V. ADMINISTRATIVE REQUIREMENTS

A.      Introduction

This section contains the mandatory non-technical requirements with which the Bidder must comply. Any deviation from these requirements in the proposal may cause it to be rejected. If the deviation is found to be material, it will result in rejection of the proposal as non-responsive.

It is the intent of the State to evaluate the Bidders' capability (in terms of skills, level of effort, hardware, software, and prior performance) to successfully execute certain tasks such as system operation; program conversion; system design, development, and implementation; and user training. For this reason the Bidder must provide, as part of the proposal, evidence of the required capability and experience in the format specified.

The State shall not award a contract resulting from this RFP to a bidder whose

bid does not qualify for Federal Financial Participation.

The contractor is required to maintain the skill and experience levels of personnel throughout the contract. In the event that contractor personnel vacancies occur, the contractor must provide replacement personnel with skills and experience equivalent to those specified in the Bidder's proposal and subject to State approval. The contractor must agree to notify the State of personnel vacancies and provide resumes of replacement staff. Such notification and proposed replacement must be furnished to the State within 30 calendar days of the first known absence or loss of the original person.

  

B.      Bidder Qualification Response

The State will be qualifying bidders for participation in this RFP process by the scores that a bidder receives in the Bidder Qualification Response. Each Bidder has the opportunity to exceed the minimum requirements listed in the RFP. Inasmuch as it is in the State’s best interest to acquire a SFIS that exceeds the State’s minimum expectations, certain factors will be weighed on a point basis. Only those Bidders who have achieved at least 690 qualification points will be allowed to submit Draft and Final Proposals.

[Mandatory] The Bidder must respond to each of the following seven (7) scorable evaluation factors in the Bidders Qualification Response. The Bidder’s must provide an evaluation of what their proposal will include with respect to each evaluation factor and the rational behind the number of points the Bidder feels should be awarded to them for that factor.

The scorable factors are:

1.         Remote Workstation and Central Site Workstation Reliability

The minimum requirement for Workstation Reliability is specified in Section VI.J.1.

If the Bidder elects to state a Workstation Reliability level greater than that required in Section VI.J.1., the Bidder will be awarded qualification points for the higher level and the Bidder will be contractually obligated to maintain the higher reliability level when the system is in operation.

Points will be awarded for Workstation Reliability (WR) as follows:

98.0% £ WR < 98.5%

0 points

(minimum requirement is 98%)

98.5% £ WR < 99.0%

20 points

99.0% £ WR < 99.5%

25 points

99.5% £ WR

30 points

2.         Central Site Reliability

The minimum requirement for Central Site Reliability is specified in Section VI.J.2.

If the Bidder elects to state a Central Site Reliability level greater than that required in Section VI.J.2., the Bidder will be awarded qualification points for the higher level and the Bidder will be contractually obligated to maintain the higher reliability level when the system is in operation.

Points will be awarded for Central Site Reliability (CSR) as follows:

98.0% £ CSR < 98.5%

0 points

(minimum requirement is 98%)

98.5% £ CSR < 99.0%

45 points

99.0% £ CSR < 99.5%

65 points

99.5% £ CSR

80 points

 

3.         Accuracy

The minimum requirement for this scorable accuracy factor is specified in Section VI.G.1.1. (Two Finger Open Search Accuracy Requirement).

If the Bidder elects to state a Two Finger Open Search Accuracy level greater than that required in Section VI. G.1.1., the Bidder will be awarded qualification points for the higher level and the Bidder will be contractually obligated to maintain the higher reliability level when the system is in operation.

Points will be awarded for Accuracy (ACC) as follows:

96.0% £ ACC < 96.5%

0 points

(minimum requirement is 96%)

96.5% £ ACC < 97.0%

20 points

97.0% £ ACC < 97.5%

50 points

97.5% £ ACC < 98.0%

60 points

98.0% £ ACC < 98.5%

70 points

98.5% £ ACC < 99.0%

80 points

99.0% £ ACC

90 points

 

4.         Response Time

The minimum requirement for this qualification factor is specified in Section VI.F.2.4.(Option 2) – "40% of all match/no-match responses associated with the "Daily Application" workload (PRIORITY searches) shall be returned to the workstation transmitting the search data for display and print within an average of sixty (60) minutes from the time the operator selects END INPUT to the time the match is complete and the system has printed the match result at the site that has requested the search."

If the Bidder elects to state a response time less than that required in Section VI.F.2.4.(Option 2) for PRIORITY searches, the Bidder will be awarded qualification points for the reduced time and the Bidder will be contractually obligated to maintain the reduced response time when the system is in operation.

Points will be awarded for Response Time (RESP) as follows:

60 min ³ RESP > 50 min

0 points

(minimum requirement is 60 minutes)

50 min ³ RESP > 40 min

30 points

40 min ³ RESP > 30 min

60 points

30 min ³ RESP > 20 min

90 points

20 min ³ RESP > 15 min

120 points

15 min ³ RESP

150 points

5.         Bidder Experience with a Large Database System

The size of the CA SFIS database is expected to be over 5,000,000 records in year 4 of system operation. In light of the expected size of the CA SFIS database, the State prefers to contract with a Bidder that has experience with a fingerprint imaging system that has a large database. Therefore, additional qualification points (100) will be awarded to those Bidders who have successfully installed at least one fingerprint imaging system with an operational database size of at least 500,000 records.

In order to be awarded all 100 qualification points for large database experience, the Bidder must

o        list at least one (1) system with a database size equal to or greater than 500,000 records (two fingerprint images) that should be considered by the State (only one successful system with a database size equal to or greater than 500,000 records is necessary to be awarded all 100 qualification points);

o        specify the database size and average monthly workload for each system listed; and,

o        specify a contact person and contact number for each system listed.

 

6.         Number of Installed Systems with Database Size ³ 50,000 records

Section VI.B.1.1. requires that "The proposed system must already be successfully established and in production in another location although not necessarily in a welfare or social services environment."

In addition to the Bidder’s own evaluation of this factor, the Bidder must:

o        submit a list of those contracts for the proposed systems, as used above, with which the Bidder and its subcontractors have been involved, either as a prime contractor or as a subcontractor, during the past five years that meet the following criteria:

o        Development costs in excess of $0.5 million

o        Contract Duration exceeds 1 year

o        Total contract value in excess of $0.75 million

For each contract the Bidder must:

o        specify the database size and average monthly workload for each system listed; and, specify a customer contact name, address, phone number for each contract listed. The State will contact the reference and question them about the system and the Bidder. Negative references will not be awarded qualification points.

o        provide the contracted start date, end date, or anticipated end date of the project

o        provide the approximate value of the contract

o        provide a description of the nature of the work and current status of the project

o        outline the original schedule and final revised schedule, if any, on which the work was accomplished

o        describe any problems / difficulties encountered during the project

o        provide an assessment of the success and value of the completed project

Bidders may subsequently be queried about the contracts submitted in response to the Bidder’s Qualification Response, as well as about other contracts not submitted in response to this Bidder’s Qualification Response, for purposes of assessing risk potential in awarding this contract. In addition, the State will check Contractor Evaluations filed with the Department of General Services (DGS) in compliance with the California Government Code according to the provisions in Section 1283 of the State Administrative Manual. For any of the above mentioned contracts and/or information which are negative in nature, the Bidder may or may not be asked to provide an explanation of the situation and circumstances in writing. Bidders are advised that if such explanations are requested and provided by the Bidder, the submitted explanations may or may not remove or mitigate the concerns of the State's evaluation teams and that the information contained in the evaluations may be used by the State in determining the suitability and acceptability of, or risk associated with, the Bidder's proposal.

In addition, the State will check Contractor Evaluations filed with the Department of General Services (DGS) in compliance with the California Government Code according to the provisions in Section 1283 of the State Administrative Manual. If the Evaluation Team discovers any negative comments in the filed evaluations, the Bidder may or may not be asked to provide an explanation of the situation and circumstances in writing. Bidders are advised that if such explanations are requested and provided by the Bidder, the submitted explanations may or may not remove or mitigate the concerns of the State's Evaluation Team and that the information contained in the evaluations may be used by the State in determining the suitability and acceptability of, or risk associated with, the Bidder's proposal.

 

Points will be awarded for the number of systems for which the references are able to provide positive responses to the State’s inquires. If the State is unable to contact the reference or the reference does not provide a positive reference, that system will not be counted. Points will be awarded as follows:

1 system

0 points

(the minimum requirement is that Bidder must have at least one successful system installed)

2 systems

75 points

3 systems

150 points

4 systems

225 points

³ 5 systems

300 points

 

7.         Accelerated Schedule

The "Accelerated Schedule" qualification factor refers to the start date for the Phase 1 System Functionality and Accuracy Test.

The maximum requirement for this evaluation factor is specified in Section I.H. (Key Action Dates); Phase 1 System Functionality and Accuracy Test must begin no later than seven (7) months after Contract Award.

If the Bidder elects to propose an accelerated development of the CA SFIS which will lead to an earlier start date for the Phase 1 System Functionality and Accuracy Test, the Bidder will be awarded qualification points for the shorter period of time between final Contract signature by the State and the proposed start of the Phase 1 System Functionality and Accuracy Test. If qualification points are awarded for an accelerated schedule, the Bidder will be contractually obligated to meet the accelerated schedule.

Points will be awarded for Accelerated Schedule (SCHED) as follows:

7 months ³ SCHED > 6 months

0 points (maximum time allowable)

6 months ³ SCHED > 5 months

175 points

5 months ³ SCHED

250 points

C.      Staffing/Workplan

 

[Mandatory] The following information is to be included with the Bidder's proposal:

1.         For all people the Bidder intends to work on the project, the Bidder must provide a Staff / skills matrix indicating years of specific experience in the various technical areas of the proposal. The following is a sample of what the Team Skills Matrix should look like. The skill areas and position descriptions should be consistent with the Bidder’s proposed solution. Indicate the position title, name of proposed staff member, the percentage of the person’s time that will be devoted to this contract and, for each functional area, and the number of years experience the individual has in that area. A resume for each person listed in the matrix must be included in the Proposal.

2.         Staff / project role matrix indicating relative level of responsibility for key contractor personnel and percentage of time individual personnel will be devoted to this project.

3.         Bidder's proposed work plan, including:

a.         Identification of all tasks and work items.

b.         Responsibility and level of effort for all tasks including the proposed role and performance responsibilities of the State and Counties.

c.         Proposed specific personnel assignments to support proposed staffing.

d.         Identification of the specific elements, response requirements, or portion of deliverable products and services that each task or work item supports.

e.         Description of the Bidder's procedures for managing subcontractors involved in the project along with subcontractor reporting mechanisms.

f.          Description of the Bidder's quality control policy and procedures including responsibility, top management oversight and audit procedures.

g.         Description of the Bidder's proposed project planning and tracking approach and methodology, project reporting formats and sample content. The progress reporting methodology proposed by the Bidder must be keyed to the work plan elements or milestones. Further, the reporting methodology must include the degree of completion and level of effort or resource expended for all tasks, work items, and events and milestones identified in the workplan.

h.         Description of the Bidder's change control methodology including sample logs, forms, and reporting mechanisms and references on past use of the methodology including success rates, results and audits to support claims.

I.          In addition to the Bidder's proposed work plan, which may be submitted in any format chosen by the Bidder, the Bidder must prepare task schedules. Each task schedule must contain all information called for in sufficient detail to allow the State to assess the appropriateness and adequacy of the Bidder's approach to the project and the probability of success.

j.          To help the Evaluation team understand the bidder’s proposal each bidder must include in their proposal, background information about the bidder and any subcontractors that are participating with the bidder in this endeavor. This information must include the qualification of each organization to provide a SFIS to the State of California, the availability of staff that are identified in the proposal, and a discussion of the availability of the system and the hardware.

 

 

Proposed Team Skills Matrix Sample

 

Skill Area:

Project Management

Finger-print Identifi-cation System Dev.

System Integra-tion

Require-ments Defin.

System Design

Programming Language/ Operating System

RDBMS

Network LAN/WAN

Imaging

% of time devoted to this project

Project Manager John Doe

10 years

5 years

5 years

5 years

5 years

5 years

3 years

0

5 years

100%

Program Manager

(staff name)

 

 

 

 

 

 

 

 

 

 

Technical Support Manager

(staff name)

 

 

 

 

 

 

 

 

 

 

Quality Control Specialist

(staff name)

 

 

 

 

 

 

 

 

 

 

Lead Programmer

staff name)

 

 

 

 

 

 

 

 

 

 

Programmer 1

(staff name)

 

 

 

 

 

 

 

 

 

 

Programmer 2

(staff name)

 

 

 

 

 

 

 

 

 

 

D.      Bidder Responsibility

Prior to award of the contract, the State must be assured that the contractor selected has all of the resources required to successfully perform under the contract. This includes, but is not limited to, personnel in sufficient number and with the skills proposed, equipment of appropriate type and in sufficient quantity, financial resources sufficient to complete performance under the contract, and experience in similar endeavors.

If, during the evaluation process, the State is unable to assure itself of the Bidder's ability to perform under the contract, if awarded, the State has the option of requesting from the Bidder any information which the State deems necessary to determine the Bidder's responsibility. If such information is required, the Bidder will be so notified and will be permitted five (5) working days to submit the information requested.

If the information submitted by the Bidder, or available from other sources, is insufficient to satisfy the State as to the Bidder's contractual responsibility, the State may ask for additional information, or reject the proposal. State's determination of the Bidder's responsibility, for the purposes of this RFP, shall be final.

NOTE: If any of the submitted information is identified by the Bidder as confidential and the State agrees, it shall be treated as such by the State and returned when the Bidder's responsibility has been determined. However, nothing in this section commits the State to avoid practices or procedures mandated by DGS or the Department of Information Technology (DOIT) regarding public information.

 

E.      Confidentiality

[Mandatory] To preserve the integrity of the security and confidentiality measures integrated into the State's automated information systems, each Bidder is required to sign the Confidentiality Statement attached as Exhibit #V - 1 and submit it by the date specified in Section I.

[Mandatory] Similarly, any Bidder or any subcontractor to the Bidder engaging in providing services to the State, requiring him/her to come into contact with confidential or sensitive State information, is required to exercise appropriate and adequate security precautions for such data that is made available to him/her. Such adequacy of security precautions is determined by State Policy and Practice which must be adhered to by its contractors.

 

F.      Use of HWDC Network Services

 

[Mandatory] The Bidder must use network services supplied by Health and Welfare Agency Data Center. The successful Bidder must work with HWDC network services personnel to identify communication requirements for the CA SFIS and work with State personnel in the installation, test, and operation of the CA SFIS network. Bidders must include in the cost of the CA SFIS equipment all communication devices necessary to connect with the HWDC communications network. The Bidder must include, in their response to this section, the WAN bandwidth requirement for each workstation in the CA SFIS for both Month 12 and Month 65 of system operations (refer to Section IV for workload requirements at each site during Month 12 and Month 65).

G.      Other Administrative Requirements

1.         [Mandatory] Bidders must submit audited financial statements or, if applicable, financial statements prepared by a CPA covering a minimum of three (3) years. In the event of a prime contractor/subcontractor bid, financial information concerning the prime contractor will be sufficient. In the event of a joint bid, both parties must submit financial information.

2.         [Mandatory] Bidders must prepare and sign a Cover Letter and submit it with their Bidder’s Qualification Response and Final Proposal.

3.         [Mandatory] Bidders must submit a completed Vendor Data Record, Exhibit #V - 2, and a Nondiscrimination Compliance Statement, Exhibit #V - 3, with the submission of their Draft Proposal and Final Proposal.

4.         [Mandatory] California Government Code Section 8355 requires that contractors to the State must provide for a drug-free work place. Each Bidder must certify compliance to this law by submitting a fully executed Drug-Free Workplace Certification, Exhibit #V - 4, with their Draft Proposal and Final Proposal.

5.         [Mandatory] State law requires that State agencies have participation goals of 15% for Minority Business Enterprises (MBEs), 5% for Woman's Business Enterprises (WBEs) and 3% for Disabled Veteran Business Enterprises (DVBEs) on each awarding department annual expenditures. For this procurement, the participation goal is 15% MBE, 5% WBE and 3% DVBE of the total solicitation cost evaluation amount. To verify compliance with this requirement, the bidder is required to complete the MINORITY, WOMEN AND DISABLED VETERAN BUSINESS ENTERPRISE (M/W/DVBE) PARTICIPATION REQUIREMENT.

            PLEASE READ THIS REQUIREMENT CAREFULLY. FAILURE TO COMPLY WITH THE M/W/DVBE REQUIREMENT MAY CAUSE YOUR PROPOSAL TO BE DEEMED NON-RESPONSIVE AND YOUR FIRM INELIGIBLE FOR AWARD OF THE PROPOSED CONTRACT. Bidders must comply with all provisions of the Minority, Women, and Disabled Veteran Business Enterprise (M/W/DVBE) Participation Requirement, Exhibit #V - 5, and submit the appropriate forms with their Draft Proposal and Final Proposal.

6.         [Mandatory] The Bidder must review the standard State Contracts as provided and submit to the State in their Draft Proposal and Final Proposal, a statement indicating their agreement to use the State Models as the basis for negotiation.

7.         [Mandatory] If any proposal includes equipment or services provided by other firms, it will be mandatory for such Bidder to act as prime contractor for the delivery, and maintenance of the entire system. The proposal must include an affirmative statement by the Bidder accepting Prime Contractor responsibility.

State will consider such a Prime Contractor the sole point of contact with regards to all contractual obligations, including payment. The contractor may appoint a sub-contractor as the single point of contact with regard to equipment warranty service. This will be allowed at the sole discretion of State; however, it does not relieve the Bidder from its Prime Contractor responsibility.

 

8.         The Target Area Contract Preference Act (Government Code Section 4530 et seq.) and the regulations (Section 1896 et seq., Title 2 of California Administrative Code) implementing the Act, provide for a five percent (5%) preference to California-based companies which certify, under penalty of perjury, that for contracts for services (Government Code Section 4534 - personal or consultant services) the contract shall be accomplished at a worksite or worksites located in distressed areas. Additional preferences ranging from one (1) to four (4) percent are provided for if a qualified Bidder agrees that persons with a high risk of unemployment, as defined, will be hired to perform this contract.

Bidders desiring to claim TACPA preference must complete the appropriate TACPA form, STD. 830G (for goods) or STD. 830S (for services), attached as Exhibits #V - 6 and #V - 7 of this section and submit it with both their Proposals. TACPA preference is subject to verification by the Department of General Services, Office of Small and Minority Business. The State will obtain the required verification upon submission of the properly executed STD. 830.

Questions regarding TACPA preference should be directed to the Office of Small Business at (916) 322-5060.

 

9.         The Employment and Economic Incentive Act (Government Code Section 7080, et seq.) and the regulations (Sections 1896.70 - 1896.81, Title 2, Subchapter 11, of the California Code of Regulations) implementing the Act, provide for a five percent (5%) preference to California-based companies which certify, under the penalty of perjury, that no less than fifty percent (50%) of the labor required to perform the contract shall be accomplished at a worksite or worksites located in a designated enterprise zone. Enterprise zones are designed to encourage job-producing business development in designated sections of cities or counties. Additional preferences ranging from one (1) to four (4) percent are provided if a qualified contractor hires employees from a high-density unemployment area, or are qualified enterprise zone employees.

Bidders desiring to claim EEIA preference must complete the appropriate EEIA form, STD. 831G (for goods) or STD. 831S (for services), attached as Exhibits #V - 8 and #V - 9 of this section, and submit it with all proposals. EEIA preference is subject to verification by the Department of General Services, Office of Small and Minority Business. The State will obtain the required verification upon submission of the properly executed STD. 831.

Questions regarding EEIA preference should be directed to the Office of Small Business at (916) 322-5060.

10.        The State of California, in cooperation with California industry, has developed a program whereby the State of California intends to assign the offset credits associated with the foreign content of their purchases to a California company which has offset commitments in that foreign country, for use as full or partial satisfaction of the California company's offset obligation in that country. The supplier agrees to support the California company in its claim for offset credit and provide assistance to the California company provided that the supplier does not plan to utilize the credits for its own benefits. See Exhibit #V - 10.

11.        The RFP is available on diskette in Word for Windows and Lotus 1-2-3 formats to facilitate the preparation of the requirement responses and may be requested in writing from the Department Official. If there is a difference detected between the diskette and the printed copy, the printed copy of the RFP shall prevail.

12.        [Mandatory] The Federal Department of Labor requires that State agencies which are expending Federal funds of $25,000 or more to have in the contract file, a certification by the Bidder that they have not been debarred or suspended from doing business with the Federal Government. Each Bidder must certify compliance by submitting a fully executed copy of Exhibit V-11 with the Draft and Final Proposals.

13.        [Mandatory] The contract executed as a result of this RFP must be able to be amended by mutual consent of the State and the Contractor.

 

14.        [Mandatory] Any subcontractor (including MBE/WBE/DVBE subcontractors) that the Bidder chooses to use in fulfilling the requirements of this RFP, and which is expected to receive more than ten (10) percent of the estimated value of the contract, must also meet all Administrative and Technical Requirements of the RFP, as applicable. The prime contractor must notify all subcontractors of all terms and conditions, including maintenance.

15.        [Mandatory] All items shall be shipped FOB DESTINATION - ON SITE. Bids quoting other than FOB Destination will be rejected.

16.        Payment terms shall be as indicated in the bid. Quick payment discounts of less than twenty (20) days will be considered Net.

17.        [Mandatory] The State requires the option to terminate, as applicable, the Contract or any portion of the Contract at any time during the contract period, should either the State Legislature or the Federal Government fail to appropriate sufficient funds for the continuance of the contract or individual orders in the following fiscal year.

18.        [Mandatory] The Contractor must identify to the State all supplies necessary for the operation of the proposed equipment. The list of supplies shall include, but not be limited to, the following items: Digital Optical Disks, DAT Tape, printer toner cartridges, any other consumable printer item, Live Scan consumable items, and photo camera supplies. The supplies list must identify the unit cost of each consumable item and the estimated rate of consumption of each supply item. In a like manner, the Contractor must identify all supplies necessary for the operation of each newly installed piece of equipment, in writing, at the time of installation for each installation site. Such supplies used by the State and Counties shall conform to the Contractor's published specifications. Each supply item and unit costs for each supply item shall be included in the Cost Volume and will be included in Rider J, Other Contractor Commitments, of the Contract resulting from this procurement.

19.        [Mandatory] All equipment or features requested for substitution by Contractor for originally bid or subsequently added equipment or features must, at the States option, pass a thirty (30) consecutive workday operational test before substitution will be approved. For the purposes of this test the Contractor will provide at no charge to the State up to three devices including all features, for this purpose at the location(s) designated by the State.

20.        [Mandatory] Documented procedures mutually agreed upon by both the State and the Contractor will be made part of the Contract. Documented includes anything printed or written and shall include but is not limited to procedures.

 

H.      MAINTENANCE

 

1.         General

a.       [Mandatory] The Contractor will be responsible for all maintenance of all hardware and software included in this proposal. The Contractor will be responsible for maintenance of purchased hardware and software included in this proposal. If applicable, the Contractor will be responsible for working in cooperation with the representatives of equipment manufacturers and the HWDC Telecommunications Division to diagnose and resolve any problems.

b.       [Mandatory] The Bidder shall specify in writing the frequency and duration of preventive maintenance specifically for hardware and software (as applicable).

c.       [Mandatory] Preventive (scheduled) maintenance shall be performed on a schedule which is mutually acceptable to the State, the Counties, and the Contractor, which is consistent with the State's operating requirements, and which is based upon the specific needs of the hardware and software as determined by the Contractor.

d.       [Mandatory] An off-line maintenance capability must be provided to allow the hardware proposed to be tested for correct operation without the use of the central processing unit or its front end controller.

 

2.         Principal Period of Maintenance

[Mandatory] The Principal Period of Maintenance (PPM) is defined as any twelve (12) consecutive hours per day, excluding holidays observed at the installation site. Service calls occurring within this period are to be covered by the basic monthly maintenance charges. Initially, the Principal Period of Maintenance time shall be 7:00 a.m. through 7:00 p.m., Monday through Friday on all regularly scheduled Site work days. The monthly maintenance charges for Maintenance Service Coverage shall be for this period. The Principal Period of Maintenance may be changed by the State upon thirty (30) days written notification.

 

3.         Preventive Maintenance (Scheduled)

a.         [Mandatory] Preventive Maintenance is a service provided by the bidder to keep the hardware and/or software in proper operating condition and to ensure that the State's continuing standards of performance are met. THE BIDDERS MUST DISCUSS IN DETAIL IN THEIR PROPOSAL ALL ASPECTS OF THEIR PREVENTIVE MAINTENANCE PLAN. The plan must include such items as the type of maintenance activity to be performed, the frequency of this maintenance, and the expected duration. Bidders must include the charges for this maintenance in the COST SECTION OF THE RFP.

b.         [Mandatory] A Preventive Maintenance schedule shall be negotiated to the mutual satisfaction of the Contractor and the State. The schedule for Central Site Preventive Maintenance must be flexible enough to allow preventive maintenance of the Central Site to be performed outside the Principal Period of Maintenance (PPM) in order to minimize the impact to the normal operations of the State and Counties. Preventive maintenance of Remote Input Workstations at County sites will normally occur during reduced-workload periods within regular County site operating hours. Central Site and County Remote Input Workstation Preventive Maintenance schedules may be changed only by mutual consent.

4.         Remedial Maintenance (Unscheduled)

a.         [Mandatory] Remedial Maintenance is performed by the Contractor on an unscheduled on-call basis arising from hardware and/or software failure. Remedial maintenance shall be commenced promptly after notification by an authorized representative that hardware or software is inoperative and the Contractor shall always be responsive to the maintenance requirements of the State.

The Contractor may assign a reference number to each call-in but that number must cross reference the State-assigned reference number.

b.         [Mandatory] The time required for the Contractor to respond to a call for remedial maintenance is known as response time. This time is defined as the time interval between the time a trouble call is made and the time maintenance service personnel arrive at the site of the problem, exclusive of that time during which the Contractor is denied access to the equipment.

The following requirements pertain to remedial maintenance of CA SFIS equipment or software that is not contained within the Central Site system:

The Bidder will designate the location of all maintenance sites within the State. Bidders are to list the number of service personnel at each maintenance site that are trained to service the hardware and software that is proposed.

The maximum response time will vary depending on the site location distance from City Hall in the nearest city listed in Table V.H.4.

Anaheim

Bakersfield

Fresno

Los Angeles

Marysville

Monterey

Oakland

Redding

Sacramento

San Bernardino

San Diego

San Francisco

Stockton

San Jose

Riverside

Table V.H.4.:

For those sites located within a 40-mile radius of City Hall in any city listed in Table V.H.4., the maximum response time shall not exceed two (2) hours. For those sites located outside of the 40-mile radius of City Hall in any city listed in Table V.H.4., an extra one-half (½) hour will be allowed for each additional 20-mile increment. At no location shall the response time exceed eight (8) hours.

 

The following requirements pertain to remedial maintenance of CA SFIS equipment or software that is contained within the Central Site system:

The maximum response time shall not exceed one (1) hour. Further, in the event of a malfunction within any component or components of the Central Site system, the Central Site system must be restored to full operational status and be fully operational within two (2) hours of the time of the original system failure.

 

c.         [Mandatory] Service calls initiated within the Principal Period of Maintenance must be covered by the basic monthly maintenance charges. In this context, "initiated" is interpreted to mean that someone has placed a telephone call to the agreed-upon Help Desk telephone number and that either the Help Desk operator is reached or the person placing the Help Desk call is placed in the Help Desk queue. There shall be no additional charge for remedial maintenance during the Principal Period of Maintenance.

d.         [Mandatory] If remedial maintenance is required at any time other than during the PPM, the response time will be no more than one (1) hour beyond the time allotted in Paragraph H.4.b. above. The Contractor will be allowed to charge on an hourly basis for remedial maintenance outside of the Principal Period of Maintenance, however, charges will only be assessed to the extent as bid and included in the COST SECTION. There will, however be no charge for remedial maintenance of a malfunction which occurred and was serviced within the previous 48 hours, i.e. a "call back."

e.         [Mandatory] Bidder must supply a list of service locations which would be used and the numbers of personnel at each location trained to service the hardware, operating system software and application software products proposed.

f.          [Mandatory] Bidders are required to discuss all available levels of remedial maintenance, i.e., in the event the first level of maintenance personnel is unable to correct the problem, what higher level of trained personnel can be called in for consultation, when the additional maintenance personnel will be called, and the expected response time. The State's specific requirements for response times and levels of support are contained in Rider F of the Model Contract.

 

5.         Equipment Substitution

a.         If the Contractor so desires, and the State and County Welfare Office permits, the Contractor may provide spare major equipment components at the operating location at no additional cost to the State, to be substituted by site personnel in the event installed equipment becomes inoperable due to equipment failure. If such an arrangement is deemed desirable, the Contractor shall instruct the appropriate personnel in the proper methods of disconnecting failed equipment, physically replacing such equipment by the appropriate spare component, and connecting the spare equipment. Contractor will repair/replace failed equipment within five (5) working days after notification by the State.

b.         The above-described procedure is intended to assist the Contractor by facilitating his fulfilling the remedial maintenance response time requirements particularly in outlying areas and pertains only to the on-site substitution of major items of operable equipment for inoperable equipment. It is not contemplated that replacement of cables, circuit boards, or any parts, assemblies, or subcomponents of operable equipment will be handled in this manner. If such a procedure is agreed upon, the State and County personnel shall use all due care in substituting the equipment, but shall not be responsible, unless willfully negligent, for damage to the Contractor's equipment.

c.         If the above-described procedure is implemented, the Site agrees to provide adequate storage for such spare equipment, secured with an appropriate lock, the keys to which shall be retained by both the Site and the Contractor.

 

6.         Equipment Replacement

[Mandatory] Leased or purchased machines, which fail to function in the manner for which they were designed and contracted for such that the State's programs are adversely affected, shall be replaced at the State's request. Before requesting replacement, the State will attempt to satisfactorily resolve the problem with the Contractor. The State will be the sole judge as to the adverse impact upon State programs of non-functioning equipment requested for replacement, however the State shall not act in an arbitrary or capricious manner.

 

7.         Replacement Parts

[Mandatory] The Bidder must submit with their proposal reasonable proof of an ability to stock at least 90% of replacements parts at all maintenance center sites on an on-going basis for components in the system proposed and provide replacement parts within the required response time. For the purpose of this requirement, "90% of replacement parts" is defined as the greater of a., 90% of all replacement parts that are estimated to fail in all CA SFIS components serviced by a particular maintenance center within one month, or b., 90% of non-redundant unique equipment pieces that comprise CA SFIS components that are serviced by a particular maintenance center. Contractor must provide the State Project Manager with a list of replacement parts at each maintenance center on a quarterly basis. This list must show an inventory of at least ninety percent (90%) of replacement parts. At any time, the list of replacement parts must include all items that have failed at two percent (2%) or more of all CA SFIS workstations within the past twelve (12) month period. The level of maintenance support proposed must be such that it will maintain an effective level of system operation during the Principal Period of Maintenance. This level must equal or exceed the percentages as they are shown in Rider D. The required percentage of replacement parts stored by the Contractor specified in this section in no way relieves the Contractor from fulfilling the up-time requirements of the system as specified in this RFP.

 

8.         Deleted

 

9.         Reliability Improvement Notices

[Mandatory] All reliability improvements which are released by Contractor or manufacturer for the same type of equipment as being maintained under the terms of a maintenance contract shall be made with the consent of and without additional charge to the State during the period of any maintenance contract.

10.       Periodic System Checks

[Mandatory] Contractor must include a set of procedures and a plan on how to implement the procedures which will ensure that all security measures are operational, and that all hardware and software is functioning correctly. Periodic system checks must be accomplished at least daily; these procedures must not degrade system performance to the extent that the system cannot meet the requirements specified in this RFP. All exceptions must be reported to the State Project Manager. This plan must be submitted with the proposal.

11.       Maintenance Reports

[Mandatory] The Contractor shall provide a written report upon completion of each service call. The report shall include, at a minimum, the following:

a.       Problem Tracking Number(s) (Contractor and State)

b.      Date and time notified,

c.       Date and time of arrival,

d.       Type, model and serial number of equipment serviced,

e.       Time spent for repair,

f.        Description of malfunction,

g.       List of parts replaced, and

h.       Date, time, and user certification of restoration of equipment to operational status.

12.       Incident Reports

[Mandatory] Any incident reports received from a site must be reviewed by Contractor for routing and resolution. A response may be a clarification, solution, (temporary) work-around, and/or the creation of an Engineering Change Request (ECR). All incident reports along with a clear description of corresponding repairs will be summarized and reported to the State Project Manager on a monthly basis.

13.       Error Logs

[Mandatory] The system shall provide error logs and system status information in response to system operator requests. This information shall provide intelligible assistance in the diagnosis of problems.

14.       Database Utilities

[Mandatory] The system shall provide utilities that permit access to database records and records-in-queue for review and analyses, such as database integrity checks. In addition, the system shall provide several operating system utilities for extensive file manipulation, such as copy, delete, logging to tape, merging, etc.

15.       Maintenance of Additional Equipment

[Mandatory] Contractor must maintain any and all Contractor supplied additional equipment which may be ordered/installed during the term of the agreed contract. Prices for maintenance of additional same or equivalent equipment which may be ordered/installed during the term of the agreed contract must be less than or equal to but not exceed those contained in the contracted maintenance price in effect during the term of the contract. The Bidder must propose a pricing scheme for maintenance of additional equipment that is not initially listed in the agreed contract. The pricing scheme must be placed in the Cost Proposal and will be included in Rider J, Additional Contractor Commitments, of the Contract resulting from this procurement.

16.       Help Desk Level Of Effort

[Mandatory] Contractor must provide a sufficient level of Help Desk equipment and personnel so that, when a State and/or County operator places a call to the CA SFIS Help Desk, the operator will wait no longer than an average of two (2) minutes (computed weekly) before the operator is put in direct contact with the Help Desk operator and the Help Desk procedures are begun without further interruption. The Help Desk system must record at least the following data: time that the call entered Help Desk queue; total time that the call has been in queue waiting for direct contact with the Help Desk operator; average queue time for all callers; and the number of callers who abandon the queue while waiting for a response from the Help Desk. All Help Desk data listed above must be reported on a monthly basis.

 

I.        Project Policies and Procedures

All requirements in Section V.I. that pertain to the Bidder are Mandatory requirements for the Bidder.

This section identifies program and project level policies, procedures, and standards. This section covers the following topics:

1.         Administrative policies, procedures and arrangements

2.         Project management policies, procedures and practices

3.         Work standards

This section allows for effective project management and defined policies and procedures, based on the project scope and approach discussed previously.

 

1.         Administrative Policies, Procedures, And Arrangements

The State will provide the following:

o        A full time Project Manager for the duration of the implementation who will manage the project in terms of the State's responsibilities and deliverables as well as the Contractor's responsibilities and deliverables. The Project Manager may perform the following activities on behalf of the State:

-           inspection of deliverables

-           verification of test results, staffing, Contractor activity in accordance with this Contractor's proposal and plan, and schedule and progress report accuracy

-           validation of certifications by Contractor; validation of cost results; validation of claims submitted to the State

o        A project team of approximately three (3) full-time equivalent individuals including the State’s Project Manager (this number may be changed, at the State’s discretion, at any time)

o        A Contract Oversight Manager who will manage the project in terms of the State's responsibilities and deliverables as well as the Contractor's responsibilities and deliverables. The Contract Oversight Manager may perform the following activities on behalf of the State:

-           inspection of deliverables

-           verification of test results, staffing, Contractor activity in accordance with this Contractor's proposal and plan, and schedule and progress report accuracy

-           validation of certifications by Contractor; validation of cost results; validation of claims submitted to the State

o        3 workspaces at the Central Site location will be available for Contractor project team members for the duration of the project. This will include work space and desks. File cabinets, workstations, telephones and supplies are the responsibility of the Contractor

o        Access to the work site during normal business hours, with a provision for 24-hour, 7-day access during the critical project periods

o        The continued support of a User Group Subcommittee

o        Issue resolution and sufficient access to appropriate levels of State management to facilitate the decision making process

 

2.         Project Management Policies, Procedures, And Practices

Included among the project management standards to be employed during this project are the following:

Weekly Status Meetings - Every week a status meeting will be held with the State’s Project Manager, full-time State project team members, the Contractor team, and other individuals as available to review the project's progress and evaluate task assignments in order to facilitate a timely project completion. Minutes will normally be distributed within two (2) working days of the meeting to all participants for comment and correction. The State Project Manager will be responsible for the compilation and distribution of meeting minutes.

Weekly Summary Status Reports - The Contractor Project Manager will prepare a brief report of the project's progress to be reviewed during the weekly meetings. The format of this report will include the following sections:

-           Progress against project schedule

-           Completed Tasks

-           Tasks in Process

-           Weekly Goals

-           Previous Goals not Accomplished

-           Issues and anticipated problems

-           Recommendations for resolution of problems       

The Weekly Summary Status Reports should also address the overall project status with respect to the Project Workplan.

Issue Tracking and Database - Issues can be identified and presented by any member of the project team or by individuals at several levels of the organization during the Weekly Status Meetings.

Status of all outstanding issues will be reviewed at the Weekly Status Meetings. Those resolved since the last meeting will be reviewed and resolution presented. The Contractor is responsible for tracking issue status and reporting to the State.

New issues will be assigned a number and logged into the State issue database. The State Project Manager will review the background material developed by the originator of the issue, prioritize the issue, and assign the issue resolution to the appropriate team member.

Monthly Written Progress Reports - This report will provide a formal written project status and will also include the work breakdown tasks and individuals and must be certified to be accurate by the Contractor. This report will be accomplished by the Contractor Project Manager and approved by the State Project Manager.

 

3.         Work Standards

The following are work standards for the CA SFIS project:

o        The Contractor will use the standard word-processing, relational database management product, and spreadsheet products for State (Microsoft Word latest version, Microsoft Access latest version, and Microsoft Excel latest version) in the preparation of all project correspondence and deliverables which the State will ultimately be responsible for using and maintaining. The Contractor must supply at least one (1) electronic copy and five (5) hard copies of each deliverable.

o        The Contractor will meet with the State Project Manager to review an outline of each project deliverable in advance of its preparation; this meeting should properly establish expectations on all sides regarding their content and facilitate the review process.

o        Deliverables will be prepared by the scheduled dates for their completion. State personnel will be responsible for reviewing and approving each deliverable; all deliverables will require a negotiated State turn-around time. Should revisions to the document be required by the State, the Contractor will receive written notification of said changes and reflect them in the document within a 48 hour period of receiving the changes; the State may, at it’s discretion, allow a period longer than 48 hours.

o        Deliverables must contain the following certification: "I certify that this deliverable has been prepared in accordance with the relevant terms and conditions of the contract and that all related steps have been followed in its preparation." Deliverables must be signed as complete by the Contractor Project Manager and by a Contractor representative who is authorized to sign legal documents for the company.

o        An Issue Tracking Database will be used and maintained by the State through the life of the project to record and track relevant issues and decisions that are being made about areas of concern to the Project Team members, system end users, and the Contractor. The Contractor will assist in tracking each issue’s progress and advise the State if a delay in resolution will impact the project schedule. The State’s Issue Tracking Database will be maintained on the Program Management Workstation/Server (see requirement VI.B.9.2.).

o        The Contractor will store the project work papers by task numbers that have been assigned to the project tasks corresponding to the Project Plan. In addition, Project Workbooks will store work papers not related to specific task numbers; these will all be stored in the Contractors' work space at the Central Site. All project work papers and Project Workbooks stored by the Contractor must be made available to the State with a one hour notice to the Help Desk. Project work papers and Project Workbooks developed in connection with the CA SFIS project are the property of the State.

J.       System Reports

1.         [Mandatory] During the system design, the Contractor and the State will identify the reports to be produced by the system. At a minimum, the following reports are required:

a.       Reports that provide information concerning numbers of records and transactions by day/month/year or other time period.

b.      Reports on system availability and response time which will be used to measure compliance.

c.       Audit Reports, detailing and summarizing transaction history.

d.       A monthly report of the number of each type of transaction from each workstation with totals by Operator, Site, and County.

2.         [Mandatory] The system must generate weekly and monthly reports and listings for designated locations.

3.         [Mandatory] The Contractor must provide for all processing, production, and distribution of reports, listings, and data files (e.g. tape) produced by SFIS.

4.         [Mandatory] The Contractor must make available the data files used to create reports in SQL-compliant format for use with external industry standard software packages.

5.         [Mandatory] The Contractor shall provide a 4GL graphically-oriented report writer facility (such as ORACLE) that can be used by an operator, having little computer experience, to generate ad-hoc reports of the operator’s design. A listing of CA SFIS data elements that can be used in such reports shall be available on-line to the operator in order to assist the operator in the generation of reports and/or database queries.

6.         [Mandatory] The system shall provide statistics for analyzing database contents and shall be able to print the content of the database. The report generator shall also permit creation of specific reports. It shall be possible to perform these analyses while the system is running.

7.         [Mandatory] Reports shall be provided for administrative monitoring, budgetary, and historical data.

a.         The system shall provide statistics which shall include the total file size, number of record entries, identification record fingerprint searches, and matches verified, including position verified.

b.         The system shall maintain an on-line log of activity and system statistics for the entire contract period. The list of system statistics recorded shall be identified by the State during system design.

K.      Security & Access Control Requirements

1.         [Mandatory] The proposed system shall provide a means of restricting access, so that access to the system's files and programs can be made available only to authorized persons and authorized workstations.

2.         [Mandatory] The proposed system must be capable of supporting security standards established for access to the SAWS TA system.

3.         [Mandatory] The system must maintain and provide audit information pertinent to all system transactions (delete, verify, change, inquire, add, etc.).

4.         [Mandatory] SFIS must be configured in such a way so as to guarantee the safety and integrity of each finger image, the associated indexes and all other data on the System. SFIS must not allow data to be modified in any way by other than properly authorized staff.

5.         [Mandatory] The Contractor must certify that the SFIS system is secure in that it meets the security requirements stated in this RFP.

6.         [Mandatory] SFIS must contain an identification and password protection scheme for System access which provides restrictions, such as allowing read/write access to only authorized individuals. SFIS must allow addition and deletion of users and change of user information on-line.

7.         [Mandatory] SFIS must be capable of providing a clear security audit trail. This includes identification, tracking and reporting of security exceptions cases to the appropriate level of management. Security information such as unsuccessful attempts to access the System must be captured and reported. Security reports must be capable of being printed on demand.

8.         [Mandatory] The system must utilize access control mechanisms. Bidders must designate use of finger image matching and user name/password operator identity checks for all county operated CA SFIS workstations. Access to all other workstations (e.g. those within the Central Site premises) must be controlled by user name and password access control mechanisms.

The following controls will be enforced for password access:

a.       Password expiration according to user function,

b.      Limiting access attempts (maximum of five),

c.       Masked passwords,

d.       Time/date restriction (disallow access during non-working hours if operationally feasible),

e.       Edit unacceptable passwords against a common word dictionary,

f.        Restrict multiple sign-on, and

g.       Prevent reuse of password for five cumulative generations.

9.         [Mandatory] The Password File must be stored/maintained in an encrypted file. The file must not be able to be accessed, copied or moved except as required to assure system integrity and security.

10.        [Mandatory] Passwords cannot be transmitted in clear text or printed.

11.        [Mandatory] "Super User" or "Root" access must be restricted to the SFIS System console.

 

12.        [Mandatory] The system must come up in a secured mode when it is rebooted.

13.        [Mandatory] Before the system goes into production, a review of all the default passwords must be conducted to determine which system accounts are to remain active. Inactive accounts are to be automatically suspended. The Contractor and/or manufacturer must certify that all default and installation passwords have been identified and removed.

14.        [Mandatory] Modem network access must have an additional layer of security such as token, password, cryptic challenge and dial-back techniques; the Bidder must describe techniques proposed.

15.        [Mandatory] Logon passwords must be changed no less frequently than every 6 months; new passwords will be assigned by individual workstation operators.

16.        [Mandatory] The user must not be able to increase his/her security privileges.

17.        [Mandatory] A system generated user access tracking report must be available to enable a designated staff member to monitor unauthorized access activity; this staff member must not be able to modify or delete the audit/file report. In addition, the monitoring report must be able to capture activities such as violations and identify the location, time, user, commands and Login/logoff time of the activity.

18.        [Mandatory] The system shall provide at least the minimum access control provisions as follows:

a.       Access to each principal function and database updates by authorized users.

b.      Access to database updates by authorized user.

c.       Access to system functions by individual operator log-on identification, whether at the central or at remote sites. Login access shall be controlled with a unique user login name plus password. Password shall be modifiable by each user.

d.       The System Administrator shall be able to add and delete users and/or require update of password(s).

L.      System Development Requirements

1.         The Contractor shall develop the system and processes in close cooperation with and under the supervision of the State. The following must specifically be addressed in Bidder proposals.

a.       [Mandatory] Documentation: The computer system developed shall be thoroughly documented. File descriptions, database descriptions, the flow of data, all processes and logic shall be provided for the State approval prior to programming. All maintenance to the system shall be thoroughly documented. The State shall be provided with reference manuals which shall be kept up to date.

b.       [Mandatory] Detailed workplans, including resources involved, schedules and goals shall be presented to the State in the regular course of the process of development.

c.       [Mandatory] Scheduling: The Bidder shall provide the State with development/implementation schedules for all systems aspects. The State shall be provided with progress reports and be informed of any departures from the schedule.

d.       [Mandatory] Acceptance Testing: The State will conduct acceptance testing for all systems development and modification processes; the Bidder must give full and unconditional support to the State in the execution of this testing.

2.         [Mandatory] Based on the approved Detail Design, the Contractor must provide all programming required for any custom developed software, which must be written in a high level, non-proprietary language, not machine or assembler language.

3.         [Mandatory] Programming includes modifications to both the off-the-shelf software the Contractor provides and all custom developed software.

4.         [Mandatory] Contractor must implement rigorous procedures in Source Control and Release Management in order to insure that CA SFIS system downtime is minimized and that updates are applied efficiently and correctly. The Contractor will allow the State unlimited access to all material tracked by the Contractor’s Source Code Control and Release Management system.

5.         [Mandatory] Contractor must manage Source Control and Release Management for the CA SFIS. After Contractor source control is updated with new sources, the SFIS system will be "compiled" at the Contractor’s development site and the deliverable software must be tested by Contractor Quality Assurance before being sent to the State’s Test Bed system at HWDC. The SFIS system will be "recompiled" at the State’s Test Bed system at HWDC and the delivered software (including all build procedures, build scripts, pre-load system default data and settings, and any other data and/or information element required to completely rebuild the system) must be tested by Contractor Quality Assurance and the State on the State’s Test Bed system at HWDC before being sent to all sites that require the update. Immediately upon completion of a successful system test, all materials loaded on to the Test Bed system must be copied on to a secure medium and given to the State Project Manager for placement into escrow. Modifications to the system will not be released until tested and approved by the State in writing.

 

6.         [Mandatory] Software Source Code: Copies of all System and Application Software Source Code shall be held in escrow, by a third party, for the life of the system. This includes fixes to custom software. The State will choose and pay for the Escrow Agent. All source code placed into escrow will be 1.) loaded onto the State’s Test Bed system; 2.) compiled on the Test Bed system; 3.) fully tested as per the (modified) System Acceptance Test Plan; and, 4.) unloaded from the Test Bed system and delivered by the State to the Escrow Agent.

7.         [Mandatory] ISO 9000 Development & Documentation Standards: The Contractor will adhere to ISO 9000 Development & Documentation Standards in the development of the CA SFIS. The Bidder must supply documentation in their bid that they are certified to be compliant with ISO 9000 Development & Documentation Standards at the facility (or facilities) that the CA SFIS will be developed. If the Bidder does not hold an ISO 9000 certification at the facility (or facilities) that the CA SFIS will be developed, the Bidder must provide the results of an ISO 9000 evaluation, conducted by a qualified third party organization or consultant, that shows that the ISO-9000 Development & Documentation Standards have been followed for all components of the system being delivered to the State. This third party evaluation must be approved by the State prior to the beginning of the Factory Acceptance Test.

8.         [Mandatory] The Contractor must provide working space for the State’s Project Manager and up to two other State personnel at the Contractor’s development site(s) during the development phase of the Contract (between signing the Contract and the successful Factory Acceptance Test). The State personnel will oversee the development process and provide input to the process from the State’s perspective. All expenses incurred during this process including travel and per diem must be reimbursed by the Contractor. The costs shall be no more than normal State travel and per diem expenses. It should be assumed that three people will be at the development site for the entire time of system development and that they will be returning to Sacramento, California twice each month.

9.         Deleted.

M.      Documentation Requirements

1.         [Mandatory] Each workstation shall have a complete set of all books and reference materials pertaining to that workstation which are required for training and operations. Contractor shall provide these materials.

2.         [Mandatory] One (1) complete additional set, for each CA SFIS site, of all reference materials and books for the CA SFIS, both for training and operations, shall be provided by Contractor.

3.         [Mandatory] Contractor shall supply updates (the latest available to their other commercial customers) to the hardware, firmware, software and training documentation for the duration of the contract at no additional cost. The State will approve all updates supplied.

4.         [Mandatory] The Contractor must provide and maintain the following system documentation:

a.       Documentation for usage

b.      All source code (placed in escrow)

c.       Design specification

d.       Detailed software processing logic and workflow

e.       Inventory and location of each item of hardware used in the system

f.        An inventory by location of all consumables needed by the system (e.g., film, data diskettes, etc.)

g.       Contact persons for all routine and emergency situations

h.       Complete Security System documentation

5.         [Mandatory] The description, capability, operation, administration and maintenance of all proposed software and hardware must be fully documented in the form of professional quality, published user manuals. Appropriate documentation updates shall be provided at no cost to the State as changes occur. Documentation updates will be made in a timely manner and current documentation (with updates) must at all times reflect the current capabilities, operating procedures, and limitations of the CA SFIS.

 

N.      Training Requirements

1.         [Mandatory] Contractor must devise procedures to use the SFIS in the context of each County’s eligibility process. Bidders must include these procedures in their training plan.

2.         [Mandatory] The Contractor will be responsible for providing a full range of training. Proposals must include the Bidder's planned approach for delivery of training for SFIS workstation operators to all designated sites (e.g., regional, by site, other).

3.         [Mandatory] The Contractor must provide on-site training programs in how to use the system and how to operate the SFIS Workstation equipment. All training manuals, training plans, and other documentation must be approved by the State and will become the property of the State.

4.         [Mandatory] Refresher training must be provided on-site quarterly for current workstation operator staff (two workstation operators and one supervisor per workstation); as well as initial training for new operator staff, on system procedures and modifications that may be implemented over the life of the Contract.

5.         [Mandatory] The Contractor will be required to maintain user assistance Helpdesk support during the hours SFIS is available to workstation operators.

6.         [Mandatory] All training materials, manuals, etc., will be modified and distributed by the Contractor to reflect changes within one month of any change to the system that affects the material in the Training documentation; the one month time limit will begin when the material is approved by the State.

7.         [Mandatory] All training and refresher training programs (schedule, delivery methods, etc.) will require prior approval by the State.

8.         [Mandatory] On-site training will be provided to two (2) clerical workers and one (1) supervisory worker per workstation. Local county agencies will be given the opportunity to designate additional training numbers based on their individual need.

9.         [Mandatory] The Contractor must provide trained personnel for computer operation, helpdesk functions, and validation functions. The Contractor must certify that each individual is proficient in the knowledge and skills necessary to utilize the system. The Contractor's obligation to train will not be satisfied without written certification.

10.        [Mandatory] The Contractor must train State personnel in the use of Remote Workstation operation, Data Analysis functions, and Validation functions. The Contractor must certify that each individual they have trained is proficient in the knowledge and skills necessary to utilize the system. The Contractor's obligation to train will not be satisfied without written certification.

11.        [Mandatory] The Contractor must monitor Contractor's staff trained in the operation of their system and is responsible for the quality control of the Contractor's operators.

 

12.        [Mandatory] Contractor shall provide on-site training to CA SFIS personnel to assure proper operation and utilization of the Central Site system. This training must include initial training, ongoing training, system expansion and software enhancement training.

13.        [Mandatory] The system shall be easy to use with minimal training. Sufficient training shall be provided for operation of the system. Minimal training for Remote Input Workstation operators is considered to be four (4) hours. Contractor shall specify training required for each function, at each CA SFIS site. Contractor shall prepare a detailed training curriculum, that must be approved by the State, consisting of the following minimum requirements:

a.         Brief course description, including subject title, objectives, course length of time, and number of sessions at each CA SFIS site. In addition, the number of recommended students for each class, and recommended student background/skill level necessary for satisfactory completion of the course.

b.         Course schedule to identify starting and completion dates for training at each CA SFIS site.

c.         Subjects of training shall include, but are not limited to:

                                                                                 i.            Use of Live Scan Device

                                                                               ii.            Use of Photo Image Capture Device

                                                                              iii.            OPEN/CLOSED search/verification.

                                                                              iv.            Record updating.

                                                                                v.            Record deleting.

                                                                              vi.            System operations (i.e. system console operation, diagnostic routines, backup and recovery functions).

d.         Contractor shall provide hands-on training at each CA SFIS site.

e.         Contractor shall provide handout/reference material needed for each student at no additional cost.

f.          The State requires training on shifts, covering the hours of 0700 - 1900 hours at each CA SFIS site.

g.         The initial training shall begin during installation of equipment for each CA SFIS site and through the system acceptance period for:

                                                                                 i.            Three (3) technical hardware/software personnel.

                                                                               ii.            Three (3) computer programmers, system analysts, and computer operations personnel.

                                                                              iii.            Three (3) supervisory personnel.

h.         Each County Welfare Office site estimated number of personnel requiring training:

                                                                                 i.            Up to two (2) processing clerks/fingerprint technicians per workstation.

                                                                               ii.            One (1) supervisory person per workstation.

O.      System Acceptance Period

The System Acceptance Period will be three (3) calendar months in duration; the period will begin upon successful completion of the Phase 3 System Acceptance Test, Part 1.

1.       [Mandatory] During the System Acceptance Period the average availability level of all installed State-operated Workstations must be equal to or greater than 98% or as stated in the Bidder Qualification Response.

2.       [Mandatory] During the System Acceptance Period the availability level of the Central Site must be equal to or greater than 98% or as stated in the Bidder Qualification Response. Assuming a 98% Central Site Availability Level stated in the Bidder Qualification Response and that there is an average of 21.75 working days in any one month, the Central Site must be fully functional for at least 761.46 hours during the System Acceptance Period (7AM-7PM, Monday-Friday).

P.      Personnel Requirements

1.         Contractor Project Manager

[Mandatory] Contractor shall provide a Project Manager whose project management responsibilities shall include:

a.       Planning and monitoring project activities.

b.       Working with the State Project Manager to resolve actual and/or potential problems.

c.       Reporting on project status.

d.       Providing analytical and technical expertise as required by the project.

e.       Obtaining and scheduling the use of required Contractor resources.

2.         State Project Manager

The State shall provide a Project Manager whose project coordination responsibilities shall include:

a.       Planning and monitoring project activities.

b.       Working with Contractor Project Manager to resolve actual and/or potential problems.

c.       Obtaining and scheduling the use of required State resources.

d.       Coordination with the CA SFIS User Committee as required to resolve policy and business issues impacting the project.

3.         Verification Operators

[Mandatory] Contractor is responsible for supplying expert fingerprint examiners for the verification process. These experts must be qualified to testify in court about fingerprints.

4.         Trainers

[Mandatory] Contractor is responsible for supplying all the people necessary to accomplish the training requirements described in this RFP.

5.         Help Desk Personnel

[Mandatory] Contractor is responsible for supplying all the people necessary to provide the help desk requirements described in this RFP.

6.         System Operators

[Mandatory] Contractor is responsible for supplying all the people necessary to operate the system described in this RFP.

7.         Security Clearance

[Mandatory] Contractor is responsible for obtaining security clearances for all employees, subcontractors, or materialmen requiring access to restricted areas at the Central Site or in the Counties for work resulting from this RFP.

8.         Background Checks

[Mandatory] Bidder grants the right to the State to conduct background checks of all employees, subcontractors, and materialmen entering designated restricted areas. The background checks will be conducted prior to any employee, subcontractor, or materialmen entering in a restricted area and will be based upon information provided to the State including, but not limited to, name and date of birth. The information will be provided only to the State’s representative at least 24 hours in advance of the need for access. The State of California may in its sole discretion refuse to allow an employee, subcontractor, or materialmen access to a restricted area for any of the following reasons:

a.       Conviction of a felony.

b.       Conviction of a misdemeanor (not including traffic or parking violation and petty offenses).

c.       A person is under current investigation or pending trial involving welfare activity.

d.       Any outstanding warrants (including traffic and parking violations).

e.       A person currently on parole or probation.

Q.      Project Plan

[Mandatory] The State of California requires a Project Plan which is a document that describes how the Bidder plans to conduct the complete CA SFIS project. It must define the major project phases and the tasks making up each phase. Tasks must be time phased in weekly segments for the State, the Bidder, and the Counties and must clearly define the resources of the State the Bidder and the Counties required to meet the commitment. The plan must clearly define what is to be accomplished, by whom, and when it will be performed. A Task is defined as any activity which takes at least eight (8) hours to complete

The Project Plan must be updated at least monthly.

1.         Project Plan Objectives

[Mandatory] Specifically, the Project Plan shall accomplish the following:

a.       Provide high level summary for executive review.

b.       Provide the Contractor Project Manager and the State Project Manager with a detailed plan from start to end for monitoring progress and allocating resources.

2.         Elements of the Project Plan

[Mandatory] The essential elements that the Project Plan must include are the following:

a.       A summary of the project that can be read and understood by a non-technical reader. It must clearly identify the deliverable end products so that they can be checked off against the plan when produced.

b.       A list of specific and measurable milestones identified so that there can be no doubt as to whether they were achieved.

c.       A specification of the review process for each deliverable or milestone: who reviews, when, for what purpose, and the acceptance criteria.

d.       An interface plan that shows how the State and Contractor staff organizations communicate within the project.

e.       A workplan that includes goals, specific objectives for each goal, and specific tasks for each objective. The workplan is to include the responsible person for each task, the reporting point, and the cost associated with each task.

f.         A list of key project personnel (Bidder and State) and their assignments in relation to the work plan.

g.       An activity network that shows the time sequence of the task elements and how they are related. This network can be produced from the work plan and the list of milestones. For example, it will show which work elements can be done in parallel and which can start only when others are completed.

3.         Project Plan Development

[Mandatory] The plan must be developed jointly by the State Project Manager and Bidder prior to contract execution.

4.         Project Plan Status Reports

[Mandatory] Contractor shall prepare weekly written status reports that will track system implementation progress against the Project Plan. In addition, Contractor shall address the CA SFIS User Committee monthly describing tasks completed during the reporting period. The report shall include discussion of any schedule variance from the Project Plan and any outstanding problems or concerns.

R.      Productive Use Requirements For Equipment And Software

The objective of the Productive Use Requirements is to protect the State from being an experimentalist for new equipment and software that has no record of proven performance. In the event a bidder's proposal would not meet one or more of these requirements, Subsection 2 provides for Remedies for Exceptions.

 

1.         [Mandatory] Customer In-Use

The purpose of the Customer In-Use requirement is to allow time for the Bidder to correct defects that could prevent new equipment and software from performing correctly in support of State programs.

The State requires that each equipment and software component proposed as part of an automated system must have been installed and in productive use, in substantially the conformation as proposed, for a paying customer external to the bidder's organization, for at least the number of months identified in the following categories prior to the required dates of installation and proposal submission.

a.         Category 1 - Critical Software

Critical software is software that is required to control the overall operation of a computer system or peripheral equipment. Included in this category are all software components such as operating systems, data base management systems, language interpreters, assemblers and compilers, communications software and other essential system software. All commercially available software must have been in use for a minimum of six (6) months prior to final proposal submittal.

The State of California retains all ownership rights to any application software, or modifications thereof and associated documentation that is designed or developed for the CA SFIS project. The ownership rights also include all application software or modification thereof that involve Federal Financial Participation. These ownership rights recognize and provide that the Department of Health and Human Services reserves a royalty-free, non-exclusive and irrevocable license to produce, publish or otherwise use and to authorize others to use, for Federal and State Government purposes, such software, modifications and documentation.

These ownership rights of the State and Federal Government do not apply to proptietary operating/vendor software packages which are provided at estabolished catalog or market prices and sold or leased to the general public.

b.         Category 2 - All Information Technology Equipment and Non-Critical Software

Information technology equipment is defined in the State Administrative Manual, Section 4819.2

All other computers, microcomputers, peripheral equipment and telecommunications equipment must have been in use for a minimum of four months prior to final proposal submittal.

Substantial design changes in required system control modules, or in components critical to the processing requirements of the State's workload, are also subject to the in-use requirements. Increase or decreases in numbers of components or minor alterations in equipment; or minor modification or updates to software to provide improvements or features, to correct errors, or to accommodate hardware changes; may be excepted from the In-Use requirement by the Department of General Services, Procurement Division, if no substantial changes in logic, architecture or design are involved.

Any Personal Computer (PC) system that a Bidder might select for use within the contract must be supplied by a Tier 1 or Tier 2 Gartner Group rated supplier.

The State has the option to request from the Bidder additional supporting evidence of compliance to the customer in-use requirements. Supporting evidence could include, but is not necessarily limited to, one or more of the following:

-           Customer Purchase Order or Contract showing installation dates for subject equipment or software

-           Acceptance Documents containing verification of installation by a paying customer

-           Customer Invoice for subject equipment or software

-           Shipping Invoice(s) or Bill of Lading

-           Dated Maintenance Records

-           Sworn Notarized Statement from an officer of the bidding firm and/or a paying customer

-           State visit to the site of a paying customer

 

2.         [Mandatory] Remedies for Exceptions

The State will not consider exceptions to Productive Use Requirements for this procurement.

 

3.         [Mandatory] Product Substitution

If a machine component is withdrawn from marketing and/or a new machine component is announced by the Bidder during the contract period, a substitute/replacement product may be proposed provided that:

a.         The machine component meets Section VI - TECHNICAL REQUIREMENTS and

b.         The price of the machine component is equal to or less than that of the machine component to be replaced and

c.         The machine component meets the Productive Use Requirements as stated in this Section.

Substitution will take place only with the mutual consent of both parties. Such consent will not be reasonably withheld by the State or the contractor.

 

S.      Office Relocations And Additions

1.         [Mandatory] The Contractor is responsible for deinstallation, moving, and reinstallation of all Contractor supplied items when a county welfare office is moved from one location to another.

2.         [Mandatory] The Contractor is responsible for installation of all Contractor supplied items when a new county welfare office is established.

 

T.      Independent Verification & Validation Process Support

[Mandatory] The CA SFIS project will utilize an Independent Verification and Validation (IV & V) vendor. The Contractor must work with the State’s IV & V contractor.

While detailed tasks for the IV & V contractors responsibilities have not been determined, they will probably include, published standards (e.g., ANSI/IEEE Standard 1012-1986), additional measures will be used to increase system integrity and consistency, as well as demonstrate satisfactory project progress to the ultimate customers of the system. These measures may include:

o        Review and evaluation of development contractor-provided requirements traceability. This traceability will be documented in detail (electronically and hardcopy) from the RFP and proposal, through the system design, and subsequently into contractor-conducted test documentation (i.e., test cases).

o        Review and evaluation of all deliverables for compliance with contractual obligations, consistency, and completeness.

o        Conduct formal technical reviews for major project milestones such as preliminary and final designs, acceptance test readiness, etc.

o        Review of all project-related standards (e.g., design, programming, testing, and training) and of all pertinent internal documentation (e.g., configuration management plan, quality assurance plan, etc.)

o        Review/monitoring/evaluation of processes such as design/walkthrough sessions, training, business process re-engineering, vendor project management resource and cost controls, and software development testing (preparation and conduct).

o        Review and monitoring of acceptance testing.

o        Assessment of task and schedule validity.

U.      List Of Exhibits

 

1.         Exhibit #V - 1    CONFIDENTIALITY STATEMENT

2.         Exhibit #V - 2    VENDOR DATA RECORD

3.         Exhibit #V - 3    NONDISCRIMINATION COMPLIANCE STATEMENT

4.         Exhibit #V - 4    DRUG-FREE WORKPLACE CERTIFICATION

5.         Exhibit #V - 5    M/W/DVBE PARTICIPATION REQUIREMENT

6.         Exhibit #V - 6    TACPA - CONTRACTS FOR SERVICES

7.         Exhibit #V - 7    TACPA - CONTRACTS FOR GOODS

8.         Exhibit #V - 8    EEIA - CONTRACTS FOR SERVICES

9.         Exhibit #V - 9    EEIA - CONTRACTS FOR GOODS

10.        Exhibit #V - 10   OFFSET PROGRAM STATEMENT

11.        Exhibit #V - 11   FEDERAL DEBARMENT

12.        Exhibit #V - 12   DOCUMENTATION CHECKLIST

13.        Exhibit #V - 13   RESPONSIVENESS TO M/W/DVBE REQUIREMENTS