proprietary or confidential information. By the Office of Procurement Services. If an Offeror believes that information in its Offer or any resulting Contract should not be released in response to a public record request under Arizona law, the Offeror shall indicate the specific information deemed confidential or proprietary 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 from disclosure. The Records Manager of the Office of Procurement Services shall determine whether the identified information is confidential pursuant to the Maricopa County Procurement Code.

6.27

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.

6.28

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.

6.29

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, co-employee, partnership, principal and agent, or joint venture between the County and the Contractor.

6.30

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

6.31

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.

6.32

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

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6.32.1

Exhibit A, Pricing;

6.32.2

Exhibit B, Scope of Work;

6.32.3

Exhibit C, Project Plant

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Maricopa County

Bid 14111

SERIAL 14111-RFP 6.32.4

Exhibit D, Vendor response Matrix

6.32.5

Exhibit E, Service Level Agreement

6.32.6

Exhibit F, Office of Procurement Services Contractor Travel and Per Diem Policy.

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:

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Maricopa County

Bid 14111

SERIAL 14111-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

12/11/2014 9:35 AM

DATE

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Maricopa County

Bid 14111

ATTACHMENT A PRICING SERIAL 14111 NIGP CODE: 20851, 20952 RESPONDENT'S NAME: COUNTY VENDOR NUMBER : ADDRESS: P.O. ADDRESS: TELEPHONE NUMBER: FACSIMILE NUMBER: WEB SITE: CONTACT (REPRESENTATIVE): REPRESENTATIVE'S E-MAIL ADDRESS: RESPONDENT IS REQUIRED TO PICK ONE OF THE FOLLOWING PAYMENT TERMS. FAILURE TO INDICATE PAYMENT TERMS WILL RESULT IN A DEFAULT TO NET 30 DAYS. RESPONDENT MUST INITIAL THEIR SELECTION BELOW. [ [ [ [ 1.0

] ] ] ]

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

PRICING:

1.1 SERVICE/SOFTWARE PRICE

$_______

1.2 SOFTWARE CUSTOMIZATIONS

$_______

1.3 THIRD PARTY SOFTWARE

$_______

1.4 TOTAL SYSTEM PRICE

$_______

2.0 IMPLEMENTATION* * INCLUDES ALL TRAVEL EXPENSES

$_______

2.1 TRAINING PRICE

$_______

2.3 TOTAL IMPLEMENTATION AND TRAINING SERVICES

$_______

3.0 (8AM-5PM-5 DAYS) FULL SUPPORT 3.0.1 SERVICE, SOFTWARE AND SYSTEM

3.0.2 SERVIICE, SOFTWARE AND SYSTEM 3.1 (24 X 7) FULL SUPPORT 3.1.1 SERVICE, SOFTWARE AND SYSTEM

3.1.2 SERVICE, SOFTWARE AND SYSTEM 4.0 HOSTING (ALL INCLUSIVE)

YEAR 1

PER USER

PER USER

YEAR 2

YEAR 3

YEAR 4

YEAR 5

$_______

$_______

$_______

$_______

YEAR 6

YEAR 7

YEAR 8

YEAR 9

$_______

$_______

$_______

$_______

$_______

YEAR 1

YEAR 2

YEAR 3

YEAR 4

YEAR 5

$_______

$_______

$_______

$_______

YEAR 6

YEAR 7

YEAR 8

YEAR 9

$_______

$_______

$_______

$_______

$_______

YEAR 1

YEAR 2

YEAR 3

YEAR 4

YEAR 5

NA

NA

YEAR 10

YEAR 10

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Maricopa County

Bid 14111

ATTACHMENT A PRICING 4.0.1 HOSTING (ALL INCLUSIVE)

$_______

$_______

$_______

$_______

$_______

4.0.2 HOSTING (ALL INCLUSIVE)

YEAR 6 YEAR 7 YEAR 8 YEAR 9 YEAR 10 $_______ $_______ $_______ $_______ $_______

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Maricopa County

Bid 14111

ATTACHMENT A PRICING 5.0 TRAVEL EXPENSES

________%

OF SECTION 2.0 AND BE INCLUDE IN THAT FIQURE.

TRAVEL EXPENSES SHALL COMPLY WITH THE MARICOPA COUNTY CONTRACTORS TRAVEL POLICY (SEE EXHIBIT 4) 6.0 HOURLY RATES FOR ADDITIONAL WORK OUTSIDE SCOPE. PROPOSER SHOULD 6.1 DEVELOPMENT 6.2 CONFIGURATION 6.3 TRAINING 6.4 6.5

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Maricopa County

Bid 14111

14111 ATTACHMENT D Requirement Category

Business Area

Req. No.

Requirement Description

Mandatory “M” or Non-Mandatory “N” Vendor Meets “Yes”, “No” or “Partial”

Vendor Comment(s)

1.0 SUPPORT, MAINTENANCE, AND WARRANTY Support , Maintenance, and Warranty

Support

Support , Maintenance, and Warranty

Support

Support , Maintenance, and Warranty

Support

The Respondent will provide support to Maricopa County for 1.1 application use and technical support including the reporting of issues, and emergency resolution 24x7x365. The Respondent will provide helpdesk services for ticket submission 1.2 for issues and/or service request by Maricopa County to Respondent with agreed upon SLAs.

M

M

The Respondent will provide upgrades/patches/fixes/workarounds as required to maintain secure, reliable, redundant, access including the 1.3 M ability for the County to effectively and efficiently utilize the application to conduct County business.

2.0 PERFORMANCE

Performance

Availability

The Respondent must ensure that any information systems required for proper functioning of the hosted application have 24x7x365 uptime with the exception of scheduled and coordinated downtime 2.10 windows with the Respondent Uptown measurements must be met for all servers, and their connectivity to the Internet or dedicated connection to the County, whichever is applicable to ensure application availability.

Performance

User Capacity

2.20

M

The proposed application must allow for 1000 users at peak times and 250 users at average times.

3.0 SECURITY / HOSTING Security

Authentication

The system must support strong password policy enforcement, such 3.1 as mixed case, numerals, and non-alphanumeric characters. Password should expire after 60 days.

Security

Authentication

3.2

Security

Authentication

3.3

Security

Authorization

3.4

Security

Breach Notification

3.5

Security

Breach Notification

3.6

Security

Breach Notification

3.7

Breach Notification

Breach notification requirements shall be determined by all applicable laws and contracts including, but not limited to, Arizona Revised 3.8 M Statutes 44-7501, California SB 1386, the Health Insurance Portability and Accountability Act (HIPAA), and Payment Card Industry (PCI).

Security

12/11/2014 9:35 AM

The system must support the ability to disable or lock out user accounts after a given number of login failures. The system must not allow for user sessions that have expired after a designated period of inactivity, or have been manually closed, to regain access without explicit re-authentication. The system must allow for Maricopa County to administer application users and groups, and assign security privileges to those users or groups, thereby controlling user access to the various screens and reports that comprise the application when proper privileges are applied. The Respondent must report all suspected breaches to the County immediately and in writing. The Respondent must also fully cooperate with any County investigation into the breach, unless prohibited by law. Should a breach of the hosted service occur, the Respondent must bear the full cost of breach notification and any follow-up services. Follow-up services include, but are not limited to, credit monitoring of affected individuals. Should a breach of the hosted service occur, the Respondent shall pay all fines associated with the breach.

M

M M

M

M

M

M

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Maricopa County

Bid 14111

14111 ATTACHMENT D

Security

Security

Security

Security

Security

Breach Notification

Compliance

Compliance

The Respondent must make compliance reports, audit findings, and 3.11 3rd party attestations available at any time to the County upon request.

Compliance

The Respondent must immediately notify the County, in writing, upon 3.12 a confirmed violation of the compliance requirement. The notification M must include any information provided by the regulatory body.

Compliance

Respondents that host applications containing HIPAA-protected data must enter into a Business Associate agreement (as defined by HIPAA) 3.13 M with the County. The Business Associate agreement must be maintained for the life of the contract.

Connectivity

Security

Connectivity

Security

M

The Respondent shall provide connectivity to the Internet or use Virtual Private Networking (VPN), whichever is appropriate. The 3.14 M County shall not be financially responsible for networking equipment at the Respondent site. Client applications installed on user workstations that must contact the off-site hosting environment must be able to do so through HTTP 3.15 M proxy architecture. Workstations must not be required to directly connect over the Internet for any reason.

Connectivity

Hosted applications must support encrypted protocols for sensitive data. Preferred encryption protocols are Secure Sockets Layer (SSL) and Internet Protocol Security (IPSec). Encryption ciphers must use at 3.16 M least a 128-bit key length. Hashing algorithms used must be of the Secure Hash Algorithm (SHA) family. The minimum acceptable algorithm shall be SHA-1.

Data

The system must keep all Maricopa County data segregated from other Respondent client(s) data in that it must not be stored in the 3.17 same database. And if hosted within the same database instance or server, proper security mechanisms must be in place to prevent unauthorized access to Maricopa County's data.

Security

Data

Security

Data

Security

Data

12/11/2014 9:35 AM

M

The Respondent must apply with all applicable laws, regulations, and contracts including (but not limited to) Criminal Justice Information 3.10 M Systems (CJIS), Health Insurance Portability and Accountability Act, and Payment Card Industry (PCI).

Security

Security

The Respondent shall make the information in the security incident 3.9 response policy and procedure available to the County at any time upon request.

M

No County data will be transferred or made available to a 3rd party in 3.18 unencrypted form without the express, written consent of the M County. No County data will be transferred or transmitted outside the United 3.19 States for any reason without the express, written consent of the M County. An industry-recognized backup methodology must be employed, including the use of off-site storage. The Respondent must make 3.20 M backup procedures and logs available at any time upon request from the County.

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Maricopa County

Bid 14111

14111 ATTACHMENT D

Security

Data

Backups to removable media must be encrypted using the Advanced Encryption Standard (AES) with a minimum of a 128-bit key. Industry recognized key handling procedures must be utilized. At no time will 3.21 M the key be stored on the backup media in clear text, including but not limited to table labels. The Respondent must make key handling procedures and logs available upon request.

Security

Data

The Respondent shall destroy all offline copies of County data at the 3.22 time the data ceases to be useful. Destruction procedures must be made available to the County upon request.

Data

At the conclusion of the contract, all Maricopa County data and working papers must be returned to the County and all Respondent 3.23 copies destroyed. The Respondent must confirm in writing to the M County that all data was destroyed in accordance with this agreement and state the methodology used.

Employees

The Respondent must maintain a non-disclosure agreement (NDA) 3.24 with the County. All employees of the Respondent must maintain an NDA with the Respondent.

Employees

All employees of the Respondent must pass a federal, state, and local criminal background check. Any employee who fails the background check will not have any access to County data unless specifically 3.25 M authorized by Maricopa County in writing. The Respondent will make personnel and background check procedures available for inspection at any time upon request from the County.

Security

Security

Security

For those projects and contracts where Maricopa County has provided data to enable the Respondent for contracted services or products, unless otherwise specified and agreed to in writing by Maricopa County, Respondent shall treat, control, and limit access to said information as confidential and under no circumstances release any data provided by County during the term of this agreement and thereafter, including but not limited to personal identifying information as defined by A.R.S. § 44-1373, and is further prohibited from selling such data directly or through a third party. Upon termination of the associated agreement or completion of the required contractual intent, whichever occurs sooner, Respondent shall either return all data to County or shall destroy such data and confirm destruction in writing in a timely manner not to exceed 60 calendar days. All hosted solutions must be audited by a third party at least once per year. The Respondent must provide attestation by a 3rd party (e.g., SAS 70 Type II or SSAE 16 SOC 2 Type 2) at any time upon the County's request. The system must log all material user actions, including but not limited to, logon and log off. The system must log all material administrator actions, including but not limited to, user creation, user deleting, password resets, and privilege level changes. The system must log failed login attempts.

Security

Hosting

3.26

Security

Hosting

3.27

Security

Logging

3.28

Security

Logging

3.29

Security

Logging

3.30

Security

Logging

3.31 Logs must be made available to the County at any time.

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M

M

M

M

M M M M

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Maricopa County

Bid 14111

14111 ATTACHMENT D

Security

Risk

Security

Risk

Security

Risk

12/11/2014 9:35 AM

All servers used in the hosting of application components for use by Maricopa County must have active, industry recognize, virus 3.32 M protection software enabled on each server with frequent virus pattern updates. All applications that host Maricopa County data must undergo a risk assessment at least twice per year. The risk assessment must include 3.33 M system and application testing. The results must be made available to the County upon request. The system must proactively monitor for outside threats, including 3.34 but not limited to, denial of service attacks, cross sight scripting, and M SQL injection and invoke alerts when this type of activity if identified.

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Maricopa County

Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

Respondent’s Statement of Compliance with RFP Specifications Respondent:

14111-RFP

RFP Section:

Requirement Section/ Subsection

Requirement Description

Comply/ Exception

Core Delivered/ Configurable/ Custom/ 3rd Party

(Choose one)

(Choose one)

1) Respondent shall indicate compliance or exception to each requirement. If exception, a reason and an alternative must be provided. 2) Respondents shall indicate the feature being provided is a Standard feature, requires Customization, or is being provided by 3rd Party equipment or software. 3) Failure to respond to every requirement may cause the Respondent's proposal to be deemed nonresponsive. Reason for exception and alternative to specification requirement.

Enrollment Management

1.1

Uses a simple process for learner 1.1.1 registration/enrollment 1.1.2 Allows learners to auto-enroll for courses 1.2

Waitlist Management Ability for the admin to configure the number 1.2.1 of learners in the waitlist 1.2.2

Learners are added to the waitlist by first come, first served logic (enrollment date/time)

Automatically places learners in wait lists if 1.2.3 courses are full, with automatic notification to affected stakeholders If a class is full and a user cancels, ability for the system to automatically enroll the next 1.2.4 person in the waitlist queue into the class and send them a notification; not a manual process. Ability for the admin to configure a time parameter when wait listing is no longer valid; 1.2.5 example: do not want to auto-enroll a waitlisted user on the morning of the class day.

1.3

As a configuration option (where courses are not mandatory), allows students to select, register, and remove courses or curricula from their course listing/learning track on their own with no supervisory or administrator intervention

1.4

Displays visual interface options such as map and tree metaphors to display organization of curricula and course selection within them

1.5

Navigation and predictive search options within course catalogs to find and register for courses

1.6

Provides the ability to "cross list" courses.

1.7

1.8

1.9 12/11/2014 9:35 AM

Allows registration and enrollment based on multiple group memberships. Manages recurring training such that learners are auto-enrolled at the appropriate intervals and sent a corresponding email notification Approvals include due dates associated with them. p. 58

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

1.10

Allows training managers and instructors to enroll and/or approve enrollments for learners.

1.11

Saves of sets of configurations as templates that can be applied to future courses

1.12

Routes enrollment requests to instructors

1.13

Allows automated identification, disabling, and archiving of student accounts and course sections that have been inactive for a set amount of time

1.14

Interfaces with HRIS to provide user lists based on specified fields, to automatically add new users and deactivate users who have left the organization.

1.15

Links and/or enrolls learners in appropriate courses or curriculum automatically based on organizational/ job level requirements

1.16

Allows guest (audit) access to courses Can store and report course credits in different number formats, from whole numbers down to decimal places. Allow setting course allotments and prioritizing learner enrollments to courses based on them. Instructor Management

1.17

1.18 1.19

1.19.1 Ability to assign multiple instructors to a class 1.19.2 Ability to maintain instructor qualifications Ability to record classes authorized to teach by instructor Ability for instructor to view a calendar within 1.19.4 the system which shows classes he/she is facilitating 1.19.3

1.19.5

Ability for instructor to email all of their students for a specific class in an easy manner

Ability for an instructor to manage attendance 1.19.6 easily; ex: mark all students as attended and then remove the few that did not attend Functionality to prevent an instructor from being over-booked/over-scheduled Reporting functionality which shows 1.19.8 scheduled classes by instructor Allows administrators to override settings made for groups to account for particular training needs of individuals Allows administrators to combine and uncombine course sections / modules / learning objects Allows a variety of billing options: credit card, corporate purchase orders, departmental account numbers, etc. 1.19.7

1.20

1.21

1.22

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

Automates tuition assistance requests and allow for supervisor and other administrative approvals of these in the system. This includes automating tuition assistance verifications after courses are completed

1.23

Provides the ability to print a variety of enrollment-related items, including class schedules, seat vacancies, and class rosters

1.24

Provides the ability to restore student artifacts in a course if a student who has withdrawn subsequently re-enrolls Manages registration and enrollment not only by individual, but by group and cohort group.

1.25

1.26

1.27 1.28 1.28.1 1.28.2 1.28.3 1.29 1.29.1 1.29.2 1.30 1.30.1 1.30.2 1.30.3 1.30.4 1.30.5 1.30.6 1.30.7 1.30.8 1.30.9 1.30.10 1.31

Emails dependent on group or individual requesting course. (e.g. when the class is restricted to a certain dept. of which they are not a part) Physical Asset Inventory and Scheduling Asset scheduling conflict avoidance Track training aids, computers, etc. Assets can be grouped by category Multi-training/multi-session support Individual session times/days supported Sessions can be mapped to locations, assets, instructors, etc. Time-based event scheduling All training types can be scheduled Employees may be registered for restricted courses by Admin Customizable title and description Support for maximum event size Automatic wait listing available Enable/Disable Self registration Set registration open/close date Do group enrollments by category, job title, competency gap Can manually update preregistration Instructor can customize course roster Ability for a user/learner to access a calendar interface within the system to view their enrollments

2.0

Notifications and Annotations

2.0.1

Notifies users when actions are taken in the Change in user profile status Change in course status Confirmation of enrollment Class cancellation Being wait-listed for a course Learner dropped from class Periodic reminders to attend or finish course reminders to complete a survey Notification history function is included Allows pushing of general notifications out to only specific groups

2.0.1.1 2.0.1.2 2.0.1.3 2.0.1.4 2.0.1.5 2.0.1.6 2.0.1.7 2.1 2.2

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

2.3

Sends reminders about certifications that are about to expire

2.4

Provides the ability to annotate and communicate actions taken, approvals, errors, etc. in regards to administrative actions, for future reference or for other administrators

2.5

Has robust internal email editor features resembling standalone email programs such as Outlook

2.6

Maintains a log of undeliverable/failed email notifications

3.0

Batch administration workflow

3.1

Offers batch options for tasks involving groups of system objects

3.2 3.3 3.4 3.5 3.6

4.0 4.1

4.2

Allows administrators to batch register groups of learners Allows administrators to create backups in batch mode Allows administrators to batch set permissions and roles for users Allow administrators to batch configure courses, learning tracks, and curricula Allows time shifting of batch processes of database to minimize performance disruption during peak usage times

Prerequisite handling Allows administrators to set prerequisites so that learners are evaluated for meeting prerequisites before being able to enroll in a course Can be configured to deliver pre-assessments to allow learners to "test out" if they demonstrate mastery of the materials for a course

4.3

Includes options for the configuration of waiving course/curriculum requirements based on demographic attributes other than course completion or pre-assessments

4.4

Establishes equivalencies so that learners can receive credit for courses and / or waive the requirements to take courses that share the same material as a course already taken

5.0

Content importing and configuration

5.1

Provides a process for importing and configuring content

5.2

Provides the ability to internally create and/or configure ancillary learning objects like glossaries or that can interwork with courses and apply globally to more than one course within the LMS

5.3

Is interoperable with 3rd party content. (List major vendors you contract with or have prior experience with- SkillSoft etc.)

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

5.4 5.5 5.6

Offers secure payment options - internal and external - for courses. (Accounting string handling and reporting and other) Imports course learning packages of unlimited size Allows/disallows elements of a course to be updated without creating a new version of the course.

5.7

Presents options to automatically move learners to a new version of a course when a new version of it is created, or allows them to continue on the old version.

5.8

Learners are able to seamlessly experience updated content with no interruption in their learning flow or plans

6.0 6.1 6.2 6.3 6.4

6.5

6.6 6.7 6.8 6.9 6.10

6.11

7.0 7.1

7.2

System Access and Security Uses robust security architecture to maintain system access Allows learners to self-register for an LMS account; ex: learners from outside of the County Allows encryption of sensitive data and session activity Enforces strong passwords and password changes Provides an option for single sign-on, so that users who have logged in to the enterprise intranet (through a portal, etc.) can get into the LMS without additional login Allows login to the LMS to transfer to other enterprise systems such as Performance Management systems Requires users logon only once per LMS/PMS session Supports industry-standard authentication (please list key standards supported) Ability to configure a standard time-out parameter for non-use on the system Ability to auto-bookmark a user's course if the forced time-out occurs Ability for an admin to setup the layout of the learner's homepage and lock it down so that an end user cannot change the layout

Permissions and Roles Defines a wide variety of permission and role levels that are applicable to a range of organizational structures and use case scenarios for the system Can Restrict course enrollment to preauthorized learners

7.3

Uses templates to easily set group permissions

7.4

Restricts access to functions for individual courses based on membership in groups associated with that course

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

Allows delegating permissions for users at a lower level of permission/role Allows creation of subgroups that inherit permissions of parent groups Can be set so learners are anonymous to each other, instructors, and administrators for surveys Offers "organization aware" features that allow administration based on external data feeds concerning organizational roles and permissions

7.5 7.6 7.7

7.8

7.9

Supports mirroring an organizations' structure in the database to manage students, supervisors and approvers based on where they exist with the organizational structure

7.10

Features levels of permission corresponding to clearly defined levels of administrative responsibility

Course Catalogue Database

8.0

Provides a single, integrated OR multiple course catalogs whose overall and internal organization can be defined by a variety of characteristics Does not limit the number of levels, items, or sizes of items included in the catalog of courses delivered or imported

8.1

8.2 8.3

Catalogues can be defined for job classes

8.4 8.4.1 8.4.2 8.4.3 8.4.4 8.4.5 8.4.6 8.4.7 8.4.8 8.4.9 8.4.10 8.4.11 8.4.12 8.4.13 8.4.14 8.4.15 8.4.16 8.4.17 8.5 8.6

Contains a course catalog including many details - especially: Objectives Associated Competencies Credits Course ID Cost Associated career tracks Delivery Methods Prerequisites Functional area Location Job Skill Product line Subject Associated resources Seat time Certification Hours Course star-rating and review comments entered by end users/learners Provides predictive search capability, in addition to keyword searches Provides the ability to search for text within courses specifically

8.7

Can be linked dynamically to external catalogs

8.8

Can be updated with release updates and additional courses from external sources

8.9

Version control and other management functions for course updates

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Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

8.10

Can be configured such that different versions of the course that are treated functionally the same for training administration purposes use the same reference ID in the LMS database. In other words, the LMS tracks and reports that learners have taken the same course, even if there are different language or department versions.

8.11

Allows for course marketing/email

8.12

Includes Catalogue of courses prepackaged with LMS (provide catalogue)

8.13

Regulatory/Certification courses updated within 60 days

Standards and Language Support

9.0 9.1

9.2

9.3 9.4

Supports the current and all required legacy versions of relevant standards such as SCORM, AICC, Tin Can. (Please list all applicable standards supported.) Supports attempted status as well as completed status For attempted status, tracks time spent in 9.2.1 course on each attempt Ability to configure a specific number of 9.2.2 attempts permitted Complies with Section 508 requirements for system interfaces Supports Unicode fonts

Training Infrastructure and Performance Analysis

10.0

Includes the ability to enter and capture such items as course development costs Student and Training Needs Surveys

10.1 10.2 10.2.1

Ability to enter/create a survey using functionality which is embedded in the system

Ability to copy an existing survey and use it as a base survey for a new one For embedded survey tool, support editor and 10.2.3 spellcheck functionality 10.2.2

Ability to assign a specific survey to a 10.2.4 course/class and have it sent automatically to a class roster based upon a timing parameter Ability to select a group of users and assign a 10.2.5 training needs survey to them and trigger this automatically Ability to track survey responses and execute 10.2.6 corresponding reports Ability to interface with a third-party survey 10.2.7 application such as SurveyMonkey; list all supported survey applications here

10.3 10.3.1 10.3.2 10.3.3 10.3.4 12/11/2014 9:35 AM

Includes training budget/cost tracking and projecting features that store and reports (by learner, course, organization, year, etc.) such items as: Budget Authorizations Funds allocated Funds still available Funds source p. 64

Maricopa County

Bid 14111

14111 ATTACHMENT E BUSINESS REQUIREMENTS

10.4

Performs skill gap analysis

11.0

Learning Object Management

11.1

Allows attaching, associating, and consolidating diverse content pieces into a single course (for example, core course content delivered as e-learning with auxiliary PDF and video resources included separately)

11.2

Includes ways to link content and assignments in blended learning courses so that the components are part of a single course and can be assessed and tracked accordingly

11.3

Is optimized for reusability in general (not just measured by SCORM support). Learning objects can be mixed and matched for curricula and course customization

Delivery Architecture

12.0 12.0 12.1

Supports a wide variety of delivery Can deliver and/or manage as large a variety of learning objects and activities as possible based on such fundamentally different approach's as: 12.1.1 Informal learning 12.1.2 12.1.3 12.1.4 12.1.5

12.2

12.3 12.4

Constructivist learning environments (problem-centered, discovery-based, game-based, inductive, etc.) Collaborative/social learning Blended learning Game-based learning; gamification support (ribbons, points, honors, tracking boards) Allows courses not residing in the LMS domain to be launched within LMS, including launching courses from content repositories in different locations within the county intranet, as well as on the Internet Provides an audit trail for required deployments of mandated training (compliance training) Provides integration with social networking services

12.5

Allows delivery of a wide variety of content in diverse file formats (List formats)

12.6

Has offline player capabilities (List players)

12.7

Offers a browse mode whereby testing requirements are suspended; ex: to be used for audits - a department head can audit/review course content

12.8

Allows Just-in-Time learning modules launch.

12.9

Launches courses regardless of their source without delay or loss of fidelity

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14111 ATTACHMENT E BUSINESS REQUIREMENTS

Includes configuration management and version control features for content, including checking files in and out, revision tracking for audit changes, and roll back to earlier versions. Supports delivery to mobile devices

12.10

12.11 12.12

Permits bookmarking locations in courses and other content as well as storing commonly accessed screens in the LMS as favorites

12.13

Includes a user system requirement checker that test learner systems for appropriate plugins and versions before courses are launched. The LMS should not allow the learner to launch content unless it passes the test.

Assessment Authoring and Delivery

13.0

Provides an internal function to create and deliver a wide variety of assessment types (with template options) Allows authoring and delivery of a variety of assessment item types, including:

13.1 13.1.1

13.1.2 13.1.3 13.1.4 13.1.5 13.1.6 13.1.7 13.1.8

13.1.9

Multiple choice - single and multiple answer Fill in the blank - which allows for multiple correct answers (upper case, lower case, various wordings); that is also auto-scored Matching Drag and drop Ranking/Ordering Image selection Word scramble Labeling and image Essay or short answer implemented as online forms/fields for easy review, not downloadable Word documents; system will auto-score other nonessay questions in the assessment

13.2

Includes a grade book function for instructorled or blended courses/assignments, with possibility of revising grades; includes an audit trail showing the user/date/time in which changes were made

13.3

Allows grades to be assignable to a variety of objects, including discussion and blog postings

13.4

13.5

Provides the ability to export and import from Excel into the grade book Tracks time it takes for students to answer questions via time stamps, including time stamps on essay submissions and video viewing

13.6

Assessments can be set as either summative or formative with appropriately different features applied to each

13.7

Provides a rating or assessment function for mentor/coach/OJT assessments

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Allows input/upload and management of essay questions Allows instructors to view and grade essay assignments online without having to download them as files

13.8 13.9

13.10

Allows embedding of videos, animations, and graphics into assessments

13.11

Can be configured to remediate students to particular content or locations in content based on assessment results

13.12

Allows importing sets of questions formatted in a standardized format

13.13

Randomizes the order of questions within an assessment and the answers within a question

13.14

Allows creating pools of questions per objective, such that different items can be presented in subsequent student tries

13.15

Allows assigning weights to individual answer choices for assessment elements, so that it:

13.15.0

Gives learners partial credit for correct answer chosen in an assessment element with multiple correct answers

13.15.1

Penalizes learners more for answers that are obviously incorrect

13.16

Allows customizing hints and feedback

13.17

Allows browser lockdown to prevent an end user from opening another browser window to look up answers from a resource site

13.18

Allows use of proctor passwords

13.19

Allows IP restrictions to ensure assessment can only be taken in certain locations

13.20 13.21

13.22

13.23

Allows setting of assessments to either practice or test mode Allows export of assessments to Word and PDF Supports accepting informal learning assessments such as learner Web pages and collaborative projects with multimedia, with ability to set and change file size limits for these Supports the ability to tie assessments to learning objectives and outcomes that are input into the system or linked to Performance Management Systems

13.24

Assessments created by the LMS assessment authoring tool are Section 508 compliant.

13.25

Allows assessments to be set up with a configurable timer, with the running timer being visible to the end user/learner

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13.26

Prevents end users from capturing screen shots of questions; to prevent the sharing of assessment information with other learners; example: certification exams

13.27

Supports the ability to copy one assessment as a base assessment to create another one Supports full editor and spellcheck functionality for all of the assessment elements (titles, questions, answers) Reporting functionality which allows an admin the ability to print a full assessment (questions and answers) in an easy manner; without having to drill down into each individual question

13.28

13.29

Share a case study which details the largest assessment (number of questions, duration of assessment) and the largest number of simultaneous users completing the assessment to highlight what your system has supported from a load perspective.

13.30

Mentoring, Coaching, and Other Developmental Scenarios

14.0 14.1 14.1.1 14.1.2 14.1.3 14.1.4 14.1.5 14.1.6 14.1.7 14.1.8 14.1.9

Supports management (assigned on an individual or class basis of : Mentoring Coaching Groups Projects OJT Shadowing and apprenticing Rotational assignments Career programs Conferences/forums/seminars/works hops

15.0

Collaboration and communication options

15.1

Allows learners to take notes as they interact with learning materials. These notes should be persistent between sessions and automatically associated with locations in the content. If the learner wishes, their notes can be posted, either internally in the LMS, or publicly outside of the LMS, through APIs to applications like Twitter and Facebook. Ability to limit user access to APIs that can reach external, public applications like Twitter and Facebook.

15.2

Includes collaboration functions to enable users to communicate with each other, instructors, course administrators, system administrators, etc. LIST ALL YOUR SYSTEM SUPPORTS (e.g. email, threaded discussions, dedicated team spaces, surveys, chat, et al) and basic limitations.

15.3

Supports full editor and spellcheck functionality for all of the collaboration and communication content

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16.0

Competency Management and Development/Learning Plans

16.1

Supports competency management and Individual Development Plan infrastructures, with employee performance plan

16.2

Automatically links training interventions and competency objects based on user approval

16.3

Features advanced natural language matching algorithms and associated linking functionality; Word Clouds for example. Allows students to create and manage eportfolios Maps individuals/groups to a course/curriculum dynamically based on rule sets determined by Performance Management System

16.4

16.5

16.6

Uses a variety of competency frameworks, providing a range of choices for methods of measuring competencies

16.7

Uses a variety of competency rating scales

16.8

Includes built-in Update functions to reconcile linkages due to changes in training interventions or competency objects

16.9

Imports/exports competency-related data in common database formats such as XML or MS Access

16.10

Can provide Individual Development Plan (IDP) progress, training completion, and other related input to competency management, performance appraisal and other Performance Management systems

16.11

Can provide automated analysis/assessment survey of employee's current and anticipated skills and competencies. Gaps are identified with appropriate courses indicated to address closure of gaps. 16.11.1 16.11.2 16.11.3 16.11.4

Ability for self-assessment Ability for manager assessment Ability for multi-rater peer assessment Ability for direct reports assessment Assessments allow for both score ratings and 16.11.5 comments Reporting functionality which displays/compares assessment inputs by self, 16.11.6 manager, direct reports, and peers to identify gaps Provides career tracking tools for students to 16.12 set and monitor progress towards career objectives 16.13

Prioritizes competencies and courses based on changes in career, regulations, funding, or organizational vision/mission

16.14

Can import competency inventories and rubrics as well as learner data from external systems

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16.15

16.15.1

16.15.2 16.15.3 16.15.4 16.15.5 16.15.6 16.15.7 16.15.8 16.15.9

Supports individual development plans (IDPs) with the following options: Dynamic IDP that is updated as employee registers, attends, completes, or does not complete approved training Certification/recertification schedules and notification Competency decay refresher Mandatory/optional training requirements Ad-hoc/emergent training requirements Full reporting capability Compatibility with any competency framework Compatibility with any competency rating scale Performance thresholds (times to complete)

17.0

Learner Tracking

17.1

Capable of tracking, reporting and storing a wide range of learner performance data by individual, by group and by cohort groups

17.2 17.2.1 17.2.2 17.2.3 17.2.4 17.2.5 17.3

Contains an electronic training jacket providing a view of career information, including: Training and education Qualifications and certifications Career History Advancement status Awards Tracks learner data while learners are taking elearning in a wide variety of file formats and authoring tools Incorporate social media and other features to support informal learning, tracking includes "social monitoring" tools that track:

17.4

17.4.1 17.4.2 17.4.3

conversation rate (volume of comments about learning objects) Amplification rate (volume of sharing of learning objects) Applause rate (volume of sharing of learning objects)

17.5

Includes the ability to add custom fields to track additional learner information, so that they can be included in analyses and reports

17.6

Tracks accredited learning units, for instance, continuing learning units (CLUs), continuing education units (CEUs), and continuing professional education (CPEs, CoJet)

17.7

Provides the ability to print a variety of tracking-related items, including test scores

17.8

Can track a wide variety of relevant items, including: 17.7.1 Enrollments 17.7.1 Withdrawals

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17.7.2 17.7.3 17.7.4 17.7.5 17.7.6 17.7.7 17.7.8 17.7.9

17.8.1 17.8.2 17.8.3 17.8.4

Launches Completions Attendance Competencies acquired Use of materials Evaluations Grades Assessment scores Allows a learner to view their own online course results on a lesson-by-lesson basis as well as: Time spent Date and time last accessed Number of test tries Course grade

18.2.0 18.2.1 18.2.2 18.2.3 18.2.4 18.2.5

Allows administrator design/upload and learner delivery of course completion certificates Allows easy printing of certificates, surveys, and evaluations Provides survey functions as follows: Create and edit Import Copy Define properties Preview Define survey link location

17.8

Certificates, Forms, and Surveys

18 18.0 18.1 18.2

Has different options for design of surveys, such as multiple choice, Likert scale

18.3

19.0

Metadata Support

19.1

Includes a convenient mechanism for adding metadata or descriptive labeling to courses and other objects

19.2

Uses metadata to search the course catalogs

19.3

Presents options for display of metadata to learners and administrators at relevant nodes in their workflow

19.4

Allows configuring how metadata tags will be input by content developers (checkbox, date, dropdown, text box, etc.)

20.0

User Profiles

20.1

Has the ability to manage profiles for organizations, not just users

20.2

Has the ability to matrix learner characteristic demographically, organizationally, etc. (for example, assign students to more than one job role, in more than one organization

21.0

Resource Management

21.1

Manage: 21.1.1 21.1.2

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Expendables Training Assets

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Learning facilities - buildings, classrooms, number of seats per classroom, equipment in classroom, third-party vendor sites/locations

21.1.3

21.1.4 21.2 21.3

Staff assignments Reporting functionality tied to resources listed above Physical Library Management

Ability to add physical library items to a library 21.3.1 with titles, descriptions, authors, ISBN numbers; ex: books, videos, DVDs, etc. Ability to define/configure a check-out period of time; ex: two weeks Ability to define/manage the quantity of the 21.3.3 items Ability for end users to search the library for 21.3.4 items 21.3.2

21.3.5 Ability for end users to check out library items 21.3.6 Ability for an admin to check in library items 21.3.7 21.3.8

21.3.9 21.3.10 21.3.11

Ability for end users to add star-ratings and comments to library items Ability for end users to receive an email notification that they have checked out an item and how to pick it up Ability for end users to receive a reminder email notification that item is due by a specific date Ability for end users to receive a reminder email notification that item is overdue Ability for an admin to remove library items; ex: lost book

Reporting functionality for admin to print full 21.3.12 list of library items, list of most-utilized items, and list of most active users

22.0

Reports

22.1

Contains a robust internal reporting tool Offers predefined reports ( provide a list predefined reports) Uses permission levels with different kinds of access to reports and reporting tool(s), including "run-only" role(s)

22.2 22.3 22.4

Ability to customize/configure existing reports Delivers additional internal/external reporting tools such as Crystal Reports Ability to print reports with appropriate options Can adjust the layout and formatting of reports

22.5 22.6 22.7 22.8

Required Reporting capabilities including: 22.8.1

Administer and maintain performance and evaluation metrics

22.8.2

Track individual and group usage statistics

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22.8.3 22.8.4 22.8.5 22.8.6

22.8.7

22.9

22.10 22.11

23.0 23.1 23.2 23.3 23.4 23.5 23.6

Integrate evaluation forms internal and external to the course Perform statistical analysis on the database information Report on learner performance data by individual and group Perform summative evaluations of courses Analytics reporting on system performance; number of users logged into the system at various times per day; to trend peak and lull performance Provides reporting on certification status of groups and individuals, including upcoming renewals, missed renewal deadlines, etc. Provides measures of employee learning progress and certifications Notification email history

Application Administration Provides user configurable interface so that both learners and administrators can optimize for their particular needs Create and restore archives of courses and curricula. Manages the administration process with built-in workflows Includes options for remote administration Allows administrators to view role structures in a graphical representation Provides configurable and built-in error messages that aid in trouble shooting

23.7

Can store favorite locations within system

23.8 23.9

Allows saving of a workspace Auditing function throughout system Enables add-on and integration using an open architecture

23.10

23.11

23.12

23.13 23.14 23.15

23.16 23.17

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Allows Imports and exports to external systems in real-time and batch mode. Includes but is not limited to student demographics, identification, competencies, certifications, and IDPs (individual development plans). Import and export of learner and course tracking data using SML, CSV or other standardized data interchange (List formats) Is interoperable with a variety of authoring tools. (List tools) Includes "widgets" that allow the learner to access other data Includes automatic student registration of new hires based on data that is input to HR system Includes automatic updating of reporting structures (Reports to ID) based on data from HR system Ability to link employee records in an external system p. 73

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23.18

Automatically deactivates Student ID and training records when employees terminate based on action in the external system

23.19

Administrative options that allow modification and creation of system or user defined fields.

23.20 23.21

Ability to assign more than one owner to an Administrator’s profile. Ability to create different profiles for each department and user.

23.22

Ability to add new and modify existing fields.

23.23 23.24

Ability to set up personal preferences. Ability to print customized calendars. Ability to import tuition reimbursement classes and registrations on a daily basis, if tuition reimbursement is not built into the solution.

23.25

23.26 23.27 23.28 23.29

Ability to sort columns across the application List class sessions separately if class is 2 or more days. Ability to send email to those registered directly from the roster. Ability to establish and administer capacity allocation, prerequisites, and eligibility screening

23.30

Ability to configure read or view rights to a specific field(s) based on a user profile

23.31

Ability to look up on-line and instructor-led classes separately.

23.32

Delivers advanced search options for returning onscreen information, including previous searches and back-button sticky functionality

23.33

Ability to control data formats, define field attributes, and create and assign user defined attributes for courses/classes for online help/communication assistance

23.34

Ability to save course generations

23.35

Includes registration screening settings (time conflict, course conflict, cancel dates, free allocate date, exceed capacity)

23.36 23.37

Ability to allocate and manage registration based on specific dates, user data, or other attributes Ability to calculate dates based on start date of class.

23.38

Ability to control settings on a per class basis

23.39

Ability to globally update records Ability to copy records (transcript to transcript and roster to roster)

23.40 23.41

Ability to have static and dynamic groups.

23.42

Ability for users to populate profile information not fed from HRIS

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23.43 23.44

System contains consistent edits and validation regardless of the point of entry (required formatting) Ability to view mail logs in person and class record.

23.45

Ability to override status in transcript or roster

23.46

Ability to email from a class roster Ability to mail merge from transcript and/or roster. Ability to view groups and curriculums in Person record. Ability to email based on specified query population Ability to view pending mail

23.47 23.48 23.49 23.50 23.51 23.52 23.53

Ability to automatically or manually archive classes/course globally (inactivate) Ability to open classes or people from the registration screen Ability to find active classes and courses versus inactive classes and courses

23.54

Ability to view at least the last 10 classes or people records opened in the registration screen, last 10 classes and courses opened, and last 10 people opened

23.55

Ability to see how long employee spent taking a class, when registration was created/started, when registration was finished, and when registration was modified (different from created)

23.56

Ability to set pretest status for online classes

23.57 23.58 23.59 23.60

Ability to identify what status an online class is (in progress, completed, etc) Ability for administrator to arrange fields on screen Ability to add a comment when a attribute is changed on a field. Ability to add a data entry prompt/help and field level descriptions.

23.61

Ability to assign user access levels for role based on business unit(s) to administer classes belonging to business unit(s)

23.62

Ability to copy data from one field in a table to a like-field in a second table.

23.63

Ability to create a non-employee record using a specific unique format. (Customer Unique Key Assignment (CUKA) for example: number starting with Z )

23.64

Ability to customize database identification text per database. (prod and test)

23.65 23.66 23.67

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Ability to define lookup table fields as drop down only or support and allow for free form values (combo box) Ability to disconnect a user. Ability to globally delete class, course and person records.

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23.68 23.69 23.70 23.71 23.72 23.73 23.74 23.75 23.76 23.77 23.78 23.79 23.80

23.81 23.82 23.83 23.84 23.85

Ability to increase the length of a user defined field. Ability to manually or automatically logoff inactive or idle users Ability to only report on active classes, on-line classes, history classes. System field setting. Ability to override course or class conflicts as needed Ability to save previous changes. (course generation) Ability to copy email notifications. Ability to create data entry 'rules' for fields. (data type, edits, validations) Ability to assign data entry in a field as required. Default value assignment at record creation where applicable Ability to export and import information to a lookup table. Ability to identify employee termination status to automatically move person records to inactive status. Ability to only allow creation of classes from a course. (System setting) Ability to remove direct reports in Admin Center when an employee terminates. Ability to restrict other owners from registering and/or changing registrations. (Reserve for Owner) Ability to send instant notifications. Modify notice. Ability to set different registration statuses for on-line classes. Ability to set idle times. Ability to set number of days a password will expire.

23.86

Ability to allow different status groups and/or statuses to be used for prerequisite checking.

23.87

Ability to view student and administrator currently online.

24.0

Application

24.1

Formatting and layout is consistent and standardized throughout all screens

24.2

Provides a dashboard that indicates to the learner their progress towards meeting their learning and performance goals, as well as common system functions.

24.3

Uses intuitive paths for performing administrator and learner job task functions

24.4 24.5 24.6

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Has a feature to store favorite locations within the system. User calendar and email interfaces with MS Outlook Allows visual branding of the interface and throughout additional screens

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24.7

Allows use of skins to visually brand the LMS dynamically according to the role, organizational membership, or other parameters of the individual user who is logged into the LMS

24.8

Provides the ability to customize and filter individual tables, vs. whole screens, such as lists of courses in progress

25.0

Transcripts and Other Documentation

25.1

Allows learners and administrators to print transcripts, course completion certificates, and learner records with appropriate options Allows a learner to be able to view a transcript of all training that has been recorded in the LMS for their account along with status and status date Ability for a user to sort their transcript records on the screen by column; ex: course completion date, course name, course start date, etc.

25.2

25.3

26.0

Media and Content Support

26.1

Provides support for industry-standard streaming protocols for audio and video

26.2

Provides direct access to web-based media

26.3 26.4

Provides an enterprise Glossary function Supports immersive learning content Supports a wide variety of media. List supported types: Audio: Video: Documents: Graphics: 2D animation: 3D animation:

26.5 26.5.1 26.5.2 26.5.3 26.5.4 26.5.5 26.5.6

27.0

Training Plan and Administration

27.1

System contains robust support for training of all categories of users: learners, instructors, system administrators, content managers, etc.

27.2

27.3 27.4

System contains robust support documentation in a wide variety of forms including tutorials, help, examples, references, and user manuals Solution has a feedback function for suggestions on improving the LMS Solution delivers a variety of Help Desk support options for administrators and learners

28.0

Interfaces

28.1

Ability to interface with ADP

28.2

Ability to interface with other HRIS systems

28.3

Ability to interface with content repositories

28.4

Ability to interface with other learning systems

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28.5

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Ability to interface with electronic libraries

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Question and Answers for Bid #14111 - TALENT MANAGEMENT SYSTEM

Bid 14111

5

OVERALL BID QUESTIONS There are no questions associated with this bid.    Question Deadline: Jan 15, 2015 1:30:00 PM MST

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