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County of San Mateo

Office of the Controller

Request for Proposals for

Property Tax System

IBM iSeries Migration & Hosting Services October 4, 2013

RFP No. 1284

Submit Proposals to the following address:

County of San Mateo

Office of the Controller

Attn: Harshil Kanakia, Management Analyst III

555 County Center St., 4th

Floor

Redwood City, California 94063

Proposals are due to the County by no later than

Wednesday January 8, 2014 at 4:00 P.M., PT

PROPOSALS WILL NOT BE ACCEPTED AFTER THIS DATE AND

TIME

Note Regarding the Public Records Act:

Government Code Sections 6250 et seq., the California Public Record Act, defines a public

record as any writing containing information relating to the conduct of the public business. The

Public Record Act provides that public records shall be disclosed upon written request and that

any citizen has a right to inspect any public record unless the document is exempted from

disclosure.

Be advised that any contract that eventually arises from this Request for Proposals is a public

record in its entirety. In addition, all information submitted in response to this Request for

Proposals is itself a public record without exception. Submission of any materials in response

to this Request for Proposals constitutes a waiver by the submitting party of any claim that the

information is protected from disclosure. By submitting materials, (1) you are consenting to

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release of such materials by the County if requested under the Public Records Act without

further notice to you and (2) you agree to indemnify and hold harmless the County for release of

such information.

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TABLE OF CONTENTS

I. SECTION I - GENERAL INFORMATION ...........................................................................5

II. SECTION II - RFP PROCEDURE ..........................................................................................6

A. TENTATIVE SCHEDULE OF EVENTS ....................................................................... 6 B. SUBMISSION OF PROPOSALS .................................................................................... 6

1. Acknowledgment of Receipt Form Due ....................................................................... 6 2. Proposal ........................................................................................................................ 6

C. CONFIDENTIALITY OF PROPOSALS ........................................................................ 7 D. PROPOSAL EVALUATION .......................................................................................... 8 E. PROPOSAL RECOMMENDATION .............................................................................. 9

F. NOTICE TO PROPOSING VENDORS ............................................................................. 9 G. PROTEST PROCESS ...................................................................................................... 9

III. SECTION III – GENERAL TERMS AND CONDITIONS..................................................10

IV. SECTION IV – SCOPE OF WORK ......................................................................................14

A. Property Tax System Migration Services....................................................................... 14 B. Property Tax System Hosting Services Requirements ................................................... 14

1. System Administration ............................................................................................... 14 2. System Backup and Restore ....................................................................................... 14 3. Troubleshooting and Remediation (24x7x4 Support) ................................................ 15

4. Performance Monitoring and Tuning ......................................................................... 15 5. Capacity Monitoring and Planning ............................................................................. 15

6. Device Management ................................................................................................... 15 7. Production Operations Monitoring and Scheduling ................................................... 15

8. Routine IBM Hardware & Software Maintenance ..................................................... 16 9. Network and Communications ................................................................................... 16

10. WebSphere Support .................................................................................................... 16 11. Security ....................................................................................................................... 16 12. Disaster Recovery ....................................................................................................... 17

13. Facilities...................................................................................................................... 17 C. Current iSeries System Specifications ........................................................................... 17

1. SMCTAX.................................................................................................................... 17

2. SMCTEST .................................................................................................................. 18 3. SMCTWEB1 .............................................................................................................. 18 4. SMCTWEB2 .............................................................................................................. 18

D. Current iSeries System Utilization ................................................................................. 19 1. SMCTAX.................................................................................................................... 19 2. SMCTEST .................................................................................................................. 19 3. SMCTWEB1 .............................................................................................................. 19

4. SMCTWEB2 .............................................................................................................. 19 E. Recommended Replacement Hosted System ................................................................. 20 F. Recommended Power System Specifications by Partition ................................................ 20

1. SMCTAX.................................................................................................................... 20 2. SMCTEST .................................................................................................................. 20

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3. SMCTWEB1 .............................................................................................................. 21

4. SMCTWEB2 .............................................................................................................. 21 G. Recommended iSeries System Performance Utilization Benchmarks ........................... 21

1. SMCTAX.................................................................................................................... 21

2. SMCTEST .................................................................................................................. 22 3. SMCTWEB1 .............................................................................................................. 22 4. SMCTWEB2 .............................................................................................................. 22

H. Required Back-up schedule ............................................................................................ 22 I. Required Retention and off site data storage ..................................................................... 23

J. Recommended Business Continuity .................................................................................. 23 K. Third Party Software Application Requirements ........................................................... 23

1. Worksright Software, Inc. Per-Zip-4 .......................................................................... 23 2. Maani Charting Software ............................................................................................ 23

3. X-Analysis Software................................................................................................... 23 L. Vendor Responsibilities ................................................................................................. 23

1. Pre-Implementation planning ..................................................................................... 23 2. Hardware Selection ..................................................................................................... 24

3. System Installation ..................................................................................................... 24 4. System Configuration ................................................................................................. 24 5. Project Team Functional Training .............................................................................. 24

6. System Testing ........................................................................................................... 24 7. Migration to Production.............................................................................................. 25

8. Project Management ................................................................................................... 25 9. Prime Vendor Responsibility...................................................................................... 26

V. SECTION V – PROPOSAL SUBMISSION REQUIREMENTS .........................................27

A. General Instructions ....................................................................................................... 27

B. Cover Letter.................................................................................................................... 27 C. Specified Content and Detailed Sequence of Information in the RFP ........................... 27 D. Tabbing of Sections ........................................................................................................ 28

VI. SECTION VI – ATTACHMENTS* ......................................................................................32

Attachment 1. Standard County Agreement with Independent Contractor ........................... 32

Attachment 2. Standard County Agreement – Attachment I: Assurance of Compliance with

Section 504 of the Rehabilitation Act of 1973, as Amended .................................................... 32

Attachment 3. Equal Benefits Program – Frequently Asked Questions ................................ 32 Attachment 4. Chapters 2.84 and 2.85 of the Ordinance Code of San Mateo County ........... 32 Attachment 5. Acknowledgement of Receipt Form ............................................................... 32

Attachment 6. Functional Requirements Matrix ................................................................... 32 Attachment 7. Current vs. Proposed LPAR Specifications .................................................... 32 Attachment 8. SMCTAX Software Resources List ............................................................... 32 Attachment 9. SMCTEST Software Resources List .............................................................. 32

Attachment 10. SMCTWEB1 Service Configuration List ..................................................... 32 Attachment 11. SMCTWEB1 Software Resources List ........................................................ 32 Attachment 12. SMCTWEB2 Software Resources List ........................................................ 32 Attachment 13. SMCTWEB2 Service Configuration List ..................................................... 32 Attachment 14. Standard County Agreement – Attachment IP: Intellectual Property .......... 32

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I. SECTION I - GENERAL INFORMATION

STATEMENT OF INTENT

The County of San Mateo (“County”) seeks a provider of services (“vendor”) to migrate its

Property Tax System from three IBM iSeries servers to an IBM Power Server and to

provide long term managed hosting for the Power Server. Responses to this Request for

Proposal (“RFP”) will be used to select a vendor or vendors, pursuant to Section II.E below,

and act as a basis for contract negotiation for the transition and ongoing fees to host the

Property Tax System. The target period for the proposed services is May 2014 through May

2017.

BACKGROUND

The County of San Mateo owns and manages a suite of three IBM iSeries (AS/400)

midrange computers that support the Property Tax System for the Tax Collector and the

Controller as well as payment processing for the San Mateo Medical Center and Revenue

Services.

Key issues with the current environment are summarized below:

1. Hardware & Software

The existing hardware is outdated and will no longer support OS and ancillary software

application upgrades.

2. Cost

It is anticipated that it would be more cost effective to lease hosting services than to pay

for on-staff support and to replace hardware and software on an ongoing basis.

3. Continuity of Business/Disaster Recovery

A strong continuity of business and disaster recovery model needs to be developed and

put in place.

4. Twenty-four / Seven Support

The property tax system requires 24/7 support. If the system is not undergoing

maintenance or being backed-up, it must be available for its e-commerce component.

THE REQUEST FOR PROPOSALS PROCESS

This RFP seeks the submission of proposals to provide services from any interested and qualified

vendors. The Controller’s office (“Department”), which is a part of the government of the

County of San Mateo, seeks by way of this RFP to obtain the listed services in a manner that

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maximizes the quality of services while also maximizing value to the County and, by extension,

the citizens of the County. Vendors must be able to show that they are capable of performing the

services requested. Such evidence includes, but is not limited to, the vendor’s demonstrated

competency and experience in delivering services of a similar scope and type and local

availability of the vendor's personnel and equipment resources.

II. SECTION II - RFP PROCEDURE

This section describes the general RFP procedure used by the Department, and the remaining

sections of this RFP list detailed requirements.

A. TENTATIVE SCHEDULE OF EVENTS

Event Tentative Date

1. RFP Release Date 10/04/2013

2. Acknowledgment of Receipt Form Due 11/06/2013

3. Deadline to Submit Written Questions 11/18/2013

4. Release of Responses to Written Questions 12/02/2013

5. Information Conference Meeting with Department 12/13/2013

6. Proposal Deadline – Proposals Must be RECEIVED by

4:00 p.m. PT on This Date

01/08/2014

7. Start Review of Proposals** TBD

8. Vendor Short-List Announced** TBD

9. Proposal Selected 02/04/2014

10. Recommendation to Board of Supervisors TBD

11. Planned Contract Award Date May 2014

** Depending on the number and nature of proposals received from vendors, it is possible

that the County could elect to identify a short-list for vendors first. If this were to occur, the

end dates for these tasks will be published.

B. SUBMISSION OF PROPOSALS

1. Acknowledgment of Receipt Form Due

Vendors interested in submitting proposals in connection with this RFP must complete

the Acknowledgment of Receipt Form in Attachment 5 to this RFP. This completed form

must be returned to the Department by November 6, 2013 (4:00 p.m.). The form must

also be signed by the vendor. A scanned copy of this form sent to the email address

provided in Attachment 5 is acceptable. Late entries will not be considered unless the

evaluation committee finds that it is in the best interest of the County to do so.

2. Proposal

All proposals must be formatted and submitted according to the instructions in Section

V.A. (General Instructions) below and must be received and date/time stamped by the

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Department no later than 4:00 p.m. PT on the Proposal Deadline date as listed in the

TENTATIVE SCHEDULE OF EVENTS above. There will be no public opening of

proposals. All proposals shall be firm offers, and will so be considered by the County,

although the County reserves the right to negotiate terms upon evaluation of the

proposals. Proposals will be considered valid offers for a period of one hundred and

twenty (120) days following the close of the RFP.

By submitting a proposal, each vendor certifies that its submission is not the result of

collusion or any other activity that would tend to influence (directly or indirectly) the

selection process. The proposal will be used to determine the vendor's capability of

rendering the services to be provided. The failure of a vendor to comply fully with the

instructions in this RFP may eliminate its proposal from further evaluation as determined

at the sole discretion of the County. The Department reserves the sole right to evaluate

the contents of proposals submitted in response to this RFP and to select a contractor, if

any.

Proposals received late will not be opened or given any consideration for the proposed

services unless doing so is deemed to be in the best interest of the County, as determined

in the sole discretion of the Department.

Upon receipt by the Department, all proposals will be date/time stamped. All proposals

received prior to the deadline for proposals will be kept unopened and in a secure place.

C. CONFIDENTIALITY OF PROPOSALS

California Government Code Sections 6250 et seq. (the “California Public Records Act”

or the “Act”) defines a public record as any writing containing information relating to the

conduct of the public business. The Act provides that public records shall be disclosed

upon written request and that any citizen has a right to inspect any public record unless

the document is exempted from disclosure. The Department, which is part of the County

of San Mateo, is subject to the California Public Records Act.

Be advised that any contract that eventually arises from this RFP is a public record in its

entirety. Also, all information submitted in response to this RFP is itself a public record

without exception. Submission of any materials in response to this RFP constitutes a

waiver by the submitting party of any claim that the information is protected from

disclosure. By submitting materials, (1) you are consenting to release of such materials

by the County if requested under the Public Records Act without further notice to you

and (2) you agree to indemnify and hold harmless the County for release of such

information.

If the County/Department receives a request for any portion of a document submitted in

response to this RFP, the County will not assert any privileges that may exist on behalf of

the person or entity submitting the proposal, and the County reserves the right to disclose

the requested materials without notice to the party who originally submitted the requested

material. To the extent consistent with the Public Records Act and applicable case law

interpreting those provisions, the County/Department and/or its officers, agents, and

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employees retain discretion to release or withhold any information submitted in response

to this RFP.

Submission of a proposal constitutes a complete waiver of any claims whatsoever against

the County and/or its officers, agents, or employees that the County has violated a

vendor's right to privacy, disclosed trade secrets, or caused any damage by allowing the

proposal to be inspected.

D. PROPOSAL EVALUATION

All proposals received will be evaluated by an RFP Evaluation Committee. During the

evaluation process, the County may require a vendor's representative to answer specific

questions orally and/or in writing. The County may also require a visit to the vendor's

offices, other field visits or observations by County representatives, or demonstrations as

part of the overall RFP evaluation. As part of the evaluation process, the County may

issue to short-listed vendors a request for a Best and Final Offer (BAFO). This request

may include specific instructions as to the content and form of the BAFO and an

invitation to submit a revised proposal. Regardless of whether a request for a BAFO is

made, additional interactions or information may be required of short-listed vendors. The

most qualified individual or firm will be recommended to the Department and/or County

management by the RFP Evaluation Committee based on the overall strength of each

proposal, and the evaluation is not restricted to considerations of any single factor such as

cost. Execution of an agreement has been tentatively scheduled for May 2014.

Responses to this RFP must adhere to the format for proposals detailed in Section V -

PROPOSAL SUBMISSION REQUIREMENTS. The criteria used as a guideline in

the evaluation will include, but not be limited to, the following:

1. Firm qualifications and experience, including capability and experience of key

personnel and experience with other public or private agencies to provide these

services

2. Proposed approach, including clarity of understanding of the scope of services to be

provided and appropriateness of the proposed solution/services

3. Customer service

4. History of successfully managing other contracts with public or private agencies

5. Ability to meet any required timelines or other requirements

6. Claims and violations against you or your organization

7. Cost to the County for the primary services described by this RFP

8. Cooperative purchasing options (if any) and cost of possible additional services

9. References

10. Compliance with County RFP & contractual requirements

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The County may consider any other criteria it deems relevant, and the Evaluation

Committee is free to make any recommendations it deems to be in the best interest of the

Department and/or the County. Inaccuracy of any information supplied within a proposal

or other errors constitute grounds for rejection of the proposal. However, the County

may, in its sole discretion, correct errors or contact a vendor for clarification.

Note that the County reserves the right to evaluate proposals solely based on each

vendor's written submission. In relation to written materials, evaluation will be

performed only on the material included directly in the proposal itself unless otherwise

indicated or requested by the County. The evaluation team will not access company web

sites or read sales brochures, marketing materials, or white papers in evaluating vendor

experience or proposed methodology unless doing so is in the County’s best interest. The

vendor may submit additional materials or reference on-line information in your proposal

if you wish, but these will not necessarily be considered during the proposal evaluation

process.

The County reserves the right to accept other than the proposals with the lowest costs and

to negotiate with vendors on a fair and equal basis when the best interests of the County

are served by doing so.

E. PROPOSAL RECOMMENDATION

The Evaluation Committee will recommend a vendor or vendors to Department

management or may recommend that the proposals be rejected. Department management

will then make its own decision as to whether to accept or reject the Evaluation

Committee's recommendations. Ultimate acceptance or rejection of the recommended

proposal and execution of a contractual agreement is the independent prerogative of the

Department and/or the County, notwithstanding any recommendations made by the

Evaluation Committee. The County reserves the right to stop negotiations at any time

with a vendor and begin negotiations with another vendor.

F. NOTICE TO PROPOSING VENDORS

The Department is not required to give notice to vendors in any specific format or on any

particular timeline. At some point prior to execution of a final agreement for the

requested services, the Department will notify those who submitted proposals of their

non-selection. Vendors may be notified at different times depending on the needs of the

Department.

G. PROTEST PROCESS

If a vendor desires to protest the selection decision, the vendor must submit by email a

written protest within five (5) business days after the delivery of the notice about the

decision. The written protest should be submitted to the County as outlined below.

Protests received after the deadline will not be accepted. Protests must be in writing,

must include the name and address of the vendor and the Request for Proposals numbers,

and must state all the specific ground(s) for the protest. A protest that merely addresses a

single aspect of the selected proposal (for example, comparing the cost of the selected

proposal in relation to the non-selected proposal) is not sufficient to support a protest. A

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successful protest will include sufficient evidence and analysis to support a conclusion

that the selected proposal, taken as a whole, is an inferior proposal.

The County will respond to a protest within ten (10) business days of receiving it, and the

Department may, at its election, set up a meeting with the vendor to discuss the concerns

raised by the protest. The decision of the County will be final. The protest letter must be

sent by email to:

Harshil Kanakia, Management Analyst III

Email: hkanakia@smcgov.org

III. SECTION III – GENERAL TERMS AND CONDITIONS

1. Read all Instructions. Please read the entire RFP and all Attachments before preparing

your proposal.

2. Proposal Includes the RFP. This RFP constitutes part of each proposal and includes the

explanation of the Department’s needs, which must be met.

3. Proposal Costs. Costs for developing proposals are entirely the responsibility of the

vendor and shall not be charged to the Department or otherwise reimbursed by the

County.

4. Proposal Becomes County Property. The RFP and all materials submitted in response

to this RFP will become the property of the County.

5. Questions and Response Process. Submit all questions relating to this RFP as follows:

E-mail to:

Harshil Kanakia, Management Analyst III

Email: hkanakia@smcgov.org

All questions must be received no later than 4:00 p.m. on Monday November 18, 2013.

All questions and answers will be posted on the Controller’s Office website at

http://www.co.sanmateo.ca.us/controller

If changes to the RFP are warranted, they will be made in writing, clearly marked as

addenda to the RFP and posted to the above website. It is the responsibility of each

vendor to check the website listed above for changes and/or clarifications to the RFP

prior to submitting a response, and a vendor’s failure to do so will not provide a ground

for protest.

6. Information Conference. The County will hold an Information Conference on Friday

December 13, 2013 at 10:00 A.M at 455 County Center St., 1st Floor, Room 101,

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Redwood City, California 94063.While attendance at the Information Conference is not

mandatory, the County strongly recommends it.

7. Alteration of Terms and Clarifications. No alteration or variation of the terms of this

RFP is valid unless made or confirmed in writing by the County. Likewise, oral

understandings or agreements not incorporated into the final contract are not binding on

the County.

If a vendor discovers any ambiguity, conflict, discrepancy, omission, or other error in the

RFP, the vendor must immediately notify the County of such error in writing and request

modification or clarification of the document. If a vendor fails to notify the Department

of an error in the RFP prior to the date fixed for submission, the vendor shall submit a

response at his/her own risk, and if the vendor enters into a contract, the vendor shall not

be entitled to additional compensation or time by reason of the error or its later

correction.

Modifications or clarifications to the RFP will be posted to the website as outlined in

Section III.5, above, without divulging the source of the request for it. At its discretion,

the Department may also give electronic notice of modifications or clarifications to the

RFP by email to all parties who have notified the Department of their electronic contact

information in response to this RFP, but no party that fails to receive email notice has any

basis for protest given that all clarifications will be available online. It is the obligation

of all proposing parties to check the website listed in Section III.5 for updates regarding

the RFP if they wish to be kept advised of clarifications prior to submitting a proposal.

8. Selection of Vendor(s). The selection of a vendor will be memorialized in the form of a

“County Agreement with Independent Contractor” (see Section VI, Attachment 1),

authorized by a resolution of the County Board of Supervisors and signed by both parties.

The County reserves the right to reject any or all proposals without penalty. The

County’s waiver of an immaterial deviation in the proposal shall in no way modify the

RFP documents or excuse the vendor from full compliance with the specifications if the

vendor enters into an agreement with the County.

Once a vendor is selected, the agreement with that vendor must still be negotiated and

submitted to the San Mateo County Board of Supervisors for approval, and there is no

contractual agreement between the selected vendor and the County unless and until the

Board of Supervisors accepts and signs the agreement. Selection of a proposal for

negotiation of contract terms and eventual submission to County leadership by way of an

agreement does not constitute an offer, and vendors acknowledge by submission of a

proposal that no agreement is final unless and until approved by the Board of

Supervisors.

9. Equal Benefits. With respect to the provision on employee benefits, Contractor/vendor

must comply with the County Ordinance prohibiting discrimination in the provision of

employee benefits between a full-time employee with a registered domestic partner and

one with a spouse (see Section VI, Attachments 3 and 4).

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10. Jury Duty. The contractor must comply with the County Ordinance requiring that the

contractor have and adhere to a written policy the provides its full-time employees who

live in San Mateo County with no fewer than five days of regular pay for actual jury

service in San Mateo County. This policy may provide that employees deposit any fees

received for such jury service with the contractor or that the contractor deduct the from

the employee’s regular pay the fees received for jury service (see Section VI, Attachment

4). If the vendor has no employees that qualify for jury duty in San Mateo County, the

vendor may satisfy this requirement by providing the County with written confirmation

of the fact that (1) it has no such employees and (2) its policy is to comply with the jury-

duty pay ordinance with respect to any future qualifying employees.

11. Insurance. The County has certain insurance requirements that must be met. In most

situations those requirements include the following: the contractor must carry

$1,000,000 or more in comprehensive general liability insurance; the contractor must

carry motor vehicle liability insurance, and if travel by car is a part of the services being

requested, the amount of such coverage must be at least $1,000,000; if the contractor has

two or more employees, the contractor must carry the statutory limit for workers’

compensation insurance; if the contractor or its employees maintains a license to perform

professional services (e.g., architectural, legal, medical, psychological, etc.), the

contractor must carry professional liability insurance; and generally the contractor must

name the County and its officers, agents, employees, and servants as additional insured

on any such policies (except workers compensation). Depending on the nature of the

work being performed, additional requirements may need to be met.

12. Incomplete Proposals May be Rejected. If a vendor fails to satisfy any of the

requirements identified in this RFP, the vendor may be considered non-responsive and

the proposal may be rejected.

13. Contact with County/Department Employees. As of the issuance date of this RFP and

continuing until the final date for submission of proposals, all vendors are specifically

directed not to hold meetings, conferences, or technical discussions with any County

employee for purposes of responding to this RFP except as otherwise permitted by this

RFP. Any vendor found to be acting in any way contrary to this directive may be

disqualified from entering into any contractual agreement that may result from this RFP.

Vendors should submit questions or concerns about the process as outlined in Section

III.5, above. The vendor should not otherwise ask any County/Department employees

questions about the RFP or related issues, either orally or by written communication,

unless invited to do so.

14. Group Purchasing Organization Participation. Vendors should keep in mind that the

County is a participant in more than one Group Purchasing Organization (GPO), and this

RFP is open to those who provide services under a GPO. Vendors should ensure their

proposals are as competitive as possible while also providing the highest quality services

in order to be considered a viable vendor for the listed services. The County reserves the

right to use a GPO vendor if doing so is in the County’s best interest, as determined

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solely by the Department, even if that vendor does not submit a proposal in response to

this RFP.

15. Travel Costs. If the services being requested will require you or your employees to

travel to the Bay Area, and if the Department opts to permit travel expenses to be

reimbursed, there are some general guidelines regarding reimbursement rates that will

apply. In general, the following restrictions should be kept in mind: reimbursement for

the actual cost of lodging, meals, and incidental expenses (“LM&I Expenses”) is limited

to the then-current Continental United States (“CONUS”) rate for the location of the

work being done (San Mateo / Foster City / Belmont, California), as set forth in the Code

of Federal Regulations and as listed by the website of the U.S. General Services

Administration (available online by searching www.gsa.gov for the term ‘CONUS’);

airline and car rental travel expenses (“Air & Car Expenses”) are limited to reasonable

rates obtained through a cost-competitive travel service (for example, a travel or car-

rental website), with air travel restricted to coach fares and car rental rates restricted to

the mid-level size range or below; and certain other reasonable travel expenses (“Other

Expenses”) such as taxi fares, parking costs, train or subway costs, etc. may be

reimbursable on an actual-cost basis. You should not assume that the Department will

permit travel from the Bay Area to be reimbursed, and your proposal should include such

travel costs if applicable. Travel costs should be minimized or eliminated in order for a

proposal to be competitive.

16. Miscellaneous. This RFP is not a commitment or contract of any kind. The County

reserves the right to pursue any and/or all ideas generated by this RFP. The County

reserves the right to reject any and all proposals and/or terminate the RFP process if

deemed in the best interest of the County. Further, while every effort has been made to

ensure the information presented in this RFP is accurate and thorough, the County

assumes no liability for any unintentional errors or omissions in this document. The

County reserves the right to waive or modify any requirements of this RFP when it

determines that doing so is in the best interest of the County.

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IV. SECTION IV – SCOPE OF WORK

The County of San Mateo seeks a provider of services (vendor) to migrate its Property

Tax System from three IBM iSeries servers to an IBM Power Server and to provide long

term managed hosting for the Power Server. Note: When submitting your proposal,

please refer to the Functional Requirements (Attachment 6) to address each of the

following requirements.

A. Property Tax System Migration Services

1. Identify the appropriate IBM Power System hardware and operating

system size and configuration to store and run the Property Tax System.

2. Perform the migration from the existing IBM iSeries servers to the new

Power system server.

3. Unit Test, configure and install the migrated platform into a system test

environment.

4. Provide supported evidence that all objects have been migrated

5. County will provide user testing scripts and perform user testing

6. Provide support for system test in parallel with current production system

for at least two weeks.

7. Move tested, migrated system to production

8. Provide post migration production support 24/7

B. Property Tax System Hosting Services Requirements

1. System Administration

Provide overall systems administration services including:

a. Serve as main contact with IBM systems engineers and maintenance

support

b. Coordinate and schedule all system maintenance and downtime with

the Department

c. Maintain logs and document all system maintenance, issues and/or

outages

d. Advise Department of all untoward or close to limits conditions

e. Provide 24/7 Help-Desk/Service-Desk Support and on site staff

2. System Backup and Restore

a. Maintain schedule of, perform and monitor system backups and

restores for full system and user data

b. Report all backup completion results (successful as well as

unsuccessful) to the Department

c. Provide offsite data storage for tapes or on hard disk via e-Vault

d. Assure tapes are mounted and in good condition

e. Maintain integrity of onsite and offsite backup tape rotation schedules,

tape sequencing and retention (daily, weekly, monthly, quarterly,

yearly and special requests)

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f. Recommend backup strategies that provide optimum coverage

g. Perform special ad hoc backups and/or restores as requested

h. Create and catalogue archive tapes as requested or scheduled

i. All archived tapes and records are to be returned to the County upon

completion of the contract.

3. Troubleshooting and Remediation (24x7x4 Support)

a. Provide system monitoring, problem detection, troubleshooting and

remediation support

b. Schedule routine and ad hoc system software and/or hardware

maintenance, repair or replacement with IBM

c. Provide Power System knowledgeable support personnel for issue

severity level determination and appropriate response

d. Provide emergency troubleshooting and remediation services within 4

hours of problem notification

4. Performance Monitoring and Tuning

a. Monitor, analyze and report on system performance to assure

established thresholds are not exceeded; make recommendations for

improvement

b. Provide reporting on commercial processing workload (CPW), disk

arm utilization, disk space utilization, disk ops per second, response

time, cache hits and faults per second compare to benchmarks and

highlight out-of-bounds conditions

c. Perform performance tuning as determined by performance monitoring

d. Recommend necessary system software or hardware

upgrades/replacements to maintain required performance

5. Capacity Monitoring and Planning

a. Monitor and document hardware, systems software and database usage

and size and compare to established benchmarks. Alert Department

when storage reaches specified usage threshold.

b. Formulate and document plans for growth, expansion and replacement

of hardware and system software

c. Maintain regular schedule of system upgrades

d. Provide disk space monitoring, planning and management

6. Device Management

a. Setup print queues and print writers to print from Power System to

network printers

b. Setup virtual workstations and printers as requested

c. Assist with device setup and support as requested

d. Monitor device operation and determine/provide required support

7. Production Operations Monitoring and Scheduling

a. Provide 24/7 hours system monitoring

[16]

b. Maintain high availability with minimum outages according to agreed

upon schedule and specifications

c. Monitor Systems Operator Message Queue and respond to messages

according to specified Departmental protocol

d. Meet with and coordinate production schedule/activities with

Departmental users

e. Schedule and/or perform ad hoc execution of production jobs as

requested

f. Monitor operating system, sub-systems and job queues for errors, job

contention and poor response time and make recommendations

g. Notify Department of all findings as they occur

8. Routine IBM Hardware & Software Maintenance

a. Schedule/load/perform/monitor and document all system hardware and

software maintenance and repair functions with County application’s

manager

b. Schedule and perform quarterly Cumulative Operating System Service

Packs (CUMS), HIPER PTFs, Microcode, Licensed internal Code,

Group PTFs, reclaim spool, reclaim storage, Full System Save, IPL.

c. Perform OS system upgrades as required

d. Install/Upgrade IBM software / third-party supplied Application

software as requested

9. Network and Communications

a. Provide Advanced Power System Network and Communications

monitoring and support

b. Provide robust virtual private network (VPN) platforms on secure

redundant backbone providing fully managed Department endpoints

c. Provide all network infrastructure, dedicated firewalls on Cisco or

equivalent appliances

d. Provide neutral access to all major carriers (e.g. AT&T)

e. Provide internal and external cabling and line management to provide

continuous service at contracted benchmarks

f. Provide sufficient bandwidth (minimal and high-speed connections)

10. WebSphere Support

a. Provide Advanced IBM WebSphere support

b. Schedule and apply WebSphere PTFs

c. Provide WebSphere upgrade planning and installation

d. Provide WebSphere configuration

11. Security

a. Provide a secure physical environment by means of card key or

biometric access

b. Provide onsite security guards and surveillance 24/7

c. Physical access is monitored and logged

[17]

d. Facilities comply with guidelines laid out in the Sarbanes-Oxley Act

(SOX) of 2002 and SAS 70 Type II certification.

e. Provide a secure logical/software environment: all Logical Partition

(LPAR) access is user ID and password protected with appropriate

permission levels for system operations to be performed

f. Provide firewall appliance security for internet communications

12. Disaster Recovery

a. Provide strategy and procedures for a disaster recovery (DR) plan that

provides for a 12 hour recovery time objective (RTO) and 24 hour

recovery point objective (RPO)

b. Provide resources and vendor related service hours required to perform

complete simulation and test of the DR strategy once annually

c. Provide production recovery execution as needed following agreed on

DR strategy

d. Provide redundancy/failover protection as agreed upon

e. Recommend best practices for Business Continuity, revise annually

13. Facilities

a. Provide a professional Uptime Institute's Tier 4, SSAE 16 compliant

datacenter (with available SAS 70 Type II, SOC 2 and SOC 3

certification reports)

b. Provide raised floors that fall within the Network Equipment Building-

System (NEBS) guidelines

c. Data center is equipped with redundant environmental controls and

conditioned power supply supported by a UPS and redundant

generators

d. Provide 24x7/365 facility monitoring

e. Provide National Fire Protection Agency (NFPA) National Electric

Code NEC compliant fire monitoring, protection and suppression

f. Datacenter constructed and furbished after 2007.

C. Current iSeries System Specifications

1. SMCTAX

SMCTAX (Partition 1) exists as one of two (LPARs) on IBM server

Model 520-0975-8327-7352 SN 10-48D3D. This partition is running on

OS release V6R1 Cumulative C1102610 (see Attachment 8). Partition 1 is

a production environment running an in-house written and maintained

Property Tax Application System and database. The property tax database

and applications reside on this core server. This partition also mediates

the formatting and transfer of Medical Center and Revenue Services

payments from Remittance Processing and web-based applications to

remote systems. Partition 1 is configured to allow up to:

[18]

900 CPW (Commercial Processing Workload)

635 GB of disk storage available (10 x 4327 disk units)

4 GB main memory

Uses 5737, 90 MB cache disk controllers

2. SMCTEST

SMCTEST (Partition 2) exists as one of two LPARs on IBM server Model

520-0975-8327-7352 SN 10-48D3D. This partition is running on OS

release V6R1 Cumulative C1102610 (see Attachment 9). Partition 2 is a

test environment. This partition is primarily used as an interactive

environment. No batch jobs run in this environment. Partition 2 is

configured to allow up to:

320 CPW

353 GB of disk storage available (6 x 4327 disk units)

2 GB main memory

USES 5737, 90 MB cache disk controllers

3. SMCTWEB1

SMCTWEB1 (Partition 3) exists as a single LPAR on IBM server Model

270 2432-1519 SN 10-A65BD (see Attachment 10). This partition is

running on OS release V5R4 Cumulative C1137540 (see Attachment 11).

Partition 3 is a production environment. This server functions as a public

facing web server housing in-house developed and maintained e-payment

processing applications and is primarily an interactive environment

Partition 3 is configured to allow up to:

1070 CPW

100 GB of disk storage available (6 x 4318 disk units)

1 GB main memory

USES 2763 30 MB cache controllers

USES 2763 90 MB cache disk controllers

4. SMCTWEB2

SMCTWEB2 (Partition 4) exists as a single LPAR on IBM server Model

270 2432-1519 SN 10-A65FB (see Attachment 13). This partition is

running on OS release V5R4 Cumulative C1137540 (see Attachment 12).

Partition 4 is a Test environment and secondary backup for some e-

payment transaction files. Partition 4 is configured to allow up to

● 1070 CPW

● 100 GB of disk storage available (6 x 4318 disk units)

● 1 GB main memory

[19]

● USES 2763 30 MB cache controllers

● USES 2763 90 MB cache disk controllers

D. Current iSeries System Utilization

1. SMCTAX

● CPU utilization avg. usage 25% of available resources 900

CPW

● Peak CPU usage over 80% at 7PM

● Disk utilization 77%

● Disk arm contention less than 10% (less than 5 msec. avg. less

than 2 msec.)

● Disk operations per sec. less than 350 ( avg. 200 during work

day, much lower at night)

● Response time: peak 10 sec. at 8:00 am (avg. less than 1 sec. at

all other times)

● Number of concurrent users: 30 max

2. SMCTEST

● CPU utilization max usage 35% of available resources (320

CPW)

● Disk utilization 68%

● Disk arm contention 20% (less than 25 msec., avg. 5 msec.)

● Disk operations per sec. less than 800 (avg. less than 300)

● Response time: peak 8 sec. (avg. less than 1 sec.)

● Number of concurrent users: 4

3. SMCTWEB1

● CPU utilization max usage 60% at 8:00 a.m. (less than 20%

during work hours of available resources, 1050 CPW)

● Disk utilization 70% of 88 GB

● Disk arm contention 10% less than 25msec. at 11:00 p.m. (avg.

5 msec.)

● Disk operations per sec. less than 80 (avg. 10)

● Response time peak: less than 1

● Number of concurrent users: 4

4. SMCTWEB2

● CPU utilization max usage 15% of available resources (1050

CPW)

● Disk utilization 77% of 88GB

● Disk arm contention 10% less than 20 msec. (avg. less than 5

msec.)

● Disk operations per sec. less than 80 (avg. 30)

● Response time avg. less than 1

● Number of concurrent users: 3

[20]

E. Recommended Replacement Hosted System

Recommended system replacement is a single server with four partitions supporting all

environments. The LPARs (SMCTAX, SMCTEST, SMCTWEB1 and SMCTWEB2)

could fit on a new Power 7 processor with a configuration similar to this. Based on

collected performance data, the suggested new replacement system is a Power7 8202

E4C. It is suggested to run all the current partitions as a hosted IBM i-partition with

the host being an IBM i-partition. It is suggested to have 64 GB of memory, 16 x 283

GB SAS 15k RPM disk controlled by a pair of 5805 raid controllers. It is suggested to

place the disk in a 5802 disk drive enclosure so there is sufficient space for each

partition to have its own Ethernet controller. All partitions could be backed up from

one tape library/e-Vault provider.

It is further suggested to have two processors active for the IBM OS with the host

partition having one processor. The number of users would be 90.

Although this is the recommended system allowing for continued growth, this

configuration could be reduced to provide adequate performance for current processing

requirements.

F. Recommended Power System Specifications by Partition

1. SMCTAX

SMCTAX (Partition 1) should be configured as a single LPAR on an IBM

Power System server. The partition will be running on OS release V7R1

Cumulative (latest available level). Partition 1 is a production

environment. Partition 1 should be configured to allow up to:

● 1050-1575 CPW (commercial processor workload)

● 1.2 TB of disk storage available

● 12 GB main memory

● RAID data protection

● Number of concurrent users: 30

● IBM software licenses (See Attachment7 )

2. SMCTEST

SMCTEST (Partition 2) should be configured as a single LPAR on a

Power System IBM server. The partition will be running on OS release

V7R1 Cumulative (latest available level). Partition 2 is a test

environment. Partition 2 should be configured to allow up to:

525-1050 CPW

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700 GB of disk storage available

8 GB main memory

RAID data protection

Number of concurrent users: 5

IBM software licenses (See Attachment 7)

3. SMCTWEB1

SMCTWEB1 (Partition 3) should be configured as a single LPAR on a

Power System IBM server. The partition will be running on OS release

V7R1 Cumulative (latest available level). Partition 3 is a Production

environment. This server functions as a public facing web server and

should be configured to allow up to:

● 1050-1575 CPW

● 200 GB of disk storage available

● 12 GB main memory

● RAID data protection

● Number of concurrent users: 5

● IBM software licenses (See Attachment 7)

4. SMCTWEB2

SMCTWEB2 (Partition 4) should be configured as a single LPAR on a

Power System IBM server. The partition will be running on OS release

V7R1 Cumulative (latest available level). Partition 4 is a production

environment and secondary backup for e-documents and some e-payment

transaction files. Partition 4 is configured to allow up to:

● 1050-1575 CPW

● 200 GB of disk storage available

● 12 GB main memory

● RAID data protection

● Number of concurrent users: 5

● IBM software licenses (See Attachment 7)

G. Recommended iSeries System Performance Utilization Benchmarks

1. SMCTAX

Report peak day CPU utilization: avg. usage range 25-60% of

available resources as benchmark

Report disk space utilization: range 45-70% benchmark

Report disk arm contention: range 10-25% (avg. less than 25msec.)

Disk response: set benchmarks upon migration and report changes

[22]

System response time: range avg. 10-30msec. peak less than 1 sec.

2. SMCTEST

Report peak day CPU utilization: Avg. usage range 25-60% of

available resources as benchmark

Report disk space utilization: range 45-70% benchmark

Report disk arm contention: range 10-25% (avg. less than 25msec.)

Disk Response: set benchmarks upon migration and report changes

System response time: range avg. 10-30msec. peak less than 1 sec.

3. SMCTWEB1

Report peak day CPU utilization: avg. usage range 25-60% of

available resources as benchmark

Report disk space utilization: range 45-70% benchmark

Report disk arm contention: range 10-25% (avg. less than 25msec.)

Disk response: set benchmarks upon migration and report changes

System response time: range avg. 10-30msec. peak less than 1 sec.

4. SMCTWEB2

Report peak day CPU utilization: avg. usage range 25-60% of

available resources as benchmark

Report disk space utilization: range 45-70% benchmark

Report disk arm contention: range 10-25% (avg. less than 25msec.)

Disk response: set benchmarks upon migration and report changes

System response time: range avg. 10-30 msec. peak less than 1 sec.

H. Required Back-up schedule

SMCTAX

● Daily

● Weekly

● Monthly

● Yearly

SMCTEST

● Daily

● Weekly

SMCTWEB1

● Daily

● Weekly

SMCTWEB2

● Daily

● Weekly

[23]

I. Required Retention and off site data storage

SMCTAX

● 30 Daily

● 4 Weekly

● 12 Monthly

SMCTEST

● 7 Daily

SMCTWEB1

● 7 Daily

SMCTWEB2

● 7 Daily

J. Recommended Business Continuity

SMCTAX

24 hour RPO

12 hour RTO

SMCTEST

No Requirement

SMCTWEB1

24 hour RPO

12 hour RTO

SMCTWEB2

24 hour RPO

12 hour RTO

K. Third Party Software Application Requirements

1. Worksright Software, Inc. Per-Zip-4

Current system Serial Number for Product License Key

2. Maani Charting Software

Adobe Flash

3. X-Analysis Software

Client/Server software

L. Vendor Responsibilities

1. Pre-Implementation planning

The selected vendor will work with the person designated by the

County as the Project Manager (“County Project Manager”) and team

staff to develop a comprehensive project plan.

[24]

2. Hardware Selection

Vendor will recommend appropriate IBM Power processor server(s)

for migrated applications and database. Vendor will install and

configure the hardware and operating system software in either case.

3. System Installation

The vendor will be responsible for transferring all software and data

from the County’s iSeries computers and installing them on the target

IBM Power servers at the host location.

4. System Configuration

The vendor will be responsible for all required target Operating

System, program development environment, database and

communications configurations and settings. Configuration also

includes setting up system related and environmental components for

the application to work optimally (e.g., database tuning, device setup,

workflow/management settings, security settings, etc.).

The vendor will be responsible for configuring and documenting the

above functions to meet the requirements of the County’s current

Property Tax System and its users.

5. Project Team Functional Training

The vendor will provide Onsite project team functional training for

each area of the migrated system services. This should include an

overview of each function, navigation and key configuration topics to

consider as well as host vendor tiered support and escalation

protocols.

6. System Testing

For purposes of this project, the following types of testing will be

used. A formal testing and signoff procedure will be developed and

used:

Unit Testing – Whenever a component of the system is configured or

built (e.g., a program, module, custom report, interface, etc.), the

party (i.e., either the County or the vendor) assigned that task has

responsibility to test it and sign-off on its completion.

Integration Testing – After all key aspects of the system are

configured and built, traditional integration testing will be done. It

will be the responsibility of the County to create the integration test

plan/scripts and to complete the actual testing. The vendor will assist

with testing and resolving configuration issues or problems with other

custom components built by the vendor (e.g., system values,

communication configurations, interfaces, etc.). Integration testing

will also include a subset of representative employees chosen by the

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County for testing. Integration testing results will be signed off by

both the vendor and County Project Managers.

Parallel Testing – Parallel testing of all system components and

processes will be required. The County will not go live with the new

system until a full business cycle has successfully been completed.

The definition of success will be in the sole judgment of the County.

Successful parallel testing will be signed off by the County.

Performance and Stress Testing – Performance testing will be done

twice during the implementation. The successful vendor will do the

first performance test after the system has been substantially migrated

and configured. At this point, it is not necessary to have an optimally

tuned and configured system. This is simply an early test to ensure

that the applications have reasonable transaction response times (as

specified in the technical requirements) and to allow the project ample

time to correct performance problems no matter the source of the

issue. The vendor will be responsible for performance testing with

assistance from the County, including any necessary performance

tuning by the vendor.

The last performance test will be formal in nature, all components of

the system must have been migrated and the system must have been

fully tuned for optimum performance. The vendor will be responsible

for performance testing with assistance from the County, including

any necessary subsequent performance tuning. The County will not

go live with the new system until it has had successful performance

testing as approved by the County. The definition of success will be

defined in the software vendor’s contract. For this last performance

test, the vendor will be required to use the County’s “LoadRunner”

software tool for testing or the vendor can use its own tools so long as

it provides the County with the software licenses and any scripts used

for the current project that can be reused in the future.

7. Migration to Production

Migration to production will be the primary responsibility of the vendor,

except for certain tasks that can only be performed by the County (e.g.,

object changes, last refresh of the data, areas that the County developed,

etc.). The vendor must develop a detailed cutover plan with tasks assigned

to the vendor and the County team members.

8. Project Management

In an effort to keep the project on time and within budget, The County

requires the selected vendor to assign a project manager to oversee project

implementation. The vendor project manager will work with the County

project manager to ensure project success. This will include completion of

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the following deliverables:

Scope Statement (based on final contract negotiations)

Project Management Plan

Management of Contract Change Orders

Kickoff Meeting

Review all Significant Deliverables

Management of Deliverable Sign-Offs

Communication Plan/Execution

Monitor Staffing Resources (Vendor and County staff)

Schedule Management (and a maintenance of a work plan)

Issue Management (and maintenance of an issue log)

Risk Management

Facilitate Weekly Project Team Meetings (with summary minutes)

Facilitate Biweekly Steering Committee Meetings (with summary

minutes)

9. Prime Vendor Responsibility

Any vendor’s proposal that includes equipment and /or software marketed

and/or supported by other companies or individuals should contain a

statement that the vendor intends to act as the prime contractor for the

delivery and maintenance of the entire platform.

Length of Agreement: The anticipated duration of the agreement will be for three years with

two additional one-year options that can be exercised by the County at its discretion.

[27]

V. SECTION V – PROPOSAL SUBMISSION REQUIREMENTS

The proposal should be submitted in the following format:

A. General Instructions

All proposals must be prepared on a computer using MS Office (Word 97-2003/2010)

and have consecutively numbered pages, including any exhibits, charts, or other

attachments.

All proposals should adhere to the specified content and sequence of information

described by this RFP.

Submit one (1) complete signed electronic copy of your proposal (MS Word 97-

2003/2010 or Adobe PDF) and include (1) filled out Functional Requirements

(Attachment 6) in (MS Excel 97-2003/2010 or Adobe PDF) by email to

hkanakia@smcgov.org.

In addition, submit two (2) hard copy originals, nine (9) copies and one (1) complete

electronic copy on CD (MS Word 97-2003/2010 or Adobe PDF) and include (1) filled

out Functional Requirements (Attachment 6) version (MS Excel 97-2003/2010 or Adobe

PDF) to the following address:

San Mateo County

Office of the Controller

Attn: Harshil Kanakia, Management Analyst III

555 County Center St., 4th

Floor

Redwood City, California 94063

All printing shall be double-sided (duplex).

B. Cover Letter

Provide a one-page cover letter on your letterhead that includes the address, voice and fax

numbers, and e-mail address of the contact person or persons and the name and title of

the person who is legally authorized to represent the vendor in negotiations.

Unless the vendor is an individual, all proposals must be signed with a

firm/company/partnership/entity name and by a responsible officer or employee

indicating that officer or employee’s authorization to commit the vendor to the terms of

the proposal. Obligations assumed by such signature must be fulfilled.

C. Specified Content and Detailed Sequence of Information in the RFP

Each proposal should include sections addressing the following information in the listed

order. The vendor should be sure to include all information that it feels will enable the

Evaluation Committee and, ultimately, the Department to make a decision. Failure of the

vendor to provide specific, detailed information may result in its proposal being rejected

in favor of a sufficiently detailed proposal. Any necessary exhibits or other information,

[28]

including information not specifically requested by this RFP but that you feel would be

helpful, should be attached to the end of the proposal. The party submitting the materials

should keep in mind the limitations on confidential information described by Section

II.C, above.

D. Tabbing of Sections

Be sure your proposal is properly tabbed using the following sections:

TAB 1 Firm Qualifications and Experience:

a. Provide a statement of qualifications for your organization, including

length of time in business, an organization chart, a statement of the size

of firm, a description of services provided by your organization, and a

statement of the extent of experience/history providing the services

requested by this RFP.

b. Provide evidence of the financial condition of the company, including

audited financial statements for the last two years.

c. Provide the number of full time employees (FTEs) you plan to assign to

this project if you are selected.

d. Provide the number of people in total who are employed by your

company. Please differentiate between employees and consultants.

e. Provide evidence of significant knowledge of and experience in IBM

iSeries and Power System architecture, configuration and management

in a dynamic mixed e-commerce and legacy environment.

f. Provide documented appropriate education and certification to perform

IBM iSeries/Power System migration, configuration and management

for each team member to be assigned to this project.

g. Explain whether the company has done business with local government,

including entities in California; include a representative list of local

government clients served in the last five years. For each client, specify

the services performed.

h. Describe recent projects performing migrations of complex application

systems from an iSeries native environment to an IBM Power System

environment with managed hosting for other clients.

i. Provide at least three recommendations evidencing a strong record of

accomplishment and excellent customer/client relations.

j. Add any other information deemed applicable in this section.

TAB 2 Proposed Approach:

This section describes your proposed approach for meeting the services

required by the Department, as listed in Section IV, above. Relevant

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considerations include the quality and feasibility of your approach to

meeting these needs, the manner in which you plan to provide adequate

staffing (including planning for absences and back-up coverage, training,

background checks, and monitoring, etc.), and equipment or other

resources provided by you (if applicable). Keep these considerations in

mind as you respond to the following:

a. Describe how you will fulfill the needs of the Department included in

this RFP. Please attach a project plan, if appropriate.

b. List your needs for physical space and/or equipment at the Department

during this engagement, if any, aside from space or equipment that

would be provided by the Department as an obvious aspect of the

requested services (for example, space to treat patients, computers to

document services, etc.).

c. Fill out the Functional Requirements Matrix (Attachment 6). Each

line item must be completed by the vendor. Blank line items will be

considered to be unavailable (availability = 0).

d. Identify how you will meet all other aspects of the scope of work and

related requirements listed in Section IV, above. You may use this

section to expand on your “Availability” responses made on the

Functional Requirements Matrix (Attachment 6).

e. Describe the measurements/metrics/deliverables/assessments you will

provide on at least an annual basis to allow the Department to assess

the services you will provide.

f. Provide information on any other pertinent services, if any, you can

offer that will reduce costs or enhance the Revenue Cycle for the

Department.

g. Additional information for this section should address the following

questions and/or requests:

1. Describe the proposed migration methodology and technology.

2. Describe your migration automation tools.

3. Describe information access and reporting tools available.

4. Describe the proposed migration target environment

5. Indicate the scalability and performance of migration

tools/framework.

6. Describe the help-desk ticket procedures and response times during

the project (during normal business hours and extended hours)

include measures that will be in the SLA for this area

[30]

7. Describe the help-desk ticket procedures and response times once

the system is in production (during normal business hours and

extended hours) include measures that will be in the SLA for this

area.

8. Propose required County implementation team, including position

descriptions, skill requirements and hours.

9. Overview of the implementation approach and the responsibility of

the County in each of the following areas:

a. Description of the change management effort/role

b. System installation approach, including if one of the

environments will have some generic training data to

support onsite functional training for the project team

c. Implementation schedule with dates shown at a major task

level

10. Other information deemed applicable by the vendor may also be

included in this section.

TAB 3 Customer Service:

a. How will your services meet the needs of the Department’s

customers and/or the public?

b. In the event of a routine problem, who is to be contacted within your

organization?

c. In the event of the identification of a problem by the Department, its

client and/or other applicable constituents, describe how you will

address such problems and the timeframe for addressing them.

TAB 4 Claims and Violations Against Your Organization:

Please list any current violations or claims against you/your organization

(the vendor) and those having occurred in the past five years, especially

those resulting in claims or legal action against you/your organization.

TAB 5 Costs to the Department for Primary Services:

a. Provide a detailed explanation for all costs associated with your

providing the requested services if you are selected.

b. Is travel time to the County Department expected to be billable? If so,

how will travel time invoices be calculated? Generally, proposals that

do not include such travel time or expenses are preferred unless the

services requested require travel as part of the service.

c. Provide the following licensing costs, if applicable:

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1. Software License – IBM Operating System Software and any other

additional required software license pricing.

2. Hardware – Include a list of all hardware and related operating

costs to meet the performance expectations of the County. This

must also include the related annual maintenance costs for 10

years.

3. Technical Training – Include a list of technical training courses

recommended for the County team (i.e., remote system

administration, security, report writer, tools, etc.). This should not

include functional training for the County team, as that will be

provided onsite by the vendor.

TAB 6 Cooperative Purchasing and Cost of Possible Additional Services:

a. Indicate if the resultant contract can be extended to other San Mateo

County departments and/or public agencies in the San Francisco Bay

area upon their request (Yes/No). Your response to this inquiry will

not affect the selection decision unless other factors are deemed to be

equal by the County.

b. List any additional services to the current service plan that you deem

necessary or potentially desirable by the County, if any, and list the

proposed costs for such services.

TAB 7 References:

List at least three business references for which you have recently

provided similar services. Include contact names and phone numbers for

all references provided.

TAB 8 Statement of Compliance with County Contractual Requirements:

A sample of the County’s standard contract (including Exhibits A and B)

is attached to this RFP. Each proposal must include a statement of the

vendor’s commitment and ability to comply with each of the terms of the

County’s standard contract, including but not limited to the following:

The County non-discrimination policy;

The County equal employment opportunity requirements;

County requirements regarding employee benefits;

The County jury duty ordinance;

The hold harmless provision;

County insurance requirements;

Attachment IP (see Attachment 14 - Intellectual Property);

Attachment I (see Attachment 2 - Section 504 Compliance); and

All other provisions of the standard contract.

[32]

In addition, the vendor should include a statement that it will agree to have

any disputes regarding any contract venued in San Mateo County or the

Northern District of California.

Proposals must advise County of any objections to any terms in the

County’s contract template and provide an explanation for the inability to

comply with the required term(s). If no objections are stated, County will

assume the vendor is prepared to sign the County contract as-is.

PLEASE NOTE: The sample standard contract attached to this RFP

is a template and does not constitute the final agreement to be

prepared for the vendor that is selected. Please do not attempt to

insert missing information and complete the attached sample. Once a

vendor is selected, the Department will work with the selected vendor

to draft a vendor-specific contract using the template. However, each

proposal should address the general terms of the standard contract as

outlined in this section.

VI. SECTION VI – ATTACHMENTS*

Attachment 1. Standard County Agreement with Independent Contractor

Attachment 2. Standard County Agreement – Attachment I: Assurance of Compliance with

Section 504 of the Rehabilitation Act of 1973, as Amended

Attachment 3. Equal Benefits Program – Frequently Asked Questions

Attachment 4. Chapters 2.84 and 2.85 of the Ordinance Code of San Mateo County

Attachment 5. Acknowledgement of Receipt Form

Attachment 6. Functional Requirements Matrix

Attachment 7. Current vs. Proposed LPAR Specifications

Attachment 8. SMCTAX Software Resources List

Attachment 9. SMCTEST Software Resources List

Attachment 10. SMCTWEB1 Service Configuration List

Attachment 11. SMCTWEB1 Software Resources List

Attachment 12. SMCTWEB2 Software Resources List

Attachment 13. SMCTWEB2 Service Configuration List

Attachment 14. Standard County Agreement – Attachment IP: Intellectual Property

* Attachments are not included in the RFP document itself. Each one is a separate file and

is located on the website designated in Section III.5 above.

[33]