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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.