imf request for proposal no. 319 - software reseller · software reseller - 7 - rfp no. 319 much as...

Request for Proposal No. 319 SOFTWARE RESELLER

1.0 SCOPE

To provide the following services to the International Monetary Fund:

• Enterprise Software Reseller of Record for Microsoft and Adobe Enterprise Agreements;

• To provide additional software order fulfillment services for general software;

• To Provide automated on-line order, fulfillment and license inventory management service;

• To support the IMF for licensing, purchasing and negotiation strategies with enterprise software licensing providers and on software purchasing in general.

Further details are as indicated in the attached: Statement of Work and Schedule of Currently Effective Volume Licensing Agreements known as Attachments A and B respectively. 2.0 PROCUREMENT SCHEDULE

2.1 Summary Procurement Schedule

Release Date for Request for Proposal: January 8, 2008 Pre-proposal conference: January 22, 2008

10:00 a.m. EST IMF Procurement Section Conference Room HQ2-09B-073 Pennsylvania Avenue NW Washington, DC 20431

Proposal Due Date February 7, 2008 2:00 p.m. EST

2.2 Pre-proposal Conference

The purpose of the pre-proposal conference is to clarify any aspects of the RFP. Interested Offerors are strongly urged to attend.

Software Reseller - 2 - RFP No. 319

2.3 Delivery of Proposals

One original and five (5) complete copies of your proposal should be submitted, in a sealed package, by the dates and times as indicated in Section 2.1 to the following address: International Monetary Fund Attn: Mr. John St. Hilaire IMF Receiving Care of Pitney Bowes Mailing Services 3310 New York Avenue NE Washington, D.C. 20002 Mark for: RFP No. 319 Software Reseller Proposals and the noted costs must be valid for a period of one hundred twenty (120) days from the proposal due date during which time the prices and rates will not be escalated. THE IMF RESERVES THE RIGHT TO REJECT LATE PROPOSALS.

2.4 Requirement for Confidentiality

The Offeror will not disclose the existence of this solicitation or any information about the status of the selection process to any third parties without the prior written permission of the IMF Procurement Section.

3.0 ORGANIZATION OF THE TECHNICAL PROPOSAL

Responses should be concise and contain the sections described below. Responses that fail to adhere to or comply with the following format may not be considered.

3.1 Cover Letter

Section I, Cover Letter, must be signed by a person or persons authorized to submit the proposal. The cover letter must clearly identify the Offeror and indicate specific points of contact for discussions and clarifications of the proposal. Such points of contact will include names, titles, address, telephone and facsimile numbers and, e-mail addresses.

The cover letter must explicitly indicate if the Offeror does, or does not accept the IMF’s standard contractual terms and conditions as identified in the RFP. In the event that the Offeror does not accept or wishes to discuss alternative terms and conditions, the Offeror must explicitly indicate which items are not accepted and propose specific alternative language as appropriate.


THE IMF RESERVES THE RIGHT TO DECLINE WITHOUT FURTHER COMMENT ANY PROPOSAL WHICH DOES NOT ACCEPT THE IMF’S LEGAL IMMUNITIES AND DISPUTES LANGUAGE.

3.2 Response to Statement of Work

Please respond to each item in the Statement of Work with a short description of how the particular issue would be handled by your firm.

3.3 On-Line Ordering Systems 3.3.1 Overview Please provide a detailed description of On-Line ordering, fulfillment and tracking systems. How can the Offeror’s technology replace manual processes currently in place? What capabilities are there for work flow, routing and approvals on the Customer side? Does the proposed system support the use of corporate credit cards or “Procurement Cards”? 3.3.2 User Manual, On-Line Ordering System Please provide a quick start or general user manual for the proposed On-Line ordering system. 3.3.3 Loosely Coupled Systems By “Loosely Coupled Systems” the IMF means, for example, an on-line “store” where orders are placed by the Customer and charged against: (i) an internal purchase order number (PO) or (ii) a procurement card or other type of corporate credit card. There is no automated data interchange between the Contractor’s and the Customer’s Enterprise Requirements Planning (ERP) systems. Please explain your firm’s capabilities to provide Loosely Coupled on-line systems. Provide examples. 3.3.4 Tightly Coupled Systems By “Tightly Coupled Systems” the IMF means, for example, an on-line system where orders may generated either on the Contractor’s site, or on the Customer’s PO system, but the information of order, shipment, billing and acceptance is passed between the Contractor’s and the Customer’s (Fund’s) automated systems without manual processing. The Fund uses the Oracle –


PeopleSoft version 8.9 ERP systems for procurement, contracts management and accounts payable. Please explain your firm’s capabilities to provide Tightly Coupled on-line systems. Provide examples.

3.4 Implementation & Setup of On-Line Ordering Systems

3.4.1 Overview

If awarded a contract, please provide an overview of cost, schedule, methodology and approach to implementing the on-line ordering system.

3.4.2 Implementation Support for Loosely Coupled Systems Please describe the implementation process in terms of (i) elapsed time, (ii) the Fund’s level of effort (iii) the Contractor’s level of effort and (iv) cost to the Fund.

3.4.3 Implementation Support for Tightly Coupled Systems Please describe the implementation process in terms of (i) elapsed time, (ii) the Customer’s level of effort (iii) the Contractor’s level of effort and (iv) cost to the Fund.

3.4.4 Lower Indirect Costs and Faster Cycle Times

Please explain how the capabilities and systems of the Offeror will result in lower indirect costs and faster cycle times to the Fund.

3.5 Best Commercial Practices

The Fund is interested in the Offeror’s view of best commercial practices. Given the dollar and transaction volumes indicated in the attachments to the RFP, what are the Offerors view of best practices? Should the Fund concentrate on tightly or loosely coupled systems, should the Fund start with a simpler system and plan to migrate towards a more integrated system after gaining some experience? What are the reasons for the Offeror’s recommendation?

The answer to this question will not effect the decision to award, but the quality of analysis and clarity of presentation (for whatever answer that emerges) will.

3.6 Licensing & Negotiation Support

How will the Offeror advise and assist the IMF on best licensing, purchasing and negotiation strategies with enterprise software licensing arrangements and on software purchasing in general? How will the Offeror help the IMF identify opportunities where new enterprise agreements may be to the IMF’s advantage? Provide examples.


3.7 Transition In and Transition Out

3.7.1 Transition In a. Schedule The Fund has identified a large volume reseller to Microsoft and Adobe and retains the right to change that appointment with an effective date of May 1, each calendar year. The Fund’s fiscal year begins on May 1 of each calendar year. Given a May 1,2008 date, what is the Offeror’s preliminary plan and schedule for transition in of large volume reseller services relative to Microsoft and Adobe? b. Data If successful, how might the Offeror accept reports and data about order history and asset tracking and incorporate that data into its on-line order history and asset control, given that the orders and associated data in question did not originate with the Contractor? Please provide a high level plan for transition in services. 3.7.2 Transition Out How might the Successful Offeror transition order history and asset tracking information to a the IMF and a successor contractor? Please provide a high level plan for transition out services.

3.8 License Inventory Management

Please describe the Offeror’s capabilities to provide software license inventory management services. Of the services described, which are complimentary Value-adds and which are additional charges?

3.9 References

The Offeror will provide a minimum of five (5) current references for similar types of contract. Points of contact should be provided with complete names, addresses, and telephone numbers. Please indicate the dates and statement of work for each reference. Please provide and clearly identify a separate set of references for subcontractors or teaming partners if applicable.

Three of the references may be general purpose references. At least one or two of the references should be an active user of the type of on-line ordering system which the Offeror has recommended for the Fund in the item above. At least one of the references must indicated experience with the Offerors services for licensing and negotiation strategies.

The IMF reserves the right to contact any references that may be listed in the proposal to validate any claims made by Offerors..


3.10 Relationship with Software Publishers 3.10.1 Microsoft & Adobe Pleases document the level of authorization your firm holds with Microsoft and Adobe respectively. What does this mean to the IMF? 3.10.2 Enterprise License Resellers, Other Major Publishers Please provide a list of other publishers such as: • Symantec,

• Verity

• Oracle database products

• Oracle PeopleSoft Enterprise Requirements Planning products

• Symantec

• IBM – Cognos

• Computer Associates - Protiviti

and similar firms which the Offeror represents in the capacity of an authorized sales agent and/or for enterprise and volume licensing arrangements.

3.10.3 Other Publishers, High Volume Please provide a list of any and all Software Publishers whose annual sales through the Offeror currently exceed $10 million dollars per year. (Sort by dollar volume). 3.10.4 Other Publishers, In General In the case of orders for software products not covered by large scale enterprise agreements, please describe the Offeror’s presently existing relationships with large and small publishers. What does this mean to the IMF? 3.10.5 Special Orders – Niche Titles The IMF’s experience is that small orders for highly specialized software (collectively: “Niche Titles”) are seldom covered by existing arrangements and cataloging data with the volume reseller. Our past practice has been to handle orders for Niche Titles with highly manual processes and direct contact with the relevant publishers of the Niche Titles. The advantage to the Fund is to have direct communication with the publisher and faster order to fulfillment cycle times in as


much as the end-user has frequently identified the contact information and may already have written quotes from the sales force for whatever the Niche Title in question may be. The disadvantages to the Fund of this system are that we incur high indirect costs and that both parties to the transaction(s) support high levels of effort – indirect costs for: (i) expediting of quotes and/or sales orders, (ii) purchase orders, (iii) shipments, (iv) receipts, (v) package tracking in some cases, and (vi) payment processing. How can your firm reduce indirect costs, (and direct costs if possible) and improve cycle times for orders of Niche Titles? Please provide some short but specific examples.

3.11 Key Personnel

Provide resumes of key personnel proposed for this account team. Identify which, if any, of the proposed key personnel supported referenced accounts, and what role those personnel played in the referenced accounts. The Offeror should also indicate if the proposed key personnel have worked together before on similar accounts or engagements. Resumes for key subcontractor personnel, if any, should be identified as such and included in this section.

3.12 Account Management Plan

Please describe how the Offeror will manage the account. An organization chart with at least job titles, preferably with names as well, and a short description of the role played for each position should be included.

3.13 Corporate History

Please describe the ownership structure of your company. Who are the owners? What other lines off business are included? Is there a history of mergers and acquisitions? If so, please describe in chronological order.

3.14 Financial Statements

Please provide 3 years worth of audited financial statements to include balance sheets and income statements.

3.15 Alternative Approaches and Additional Materials

The Offeror may use this section to identify any alternative approaches to meeting the IMF’s goals in this project, and may include additional materials not easily categorized in the above sections.


4.0 ORGANIZATION OF THE BUSINESS PROPOSAL

4.1 Separate Business Proposal Required

The Offeror will provide a separate Business Proposal (Attachment C) to state all proposed pricing. Pricing information should not appear in any other section of the proposal. The IMF will not be responsible for any costs incurred by Offerors in the preparation of their submissions. The Summary Business Proposal forms are written in MS Excel format. The first tab is designed to print on letter size paper in portrait mode. The second tab is designed to print on legal size paper in landscape mode. Response items are indicated in yellow highlight. Other areas of the spreadsheets are protected. Any additional materials or explanations may be attached on the Offerors own forms if needed.

4.2 Additional Discounts Available

What additional volume discounts are available?

4.3 Other major software publishers

What pricing arrangements are possible for the major publishers identified in article 3 of the RFP (i.e. Oracle, Symantec, IBM-Cognos etc.)?

5.0 PROPOSAL EVALUATION AND AWARD 5.1 Evaluation Criteria: Proposals from Offerors who have the necessary certifications from Microsoft and

Adobe and who are financially capable of performing the contract will be evaluated with the following criteria:

1. Ability to replace existing manual processes with automated process at

lower indirect costs and faster cycle times; 2. Quality and depth of response to Technical Proposal Instructions; 3. Response to Statement of Work; 4. References; .

5. Corporate background and financial stability; 6. Relationships and level of certifications with Microsoft and Adobe; 7. Account management plan; 8. Price.


5.2 Oral Interviews

In addition to submission of the proposal by the date stated above, an organization submitting a proposal may, at the option of the IMF, be required during the evaluation process to make a formal presentation to and/or attend a meeting to discuss the proposal with members of the IMF Evaluation Team.

5.3 Contract Award

5.3.1 General Rights The IMF reserves the right to amend the terms and conditions of this RFP at any time in the process and to not award, award part of, or award the entire contract for the required services for any reason that is, in its opinion, in the best interest of the IMF. The IMF will not be responsible for any oral explanations or interpretations of this request for proposal. 5.3.2 Award In Phases In the case of this potential agreement, the IMF intends to award an agreement shortly after receipt of proposals and to submit letters of authorization to Microsoft and Adobe with an effective date based on the terms and conditions of the IMF’s existing volume license agreements. Use of the expected agreement for software items not covered by the Fund’s existing volume license agreements will begin at the time of award.

6.0 PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES

6.1 As requirements arise for specific quantities of items covered herein, orders will be placed by the authorized individuals.

6.2 The quantities specified in this solicitation are estimated only, and are given

for the information of bidders and for the purpose of bid evaluation. They do not indicate the actual quantity which will be ordered, since such volume will depend upon requirements which develop during the contract period.

7.0 CONTRACTUAL TERMS AND CONDITIONS At a minimum, the IMF standard terms and conditions identified in the following sections of the RFP will be incorporated into any agreement which may be awarded as a result of this RFP.


8.0 PERIOD OF AGREEMENT

8.1 Initial Period

The period of this Agreement shall be from February 20, 2008 or date of award, whichever is later through February 28, 2009.

8.2 Renewal

This Agreement may be renewed at the expiration of its term by agreement of both parties. Such renewal may be for three one-year periods, or less, if agreeable to all parties.

8.3 Notice

Notice of intent to renew will be given to the Contractor in writing by the IMF Procurement Section, normally 60 days before the expiration date of the current Agreement. (This notice shall not be deemed to commit the IMF to a renewal of the Agreement.)

8.4 Multi-Year Contracts

It should be noted that multiyear contracts may be continued each fiscal year only after funding appropriations and program approval have been granted by the IMF Executive Board. In the event that the IMF Executive Board does not grant necessary funding appropriation/program approval, then the affected multi-year contract becomes null and void, effective May 1 of the fiscal year for which such approvals have been denied.

9.0 PRICE CHANGES

9.1 Price Decreases

Price decreases will be passed on immediately as they occur. 9.2 Price Increases

Unit prices quoted in the Contractor’s accepted Summary Business Proposal shall not increase for the initial period of the agreement. Prices may increase thereafter on an annual basis but only in proportion to the amount of increase in the Consumer Price Index for all Urban Consumers provided that: (i) the Contractor provides ninety (90) days advance written notice of any such increase to the IMF Procurement Section and (ii) that no price increase shall be more than three (3) percent. The IMF reserves the right to cancel its award for individual line items whose price increases more than authorized amounts and to reprocure the affected goods and services elsewhere.


10.0 SHIPMENTS 10.1 FOB Destination

All shipments off physical media and documentation will be FOB Destination, Washington, DC USA.

10.2 Expedited Delivery

The Fund will pay for the cost of expedited shipping, i.e. next day air, if expedited service is requested by the Fund.

10.3 Tracking of Lost Packages

The Contractor will track and attempt to recover if necessary, lost packages including drop shipments from publishers or distributors if applicable.

11.0 AUDIT

The IMF reserves the right to inspect and audit the Contractor’s accounting, financial and other records and documents which are relevant to the performance of this Agreement. Any such inspection or audit shall be undertaken at the IMF’s cost, and shall occur during normal business hours, and shall be conducted in a manner so as to not unnecessarily interfere with the business of the Contractor. Contractor hereby undertakes to maintain complete, accurate and verifiable records of all costs charged and/or chargeable to the IMF under this Agreement or any extension(s) thereof, and agrees to retain such records for a period not less than three (3) calendar years following a termination of this Agreement or after final payment, whichever occurs last. The Contractor shall diligently cooperate with the IMF’s representatives during any such inspection and audit and hereby waives any objection it may have to such inspection and audit, unless specified in writing and duly acknowledged by both parties in this Agreement. 12.0 RELATIONSHIP OF PARTIES The parties intend that the Contractor shall perform the services provided for and described herein solely as an independent contractor of the IMF, and neither the Contractor nor any of its agents, employees or servants shall be considered an agent, employee or servant of the IMF.


13.0 CONTRACT TERMINATION

13.1 Termination for Convenience

A contract or an individual task order may be terminated in whole or in part by the IMF in accordance with this clause whenever the Fund’s Procurement Office shall determine that such a termination is in the best interest of the IMF. Any such termination shall be effected by delivery to the Contractor at least thirty (30) days prior to the termination date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for completed service, but no amount shall be allowed for anticipated profit on unperformed services.

13.2 Termination for Cause

If, through any cause, the Contractor shall fail to fulfill in a timely and proper manner his or her obligations under this contract or under an individual task order, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this contract, the IMF shall thereupon have the right to terminate, specifying the effective date thereof, at least five (5) days before the effective date of such termination. In such event all finished or unfinished documents, data, studies, surveys, drawings, maps, models, and reports prepared by the Contractor under the contract shall, at the option of the IMF, become its property. Notwithstanding the above, the Contractor shall not be relieved of liability to the IMF for damages sustained by the IMF by virtue of any breach of contract by the Contractor for the purpose of set off until such time as the exact amount of damages due to the IMF from the Contractor is determined.

14.0 INVOICING

14.1 Invoice To

The Contractor agrees to submit itemized invoices for satisfactory completion, delivery, and acceptance of deliverables to such points of contact as are indicated on individual purchase orders or task orders Reference such Purchase Order numbers as may be assigned at a later date by the IMF. Invoices for actual, necessary and reasonable travel and living expenses may be submitted as the relevant expenses are incurred subject to not to exceed limits as indicated in the Summary Pricing Schedule. Individual


expenses in excess of $50.00 must be supported by paid receipts. Payment terms will be Net 30 days.

14.2 Timely Basis of Invoices

The IMF is not obligated to accept any invoice which is delivered to the IMF greater than 180 days beyond the date of delivery for the relevant goods or services covered by the invoice.

15.0 OWNERSHIP

The IMF shall have the exclusive ownership of and right to use any documents or other tangible products, including intellectual property, of the services provided for herein, except to the extent that they incorporate property already owned by any other party including The Contractor. The Contractor shall inform the IMF of such ownership, shall license or obtain any necessary license for the IMF's use of such property, and shall hold the IMF harmless from any claims for unauthorized use of such property. The Contractor recognizes that order history and license inventory information obtained under the terms of this agreement is the property of the IMF and may be shared with a successor contractor in electronic form. 16.0 IMMUNITIES OF THE INTERNATIONAL MONETARY FUND: TAXES AND DISPUTES

Article IX of the Articles of Agreement of the International Monetary Fund, as incorporated into the laws of the United States and the District of Columbia by the Bretton Woods Agreements Act (22 U.S. Code Section 286h), provides that the International Monetary Fund, its property and its assets, wherever located and by whomsoever held, are immune from every form of judicial process. In addition, the IMF, its assets, property, income, and its authorized operations and transactions, are immune from all taxation and from all customs duties, and the IMF is immune from liability for the collection or payment of any tax or duty. Accordingly, and notwithstanding anything to the contrary in this Agreement or any documents to which it refers, it is expressly agreed and understood that --

(a) The Contractor will not invoke the IMF's immunity to avoid any taxes for which the Contractor is legally liable, but will inform the IMF immediately of any attempt to impose a tax to which the IMF's immunity appears to apply, and will cooperate with the IMF at IMF's expense with respect to any such attempt.

(b) The IMF is immune from all forms of judicial process, including lawsuits and summons in connection therewith; the IMF does not waive that immunity in relation to this Agreement.

All claims and disputes arising out of or in connection with this Agreement shall be settled by the mutual agreement of the parties. Provided, however, that failing such agreement, the claim or dispute shall be settled by arbitration. Upon written notice by a


party that a claim or dispute shall be submitted to arbitration, each party shall appoint an arbitrator, and the two arbitrators so appointed shall appoint a third arbitrator who shall act as president of the Tribunal. If the party receiving notice of arbitration fails to appoint an arbitrator within thirty days of receiving notice, then the first arbitrator shall be the sole arbitrator. The Tribunal shall conduct arbitration according to procedures and standards agreed by the parties or, in the absence of an applicable agreement, according to the Commercial Arbitration Rules of the American Arbitration Association then in effect, in so far as determined to be relevant by the Tribunal. The arbitral case shall be decided according to the terms of this agreement and the law of the District of Columbia. If a claim or dispute would have been barred by a time limitation had it been asserted in a court of the District of Columbia, then the Tribunal shall declare the claim or dispute to be extinguished on the merits and the arbitration shall conclude. Any award or procedural decision of the Tribunal shall, if necessary, be made by a majority and, in the event that no majority may be formed, the presiding arbitrator shall proceed as if he were a sole arbitrator. In the event of default by either party in respect of any procedural order made by the Tribunal, the Tribunal shall have power to proceed with the arbitration and to make its award. Unless the Tribunal decides otherwise in its final award, each party shall pay the costs it incurred, including attorneys' fees and the fees of witnesses, in relation to the preparation and presentation of its claims or responses in the arbitral proceedings, and the costs of the conduct of the arbitral proceedings, including arbitrators' fees, shall be equally shared by the parties. The award of the Tribunal shall be rendered within thirty (30) days of the final hearing on the dispute. Such award shall be in writing and in duplicate, one to be delivered to each party. The arbitral award of the Tribunal shall be final and binding upon the parties. The submission of a claim or dispute to arbitration shall not be considered to be a waiver of the immunities of the IMF. 17.0 ASSIGNMENT

This Agreement and any payments that may become due hereunder may not be assigned by either party.

18.0 INSURANCE AND LIABILITY

a. The Contractor agrees to maintain at its own expense such insurance as will fully protect the Contractor, its agents, its employees, its subcontractors and the IMF from any and all claims. The Contractor must carry insurance equal to or greater than the coverages listed below: i. Comprehensive General Liability: $1,000,000 per occurrence $2,000,000 aggregate ii. Automobile Liability: $1,000,000 per occurrence $1,000,000 aggregate iii. Workers Compensation: $500,000 iv. Employer's Liability: Statutory Limit


v. Excess/Umbrella: $2,000,000 b. The maintenance of such insurance is the sole responsibility of the

Contractor, and the IMF shall not be required to bear any of the cost thereof.

c. The Contractor shall submit Certificates of Insurance evidencing the coverages required herein upon execution of this Agreement.

d. The Contractor shall promptly remedy any and all damages or loss to any property caused in whole or in part by the Contractor, its agents, its employees, its subcontractors, or others directly or indirectly employed by them.

19.0 INDEMNIFICATION

a. The Contractor shall indemnify and hold the IMF harmless against any loss or damage that may be sustained by reason of the Contractor’s failure to comply with federal, state, and local laws, ordinances, regulations, and codes.

b. The Contractor shall indemnify and hold the IMF harmless against any action taken by a third party against the Contractor.

20.0 CONFIDENTIAL INFORMATION

The Contractor agrees that it shall require each person assigned to perform work hereunder to abide by the following nondisclosure conditions:

a. Will not disclose, deliver, or use for the benefit of any person other than the IMF, or its authorized agents, any restricted or confidential information or material he or she receives from the IMF, other than material or information previously in the records of the undersigned or obtainable prior to such disclosure, delivery, or use, from third parties or from the public domain;

b. Will adhere to any policies or instructions provided by the IMF as to the classification, use or disposition of any restricted or confidential information or materials;

c. Will not use any restricted or confidential information or material for personal gain;

d. After the completion or termination of the Agreement, will continue to adhere to the first three clauses above; and


e. (If applicable) will report the termination of the permitted period of access to IMF computers (including cancellation of any logon received) to the appropriate Technology and General Services management.

The Contractor further agrees to take such steps as may be needed to ensure that the terms of the nondisclosure statements are observed during and after the term of the Agreement.

21.0 PUBLICITY REGARDING AGREEMENT

21.1 The Contractor may publicly release statements of the fact regarding the Agreement, including the name of the IMF, only upon the IMF's prior review and approval in writing. Requests for such review and approval should be directed to the Fund’s Procurement Office and will not be unreasonably withheld.

21.2 The Contractor agrees not to refer to awards in commercial advertising which states or implies that the services or products provided are endorsed or preferred by the IMF or are considered by the IMF to be superior to other services or products.

22.0 POINTS OF CONTACT

22.1 Questions concerning technical issues may be directed to Mr. Andy White Senior Information Technology Assistant TGS-I, Client Services Division International Monetary Fund 700 19th Street NW Washington, DC 20431 Tel (202) 623-9608 Fax (202) 589-9608

22.3 Questions concerning contractual issues may be directed to John St. Hilaire Senior Purchasing Officer TGS-A, Procurement Division International Monetary Fund 700 19th Street NW Washington, DC 20431 Telephone: (202) 623-6773 Fax (202) 623-4914


23.0 CHANGES

The IMF may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractor's cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly. The IMF Procurement Office must approve all work which is beyond the scope of this Request for Proposal. No services for which an additional cost or fee will be charged by the Contractor shall be furnished without the prior written authorization of the IMF Procurement Section. 24.0 KEY PERSONNEL

The personnel named in the technical proposal as the overall Account Manager shall remain responsible throughout the period of this contract. No diversion or replacement may be made without submission of a resume of the proposed replacement with final approval being granted by the IMF Procurement Office. 25.0 BACKGROUND INVESTIGATIONS REQUIRED

Prior to commencing work at IMF facilities, the Contractor shall engage an investigative agency specializing in background investigations to conduct, at the Contractor’s expense, a criminal history check of each agent or employee of the Contractor whom the Contractor expects will enter IMF’s facilities. The investigative agency is subject to the approval of the IMF. If the Contractor requires assistance identifying an appropriate investigative agency, the IMF’s Security Services Unit can be contacted at (202) 623-7196/7193/6545 for a list of approved investigative agencies.

The criminal history check of each such employee shall identify any records of criminal convictions in Maryland, Washington, DC, and the counties of Arlington, Virginia, Fairfax, Virginia, and the City of Alexandria, Virginia, as well as for each jurisdiction where the agent or employee has lived for the previous seven years or after his or her 18th birthday (whichever is the shorter period).

For each employee checked, the Contractor shall obtain from the investigative agency, on the agency’s letterhead, a report containing the date of the criminal records check, the jurisdictions checked, and the results of the check. Each report shall be maintained on file by the Contractor at all times during which the Contractor is providing services to the IMF and for six months thereafter. The Contractor’s copies of reports shall be made available to the IMF upon request.

When the Contractor receives the reports of all criminal history checks, the Contractor will prepare a letter indicating the name, date of birth, Social Security number and jurisdiction checked for each agent or employee. In respect of each agent or employee for whom no criminal record was found, the letter will state that the investigative


agency’s report indicates no criminal record found. In respect of each agent or employee for whom a criminal record was found, the letter will state: “criminal report enclosed.” The Contractor will deliver (a) the letter, and (b) one copy of each report by the investigative agency which indicates any criminal activity or no criminal activity to:

Security Services Division International Monetary Fund 700 19th Street, NW Washington, DC 20431

No agent or employee of the Contractor will be authorized to enter any IMF facility to perform work under this Agreement without the aforementioned criminal history check. THE IMF RESERVES THE RIGHT TO DENY ACCESS TO THE IMF’s FACILITIES TO ANY INDIVIDUAL. 26.0 COMPLIANCE WITH LAWS

The Contractor shall, at its expense (and not as a Reimbursable Expense), perform its obligations in a manner that complies with all laws, ordinances, rules, regulations and requirements (including identifying and procuring required permits, certificates, approvals and inspections) of all Federal, state and municipal governments, courts, departments, commissions, boards and offices, any national or local Board of Fire Under writers, any environmental agency, or any other body exercising functions similar to those of any of the foregoing that may be applicable (in the absence of any IMF immunity and regardless of whether such laws are enforceable against the IMF or its property) to the services covered by this agreement. 27.0 SCHEDULE OF ATTACHMENTS

Attachment A: Statement of Work Attachment B: Schedule of Currently Effective Volume Licensing

Agreements Attachment C Summary Pricing Schedules

RFP No. 319

Software Reseller

Attachment A

Statement of Work

STATEMENT OF WORK

RFP No. 319

SOFTWARE RESELLER

1.0 SCOPE The IMF wishes to one-source the majority of its software purchases to a single supplier The Supplier will serve as the primary, but non-exclusive, supplier of software products to the IMF. In scope are the full spectrum of software products on the market, including but not limited to commercial off the shelf (COTS) end user and “back office” infrastructure software tools, to enterprise application software. Supplier candidates are expected to clearly demonstrate their ability to meet the requirements set forth in this Statement of Work. 2.0 SERVICE AND OPERATIONAL REQUIREMENTS 2.1 SUPPLIER SUPPORT TEAM - Supplier must provide a consistent support team

and a back-up representative so that the IMF may communicate with the Supplier as required. The support team and back-up representative should be familiar with the requirements set forth in this Statement of Work, plus any subsequent agreements for service and operations. Supplier support team members should be customer service-oriented, proactive, and hold the skills necessary to fulfill IMF requirements. At a minimum, the support team should be accessible by IMF during regular business hours for the Eastern Standard Time zone. The support team should be accessible by email and telephone.

2.2 ENTEPRISE/VOLUME LICENSE AGREEMENTS - The Supplier will be

designated by IMF as the “reseller” agent for certain volume license agreements (e.g.: Adobe CLP; Microsoft Enterprise Agreement). As such, the Supplier candidate will provide the IMF with a list of the major software publishers for which it has manufacturer authorization to service the IMF in this capacity. Furthermore, the Supplier will describe its capabilities and resources that will support the IMF in this role. The primary interests of the IMF in regards to this requirement, is for the Supplier to assist with agreement options, fast dissemination of new product offerings, and the fast turn-around of accurate quotes, and accurate part numbers. Of note is that the IMF’s Enterprise Agreement with Microsoft is due for renewal on May 1, 2007. Furthermore, a majority of IMF software renewals are coterminous with our fiscal year, which begins each May 1.

2.3 QUOTE RESPONSE TIME - Upon request by IMF, the Supplier will provide

accurate quotes and product information to the IMF Requestor, no later than close of business on the next business day. Quotes and product information will be

SOW - 2 - RFP No. 319

thorough and complete to meet the requirements defined by the IMF Requestor. Upon receipt, Supplier will perform an initial review of IMF quote and information requests to ensure that they have sufficient information to proceed. Supplier will notify IMF Requestor immediately or ASAP, if it determines that additional information or clarification is required .

Quote & information due date exceptions: • Software publishers that are new to the IMF and/or Supplier - Two

business days

• In cases of very complex or very large requests - Three business days

• Supplier will advise the IMF requestor in advance or ASAP, if the “special order” exception is applicable.

2.4 PRICING & OPTIONS - Supplier will proactively investigate and quote the best

pricing available to the IMF. In the event that the Supplier determines that a software publisher offers alternative licensing programs or other scenarios that might benefit the IMF (e.g.: cost or other offerings of value), then the Supplier will quickly notify the IMF Requestor with general details of the alternative scenario(s). Supplier is only obligated to provide this information if the IMF Requestor requests the information following the Supplier notification. Regardless of any notified alternative scenarios, Supplier must meet the response time for the initial request, as set for in item 2.3 above, unless otherwise authorized by the IMF Requestor to cancel or delay the initial request.

2.5 QUOTE DELIVERY - Quotes will be delivered to IMF Requestors as an

attachment to electronic mail (email). The quote document will contain applicable part numbers, item descriptions, unit pricing, sub-totals, and grand totals. If applicable, quotes will indicate license or maintenance term date (number of months coverage; end date). The quote document will be presented on letterhead form that in the minimum identifies the Supplier and pertinent Supplier contact information.

2.6 ORDERING –Orders will be placed via transmission of an IMF Purchase Order.

IMF is about to pilot the use of credit card for smaller orders. Authorized IMF employees will be issued credits card will be permitted to place software orders as needed. Supplier will accommodate these methods of ordering.

2.7 PRODUCT DELIVERY RESPONSE TIME –Supplier will ensure that products

are shipped to IMF within ten business days after receipt of IMF purchase orders. The Supplier must notify the IMF Procurement Office within 48 hours after receipt of an IMF purchase order, in the event that the item(s) are placed on back-order or if otherwise delivery is not expected until after the 2 week period. If

SOW - 3 - RFP No. 319

shipment cannot be made within 10 business days, IMF reserves the right to cancel the release and obtain the software from an alternative source.

2.8 PRODUCT DELIVERY REFERENCE – All deliveries to IMF from Supplier will

be labeled with the accurate address, the respective IMF purchase order number, and point of contact name. This also applies to any direct shipment from a software publisher or distributor, in that the Supplier must require and coordinate with the publisher or distributor to ensure that the product package is properly marked with the accurate address, IMF purchase order number and point of contact name. Any product that is lost during delivery and if the loss is attributed to the lack of proper address or purchase order number, will be replaced by the Supplier at no additional cost to the IMF.

2.9 SOFTWARE UPGRADE DELIVERY – Supplier will coordinate with software

publishers and distributors as necessary to ensure that software maintenance upgrade deliveries are properly marked with the IMF shipping address, original purchase order number for the maintenance term, and IMF contact name.

2.10 TERM EXPIRATIONS - The Supplier will provide written notice to the IMF’s

Procurement Office, IMF Requestor, and Site Administrator for licenses, maintenance, and support renewals for all products and terms that were acquired by IMF through the Supplier. Notices should be sent not later than 2 months prior to the expiration date.

2.11 RETURNS AND CREDITS - The supplier will process returns and credits within

5 business days of notification by the IMF. 2.12 SUPPLIER WEB SITE – The Supplier will maintain an Internet web site and

provide access by authorized IMF personnel for product selection, product availability, placing orders, checking order & delivery status, and for generating purchase history reports. Supplier’s web site will be easy to use, with fast transition between screens and fast return on search queries. The Supplier will ensure high availability/up-time of the web site and its functionality. Supplier must provide a demonstration of it’s web site, scripted to meet the relevant requirements detailed in this Statement of Work.

2.13 REPORTING –Supplier will make available to IMF via the Supplier web site a

variety of report types. Account activity should be reflected in the available data for queries within one business day. The functionality should exist for queries going back a minimum of four years. Reports types available for queries should be: pending orders; backorders; customer PO, manufacturer name, manufacturer part number, product name, date & date range (calendar selection), and cost center. Query results should be delivered to the IMF Requestor within one hour, and should be viewable on the web site, and downloadable to the customer in PDF, xls, and csv file formats.

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2.14 ELECTRONIC SOFTWARE DELIVERY – Supplier will provide information on

and demonstrate its electronic software delivery capabilities, if they exist. This interest relates to a potential future need for the ability to download software from the Supplier, for quick access to purchased licenses and upgrades.

2.15 ASSET TRACKING – The Supplier will offer and demonstrate it’s customer-

asset tracking tool(s). Such capabilities will be similar in functional capabilities to what is prevalent in the enterprise-level software reseller market space. Initially, the Supplier web site reporting feature for purchase history will be the primary mechanism used by IMF for tracking assets it has acquired through the Supplier. The Supplier will demonstrate the functionality of the reporting tools and any other asset tracking functionality that it offers.

RFP No. 319

Software Reseller

Attachment B

Schedule of Currently Effective Volume

Licensing Agreements

IMF RFP No. 319

ATTACHMENT B

SCHEDULE OF ENTERPRISE VOLUME LICENSE AGREEMENTS

Publisher: Microsoft Corporation Publisher name for this type of agreement: Microsoft Enterprise Agreement v6.1, Direct Enterprise Enrollment Publisher’s reference No.: Enrollment Number 2677532 Effective date: 5/01/07 Expiration Date: 4/30/10 Renewals are available? Yes; Option to either extend or sign a new EA. Discount Level: Level D Less 15% for Renewal (SA); Level D Less 30% for New (Lic/SA) Misc. Notes: Microsoft Direct via software reseller pass-thru. The IMF’s Enterprise Agreement is an affiliate agreement to the Microsoft/United Nations Custom Business Agreement number U9254711, Enterprise Agreement 01E62941.

Schedule of Products Covered

Product Description Part Number (SKU)

License Quantity

1 Office Professional Plus Listed SA MVL 269-05925 4,7272 Exchange Standard CAL Listed SA MVL Device CAL 381-01648 4,7273 Office SharePoint CAL Listed SA MVL Device CAL H05-00267 4,7474 Windows Server CAL Listed SA MVL Device CAL R18-00049 4,7275 SharePoint Enterprise CAL Listed SA MVL Device CAL 76N-02493 4,7276 Office SharePoint Designer Listed SA MVL 392-02066 507 Project Pro Win32 Listed SA MVL w/1 ProjectSvr CAL H30-00236 4648 Visio Pro Win32 Listed Lic/SA Pack MVL D87-01251 249 Visio Pro Win32 Listed SA MVL D87-01252 130

10 Visio Std Win32 Listed SA MVL D86-01346 20411 Visual Studio Team Suite Listed Lic/SA Pack MVL w/MSDN Prem 121-00004 912 Visual Studio Team Suite Listed SA MVL w/MSDN Prem 121-00002 6213 BizTalk Server Std Listed SA MVL 1 Processor License D75-00288 114 Exchange Svr Ent Listed SA MVL 395-02612 1415 Forefront Sec ExchangeSvr Listed Monthly Subscription MVL Per Device 9SG-00028 4,00016 ISA Server Ent Edtn Listed SA MVL 1 Processor License F89-00453 617 Office SharePoint Server Listed SA MVL H04-00322 518 Project Server Win32 Listed SA MVL H22-00474 119 SharePoint Internet Listed SA MVL H32-00019 220 SQL CAL Listed SA MVL Device CAL 359-00852 4,72721 SQL Svr Enterprise Edtn Win32 Listed Lic/SA Pack MVL 810-04766 1922 SQL Svr Enterprise Edtn Win32 Listed SA MVL 810-04762 1523 SQL Svr Enterprise Edtn Win32 Listed SA MVL 1 Processor license 810-03309 624 SQL Svr Standard Edtn Win32 Listed SA MVL 228-04435 3725 SQL Svr Standard Edtn Win32 Listed SA MVL 1 Processor license 228-03150 226 Visual Studio Foundation Svr Listed SA MVL 125-00134 127 Windows Svr Ent Listed Lic/SA Pack MVL P72-00164 5328 Windows Svr Ent Listed SA Pack MVL P72-00187 2129 Windows Svr Std Listed Lic/SA Pack MVL P72-00202 18330 Windows Svr Std Listed SA Pack MVL P72-00225 27531 Windows Terminal Svr CAL WinNT Listed SA MVL Device CAL R19-00050 2,000

Attachment B 2 RFP No. 319

Publisher: Microsoft Corporation Publisher name for this type of agreement: Microsoft ESA 2.0, Special 1-Year term with rights to renew for additional 1-Year terms; Publisher’s reference No.: Enrollment Number 7317649 Effective date: 5/01/07 Expiration Date: 4/30/08 Renewals are available? Yes. However, this is an ad-hoc “lot purchase” via reseller and we will likely not renew this arrangement after 4/30/10, at which time we would roll any remaining product into the primary MS EA. Discount Level: ESA Level D Misc. Notes: Supplements the IMF’s primary Enterprise Agreement and avoids 3 year enrollment for MSDN developer tool subscriptions, the need for which will reduce gradually as the Fund implements off-shoring of some software development functions.

Schedule of Products Covered

Product Description Part

Number (SKU)

License Quantity

1 Visual Studio Team Suite SW Architect Listed SA MVL w/MSDN Prem 130-00001 6 2 Visual Studio Team Suite SW Developer Listed SA MVL w/MSDN Prem 124-00001 32

3 Visual Studio Team Suite DB Pro Listed SA MVL w/MSDN Prem 9LD-00649 2

4 Visual Studio Team Suite Testers Listed SA MVL w/MSDN Prem 122-00001 2 5 Visual Studio Team Suite Testers Listed Lic/SA Pack MVL w/MSDN Prem 122-00003 12

**************************************************************************** Publisher: Adobe Corporation Publisher name for this type of agreement: Adobe ACLPG 4.5 Program Publisher’s reference No.: Enrollment Number 4400045772 Effective date: 2/20/2006 Expiration Date: 2/28/2008 Renewals are available? Yes. We plan to renew on 2/28/08. Discount Level: Level 2 Misc. Notes: Annual payments.

RFP No. 319

Software Reseller

Attachment C

Summary Pricing Schedules

imf request for proposal no. 319 - software reseller · software reseller - 7 - rfp no. 319 much as...

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