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DISTRICT OF COLUMBIA
WATER AND SEWER AUTHORITY
DEPARTMENT OF PROCUREMENT
REQUEST FOR PROPOSALS
FOR
LAWSON REMOTE MANAGED SERVICES
RFP NUMBER: 14-PR-DIT-22
ISSUED DATE: JULY 1, 2014
DEADLINE FOR QUESTIONS: JULY 11, 2014
CLOSING RFP DATE: JULY 31, 2014
TIME: 2:00 P.M., EST
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REQUEST FOR PROPOSAL (RFP)
FOR
LAWSON REMOTE MANAGED SERVICES
TABLE OF CONTENTS
SECTION I: GENERAL INFORMATION PAGES
1.1 Synopsis of Procurement:…………..…………………………………………….. 7
1.2 Contract Award:…….…...…..………….………………….…………….….…..... 7
1.3 DC Water’s Current Environment:..……………………………………………… 7-9
1.4 Background of the District of Columbia Water and Sewer Authority:…………… 9
SECTION II: SCOPE OF SERVICES
2.1 Custom Modification Management and Support:……………………………….. .. 10
2.2 Database Management and Optimization:………………………………………… 10
2.3 Technical Upgrades:………………….….………………………………………… 10
2.4 Daily Operations Support Monitoring and Notifications:……….………………… 10
2.5 Service Coordination and Planning:………………...…..…………………………. 10
2.6 Level 2 Helpdesk:……..…………….…………….………………………………. 10
2.7 Lawson Support and Development Coordination:……..…………………………. 11
2.8 Performance Tuning:……………………………………………………….……… 11
2.9 Release Management:…………………………………………………………….. 11
2.10 Disaster Recovery Activities:…………………………………………………….. 11
2.11 System Technical and Procedural Documentation:………………………………. 11
2.12 Audit Assessment Support:……………………………………………………….. 11
2.13 24/7 System Health Monitoring:…………………………………………………. 11
2.14 Incident, Problem and Change Management:……………………………………. 12
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Table of Content
(continued)
SECTION III: CERTIFIED LOCAL/SMALL BUSINESS ENTERPRISE PROGRAM
3.1 General:…………………………………………………………………………… 13
3.2 Preferences:……………………………………………………………………….. 13-14
3.3 Preferences for Subcontracting with LBEs and LSBEs:……………………….…. 14-15
3.4 LBE and LSBE Documentation…………….:…………………………………….. 15-16
Contractor’s intent to subcontract with Certified Local and Local Small Business
Enterprises:…………………………………………………………………………….. 17
Certified Local and Local Small Business Enterprise Program Certification Statement:. 18
SECTION IV: GENERAL RFP SERVICES/PRODUCTS QUESTIONNAIRE
4.1 Company:…………………………………………………………………………. 19
4.2 Resumes:………………………………………………………………………….. 19
SECTION V: EVALUATION
5.1 General Evaluation Information:.………………………………………………… 19
5.2 Evaluation Process:………………………………………………………………. 19
5.3 Evaluation Criteria Factors:.……………………………………………………… 19-20
5.4 Requirements for Evaluation Factors:……………………………………………. 20-22
5.5 Drug-Free Workplace (July 1990):……………………………………………….. 22
5.6 Contact Person:…………………………………………………………………… 22
5.7 Oral Presentation:……………………….………………………………………... 22
5.8 Clarification of Proposal Information:…..……………………………………….. 22-23
5.9 Explanations to Prospective Respondents:..……………………………………... 23
5.10 Procurement Schedule:………………………………………………………….. 23
5.11 Cover Letter:…………………………………………………………………….. 23
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……………
5.12 Questions and Communication:…………………………………………………. 24
5.13 Failure to Submit Offer:…………………………………………………………. 24
5.14 Disputes:…………………………………………………………………………. 24
5.15 Protests:………………………………….……………………………………….. 24-25
5.16 Appeals:………………………………………………………………………….. 25
SECTION VI: SCHEDULE
6.1 Termination for Default Provision:………………………………………………. 25-27
6.2 Termination for Convenience Provision:………………………………………… 27-32
6.3 Stop Work Order Provision:.…………………………………………………….. 33
6.4 Acceptance Period:………….…………….……………………………………… 33
6.5 Term of Contract:…………………………………………………………….….. 33-34
6.6 Type of Contract:…...…………………………………………………………… 34
6.7 Hourly Rate Adjustment:………………………………………………………… 34
6.8 Payment and Invoices:…………………………………………………………… 34-35
6.9 Funding Limitation:……………………………………………………………… 35
6.10 Non-Disclosure/Confidentiality:………………………………………………… 35-36
6.11 Rights in Data:……………………………………………………………………. 36-37
6.12 Key Personnel:……………………………………………………………………. 37
6.13 Compliance with Laws:…………………………………………………………… 37
6.14 Standard of Performance:………………………………………………………… 37
6.15 Records and Audits:……………………………………………………………… 37-38
6.16 Time of Delivery:………………………………………………………………… 38
Table of Contents
(continued)
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Table of Contents
(continued)
6.17 Assignment of Anti-Trust:……………………………………………………….. 38
6.18 Use of the District of Columbia Water and Sewer Authority’s Name..………….. 38
6.19 Insurance Requirements:…………………………………………………………. 38
6.20 Contract Administration:…………………………………………………………. 38
SECTION VII: PROPOSAL PREPARATION AND SUBMISSION
7.1 Proposal Identification:……………………………………………………………. 39
7.2 Hand Delivery or Mailing of Proposals:…………………………………………... 39
7.3 Proposal Submission Date and Time:……………………………………………… 39
7.4 Proposal Size, Content and Organization:………………………………………… 40-43
7.5 Retention of Proposals:……………………………………………………………. 43
7.6 Examination of Request for Proposals:…………………………………………… 43
7.7 Competitive Negotiation:…………………………………………………………. 43
7.8 Acknowledgment of Addenda:……………………………………………………. 43
7.9 Restriction on Disclosure and Use of Data:……………………………………….. 43
7.10 Late Proposals and Withdrawals:………………………………………………… 43
7.11 Mid-Atlantic Purchasing Team Rider Clause:…………………………….……… 44
APPENDIX 1: PRICE SCHEDULE:……….…………………………………………… 45-47
The attachments listed below are incorporated by reference with this Request for Proposals. The
items identified with an asterisk (*) must be completed, signed by the appropriate representative
of the company, and submitted with the proposal.
A. General Contract Provisions for use with District of Columbia Water and Sewer Authority
Goods and Services Contracts, dated December 20, 2012;
B. Representations, Certifications, Acknowledgments, Affidavits and W-9 Request for
Taxpayer Identification Number and Certification*;
C. E.E.O. Information*;
D. Mid-Atlantic Purchase Team Rider Clause*;
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E. Wage Determination No.: 2005-2103, Revision No.: 13, dated June 19, 2013;
F. DC Water Works Employment Program*;
G. Cost and Price Analysis Form*; and
H. Vendor Information Form*.
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SECTION I: GENERAL INFORMATION INTRODUCTION
1.1 SYNPOSIS OF POCUREMENT
This Request for Proposal (RFP) is being issued by the District of Columbia Water and
Sewer Authority (DC Water), Department of Procurement on behalf of the Department
of Information Technology (DIT). DC Water is soliciting competitive sealed proposals
from competent and qualified firms to support Lawson Remote Managed Services. The
services to be supported will consist of the following:
Coverage of the entire application lifecycle, including upgrades;
Day-to-day application management;
Application support;
Technical support; and
Business Continuity/Disaster Recovery (DR).
This RFP is part of a competitive procurement process which helps to serve DC
Water’s best interests. It also provides firms with an opportunity for their services to be
considered. If a firm takes exception to any requirements specified in the scope of
services and any incorporated attachments, it shall be specifically stated in its response.
1.2 CONTRACT AWARD
It is anticipated that a contract will be executed with the firm selected to provide the
Lawson Managed Services with an effective date of October 1, 2014.
1.3 DC WATER’S CURRENT ENVIRONMENT IS AS FOLLOWS:
Database servers are Sun Solaris with Oracle 11G2
Applicants Servers are Windows 2008 R2 64bit in VM Ware Clusters
Individual application servers are configured for each of the following
applications:
o Lawson System Foundation (LSF) v9.0.1.11, Core Applications v9.0.1.8;
o WebSphere (WAS) v7.0.25 installed as separate instances on development,
test, production, and DR;
o Landmark Procurement Applications (LPA) v10.x, Bound Security with
LDAP AD LDS;
o Bouncy Castle v1.6;
o Lawson Business Intelligence (LBI) v10.1.5;
o Mobile Supply Chain Management (MSCM) v10.0.3;
o Smart Office vLCM9.0.1/LSO v10.0.4; and
o Infor Corporate Performance Management (CPM) Budget 10.4.0
(development, test, production).
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o The Lawson virtual server architecture consists of:
o 6 Production - located at Blue Plains SW, DC (5 + 1* external web server
for Supplier Portal);
o 2 Hot standby DR - located at DC Water’s back-up data center at O St SE,
DC
o 5 Test - located at Blue Plains SW, DC;
o 5 Development - located at Blue Plains SW, DC; and
o 2 Infor Corporate Performance Management (CPM) virtual servers:
o DC Water’s current function environment includes the following modules:
o General Ledger;
o Accounts Payable;
o Accounts Receivable;
o Procurement;
o Inventory Management;
o 49 LAUA security classes and LS9 security roles under development;
o Smartnotes;
o LBI;
o Infor/Lawson IPA and PFI (S3);
o Microsoft Add-ins;
o Mobile Supply Chain Management; and
o 13 Infor created custom 4GL interface forms and reports; and
o Grants and Budget.
o DC Water’s plans deploy:
o Requisition Center;
o Contracts Management;
o Supplier Portal;
o Wireless handhelds and barcode printers; and
o Strategic Sourcing.
o DC Water is using the following 3rd
party:
o MHC Document Express clients v4.1o Build 588;
o Perceptive Software ImageNow v6.6.0.604, 2 Windows 2008 R2 64Bit
VM servers, development and production;
o Machensoft – Kinsey and Kinsey Security Listener v3.4 on 1 Windows
2008 R2 64 Bit VM Server. o
o Lawson is interfaced with the following applications:
o Primavera P6 - for capital project accounts;
o Maximo - Materials management data and reporting;
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o Custom developed 4 GL COBOL - Lawson Professional Services developed
for Maximo interfacing;
o Orcom CIS - Customer service system interfaces with GL;
o Ceridian - Labor Distribution codes (to be Dayforce);
o ePayables - Bank of America ACH transactions;
o Scales - Custom interfaces from Mettler Toledo used to import scales
transactions into Lawson;
o Machensoft - Kinsey and Kinsey Security Listener and migration utility;
o VLM - DB trigger in Lawson outbound to VLM Warehouse SQL DB; and
o PHP5 - Custom reports and files transfers.
1.4 BACKGROUND OF THE DISTRICT OF COLUMBIA WATER AND SEWER
AUTHORITY
Historically as a part of the District’s Department of Public Works Water and Sewer
Utility Administration (WASUA) until on April 18, 1996, DC Law 11-111 established
the District of Columbia Water and Sewer Authority (WASA) as an independent,
regional utility agency by the Council of the District of Columbia.
DC Water serves the Washington metropolitan area with two core businesses:
1. Retail water distribution and wastewater conveyance and treatment for
approximately 500,000 residential, commercial, municipal and Federal customers
of the District of Columbia; and 2. Wholesale wastewater treatment for regional
service area of over 2 million (Montgomery and Prince George’s counties in
Maryland and portions of Fairfax and Loudoun counties in Virginia).
In support of these core businesses, DC Water establishes rates, fees, and other
charges for all service. This revenue pays for all operations including the operation
of the Blue Plains Wastewater Treatment Plant.
The legislation that established DC Water required the establishment of a Board of
Directors as the Authority’s governing body. The Board is comprised of 11
members and 11 alternates: 6 District of Columbia representatives, 2 Montgomery
County representatives, 2 Prince Georges County representatives and 1 Fairfax
County representative. The District members are appointed by the Mayor with the
advice and consent of the Council, of which, no more than 4 may be District
employees or officials. The Mayor also has the authority to appoint persons
recommended by the other participating jurisdictions to the remaining 5 positions.
END OF SECTION
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SECTION II: SCOPE OF SERVICES
DC Water is soliciting proposals from competent and qualified firms to provide Lawson
Remote Managed Services. The selected firm will provide dedicated resources to assist
with the services described below:
2.1 CUSTOM MODIFICATION MANAGEMENT AND SUPPORT
Manage and support changes that will affect custom COBOL 4GL coding and related
changes through tools like Design Studio, performance patch management for Critical
Transfer Packages (CTP), Environment Service Packages (ESP), Maintenance Service
Packages (MSP), Landmark, and WebSphere patches. The firm will work with
Information Technology (IT) on release schedule planning and of execution approved
changes.
2.2 DATABASE MANAGEMENT AND OPTIMIZATION
Analyze and maintain optimal database (DB) performance working with DC Water’s
Database Administrator (DBA), provide recommended Infor DB settings and review
with DBA.
2.3 TECHNICAL UPGRADES
Perform planned upgrades following Software Development Life Cycle (SDLC)
practices to all environments working in collaboration with DC Water’s IT staff. These
upgrades will also include network architecture changes in relation to the supported
environments.
2.4 DAILY OPERATIONS SUPPORT MONITORING AND NOTIFICATIONS
Provide monitoring of system resources, logs, and notifications on all events critical to
daily and afterhours business processes. Provide weekly status reports on overall
system health and performance to IT management.
2.5 SERVICE COORDINATION AND PLANNING
Provide support services for on/off hours, emergency and scheduled/unscheduled
outages directly or indirectly relating to but affecting the supported systems.
2.6 LEVEL 2 HELPDESK
Second tier support to the DC Water Information Technology Solution Center (ITSC)
for all end users and IT requests with escalation and incident case management through
Infor Xtreme Support and/ vendors support issue management system. This will include
planned afterhours and weekend project support activities. Provide a weekly summary
on all support requests and statuses.
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2.7 LAWSON SUPPORT AND DEVELOPMENT COORDINATION
Planning and development of tasks, and documentation for Infor application
development activities and/or projects undertaken by DC Water along with any
associated support task needs. Maintain up-to-date system version and patch records.
2.8 PERFORMANCE TUNING
Evaluate, test, and upon approval perform tuning activities to the outlined supported
applications, and Infor/Lawson required third party applications such as WebSphere.
2.9 RELEASE MANAGEMENT
Provide documentation, assist in planning, and execution of activates in accordance
with DC Water release management policies for the systems being supported. Monthly
release scheduling and Change Review Board participation will be required.
2.10 DISASTER RECOVERY ACTIVITIES
Evaluate, enhance, test, and support DR exercises and manage DR event activities
under DC Water supervision. Plan and execute quarterly DR testing activities.
Maintain a log of all DR activities and provide a summary report to DC Water
management.
2.11 SYSTEM TECHNICAL AND PROCEDURAL DOCUMENTATION
Review existing documentation and provide additional documentation for the
procedural and technical administration of the systems covering; but not limited to
scheduled maintenance tasks, user administration and security. Documentation should
be reviewed and updated every six (6) months. This will include software and
hardware versions associated with all supported systems.
2.12 AUDIT ASSESSMENT SUPPORT
Provide support to DC Water management in gathering data, compiling reports, review
remediation of audit findings on supported systems based on internal and external
audit findings. Familiarization with DC Water Information Security Policy and
procedure is required.
2.13 24/7 SYSTEMS HEALTH MONITORING
Monitoring of all systems health status, with immediate notifications on identified
problems with production systems. Provide notifications to DC Water’s IT
management on identified concerns, severity, and suggested steps to resolve problems
for approval. Utilize DC Water or approved third party tools for monitoring and
alerting purposes.
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2.14 INCIDENT, PROBLEM AND CHANGE MANAGEMENT
Provide incident, risk, and problem identification along with root cause identification
and proposed remediation plan for review by the IT Change Review Board or
management. The vendor shall follow DC Water’s IT Change Management policies
and procedures prior to remediation.
END OF SECTION
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SECTION III
CERTIFIED LOCAL/SMALL BUSINESS
ENTERPRISE PROGRAM
CERTIFIED LOCAL AND LOCAL SMALL BUSINESS ENTERPRISE PROGRAM
Preferences for Local Business Enterprises (LBEs) and Local Small Business Enterprises
(LSBEs)
3.1. General
DC Water is committed to the participation and utilization of certified LBEs and LSBEs in
its contracting and procurement activities. Pursuant to the Authority’s Procurement
Regulations and Business Development Plan, preferences shall apply in the evaluation of
bids and proposals from local and small businesses located within the District of Columbia,
Fairfax County, Loudoun County, Montgomery County and Prince George’s County.
To facilitate and encourage the participation of local and small business utilization and
participation, a preference will apply to competitive solicitations for goods, services,
construction and architectural and engineering services. In order to participate in the
preference program, a business enterprise shall have current certification or registration as a
LBE or LSBE by one of the following:
a) District of Columbia’s CBE Certification Program;
b) Montgomery County’s Minority, Female and Disabled Business Enterprises
Certification Program;
c) Prince Georges County’s Local, Minority Business Enterprise Registration Program;
d) Virginia Department of Minority Business Enterprise’s Small, Women and Minority
Owned Business Program as accepted by Fairfax County;
e) Virginia Department of Minority Business Enterprise’s Small, Women and Minority
Owned Business Program as accepted by Loudoun County; or
f) Other certification programs recognized by the District of Columbia; Fairfax
County; Loudoun County; Montgomery County; and Prince George’s County and
meet their respective criteria for Local and Local and Small Businesses.
3.2 Preferences
The Program provides for the utilization of preference points in evaluating proposals and a
percentage reduction in price in evaluating bids submitted by LBEs and LSBEs or Prime
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contractors utilizing LBEs and or LSBEs as subcontractors. For evaluation purposes, the
allowable preferences for a competitive solicitation are as follows.
a) Any prime bidder/proposer that is certified as a LBE will receive a maximum of five
percent (5%) reduction in the bid price in response to an Invitation for Bids (IFB) or
the addition of a maximum of five (5) points added to the overall score for proposals
in response to a Request for Proposal (RFP).
b) Any prime bidder that is certified or registered as a LSBE will receive a maximum
of ten percent (10%) reduction in the bid price or $100,000 in response to an
Invitation for Bids or the addition of a maximum ten (10) points added to the overall
score for proposals in response to a Request for Proposal (RFP).
The maximum eligible preference price reduction for a single bid is a total of ten percent
(10%) or $100,000, whichever is less.
The maximum number of eligible preference points for a single proposal is an additional ten
(10) points.
3.3 Preferences for Subcontracting with LBEs and LSBEs
a) If the prime bidder/proposer is not a certified LBE or LSBE, preferences will be
applied to the dollar value that is designated by the prime contractor for
subcontracting with LBE or LSBE firms.
b) If the prime bidder/proposer is a joint venture that is not a certified LBE or LSBE
joint venture, preferences will be applied proportionately based on the total dollar
value of the bid or proposal that is designated for the certified LBE or LSBE
participation in the joint venture.
c) If the prime bidder/proposer is a certified LBE, preferences will also be applied to
LBE and/or LSBE based on the dollar value that is designated by the prime
contractor for subcontracting with an LBE and/or LSBE.
The following formula will be used to calculate the number of preference points or
percent price reduction that will be used in evaluating the bid/proposal:
Proposal
Amount of LBE/LSBE subcontract divided by the total proposal amount times five
(5) points for LBE (or times ten (10) points for LSBE) equal applicable preference
points or:
LBE Subcontract Amount X 5 = Applicable points
Total Proposal Amount
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Bid
Amount of LBE/LSBE subcontract divided by the total bid amount times five
percent (5%) for LBE (or times ten percent (10%) for LSBE) equal applicable price
reduction or:
LSBE Subcontract Amount X 10 = Applicable % Price Reduction
Total Bid Amount
d) Any prime bidder/proposer receiving the full maximum bid price reduction or
maximum point addition to its overall score will not receive any additional price
reduction or points for LBE or LSBE participation on a subcontracting level.
e) When a joint venture includes a certified LBE or LSBE that owns and controls at
least fifty-one (51%) of the venture, the joint venture will receive the preferences as
if it were a certified LBE or LSBE.
f) When a prime contractor is a certified LBE or LSBE, the prime contractor shall
perform at least fifty-one percent (51%) of the contracting effort, excluding the cost
of materials, goods and supplies, with its own organization and resources.
3.4 LBE and LSBE Documentation
a) When the prime contractor is seeking a preference on the basis of subcontracting
with an LBE or LSBE, the prime contractor shall submit the following:
1) A completed Contractor’s Intent to Subcontract with Certified Local and Local
Small Business Enterprise Form; and a Certified Local and Local Small Business
Enterprise Form.
2) Assurance that the prime contractor will cooperate in any studies or surveys that
may be required by the contracting officer, and submit periodic reports, as
requested by the contracting officer, to allow DC Water to determine compliance
by the prime contractor with the subcontracting plan.
3) A copy of current LBE or LSBE certification or registration letter(s) from one of
the following:
a) District of Columbia Department of Small and Local Business Development;
b) Montgomery County Economic Development Agency;
c) Prince George’s County Minority Business Development Department;
d) Virginia Department of Minority Business Enterprise; or
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e) Other certification agencies and programs recognized by the District of
Columbia or a DC Water user jurisdiction and meets the District of
Columbia’s or user jurisdiction’s criteria for local and local and small
business enterprises.
Bidders/proposers should contact the applicable agency directly regarding its certification
procedures, requirements and/or certification or registration status as a LBE or LSBE.
4) Any material misrepresentation on the certificate form may result in termination of the
contract, contractor’s liability for civil and criminal action in accordance with the law, and
possible debarment.
The DC Water Business Development Plan can be accessed on-line at:
http://www.dcwater.com/business/special_contracts.cfm,or by contacting the DC Water,
Department of Procurement at 202/ 787-2704.
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CONTRACTOR’S INTENT TO SUBCONTRACT WITH CERTIFIED LOCAL and
LOCAL SMALL BUSINESS ENTERPRISES
Non-certified prime contractors may obtain consideration for evaluation of preferences for
subcontracting with certified local or local small business enterprises as described in
Attachment D: “Certified Local/Small Business Enterprise Program for Goods and Services
Contracts”, by completing this form for the qualifying subcontractor(s) with their response.
Solicitation Number: Project Name:
Name of Prime Bidder/ Proposer
If awarded this project, the Prime Contractor intends to use the following subcontractor(s):
Company Name Type of Work To Be
Performed
Estimated
Dollar Amount
Current
Certification
Type (Local or
Local Small)
Certificati
on
Number
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CERTIFIED LOCAL and LOCAL SMALL BUSINESS ENTERPRISE
PROGRAM CERTIFICATION STATEMENT
(To Be Filled Out for Each Certified Firm the Prime Contractor is Seeking Preference
Points)
Solicitation
Number:
Project Name:
Project Location:
Name of Bidding
Prime:
Total Bid
Price: $
Name of Certified
Subcontractor:
Address of Certified
Subcontractor:
Address 1
Address 2
City State Zip
Name of Certified Subcontractor Representative Title
Contact
Telephone: Contact
Email:
Amount of Planned Subcontract $
Description of Work to Be
Performed
Prime Contractor Signature Date Certified Subcontractor
Signature
Date
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SECTION IV: GENERAL RFP SERVICES/PRODUCTS QUESTIONNAIRE
4. 1 Company
Respondents shall provide a company profile including number of years in business,
business areas, number of employees, current major client areas and any other relevant
information as deemed necessary.
4.2 Resumes
Respondents shall provide a resume for each personnel proposed that substantiate the
qualifications of the individual.
SECTION V: EVALUATION
5.1 General Evaluation Information
Contract Award Criteria The contract will be awarded to the responsible offeror whose offer is most
advantageous to DC Water based upon the evaluation criteria specified below. Thus,
while the points in the evaluation criteria indicate their relative importance, the total
scores will not necessarily be determinative of award. Rather, the total scores shall
guide DC Water in making an intelligent award decision based upon the evaluation
criteria. DC Water reserves the right to reject any and all proposals determined to be
inadequate or unacceptable.
DC Water reserves the right to request oral presentations from those respondents
determined to be in compliance with the requirements and use the information derived
from the oral presentations, if any, in the evaluation. DC Water may award a contract
on the basis of initial offers received, without interviews or discussions. Therefore, each
initial offer should contain the respondent’s best terms from a technical standpoint and
cost.
5.2 EVALUATION PROCESS
Proposals will be evaluated by an evaluation committee composed of members who,
collectively, have experience in Lawson Remote Managed Services. The proposals and
qualifications statements will be evaluated in accordance with the process and criteria
specified in DC Water’s Procurement Regulations and Manual.
5.3 EVALUATION CRITERIA FACTORS
The evaluation factors set forth shall be used to evaluate each proposal. These factors
should be carefully examined and appropriately responded to in each proposal
submitted. Relevant to this RFP, a total of 110 points, including preference points for
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local and local small business enterprises, could be granted. The factors and their
respective points are described as follows:
FACTORS MAXIMUM
POINTS
A. Technical Capabilities 20
B. Experience of Proposed Resources 25
C. Qualifications of Proposed Team 25
D. References 10
E. Price 20
Factors Subtotal 100
Preferences
Local Business Enterprise (LBE) 5
Local Small Business Enterprise (LSBE) 5
Total Preference Points 10
Total Maximum Points 110
5.4 REQUIREMENTS FOR EVALUATION FACTORS
Proposals will be evaluated to determine their acceptability in accordance with the
criteria specified above. The award will be based on the best value to DC Water. The
proposals must address the five (5) criteria areas specified. The proposal sections shall
be externally tabbed in the order of the evaluation criteria. The first page must include a
summary of the proposed services. Respondents must provide detailed responses to the
factors specified below:
A. Technical Capabilities - 20 points
The respondent shall explain in detail how the firm intends to perform the
requirements as specified in Section II, Scope of Services of the (RFP). This shall
include a detailed explanation of how the respondent proposes to perform each
requirement specified. The respondent’s response should consider all
complexities/challenges, such as having adequate contingencies in place to ensure
timely and on-budget delivery.
B. Experience of Proposed Resources - 25 points
Staffing Skills:
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The proposed resources to support the project shall have the following minimal
qualifications. However, if additional resources are required, please list their
qualifications.
1. Senior Financial Suite and Procurement Suite Application Consultant
o => 10 years industry specific consulting
o => 7 years Lawson Financial consulting
o Certified Lawson consultant
o Bachelor’s degree in Computer Science, Engineering, or related field or
equivalent work experience
o Professional resume detailing Lawson consulting experience
2. Senior Technical Consultant
o => 10 years industry specific consulting
o =>7 years Lawson Technical consulting
o => 10 successful 9.x conversions
o Certified Lawson consultant (Windows OS)
o => 5 years experience supporting the integration and testing of non-standard
reports and interfaces to the Lawson Financial system such as:
3. Business Process Assessment Facilitator
o => 10 years industry specific consulting
o => years Lawson Financial consulting
o Certified Lawson consultant
o => 5 Lawson Business Process Assessment facilitations
o Bachelor’s degree in Computer Science, engineering, or related field or
equivalent work experience
o Professional resume detailing Lawson consulting experience
C. Qualifications of Proposed Team -25 points
Provide information regarding the experience of the team being offered for the
resulting contract to include the names of the project leader and all personnel to be
assigned; identifying key personnel, their respective roles, the time each will be
dedicated to the resulting contract and resumes for each showing their qualifications
with respect to the roles to be performed, experience in having performed the
same/similar role as the one contemplated under this contract, and detailed
techniques employed, as proof of their capability.
D. References - 10 points
The respondent shall provide five (5) references where respondent has performed
similar Lawson Remote Managed Services for public or commercial enterprises in
the last five (5) years, in terms of cost control, quality of work and compliance.
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E. Cost - 20 points
The respondent’s ability to provide a competitive, complete, comprehensive and
economical project pricing considering all of the activities outlined in the
requirements set-forth in the scope of services, and RFP requirements will be
evaluated.
The lowest proposal price of the proposals found to be responsive will be divided by
the price of the proposal being evaluated and the resulting quotient will then be
multiplied by the maximum points as reflected below:.
Example:
Lowest proposal price x 25 points maximum = _______
Price in proposal of (Score)
offeror being evaluated
5.5 DRUG-FREE WORKPLACE (JULY 1990)
Please reference Attachment B, Representations, Certifications, Acknowledgments,
affidavits and W-9 Request for Taxpayer Identification Number and Certification,
regarding a Drug-Free Workplace.
5.6 CONTACT PERSON
Maxine Y. Buchanan, Senior Contract Administrator
District of Columbia Water and Sewer Authority
Department of Procurement
5000 Overlook Avenue, SW, Room 200
Washington, DC 20032
Telephone number (202) 787-2023
Fax number (202) 787-2042
E-mail: [email protected]
5.7 ORAL PRESENTATION
Respondents who submit a proposal in response to this RFP may be required to give
an oral presentation of their proposal. This provides an opportunity for the respondents
to clarify or elaborate on the proposal. This is a fact finding and explanation session
only and does not include negotiation. Oral presentations are an option and may or
may not be conducted.
5.8 CLARIFICATION OF PROPOSAL INFORMATION
DC Water reserves the right to request verification, or clarification of any information
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contained in any of the proposals. This clarification may include checking references
and securing other data from outside sources, as well as from respondents.
5.9 EXPLANATIONS TO PROSPECTIVE RESPONDENTS
Any prospective respondent desiring an explanation or interpretation of this RFP
must request it in writing. Requests should be directed to the Contact Person at
the address listed in Section 5.6 no later than 4:00 p.m., on July 11, 2014.
Questions may be e-mailed or faxed. Oral explanations or instructions given before the
award of the contract will not be binding.
5.10 PROCUREMENT SCHEDULE
RFP Advertised June 29, 2014
RFP Available on Website/Pick-up July 1, 2014
Deadline for Questions July 11, 2014
Responses to Questions July 18, 2014
RFP Closing Date July 31, 2014
Establish Proposals Competitive Range August 5, 2014
Respondents selected for Oral Presentations, Interviews,
Discussions, if required
August 19, 2014
Selection of Firm September 12, 2014
Negotiation of Contract September 16, 2014
Contract Award Date October 1, 2014
5.11 COVER LETTER
A cover letter on the respondent’s letterhead shall be submitted and include but need
not be limited to the following information:
A. The signature of a person authorized to bind the respondent legally to the extent of
work and financial obligation outlined in the proposal.
B. A statement that the proposal will be valid for 120 days.
C. Identification of all the material enclosures submitted in response to the RFP.
D. A summary of the submitted offering and a brief statement of the respondent’s
qualifications to meet the needs as described in this RFP. This information shall
include:
1. The names/titles of the individuals that assisted in the preparation of the
proposal and their relationships to the respondent.
2. The name, address and telephone number of the individual to whom inquiries
relating to this proposal shall be directed.
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5.12 QUESTIONS AND COMMUNICATION
All communications regarding this RFP by prospective respondents or its employees,
agents or consultants, direct or indirect, should be directed to the Department of
Procurement representative designated in Section 5.6, “Contact Person”, of this RFP.
Any communication regarding this RFP by an respondent or its employees, agents or
consultants, direct or indirect, with DC Water’s Board Members or DC Water
employees, are expressly prohibited.
Questions and comments regarding the meaning or interpretation of any aspect of this
solicitation must be submitted in writing to the Procurement Contact identified
herein and must be received on or before the deadline for submitting questions. Only
written questions will be acceptable. Questions and/or comments which are submitted
after the deadline will not be answered. DC Water will respond to all timely questions
and comments that are properly submitted and are deemed to address a matter that is
relevant and substantive in nature within a reasonable period of time, in the
form of a written addendum that will be transmitted to all prospective respondents at
the address furnished to DC Water for such purpose. Oral communications between
DC Water and any prospective respondent regarding the interpretation or meaning
of any aspect of this RFP are not authorized and will not be relied upon for any
purpose.
5.13 FAILURE TO SUBMIT OFFER
Recipients of this solicitation not responding with an offer should not return this
solicitation. Instead, they should advise the contract administrator by letter whether
they want to receive future solicitations for similar requirements. It is also requested
that such recipients advise the contract administrator of the reason for not submitting a
proposal in response to this RFP. If a recipient does not submit an offer and does not
notify the contract administrator that future solicitations are desired, the recipient's
name may be removed from the applicable mailing list.
5.14 DISPUTES
Contract Dispute Resolution: DC Water shall attempt to resolve all contract disputes
arising under, or relating to, contracts by mutual agreement after informal discussions
have taken place between the contractor and DC Water.
5.15 PROTESTS
Protests directed to the terms, conditions, or form of a proposed procurement action,
must be received by the Contracting Officer in writing not later than ten (10) calendar
days prior to the date established for opening of bids or receipt of proposals, except
that an initial protest that arises under an amendment to a solicitation may be filed up
to four (4) calendar days after the date the amendment was issued but in no case after
the time established for opening of bids or receipt of proposals.
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Protests of an award decision shall be filed in writing with the Contracting Officer
within five (5) calendar days of when the protester knew or should have known of the
facts and circumstances upon which the protest is based. Only bidders /proposers may
protest an award decision. Protests must be received by 5:00 p.m. according to local
time in the District of Columbia. Any protests received after that time will be
considered to be filed on the next day.
The Contracting Officer shall issue a decision within thirty (30) calendar days after the
protest is filed, subject to any extension approved by the General Manager. The
decision of the Contracting Officer shall be final and conclusive. No further
administrative remedies will be available to the protester.
The aggrieved party shall deliver the protest to the General Manager at:
DC Water
5000 Overlook Avenue, SW
Third Floor
Washington, DC 20032
A copy of the protest shall be delivered to the Procurement Director. It shall be
delivered to:
DC Water
5000 Overlook Avenue, SW
Second Floor
Washington, DC 20032
5.16 APPEALS
The right to appeal a decision of the Contracting Officer must be filed with a court of
competent jurisdiction.
SECTION VI: SCHEDULE
6.1 Termination for default provision
(a) The performance of work under the Agreement may be terminated in whole
or in part, in writing (a "Notice of Termination") by the Authority, whenever
the Contractor shall default in performance of the Agreement in accordance
with its terms, including, but not limited to, a failure to perform the services
within the time specified, or a failure to make progress as to endanger
performance of the Agreement, and the Contractor has failed to cure such
default within a period of five (5) days from the date of the notice of default
or such longer period as the Contracting Officer authorizes in writing.
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However, no such termination may be effected unless the Contractor is
given:
(1) Written notice to terminate (delivered by hand or certified
mail, return receipt requested) no less than five (5)
days before the date of termination; and,
(2) An opportunity for consultation with the Authority
before termination.
(b) In the event the Authority terminates the Agreement in whole or in part as
provided in part (a) of this Section, the Authority may procure, upon such
terms and in such manner as the Authority deems appropriate, services
similar to those so terminated, and the Contractor shall be liable to the
Authority for all reasonably incurred excess costs for similar services;
provided, however, that the Contractor shall continue the performance of the
Agreement to the extent not terminated under the provisions of this Section.
(c) If the Agreement is terminated as provided in part (a) of this Section, and in
addition to any other rights provided in the Section or which may exist at
law or in equity, the Authority shall be entitled to, and the Contractor shall
transfer title and deliver in the manner and to the extent directed by the
Contracting Officer, any completed or partially completed goods, drawings,
information, and contract rights as the Contractor has specifically produced
or specifically acquired for the performance of such part of the Agreement as
has been terminated; and the Contractor shall, upon direction of the
Contracting Officer, protect and preserve property in possession of the
Contractor in which the Authority has an interest.
(d) If the Authority terminates for default, an equitable adjustment in the price
provided for in the Agreement shall be made, but:
(1) No amount shall be allowed for anticipated profit on unperformed
services or other work; and
(2) Any payment due to the Contractor at the time of termination for
completed work delivered to and accepted by the Authority shall be at
the prorated portion of compensation provided for in the Agreement,
and may be adjusted to the extent of any damages, costs or losses of
any other kind the Authority incurs because of the default. The
Authority may withhold from amounts otherwise due to the
Contractor for any completed work such sum as the Contracting
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Officer determines to be necessary to protect the Authority against
any loss because of outstanding liens or claims of former lien holders.
(e) If, after Notice of Termination of the Agreement under the provisions of this
Section, it is determined for any reason that the Contractor was not in default
under the provisions of the Agreement, the rights and obligations of the
parties shall be the same as if the Notice of Termination had been issued
pursuant to part 6.2 of this Section, that is, as if Termination for
Convenience has taken place.
(f) The rights and remedies of the parties provided in this Section shall not be
exclusive and are in addition to any other rights and remedies provided by
law, in equity, or under the Agreement.
(g) In the event of a Dispute with respect to: (i) the amount of damages to which
the Authority is entitled as a result of a Termination under this Section (6.1);
(ii) the equitable adjustment, if any, made to the Agreement as a result of a
Termination under this Section (6.1); or (iii) an assertion by the Contractor
that Termination under this Section (6.1) was in substance a termination for
convenience under part 6.2 of this Section, such Dispute shall be subject to
Part 9 of these General Provisions. Nothing contained in this Section (g)
shall limit (or be construed to limit) the application of Part 9 to any
particular class or type of Dispute.
6.2 Termination for convenience provision
(a) In addition to the procedures described in part 6.1 of this Section, the
Authority may terminate the Agreement for its convenience, in whole, or in
specified part, for a reason or no reason whatsoever. Such termination
shall be in writing ("Notice of Termination for Convenience"). However, no
such termination may be affected unless the Contractor is given:
(1) Written notice to terminate (delivered by hand or
certified mail, return receipt requested) no less than
five (5) days before the date of termination; and,
(2) An opportunity for consultation with the Authority
before termination.
Any such termination shall be effected by delivery of a Notice of Termination for
Convenience, to the Contractor, specifying the extent to which performance of work under
the Agreement is terminated, and the date upon which such termination becomes effective.
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(b) After receipt of a Notice of Termination for Convenience issued pursuant to
this, and except as otherwise directed by the Contracting Officer, the
Contractor shall:
(1) Stop work under the Agreement on the date and to the extent specified in
the Notice of Termination for Convenience.
(2) Place no further orders or Subcontracts for materials, services, or
facilities except as may be necessary for completion of such portion of
the work that is not terminated.
(3) Terminate all orders and subcontracts to the extent that they relate to the
performance of work terminated by the Notice of Termination for
Convenience.
(4) Assign to the Authority, in the manner, at the times, and to the extent
directed by the Contracting Officer, all rights, title and interest of the
Contractor under the orders and Subcontractors so terminated, in which
case the Authority shall have the right, in its sole and absolute discretion,
to settle or pay any or all claims arising out of the termination of such
orders and subcontracts.
(5) Settle all outstanding liabilities and all claims arising out of such
termination of orders or subcontracts, with the prior written approval or
ratification by the Contracting Officer to the extent he may require,
which approval or ratification shall be final for all purposes of this
Section.
(6) Transfer title to the Authority and deliver in the manner, at the times, and
to the extent, if any, directed by the Contracting Officer:
(A) The fabricated or unfabricated parts, work in progress, completed
work, supplies, and other material procured as a part of, or acquired
in connection with, the performance of the work terminated by the
Notice of Termination for Convenience; and
(B) The completed or partially completed plans, drawings, information
and other property which, if the Agreement had been completed,
would have been required to be furnished to the Authority.
(7) Use its best efforts to sell, in the manner, at the times, to the extent, and
at the price or prices directed or authorized by the Contracting Officer,
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any property of the types referred to in Subparagraph (6); provided,
however, that the Contractor:
(A) Shall not be required to extend credit to any purchaser;
(B) May acquire any property under the conditions prescribed and at a
price or prices approved by the Contracting Officer; and
(C) Provided further, that the proceeds of any such transfer or disposition
shall be approved in reduction of any payments to be made by the
Authority to the Contractor under the Agreement, or shall otherwise
be credited to the price or cost of the work covered by the Agreement
and paid in such other manner as the Contracting Officer may direct.
(8) Complete performance of such part of the work as shall not have been
terminated by the Notice of Termination for Convenience.
(9) Proceed immediately with the performance of the above obligations
notwithstanding any delay in determining or adjusting the cost, or any
item of reimbursable cost, under this Section.
(10) Submit to the Contracting Officer a list, at any time after expiration of
the Plant Clearance Period, certified as to quantity and quality, for all
items of termination inventory not previously disposed of, exclusive of
items the disposition of which has been directed or authorized by the
Contracting Officer, and may request the Authority to remove such
items or enter into a storage agreement governing them. Not later than
ten (10) days thereafter, the Authority will accept title to such items and
remove them or enter into a storage agreement covering the same;
provided, however, that the list submitted shall be subject to verification
by the Contracting Officer upon removal of the items or, if the items are
stored, within forty-five (45) days from the date of submission of the
list, and any necessary adjustments to correct the list as submitted shall
be made prior to final settlement.
"Plant Clearance Period" means, for each particular property
classification (such as raw materials purchased parts and work in
progress) at any one plant or location, a period beginning with the
effective date of the termination for convenience and ending forty-five
(45) days after receipt by the Contracting Officer of acceptable
inventory schedules covering all items of that particular property
classification in the termination inventory at that plant or location, or
ending on such later date as may be agreed to in writing by the
Contracting Officer and the Contractor. Final phase of a plant clearance
period means that part of a plant clearance period which occurs after the
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receipt of acceptable inventory schedules covering all items of the
particular property classification at the plant or location.
(c) After receipt of a Notice of Termination for Convenience, the Contractor
shall submit to the Contracting Officer a claim setting forth the amount
believed to be due the Contractor, in the form with the certification and all
supporting documentation prescribed by the Contracting Officer. Such
claim shall be submitted promptly but in no event later than ninety (90)
days from the effective date of termination, unless one or more extensions
in writing are granted by the Contracting Officer upon request of the
Contractor made in writing within such ninety (90) day period or
authorized extension thereof. However, if the Contracting Officer
determines that the facts justify such delay, he may receive and act upon
any such termination claim at any time after such ninety (90) days or
extension thereof. Upon failure of the Contractor to submit this termination
claim within the time allowed, the Contracting Officer may, subject to any
review required by the Authority's procedures in effect as of the date of
execution of the Agreement, determine, on the basis of information
available to him, the amount, if any, due the Contractor by reason of the
termination and shall thereupon pay to the Contractor the amount so
determined.
(d) Subject to the provisions of part (c) of this Section, and subject to any review
required by the Authority's procedures in effect as of the date of execution of
the Agreement, the Contractor and Contracting Officer may agree upon the
whole or any part of the amount or amounts to be paid to the Contractor by
reason of the total or partial termination of work pursuant to this Section,
which amount or amounts may include a reasonable allowance for profit on
work done; provided, however, that such agreed amount or amounts,
exclusive of settlement costs, shall not exceed the amounts indicated in the
Agreement as reduced by the amount of payments otherwise made and as
further reduced by the Agreement price of work not terminated. The
Agreement shall be amended accordingly, and the Contractor shall be paid
the agreed amount. Nothing in part (e) of this Section prescribing the amount
to be paid to the Contractor in the event of failure of the Contractor and the
Contracting Officer to agree upon the whole amounts to be paid to the
Contractor by reason of the termination of work pursuant to this Section 6.2,
shall be deemed to limit, restrict or otherwise determine or effect the amount
or amounts which may be agreed upon to be paid to the Contractor pursuant
to this Section 6.2.
(e) In the event of the failure of the Contractor and the Contracting Officer to
agree as provided in part (d) of this Section, upon the whole amount to be
paid to the Contractor by reason of the termination of work pursuant to this
Section 6.2, the Authority shall pay to the Contractor the amounts determined
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by the Contracting Officer as follows, but without duplication of any
amounts agreed upon in accordance with part (d):
(1) for completed work and services accepted by the Authority, the price or
prices specified in the Agreement for such work, less any payments
previously made; plus
(2) With respect to services or work begun but not completed, the total of -
(A) the costs incurred in the performance of the work and services
terminated, including initial costs and preparatory expenses allocable
thereto, but exclusive of any costs attributable to the work and
services paid or to be paid for under Section 6.2(e)(1);
(B) the cost of settling and paying claims arising out of the termination of
work or services under subcontracts or orders as provided in Section
6.2(b) (5), which are properly chargeable to the terminated portion of
the Agreement, exclusive of amounts paid or payable on account of
work or services delivered or furnished by Subcontractors prior to the
effective date of termination, which amounts shall be included in the
costs payable under Section 6.2(e) (1); and
(C) a sum, as profit determined by the Contracting Officer to be fair and
reasonable, provided however, that if it appears that Contractor would
have sustained a loss on the entire Agreement had it been completed,
no profit shall be included or allowed under this Subparagraph (c) and
an appropriate adjustment shall be made reducing the amount of
settlement to reflect the indicated rate of loss; and
(D) the reasonable cost of the preservation and protection of property
provided that costs are actually incurred, and any other
reasonable costs incidental to the termination of work under the
Agreement, including expenses incidental to the determination of the
amount due to the Contractor as a result of the termination of work
under the Agreement.
(3) And less the amounts indicated in Part (h) of this Section.
(f) The total sum to be paid to the Contractor under Sections 6.2(e) (1) and
6.2(e) (2) shall not exceed the total Agreement price as reduced by
the amount of payments otherwise made and as further reduced by the
Agreement price of work not terminated. Except for normal spoilage,
and except to the extent that the Authority shall have otherwise
expressly assumed the risk of loss, there shall be excluded from the
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amounts payable to the Contractor under Section 6.2(e) (2), the fair
value, as determined by the Contracting Officer, of property which is
destroyed, lost stolen, or damaged so as to become undeliverable to
the Authority or a buyer pursuant to Section 6.2(b) (7).
(g) The Contractor shall have the right of appeal under Part 9 of these
General Provisions from any determination made by the Contracting
Officer under Section 6.2(c) or 6.2(e), except that if the Contractor
has failed to submit his claim within the time provided in Section
6.2(c) and has failed to request extension of such time, the Contractor
shall have no such right to appeal. In any case where the Contracting
Officer has made a determination of the amount due under Section
6.2(c) or 6.2(e), the Authority shall pay to the Contractor:
(1) If there is no right of appeal hereunder or if no timely appeal
has been taken, the amount so determined by the Contracting
Officer; or
(2) If an appeal had been taken, the amount finally determined on
such appeal.
(h) In arriving at the amount due the Contractor under this Section there
shall be deducted:
(1) All unliquidated advance or other payments on account
theretofore made to the Contractor applicable to the
terminated portion of the Agreement;
(2) Any claim which the Authority may have against the
Contractor in connection with the Agreement; and
(3) The agreed price for, or the proceeds of sale of, any materials,
supplies or other things kept by the Contractor or sold,
pursuant to the provisions of this part and not otherwise
recovered by or credited to the Authority.
(i) To the extent the partial termination has materially increased the
Contractor’s cost of performance for the remaining work; the
Contractor shall be entitled to an equitable adjustment to the terms of
the Agreement.
(j) The Authority may from time to time, under such terms and
conditions as it may prescribe, make partial payments against costs
incurred by the Contractor in connection with the terminated portion
of the Agreement whenever, in the opinion of the Contracting Officer,
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the aggregate of such payments shall be within the amount to which
the Contractor will be entitled hereunder. If the total of such
payments is in excess of the amount finally agreed or determined to
be due under this part, such excess shall be payable by the Contractor
to the Authority upon demand, together with interest computed at a
rate equal to the prime rate plus three percent (3%) per annum for the
period from the date such excess is received by Contractor to the date
on which such excess is repaid to the Authority; provided, however,
that no interest shall be charged with respect to any such excess
payment attributable to a reduction in the Contractor's claim by
reason of retention or other disposition of termination inventory until
ten (10) days after the date of such retention or disposition, or such
later date as determined by the Contracting Officer by reason of the
circumstances.
6.3 Stop work order provision
Whenever the Authority deems it advisable, the Authority may issue a stop-work
order. The stop-work order shall include: (1) a description of the work to be
suspended; (2) instructions concerning the Contractor's issuance of further orders for
materials or services; (3) guidance to the Contractor on action to be taken on any
subcontracts; and (4) other suggestions to the Contractor for minimizing costs.
Promptly after issuing the stop-work order, the Authority shall discuss the stop-work
order with the Contractor and modify the order, if necessary, in light of the
discussion. As soon as feasible after a stop-work order is issued, but before its
expiration, the Authority shall take appropriate action to (i) terminate the
Agreement; (ii) cancel the stop-work order; or (iii) extend the period of the stop-
work order if necessary. If the stop work order is not the result of a default by the
Contractor, and then to the extent necessary, an equitable adjustment to the
Agreement shall be made to reflect any increased costs incurred by the Contractor as
a result of such stop work order.
6.4 ACCEPTANCE PERIOD
The respondent agrees if its offer is accepted within one hundred and twenty (120) days
from the date specified in the RFP for the submission of proposals, to furnish all
services of the price stipulated in the Price Proposal.
6.5 TERM OF CONTRACT
6.5.a The term of the contract shall be for a base period of one (1) year from the award
date specified on page one (1) of the contract, subject to DC Water’s option to
extend the term of the contract in accordance with paragraphs 6.5.b and 6.5.c
below:
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6.5.b Option Period: If DC Water determines it to be advantageous, it may extend the
term of the contract for a period of two (2)years or a fraction of a year.
6.5.c Option to Extend the Term of the Contract:
1. DC Water may extend the term of the contract by written notice to the
contractor before the expiration of the contract. The option to extend the
contract does not commit DC Water to an extension nor does it in any
manner obligate funds against the subject contract. The exercise of this
option is also subject to the availability of funds at the time of the exercise of
the option.
2. The total duration of this contract including the exercise of any options
under this provision shall not exceed three (3) years.
6.6 TYPE OF CONTRACT
The type of contract awarded under this RFP will be a Firm Fixed Hourly Rate
Contract.
6.7 HOURLY RATE ADJUSTMENT
The hourly rates submitted are to be firm after the award of the contract. A request for
a rate adjustment is subject to approval or rejection by the Contracting Officer.
6.8 PAYMENT AND INVOICES
A. To obtain payment, the contractor shall (a) submit an invoice for payment,
accompanied by evidence acceptable to DC Water justifying payment of invoice;
(b) submit a report of services performed broken-down by task, including budget
expended to date and budget remaining for each task; (c) if eligible expenses are
sought, submit an itemization of such expenses and, if requested by DC Water,
copies of receipts and invoices.
B. At a minimum, invoices must contain the following information:
1. Contract Number;
2. Purchase Order Number;
3. Detail description of services performed;
4. Period of service covered by the invoice (billing period);
5. Total labor hours billed for straight time;
6. Net amount of the invoice; and
7. Invoices will be paid within thirty days.
C. All invoices submitted for payment should be sent to:
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The District of Columbia Water and Sewer Authority
Office of the Chief Financial Officer
Accounts Payable Branch
5000 Overlook Avenue, SW, 4th
Floor
Washington, D C 20032
Electronic e-mail address: Accounts [email protected]
6.9 FUNDING LIMITATION
The obligations of DC Water to fulfill financial obligations pursuant to this Contract
(including any indemnity obligation) are and shall remain subject to the provisions of
(i) the federal Anti-Deficiency Act, 31 U.S.C.§§ 1341, 1342, 1349-1351, 1511-1519
(2004), and D.C. Official Code §§ 1-206.03(e) and 47-105 (2001); (ii) the District
of Columbia Anti-Deficiency Act, D.C. Official Code §§ 47-355.01-355.08 (2006
Repl.) ((i) and (ii) collectively, as amended from time to time, the “Anti-Deficiency
Acts”); and (iii) Section 446 of the District of Columbia Home Rule Act, D.C.
Official Code §§ 1-204.46 (2001). Pursuant to the Anti- Deficiency Acts, nothing in
this Contract shall create an obligation of DC Water in anticipation of an appropriation
by Congress for such purpose, and DC Water’s legal liability for the payment of any
amounts under this Contract shall not arise or obtain in advance of the lawful
availability of funds for such purpose. No DC Water official or employee is authorized
to obligate or expend any amount under this Contract unless such amount has been
appropriated by act of Congress or is otherwise lawfully available. This Contract is
subject to termination by DC Water at any time if sufficient appropriations are not
made available by act of Congress; provided, however, that the determination of
whether sufficient appropriations are available shall be made by DC Water in its sole
discretion. Any termination of this Contract pursuant to this Section shall be a
termination for convenience by DC Water, subject to the respective terms and
conditions therein.
6.10 NON-DISCLOSURE/CONFIDENTIALITY
Each party may, during the course of performing this Agreement, have access to or
acquire knowledge regarding personnel, materials, data, systems, and other information
of or with respect to DC Water which may not be accessible or known to the general
public (“Confidential Information”), or confidential or trade secret information of the
Contractor. All Confidential Information disclosed by either Party will remain the
exclusive and confidential property of the Party. Neither Party may disclose the
Confidential Information without the prior written authorization of the other Party.
All Data which the Parties disclose to one another shall be Protected Information,
protected under the terms of this Agreement, if, in the case of information disclosed
in written or tangible form, such Data is marked with a legend or writing, stating that it
is Company Private, Proprietary, or with a similar marking, and if , in the case of
orally, visually, or electronically disclosed Data or Data disclosed in tangible form,
such Data is orally identified at the time of initial disclosure as being Company Private.
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Proprietary or with a similar identification and followed within thirty (30) days by a
written notice setting forth a brief description of the information and confirming the
Proprietary classification. All such Data identified as described above shall hereinafter
be referred to as “Protected Information”. For purposes of this Agreement, Protected
Information shall include all copies, duplicates, and reproductions of the Protected
Information, whether such copies, duplicates, or reproductions are produced by
Disclosing Party and whether they are produced mechanically, electronically, or
manually. Protected Information shall also include any documents, memos, notes, or
other information created by the Receiving Party incorporating, in whole or in notes, or
other information created by the Receiving Party incorporating, in whole or in part, the
disclosing Party’s Protected Information. All copies, duplicates and reproductions of
Protected Information and such memos, notes or other information containing Protected
Information shall be marked with the same restrictive legend contained on the original
Protected Information.
If the Disclosing Party inadvertently fails to mark as set forth above information for
(30) days after initial disclosure. The Protected Information will not be deemed to
include information which, (a) at the time of disclosure to the Receiving Party is
generally available to the public or thereafter, without any fault of the Receiving
Party, becomes available to the public or thereafter, without any fault of the Receiving
Party, becomes generally available to the public by publication or otherwise, or which
becomes general knowledge; or (b) was in the possession of the Receiving Party
prior to its disclosure by the Disclosing Party; (c) was independently made known
without restriction to the Receiving Party by a third party not under any obligation
of secrecy or confidentiality to the Disclosing Party; or (d) was developed by the
Receiving Party independently from the Protected Information disclosed to it by the
Disclosing Party; or (e) is required to be disclosed Pursuant to a legal, regulatory or
judicial order provided the Receiving Party shall promptly give the Disclosing Party
notice of such requirement and in the event the Disclosing Party is successful in having
such order reversed or rescinded prior to the Receiving Party’s required compliance, no
disclosure shall be made.
6.11 RIGHTS IN DATA
“Data”, as used herein, means recorded information, regardless of the form or media on
which it may be recorded. The term includes technical data and computer software. The
term does not include information incidental to contract administration, such as
financial, administrative, cost, or pricing, or management information.
All data first produced in the performance of this contract shall be the sole property of
DC Water. The contractor hereby acknowledges that all data including, without
limitation, computer program codes produced by the Contractor for DC Water, under
this contract are works made for hire and are the sole property of DC Water, but, to the
extent any such data may not, by operation of law, be works made for hire, the
Contractor hereby transfers and assigns to DC Water the ownership of copyright in
such works, whether published or unpublished.
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The contractor agrees to give DC Water all assistance necessary to perfect such rights
including, but not limited to, the works and supporting documentation and the
execution of any instrument required to register copyrights.
The contractor agrees not to assert any rights at common law or in equity in such data.
The contractor shall not publish or reproduce such data in whole or part or any manner
or form, or authorize others to do so, without the written consent of DC Water until
such time as DC Water may have released such data to the public. DC Water shall not
unreasonably withhold consent to the contractor’s request to publish or reproduce data
in professional journals.
6.12 KEY PERSONNEL
The personnel specified for project will be considered to be essential. If these
individuals are unavailable for assignment work under the contract, the Contractor
shall immediately notify DC Water and shall submit justifications (including
proposed substitutions) in sufficient detail to permit evaluation of the impact of the
project. Prior to the substitution of key personnel, the Contractor shall obtain the
written consent of DC Water as to the acceptability of the succeeding personnel;
provided that DC Water may ratify in writing such substitution. The new personnel’s
qualifications shall not be less than replaced personnel. Key personnel must be
replaced within five (5) days of notification of separation from the company.
6.13 COMPLIANCE WITH LAWS
The contractor shall, in the performance of services hereunder, fully comply with all
applicable Federal, state, and local laws, rules, regulations, or ordinances.
6.14 STANDARD OF PERFORMANCE
The contractor agrees to provide a high standard of professional service and will exert
its bests efforts within the time and funds available for said services. In determining
whether the contractor has performed accordingly, it is understood and agreed that DC
Water may measure the amount and quality of the effort against the representation
made by the contractor in its written proposal.
6.15 RECORDS AND AUDITS
The contractor shall maintain accurate records for all matters which relate to
contractor’s obligation hereunder in accordance with generally accepted accounting
principles and practices uniformly and consistently applied in a format that will
permit an audit. The contractor shall retain such records for a period of three (3) years
from the date of final payment under the contract to which such records relate. To the
extent that such records may be relevant in determining whether or not the contractor
is complying with its obligation under the applicable contract, DC Water and it
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authorized representatives shall have access to such records for inspection and audit at
all reasonable times during normal business hours.
6.16 TIME OF DELIVERY
Time of delivery is of the essence. The contractor shall be fully prepared and capable
of commencing work within five (5) calendar days from the date of the contract.
6.17 ASSIGNMENT OF ANTI-TRUST
For good cause, and as partial consideration for executing this contract, the contractor,
acting by and through its duly authorized agent, hereby conveys, sells, assigns and
transfers to DC Water all rights, title and interest in and to all causes of action it now
holds or hereafter may require under the anti-trust laws of the United States, the
District of Columbia, or any state or territory, relating to the particular goods,
materials or services purchased in connection with this contract.
6.18 USE OF DC WATER’S NAME
In connection with the contract, the contractor agrees, not to use DC Water’s name in
any form of publicity, or to release to the public any information relating to the work
to be performed or to otherwise disclose or advertise that the contractor has entered
into the contract, except with the specific prior approval in writing by DC Water.
6.19 INSURANCE REQUIREMENTS
All insurance provided by the contractor shall be in accordance the District of
Columbia Water and Sewer Authority General Provisions, Goods and Services
Contracts dated December 20, 2012.
6.20 CONTRACT ADMINISTRATION
6.20.a Contracting Officer: The contracting officer is the only official authorized
to contractually bind the Authority. The contracting officer is the General
Manger, or his designee, District of Columbia Water and Sewer Authority,
5000 Overlook Ave., SW., 3rd floor, Washington, DC 20032, telephone
number (202) 787-2609.
6.20.b Contracting Officer Technical Representative (COTR): The technical
representative is the technical expert for the contract and acts as a liaison
between the contractor and the Contracting Officer. The technical
representative is Biju Thomas, Manager, Enterprise Applications,
Department of Information Technology or designee, District of Columbia
Water and Sewer Authority, 5000 Overlook Ave., SW., Washington, DC
20032, telephone number (202) 787-2734.
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SECTION VII: PROPOSAL PREPARATION AND SUBMISSION
7.1 PROPOSAL IDENTIFICATION:
The original of the technical and price proposals should each be clearly marked
“Original”, and bear all required original signatures, RFP Number: 14-PR-DIT-22,
Lawson Remote Managed Services, should be delivered to the location stated in the
RFP, Sections 7.2, Hand Delivery or Mailing of Proposals, and 7.3, Proposal
Submission Date and Time, no later than the time and date specified in the RFP.
Respondents are to submit one (1) original only and six (6) copies each of the
Technical Proposal, and one (1) original only and only one (1) copy of the Price
Proposal.
The proposals must be in a sealed carton or cartons, clearly marked and labeled as
required. There should be two sealed inner packages, one of which must be clearly
marked and labeled “Technical Proposal”, and another of which must be clearly
marked and labeled “Price Proposal”. NOTE: Nothing stated herein shall preclude the
DC Water from requesting additional information and/or clarification and/or additional
documentation in support of any assertion made by any respondent. By submission of
a proposal, the respondent agrees to provide such additional clarification and/or
documentation in a timely manner. In some instances, the DC Water may be unable to
make a determination of the responsiveness of a proposal in the absence of such
information. A proposal cannot be evaluated for technical merit unless it is determined
to be responsive.
7.2 HAND DELIVERY OR MAILING OF PROPOSALS
Maxine Y. Buchanan, Senior Contract Administrator
District of Columbia Water and Sewer Authority
Department of Procurement
Room 200
5000 Overlook Ave., SW
Washington, D C 20032
7.3 PROPOSAL SUBMISSION DATE AND TIME
All proposals must be received no later than 2:00 p.m., EST, on July 31, 2014.
Proposals received after this date and time will not be considered. It is the respondent’s
responsibility to ensure the proposals are received timely.
Vendors should be aware that Blue Plain’s is a secured facility/plant. Vendors should
allow sufficient time for obtaining admission through the security office, for multiple
vendors may be attempting to submit proposals at the same time.
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7.4 PROPOSAL SIZE, CONTENT AND ORGANIZATION
Each proposal shall be typed on 8 ½” x 11” size paper, in a loose-leaf binder, tabbed to
point to each section as specified below:
The original proposal shall contain the following:
The proposal shall represent the best efforts of the respondent and will be evaluated as
such. It must set forth full, accurate, and complete information as required by this
section and other sections of this RFP. Telephonic, telegraphic, electronic, and
facsimile proposals will not be accepted. Unnecessarily elaborate brochures, elaborate
artwork, expensive paper and bindings, and other presentation aids are neither
necessary nor desired. The proposal shall be organized as follows:
7.4.a Technical Proposal:
1. Section I of the proposal shall consist of the following information:
a. A brief description of the firm including ownership structure and financial
viability;
b. An audited financial report for the past two (2) years. A prospective
contractor must have the financial capacity to perform the work. Audited
financial statements with favorable findings will be sufficient to establish
the financial capacity of the prospective contractor. In the absence of
audited financial statements, the prospective contractor will be required to
submit financial information, such as tax filings, and/or documents to
establish that it has the resources to perform the contract, or the ability to
obtain them.
c. The name of the respondent and whether it is a corporation, joint venture,
partnership (also show type of partnership) or a sole proprietorship;
d. If the respondent is a partnership or joint venture, names of general
partners or joint venturers;
e. State of incorporation or registration;
f. State in which the respondent pays or would be liable for income taxes;
g. Copy of any current license, registration, or certification to transact
business in the District of Columbia if required by law to obtain such. If
the respondent is a corporation or limited partnership and does not provide
a copy of license, registration, or certification to transact business in the
District of Columbia, the respondent shall certify its intent to obtain the
necessary license, registration, or certification prior to contract award, or
demonstrate its exemption from such requirements):
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h. The name, title, telephone number, and address of the person authorized
to negotiate on behalf of the respondent and contractually bind the
respondent, if other than the person signing the proposal; and
i. The respondent must sign the offer or proposal. Erasures, other changes
must be initialed by the person signing the offer. Offers signed by an
agent shall be accompanied by evidence of that agent’s authority, unless
that evidence has been previously furnished to the contracting officer.
2. Section II of the proposal shall consist of the respondent’s detailed
explanation of how the respondent intends to perform each requirement as
specified in Section II, Scope of Services of the RFP.
3. Section III of the proposal shall contain information pertaining to the
experience and qualifications of the respondent.
A. Respondents shall provide the following information for five (5)
projects the contractor has performed similar to those described herein.
Evidence of at five (5) projects shall include:
(i) Date of project;
(ii) Name of project; and
(iii) Volume of transactions or financial value of project or any other
relevant statistic
B. Provide five (5) references from prior and similar projects to
include:
(i) Name of client organization
(ii) Name, address, current phone number of staff members who directed
the project for the referenced client.
4. Section IV Qualification of key personnel for the proposal, shall contain the
resumes for all managerial or supervisory personnel who will be assigned to
work on the contract and identify all key personnel.
A. Provide the resumes of all managerial or supervisory personnel including
subcontractor(s) managerial and supervisory staff employed by or under
contract with the firm as of the date of proposal submission who are
expected to work in performance of the contract. Each resume shall
contain the following information:
(i) Full name;
(ii) Title and area(s) of specialty;
(iii) Affiliation (i.e., staff of respondent or subcontractor);
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(iv) Experience directly related to the proposed contract: if the individual
worked on any of the contracts cited in Section IV of the proposal,
they should be referenced by transaction name; and
(v) Education/training of the individual.
5. Section V of the proposal, shall consist of a description of the proposed
organizational structure which shows how the staff and any subcontractors
will managed and the reporting relationships. List the name of each proposed
employee and subcontractor employed for the project and the percentage
of time that each will devote to the performance of the contract The
respondent may not change the names of these personnel before or after
contract award without written permission from the contracting officer.
At a minimum this section shall include the following:
A. Location of headquarters;
B. A chart of the respondent’s internal organization which shows the
number of full-time personnel, contract staff members, and their
level of responsibility within that organization;
C. Prior and pending litigation/liens and debts (the respondent shall:
List and summarize any civil litigation and criminal prosecutions
Involving it and any litigation between it and any party involving
discrimination complaints and anti-trust suits within the last five
(5) years. This information shall also be submitted for the
respondent’s parent or subsidiary organization or any of its
subcontractors previously mentioned, shall list all existing debts owed
to participating jurisdictions and any liens placed on property of the
respondent within the last three (3) years; and
D. Respondents must also submit a letter of agreement for each
subcontractor and a detailed subcontracting plan which describes
the functions and tasks to be performed by each subcontractor.
7.4.b Price Schedule:
The price schedule shall consist of the following:
1. Respondents are to submit rates for each item position identified in
Appendix I, Price Schedule. Responding to services other than those
specified will not be considered. The prices set forth in the schedule
will be used for evaluation purposes and for establishing a contract
price.
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2. The contractor shall submit cost and pricing data and certification
that, to the best of the contractor’s knowledge and belief, the cost
or pricing data submitted was accurate, complete, and current
as of the date submitted with the proposal.
7.5 RETENTION OF PROPOSALS:
All proposal documents shall be retained by DC Water and therefore will not be
returned to respondents.
7.6 EXAMINATION OF REQUEST FOR PROPOSALS
Respondents are expected to examine Section II, Scope of Services and all
instructions and attachments in this RFP. Failure to do so will be at the respondent’s
risk.
7.7 COMPETITIVE NEGOTIATION
The Contracting Officer may procure goods and services through competitive
negotiation when a solicitation has failed to produce acceptable proposals.
7.8 ACKNOWLEDGMENT OF ADDENDA
Respondents shall acknowledge receipt of any addendum(a) to this solicitation by
signing and returning the addendum; or (b) identifying the a number and date in the
space provided for this purpose; or by letter or telegram including mailgrams. DC
Water must receive the acknowledgment by the date and time specified for
receipt of offers. A respondent’s failure to acknowledge an a may result in rejection
of the offer.
7.9 RESTRICTION ON DISCLOSURE AND USE OF DATA
Respondents who include in their proposals, data that they do not want disclosed to
the public or used by DC Water except for use in the procurement process shall mark
each sheet/page of data they wish to restrict with the following:
"Use or disclosure of data contained on this sheet/page
is subject to the restriction on the title page of this
proposal."
7.10 LATE PROPOSALS AND WITHDRAWLS
If it is determined that the proposal was delayed in the mail, in the communication
system specified or transmission or proposal, or for cause beyond the control due to
no fault or negligence of the respondent, the proposals will be received by the
Procurement Office.
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7.11 MID-ATLANTIC PURCHASING TEAM RIDER CLAUSE
Use of contract(s) by members comprising the Committee.
If authorized by the bidder(s), resultant contract(s) will be extended to any or all of the
listed members as designated by the bidder to purchase at contract prices in accordance
with contract terms.
Any member utilizing such contract(s) will place its own order(s) directly with the
successful contractor. There shall be no obligation on the part of any participating
member to utilize the contract(s).
A. Negative reply will not adversely affect consideration of your bid/proposal.
B. Each participating jurisdiction has the option of executing a separate contract
with the awardee. Contracts entered into with a participating jurisdiction may
contain general terms and conditions unique to that jurisdiction including, by
way of illustration and not limitation, clauses covering minority participation,
non-discrimination, indemnification, naming the jurisdiction as an additional
insured under any required Comprehensive General Liability policies, and
venue. If, when preparing such a contract, the general terms and conditions of
a jurisdiction are unacceptable to the awardee, the awardee may withdraw its
extension of the award to that jurisdiction.
END OF SECTION
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RFP: 14-PR-DIT-22
LAWSON REMOTE MANAGED SERVICES
APPENDIX 1 - PRICE SCHEDULE
(Respondents may use a Substitute Form for Pricing containing the Information
on this Schedule)
Respondents are to include lodging and reimbursable expenses in the hourly rate.
1. PROCESS REVIEW AND DOCUMENTATION:
Resource/Position Hourly Rate No. of Hours Price _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ Subtotal: _______ $__________ Other: (Describe): $ __________ Process Review and Documentation – Total: $__________
2. SCRIPT DEVELOPMENT:
Resource/Position Hourly Rate No. of Hours Price _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________
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APPENDIX I, PRICE SCHEDULE (continued) Subtotal: _______ $__________ Other: (Describe): $__________ Process Review and Documentation – Total: $__________
3. ENVIRONMENT SETUP:
Resource/Position Hourly Rate No. of Hours Price _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ Subtotal: _______ $__________ Other: (Describe): $__________ Process Review and Documentation – Total: $__________
4. TESTING:
Resource/Position Hourly Rate No. of Hours Price _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ Subtotal: _______ $__________ Other: (Describe): $__________
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APPENDIX I, PRICE SCHEDULE (continued) Process Review and Documentation – Total: $__________
5. PRODUCTION MIGRATION:
Resource/Position Hourly Rate No. of Hours Price _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ _______________________________________ $_________ _______ $__________ Subtotal: _______ $__________ Other: (Describe): $__________ Process Review and Documentation – Total: $__________
6. OTHER SERVICES: (NOT INCLUDED ABOVE)
Describe: $_______________ TOTAL – ALL WORK (NUNBERS 1THROUGH 6) $________________