REQUEST FOR PROPOSALS (RFP) # FIT-2013-005
ENTERPRISE SYSTEMS BACKUP SOLUTION
TitleTECHNOLOGY SERVICES
DivisionResponse Due Date and Time
May 14May 16, 2013 at 2:00 PM EST
Response Submitted By:
Company Name
Street Address
City State Zip
Federal I.D. No. Disadvantaged Business Enterprise (DBE)?
Yes_______ No_________
Contact Person Phone No. Fax No.
E-Mail Address: Website:
FAILURE TO RESPOND MAY RESULT IN REMOVAL FROM CRAA POTENTIAL SOURCE LIST. RETURNING THIS PAGE ONLY MARKED AS “DECLINED” COUNTS AS A RESPONSE.
ENTERPRISE SYSTEMS BACKUP SOLUTION REQUEST FOR PROPOSALS (RFP)
# FIT-2013-005
Sealed responses will be received by the Columbus Regional Airport Authority (“CRAA” or
“Authority”) at its offices located at 4600 International Gateway, Authority Administration
offices, Baggage Claim Level, Port Columbus International Airport Terminal, Columbus,
Ohio 43219 until
May 14 May 16
, 2013 at 2:00 PM EST, for an Enterprise Systems Backup
Solution. The solicitation document is posted on the CRAA website
www.columbusairports.com
. Any addenda issued shall be posted on the same website.
The solicitation document and any addenda may be printed from the website. Respondents
are responsible for obtaining addenda.
Proposal responses shall conform to the solicitation document requirements. In addition,
the entire solicitation document and any addenda are hereby incorporated by reference.
CRAA is not responsible for late mail or late deliveries. Responses received after the due
date and time shall be returned to the respondent at their expense, if shipping account
information is provided. If no information is evident, the response shall be destroyed, and
only a copy of the sealed envelope with time stamp shall be retained on file.
All responses shall contain one (1) electronic, five (5) hard copies and one (1) hard original
submittal, and shall be provided in sealed envelopes that are marked as:
NO facsimile or email response is acceptable to the CRAA.
It is the policy of the CRAA and in compliance with federal regulations 49 CFR Part 26, that
businesses/firms owned and controlled by minorities, women, and other socially and
economically disadvantaged persons shall have the maximum opportunity to participate in
the performance of the services requested by this solicitation. To obtain a directory of
certified Disadvantaged Business Enterprises (DBEs), please visit the Ohio Unified
Certification Program website at
http://www.ohioucp.org
or contact the Authority’s
Business Diversity Program Administrator, Damita Brown, at (614) 239-5049.
Questions regarding the work or specifications shall be directed in writing to Ms. Katie
Heisler at:
[email protected]
. The cutoff date for all questions is May
810
,
2013 at 5:00 PM EST. Questions received after this date and time will not be answered.
(CONTINUED NEXT PAGE)
CRAA - OFFICE OF CONTRACT AND PROCUREMENT
RE: “ENTERPRISE SYSTEMS BACKUP SOLUTION”
DUE: MAY
14
th16
th2013, 2:00 PM EST
4600 INTERNATIONAL GATEWAY
COLUMBUS, OH 43219
ENTERPRISE SYSTEMS BACKUP SOLUTION REQUEST FOR PROPOSALS (RFP)
# FIT-2013-005
PRE-PROPOSAL MEETING/CONFERENCE CALL
A pre-proposal meeting will be held at 1:00 PM EST, on May 1, 2013, at Port Columbus
International Airport Terminal, 4600 International Gateway, Columbus, Ohio, 43219 in the
EOC Conference Room – Mezzanine Level. The purpose of the pre-proposal meeting will be
to discuss the requirements and objectives of this solicitation. Authority representatives will
be available to answer questions. Attendance at the pre-proposal meeting is voluntary;
however proposers shall comply with and be responsible for the specifications and
information discussed at the meeting regardless of whether or not they attend.
If potential respondents wish to attend the meeting remotely via telephone, contact Ms.
Katie Heisler at:
[email protected]
by 5:00 PM EST, on April 30, 2013, to
receive conference call access information.
SCHEDULE OF KEY MILESTONE EVENTS
DATE
DESCRIPTION
APRIL 23, 2013
POSTING DATE
MAY 1, 2013 @ 1:00 PM
PRE-PROPOSAL MEETING/CALL
MAY
810
, 2013 @ 5:00 PM
QUESTION CUTOFF DATE/TIME
MAY
1416
, 2013 @ 2:00 PM
RESPONSE DUE DATE/TIME
JUNE
6-17,
2013
VENDOR
DEMONSTRATIONS/PRESENTATIONS
*
JUNE 17, 2013
EVALUATION RESULTS *
JULY 5, 2013
RECOMMENDATION FOR AWARD *
JULY 29, 2013
CONTRACT APPROVAL/EXECUTION *
AUGUST 1, 2013
CONTRACT BEGINS *
This Solicitation consists of a Request for Proposals and a Draft Master Agreement.
TABLE OF CONTENTS
DESCRIPTION
PAGE
SOLICITATION NOTICE ... 2-3
INFORMATION FOR PROPOSERS ... 5
NON-COLLUSION AFFIDAVIT... 10
DETAILED TECHNICAL SPECIFICATIONS... ...11
APPENDIX A: CRAA CURRENT STATE OF THE BACKUP / RESTORE ENVIRONMENT .22
APPENDIX B: PROPOSAL / PRICING INSERTION POINT ... 23
technical specifications of the RFP and the Professional Service Agreement, if inconsistent with provisions included in this "Information for Proposers" Section, shall take precedence over any provisions in "Information for Proposers” in the order listed above.
2. CHANGES AND ADDENDA TO RFP DOCUMENT
Each change or addenda issued in relation to this document will be posted to the Columbus Regional Airport Authority website at www.columbusairports.com not less than three (3) working days prior to the scheduled RFP due date. All potential Proposers shall be responsible for checking the website to retrieve any addendum. Total RFP inquiry, postponement, or cancellations may be posted later than the time specified above.
3. ACCEPTANCE AND REJECTION
Any response submitted by a Proposer to the CRAA will be accepted or rejected within a period of 180 days from due date. The Authority reserves the right to waive any informality or irregularity in any Proposal, to negotiate for the modification of any Proposal(s), to accept the Proposal(s) that in the Authority’s sole judgment is/are deemed the most desirable and advantageous to the Authority, to reject any and all Proposals, or to re-advertise for Proposals, to such extent as the Authority, in its sole opinion, deems necessary or desirable. If more than one service is requested, each service may be considered a separate offer. The CRAA reserves the right to award an agreement on each service separately, on all services as a whole or any combination thereof. Proposers whose responses are presented on an "All or None" basis must clearly state such fact in their written responses. Any Proposal that is incomplete, conditional, ambiguous, and obscure or contains additions or alterations not called for, or irregularities of any kind, may be rejected for such reason(s).
The Authority is not liable for any cost associated with the preparation of the Proposal or any other costs incurred by any Proposer prior to the execution of the agreement. The rejection of any response, in whole or in part, by the Authority, will not render the Authority
property of the Authority. The CRAA may choose to retain, return (at the Proposer’s expense) or dispose of these materials. 4. SIGNATURE REQUIRED
The responses must be signed. If the Proposer is a firm or corporation, insert the corporate name followed by the signature of a person authorized to sign the response; if a partnership, indicate partnership name followed by the signature of one of the partners; if a sole proprietorship the signature of the owner is required.
5. WITHDRAWAL OF RESPONSES
Proposers may withdraw their responses at any time prior to the time specified in the solicitation as the closing time for the receipt of responses. However, no Proposer shall withdraw or cancel a response for a period of 180 calendar days after the advertised closing time for the receipt of responses.
6. PROPOSER’S TERMS AND
CONDITIONS
Terms and conditions submitted with the response, which are contrary to Authority policies, procedures, or this solicitation document, shall be disregarded for the purpose of any subsequent agreement. The successful Proposer shall be notified as to which terms and conditions, if any, have been deleted or changed.
7. INVESTIGATIONS OF PROPOSERS The Authority may make such investigations as it deems necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to the Authority all such information and data for this purpose as the Authority may request. In determining the award, consideration will be given to: (a) the experience of the Proposer; (b) the Proposer's financial condition; (c) the Proposer's conduct and performance on previous agreements; (d) the Proposer's facilities; (e) the Proposer's management skills; and, (f) the ability of the Proposer to execute the agreement properly. The Authority reserves the right to reject any
contemplated therein. 8. SUBCONTRACTORS
A Proposer’s proposed subcontractors shall also be a basis for evaluating responses. The Authority reserves the right to review information regarding all subcontractors proposed. The Authority reserves the right to reject any or all proposed subcontractor(s) listed thereon before the agreement is awarded. Except for reasons of security, the Authority shall not reject any such listed subcontractors (s) after the agreement is awarded by the Authority. No subcontractors shall be replaced by another without the written consent of the Authority.
9. SAFETY REQUIREMENTS
The Consultant while performing duties shall adhere to all rules of their particular industry, with regard to mandates by the Environmental Protection Agency (EPA) and/or Occupational Safety and Health Administration (OSHA), and any other regulation applicable to the circumstance.
10. MATERIAL GUARANTY
If applicable, at the request of the Authority and before any agreement is awarded, the Proposer may be required to furnish a complete statement of the origin, composition, and manufacturer of any or all material to be used in the work together with samples, which samples may be subjected to the tests provided for in the specifications to determine their quality and fitness for the work.
11. TIMELY EXECUTION OF AGREEMENT The Proposer to whom the agreement is awarded will be required to execute the Agreement and to furnish Certificates of Insurance and other requested documents within ten (10) calendar days from the date when the written agreement is received by the Proposer for signature. In case of failure by the Proposer to execute the Agreement, the Authority may, at its option, consider the Proposer in default and reserves the right to pursue all available remedies, including awarding the agreement to another Proposer, or Proposals may be re-solicited.
criteria. The Authority also shall determine the affordability and value of alternates as stipulated in the response. The Authority also reserves the right to split multiple services into separate agreement awards. In the event the Proposer is submitting their response as “all or none” or with specific combinations of services, the Proposer shall state such conditions in their Proposal.
13. AUTOMATED CLEARING HOUSE (ACH) AND ELECTRONIC FUNDS TRANSFER (EFT)
The Columbus Regional Airport Authority (CRAA) utilizes Automated Clearing House (ACH) and Electronic Funds Transfer (EFT) for Proposer payments. The successful Proposer will receive ACH/EFT payments via electronic transfer.
14. CANCELLATION OF AWARD
The Authority reserves the right to rescind the award of the agreement at any time before the execution of the agreement by all parties without incurring any liability. Therefore, if the Proposer changes its position, economically or otherwise, after receiving a verbal or written notice of selection and in reliance upon the Authority executing the agreement, the Proposer does so solely at its own risk and the Authority will not incur any liability from the Proposer's change of position.
15. LICENSE
Proposers must comply with the statutory requirements of the State of Ohio relative to the licensing of corporations organized under the laws of any other state or country and other pertinent requirements for doing business in Ohio. Before an agreement will be awarded to a non-resident foreign corporation or a person or partnership of the State of Ohio, such non-resident foreign corporation, person or partnership shall provide the Authority with a copy of its “Original Appointment of Agent” as filed with the Ohio Secretary of State.
Authority, certificates of insurance, executed by a duly authorized representative of each insurer. The certificates shall evidence that the insurance required in the Proposed Agreement are in force.
17. DELINQUENT PERSONAL PROPERTY TAX
All Proposers are charged with notice of Section 5719.042 of the Ohio Revised Code and agree that if the agreement is awarded to them, prior to the time the agreement is entered into, the successful Proposer will submit the completed affidavit required by that section of the Ohio Revised Code to the Authority. Said affidavit, when submitted to the Authority, is thereby incorporated into the agreement.
Section 5719.042 of the Ohio Revised Code: After the award by a taxing district of any contract and prior to the time the contract is entered into, the person making a bid/proposal shall submit to the district's fiscal officer, a statement affirmed under oath, that the person with whom the contract is to be made was not charged at the time the bid/proposal was submitted with any delinquent personal property taxes on the general tax list of personal property of any county in which the taxing district has territory or that such person was charged with delinquent personal property taxes on any such tax list, in which case that statement shall also set forth the amount of such due and unpaid delinquent taxes and any due and unpaid penalties and interest thereon. If the statement indicated that the taxpayer was charged with any such taxes, a copy of the statement shall be transmitted by the fiscal officer to the County Treasurer within thirty (30) days of the date it is submitted. A copy of the statement shall also be incorporated into the contract and no payment shall be made with respect to any contract to which this section applies unless such statement has been so incorporated as a part thereof.
18. AUTHORITY TO BIND
Proposers are on notice that in the event of an agreement award, where the person signing for a corporation is other than the president,
The successful Proposer agrees to submit to the Authority’s Project Manager all advertising, sales promotion, and other publicity matters relating to the Agreement wherein the Authority’s name is mentioned or language used from which the connection of the Authority’s name therewith may, in the Authority’s judgment, be inferred or implied. The successful Proposer further agrees not to publish, or use such advertising, sales promotion, or publicity matter without the prior written consent of the Authority except that which may be required under law.
20. CONFIDENTIALITY
The CRAA may choose to keep RFP information in confidence during the evaluation process and until the time an agreement is executed. This information may include all Proposal documentation, notes, including detailed prices, references, resumes, technical and cost information, etc. Thereafter, Proposals and all submissions may become public information, pursuant to R.C. 149.43, the Public Records Act.
Regarding Public Records Requests, the CRAA, as a Port Authority of the State of Ohio, is subject to Ohio Revised Code Chapter 149, known as the Ohio Public Records Law. Consequently, the Proposer understands that ALL documents submitted in response to this RFP may be considered public records and may be subject to release by the CRAA when a public records request is made in accordance with the law. If a Proposer is concerned that documents submitted in response to this RFP contain confidential financial and proprietary information, including trade secrets, then the Proposer must CLEARLY MARK the specific information considered by the Proposer to be confidential and state the reason that the Proposer contends these portions of the response constitute an exception to Ohio’s public records law. If a public records request is made for any portion of the documents that a Proposer has submitted and the Proposer has not
release all of the requested information immediately.
If a public records request is made for such information and the Proposer has clearly marked portions of the response as confidential financial or proprietary information, potentially constituting an exception to Ohio’s public records law, the CRAA will attempt to release the information to the requestor, after redacting the specific information identified as confidential financial and proprietary, and notify the Proposer that a request was made and that a redacted version of the response was released. Should the requestor challenge the classification of redacted information as confidential financial or proprietary information, the CRAA will notify the Proposer that further explanation of the information’s designation as confidential has been demanded by the requestor and the request for public information has been restated. The Proposer will then be IMMEDIATELY responsible for obtaining an order from a Court of competent jurisdiction in Franklin County, Ohio enjoining release of the Proposer’s clearly marked information constituting an exception to Ohio’s public records law.
DO NOT mark the entire response/submittal as information constituting an exception to Ohio’s public records law. If the entire response is so marked, the CRAA may choose to consider a Proposer’s offer non-responsive. (REV. 3-20-2006)
21. BUSINESS ETHICS
Communication: Proposers are not to meet or communicate with the CRAA staff during the pendency of the solicitation process, except with respect to current, on-going work. The solicitation process is deemed to have begun on the date that the CRAA has publicized the solicitation or posted the solicitation on its website. The process is deemed to have concluded when an agreement has been fully executed with the selected firm. It is the responsibility of the proposer to know whether (s)he is engaging in an appropriate ex parte communication with the CRAA staff. Inappropriate communication may result in
Gratuities and Kickbacks: The Proposer shall not offer, give or agree to give any Authority employee or former Authority employee a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or in other advisory capacity in any proceeding of application, request for ruling, determination, claim or controversy. 22. RFP AWARD DEBRIEFING
Once a contract award is made and negotiations are successfully concluded, the award and contract information shall be posted on the CRAA website, www.columbusairports.com, on the business information page. Unsuccessful Proposers who wish to inquire about any aspect of this RFP or award should deliver a written request for debriefing to:
Katie Heisler, Contract and Procurement Specialist
Port Columbus International Airport 4600 International Gateway
Columbus, Ohio 43219
Please include the title of the RFP, the Department for which the RFP was solicited, and the date that responses were due. Indicate the Proposer’s company name and contact information so that the CRAA can respond to the request. Please submit questions requiring research at least three (3) business days prior to the debriefing. The CRAA will review the request for a debriefing meeting. As appropriate, the CRAA will make good faith efforts to hold the meeting and debrief the Proposer as soon as possible. The CRAA may conduct debriefing meetings up to and including six months after the award and contract information is posted to the CRAA website.
must be based on materials, supplies or equipment which equals or exceeds all components of these standards as determined by the Authority. Any Proposal to use material, supplies or equipment different from those listed in the solicitation specifications shall furnish with the Proposal evidence that the item proposed is of equivalent or better quality and type as those specified in the specifications.
Evidence shall include, but not be limited to the following: (1) years of use under equal or more stringent conditions; (2) years used or produced; (3) financial history of producer and length of years in business; (4) organization available for repair and maintenance of product or machine; and (5) any change in proposed price if acceptable. If applicable, at the request of the Authority and before any agreement is awarded, the Proposer may be required to furnish a complete statement of the origin, composition, and manufacturer of any or all material to be used in the work together with samples, which samples may be subjected to the tests provided for in the specifications to determine their quality and fitness for the work.
State of __________________ County of ________________
Solicitation Title: _______________________________________________
Contractor ____________________________________________________ being first duly sworn, deposes and says that he is ______________________________ (sole owner, a partner, president, secretary, etc.) of _____________________________________________________, the party making the foregoing bid; that such bid is not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; that such bid is genuine and not collusive or sham; that said proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that said proposer has not in any manner, directly or indirectly, sought by agreement, communication or conference with anyone to fix the Bid Price of said proposer or any other proposer, or to fix any overhead, profit or cost element of such Bid Price, or of that of any other proposer, or to secure any advantage against the Columbus Regional Airport Authority or anyone interested in the proposed Agreement; that all statements contained in such bid are true; and, further, that said proposer has not, directly or indirectly, submitted his Bid Price or any breakdown thereof, or the contents thereof, or divulged information or date relative thereto, or paid and will not pay any fee in connection therewith, to any corporation, partnership, company, association, organization, bid depository or to any member or agent thereof, or to any other individual except to such person or persons as have a partnership or other financial interest with said proposer in his general business.
Signed:
______________________________________ Subscribed and sworn to before me this
____ day of _________________, 20__ Seal
_______________________ ________ Notary Public
1.0 SCOPE AND CLASSIFICATION
The Columbus Regional Airport Authority, hereafter referred to as the “Authority” or
“CRAA”, intends to purchase an Enterprise Systems Backup Solution. The Solution
must allow for identification and implementation of a single interface to
conduct/monitor backups, support notifications of backup status, provide reporting
capabilities, and deliver more consistent and efficient support to internal CRAA
business partners. Proposers are required to provide software maintenance and
update services for Commercial Off-the-Shelf software proposals.
Currently, CRAA’s backup process includes a variety of solutions, applied to critical
systems that vary by device, software, and data type. Please see Appendix A for
CRAA’s current environment information.
The following specifications are the minimum specifications for the Authority’s needs
in safety, quality, performance, and standardization. In the event that the stated
Mandatory Requirements can only be met through exceptions or workarounds, the
proposal evaluation scoring shall be downgraded by the CRAA Selection team.
2.0 APPLICABLE PUBLICATIONS
Not applicable.
3.0 REQUIREMENTS
3.1 BACKUP/RESTORE – MANDATORY REQUIREMENTS
3.1.1 A single solution must provide enterprise-wide backup and restore
capability for the following:
Virtual Servers
Physical Servers
MS SQL Server Databases (2000, 2005, 2008 or greater)
MS Exchange 2010 or greater
MS SharePoint 2010 or greater
3.1.2 The solution must have the ability to restore individual data files. This
refers to general data files; special considerations for Exchange, SharePoint,
etc. are addressed in separate requirements.
3.1.3 Each backup must be encrypted.
3.1.4 For cloud-based storage proposals, the backup solution must provide a
local copy, in case the connection to the remote site is degraded/lost.
3.1.6 The solution must be capable of restoring SharePoint to a point in time.
3.1.7 The solution must be able to restore individual SharePoint objects.
3.1.8 The solution must be able to backup Exchange 2010 or greater in a
clustered environment.
3.1.9 The solution must be able to restore Exchange mailboxes to the
individual email level.
3.1.10 The solution must permit backup to multiple mass storage and media
types.
3.1.11 The solution must allow for the backup of open/locked files.
3.1.12 The solution must allow for multi-domain/multi-forest level setups.
3.1.13 The solution must have the ability to backup and restore Microsoft
Active Directory.
3.2 BACKUP/RESTORE – PREFERRED REQUIREMENTS
3.2.1 The solution should provide file compression.
3.2.2 The solution should provide data de-duplication (not backing up duplicate
data).
3.2.3 Backups should be policy-based.
3.2.4 The solution should have the capability for a bare metal restore.
3.3 SYSTEM/STORAGE COMPATIBILITY – MANDATORY REQUIREMENTS
3.3.1 The solution must function on Windows Server 2008 R2 or better as it
will be installed on CRAA Windows Server 2008 R2, or a more current version.
3.3.2 The solution must be able to backup and restore all Microsoft Windows
operating system versions, from 2000 forward, and variants of Linux and Unix.
3.3.3 The solution must be able to backup a minimum of 200TB (terabytes) of
data (see Appendix A for more information).
3.4 SYSTEM/STORAGE COMPATIBILITY – PREFERRED REQUIREMENTS
3.4.1 The backup solution should be scalable to 1 PB (petabyte).
authentication/credentials.
3.4.3 The solution should provide migration tools for existing data sets.
3.5 MANAGEMENT/MONITORING – MANDATORY REQUIREMENTS
3.5.1 The solution must be managed from a single interface. A “single pane of
glass” (one console) will be used to monitor backup status, notifications, and
any reporting for all backup types.
3.5.2 The solution must include a dashboard with real-time reporting that
provides a health check view for all backups.
3.5.3 The solution must provide the ability to send alerts via multiple
notification methods.
3.5.4 The solution must provide time-based reporting (daily, weekly, and
annually).
3.5.5 All backup media and catalogs must be importable and searchable.
3.6 MANAGEMENT/MONITORING – PREFERRED REQUIREMENTS
3.6.1 The solution should provide the ability to create configurable reports.
3.7 DELIVERY AND IMPLEMENTATION OF THE SOLUTION
3.7.1 The solution software, and any required hardware, must be delivered and
an accurate invoice submitted to CRAA no later than November 30, 2013.
3.7.2 It is CRAA’s goal that the implementation of the solution will be
completed by the end of 2013. Implementation costs shall be invoiced
separately from the solution software costs, and any required hardware costs.
3.8 EXPERIENCE AND PAST PERFORMANCE
3.8.1 The Proposer must submit with the response proof documenting at least
three (3) years of experience in providing the subject goods and/or services,
including information comprised of descriptions/examples of goods and/or
services rendered.
3.8.2 The Proposer must submit with the response proof documenting client
contacts for at least three (3) previous contracts – preferably Ohio-based – that
the Proposer has completed, including:
Client Company name
Client Company address
Client contact person name, phone number and e-mail
Contract Title
Scope of Services
3.9 PROJECT MANAGER AND PROJECT SCHEDULE
If services are a component of the Proposer’s solution, then the following
guidelines shall apply:
3.9.1 The selected Proposer shall provide a Project Manager with the necessary
expertise to oversee and perform the tasks required to ensure the successful
and timely implementation of the Solution.
3.9.2 The selected Proposer’s Project Manager will collaborate with the CRAA
Project Manager to develop one (1) comprehensive Project Plan (schedule). The
selected Proposer’s Project Manager shall submit an updated Project Plan to the
CRAA Project Manager at regular intervals, and as project events may require.
3.9.2.1 The detailed Project Plan must set forth the various Project phases
with definitive starting and completion dates to be approved by the CRAA.
The Project Plan shall include, but not be limited to, the following
deliverables:
Specifications of all necessary software modifications and/or hardware
requirements
Hardware / software installation
Configuration / Testing
Delivery of documentation
Training schedules
System acceptance
3.9.2.2 Upon Project commencement, the Contractor’s Project Manager
shall provide a weekly written status report to the CRAA Project Manager.
This report shall document the Project's status, identify tasks not on
schedule, report problems, and specify how and when problems will be
solved.
3.10 SOLUTION IMPLEMENTATION / CONFIGURATION / TESTING
3.10.1 The Proposer shall provide an implementation approach, to be approved
by the CRAA, along with a “To Be” logical diagram, noting any equipment that
will be retained from the current CRAA environment.
3.10.2 The Proposer shall provide a configuration/testing process for the
solution, and shall assist CRAA with the configuration/testing phase if needed.
3.11 MIGRATION STRATEGY
3.11.1 The Proposer should provide a strategy for migrating the backups to the
proposed solution.
3.11.2 The Proposer should provide a strategy for migrating the existing data
sets to the proposed solution.
3.12 TRAINING
3.12.1 The Proposer shall provide a description of solution training proposed
for system administrators, user personnel, and/or systems support staff, as
applicable. Training must assure that the CRAA users will be capable of
continued operation of the software and that CRAA systems development staff
will be capable of maintaining the software and handling the diagnosis of
software problems. The training description must include a breakdown of
related costs and materials, i.e. Reference Guides, Tutorials and Related CDs,
etc.
3.13 DOCUMENTATION
3.13.1 The Solution must be fully documented prior to acceptance of the
Solution by the Authority. The Authority shall maintain the right to make a
sufficient number of copies of all documentation for its own internal use.
Documentation must include:
Management Overview
Detailed user instructions
Technical Components, programs, files, procedures, etc.
3.14 WARRANTIES
3.14.1 Software Warranty. The selected Proposer shall provide a software
warranty of at least twelve (12) months as a part of any software license
agreement. The warranty must warrant that the software is free of major
defects, operates in accordance with vendor documentation and provides
functions and performance as required by these specifications. The software
warranty shall commence after acceptance of the software by CRAA.
“Acceptance of the software” shall mean the completion of the testing phase
and the software is live in the production environment.
3.14.2 Hardware Warranty. The selected Proposer shall provide a hardware
warranty of at least twelve (12) months for any proposed hardware. The
warranty must warrant that the hardware is free of major defects and operates
in accordance with vendor documentation. The hardware shall commence after
acceptance of the hardware by CRAA. “Acceptance of the hardware” shall mean
the completion of the testing phase.
3.15 MAINTENANCE / SUPPORT
3.15.1 The first year of any maintenance agreement will commence after
acceptance of the software, or acceptance of the hardware, as applicable.
3.15.2 The Proposer shall include one (1) year of service support at no
additional charge. Year 1 support shall begin after the completion of the testing
phase and approval of the final payment.
3.15.3 The Proposer shall include estimated costs for annual support for two
(2) to ten (10) years.
3.15.4 The Proposer shall provide SLA (Service Level Agreement) option details
and associated costs for support services. Support must be provided by trained,
experienced personnel.
3.15.5 The Proposer shall provide evidence of a change management policy,
i.e. software patch and release cycles, upgrade path, change to product code.
3.16 SECURITY
3.16.1 The Proposer shall provide evidence of a Security Incident Response
Plan that includes customer notification and priority levels.
3.16.2 If the solution is cloud-based, the Proposer shall provide exact network
communications diagrams for the proposed solution to (at least) the protocol
and port level prior to acceptance of the Agreement and as a condition of
Agreement execution.
3.16.3 If the solution is cloud-based, the Proposer shall provide evidence of its
Business Continuity / Disaster Recovery Plan.
3.17 FILE BACKUP / FILE RECOVERY
3.17.1 The Proposer shall provide procedure(s) for adequate backup and
recovery of files related to the proposed software. The procedure(s) must
assure to a reasonable degree that upon software failure, disk failure or other
system component failure that system databases are restored to their
pre-failure status and that data integrity is maintained.
3.18 HARDWARE / SYSTEM SOFTWARE RECOMMENDATIONS
3.18.1 If applicable, the Proposer shall provide hardware recommendations
with capacity requirements for the proposed software solution.
3.18.2 If applicable, the Proposer shall itemize all required and recommended
additional system software to make the proposed software operate in the most
efficient manner.
4.0 EVALUATION CRITERIA
The CRAA Selection Team representatives shall review and rank all Proposals received
according to the weighted evaluation criteria in this section. If required to advance the
decision-making process, CRAA shall have the right to request demonstrations and
presentations regarding the proposed service(s) or solution(s). CRAA may request this
information from all or just the highest-ranked Proposer(s).
4.1 Quality and feasibility of the proposed equipment and services. Does the
proposed good or service satisfy the requirements and any other related needs as
described herein?
4.2 Experience and past performance. Has the Proposer successfully performed for
previous clients?
4.3 Capacity and Ability of the Proposer. Are the required resources available to
ensure a successful contract based on the current workload of the Proposer,
including but not limited to financial resources and company commitments? Do the
personnel performing the work have the necessary skills, knowledge and
experience to satisfy the requirements?
Evaluator Score Sheet with Weights:
Criterion & Measures
Weight
Maximum
Points
Score
4.1 Quality and feasibility of the
proposed solution. Does the proposed
solution satisfy the requirements and any
other related needs as described herein?
40%
4000
Section
Score
4.2 Experience and past performance.
Has the Proposer successfully performed
for previous clients?
25%
2500
Section
Score
4.3 Capacity and Ability of the Proposer.
Are the required resources available to
ensure a successful contract based on the
current workload of the Proposer,
including but not limited to financial
resources
and
company/staff
commitments?
Do
the
personnel
performing the work have the necessary
skills, knowledge and experience to
satisfy the requirements?
15%
1500
Section
Score
4.4 Price. The delivered price of the
proposed solution.
20%
2000
Section
Score
5.0 PROPOSAL SUBMITTAL REQUIREMENTS
5.0.1 Submission of Response and Copies. One (1) marked original, five (5)
hard copies, and one (1) electronic copy of the response to this RFP shall be
submitted prior to the due date and time.
5.0.2 Response Instructions. RFP responses are to be organized and submitted
in accordance with the instructions in this section. Responses should be
organized into tabbed sections.
5.1 Transmittal Letter. A Transmittal Letter on the Proposer’s letterhead shall be
submitted in this tabbed section and include but not be limited to the following
information:
5.1.1 The names of individuals involved in the preparation of the response and
their relationship to the company. Also the name, address, and telephone
number of the individual to which inquiries relating to the response should be
directed.
5.1.2 A statement that the Proposer’s response (including the resources
represented therein) is valid for 180 days.
5.1.3 A statement affirming compliance with the Columbus Regional Airport
Authority’s terms and conditions (see Draft Master Agreement attached below).
5.1.4 A statement indicating that this entire Request for Proposal document is
included in the Proposer’s response by reference.
5.1.5 Identify all material enclosures submitted in response to this RFP.
5.1.6 The signature of a person authorized to legally bind the Proposer to the
extent of work and financial obligation included in the Proposal.
5.2 Quality and feasibility of the proposed solution (Evaluation Criteria 4.1).
Information submitted in the response for this tabbed section shall include:
5.2.1 A narrative description of the Proposer’s understanding of the need;
quality and feasibility of the solution; compliance with all specifications provided
to best suit the needs of the Authority; and support services in the form of
response time and resources proposed to meet the initial and on-going needs
for the Authority from award through delivery and on-going maintenance, if
applicable. Include a description of the Proposer’s anticipated schedule and
milestones from award through delivery and any testing and training. All
software and service information should be included in this Proposal Section
(i.e. license agreement(s), maintenance agreement(s), etc.).
5.3 Experience and Past Performance (Evaluation Criteria 4.2). Information
submitted in the response for this tabbed section shall include:
5.3.1 The Proposer must submit with the response proof documenting at least
three (3) years of experience in providing the subject goods and/or services.
Proof of experience must include reference information comprised of
descriptions/examples of goods or services rendered, and client contacts for
three (3) previous contracts – preferably Ohio-based – that the Proposer has
completed, including:
Client Company name
Client Company address
Contract Title
Scope of Services
Client contact name and e-mail
Client Contact phone number
5.4 Capacity and Ability of the Proposer (Evaluation Criteria 4.3). Information
submitted in the response for this tabbed section shall include:
5.4.1 Provide a description of the resources (except for human resources) that
the Proposer will employ to perform the work.
5.4.2 Provide a description of current workload and availability of resources to
complete the work and support the proposed work.
5.4.3 Propose a time line for deliverables and/or a firm delivery time for A)
software/hardware and B) solution implementation, expressed in the number of
days after receipt of order as appropriate.
5.4.4 A description of the expertise and experience provided by members of the
service delivery team. List any relevant certifications held by any of the
personnel expected to perform work for this service.
5.6 Price. The delivered price of the proposed service (Evaluation Criteria 4.4).
Information submitted in the response for this tabbed section shall include:
5.6.1 A completed Proposal/Pricing Form (see Appendix A).
6.0 NOTES
6.1 Exceptions or substitutions may be considered if they are equal or superior to
the specified attribute/item, provided they are listed and fully explained on a
separate page and submitted with the response. Proposals taking total exception to
the specifications may be considered non-responsive. The Authority’s decision with
regard to whether or not an attribute is equal is final.
specifications, special provisions or solicitation, or any discrepancy appear, the
decision of the President & CEO of the Authority shall be final and conclusive.
6.3 Failure to provide any submission requirement or any other required data or
pricing etc., may be cause for rejection of the Proposal.
6.4 Insurance requirements specific to this solicitation are outlined in Schedule H
of this document.
PROPOSAL PRICING INSERTION POINT
Insert a line-item breakdown of all associated costs of providing and implementing
the solution here, including but not limited to: software license costs; software
maintenance costs for a ten-year (10-year) period; hardware costs; hardware
maintenance costs; training and training materials costs; professional services
costs; system documentation costs; any optional/alternate proposed goods or
services, etc. Include a grand total proposed price as well. CRAA will not be
responsible for any costs not identified by the Proposer.
Additionally, complete the following table (modifying as needed, but providing these
categories of information) to outline staff positions, duties and standard
professional rates, if applicable:
(DRAFT)
PROFESSIONAL SERVICES MASTER AGREEMENT
BETWEEN
COLUMBUS REGIONAL AIRPORT AUTHORITY
"AUTHORITY"
AND
_______________________________________
"CONTRACTOR"
FOR
ENTERPRISE SYSTEMS BACKUP SOLUTION
... Page
Section 1. Services 27
Section 2 Communication and Coordination 27
Section 3. Personnel 28
Section 4. Policies and Procedures 29
Section 5. Performance Standards 29
Section 6. Compensation 30
Section 7. Contract Documents 311
Section 8. Additional Contractor Responsibilities 31
Section 9. Use of Deliverables 32
Section 10. Equipment and Supplies 32
Section 11. Invoicing 32
Section 12. Representations and Warranties of Contractor 32
Section 13. Suspension 32
Section 14. Termination for Convenience by Authority 33 Section 15: Termination by the Authority for Cause 33 Section 16. Termination by Contractor for Cause 34
Section 17. Confidentiality 34
Section 18. Security and Safety 34
Section 19. Ownership of Work Product 34
Section 20 Taxes 35
Section 21. Time of Performance 35
Section 22. Force Majeure 35
Section 23. Equal Opportunity/Civil Rights 35
Section 24. Notices 37
Section 25. Changes in Scope of Services 37
Section 26. Indemnification 37
Section 27. Conflict of Interest 38
Section 28. Insurance 38
Section 29. Dispute Resolution 40
Section 30. Assignment 411
Section 31. Captions 411
Section 32. Incorporation of Regulations 411
Section 35. Waiver 422
Section 36. Severability 422
Section 37. Warrant of Authority 422
Section 38. Entire Agreement 422
Section 39. Agreement Term and Renewal 422
Section 40. Acceptance and Order of Precedence 422
Section 41. Accounting Records 422
Section 42. CAD Standards 44
Section 43. Licensing 44
Section 44. No Assurances 44
Agreement Signature Page 45
Schedule A. Agreement Information 46
Schedule E. Sample Task Order Authorization 48
Schedule F. Delinquent Personal Property Tax 49
Schedule G. Contract Signature Affidavit 50
Schedule H. Insurance Minimum Coverage 51
Schedule I. Security Requirements 53
Exhibit A. Consultant Reimbursement Policy 55
New Vendor Setup Form and W-9 60
(a) Background. The Authority has entered into this Agreement in reliance upon the Contractor’s representations and assurances that Contractor has the competence and experience to provide the Services included herein as Attachment 1 to Schedule A (the “Services”). Said Attachment 1 is hereby incorporated into, and made a part of, this Agreement (b) Implied Services. The intent of the Agreement is to provide for the Contractor’s completion of the full Scope of the Services, in every detail. If any services, functions or responsibilities not specifically described in this Agreement are reasonably required for the proper performance and provision of the Services, they shall be deemed to be implied by, and included within, the Scope of the Services to the same extent and in the same manner as if specifically described in this Agreement.
(c) Resources. Except as otherwise expressly provided in this Agreement, Contractor shall be responsible for providing the facilities, personnel and other resources that are needed to provide the Services.
(d) Task Orders. The Contractor will perform and provide all of the services described in this Agreement, which shall be performed on a task order basis. “Task Order” shall mean a specific order for services by the Authority and agreed to be performed by Contractor pursuant to this Agreement. The parties shall establish the specific scope of services, deliverables and prices for each Task Order. Each executed Task Order shall become a part of this Agreement and Contractor shall commence the Services reflected in a Task Order only after execution by both parties of the Task Order form provided pursuant to Schedule E For each Task Order, the parties agree to use rates that are no less favorable to the Authority than the rates established in Schedule A, including Attachment 1, Master Agreement Scope of
“include” and “includes”) shall mean including without limitation, and this term shall be as defined, whether or not capitalized in this Agreement.
Section 2. Communication and Coordination:
(a) Responsibility. Contractor and Contractor's agents, employees and Sub-Contractors (as defined below), if any, shall communicate with and coordinate the Services with the Authority project manager(s) designated in Schedule A or any successor, however, any failure of the Contractor to carry out the Scope of Services in accordance with the requirements of the Agreement shall be the exclusive responsibility of the Contractor.
(b) Advice. Contractor shall promptly advise Authority in writing of any event or circumstances known to Contractor which may (i) delay the Schedule of Work, (ii) increase the Contractor’s cost as outlined and approved in the Agreement or any Modification issued under the Agreement, or (iii) otherwise be incompatible with the interests of Authority.
(c) Reports. Contractor will provide the reports reasonably requested by the Authority, including at a minimum, (i) a periodic report on the Services provided since the last report and the Services to be provided during the next reporting period, adherence or variations, if any, to the project schedule and steps that Contractor will take to restore the project to the committed schedule; and (ii) the service level report described in Section 5 (c) below.
(d) Remote Access. If Contractor must have remote access to any portion of the IT environment of the Authority in order to provide the Services, the arrangement for such remote access shall include at a minimum:
assure the security of data and information related to the Authority and its customers, and shall prevent loss or damage to such data.
Section 3. Personnel:
(a) Employees. All personnel who provide the Services shall be employees of Contractor or a Sub-Contractor; provided, however, the Contractor may occasionally use independent contractors to provide personnel to perform the work under the direction and supervision of Contractor.
(i) The Contractor acknowledges and agrees that the Authority entered into this Agreement with Contractor in reliance on the qualifications and experience of the Key Personnel identified on Schedule A, as well as Contractor’s commitment that the Key Personnel will undertake and perform the Scope of Services. The Contractor agrees that such Key Personnel will perform the portions of the Services identified for their performance in the Agreement. On a monthly basis, Contractor shall provide a written report in reasonable detail, reflecting the time spent by each Key Personnel performing the Services.
If the Contractor proposes to remove or replace Key Personnel and/or Sub-Contractors, whether at the request of the Authority or otherwise, the Contractor promptly shall propose to the Authority a replacement for the Authority’s consideration. The Authority reserves the right to reject a proposed replacement of Key Personnel in which case the Contractor shall propose a new substitute. The Authority shall provide written consent once a substitute Key Personnel is determined by the Authority to be satisfactory.
(ii) For the period specified in Schedule A and/or Attachment 1, Contractor will cause the Key Personnel to devote their full time and effort to the
(iii) Contractor shall designate an individual to serve as the Contractor’s Project Manager who shall serve as the single point of accountability for the Services, and have day-to-day authority for all of the Services and responsibility to the satisfaction of the Authority.
(b) Qualifications and Replacement. (i) Contractor shall assign an adequate number of personnel to perform the Services. All such personnel shall be properly educated, trained and fully qualified for the Services they are to perform.
(ii) If the Authority notifies Contractor of its determination that the continued assignment of any one or more of the people assigned by Contractor to provide the Services is not in the Authority’s best interests, Contractor promptly will replace each such person with another person of suitable ability and qualifications.
(c) Sub-Contracting.
(i) For purposes of this Agreement “Sub-Contractor” shall mean a person or entity that has a contract with the Contractor to perform or provide any portion of the Services.
(ii) Contractor may not enter into a sub-contract for provision of any portion of the Services without the prior written approval of the Authority. The Authority shall have the right to revoke its prior approval of a Sub-Contractor if the Sub-Contractor’s performance has been unsatisfactory in the Authority’s sole discretion or if there have been any misrepresentations by or concerning the Sub-Contractor.
(iii) In connection with the performance of Sub-Contractors, if any, under this Agreement, Contractor shall be
(iv) Authority shall have the right to inspect the provision of Services at any time without notice.
Section 4. Policies and Procedures: (a) General. In connection with its provision of the Services, Contractor will follow the Authority’s policies, processes and requirements, including, security, testing, documentation of deliverables, and production readiness.
(b) Documentation. Contractor shall provide complete and accurate user and technical documentation for all software that is included in deliverables or work product.
(c) Testing. Prior to delivering any work product or deliverable to the Authority, Contractor will test it to assure that it will operate in accordance with its specifications and requirements and that it will meet the applicable acceptance criteria. At a minimum, Contractor will provide system testing, stress testing integration testing, and testing to functional requirements. Contractor also will prepare and use agreed test scripts to facilitate all such testing. Contractor also will prepare and deliver to the Authority for its approval detailed acceptance criteria to be used in testing the work product.
(d) Information Provided by the Authority. If applicable, within a reasonable time after receipt of a written request from the Contractor, the Authority shall furnish to the Contractor information under the Authority’s control that is reasonably needed for the Contractor’s performance of the Agreement. Where information is made available, Contractor shall promptly review requested information for both accuracy and adequacy. The Contractor will immediately notify the Authority in writing if the Contractor becomes aware of any errors,
information.
(e) Information Provided By the Contractor. If the Contractor becomes aware of any errors, omissions, or inconsistencies in any services, documents or information provided by the Contractor, or for which the Contractor is responsible, Contractor will immediately notify the Authority in writing and make all necessary changes or corrections without additional cost to the Authority.
Section 5. Performance Standards: (a) General. Contractor will perform the Services accurately, completely, efficiently, responsively, and in a timely manner. Contractor also shall perform the Services in compliance with the performance standards for the Services set forth in Schedule A, Attachment 1. (b) Failure to Perform. If Contractor fails to perform in accordance with this Section 5, it promptly shall (i) investigate and report on the causes of the problem; (ii) advise the Authority on the status of remedial efforts; (iii) correct the problem; (iv) and take preventive measures so that the problem does not recur.
(c) Measurement and Monitoring. Contractor will utilize the necessary measurement and monitoring tools and procedures required to measure and report on Contractor’s performance of the Services.
(d) Reporting. Contractor will prepare and deliver to the Authority, within five (5) days following the end of each calendar month, a detailed report, satisfactory to the Authority in both form and content, reflecting the quality of the Services actually delivered as compared to the quality required by the Service Levels. (e) Audit. The quality of Contractor’s performance of the Services, as reported
(f) Warranty of Deliverables. Contractor guarantees and warrants that each deliverable prepared as part of the Services will perform in accordance with the specifications applicable thereto. Contractor further represents and warrants that all such guarantees and warranties will be freely assignable to the Authority and that upon final completion of the Services, all such guarantees and warranties will be in place and enforceable by the Authority in accordance with their terms. For a period of one (1) year after acceptance of each deliverable Contractor promptly will correct any error or defect without additional charge.
(g) Disabling Code. Contractor will not insert into any deliverable or work product, or into any portion of the Authority’s computing environment, any code which would have the effect of disabling or otherwise shutting down all or any portion of such deliverables or work product.
(h) Training. If training is part of the Services, a detailed description of the training is reflected in Schedule A, Attachment 1. Such training shall include, at a minimum: (i) Contractor will follow an agreed-upon agenda and curriculum, (ii) the training will be outcome-based so that all trainees will acquire the knowledge and ability to use the deliverables and work product without assistance, and Contractor will provide re-training, where necessary, without additional charge; and (iii) where software products have been modified as part of the Services, training will cover the modified version.
(i) Within 30 days prior to the delivery of any such training, Contractor will prepare and deliver to the Authority for its approval a syllabus for such training.
(ii) Contractor will identify the Authority’s functional staffing roles that
efficiently use the work product. Contractor also will recommend the scope of such training necessary to achieve that result.
Section 6. Compensation:
(a) General. All charges for the Services are described in Schedule A, or the applicable Task Order. The Authority shall not be required to pay Contractor any amounts for the Services except as described in Schedule A, or the applicable Task Order. The Authority will pay the Contractor exclusively on the basis of fully executed Task Orders. The rates reflected in Schedule A shall remain in effect throughout the Term.
Where charges are agreed to be paid on a fixed price or not-to-exceed basis, they shall be payable upon the achievement of milestones reflected in Schedule A, including acceptance by the Authority. “Acceptance” of a deliverable shall mean that the deliverable is complete and operates without error in accordance with its written specifications and requirements; that it meets agreed acceptance criteria; and that the Authority has indicated its acceptance in writing. (b) Expenses. All expenses that the Contractor may incur in performing the Services are included in Contractor’s charges and rates, and are not separately reimbursable by the Authority, except on a case-by-case basis for unusual expenses where the Authority has agreed in advance and in writing to reimburse Contractor.
If Contractor incurs reimbursable expenses (if applicable to this Agreement, as reflected in Schedule A), payment shall be made in accordance with and subject to the limitations stated in Authority's Reimbursement Policy, attached hereto as Exhibit A, if applicable.
any amount that Contractor owes to the Authority, whether arising under this Agreement or otherwise.
(d) Disputed Charges. Subject to subsection (c), above, the Authority will pay undisputed charges when such payments are due. The Authority may withhold payment of particular charges that it disputes in good faith until such dispute is mutually resolved.
Section 7. Contract Documents: Collectively, the “Contract Documents” consist of this Agreement, other documents listed in this Agreement, and Modifications to this Agreement. The Contract Documents form the entire Agreement. Notwithstanding the foregoing, the Contract Documents do not include other documents such as any solicitation requirements, the Contractor’s Proposal, Sub-Contractor bids/proposals or agreements, or similar documents unless specifically noted within the Agreement. This Agreement includes the following:
a. Schedule A, including Attachment A – Master Agreement Scope of Services / Payment Schedule / Maintenance Costs.
b. Schedule B – N/A c. Schedule C – N/A d. Schedule D – N/A
e. Schedule E – any future executed Task Order Authorization
f. Schedule F – Delinquent Personal Property Tax
g. Schedule G – Contract Signature Affidavit
h. Schedule H – Insurance Minimum Coverage
Requirements
j. Exhibit A – Reimbursement Policy Section 8. Additional Contractor Responsibilities:
(a) Sub-Contractors. Contractor is solely responsible for the acts and omissions of its agents, employees, Sub-Contractors (and their agents and employees) and any other persons and organizations performing or furnishing any of the work performed pursuant to this Agreement.
Contractor will secure a written instrument from each Sub-Contractor agreeing to be bound to the Contractor by the terms of this Agreement, and assuming for the benefit of the Contractor all of the obligations and responsibilities which the Contractor, by this Agreement, assumes for the benefit of the Authority. Nothing in this Agreement shall create a contractual relationship between any such Sub-Contractors and the Authority, nor shall it create any obligation on the part of the Authority to pay or to see the payment of any monies due to any such Sub-Contractors except as may otherwise be required by law or requested directly by the Authority.
(b) Project Work Plan. For each Task Order, Contractor will prepare and submit to the Authority for its approval, a written plan and schedule (each a “Project Work Plan”) for completing the related work. As and when approved, such Project Work Plans shall become Agreement Documents. Consultant shall provide all Services at the times and in accordance with the Project Work Plan(s). Within five (5) days after the end of each month, Consultant also shall prepare and submit to the Authority a written report of its progress of the Services, reflecting at a minimum (i) progress of the work
