6504 - Technology Infrastructure Equipment and Software, 3.Statement of Work/ Specifications
Materials Management Department
901-B Texas Street
Denton, Texas 76209
SCOPE OF WORK
Exhibit 3
RFP 6504
TECHNOLOGY INFRASTRUCTURE EQUIPMENT
AND SOFTWARE
FOR THE CITY OF DENTON
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 1 of RFP 6504 Exhibit 3
EXHIBIT 3
SCOPE OF WORK AND TECHNICAL SPECIFICATIONS
The scope of work shall be finalized upon the selection of the Firm. The proposal submission shall
have accurately described your understanding of the objectives and scope of the requested products
and services and provided an outline of your process to implement the requirements of the Scope
of Work and Services. It is anticipated that the scope proposal submission will include, at a
minimum, the following:
TECHNICAL RESPONSIBILITIES AND REQUIREMENTS
1. PURPOSE
Cisco equipment is used for the City’s infrastructure providing local area networks, wide
area network, corporate and public access wireless networks, and phone services to all
City departments and citizens visiting City facilities.
Dell EMC Datacenter Infrastructure equipment and software is used for the City’s
datacenter infrastructure to provide a platform for server and storage resources that runs
the City’s critical and non-critical technology business functions. All technology services
that require computer function reside on the datacenter infrastructure.
VMware Server Virtualization and Consolidation, Virtual Desktop, Cloud Services, and
Operations Management platforms are used by the City to enable efficiency of datacenter
equipment and provide agility in provisioning services with its virtualization technologies.
It is the foundation for running all City services on datacenter infrastructure.
The City is pursuing an annual contract, with two (2) additional one-year renewals, for the
supply of Cisco networking infrastructure products, Dell EMC datacenter infrastructure
products, and VMware Virtualization technologies including new support and
maintenance for the purchased products, and including the complete turnkey installation
of newly purchased, and existing equipment and technology solutions. The installation of
equipment and software purchased under the contract shall be required on a case-by-case
basis, depending on available Technology Services’ staffing level, and can be provided
by the awarded contractor, or be resold by the contractor and implemented by the
manufacturer. The Contractor shall anticipate installing at least 60 percent of the
equipment and software purchased for complex, or highly complex solutions and projects.
The City staff shall install approximately 90 percent of base, or basic, equipment and
software installations, e.g. a switch installation, adding a new storage unit to an existing
solution, or adding licensing to an existing solution.
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 2 of RFP 6504 Exhibit 3
The City is also pursuing a contract for the purchase of support and maintenance on the
existing network and datacenter infrastructure as the support and maintenance contracts
expire. Exhibit 4 represents the existing infrastructure equipment inventory located
throughout the City facilities.
Various projects throughout the City for departments such as Water/Wastewater
Utilities, Denton Municipal Electric, Police, Fire, Solid Waste, and other planned and
unplanned projects will require new network and datacenter infrastructure equipment
and software during the contract term and the associated support and maintenance for
existing software and hardware products. Other solutions, such as IP Cameras, Backups,
and Wireless Access, require continually adding infrastructure as the solutions continue
to grow over time. See Exhibit 4 – City of Denton 36-Month Order History for a
history of Infrastructure equipment and support maintenance purchases over the past
thirty-six months.
2. SCOPE OF WORK AND SERVICES
A. Proposal for Solution
1. Contractor shall provide new and unopened equipment in the original manufacturer
packaging. Refurbished or used equipment shall not be accepted under this
agreement unless otherwise approved by the City.
2. Damaged packaging may be refused by the City and the Contractor shall replace
the equipment with a new device and re-delivery at no additional cost to the City.
3. Installation of the purchased equipment shall be performed by the Contractor on an
as-needed basis. The installation requirement by City staff will be identified at the
time of the order of the products. The Contractor’s installation crew shall adhere
to the general provisions for installation as described hereinafter.
4. Support and maintenance shall be registered in the City’s name for the device at the
time of purchase with a start date for the maintenance based on the receipt of
delivery of the equipment by the City. Contractor shall resolve any problems
resulting from the failure by the Contractor to properly and timely register
maintenance for City equipment at no additional cost to the City.
B. General Provisions for Implementation
All installation work will be located throughout various City of Denton facilities.
Representing City of Denton Technology Services for this contract will be an Enterprise
Infrastructure Manager, or Designee. The Manager, or the Designee, shall have the
responsibility of installation oversight. The Manager, or the Designee, shall have authority
to ensure Contractor compliance with specifications, scope of work, and safe work
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 3 of RFP 6504 Exhibit 3
practices. The Manager, or the Designee, shall have the authority to inspect work, accept
installation work for payment, reject work, stop installation work, and require corrections.
The Manager, or the Designee, shall complete a formal audit of all installation projects
prior to approving payment of invoices.
Contractor shall provide the option to use professional services during normal business
hours, after business hours, and on weekends for any projects the City needs and deems
necessary to schedule projects during those times.
1. Services for All Manufacturers
a. Rack and stack installation of any physical equipment, powering up of
equipment, verifying good health of equipment, and performing basic
equipment configuration to prepare for City of Denton environment.
b. Preparing and provisioning any virtualized environments required for solutions
related to any manufacturer solution.
c. A complete solution design based on certified experience with relevant
manufacturer solution best practices and implementation of said design after
approval from City of Denton Technology Infrastructure Staff or designated
Manager stated above in introduction to section 2.
d. All solution components for each manufacturer solution shall be installed
according to the relevant manufacturer’s best practices and all cables properly
dressed according to City of Denton specifications.
e. Licensing or Software provided and installed on equipment or software solution
according to relevant manufacturer best practices.
f. Solutions designs with associated professional services shall be provided to
City of Denton with the option of Time and Materials or Fixed Fee to be
recommended by the contractor but approved by the City in advance of the
project.
I. Cisco
a. Professional services work by the contractor for Cisco solutions must
be performed by Cisco certified personnel, to include, but not limited to
a, Cisco Certified Network Associate (CCNA), Cisco Certified Network
Professional (CCNP), or Cisco Certified Internetwork Expert (CCIE),
applying to their specific area of focus.
II. Dell EMC
a. Professional services work by the contractor for Dell EMC solutions
must be performed by Dell EMC Proven Professional personnel, to
include, but not limited to a, EMC Implementation Engineer (EMCIE)
at Specialist or Expert level, or VCE Implementation Engineer (VCE-
CIIE) or VCE Master Implementation Engineer (VCE-CIMIE).
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 4 of RFP 6504 Exhibit 3
III. VMware
a. Professional services work by the contractor for VMware solutions must
be performed by VMware certified personnel, to include, but not limited
to a, VCP5-DCV or VCAP5 or higher, VCIX6, VCP5-DTM or VCAP5-
DTM, VCIX-DTM, VCP5-NV or VCAP5-NV or higher, or VCIX6-
NV.
Maintenance support in progress under the existing contracts will continue until completed
by the existing Contractor. The work done under the existing contract will be done at the
existing contract price.
C. CITY PROPERTY
Contactor shall be responsible for damage to City property during installation and any other
equipment that are damaged due to contactor negligence. Contactor shall leave work areas
in acceptable condition by the City’s project manager.
D. QUALITY CONTROL
The Contractor shall be responsible for the quality control of each installation to assure that
all requirements of these specifications are met. The City of Denton reserves the right to
observe, to inspect and to require additional quality control investigations, either by its
personnel or an independently employed quality control investigator, at any or all stages of
installation. Failure to adequately maintain quality of installation until completion shall be
grounds for cancellation of the order or any part thereof.
Installation project repairs required or having to redo work due to quality control failures or
deviation from the product or installation specifications shall be the full responsibility of
the Contractor. Any corrective action that is required to complete the project, or bring it up
to an acceptable condition, shall be determined by the City of Denton.
E. INSTALLATION UNIT DESCRIPTIONS and REQUIREMENTS
The Contractor shall, at all times, follow the manufacturer best practice guidelines for each
manufacturer equipment products, software and support and maintenance plans. The
Contractor shall remain consistent with the manufacturer’s support model to ensure full
capabilities and compatibility for each product within the technology infrastructure.
The Contractor shall provide all necessary testing to ensure the full compliance of all
manufacturer’s specifications as designed for each product, and as agreed upon under this
contract.
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 5 of RFP 6504 Exhibit 3
Upon request by Technology Services, the Contractor shall demonstrate to the City’s
project manager, or the designated personnel, that the newly installed manufacturer
products and software are fully functional, meets the manufacturer’s specifications, and
ensure satisfactory demonstration by the City-designated system operators of the intended
use of the installed equipment.
If requested, the Contractor shall provide a brief training session at the completion of the
installation. At the training session, address all training-related questions that are asked
by system operators or interested parties. Assist and supervise the City-designated
system operators in a full run-through to acquaint them with “hands on” operation of the
equipment.
9. CATALOGS, PRICE SCHEDULES, AND CONTRACT PRICE
The Contractor shall be able to maintain adequate inventory to satisfy the account without
extended delivery times. Upon request, the Contractor shall provide the current catalog
listing in the form of a CD, flash drive or by electronic transfer (i.e., e-mail or download).
Catalog information shall contain stock number, color, size, list price, and any other
pertinent information. The Contractor will provide additional copies of the catalog to the
City upon request at no additional charge.
The City will only accept revised prices as specified in Sections 7 and 8 of the main RFP
document. The City will not accept or acknowledge the situations as outlined below in the
event a new price list is submitted, or due to the Contractor’s failure to submit current price
lists when released.
Incur additional costs on paid invoices billed at the old price list rates for goods
purchased before the new price list was received by the City
Revisions to unpaid invoices billed at the old price list rates for goods purchased after
the release of the new price list
Revisions to open quotes for goods at the old price list rates that have not yet expired
Revisions to open purchase orders at the old price list rates that have not yet shipped
Purchase orders shall reflect the price list rates as listed on the City approved Bill of
Material (quote) issued during the project planning phase. The purchase order shall
serve as the notice to proceed for the product order and installation phase.
It is preferred that the Contractor provide updated manufacturer’s price lists during
the contract period either BEFORE the effective date of the price lists or
IMMEDIATELY after release. With no exceptions, the updated and correct
manufacturer’s price lists shall be listed on the Bill of Materials (quote), requested by
Technology Services staff.
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 6 of RFP 6504 Exhibit 3
On the RFP Pricing Sheet (Exhibit 1), the unit discount shall include a discount against all
costs incurred, real and unforeseen, related to the manufacture, shipping, and delivery,
including insurance, freight, and all direct costs except in cases otherwise stated herein or
in Section 8 – Price Adjustments of the main RFP document.
The City will not pay freight, shipping, or handling charges on normal shipments. All
freight, shipping and/or handling charges shall be included in the price as noted above. The
City shall pay freight, shipping, or handling charges on expedited shipments only.
Expedited shipment requests shall occur when products are needed prior to the standard
delivery lead time, indicated in the Contractor’s pricing sheet (Exhibit 1). The shipping
term shall be FOB Destination.
For RFP evaluation purposes only, the pricing sheet (Exhibit 1) contains a market basket
of select items, which are commonly used by the City. The respondent shall list the
following pricing to be used for evaluation of the price proposal by the City:
Current Manufacturer’s Suggested Retail Price (MSRP)
City’s Discount
City’s Price, calculated as MSRP – City’s Discount = City’s Price
10. COMMUNICATION DURING CONTRACT TERM
In order to provide the required customer service, it is essential that the Contractor
respond quickly and clearly. The Contractor shall answer written correspondence from
the City within three (3) working days. Contractor shall have a company employee (no
answering service or voice mail) answering the phone during normal business hours, or
provide a mobile phone or pager number. Phone messages left with personnel shall be
returned within two (2) hours.
11. ORDERING
The City will be responsible for providing adequate purchasing descriptions, correct
catalog/product part numbers, and approved contract prices based on the information
(current catalogs, price listings, and/or Bill of Materials) provided by the Contractor. Orders
received by the Contractor with inadequate ordering information shall be returned to the
Technology Services and Purchasing departments for appropriate action.
The City requires a quotation of items needed to ensure the equipment and its pricing are
accurate. Quotations from the Contractor should be valid for the duration of the project.
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 7 of RFP 6504 Exhibit 3
12. DELIVERY REQUIREMENTS
The Contractor shall be responsible for providing manufacturer equipment and Support
and Maintenance for all Cisco, Dell EMC, and VMware equipment and software to the
City in a comprehensive and timely manner as outlined in this RFP.
Orders placed shall be delivered within thirty (30) days for material form receipt of order
with the exception of bulk orders. The Contractor shall immediately notify the City if an
item is identified as a special order item. Acceptable delivery schedules for special order
items shall be mutually agreed upon between the City and the Contractor on a case-by-case
basis. If the manufacturer’s lead time becomes greater than the specified lead times herein
this exhibit, the Contractor shall immediately notify Technology Services to provide the
estimated lead time and delivery date.
Delivery and complete installation times shall be met at least 95% of the time in any three
(3) month period of this agreement. Failure to deliver within the specified time may result
in the enactment of the liquidated damages provision. Refer to the liquidated damages
section in the RFP’s General Provisions – Terms and Conditions (Exhibit 2, Section A,
Item 18) for additional information.
Bulk orders shall be completed within forty-five (45) days after receipt of order. The
Contractor will be responsible for all delivery costs including shipping arrangements and
the associated costs for returns. Partial shipments will be accepted. All quotations shall
be F.O.B. Destination with the all freight costs to be included in unit price for each product
listed on the pricing sheet (Exhibit 1).
If the Contractor is requested to supply products in an “emergency” situation, delivery will
be within five (5) business days after receipt of the order. The Contractor shall provide the
freight costs for emergency delivery prior to shipping products. If the Contractor is unable
to supply the product(s) within five (5) days, the City reserves the right to purchase these
items from an alternate vendor source. Freight costs for emergency shipments shall not
exceed 25% of the total value of the order.
The City may also pick up products at the Contractor’s place of business if the awarded
vendor has a local facility (within the Denton/Dallas/Fort Worth metropolitan area).
Products shall be available for pickup during the hours of 8:00 a.m. and 5:00 p.m., Monday
through Friday except on City holidays unless the item(s) have previously been identified
by the Contractor as a special order item.
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 8 of RFP 6504 Exhibit 3
13. RETURNS
The City reserves the right to return any unopened product in its original package(s) as
supplied by the Contractor and listed in the current price list. Credit for returned products
shall be received within thirty (30) days unless prior arrangements for an extension have
been mutually agreed upon between the City and the Contractor. Credit shall either be a
credit memo or check at the option of the City. Refer to the restocking fee provision in the
RFP’s General Provisions – Terms and Conditions (Exhibit 2, Section A, Item 26) for the
City’s terms and conditions for returned products.
14. QUOTE AND INVOICE REQUIREMENTS
The Contractor shall receive an electronic copy of a City’s Purchase Order (PO) prior to
shipping or delivering merchandise. The PO shall reflect the discounts and prices listed
on the contract pricing sheet. The City is not liable for any delivery or shipment in which
a PO was not obtained prior to shipment.
F. Quotes
Quotes submitted for purchase shall have the following information:
Line Number
Part Number
Description
Manufacturer List Price
Discount
Reference to Contract Pricing Sheet Item #
Unit Price
Quantity
Extended Price
G. Invoices
Invoices submitted for payment shall have the following information:
Quote Numbers
Manufacturer List Price
Pricing Sheet Item Number for Cross reference
Vendor name as awarded under the contract
Vendor invoice number
Vendor invoice date
CITY OF DENTON
RFP FOR SUPPLY OF TECHNOLOGY INFRASTRUCTURE EQUIPMENT AND SOFTWARE
Page 9 of RFP 6504 Exhibit 3
Name and address of the department where product(s) were delivered
Date of delivery and purchase
Purchase Order (PO) number that authorized the purchase
Manufacturer’s part number and a detail description of each item delivered
Unit cost and extended cost of each item
Total cost of the order
Remittance address for vendor payment
Invoices submitted without this information will be returned to the supplier, and
payment will not be made until required information is provided on the invoice.
All invoices are to be sent as instructed in the RFP’s General Provisions – Terms and
Conditions (Exhibit 2, Section A, Item 31).
15. PAYMENT
Payment will be made within thirty (30) days of receipt , approval of shipment, and when
applicable, installation, testing, and training/demonstration, and receipt of accurate invoice.
Contractor will ensure that the correct mailing and remittance addresses are on file with
the City.