statement of work solicitation - procure.ohio.gov · web viewstate of ohio department of...

Statement of Work Solicitation

NOTICEThis opportunity is being released to DBITS Contractors pre-qualified as a result of MBE RFP #0A1139 and RFP #0A1147.

ONLY Contractors pre-qualified in Category Five the Technology Upgrade / Migration and Transformation Category are eligible to submit proposal responses AND to submit inquiries. The State does not intend to respond to inquiries or to accept proposals submitted by organizations not pre-qualified in this Technology Category.

An alphabetical listing of Contractors pre-qualified to participate in this opportunity follows:

0A1139American Business Solutions, Inc.Ardent Technologies, Inc.Ascendum Solutions LLCCDO Technologies Inc.Cluster Software, IncCompTech Computer Technologies, Inc.Digitek Software, Inc.Diversatec Resources, Inc.Diversified Systems, Inc.ERP Analysts Inc.Evanhoe & Associates IncFlairsoft, LtdHalcyon Solutions, Inc.Logic Soft, Inc.Menya Communications, Ltd.MPOWER SOLUTIONS LLCOptimum Technology, inc.Proteam Solutions, IncSophisticated Systems, Inc.Srisys, Inc.Stellar Innovations & Solutions Inc.Strategic Systems, Inc.TMH SolutionsUNICON International Inc.Vana Solutions LLCVentech Solutions, Inc.Vertex Computer Systems Inc.

0A1147AccentureAdvocate Solutions LLCAxia ConsultingCapGemini AmericaCapTech VenturesCGI Technologies and Solutions, Inc.CMA Consulting ServicesComputer Aid, Inc.g2o, LLCHMB, Inc.IBMIITInsight Public SectorKunz, Leigh & AssociatesMAXIMUS Human Services, Inc.MGT of America, Inc.Navigator Management Partners LLCPCM Sales, Inc.Persistent SystemsPlanet TechnologiesPrelude SystemQuantrum LLCQuick SolutionsR. Dorsey & CompanyRadiant TechnologyRSM USA LLPSense CorpSystems Technology Group, Inc.The Greentree GroupUnicon International. Inc.

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State of Ohio Department of Developmental Disabilities EndPoint Device Refresh

Project Statement of Work

DBITS Solicitation ID No. Solicitation Release Date

DBDMR-20-05-002 12/23/2019

Section 1: Purpose

The purpose of this Project Statement of Work (SOW) is to provide the Ohio Department of Developmental Disabilities (DODD) with Information Technology services in the Technology Upgrade/Migration and Transformation Category. A qualified Contractor, herein after referred to as the “Contractor” or “Offeror”, shall furnish the necessary personnel, equipment, material and/or services and otherwise do all things necessary for, or incidental, to the performance of work set forth in Section 3, Scope of Work.

Table of Contents

Section 1: PurposeSection 2: Background InformationSection 3: Scope of WorkSection 4: Deliverables ManagementSection 5: SOW Response Submission RequirementsSection 6: SOW Evaluation CriteriaSection 7: SOW Calendar of EventsSection 8: Inquiry ProcessSection 9: Submission Instructions and LocationsSection 10: Limitation of Liability

Supplements: Supplement A – State IT Policy, Standard and Service RequirementsSupplement S – State Information Security and Privacy Requirements, State Data Handling Requirements

TimelineSOW Solicitation Release to Pre-Qualified Contractor: December 23, 2019Inquiry Period Begins: December 23, 2019Inquiry Period Ends: January 6, 2020 at 8:00AMProposal Response Due Date: January 20, 2020 at 1:00PM



Section 2: Background Information

2.1 Agency Information

Agency Name The Ohio Department of Developmental Disabilities (DODD)

Contact Name Curt Anderson Contact Phone 1-614-387-8781

Bill to Address Ohio Department of Developmental Disabilities (DODD)Endpoint Refresh - Kim Lewis30 East Broad Street, 12th FloorColumbus, Ohio 43215

2.2 Project Information

Project Name EndPoint Device Refresh

Project Background & Objective

The Ohio Department of Developmental Disabilities (DODD) is initiating a project to move all devices off of the State VDI, replacement of desktops and laptops and the implementation of standard images and deployment processes to manage devices. Devices are located in Columbus, Mount Vernon, Batavia, Warrensville, Toledo, Gallipolis, Cambridge and Tiffin.

The objectives of this project are as follows:

Inventory all physical devices, desktops, laptops and tablets; Inventory all software and solutions used on devices; Develop and implement use of SCCM to manage images:

o Establish SCCM Remote Administration;o Remove unnecessary software from Microsoft OS images; o Remove unnecessary applications that come with the Microsoft OS distribution; ando Utilize Ohio Information Technology Tanium services.

Analyze device image requirements and develop standard deployment images; Develop requirements for configuration of role-based image deployment; Establish Group Polices; Configure PXE boot; Provide training onsite or remote to staff on SCCM procedures and configuration; Automate image updates for software patches and upgrades to installed software; Develop audit controls and proactive processes for managing devices; Collect decommissioned devices, update asset management system (ServiceNow), and return

equipment to a DODD location in Columbus; and Deploy physical devices and update asset management system.

Expected Project Duration

Project duration is expected to be no more than 4 months.

2.3 Project Schedule

Date Task

5 Days from PO High level project plan review meeting.

10 Days from initiation Detail project tasks and plan.



40 Days from initiation Inventory completed, role-groups defined, and images defined.

40 Days from initiation Begin roll out to replace devices.

2.4 Project Milestones

Date Milestone

5 Days from initiation (Anticipated) Vendor resources on-site

10 Days from initiation Project Kick Off Meeting conducted

Project Plan delivered

Project Schedule (WBS using MS Project or compatible) delivered

Communication Plan delivered

Risk Management Plan delivered

Quality Management Plan delivered

40 Days from initiation Begin roll of SCCM and replacement of devices.

90 – 120 Days from initiation

Complete deployment of all devices and staff training for maintenance of:

SCCM processes; and

Begin warranty period of 30 days.

2.5 Contractor’s Work Effort Requirement

The Contractor may subcontract up to 25% of the effort.

2.6 Ohio Certified MBE Set-Aside Requirement

None



Section 3: Scope of Work

3.1 Description of Scope of Work

This project is to refresh all computing devices used by DODD staff to access Microsoft productivity tools and DODD applications with hardware and software that is aligned with job duties. Roles may be general users that access applications through power users that are conducting development and specialized systems maintenance and administration duties.

The scope of work includes but is not limited to:

Technical Staff Training01. SCCM and Endpoint Administration Training for total of up to 15 staff;

02. Training of DODD staff in the use, administration, management and utilization of SCCM for device management; and

03. Establish procedures for device deployment, recovery and software catalog management.

SCCM Infrastructure01. Design and configure the SCCM architecture to include determining the need for remote SCCM servers, building the SCCM

infrastructure, establishing image deployment and monitoring to manage endpoint devices;

02. Ensure all devices utilize BitLocker Device Encryption;

03. Cleanup existing Group Policies and create a set of standards to follow and manage;

04. Create a mechanism where Software Tools are assigned based on Role of user;

05. Establish a catalog of software (through Software Center) solutions that enable end users the ability to install/uninstall a given software tool and enable licensing tracking;

06. Automate distribution of Windows 10 Enterprise OS image and implement patching model that is consistently within three (3) months of release;

07. Configure file type association to ensure that standards are applied and minimize users need to determine how to open a file;

08. Establish device configurations to automatically utilize OneDrive and remove capability for end users to store data locally;

09. Migrate all user data (Home drive) from existing Shared Drive (Isilon storage) to OneDrive;

10. Establish standards and configurations for using Widows Kiosk for selected applications and software;

11. Configure SCCM remote to Remotely administer all Windows computers;

12. File System: Keep System Drive and Data Drive Separate so that all user installed apps and data will be stored separately (Example C: and D: Drives);

13. Configure ability to automatically choose the correct browser based on known capability issues with DODD applications and browsers;

14. Automate the ability for upgrading software and browser plugins when made available by manufacture by not requiring remote desktop support;

15. Configure image to use Microsoft Endpoint Protection based on the State of Ohio Antivirus and Endpoint management requirements, Tanium and Windows Defender;

16. Deploy Roaming User Profiles;

17. Endpoint should be locked down to the maximum extent to secure the device;

18. Improve audit controls and monitoring by developing dashboards and alerts that allow immediate notification when devices are not meeting standard configuration specifications;

19. Create most recent version of Windows 10 Slim version (remove all unnecessary components that are not necessary for an Enterprise environment) and deploy using PXE10 image. Agency will assist in identifying the components which are not required; and

20. Configure to allow device wake up for automated updates.



Deployment/Refresh01. Update BIOS with latest firmware and establish necessary standards for BIOS settings;

02. Remove old devices and transport to designated site in Columbus;

03. Update the asset management information in ServiceNow;

04. Integrate SCCM inventory management for devices with ServiceNow asset management;

05. Replace devices with new equipment and configure based on role groups for individual job duties;

06. Identify and tag devices for redeployment or salvage;

07. Ensure asset tags are placed on devices so that they are visible and are protected from damage;

08. Ensure desktop cabling is neat and organized;

09. Establish software licensing usage and tracking using the Asset Intelligence functions and integrate with ServiceNow asset management;

10. Deployment/Refresh performance to be configured to be within 20-30 minutes;

11. Devices are to be configured to lock automatically after being idle for a predetermined time set by DODD; and

12. Establish method to survey customer satisfaction that measures the quality of the work, timeliness and completeness of the equipment replacement.

Out of ScopePurchase of any hardware or software proposed by Contractor.

3.2 Assumptions and Constraints

Assumptions No new SCCM software will be purchased for this project and all software required is within DODD Azure services or from State of Ohio Office of Information Technology (OIT).

DODD will provide all new devices and all related software licensing for this project.

ServiceNow API for asset management integration is available from OIT.

DODD will provide a staging area for new and old equipment.

Constraints Space for up to three (3) onsite resources will be provided by DODD in the Columbus area.

The project manager must hold an onsite project status meeting twice a week at DODD central offices, State Office Tower, 30E Broad Street.

Travel expenses for Contractor project staff are the responsibility of the Contractor and must be included in the total fixed price deliverables schedule.

3.3 Detailed Description of Deliverables

1. The deliverables defined for this project are high level and Contractors may propose additional deliverables and payment schedule based on their previous experience with projects of this type. Additional deliverables that are proposed are to be included in the table found on page 17.

2. Deliverables are to be provided on the dates specified in the SOW or a mutually agreed upon date. If there is a delay, the Contractor is required to contact the Agency Contract Manager in writing with a reason for the delay and provide a revised schedule. The request for a revised schedule must include the impact on related tasks and the overall project. The Agency Contract Manager or designee must provide approval in writing for all project deliverable changes.



3. All deliverables must be submitted in a format approved by the Agency’s Contract Manager. The agency will complete a review of the deliverables within seven (7) working days of the date of receipt. If there is a delay in meeting the deliverable date the Agency Contract Manager or designee must be notified of the expected delay as soon as it is discovered and what steps will be taken to remediate the delay.

All deliverables must have acceptance criteria established and a time period for testing or acceptance.

Deliverable Name Deliverable Description

Kick-off & Project Plan Project plan with clearly documented milestones, tasks and deliverables.

Device imaging and SCCM configuration Completed assessment and documentation of configuration requirements for software deployment by role groups. Develop OS image requirements, create images and automate deployment using Microsoft SCCM. Document architecture for SCCM and integration points, processes and procedures. Conduct test of deployment at DODD Central Office.

Conduct inventory of all devices and reconcile with ServiceNow asset management, image new devices, deploy and collect devices.

Conduct physical inventory of each site and ensure that assets are documented within ServiceNow. Determine deployment schedule for each site, tag new devices, image each device based on role groups and deploy based on agreed upon schedule. Columbus area will be first deployment and secondary sites will be grouped into multiple waves.

Implementation SCCM monitoring, automated scheduling for software updates and self-service for software installs. Conduct training program for DODD Central Office staff.

Configure SCCM to automatically apply updates to devices for OS patching and software upgrades. Establish licensing tracking and self-service and workflow approvals for requests for special software. Establish dashboard and monitoring capabilities to manage desktops remotely, tracking of non-standard software installs and exceptions. Train up to fifteen (15) DOOD staff in the use of SCCM and best practices for managing endpoints.

Integration of SCCM with ServiceNow. Document processes and procedures and integration for SCCM and ServiceNow asset management. Implement SCCM and ServiceNow API integration for managing endpoint devices and software licensing.

Deliverable Name Due Date (If applicable)

Payment Eligible?Yes/No

Acceptance Criteria

Conduct Project Kick-off Mtg.

Provide the following documentation:

Project Plan; Project Schedule (WBS using MS

Project or compatible); Contingency Plan;

10 Days from SOW initiation

No DODD reviewed and accepted project plan, completed kick-off meeting and documentation.



Deliverable Name Due Date (If applicable)

Payment Eligible?Yes/No

Acceptance Criteria

Communication Plan; Risk Management Plan; and Quality Management Plan.

Device imaging and SCCM configuration 30 Days from initiation

Yes Documentation on role groups, SCCM configuration for automated deployment for up to 15 central office IT staff to test imaging and processes for multiple role groups and configurations including a Windows Kiosk configuration.

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Columbus

40 Days from initiation

Yes Report documenting deployed devices, report of hardware collected, inventory of software deployed.

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Batavia, Gallipolis, Mount Vernon and Cambridge

TBD Yes Report documenting deployed devices, report of hardware collected, inventory of software deployed.

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Warrensville, Toledo and Tiffin

TBD Yes Report documenting deployed devices, report of hardware collected, inventory of software deployed.

Transition and support training, updated documentation for processes and procedures and resolve any outstanding / open issues.

TBD Yes One1-hour (minimum) training session conducted for no more than (15) DODD personnel on configuration and maintenance of SCCM. Training is to include establishing application catalog, automated patching and software upgrades and image deployments procedures and related administration tasks.

Approval of documentation content and completion of post-production support comprising one resource for 30 business days of on call support.

3.4 Roles and Responsibilities

Project or Management Activity/Responsibility Positions Contractor Agency

State of Ohio Project Manager – Coordinates internal SME and technical support. X

State subject matter experts for current configuration information and location support as needed. X



Project or Management Activity/Responsibility Positions Contractor Agency

Primary project manager responsible for project success. X

Software and infrastructure support specialists to design and implement SCCM and automation. X

Subcontracted technical specialists, if applicable. X

3.5 Restrictions on Data Location and Work

1. The Contractor must perform all work specified in the SOW Solicitation and keep all State data within the United States. The State may reject any SOW Response that proposes to do work outside the United States.

2. Project staff must be located within the USA and Contractor must provide location and what type of work that will be conducted offsite. All costs associated with use of offsite office space and related resources is the sole responsibility of the Contractor.

Resource Requirements

DODD will provide the following resources for this engagement:

All software licensing and related servers and endpoint devices;

Current documentation (where available) on existing configurations and inventories;

Adequate facilities, such as workspace, computer hardware and network access, SCCM and ServiceNow access; and

Technical and subject matter experts to support project tasks, as needed.



Section 4: Deliverables Management

4.1 Submission/Format

PM Artifact/Project Work Product Submission Format

Project Plan and Schedule Project plan with weekly updates throughout the project, via email.

MS Project and/or PDF

Weekly Project Status Report Weekly submission to the DODD Project Manager and other authorized DODD personnel, via email.

MS Word Document

Requirements, systems design, training and other documents generated from project.

Via email. MS Visio or MS Office suite compatible. PDF documents are not acceptable for any technical or training documentation generated from this project.

4.2 Reports and Meetings

1. The Contractor is required to provide the Agency Contract Manager with weekly written progress reports for this project. These are due to the Agency Contract Manager by the close of business on Monday of each week throughout the life of the project.

2. The progress reports must cover all work performed and completed during agreed upon period of the report. The report shall also contain planed upcoming work for the next reporting period.

3. The progress report must identify issues encountered or outstanding and provide an explanation of the cause and resolution steps.

4. The Contractor will be responsible for conducting weekly status meetings with the Agency Contract Manager. The meetings will be held on mutually agreed upon date, time and location. Status meetings may be conducted in person or via phone.

4.3 Period of Performance

The period of performance begins on the date the contract purchase order is provided to the solution provider and ends upon completion of the project deliverables or termination of the project by DODD. Performance is based on the delivery and acceptance of each project deliverable.

4.4 Performance Expectations

This section sets forth the performance specifications for the Service Level Agreements (SLA) to be established between the Contractor and State. Most individual service levels are linked to “Fee at Risk” due to the State to incent Contractor performance.

The Service Levels contained herein are Service Levels for this SOW Solicitation. Both the State and the Contractor recognize and agree that Service Levels and performance specifications may be added or adjusted by mutual agreement during the term of the Contract as business, organizational objectives and technological changes permit or require.

The Contractor agrees that 10% of the not to exceed fixed price for the SOW will be at risk (“Fee at Risk”). The Fee at Risk will be calculated as follows:

Total Not to Exceed Fixed Price (NTEFP) of the SOW x 10 % = Total Fee at Risk for the SOW

Furthermore, in order to apply the Fee at Risk, the following monthly calculation will be used:

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Monthly Fee at Risk =Total Fee at Risk for the SOW

Term of the SOW in months

The Contractor will be assessed for each SLA failure and the “Performance Credit” shall not exceed the monthly Fee at Risk for that period. The Performance Credit is the amount due to the State for the failure of SLAs. SLAs will be measured at the end of the project and the monthly fee at risk applies and is cumulative.

At the end of the project, there will be a “true-up” at which time the total amount of the Performance Credit will be calculated (the “Net Amount”), and such Net Amount may be off set against any fees owed by the State to the Contractor, unless the State requests a payment in the amount of the Performance Credit.

The Contractor will not be liable for any failed SLA caused by circumstances beyond its control and that could not be avoided or mitigated through the exercise of prudence and ordinary care, provided that the Contractor promptly, notifies the State in writing and takes all steps necessary to minimize the effect of such circumstances and resumes its performance of the Services in accordance with the SLAs as soon as reasonably possible.

To further clarify, the Performance Credits available to the State will not constitute the State’s exclusive remedy to resolving issues related to the Contractor’s performance. In addition, if the Contractor fails multiple service levels during a reporting period or demonstrates a pattern of failing a specific service level throughout the SOW, then the Contractor may be required, at the State’s discretion, to implement a State-approved corrective action plan to address the failed performance.

SLAs will commence when the SOW is initiated.

Monthly Service Level Report. On a monthly basis, the Contractor must provide a written report (the “Monthly Service Level Report”) to the State which includes the following information:

Identification and description of each failed SLA caused by circumstances beyond the Contractor’s control and that could not be avoided or mitigated through the exercise of prudence and ordinary care during the applicable month;

the Contractor’s quantitative performance for each SLA;

the amount of any monthly performance credit for each SLA;

the year-to-date total performance credit balance for each SLA and all the SLAs;

upon state request, a “Root-Cause Analysis” (herein RCA) and corrective action plan with respect to any SLA where the Individual SLA was failed during the preceding month; and

Trend or statistical analysis with respect to each SLA as requested by the State.

The Monthly Service Level Report will be due no later than the tenth (10th) calendar day of the following month.

SLA Name Performance EvaluatedNon-

Conformance Remedy

Frequency of Measurement

Delivery Date Service Level

The Delivery Date Service Level will measure the percentage of SOW tasks, activities, deliverables, milestones and events assigned specific completion dates in the applicable SOW and/or SOW project plan that are achieved on time. The State and the Contractor will agree to a project plan at the commencement of the SOW and the Contractor will maintain the project plan as agreed to throughout the life of the SOW. The parties may agree to re-baseline the project plan throughout the life of the SOW. Due to the overlapping nature of tasks, activities, deliverables, milestones and events a measurement period of one calendar month will be

Fee at Risk Monthly



established to serve as the basis for the measurement window. The Contractor will count all tasks, activities, deliverables, milestones and events to be completed during the measurement window and their corresponding delivery dates in the applicable SOW and/or SOW project plan. This service level will commence upon SOW initiation and will prevail until SOW completion.

Compliance with delivery date is expected to be greater than 85%.

This SLA is calculated as follows: “% Compliance with delivery dates” equals “(Total dates in period – Total dates missed)” divided by “Total dates in period”.

Deliverable Acceptance Service Level

The Deliverable Acceptance Service Level will measure the State’s ability to accept Contractor deliverables based on submitted quality and in keeping with defined and approved content and criteria for Contractor deliverables in accordance with the terms of the Contract and the applicable SOW. The Contractor must provide deliverables to the State in keeping with agreed levels of completeness, content quality, content topic coverage and otherwise achieve the agreed purpose of the deliverable between the State and the Contractor in accordance with the Contract and the applicable SOW. Upon mutual agreement, the service level will be calculated / measured in the period due, not in the period submitted. Consideration will be given to deliverables submitted that span multiple measurement periods. This service level will commence upon SOW initiation and will prevail until SOW completion.

Compliance with deliverable acceptance is expected to be greater than 85%.

This SLA is calculated as follows: “% Deliverable Acceptance” equals “# Deliverables accepted during period” divided by “# Deliverables submitted for review/acceptance by the State during the period”.

Fee at Risk Monthly

Scheduled Reports Service Level

The Scheduled Reports Service Level will measure the receipt of Reports within SLA schedule or other established time frames.

This SLA is calculated as follows: “Scheduled Reporting Performance” equals “(Total Number of Reports Required – Total Reports Missed/Missing)” divided by “Total Number of Reports Required”.

Fee at Risk Monthly

4.5 State Staffing Plan

Staff/Stakeholder Name Project Role Percent Allocated

DODD Project Manager Provides oversight of project and works in coordination with the Contractor’s Project Manager to ensure project execution and

15%



Staff/Stakeholder Name Project Role Percent Allocated

timeliness.

Two (2) DODD Endpoint technicians Application subject matter expert. 30%



Section 5: SOW Response Submission Requirements

5.1 Response Format, Content Requirements

An identifiable tab sheet must precede each section of a Proposal, and each Proposal must follow the format outlined below. All pages, except pre-printed technical inserts, must be sequentially numbered.

Each Proposal must contain the following:

1. Cover Letter;2. Pre-Qualified Contractor Experience Requirements;3. Subcontractors Documentation;4. Assumptions;5. Payment Address;6. Staffing plan, personnel resumes, time commitment, organizational chart;7. Contingency Plan;8. Project Plan;9. Project Schedule (WBS using MS Project or compatible);10. Communication Plan;11. Risk Management Plan;12. Quality Management Plan;13. Acceptance of Supplement A – State IT Policy, Standard and Service Requirements;14. Acceptance of Supplement S – State Information Security and Privacy Requirements, State Data Handling

Requirements15. Fee Structure including Estimated Work Effort for each Task/Deliverable; and16. Rate Card.

Include the following:

1. Cover Letter:

a. Must be in the form of a standard business letter;

b. Must be signed by an individual authorized to legally bind the Pre-Qualified Contractor;

c. Must include a statement regarding the Pre-Qualified Contractor’s legal structure (e.g. an Ohio corporation), Federal tax identification number, and principal place of business; please list any Ohio locations or branches;

d. Must include a list of the people who prepared the Proposal, including their titles; and

e. Must include the name, address, e-mail, phone number, and fax number of a contact person who has the authority to answer questions regarding the Proposal.

2. Pre-Qualified Contractors Experience Requirements:

a. Each proposal must include a brief executive summary of the services the Pre-Qualified Contractor proposes to provide and one representative sample of previously completed projects as it relates to this proposal (e.g. detailed requirements documents, analysis);

b. Each proposal must describe the Pre-Qualified Contractor’s experience, capability, and capacity to provide staffing and support implementing SCCM, deployment of devices and related asset management for multiple geographic sites using Microsoft solutions for device deployment and management; and

c. Mandatory Requirements: The Pre-Qualified Contractor staffing plan must possess working knowledge of the following:

Microsoft Active Directory; Microsoft Azure; Microsoft Identity Manager (MIM); Microsoft SCCM; and



ServiceNow integration with SCCM.3. Subcontractor Documentation:

a. For each proposed Subcontractor, the Contractor must attach a letter from the subcontractor, signed by someone authorized to legally bind the subcontractor, with the following included in the letter:

i. The Subcontractor’s legal status, federal tax identification number, D-U-N-S number if applicable, and principal place of business address;

ii. The name, phone number, fax number, email address, and mailing address of a person who is authorized to legally bind the Subcontractor to contractual obligations;

iii. A description of the work the Subcontractor will do and one representative sample of previously completed projects as it relates to this SOW (e.g. detailed requirements document, analysis, statement of work);

iv. Must describe the Subcontractor’s experience, capability, and capacity to provide Technology Upgrade/Migration and Transformation, provide specific detailed information demonstrating experience similar in nature to the type of work described in this SOW from each of the resources identified in Section 5, Item 6 Staffing Plan;

v. A commitment to do the work if the Contractor is selected; and

vi. A statement that the Subcontractor has read and understood the RFP and will comply with the requirements of the RFP.

4. Assumptions: The Pre-Qualified Contractor must list all assumptions the Pre-Qualified Contractor made in preparing the Proposal. If any assumption is unacceptable to the State, the State may at its sole discretion request that the Pre-Qualified Contractor remove the assumption or choose to reject the Proposal. No assumptions may be included regarding the outcomes of negotiation, terms and conditions, or requirements. Assumptions should be provided as part of the Pre-Qualified Contractor response as a stand-alone response section that is inclusive of all assumptions with reference(s) to the section(s) of the RFP that the assumption is applicable to. The Pre-Qualified Contractor should not include assumptions elsewhere in their response.

5. Payment Address: The Pre-Qualified Contractor must give the address to which the State should send payments under the Contract.

6. Staffing plan, personnel resumes, time commitment, organizational chart

The Contractor must identify Contractor and sub-contractor staff and time commitment (using the table below). Identify hourly rates for personnel, as applicable.

The Contractor and sub-contractor must also include resumes for each resource identified and an organizational chart must be provided for the entire team

Contractor Name Role Contractor or Sub-contractor? No. Hours Hourly Rate



7. Contingency Plan

The Contractor must identify and provide a contingency plan, should the Contractor and/or subcontractor staff fail to meet the Project Schedule, Project Milestones or fail to complete the deliverables according to schedule. Include alternative strategies to be used to ensure project success if specified risk events occur.

8. Project Plan

The Contractor must Identify and describe the plan to produce effective documents and complete the deliverable requirements. Describe the primary tasks, how long each task will take and when each task will be completed to meet the final deadline.

9. Project Schedule (WBS using MS Project or compatible)

The Contractor must describe the Project Schedule including planning, planned vs. actuals for monitoring performance, milestones, and detailed tasks. Using MS Project, create a deliverable-oriented grouping of project elements that organizes and defines the total work scope of the project with each descending level representing an increasingly detailed definition of the project work.

10. Communication Plan

The Contractor must describe the format and method for weekly updates on project status and escalation procedures that DODD will take if contract deliverables are not being met.

11. Risk Management Plan

The Contractor must describe their Risk Management Plan requirements including the risk factors, associated risks and likelihood of occurrence including consequences for each risk. Describe your plan for mitigating selected risks and plan for keeping people informed about those risks throughout the project.

12. Quality Management Plan

The Contractor must describe your quality policies, procedures, and standards relevant to the project for both project deliverables and project processes. Define who is responsible for the quality of the delivered project artifacts and deliverables.

13. Acceptance of Supplement A – State IT Policy, Standard and Service Requirements

The Contractor must include a fully completed Supplement A as part of their proposal. The Contractor must follow the completion instructions contained in the supplement when preparing their response.

14. Acceptance of Supplement S – State Information Security and Privacy Requirements, State Data Handling Requirements

The Contractor must include a fully completed Supplement S as part of their proposal. The Contractor must follow the completion instructions contained in the supplement when preparing their response.

15. Fee Structure including Estimated Work Effort for each Task/Deliverable

Payment will be scheduled upon approval and acceptance of the below Tasks/Deliverables by the Contract Manager within the usual payment terms of the State.



Deliverable Name Total Estimated Work Effort (Hours)

Not-to-Exceed Fixed Price for Deliverable

Kick-off & Project Documentation Delivered No payment

Device imaging and SCCM configuration

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Columbus

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Batavia, Gallipolis, Mount Vernon and Cambridge

Conduct inventory of all devices and reconcile with ServiceNow asset management for all locations. Image new devices, deploy and collect devices. – Warrensville, Toledo and Tiffin

Transition and support training, updated documentation for processes and procedures and resolve any outstanding / open issues.

Total Not-to-Exceed Fixed Cost for all Deliverables

100% of Contractual Price

16. Rate Card

The primary purpose of obtaining this Rate Card information is to establish baseline hourly rates in the event that change orders are necessary. The DBITS contract is not intended to be used for hourly-based time and materials work. (NOTE – The Rate Card collects rate information for named resources)

Contractors must submit a Rate Card using the section below that includes hourly rates for all resources being provided through this Project. The Contractor may provide additional resources not specifically required in the solicitation.

Resource Title Hourly Rate

$

$

$



Section 6: SOW Evaluation Criteria

Mandatory Requirement Does Not Meet Meets

Prequalified DBITS Contractor – Category 5 Technology Upgrade/Migration and Transformation Reject Accept

Scored Requirements Weight Does Not Meet Meets Exceeds

Contractor or subcontractor has five (5) years or more experience implementing endpoint devices over multiple geographic locations using Microsoft Operating Systems and Microsoft SCCM.

1 0 5 7

Contractor’s proposal shows demonstrated experience of multiple implementations for a minimum of six (6) organizations in the past two (2) years implementing endpoint management technology for devices to include role groups, security controls, automated deployment of images, software upgrade strategy and schedules, software catalog management and asset management using Microsoft SCCM.

3 0 5 7

Contractor’s proposal shows demonstrated experience integrating Microsoft SCCM with ServiceNow for asset management for a minimum of two (2) projects within the past two (2) years.

2 0 5 7

Contractor’s staffing plan and project approach demonstrates ability to meet project deliverables.

3 0 5 7

Price Performance Formula. The evaluation team will rate the Proposals that meet the Mandatory Requirements based on the following criteria and respective weights.

Criteria Percentage

Technical Proposal 70%

Cost Summary 30%

To ensure the scoring ratio is maintained, the State will use the following formulas to adjust the points awarded to each offeror.

The offeror with the highest point total for the Technical Proposal will receive 700 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formula:

Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 700

The offeror with the lowest proposed total cost for evaluation purposes will receive 300 points. The remaining offerors will receive a percentage of the maximum cost points available based upon the following formula:

Cost Summary Points = (Lowest Total Cost for Evaluation Purposes/Offeror’s Total Cost for Evaluation Purposes) x 300

Total Points Score: The total points score is calculated using the following formula:

Total Points = Technical Proposal Points + Cost Summary Points



Section 7: SOW Solicitation Calendar of Events

Firm DatesSOW Solicitation Release to Pre-Qualified Contractor: December 23, 2019Inquiry Period Begins: December 23, 2019Inquiry Period Ends: January 6, 2020 at 8:00AMProposal Response Due Date: January 20, 2020 at 1:00PM

Anticipated Dates

Estimated Date for Selection of Contractor January 31, 2020

Estimated Commencement Date of Work February 14, 2020

All times listed are Columbus, Ohio Local Time.

Section 8: Inquiry Process

Pre-Qualified Contractors may make inquiries regarding this SOW Solicitation anytime during the inquiry period listed in the Calendar of Events. To make an inquiry, Pre-Qualified Contractors must use the following process:

Access the State’s Procurement Website at http://procure.ohio.gov/;

From the Navigation Bar on the right, select “Bid Opportunities Search”;

Enter the SOW Solicitation ID number found on the first page of this SOW Solicitation in the “Document/Bid Number:” box;

Click the “Search” button;

Click on the Document/Bid Number to go to the document information page,

On the document information page, click the “Submit Inquiry” button;

On the document inquiry page, complete the required “Personal Information” section by providing:

o First and last name of the Contractor’s representative who is responsible for the inquiry,

o Name of the Contractor,

o Representative’s business phone number, and

o Representative’s email address;

Type the inquiry in the space provided including:

o A reference to the relevant part of this SOW Solicitation,

o The heading for the provision under question, and

o The page number of the SOW Solicitation where the provision can be found; and

Click the “Submit” button.

A Pre-Qualified Contractor submitting an inquiry will receive an acknowledgement that the State has received the inquiry as well as an email acknowledging receipt. The Pre-Qualified Contractor will not receive a personalized response to the question nor notification when the State has answered the question.

Pre-Qualified Contractors may view inquiries and responses on the State’s Procurement Website by using the “Bid Opportunities Search” feature described above and by clicking the “View Q & A” button on the document information page.

The State usually responds to all inquiries within three business days of receipt, excluding weekends and State holidays. But the State



will not respond to any inquiries received after 8:00 a.m. on the inquiry end date.

The State does not consider questions asked during the inquiry period through the inquiry process as exceptions to the terms and conditions of this RFP.

Section 9: Submission Instructions & Location

Each Pre-Qualified Contractor must submit four (4), sealed and signed copies of its Proposal Response and each submission must be clearly marked “DODD EndPoint Device Refresh” on the outside of its package along with Pre-Qualified Contractor’s name.

A single electronic copy of the complete Proposal Response must also be submitted with the printed Proposal Responses. Electronic submissions should be on a CD or DVD.

Each proposal must be organized in the same format as described in Section 5. Any material deviation from the format outlined in Section 5 may result in a rejection of the non-conforming proposal. Each proposal must contain an identifiable tab sheet preceding each section of the proposal. Proposal Response should be good for a minimum of 60 days.

The State will not be liable for any costs incurred by any Pre-Qualified Contractor in responding to this SOW Solicitation, even if the State does not award a contract through this process. The State may decide not to award a contract at the State’s discretion. The State may reject late submissions regardless of the cause for the delay. The State may also reject any submissions that it believes is not in its interest to accept and may decide not to do business with any of the Pre-Qualified Contractors responding to this SOW Solicitation.

Proposal Responses MUST be submitted to the State Agency’s Procurement Representative:

Ohio Department of Developmental Disabilities Office of Information ServicesAttention: Kim Lewis30 East Broad Street, 12th FloorColumbus, Ohio 43215

Proprietary information

All Proposal Responses and other material submitted will become the property of the State and may be returned only at the State's option. Proprietary information should not be included in a Proposal Response or supporting materials because the State will have the right to use any materials or ideas submitted in any quotation without compensation to the Pre-Qualified Contractor. Additionally, all Proposal Response submissions will be open to the public after the contract has been awarded.

The State may reject any Proposal if the Pre-Qualified Contractor takes exception to the terms and conditions of the Contract.

Waiver of Defects

The State has the right to waive any defects in any quotation or in the submission process followed by a Pre-Qualified Contractor. But the State will only do so if it believes that is in the State's interest and will not cause any material unfairness to other Pre-Qualified Contractors.

Rejection of Submissions

The State may reject any submissions that is not in the required format, does not address all the requirements of this SOW Solicitation, or that the State believes is excessive in price or otherwise not in its interest to consider or to accept. The State will reject any responses from companies not pre-qualified in the Technology Category associated with this SOW Solicitation. In addition, the State may cancel this SOW Solicitation, reject all the submissions, and seek to do the work through a new SOW Solicitation or other means.



Appendix A – End Point Device InformationLocation Total Endpoints VDI Kiosk30 E Broad St, Columbus, OH 43215 Central Office 311 149

Cambridge Developmental Center66737 Toland Dr. Cambridge, OH 43725-8987 CADC 101 87 6

Columbus Developmental Center1601 W Broad Street, Columbus, OH 43222-1807 CDC 167 9

Columbus Developmental Center1601 W Broad Street, Columbus, OH 43222-1807 DDC 17

Gallipolis Developmental Center2500 Ohio Avenue, Gallipolis, OH 45631 GDC 70 7Mount Vernon Developmental Center1250 Vernonview Drive, Mount Vernon, OH 43050 MVDC 97Northwest Developmental Center1101 South Detroit Avenue, Toledo, OH 43614 NODC 97

Southwest Developmental Center4399 East Bauman Lane, Batavia, OH 45103 SODC 92 12

Tiffin Developmental Center600 North River Road, Tiffin, OH 44883 TDC 82 21

Warrensville Developmental Center4325 Green Road, Highland Hills, OH 44128 WDC 131 21

Total Count: 1165 76


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