STATE OF WASHINGTON OFFICE OF SUPERINTENDENT OF PUBLIC INSTRUCTION OLYMPIA, WASHINGTON REQUEST FOR PROPOSALS (RFP) RFP NO. 2012-12 Section F. RFP REQUIREMENTS AND PROPOSAL TEMPLATES ____________________________ 3 READ THIS FIRST ________________________________________________________________________ 3 Template A – Mandatory Requirements _____________________________________________________ 4 Mandatory Requirements (Pass/Fail) ________________________________________________________________ 4 A.1 Letter of Submittal _________________________________________________________________________ 4 A.2 Checklist for Responsiveness Form ____________________________________________________________ 4 A.3 Contract Considerations ____________________________________________________________________ 4 A.4 Minimum Qualifications ____________________________________________________________________ 5 A.5 Certifications and Assurances Form ___________________________________________________________ 6 A.6 List of Recent Contracts _____________________________________________________________________ 6 A.7 OSPI Contractor Intake Form _________________________________________________________________ 6 Template B – Management Requirements ___________________________________________________ 8 Management Requirements (Scored) _______________________________________________________________ 8 B.1 Executive Summary ________________________________________________________________________ 8 B.2 Project Management ______________________________________________________________________ 11 B.3 Installation and Configuration Component _____________________________________________________ 12 B.4 Test Component __________________________________________________________________________ 13 B.5 Training Component ______________________________________________________________________ 13 Template C – Technical Requirements ______________________________________________________ 14 Technical Requirements (Scored) __________________________________________________________________ 16 C.1 General _________________________________________________________________________________ 16 C.2 Identity Matching Requirements and Associated Questions _______________________________________ 17 C.3 Integration, Communication, and Operation Requirements and Associated Questions _________________ 20 C.4 Technical Architecture _____________________________________________________________________ 22 C.5 Installation and Configuration Activities _______________________________________________________ 24 C.6 Acceptance Testing Activities _______________________________________________________________ 25 C.7 Training Activities _________________________________________________________________________ 26 C.8 Warranties, Maintenance and Support ________________________________________________________ 26 Template D – Cost/Contract Requirements __________________________________________________ 28 Cost/Contract Requirements (Calculated/Scored)_____________________________________________________ 28 D.1 General Financial Information Requirements ___________________________________________________ 28 D.2 Implementation Costs _____________________________________________________________________ 29 D.3 Equipment Costs _________________________________________________________________________ 31 D.4 Training Costs ____________________________________________________________________________ 32 D.5 Installation and Configuration Costs __________________________________________________________ 33 Page 1 of 37 RFP No. 2012-12 Identity Matching Software Procurement (Section F – RFP Requirements and Proposal Templates) D.6 Maintenance and Support Costs _____________________________________________________________ 33 D.7 Miscellaneous Expenses ___________________________________________________________________ 35 D.8 Total Cost Proposal _______________________________________________________________________ 35 D.9 Contract Agreements ______________________________________________________________________ 35 Page 2 of 37 RFP No. 2012-12 Identity Matching Software Procurement (Section F – RFP Requirements and Proposal Templates) Section F. RFP REQUIREMENTS AND PROPOSAL TEMPLATES READ THIS FIRST This information presented below will assist Vendors in preparing their responses to RFP #2012-12 for the State of Washington, Office of Superintendent of Public Instruction, for the Identity Matching Software Procurement. Make sure you download all documents. o RFP Main Document (Sections A – E) o RFP Requirements and Proposal Templates (Section F) o RFP Attachments (Attachments A through B) Make sure you use the RFP Proposal Templates for responding: o Template A – Mandatory Requirements o Template B – Management Requirements o Template C – Technical Requirements o Template D – Cost/Contract Requirements Make sure you attach the Vendor Attachments as required. General Information for Vendors: o RFP COORDINATOR (Main Document, Section B.1) o SCHEDULE OF PROCUREMENT ACTIVITIES (Main Document, Section B.2) o SUBMISSION OF PROPOSALS (Main Document, Section B.3) Proposal Format Instructions 1. Use the proposal templates provided in RFP REQUIREMENTS AND PROPOSAL TEMPLATES (Section F). 2. Insert the Vendor’s name into the header of each page. 3. Number each page. 4. Use Arial font, 10 point or larger. 5. Use 8.5 x 11 inch page size. 6. Include a table of contents. Page 3 of 37 RFP No. 2012-12 Identity Matching Software Procurement (Section F – RFP Requirements and Proposal Templates) RFP 2012-12: Mandatory Requirements Template <Insert Vendor Name Here> Template A – Mandatory Requirements If OSPI determines the Vendor has failed the Mandatory Requirements, the Vendor’s proposal will be rejected. Mandatory Requirements (Pass/Fail) Requirement Number A.01.01 A.1 Letter of Submittal Vendors must provide a Letter of Submittal, including, but not limited to, the information requested below about the Vendor and any proposed subcontractors. The Letter of Submittal must be signed and dated by a person authorized to legally bind the Consultant to a contractual relationship, (e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship). Along with introductory remarks, please attach to the Letter of Submittal the following information about the Consultant and any proposed subcontractors: 1. Name, address, principal place of business, telephone number, fax number and email address of legal entity or individual with whom contract would be written; 2. The name of the contact person for this RFP; 3. Name, address, and telephone number of each principal officer (President, Vice President, Treasurer, Chairperson of the Board of Directors, etc.); 4. Legal status of the Consultant (sole proprietorship, partnership, corporation, etc.) and the year the entity was organized to do business as the entity now substantially exists; 5. Location of the facility from which the Consultant would operate; and 6. A detailed list of all materials and enclosures included in the Proposal. Insert Response Here Requirement Number A.02.01 A.2 Checklist for Responsiveness Form Vendors must provide a completed Checklist for Responsiveness (Main Document, Form A). Vendors must insert the completed form into the response box below. Insert the Vendor’s completed “Form A - Checklist for Responsiveness” Here Requirement Number A.03.01 A.3 Contract Considerations Vendors must declare if they or any Subcontractor(s) have contracted with the State of Washington during the past 24 months, indicate the name of the agency, the contract number and project description and/or other information available to identify the contract. Insert Response Here A.03.02 Vendors must declare if any staff or Subcontractor’s staff was an employee of the State of Washington during the past 24 months, or is currently a Washington state employee. Identify the individual by name, the agency previously or currently employed by, and job title or position held and separation date. Insert Response Here Page 4 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Mandatory Requirements Template A.03.03 <Insert Vendor Name Here> Vendors must declare if they have had a contract terminated for default in the last five years, and describe such incident(s). Termination for default is defined as notice to stop performance due to your non-performance or poor performance and the issue of performance was either (a) not litigated due to inaction on the part of the Proposer, or (b) litigated and such litigation determined that the Proposer was in default. Insert Response Here A.03.04 Vendors must declare the full details of the terms of the default including the other party’s name, address, phone number and any other relevant contact information. Vendor must describe the deficiencies in performance and describe whether and how the deficiencies were remedied. Vendor must present any other information pertinent to its position on the matter. OSPI will evaluate the facts and may, at its sole discretion, reject the proposal on the grounds of past experience. If no such termination for default has been experienced by the Vendor in the past five years, so declare. Insert Response Here Requirement Number A.04.01 A.4 Minimum Qualifications Vendors must be licensed to do business in the State of Washington. (Provide a copy of your Washington State Business License or describe how/when you plan to obtain the licensure. Within thirty (30) days of being identified as the ASV, Vendor must be licensed to conduct business in Washington, including registering with the Washington State Department of Revenue.) Insert Response Here A.04.02 OSPI is seeking identity matching solutions from vendors listed on Gartner Magic Quadrant for Data Quality Tools as of August 8, 2012. Proposing vendor must be listed on Gartner Magic Quadrant for Data Quality Tools or must be an authorized third-party reseller or integrator for a company listed on Gartner Magic Quadrant for Data Quality Tools. Refer to http://www.gartner.com/id=2111217. If a third-party reseller or integrator, provide details regarding the nature of your reseller or integrator relationship with the firm listed on the Magic Quadrant for Data Quality Tools. Insert Response Here A.04.03 Vendors must make Key Staff and other Vendor Staff available for on-site work and consultation as required. Insert Response Here A.04.04 Vendors must have two years of experience with identity matching software. Insert Response Here A.04.05 Vendors must have successfully implemented major components of the proposed solution during at least five separate client engagements. Page 5 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Mandatory Requirements Template <Insert Vendor Name Here> Insert Response Here Requirement Number A.05.01 A.5 Certifications and Assurances Form Vendors must provide a signed Certifications and Assurances form (Main Document, Exhibit B). The Certifications and Assurances must be signed and dated by a person authorized to legally bind the Consultant to a contractual relationship, (e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship). Vendors must insert the completed, signed form into the response box below. Insert the Vendor’s completed “Exhibit B - Certifications and Assurances” Here Requirement Number A.06.01 A.6 List of Recent Contracts Vendors must provide a completed List of Recent Contracts. OSPI is interested in the number of Contracts, preferably in the last five (5) years, that relate to the Vendor’s ability to perform the services needed under this RFP. By submitting this proposal, you are granting permission to OSPI to contact recent contracts. OSPI reserves the right to contact any customer on the list for a reference by telephone or other means and evaluate based upon these references. For each of the Vendor’s recent contracts, the Vendor must provide: 1. 2. 3. 4. 5. Contract Reference Number Name of the Contract Contract Period of Performance Contracting Organization Name Contract Contact Information Name Business Address Telephone Number Fax Number Email Address 6. Scope of Work (limited to 100 words) Insert Response Here Requirement Number A.07.01 A.7 OSPI Contractor Intake Form Vendors must provide a signed Contractor/Governmental Entity Intake Form (Exhibit E). The Contractor/Governmental Entity Intake Form must be signed and dated by a person authorized to legally bind the Consultant to a contractual relationship, (e.g., the President or Executive Director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship). Vendors must insert the completed, signed form into the response box below. Insert the Vendor’s completed “Exhibit E – OSPI Contractor Intake Form” Here Page 6 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Mandatory Requirements Template <Insert Vendor Name Here> Page 7 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template <Insert Vendor Name Here> Template B – Management Requirements Using the template provided below, Vendors must provide a full and complete response to each of the numbered requirements. Management Requirements (Scored) Requirement Number Template B – Management Requirements B.1 Executive Summary B.01.01 OVERVIEW & APPROACH Vendors must describe their core business, such as solutions offered, services offered, types of customers, etc. Include an overview of the current leadership structure of the Vendor’s organization. Insert Response Here B.01.02 VENDOR ORGANIZATIONAL CAPABILITIES Vendor must provide a brief description of its entity, including the following: 1. Location(s) in the state of Washington and other business locations 2. Number of employees 3. Areas of specialization and expertise 4. Client base Insert Response Here B.01.03 VENDOR ACCOUNT MANAGER Vendor shall appoint a Vendor Account Manager who will provide oversight of Vendor Contract activities. Vendor’s Account Manager will be the principal point of contact concerning Vendor’s performance under this Contract. Vendor shall notify the OSPI Contract Administrator, in writing, when a new Vendor Account Manager is assigned to this Contract. Vendor must identify the Vendor's Account Manager for this project and detail the Account Manager's authority in the organization. 1. Name 2. Business Address 3. Telephone Number 4. Fax Number Page 8 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template Requirement Number <Insert Vendor Name Here> Template B – Management Requirements 5. Email Address Insert Response Here B.01.04 UNDERSTANDING Vendors must describe their understanding of the scope and objectives of the project. Summarize the proposed solution and services to be delivered by the Vendor and provide an overview of the project's risks and critical success factors. Insert Response Here B.01.05 FINALIST ORAL INTERVIEW AND SCRIPTED SYSTEM DEMONSTRATION Vendors must agree that if selected as a Finalist, the Vendor must participate in an oral interview and scripted system demonstration in Olympia, Washington. Vendors will be responsible for the set-up of the demonstration and for the expense incurred in preparing for and providing the demonstration. Insert Response Here B.01.06 INSTALLATION AND CONFIGURATION RESOURCES Vendors must describe their approach to project staffing and the management of resources to successfully complete the project’s installation and configuration effort. Include a complete description of the Vendor's proposed organization and how the team will be managed during the course of the project. Describe the Vendor’s policies, plans, and intentions regarding maintaining continuity of personnel assignments. Insert Response Here B.01.07 TRAINING RESOURCES Vendors must describe their approach to project staffing and the management of resources to successfully complete the project’s training effort. Include a complete description of the Vendor's proposed organization and how the team will be managed during the course of the training effort. Describe the Vendor’s policies, plans, and intentions regarding maintaining continuity of personnel assignments. Insert Response Here Page 9 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template <Insert Vendor Name Here> Requirement Number Template B – Management Requirements B.01.08 USE OF SUBCONTRACTORS Vendor must provide a description of any plans for subcontracting, which must be in accordance with the following provisions: 1. The State will accept Responses that include third party involvement only if the Vendor submitting the Response shall take complete responsibility for all actions of such Subcontractors. 2. If Subcontractors are being used, Vendor shall provide a list of all Subcontractors to be used and their responsibilities. 3. The State reserves the right to approve or reject any and all Subcontractors that Vendor proposes. Any Subcontractors engaged after award of the Contract must be pre-approved in writing by The State. 4. Specific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 RCW. Vendors should familiarize themselves with the Requirements prior to submitting a Response. Insert Response Here B.01.09 PROJECT SCHEDULE Due to overall project constraints, the target date for Vendor’s completion of Installation and Configuration is thirty (30) calendar days following the date the contract becomes effective. Vendors must provide a proposed schedule and detailed Microsoft Project (2007 or later) work plan as an attachment to the Vendor’s proposal. Vendor submissions to support their response to this requirement shall be named “Attachment B.01.09 – Project Schedule”. The Vendor’s proposed work plan schedule must accommodate the following constraints: Contract Start Date: January 7, 2013 Insert Response Here B.01.10 TEAM STRUCTURE Provide a description of the proposed project team structure and internal controls to be used during the course of the project, including any subcontractors. Provide an organizational chart of your firm indicating lines of authority for personnel involved in performance of this potential contract and relationships of this staff to other programs or functions of the firm. This chart must also show lines of authority to the next senior level of management. Include who within the firm will have prime responsibility and final authority for the work. Insert Response Here B.01.11 STAFF QUALIFICATIONS/EXPERIENCE Identify staff, including subcontractors, who will be assigned to the potential contract, indicating the responsibilities and qualifications of such personnel, and include the amount of time each will be assigned to the project. Vendors must provide all proposed staff Page 10 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template Requirement Number <Insert Vendor Name Here> Template B – Management Requirements resumes as an attachment to the Vendor’s proposal, which include information on the individual’s particular skills related to this project, education, experience, significant accomplishments and any other pertinent information. Vendor examples to support their response to this requirement shall be named “Attachment B.01.11 – Staff Resumes”. The Vendor must commit that staff identified in its proposal will actually perform the assigned work. Any staff substitution must have the prior approval of OSPI. Insert Response Here B.01.12 INSURANCE The ASV is required to obtain insurance to protect the State should there be any claims, suits, actions, costs, or damages or expenses arising from any negligent or intentional act or omission of the Vendor, its Subcontractor(s), or their agents, while performing work under the terms of the Contract. Vendors will find a complete description of the specific insurance Requirements in the proposed contract terms in Agreement A – Sample Contract for Personal Services (Main Document, Section F). Insert Response Here B.01.13 WORK LOCATION All work shall be performed in Olympia, Washington at locations provided to Vendor by the State, except where specifically agreed to in writing by the parties. Vendor shall comply with OSPI policies for Confidentiality of Student Data, Computer System Acceptable Use, Information System Security Training and any other applicable policies as required. These policies will be provided to the apparently successful vendor. Insert Response Here B.2 Project Management B.02.01 GENERAL APPROACH Vendors must describe their overall approach to project management. Include a complete description of the Vendor's proposed approach and methodology for completing all phases and components of the work. This response should not exceed 3 single-sided pages. Insert Response Here Page 11 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template <Insert Vendor Name Here> Requirement Number Template B – Management Requirements B.02.02 WORKPLAN & SCHEDULE MANAGEMENT Vendors must describe how they will use Microsoft Project, as well as the other processes and tools the Vendor will use for tracking, managing, and reporting project progress and activities. Describe how the Vendor’s work plan, schedule management processes and tool(s) were used successfully on a prior engagement. Agree that the Vendor’s proposed work plan and schedule management processes and tools are subject to OSPI approval. Insert Response Here B.02.03 STATUS REPORTING MANAGEMENT Vendors must describe the processes and tools they will use for reporting the status of the project. Describe how the Vendor’s status reporting management processes and tool(s) were used successfully on a prior engagement. Agree that the Vendor’s proposed status reporting management processes and tools are subject to OSPI approval. Insert Response Here B.02.04 DELIVERABLE APPROVALS Vendors must obtain written OSPI approval for all deliverables. All Vendor project deliverables must be reviewed/approved by the Contract Manager (or designee(s)) before being accepted for payment by the Project Sponsor. Insert Response Here B.3 Installation and Configuration Component B.03.01 INSTALLATION AND CONFIGURATION APPROACH Vendors must describe their approach to completing the Installation and Configuration component of the project. Include a complete description of the Vendor's proposed approach and methodology for completing the work. This response should not exceed 3 singlesided pages. Insert Response Here B.03.02 INSTALLATION AND CONFIGURATION DELIVERABLES Vendors must describe their understanding and purpose of required installation and configuration deliverables (Build Plan) and any deliverables proposed by the vendor. Vendors are required to attach examples of Installation and Configuration Deliverables to the Vendor’s proposal. Vendor examples to Page 12 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Management Requirements Template Requirement Number <Insert Vendor Name Here> Template B – Management Requirements support their response to this requirement shall be named “Attachment B.03.02 – Installation and Configuration Deliverable Examples”. Insert Response Here B.4 Test Component B.04.01 TEST APPROACH Vendors must describe their approach to completing the Test component of the project. Include a complete description of the Vendor's proposed approach and methodology for completing the work. This response should not exceed 3 single-sided pages. Insert Response Here B.04.02 TEST DELIVERABLES Describe the deliverables that will be prepared for OSPI to document and certify the completion of testing activities. Vendors are encouraged to attach examples of Testing Deliverables to the Vendor’s proposal. Vendor examples to support their response to this requirement shall be named “Attachment B.04.02 – Testing Deliverable Examples”. Insert Response Here B.5 Training Component B.05.01 TRAINING APPROACH Vendors must describe their approach to completing the Training component of the project. Include a complete description of the Vendor's proposed approach and methodology for completing the work. This response should not exceed 3 single-sided pages. Insert Response Here Page 13 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Template C – Technical Requirements Using the template provided below, Vendors must provide a full and complete response to each of the numbered requirements. In addition to a full and complete response to each of the numbered requirements, Vendors must provide a Vendor Response Code to each of the functional requirements. The Vendor Response Code should indicate the current status of each requirement at the time the Vendor’s proposal is submitted to OSPI. The intent of the Vendor’s Response Code is to identify which functions are core to the Vendor’s proposed solution and will require additional development or the use of a third party product or tool. Permissible Vendor Response Codes are listed below. Vendor Response Code Vendor Response Code Description Out of the Box B Solution completely meets the Technical Requirement without customization or configuration. Configuration Only C Solution must be configured to meet the Technical Requirement but changes to software code are not required. This response must be accompanied with a description of how configuration is completed. Requires Customization Z Solution must be modified to meet the Technical Requirement. This will require the development of enhancements to the Solution that are not currently in place. Third Party Tool or Service T Use of an integrated third-party software tool will be used to meet the requirement. Will Not Provide X Requirement will not or cannot be met by the Vendor. Note: OSPI has inserted “[NA]” where the response code is not required. Page 14 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> EXAMPLE: Page 15 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Technical Requirements (Scored) Requirement Number Template C – Technical Requirements Vendor Response Code C.1 General C.01.01 VENDOR UNDERSTANDING Vendors must acknowledge their understanding that OSPI is seeking to leverage the features, functionalities, and capabilities of an existing commercial off-the-shelf (COTS) identity matching software. It is assumed that the Vendor's proposed solution will inherently provide or will be appropriately modified to meet RFP requirements. Describe the vendor’s approach to meeting the requirements. [NA] Insert Response Here C.01.02 VENDOR'S PROPOSED SOLUTION Vendors must describe the functional components and modules that currently exist in the solution being proposed by the Vendor. All functional components and modules described as part of the proposed solution must also be identified and priced in the response to the Required Software requirement (D.02.01). Detail the key RFP Requirements satisfied by the proposed solution. This response should not exceed 5 single-sided pages. [NA] Insert Response Here C.01.03 VENDOR'S FUNCTIONAL DIFFERENTIATORS Vendors must describe the features, functionality, and capabilities inherently provided in the Vendor’s solution that are not detailed in a response to a specific RFP Requirement. The Vendor’s response should detail the features, functionality, and capabilities included in the Vendor’s proposed solution, but are not detailed in response to a specific RFP requirement. This response should not exceed 5 single-sided pages. [NA] Insert Response Here C.01.04 PRODUCT AVAILABILITY Products proposed shall be generally available and delivered for use as of the effective date of the Contract. Insert Response Here Page 16 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code C.2 Identity Matching Requirements and Associated Questions C.02.01 MATCHING ALGORITHMS AND LOGIC The proposed solution must use a set of algorithms to perform deterministic and probabilistic identity matching. Detail the algorithms and logic used to perform these functions. [ ] Insert Response Here C.02.02 MATCHING CONFIGURATION The proposed solution must have an Identity Matching engine that allows for user-specified configuration of match fields and variables. Please describe what the user is able to configure and how configuration occurs. Please include up to five (5) screen shots. [ ] Insert Response Here C.02.03 MATCHING WEIGHTS The proposed solution must allow users to adjust weights on each of the fields and variables matched. Please describe what weight adjustments are possible, including the degree of adjustment sensitivity, and how the adjustments are made. [ ] Insert Response Here C.02.04 POTENTIAL MATCHES AND MATCH RESOLUTION The proposed solution must allow for the review and resolution of potential matches. Describe how the proposed solution allows users to review and resolve potential matches, including the list of features available to the user that facilitate the review and resolution process. [ ] Insert Response Here C.02.05 TWIN/TRIPLET RESOLUTION The proposed solution must allow for the resolution of twins and triplets with similar names. Describe how the proposed solution handles twin and triplet identity resolution. Insert Response Here Page 17 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [ ] RFP 2012-12: Cost Requirements Template Requirement Number C.02.06 <Insert Vendor Name Here> Template C – Technical Requirements MAXIMUM VARIABLE LIMITS What is the maximum number of match variables allowed? Vendor Response Code [NA] Insert Response Here C.02.07 MAXIMUM RECORD LIMITS What is the maximum number of records that can be submitted for identity resolution per batch process? [NA] Insert Response Here C.02.08 BATCH PROCESS UNIQUE IDENTIFIER The proposed solution must assign a unique identifier per batch run so they can be referenced by other systems or processes. Describe how the proposed solution generates these identifiers and how they can be used by other systems or processes. [ ] Insert Response Here C.02.09 BUSINESS RULE AND MATCHING LOGIC CUSTOMIZATION The proposed solution must allow the user to change/configure business rules and matching logic. Describe how users can customize business rule and matching logic. [ ] Insert Response Here C.02.10 LINKED AND UNLINKED RECORDS PER BATCH PROCESS The proposed solution may optionally allow records to be linked and unlinked by a user. Describe if and how a user can link and unlink records, how the user can review the history of these actions per batch process, and how the history is persisted. [ ] Insert Response Here C.02.11 RUNTIME STATISTICS The proposed solution may optionally maintain runtime statistics. Describe if the system maintains runtime statistics and if so what details are maintained and how they are exposed to the user. Insert Response Here Page 18 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [ ] RFP 2012-12: Cost Requirements Template Requirement Number C.02.12 <Insert Vendor Name Here> Template C – Technical Requirements MATCHING CONFIGURATION REUSE The proposed solution must store configuration settings and allow them to be reused or copied and altered for other matching needs. Describe how configuration settings are stored, cataloged, and managed. Vendor Response Code [ ] Insert Response Here C.02.13 SOFTWARE INTEGRATION The proposed solution may optionally integrate with the other components of a larger software framework. Describe how the proposed solution can integrate with other software or frameworks. [ ] Insert Response Here C.02.14 AUDITING AND TRACEABILITY The proposed solution must perform auditing and tracing for each matching process. Describe how the proposed solution captures usage information for user auditing and traceability purposes and how they are displayed to the user. [ ] Insert Response Here C.02.15 USER NOTIFICATION The proposed solution may optionally provide notification to users when matching processes are complete. Describe how notification occurs and how notification rules and other settings are configured. [ ] Insert Response Here C.02.16 MATCH PERFORMANCE TUNING The proposed solution may optionally provide the ability to perform match performance tuning, including the ability to customize the rules and patterns used to perform field-level matching. Describe how the user can use the tool to improve matching results. [ ] Insert Response Here C.02.17 DEBUGGING The proposed solution can optionally provide debugging services. Describe what debugging services are available and how they are exposed to the user. Page 19 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [ ] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code Insert Response Here C.3 Integration, Communication, and Operation Requirements and Associated Questions C.03.01 INTEGRATION INTERFACES The proposed solution must provide service integration interfaces, such as web services or other related technologies. Describe what interfaces are provided and what functionality they provide. [ ] Insert Response Here C.03.02 MICROSOFT SQL SERVER INTEGRATION The proposed solution must interface with Microsoft SQL server natively out-of-the-box. Describe the level of integration that is possible with the proposed solution, including how stored procedures and functions can be used, and how the solution is accessed by the user or software developer. [ ] Insert Response Here C.03.03 DATASET FORMATS The proposed solution may optionally provide multiple dataset data formats. Describe what dataset formats are supported natively out-of-the-box and which dataset format integration services can be purchased separately. [ ] Insert Response Here C.03.04 MICROSOFT ACTIVE DIRECTORY INTEGRATION The proposed solution must integrate with Microsoft Active Directory for security authentication and authorization. Describe how to manage user security for the proposed solution using Microsoft Active Directory. Insert Response Here Page 20 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [ ] RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Requirement Number Template C – Technical Requirements C.03.05 DATA SECURITY The proposed solution is required to comply with Privacy Act, Family Education Rights and Privacy Act (FERPA) and Washington State OCIO Security Requirements and optionally comply with Health Insurance Portability and Accountability Act (HIPAA) requirements. Describe the security mechanisms employed to ensure data is protected at rest (storage level). Vendor Response Code [ ] Insert Response Here C.03.06 PROCESS MONITORING The proposed solution must provide process monitoring functionality out-of-the-box. Describe what monitoring functionality is available and how it is exposed to the user, including which runtime statistics are displayed, and how these statistics can be accessed programmatically. [ ] Insert Response Here C.03.07 CLUSTER AWARE The proposed solution can optionally be server cluster aware. Describe how clustering support is provided in the proposed solution and what matching volumes are considered large enough to justify clustering. [ ] Insert Response Here C.03.08 LOAD BALANCING The proposed solution can optionally support load balancing. Describe how the proposed solution supports load balancing (automated or based on data criteria) and what matching volumes are considered large enough to justify load balancing. [ ] Insert Response Here C.03.09 FAIL OVER The proposed solution can optionally support server fail-over functionality. Describe how the propose solution supports fail-over functionality. Insert Response Here Page 21 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [ ] RFP 2012-12: Cost Requirements Template Requirement Number C.03.10 <Insert Vendor Name Here> Template C – Technical Requirements VERSION CONTROL The proposed solution can optionally support native version control or 3 rd party version control integration. Describe in detail how server and job configurations are backed up and how previous configuration versions are stored. Vendor Response Code [ ] Insert Response Here C.03.11 WEB-BASED USER INTERFACE The proposed solution can optionally provide a web-based user interface. Describe what functions are available using the web-based user interface and how they compare to any other user interfaces. [ ] Insert Response Here C.03.12 ON-DEMAND IDENTITY MATCHING The proposed solution must provide on-demand identity matching capabilities to support single or small count matching needs. Describe how single or small count (under 100 records) identity matching requests can be processed. [ ] Insert Response Here C.03.13 AD HOC IDENTITY MATCHING The proposed solution can optionally provide support for ad hoc identity matching, defined either manually or programmatically. Describe how matching jobs can be configured and executed quickly and in a user friendly manner. [ ] Insert Response Here C.4 Technical Architecture C.04.01 SOLUTION ARCHITECTURE The proposed solution must run in the following environment. 1. The proposed solution must run and be supported on VMware ESX 5.0 2. Current supported OS: Windows 2008 R2 3. Current supported DBMS: Microsoft SQL 2008 R2 Page 22 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code 4. 4 GB fiber network between servers 5. Microsoft Active Directory OSPI expects to have the proposed solution running in two Active Directory domains. One instance will be in an internal domain and only and for development and testing purposes. The other instance will be in a production environment and will be interfaced with programmatically. Describe the recommended configuration for the hardware to host the proposed solution based on OSPI’s computing environment described in this section. Licenses proposed must be consistent with the Vendor proposed computing environment. Insert Response Here C.04.02 PERFORMANCE REQUIREMENTS The proposed solution must be capable of performing the following scenarios successfully. Scenario 1: Data Source 1: File from Department of Social and Health Services (DSHS). Contains approximately 725,000 records about clients, including identifiable information. The file is in CSV format and is about 750 MB. We receive this file nightly. Data Source 2: Internal data source named CEDARS that we match the DSHS file against. The SQL database has one table we will match against that has about 6 million records and is about 1.7 GB, including identifiable information. The matching process must be complete within 2.5 hours. Scenario 2: Data Source 1: File from Department of Social and Health Services (DSHS). Contains approximately 725,000 records about clients, including identifiable information. The file is in CSV format and is about 750 MB. We receive this file nightly. Data Source 2: Data uploaded to a SQL database by a school district that contains identifiable information. Could contain up to 10,000 records and is about 100 MB. The matching process must be complete within two minutes. Scenario 3: Data Source 1: Internal data source named CEDARS that we match the DSHS file against. The SQL database Page 23 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code has one table we will match against that has about 6 million records and is about 1.7 GB, including identifiable information. Data Source 2: Single record entered into a web-based user interface and submitted to the proposed solution over a service interface. May contain only partial identity information. The matching process must be complete in under one second. Describe the recommended server configuration that will meet the requirements for each of these scenarios. If you are unable to meet one or more of these performance requirements, describe why and describe the performance statistics we could expect based on your server configuration recommendations from C.04.01. Insert Response Here C.04.03 STORAGE REQUIREMENTS Describe the recommended amount and type (RAID 5 or RAID 10) of storage to support the scenarios listed in Requirement C.04.02. [NA] Insert Response Here C.5 Installation and Configuration Activities C.05.01 INSTALLATION AND CONFIGURATION SERVICES Vendor is required to install and configure two instances of the proposed solution in two Active Directory domains, one for development, testing, and internal usage, the other for production programmatic interfaces. Detail the Vendor's proposed process for installing and configuring the proposed solution in these environments, including the level of support expected of OSPI by the Vendor. Vendor is responsible for installation of its Software in the Computing Environment designated by OSPI. Describe how Vendor will install the Software. Include time to involve and expose State staff to the installation work for knowledge transfer. Include the type and number of Staff and the level of effort required. Include Vendor’s best estimate of the time required to install the Software. Describe personnel and level of effort required of State staff to support the installation. Insert Response Here Page 24 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Requirement Number Template C – Technical Requirements C.05.02 BUILD PROCESS AND TEST PLAN The Vendor installation process must include a build document and test plan that describe all the steps to be taken in the installation process and how they are tested to validate the installation. The build document must contain the step-by-step software installation process and an inventory of any customizations performed. Vendor Response Code [NA] Insert Response Here C.05.03 IDENTITY MATCHING INTEGRATION Describe how Vendor will configure the Software so that the State developers are able to productively call identity matching components as an integrated process. Include time to involve and expose State staff to the configuration work for knowledge transfer. Include the type and number of Staff, and the level of effort required. Include Vendor’s best estimate of the time required to configure the Software. Describe personnel and level of effort required of State staff to support this effort. [NA] Insert Response Here C.05.04 INSTALLATION AND CONFIGURATION TIMELINE The target for completing the installation and configuration activities is thirty (30) calendar days following the contract effective date. [NA] Insert Response Here C.6 Acceptance Testing Activities C.06.01 ACCEPTANCE TESTING Vendor shall provide evidence that the software has been installed and configured correctly. Describe Vendor’s approach for demonstrating completion of installation and configuration activities and gaining acceptance of installed and configured software. [NA] Insert Response Here C.06.02 INTEGRATION TESTING Vendor is required to test that both installed instances of the proposed solution are able to connect to OSPI’s Microsoft SQL data sources and the programmatic interfaces (web services, APIs, etc.) are operational. Describe how these components will be tested, including any resources needed from OSPI. Page 25 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code Insert Response Here C.7 Training Activities C.07.01 TRAINING Vendors are expected to provide training for system administrators, developers and “power users.” Minimum training requirements include: Power User – At least two (2) users must be trained how to use the various user interfaces to configure and perform matching processes for personal or ad hoc use. Technical Administration Training – Two (2) technical staff must be trained how to maintain the proposed solution. Software Developer Training – Two (2) software development staff must be trained how to programmatically interface with the proposed solution. [NA] Describe the recommended training for system administrators, developers, and “power users” that will occur within the first thirty (30) days following the Contract effective date. All training must occur at a State location in Olympia, Washington. All training described as part of this section must either be identified as part of the Included Training requirement (D.04.01) or Initial Training requirement (D.04.02). Insert Response Here C.07.02 ADDITIONAL TRAINING Vendor must describe additional training options available that might be of interest, but are not essential to the proposed solution. These additional training options must also be included in the response to the Available Software Training requirement (D.04.03). [NA] Insert Response Here C.8 Warranties, Maintenance and Support C.08.01 WARRANTY Vendor shall describe its warranties for functionality, third party software, compatibility, and any other warranties it makes available to its customers. Page 26 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template Requirement Number <Insert Vendor Name Here> Template C – Technical Requirements Vendor Response Code Insert Response Here C.08.02 EXTENDED WARRANTY Vendor shall describe its extended warranty offering, if available. [NA] Insert Response Here C.08.03 MAINTENANCE AND SUPPORT Vendor shall describe its maintenance and support offerings. 1. Vendor shall describe each of its levels of Maintenance and Support services. 2. Vendor shall identify under what circumstances Maintenance performed by the State will negate warranty coverage or its rights under a Software License. 3. Vendor shall describe its problem escalation procedure. 4. Vendor shall provide 24/7-365 access to Help Desk via toll free telephone call and email. 5. Vendor shall describe its On-site Response support including, but not limited to, time between event and notification to the State; form of notification to the State; and time between event and arrival of Vendor personnel on-site. 6. For Software Maintenance and Support, Vendor shall describe the method by which the State is notified of all upgrades, patches, and new version releases. Vendor must describe when upgrades, patches should be done and by whom. Vendor must clearly define “upgrade,” “patch,” “new version release,” and any other modification associated with Software and to indicate whether modification is provided at zero-cost to the State. Insert Response Here Page 27 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. [NA] RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Template D – Cost/Contract Requirements Using the template provided below, Vendors must provide a full and complete response to each of the numbered requirements. General Requirements for financial information and the Vendor Cost Proposal are located in Section C.5, Cost Proposal. OSPI intends to contract with a Vendor that meets the State’s requirements and offers the best value, but not necessarily the least cost. This section identifies the Vendor’s costs and provides a template for Vendors to complete. OSPI will not be responsible for erroneous, hidden, non-disclosed, or underestimated costs. Prices quoted must remain fixed for the duration of the initial Agreement executed as a result of this RFP. Important considerations for the Vendor: All Vendor costs shall be based on the terms in the RFP, including the model Agreement and Performance Standards. If Vendors propose changes to the model Agreement or Performance Standards, they will need to include in their proposals the amount that the proposed changes to the Agreement will modify their costs. Vendors must not include costs for unplanned or potential changes that may be required by OSPI during the life of the Agreement. These will be requested by OSPI and costs will be negotiated at the point they arise through the appropriate change control/management process. Any contract awarded as a result of this procurement is contingent upon the availability of funding. Vendors must provide their most favorable and competitive cost estimate to perform the work. Vendors must collect and pay Washington State sales tax, if applicable. Cost/Contract Requirements (Calculated/Scored) Requirement Number D.01.01 D.1 General Financial Information Requirements The Vendor must acknowledge the following general financial information requirements: Best Interest of the State - The State is not required to select the Vendor with the lowest overall prices. The State seeks to procure the Software and Services that best satisfy the State’s needs at the lowest price. However, Vendors are encouraged to submit proposals that are consistent with state government efforts to conserve state resources. US Dollars - All prices must be submitted in United States dollars. Taxes - Vendor must collect and report all applicable state taxes. Vendor must not include taxes on the Cost Requirements response. No Volume Commitment - The State makes no volume commitment in this solicitation. All prices provided should be considered maximum or “ceiling” prices. Page 28 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> No Requirement to Buy - There is no requirement that the State buy all Software and Services included in Vendor Pricing Proposal. The State may purchase all or any combination of Software and/or Services included in the Cost Proposal. Payment Model - The State intends to utilize performance-based, time and materials based, and time and materials with capbased payment models which will be set forth in the Statements of Work made pursuant to this RFP and its subsequent Contract. No Charge Products - Where there is no charge or rate for Software, Vendor must enter N/C (no charge) or zero (0) on the Vendor Pricing Proposal, as applicable. If Vendor fails to provide a price, the State will assume the item is free. If the Vendor states “no charge” for an item in its Vendor Pricing Proposal, the State will receive that item free for the period represented in the Vendor Pricing Proposal. Shipping and Handling Charges - All items are to be quoted FOB destination, Mail stop: 47200, Old Capitol Building, P.O. Box 47200, Olympia, WA 98504-7200. All anticipated shipping costs necessary to meet the delivery schedule must be included in the line item price quote of each item. No additional charges for shipping or handling will be allowed. Pricing Protection - For the entire term of the Contract, the Vendor must guarantee to provide the Software and Services at the rates proposed in its Vendor Pricing Proposal. Pricing cannot increase during any term of the Contract. Price Decrease Guarantee - The ASV, at its discretion, may elect to provide Software and Services specified in this RFP at a lower price than originally quoted at any time during the term of the Contract. If the Manufacturer’s suggested retail price decreases at any time during the term of the Contract, Vendor must pass on the decrease for all subsequent purchases. The decrease must be proportionate to the percentage decrease of the Manufacturer’s suggested retail price. Extended Warranty - Vendor shall include a description of extended warranty options and all associated pricing. Subcontractor Costs - Costs for subcontractors are to be broken out separately. Please note if any subcontractors are certified by the Office of Minority and Women’s Business Enterprises. Insert Response Here D.01.02 VENDOR DISCOUNTS The Vendor must list all applicable pricing discounts available to the State for purchases made pursuant to this RFP and associated Contract. Insert Response Here Requirement Number D.02.01 D.2 Implementation Costs REQUIRED SOFTWARE Vendor must provide an all-inclusive, itemized price list of all Software necessary to satisfy all Requirements of this RFP. Each piece of Software must be listed and priced separately, including all operating system, application software, firmware, and/or middleware for each. Software pricing should include costs for installing the software in both development/test and production environments. Additional details may be provided below the Total Required Software Cost. Page 29 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template Software Component Name <Insert Vendor Name Here> Proposed Quantity Proposed Unit Price Component 1 Component 2 Component 3 Component 4 Component 5 Total Required Software Cost (A): Proposed Cost $ $ $ $ $ $ Insert Response Here D.02.02 NO ONGOING TRANSACTIONAL COSTS The State will not contract for a software pricing and licensing model that includes ongoing, transactional costs. Vendors submitting Responses containing Software Licensing models based on or containing ongoing transactional costs will be disqualified and Vendor’s Response will receive no further evaluation. Insert Response Here D.02.03 VENDOR’S STANDARD LICENSING MODEL OSPI expects to use the software for system-to-system communications with up to six hundred (600) concurrent processes and up to three (3) concurrent admin/power users. OSPI expects to match data sets against a master list of over one million (>1,000,000) records with input data sets of up to one million (1,000,000) records. Vendor must describe its own standard licensing model(s) supporting OSPI’s expected usage and associated pricing for Software identified in Requirement D.02.01. Insert Response Here D.02.04 BUNDLED PRODUCTS PRICING Vendor must provide itemized pricing for all Software and Services included in its Vendor Cost Proposal, as specified herein. Vendor must include discounted pricing for bundled Software and Services. Each bundled offering shall be listed and priced separately and must be clearly marked “Bundled Software and Services Pricing.” Additional details may be provided below the Total Bundled Products Pricing. Bundled Component Name Bundled Component 1 Bundled Component 2 Proposed Quantity Proposed Unit Price Proposed Cost $ $ Page 30 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Bundled Component 3 Bundled Component 4 Bundled Component 5 Total Bundled Products Pricing $ $ $ $ Insert Response Here D.02.05 OPTIONAL SOFTWARE Vendor may provide pricing for optional software components that may be of interest to the State, but are not required to fulfill the requirements in the RFP, such as developer or other role-based software. Additional details may be provided below the Total Optional Software Pricing. Optional Software Component Name Proposed Quantity Proposed Unit Price Optional Component 1 Optional Component 2 Optional Component 3 Optional Component 4 Optional Component 5 Total Optional Software Pricing Proposed Cost $ $ $ $ $ $ Insert Response Here VENDOR’S PRICE LIST At its option, Vendor may include its published price list in addition to completing the Vendor Cost Proposal. Should Vendor include its published price list, it must include a set percentage discount. Vendor submissions to support their response to this requirement shall be named “Attachment D.02.06 – Software Price List”. D.02.06 Insert Response Here Requirement Number D.03.01 D.3 Equipment Costs REQUIRED EQUIPMENT Pricing Proposal must list and price Equipment required for Vendor’s Software to function, but not included in the State’s current computing environment. Refer to Requirement C.04.01 for the current computing environment. Additional details may be provided below the Total Required Equipment Cost. Additional Required Equipment Proposed Quantity OSPI Estimated Page 31 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. Proposed RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Cost Per Server $22,500.00 $22,500.00 $22,500.00 $22,500.00 $22,500.00 Total Required Equipment Cost (B): Required Equipment 1 Required Equipment 2 Required Equipment 3 Required Equipment 4 Required Equipment 5 Cost $ $ $ $ $ $ Insert Response Here Requirement Number D.04.01 D.4 Training Costs INCLUDED TRAINING Vendor must identify those trainings which are included in the price of the Software. Insert Response Here D.04.02 INITIAL TRAINING Vendor shall provide a recommended initial training plan, including pricing for system administrators, developers, and “power users” to occur within the first thirty (30) days following the Contract’s effective date. All training must occur at a State location in Olympia, Washington. Additional details may be provided below the Total Initial Training Cost. Proposed Cost Training Course Training 1 Training 2 Training 3 Training 4 Training 5 Total Initial Training Cost (C): $ $ $ $ $ $ Insert Response Here D.04.03 AVAILABLE SOFTWARE TRAINING Vendor must provide an all-inclusive, itemized price list of training options offered by Vendor in support of its Software. Vendor submissions to support their response to this requirement shall be named “Attachment D.04.03 – Training Price List”. Insert Response Here Page 32 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template D.04.04 <Insert Vendor Name Here> ADDITIONAL DOCUMENTATION Vendor must provide an all-inclusive, itemized price list of Vendor’s documentation, manuals and other relevant materials not included in the costs of the Software. Vendor submissions to support their response to this requirement shall be named “Attachment D.04.04 – Documentation Price List”. Insert Response Here D.04.05 INCLUDED DOCUMENTATION Vendor shall identify documentation that is included in the price of the Software. Insert Response Here Requirement Number D.05.01 D.5 Installation and Configuration Costs INSTALLATION AND CONFIGURATION If not included in the price of the software, Vendor must provide a price for installation and configuration services. Installation and Configuration Activity Installation and Configuration Activity 1 Installation and Configuration Activity 2 *Change descriptions and Insert rows as needed Total Installation and Configuration Costs (D): Proposed Cost $ $ $ $ Insert Response Here Requirement Number D.06.01 D.6 Maintenance and Support Costs INCLUDED SOFTWARE MAINTENANCE AND SUPPORT Vendor shall list all components of its Software Maintenance and Support offerings that are included in the cost of the Software and are provided at zero-cost to the State. Access to Help Desk 24/7-365 via toll free telephone call and email shall be included in the cost of the Software. Insert Response Here D.06.02 ADDITIONAL SOFTWARE MAINTENANCE AND SUPPORT Vendor must provide an itemized price list for all Software Maintenance and Support options not included in the cost of the Software. Vendor submissions to support their response to this requirement shall be named “Attachment D.06.02 – Maintenance and Support Price List”. Page 33 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Insert Response Here D.06.03 ANNUAL MAINTENANCE AND SUPPORT FEE Vendor shall provide an all-inclusive fee for the first two (2) base years and the five (5) optional years of Software Maintenance and Support at Vendor’s minimum Software Maintenance and Support offering. Maintenance and Support pricing shall not be increased during the first two (2) years of paid Maintenance and Support Services under the Contract. At the end of the initial two (2) year term, the annual fees for Maintenance and Support shall be increased by no more than three percent (3%) over the previous year’s Maintenance and Support fees. Proposed Cost Annual Maintenance Fee Annual Maintenance Fee Year 1 Annual Maintenance Fee Year 2 Total Base Annual Maintenance Cost (E): Annual Maintenance Fee Year 3 Annual Maintenance Fee Year 4 Annual Maintenance Fee Year 5 Annual Maintenance Fee Year 6 Annual Maintenance Fee Year 7 Total Optional Annual Maintenance Cost $ $ $ $ $ $ $ $ $ Insert Response Here D.06.04 EXTENDED WARRANTY Vendor shall include a description of extended warranty options and all associated pricing. Proposed Cost Extended Warranty Extended Warranty Item 1 Extended Warranty Item 2 Extended Warranty Item 3 Extended Warranty Item 4 Extended Warranty Item 5 Total Optional Annual Maintenance Cost $ $ $ $ $ $ Insert Response Here Page 34 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template Requirement Number D.07.01 <Insert Vendor Name Here> D.7 Miscellaneous Expenses MISCELLANEOUS EXPENSES Vendor to provide an itemized list of miscellaneous expenses it expects to incur in its day-to-day performance of the Services specified in this RFP and subsequent Contract. Proposed Cost Expense Item Expense Item 1 Expense Item 2 Expense Item 3 Expense Item 4 Expense Item 5 Expense Item 6 Expense Item 7 Total Miscellaneous Expense Cost (F): $ $ $ $ $ $ $ $ Insert Response Here Requirement Number D.08.01 D.8 Total Cost Proposal GRAND TOTAL COST PROPOSAL Vendors must populate the table from the previously detailed required costs. Item/Component Description D.02.01 Total Required Software Cost (A) D.03.01 Total Required Equipment Cost (B) D.04.02 Total Initial Training Cost (C) D.05.01 Total Installation and Configuration Costs (D) D.06.03 Total Base Annual Maintenance Costs (E) D.07.01 Total Miscellaneous Expense Cost (F) Proposed Cost Grand Total Cost Proposal (G): Requirement Number $ $ $ $ $ $ $ D.9 Contract Agreements Page 35 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template D.09.01 <Insert Vendor Name Here> CONTRACT AGREEMENT To be responsive to this solicitation, Vendors must indicate a willingness to enter into an contract that contains substantially the same general terms and conditions as shown in the three Sample Agreements (Main Document, Section F): Sample Contract for Personal Services (Agreement A) Sample Contract General Terms and Conditions (GT&Cs) (Agreement B) Sample Performance Standards (Agreement C) Any specific areas of dispute with the Sample Agreements must be identified in the Sample Agreements Revision Matrix (see below). At the sole discretion of OSPI, Vendor requested modifications to the Sample Agreements (Main Document, Section F) may be grounds for disqualification from further consideration in the award of this contract. Vendors may, however, propose revisions to the Sample Agreements (Main Document, Section F) terminology for clarification and procedural purposes, and/or revisions based upon specific elements of their proposed solution. In no event is a Vendor to submit its own standard contract terms and conditions as a proposal to this requirement. Vendor’s new and/or modified agreement paragraphs are the only terms that will be subject to discussion during contract negotiation. OSPI reserves the right to open other paragraphs for discussion and only OSPI can exercise this right. The agreed-upon contract is subject to approval by State authorities. The Vendor must utilize the Sample Agreements as the basis for all proposed revisions. The Vendor’s response must: 1. Identify and provide all proposed changes to the Sample Agreements (Main Document, Section F), if any, and include proposed added, modified and/or deleted terms and conditions, using the Sample Agreements Modification Matrix. Vendors must copy the language they are proposing to revise into the Sample Agreement Modification Matrix and use the automatic revision (track changes) feature of Microsoft Word 2007 or later, to add, modify or delete language. Vendors must provide only those sections or paragraphs (Sample Agreement page numbers and section numbers must be indicated) being proposed for addition, modification and/or deletion by the Vendor. 2. Vendors must explain (in the Sample Agreements Modification Matrix) any and all proposed contract changes and any resulting cost and/or price reductions. Vendors must clearly state (in the Sample Agreement Modification Matrix) they agree with the Sample Agreements if no changes are proposed. Sample Agreements Revision Matrix Page # Model Agreement Section Specific Proposed Change to Sample Agreements Explanation of Proposed Change Cost and/or Price Reduction Page 36 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template. RFP 2012-12: Cost Requirements Template <Insert Vendor Name Here> Page 37 of 37 The Vendor’s name must be displayed in the header of each page. Do not change any formatting on this Vendor Response Template and DO NOT delete rows or columns from the template.
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