COUNTY OF ORANGE, CA
Information Technology Services Request for Proposal
REQUEST FOR PROPOSAL INSTRUCTIONS
FOR
COUNTY OF ORANGE, CA
for
INFORMATION TECHNOLOGY SERVICES
Date TBD
COUNTY OF ORANGE, CA
Information Technology Services Request for Proposal
REQUEST FOR PROPOSAL
PROPOSALS MUST BE
RECEIVED
County of Orange
CEO/IT Division
1501 E. St Andrew Place
Suite 200
Santa Ana, CA 92705
(714) 834-7144
BY, OR PRIOR TO,
5:00 P.M. PT
ON OR BEFORE
JUNE 29, 2011
PROPOSAL NUMBER
INSTRUCTIONS:
1. RETURN THIS PAGE SIGNED, WITH PROPOSAL.
2. ALL PROPOSALS ARE TO BE IDENTIFIED WITH
RFP #, AND RETURNED IN A SEALED ENVELOPE
OR PACKAGE.
3. DECLINATION - IN THE EVENT YOU ELECT NOT TO
SUBMIT A PROPOSAL, INFORM US ON THIS FORM
AND RETURN BY THE DUE DATE INDICATED.
4. SUBMIT ALL REQUESTS FOR FURTHER
INFORMATION TO THE COUNTY’S PROCUREMENT
MANAGER PAULA KEILICH VIA WWW.BIDSYNC.COM
289-619287-PK
File Folder No:
619287
DATE: April 8, 2011
REQUEST FOR PROPOSALS (“RFP”)
COVER PAGE
Project Title:
The Chief Information Officer (CIO) for the County Executive Office/Information
Technology (CEO/IT) of the County of Orange, hereinafter referred to as “County,”
is soliciting proposals from interested and qualified firms, hereinafter referred to as
“Vendors,” to provide Information Technology outsourcing services in support of
the County’s Information Technology Strategy.
The awarded contract, hereinafter referred to as “Contract” or “Agreement” will be a
fixed fee Contract between the County and selected Vendor(s). A detailed Scope
of Work concerning the County’s requirements is provided herein as Enclosure D,
Schedule 2.
PROPOSALS ARE DUE ON June 29, 2011 5:00 PM Pacific Time.
Proposals must be submitted in sealed packages. See complete RFP response
instructions in Section 2 herein. All questions and inquiries related to this RFP
must be submitted via the County’s secure web site – www.BidSync.com and
directed to Paula Kielich, hereinafter referred to as CEO/IT Procurement
Manager or Point of Contact (POC).
Vendors are not to contact other County personnel with any questions or
clarifications concerning this RFP. Any County response relevant to this RFP
other than through or approved by the POC is unauthorized and is considered
invalid.
COUNTY OF ORANGE, CA
Information Technology Services Request for Proposal
I HAVE READ, UNDERSTOOD AND AGREE TO ALL STATEMENTS IN THIS
REQUEST FOR PROPOSAL, AND TO THE TERMS, CONDITIONS AND
ATTACHMENTS REFERENCED HEREIN.
Date
Company Name (as it appears on your
invoice)
*Authorized Signature
Print Name
Title
*Authorized Signature
Print Name
Title
* If a corporation, this document must be signed by two corporate officers. The first signature must be either the
Chairman of the Board, President, or any Vice President. The second signature must be the Secretary, an Assistant
Secretary, the Chief Financial Officer, or any Assistant Treasurer.
Table of Contents
1.0
Introduction ....................................................................................... 1
1.1
1.1.1
1.1.2
1.2
1.2.1
1.2.2
1.2.3
1.2.4
1.2.5
1.2.6
1.2.7
1.2.8
1.3
1.3.1
1.3.2
1.3.3
1.4
1.4.1
1.4.2
1.4.3
1.5
1.5.1
1.5.2
1.5.3
1.5.4
1.6
2.0
2.1
2.2
2.3
2.4
County Overview ................................................................................................ 1
CEO/IT Overview ............................................................................................... 2
Countywide IT Governance Model ........................................................................ 4
Current IT Services Environment .......................................................................... 5
Current IT Services Contract ................................................................................ 5
Orange County Data Center .................................................................................. 5
Disaster Recovery Services................................................................................... 6
County WAN Environment .................................................................................. 6
Voice Environment .............................................................................................. 7
Service Desk Environment ................................................................................... 8
Applications Environment .................................................................................. 10
Desktop Environment ........................................................................................ 12
Future IT Environment Direction ........................................................................ 13
Data Center Environment ................................................................................... 13
Converged Data Network & Voice Communications Environment ......................... 14
Strategic Initiatives ............................................................................................ 16
IT Services Goals and Objectives ........................................................................ 16
ITO Services Goals and Objectives ..................................................................... 16
Data Network and Voice Services Goals and Objectives (Current Environment) ...... 17
Converged Data Network and VOIP Services Goals and Objectives ....................... 17
Scope and Term of Services................................................................................ 18
IT Services ....................................................................................................... 18
Changes in Scope of Services ............................................................................. 20
Term ................................................................................................................ 21
Assets .............................................................................................................. 21
Minimum Requirements to Qualify ..................................................................... 21
RFP Response Process and Instructions ............................................ 23
Point of Contact ................................................................................................ 23
RFP Process Timetable ...................................................................................... 23
RFP Vendor Overview ....................................................................................... 25
County Reference Library .................................................................................. 26
Date TBDPage i
2.5
2.5.1
2.5.2
2.6
2.7
3.0
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
4.0
5.0
6.0
RFP Package Clarification or Additional Information ............................................ 27
Clarifications and Vendor Questions.................................................................... 27
RFP Addenda .................................................................................................... 28
Development of RFP Response: Vendor Proposal Format Requirements ................. 28
Submission of Proposals .................................................................................... 33
Proposal Evaluation and Selection Process ........................................ 36
Initial Administrative and Minimum Requirements Evaluation ............................... 36
Joint Venture .................................................................................................... 36
Response Evaluation Criteria .............................................................................. 36
First Round Evaluation ...................................................................................... 37
Vendor Presentations ......................................................................................... 37
Finalist Phase .................................................................................................... 38
Notice .............................................................................................................. 39
Lobbyists .......................................................................................................... 39
Protest Procedures ........................................................................... 41
RFP Enclosures ................................................................................ 43
Disclaimer ........................................................................................ 44
List of Tables
Table 1.
RFP Process Timetable .................................................................................. 23
Date TBDPage ii
1.0 Introduction
The County is conducting this RFP process to select a qualified IT services
Vendor(s) that meets the County’s IT services requirements. Vendor must have a
proven record of accomplishment in delivering high-quality IT services while
maintaining high levels of customer satisfaction at market-based pricing levels.
Vendors may respond to one or both of the two sets of Service Areas for
which the County is seeking Proposals. The two scopes, generally, are (1)
an ITO Services Scope, which consists of Data Center Services, Service
Desk Services, Application Development and Maintenance Services, and
Desktop Services; and (2) a Network and Voice Services Scope, which
consists of Data Network Services (current environment), Voice Services
(current environment), and Converged Data Network and VOIP Services
(future environment).
The County may elect to choose one Vendor to provide all above-referenced
services, or two different Vendors (i.e., one Vendor for the ITO Services Scope
and a separate Vendor for the Network and Voice Services scope).
The RFP process shall be fair and comprehensive with third-party support
provided by the outsourcing advisory firm of Avasant. The County and its thirdparty advisors have designed the Proposal evaluation and selection process to
ensure all bidders are evaluated thoroughly and fairly. The evaluation process is
designed to neutralize incumbent vendor cost advantages related to transition.
This RFP package provides an overview of the County, the County’s IT services
objectives, the scope of IT services sought, and provides instructions for the RFP
response process. This document refers to documents contained in the RFP,
including the Master Services Agreement (MSA), Statements of Work (SOWs)
and other attachments that will form the final agreement between the County and
the selected Vendor.
1.1 County Overview
The County of Orange is a charter county that is governed by a five-member (5)
Board of Supervisors who represent districts that are each approximately equal
in population. The Supervisorial Districts map shows the boundaries of the
County and the areas governed by each member of the Board. A County
Executive Officer oversees seventeen (17) County Departments, and elected
department heads oversee seven (7) County Departments.
The County provides a full range of services, which include affordable housing;
agricultural commissioner; airport; child protection and social services; child
support services; clerk-recorder; coroner and forensic services; district attorney;
elections and voter registration; environmental/regulatory health; flood control
Date TBDPage 1
and transportation; grand jury; harbors, beaches and parks; disaster
preparedness; indigent medical services; jails and juvenile facilities; juvenile
justice commission; landfills and solid waste disposal; law enforcement; local
agency formation; probationary supervision; public assistance; public
defender/alternate defense; public and mental health; senior services; tax
assessment collection and appeals; veterans services; and weights and
measures.
The County operates in a “federated” Information Technology (IT) environment,
in which each Agency and/or Department manages its own business-specific
hardware and applications. The County Executive Office/Information Technology
(CEO/IT) provides County-wide IT services (e.g., Internet/Intranet access, e-mail)
and CEO/IT operations are directed by the Office of the Chief Information Officer
(CIO).
All County Agencies and/or Departments rely upon contractor staffing to some
degree in managing their IT operations, both individually and collectively. The
current-state Information Technology Sourcing Model incorporates a combination
(which varies by Agency/Department) of: internal County employees; resources
procured via an IT staff augmentation contract; and IT temporary Services for
technical staffing.
Additional information
http://www.ocgov.com.
on
the
County
of
Orange
can
be
found
at
1.1.1 CEO/IT Overview
CEO/IT provides enterprise-wide services for the County. These services include
voice, network, e-mail and Internet/intranet connectivity. In addition, CEO/IT acts
as an internal service provider for those County Agencies that wish to avail
themselves of CEO/IT services. Agency-specific services offered by CEO/IT
range from project management and oversight, to applications development and
maintenance, to data center and operational services.
CEO/IT is organized by Centers of Excellence.
Date TBDPage 2
Figure 1.
CEO/IT Organization Chart
CEO-IT Organization
CIO
Executive Secretary
Publishing Services
Assistant CIO
Business Information Services
Sourcing & Finance Manager
IT
Finance
IT
Contracts
CTO
Enterprise Infrastructure Services
PMO Manager
Customer
Support
Portfolio
Management
Solutions Project
Management &
Business Analysis
IT Strategic
Consulting,
Planning &
Architecture
Security &
Business
Continuity
Planning
IT Process
& Quality
Assurance
Information
Resource
Management
Application
Services
Security &
Business
Continuity
Operations
Customer &
Agency
Support
Network &
Platform
Services
Project Managers
CAPS
PROB
CAPS +
Business Analysts
CAPS+ GCAP
CSS
Secretary
Telephone
Services
Voice N/W
Enhance, Maintain
& Implement
ATS Legacy
ACS Administration
ACS Program Director
Data Center
Operations
Tech Support
Service Desk
SSA
CSS
IT
HOA
IT
Production
Support
eGov
General
The CEO/IT organization is comprised of the following major groups:
1.1.1.1 Enterprise Infrastructure Services
The CEO/IT Enterprise Infrastructure Services COE provides Agencies with Data
Center Services, ranging from network and platform services (mainframe and
midrange), operations services (service desk, security, servers and WAN),
telephone services (phones and circuits), and security and business continuity
operations.
1.1.1.2 Business Information Services
The CEO/IT Business Information Services COE provides Agencies with IT
Process and Quality Assurance (change control and standards management),
Software Quality Assurance, Application Services (development, design,
implementation and maintenance) and Information Resource Management
(database architecture and physical design).
1.1.1.3 Project Management Office (PMO)
The CEO/IT Project Management Office provides portfolio management,
solutions project management and business analysis for both CEO/IT and
Agency initiatives. The PMO also provides a project management methodology,
processes and standards.
1.1.1.4 Sourcing and Finance
Date TBDPage 3
The CEO/IT Sourcing and Finance COE is responsible for the IT finance,
contracts and procurement functions for the CEO/IT organization, including
budget and internal charge backs. In addition, the Sourcing and Finance team
provides contract management, oversight and governance for key sourcing
contracts.
1.1.1.5 Strategic Planning and Architecture
The CEO/IT Strategic Planning COE develops, maintains and promotes the
County-wide information technology strategic plan and enterprise architecture
and standards. The strategic plan is aligned with the stakeholders’ business
needs, meets customers’ needs and is compatible with County IT architectural
guidelines. Customers and CEO/IT work as partners to identify creative,
technically sound and cost-effective approaches for addressing customer
business needs.
1.1.1.6 Security
CEO/IT has two COEs for security: the Security and Business Continuity
Planning COE and the Security and Business Continuity Operations COE.
The Security and Business Continuity Planning COE focuses on the
development and adoption of IT security plans that address authentication,
external and internal data integrity and security, host security, network security,
physical security, operational security, configuration management, and security
incident response procedures, including plans for antiviral detection, protection
and quarantine.
The Security and Business Continuity Operations COE focuses on the design
and implementation of IT operational security practices and procedures that
protect IT systems and network components from operational vulnerabilities and
that ensure that private/confidential information is not inappropriately released.
1.1.2 Countywide IT Governance Model
In March 2011 the County Board of Supervisors approved the new Countywide
IT Governance Model. The objective of the new governance is to improve the
current model, establish clear roles and responsibilities, and ensure
transparency, accountability and business alignment of IT decisions.
The Governance Model identifies the governing bodies, establishes the
membership of these to include Agency/Department and CEO business and
technical leaders, and clearly defines the roles and responsibilities of each. The
following governing bodies are included:

IT Executive Council
Date TBDPage 4



Technology Council
Enterprise Architecture Group
IT Investment Review Board
The Governance Model also clarifies the roles and responsibilities of the CIO and
Agency/Department IT Managers/Directors as participants in the defined
governance structure. It ensures that there will be collaboration and agreement
on Countywide IT initiatives and strategic direction in a decentralized model. It
further provides assurance to the Board that there is sufficient review of ITrelated matters that are presented for their consideration. Refer to the County’s
web site link below for additional information on the Countywide IT Governance
Model.
http://egov.ocgov.com/ocgov/Info%20OC/Departments%20&%20Agencies/Chief
%20Information%20Officer
1.2 Current IT Services Environment
1.2.1 Current IT Services Contract
The County currently receives a number of staff augmentation-based services
from Affiliated Computer Services, Inc., a Xerox Company (“ACS”), including
data center, data network, service desk, applications development and
maintenance, voice, and security and business continuity services. The current
ACS contract is set to expire on June 24, 2012.
The County desires to enter into a managed services contract(s) for the scope of
services that ACS currently provides to the County, as well as for a future
converged data network and VOIP solution.
1.2.2 Orange County Data Center
The County currently provides enterprise data center services from the Orange
County Data Center (the “OCDC”), which is owned by the County, and currently
operated almost exclusively by ACS staff. The OCDC is a 24x7x365 data center
facility that provides the requisite data center systems, including security
controls, network infrastructure, building systems and redundant power systems.
The OCDC was built in 1992. The Data Center improvements measure 66,000
square feet, of which there is approximately 35,000 square feet of raised flooring.
There is a 43,000 volt power feed from Southern California Edison and two 1100
KVA UPS to provide redundant, conditioned power. The OCDC also has a 1750
KW diesel CAT generator.
Date TBDPage 5
The OCDC hosts mainframe and midrange systems, server farms, Storage Area
Networks and the Wide Area Network. The Data Center supports UNIX-, AIX-,
Linux- and Windows-based production and non-production environments (e.g.,
development, test, staging) and their associated IT infrastructure. The OCDC
also acts as the coordination point for the County’s Disaster Recovery Services.
Figure 2.
Current County Data Center Network
1.2.3 Disaster Recovery Services
Vendor shall have an opportunity to leverage the County’s existing Disaster
Recovery equipment and existing warm site facility which is located at a
California County outside of the region, although there is no requirement to do
so.
1.2.4 County WAN Environment
The current County WAN consists of a CEO/IT-managed WAN backbone
network and Agency WAN networks. The County WAN has a logical “hub-andspoke” topology. Agency networks are required to travel through the WAN
backbone to reach other Agencies, the Internet, or other business partners
including requisite connectivity to state systems. Some Agencies manage their
own network, while other agencies rely on CEO/IT staff to manage their network.
For Agencies with higher security requirements, traffic is separated from other
Agencies on the WAN backbone using VRF (Virtual Routing and Forwarding)
technology.
Date TBDPage 6
The County has a high-performance WAN backbone and redundant Internet
connections. The WAN backbone is mainly built on Metro-Ethernet technology
with a mixture of Telco-provided Gigabit Ethernet circuits and County-owned
fibers running at 1 Gbps or 100 Mbps. The County has a Disaster Recovery site
at a California County outside of the region. The Disaster Recovery site is
connected to the County WAN backbone via a DS3 circuit. Dynamic BGP failover
is configured to facilitate the switch over of County public IP addresses from the
production site to the Disaster Recovery site in the event of a failure.
Figure 3.
Simplified Current Voice and Data Network Topology
1.2.5 Voice Environment
CEO/IT provides voice communications products and services to over 21,230
users in the County’s different Agencies and Departments. To deliver dial tone to
users, the current environment features forty (40) Nortel PBX systems comprised
of the Communication Server 1000s, Opt. 81s, 61s, 11s, one (1) Nortel SL100,
and fifty-four (54) Nortel Key systems consisting of the Business
Communications Manager 50s, 200s, 400s, and 450s.
Voice-mail, Auto-Attendants, conference bridges, ACDs, IVRs, and call routing
are routine within the voice services provided within the County. Each End User
receives a detailed monthly bill, and has access to printed and online directories
for the County community. To access these services, there is an online workflow
process that allows for tracking, programming, scheduling, and authorization of
requests.
Date TBDPage 7
The current voice communications environment is at end-of-life and at risk. With
this RFP, the County plans to move from the existing environment to a new VOIP
solution.
1.2.6 Service Desk Environment
The current Orange County Service Desk’s primary responsibility is to field all
trouble/support calls related to Enterprise Shared Services provided by the
OCDC, such as WAN, Internet/IP and Security services as well as any enterprise
applications such as e-mail. For all calls related to Enterprise Shared Services,
the Service Desk provides Level 1 support, which includes call logging,
incident/problem ticket creation, limited first call resolution, knowledge
management and ticket escalation to OCDC Level 2 support, tracking, resolution,
closure and reporting. Moreover, the Service Desk responds to calls not related
to Enterprise Shared Services by asking the callers to contact their Agency
Service Desks without logging those calls or creating any tickets.
With this RFP, the County seeks to further improve its Service Desk capabilities
and operate in a more traditional manner, with a high volume of calls being
addressed at Level 1.
The Service Desk also extends Level 1 support to the Auditor-Controller,
Assessor, Clerk-Recorder and Probation. The Service Desk provides partial
Level 1 support services (call logging, incident ticket creation, custom reports) to
the Public Defender.
Additional detail has been provided below for five (5) new mission critical
applications that the winning Vendor will need to support: the Property Tax
Management System, the Assessment Tax System and CAPS+, SECURE
ERDS, and EFBN.
Property Tax Management System (PTMS)
In July 2008, the County of Orange began development of a new open systemsbased Property Tax Management System (PTMS) to replace the current IBM
mainframe application which serves the property assessment and tax
administration needs of four (4) departments; Auditor-Controller, Clerk of the
Board, Treasurer-Tax Collector, and Assessor. The new PTMS will support the
Auditor-Controller, Clerk of the Board and Treasurer-Tax Collector with an
interface to the new Assessment Tax System, which is also under development.
The PTMS project involves the delivery of twenty five (25) core business
functions via the implementation of software modules. The system is expected to
be completed and in production by July 2012.
Date TBDPage 8
The Service Desk will be responsible for fielding all End User trouble calls on
PTMS. Any calls that cannot be resolved at Level 1 by the Service Desk will be
handled by the Auditor-Controller’s application support team.
Assessment Tax System (ATS)
The Assessment Tax System (ATS) Re-Engineering project is a multi-year effort
to modernize a mainframe-based property assessment and valuation system by
leveraging today’s .NET application development technology. ATS is the main
application used by the Assessor Department to produce Rolls of Property
Values exceeding $400 billion dollars of taxable value annually. The Assessor
will produce the July 2011 Annual Roll on the existing IBM mainframe system.
After the 2011 Roll is produced, the Assessor will migrate to the new production
ATS open system application.
The Vendor Service Desk will be responsible for fielding all End User trouble
calls on ATS. Any calls that cannot be resolved at Level 1 by the Service Desk
will be handled by the Assessor’s application support team.
CAPS+
CAPS+ is the County’s ERP system and provides finance, procurement, human
resources and payroll functionality. In the past several years, the CAPS system
was upgraded from Advantage 2x to 3x and migrated from the County’s IBM
mainframe to an Open Systems platform. The new CAPS+ Finance &
Purchasing System went live in July 2009, followed by the implementation of
Advantage 3x Human Resource Personnel, Payroll and Position Control System
which went into production in March 2011. The new web-based system supports
all 24 County Departments as well as 6 Special Districts.
The Vendor Service Desk’s primary responsibility for CAPS+ will be to field all
trouble calls related to the County’s Financial, Payroll and ancillary systems, from
approximately 5,000 end-users within twenty three (23) County Departments and
four (4) Special Districts. Any calls that cannot be resolved at Level 1 by the
Service Desk will be handled by the Auditor-Controller’s application support
team.
SECURE ERDS
SECURE ERDS is the Clerk-Recorder’s multi-County electronic recording
delivery system. It is a custom built application built on a .NET platform. Current
users include Orange, Los Angeles, Riverside, Santa Barbara and San Mateo
Counties. Sacramento and San Diego counties will be coming on board in the
next couple of months.
Date TBDPage 9
SECURE ERDS does not include the recording of documents, which is handled
by County backend systems; it handles the delivery and return of electronic
documents to streamline the recording process. The common shared component
is the Portal server/database. All participating counties share the portal to hold
configuration information that is used by document submitters. There is also
limited administration on the Portal.
Each County has their own Proxy and Application Server/database that receives
documents from submitters for recording by county backend systems. Each
county has a bridge server that handles the transfer of documents to and from
the county backend recording system.
The Vendor Service Desk will be responsible for fielding all End User trouble
calls on SECURE ERDS. Any calls that cannot be resolved at Level 1 by the
Service Desk will be handled by the Clerk-Recorder’s application support team.
EFBN
The Orange County Clerk-Recorder Department’s Electronic Fictitious Business
Name (eFBN) is the first fully automated web-based software system for filing,
maintaining, and issuing Fictitious Business Name (FBN) statements in
California, custom built on a .NET platform. A Fictitious Business Name (FBN) is
needed when a business name does not include the surname of the owner or
uses a name that suggests the existence of additional owners.
The Vendor Service Desk will be responsible for fielding all End User trouble
calls on EFBN. Any calls that cannot be resolved at Level 1 by the Service Desk
will be handled by the Clerk-Recorder’s support team.
1.2.7 Applications Environment
CEO/IT offers application development and maintenance services for its own
application suite as well as for enterprise applications and certain Agencyspecific applications. All other applications’ application development and
maintenance is handled directly by individual Agencies, either with internal
County Agency staff or via third-party vendors.
Applications in-scope for this RFP include Commercial off the Shelf (COTS)
applications, customized COTS applications and custom-developed applications.
Although the County has been migrating applications from the mainframe
platform to open systems, there are a handful of mainframe applications inscope.
Additional detail has been provided for four (4) new mission critical applications
that the winning Vendor will need to support: the Property Tax Management
System, Assessment Tax System, SECURE ERDS, and EFBN.
Date TBDPage 10
Property Tax Management System (PTMS)
The PTMS technical solution is developed in C# language using tools such as
MS VSTS 2008, MS VSTFS 2008 and deployed on MS Windows 2008 server
running .NET Framework 3.5. The technical solution is built using n-tier internet
and intranet application architecture with presentation, application and data
layers. The presentation layer is accessed using a browser based front end (MS
IE 7.0 +) and consists of user interface components (themes, web forms,
controls, objects), ASP.NET, and MS Enterprise Library 4.1 design patterns. The
application layer maintains the business rules and logic, application-specific
processing and connects the presentation and data layers. The application layer
consists of the following components: business logic, data access, PTMS WCF
service interfaces, error handling and logging, security, external interfaces and
reports. The data layer stores all the application-specific data in MS SQL Server
2008 databases and authorization-specific data into a special AzMan SQL Store.
Software maintenance activities call for senior .NET developers, experienced in
developing and maintaining large and complex systems using mature software
development processes.
Assessment Tax System
The ATS technical solution is framed around a core set of Microsoft’s .NET
Framework tools:
 Windows XP/2003 - Operating System
 .NET 2.0/3.0 - Development Framework
 SQL Server 2005 - Relational Database (RDBMS)
 Visual Studio 2005 - Integrated Development Environment (IDE)
 Enterprise Library 2.0 - Application Programming Interfaces (APIs)
 Smart Client Framework 2005 - Development Framework
 SQL Reporting Services 2005 - Database Report Builder
 Team Foundation Server 2005 - Source Control Tool
 C# - Development Language
The new ATS application is a client-server application with a SQL Server
backend that operates on a Wintel physical platform in a secure network
environment. The environment’s extendibility facilitates access to enterprise
interface, job scheduling, and print / publishing services.
The new ATS is developed based on a SOA (Service Oriented Architecture)
leveraging Windows Communication Foundation (WCF), with SMART Client
Framework as the user interface foundation enhanced by Infragistics user
interface controls and Windows Workflow Foundation (WWF) as the underlying
business process automation engine. An application de-coupling and Application
Program Interface (API) strategy is in place to facilitate seamless integration with
third-party solutions (e.g., (DSAR) Document Storage and Retrieval and (GIS)
Geographic Information Systems).
Date TBDPage 11
Application maintenance and support activities require senior level developers
and architects for application and database support. The support team must have
mature skills and experiences developing and maintaining complex client server
applications using collaborative software development practices and methods.
SECURE ERDS
SECURE ERDS is a multi-County electronic recording delivery system. It is a
custom built application built in C# on a .NET platform. SECURE ERDS does not
include the recording of documents, which is handled by County backend
systems; it handles the delivery and return of electronic documents to streamline
the recording process.
The common shared component is the portal server/database. All participating
counties share the portal to hold configuration information that is used by
document submitters. There is also limited administration on the portal.
Each County has their own Proxy and Application Server/database that receives
documents from submitters for recording by county backend systems. Each
county has a bridge server that handles the transfer of documents to and from
the county backend recording system.
EFBN
eFBN is designed to satisfy two modes of operation depending on the end-users.
The public uses a web-based application that can be run on the required
browsers to interact with the system. The staff and newspapers will interact with
the system using a thick client running on Microsoft Windows OS and will be
communicating with various systems such as the Cashiering System, signing pad
and the EFBN Web Services.
The application is custom-built on a .NET platform.
1.2.8 Desktop Environment
The scope of the current Desktop Services environment is limited to the support
of desktops, laptops, and workstations and network printers for CEO/IT,
Community Resources, Waste and Recycling, and the Sheriff.
For the in-scope Desktop Services, there are approximately five (5) standard
images. Supported operating systems include Windows XP, Windows Vista and
Windows 7. Supported versions of Microsoft Office include 2003 and 2007. The
desktop environment also includes support of end point anti-virus and additional
productivity tools, such as Adobe Acrobat.
Date TBDPage 12
1.3 Future IT Environment Direction
The County would like to move to a managed services contract with a Vendor(s)
that will provide cost-effective, high-quality service delivery leveraging best-ofbreed technologies. The scope of this RFP also includes a critical migration off
an antiquated voice system to VOIP and the implementation of a converged
network environment.
The County is open to innovative service delivery solutions that will meet the
functional business needs of County IT customers, meet service levels and
reduce costs.
Service delivery solutions could include software-as-service (SaaS), cloud
computing or a combination of these and traditional managed IT services.
Vendors must demonstrate how these solutions will meet County requirements in
their Proposals using the response format provided.
In addition, the County hopes to leverage the Vendor’s best practices,
experience and innovative capabilities to help the County meet the needs of its
constituents.
1.3.1 Data Center Environment
For future Data Center service delivery, the County is open to a variety of
approaches and options including:

Location from which Data Center Services will be provided – Vendors have
the option of proposing alternate solutions whereby the in-scope Data
Center Services could be provided exclusively through a County-provided
data center in Orange County, or provided via a combination of Vendor’s
US-based data center facility and a County-provided data center in Orange
County. It will not be feasible to provision services exclusively from a
Vendor’s facility due to County requirements that certain systems remain
within Orange County. These systems will require remote management and
support. The County-provided data center may or may not be the Orange
County Data Center.

Ownership of the Orange County Data Center facility – The County owns
the data center facility from which in-scope services are currently provided.
Vendors shall have the option of purchasing the Orange County Data
Center, in connection with the delivery of in-scope services under the
agreement, however such purchase is not a requirement. In addition to
purchase offers, the County is interested in Vendor proposals on other
potential and appropriate uses of the facility (e.g., leasing raised floor
space). Interested Vendors should supply a Letter of Intent to the County.
Review of the Letters of Intent and any subsequent negotiation will be
handled as a separate transaction and are not a part of this RFP.
Date TBDPage 13
With the exception of the Storage Area Network (SAN), the County expects to
retain ownership of the data center assets (e.g., servers).
1.3.2 Converged Data Network & Voice Communications Environment
It is the County’s objective to migrate to a converged network environment
through Vendor-provided Converged Network Management Services. These
services shall consist of end-to-end services and activities required to design,
implement and support the County’s future converged network environment.
This converged environment shall transport data traffic related to County and
Third Party business applications, web applications, video and associated
video applications (e.g., weekly Board meetings) and traffic related to a new
Vendor designed, implemented and managed IP/VOIP telephony system.
For the future IP/VOIP environment, the County is open to a variety of
approaches, including premise- and non-premise-based solutions (e.g., cloud).
Existing County assets may be leveraged in Vendor’s Proposal, although there
is no requirement for Vendor to do so. The proposed solution should meet the
County’s business objectives, required service levels and be cost effective.
The County is open to either the County or Vendor owning or leasing the
converged data network. The County is requesting Proposals and pricing for
both County-owned and Vendor-owned VOIP assets. In addition, the County is
open to alternatives on provisioning of circuits.
The County’s antiquated voice environment is a significant driver for the rapid
implementation of VOIP. The County requests Proposals that reflect the most
efficient, expeditious and cost-effective means to achieve the County’s shortand long-term business goals.
Initially, the Vendor will need to support the current state network environment.
Subsequent activities include the implementation of a new Vendor proposed
VOIP telephony system (e.g., Vendor-hosted, premise-based), transformation
of the current separate voice and data networks to a converged and secure
voice and data network including optimization of the County network
environment to improve efficiency and to reduce costs. As contained in
Enclosure A, RFP Response Template, Vendors are asked to describe how
they will achieve the following:
(1) Implement the Vendor-proposed VOIP telephony system as soon as
possible; (2) minimize one-time costs; (3) minimize ongoing VOIP and
converged network operations costs; and (4) achieve overall cost savings
Date TBDPage 14
compared to current cost levels. A detailed rationale as to how the Vendor’s
proposed solution achieves these County objectives is also requested.
Date TBDPage 15
1.3.3 Strategic Initiatives
The County has outlined a series of strategic initiatives that may have an impact
on the scope of services contemplated in this RFP. The County wishes to
understand Vendor’s experience implementing comparable strategic initiatives.
The initiatives include:

County of Orange Sheriff’s Office Legacy System Renewal

Implement County IT Priorities
Additional detail on these initiatives can be found in Enclosure F - Strategic
Initiatives.
1.4 IT Services Goals and Objectives
The County is seeking an IT services contractual relationship(s) with qualified IT
services Vendor(s) that will assist the County achieve its business goals and
objectives of improving the County’s use of IT and telecommunication services,
as indicated in the sections below.
1.4.1 ITO Services Goals and Objectives
The County wishes to achieve the following business goals and objectives
related to the ITO Services portion (i.e., Data Center, Service Desk, Application
Development and Maintenance and Desktop Support Services) of this RFP:

Providing a comprehensive set of IT services that meet current and
future needs of the County

Providing base for County streamlined operations

Providing maximum resource flexibility to meet changing County
demands

Providing increased cost efficiencies
In order to achieve these primary business goals and objectives, the County’s
ITO services Vendor must deliver services that support the following primary
goals and objectives:

Provide best-of-breed technology solutions

Implement best practices, processes, tools, and approaches that meet
County requirements and lead to continual Vendor innovation and
Date TBDPage 16
productivity improvements that are passed on through improved service
levels and reduced fees over time

Provide key enhancement type services to augment the development
and implementation of County technology and service strategies

Provide timely technology refresh for Vendor-owned assets

Provide a structured governance model

Provide measurable value for the IT services being delivered, based on
market pricing and industry standard service levels throughout the life of
the relationship

Coordinate and interact with third parties as required to support County
programs and to support end-to-end service delivery
1.4.2 Data Network and Voice Services Goals and Objectives (Current
Environment)
The County wishes to achieve the following business goals and objectives
related to the current environment Data Network and Voice Services portion of
this RFP:

Attainment of Service Level Requirements

Cost-effective maintenance of the County’s current voice and network
infrastructure prior to migration to a new converged network and VOIP
environment
1.4.3 Converged Data Network and VOIP Services Goals and
Objectives
The County wishes to achieve the following business goals and objectives
related to the Converged Data Network and VOIP Services portion of this RFP.
Note that for purposes of Vendor responses, the Converged Data Network and
VOIP Services are considered part of the scope of the Network and Voice
Services:

Attain a secure, reliable, scalable County converged network
infrastructure that will support the ongoing and evolving voice, video,
data requirements of County stakeholders

Eliminate data network redundancies and inefficiencies and reduce
County data network infrastructure and operational costs through
network infrastructure optimization, improved operational processes,
services and automation

Eliminate the operational risks currently facing the County’s voice
infrastructure through the installation and implementation of vendor
provided Voice Communication Services (i.e., IP/VOIP-based services)
Date TBDPage 17

Provide the County cost-effective and scalable data network
management and voice services based on County-required and industry
standard service levels and market-based pricing levels and
mechanisms

Achieve the above objectives through a Vendor-recommended phased
approach that leverages existing infrastructure where possible, utilizes
cost-effective technical and services solutions, and balances any
required investment with reduced ongoing operational and refresh costs
1.5 Scope and Term of Services
The County is seeking the following IT services, which are required to be
delivered either from a County-provided data center in Orange County, or
provided via a combination of Vendor’s US-based data center facility and a
County-provided data center in Orange County. The Vendor’s facilities shall be
located within the United States and staffed by resources located in the United
States.
1.5.1 IT Services
The County is seeking the following set of common and mature IT services,
which Vendor(s) shall deliver based on industry standards (e.g., ISO 20000) and
best practices. Vendors may choose to respond to one (1) or both of the two (2)
Service Area groupings included in this RFP, and as outlined in the section
below. The following sections provide an overview of the services sought.
1.5.1.1 ITO Service Areas

Data Center Services, including:
o Server operations and administration
o Storage and data management
o Applications support
o Database administration
o Middleware administration
o Storage administration
o End User administration
o Remote access
o Disaster Recovery and Business Continuity
o Security administration and management

Service Desk Services, including:
o Single point of contact for Incident and Problem Management tracking
and escalation
Date TBDPage 18
o Service request and trouble ticket management
o End User self help services
o End User account administration support

Desktop Support Services, including:
o Core software and application image build and deployment
o Install, moves, adds, changes, and disposals
o On-site technical support

Application Development and Maintenance Services, including:
o Application strategy, planning and analysis
o Application architecture and design
o Application development, maintenance and enhancement services
o Programming, development and application configuration
1.5.1.2 Voice and Data Network Service Areas

Voice Services (current environment), including:
o Premise phone services
o Voice messaging services
o Contact center services

Data Network Management Services (current environment), including:
o Data network operations and administration
o Network monitoring and reporting
o Perimeter network security services including IPS/IDS
o Firewall management, DMZ and Internet support

Converged Data Network and VOIP Services, including:
o Design, engineering, implementation
o Network provisioning
o Data network operations and administration
o Network monitoring and reporting
o Network security services including IPS/IDS
o Firewall management, DMZ and Internet support
o IP/VOIP services
o Premise and non-premise phone services
o Voice messaging services
Date TBDPage 19
o Contact center services
1.5.1.3 IT Service Management and Lifecycle Services
IT Service Management and Lifecycle Services are considered within the scope
of each Service Area and consist of the following three categories of services:

IT Life Cycle

Service Delivery

Service Support
These “cross-functional” Services will ensure Vendor supports all of the County
IT environments and Service Areas with a common and consistent set of life
cycle Services and processes based on the Information Technology
Infrastructure Library (ITIL)/IT Service Management (ITSM).
All bidding Vendors, whether bidding on one or both of the Service Area scopes,
must provide the services enumerated in Schedule 2A - IT Service Management
and Lifecycle Services Statement of Work.
1.5.1.4 Relationship Management Services
Relationship Management Services establish key Vendor roles and the
County/Vendor Governance committees to support a number of formal
processes and procedures. Relationship Management Services will be a critical
component of effectively and efficiently managing the County/Vendor relationship
and Agreement.
1.5.1.5 Transition Services
As described in Enclosure A, Vendor shall submit a Transition Plan outlining
activities, a project schedule, and the acceptance plan associated with migrating
Services from the current state to the selected Vendor Services. This Transition
Plan shall include Vendor tasks and the County tasks, timelines, responsibilities,
dependencies, major milestones, transition completion dates and deliverables,
and acceptance procedures. The proposed Vendor-developed transition plan will
be further refined during contract negotiations and finalized before contract
signing.
Transition Services required to meet objectives and requirements of the RFP
shall NOT DISRUPT the County’s business processes (e.g., be invisible to
County End Users and customers). The selected Vendor shall accomplish
transition of all Services included in this RFP within the transition period identified
herein.
1.5.2 Changes in Scope of Services
During the RFP response period, the County reserves the right to change, add
to, or delete, any part of this RFP. Additions, deletions, or modifications to the
original RFP could result in RFP addenda, which will become an integral part of
the RFP and Vendor Proposal.
Date TBDPage 20
1.5.3 Term
The County is seeking Vendor pricing response for a term of five (5) years with
two (2) one (1) year options. The County is assuming a transition start date in
March 2012.
1.5.4 Assets
The County will retain ownership of all data center servers. Vendor shall own and
provide the Storage Area Network (SAN). The County is open to a variety of
approaches and solutions for all other assets, including network and voice
assets.
1.6 Minimum Requirements to Qualify
Prospective Vendors must meet the following minimum qualifications in order to
submit a Proposal under this RFP:
1. Proposed Vendor facilities providing services to the County are all located
within the United States and shall be staffed by U.S.-located resources.
2. Vendor must be able to secure a performance bond for twenty-five million
dollars ($25,000,000) annually for the term of the Agreement
3. Vendor must have entered into at least three (3) North America based IT
Outsourcing Services contracts within the last five (5) years which, at a
minimum, include the following:
 The average annual contract value of each was at least $10,000,000
 Each contract included the provision of Data Center Services and at
least one of the following two categories of Service: Service Desk or
Applications Development and Maintenance Services (if bidding on
the Data Center, Service Desk, and Applications Development and
Maintenance portion of the RFP)
 Each contract included the provision of Network and VOIP Voice
Services (if bidding on the Data Network, Voice and Converged Data
Network VOIP portion of the RFP)
 Each contract must be a reference account
Note that the minimum qualifications listed in the second and third bullets
above are mutually exclusive (i.e., Vendors bidding on only Data Center,
Service Desk, and Applications Development and Maintenance Services do
not need to meet the minimum qualifications listed in the third bullet above
and Vendors bidding on Data Network, Voice and Converged Data Network
VOIP portion of the RFP do not need to meet the minimum qualifications
listed in the second bullet above).
4. If bidding on the Data Center, Service Desk, and Applications Development
and Maintenance, Vendor’s average gross annual revenue in IT
Date TBDPage 21
Outsourcing Services over the last three fiscal years must exceed $75
million per year.
If bidding on the Data Network, Voice and Converged Data Network VOIP
portion, Vendor’s average gross annual revenue in IT Outsourcing Services
over the last three fiscal years must exceed $75 million per year.
Note that any Vendors bidding on both of the above areas must meet the
minimum qualification for each area (i.e., $75 million for Data Center,
Service Desk, and Applications Development and Maintenance; and $75
million for Data Network, Voice and Converged Data Network VOIP).
5. Vendor must be willing to act as the prime contractor if subcontractors are
required to provide in scope services.
6. Vendor’s organization or any of its officers:
 Are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by
any Federal or State department or agency
 Have not within a five (5) year period preceding this RFP been convicted
of or had a civil judgment rendered against them for commission of fraud
or criminal offense in connection with obtaining, attempting to obtain, or
performing a public (Federal, State, or local) transaction or contract
under a public transaction; violation of Federal or State antitrust statutes
or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen
property
 Have not within a five (5) year period preceding this RFP had one or
more contracts terminated for cause or default
Date TBDPage 22
2.0 RFP Response Process and Instructions
Vendors may submit a Proposal to one or both of the two sets of Service
Areas for which the County is seeking Proposals. The two scopes,
generally, are (1) an ITO Services Scope, which consists of Data Center
Services, Service Desk Services, Application Development and
Maintenance Services, and Desktop Services; and (2) a Network and Voice
Services Scope, which consists of Data Network Services (current
environment), Voice Services (current environment), and Converged Data
Network and VOIP Services (future environment).
Vendors may propose alternative approaches, in addition to one or both of
the approaches described above (e.g., combined response for all Service
Areas), however Vendors MUST provide an RFP response as described
above.
The County may elect to choose one Vendor to provide all above-referenced
services, or two different Vendors (i.e., one Vendor for the ITO Services Scope
and a separate Vendor for the Network and Voice Services scope).
The RFP process shall be fair and comprehensive with third-party support
provided by the outsourcing advisory firm of Avasant. The County and its thirdparty advisors have designed the proposal evaluation and selection process to
ensure all bidders are evaluated thoroughly and fairly. The evaluation process is
designed to neutralize incumbent vendor cost advantages related to transition.
The following describes the process and requirements that Vendor shall follow
throughout the RFP response process.
2.1 Point of Contact
All communication with the County must be in writing and must be directed to
Paula Kielich, the CEO/IT Procurement Manager, and the County’s POC for this
RFP, via the County’s BidSync website (www.BidSync.com).
2.2 RFP Process Timetable
The RFP response process and estimated timetable is as follows:
Table 1.
RFP Process Timetable
County IT Services RFP Events
Target Dates
And Times
1. County release of RFP to Vendors via BidSync
4/8/11, 9 am
2. County Reference Library Available to Vendors per
Section 2.4 – First Review
4/18 – 5/6/11
3. Minimum Qualifications Certification
4/15/11, 5 pm
4. Names of RFP Vendor Overview attendees due to
POC
4/22/11, 5 pm
Date TBDPage 23
County IT Services RFP Events
Target Dates
And Times
5. Initial written questions due from Vendors to POC
via BidSync no later than
5/2/11, 4 pm
6. County Reference Library Available to Vendors per
Section 2.4 – Second Review
5/9 – 5/27/11
7. County release of answers to initial Vendor
questions on BidSync
5/11/11, 5 pm
8. RFP Vendor Overview:
Orange County Data Center
1400 South Grand Avenue
Santa Ana, CA 92705
Room: Main Conference Room
Optional Dial-In Conference Line: 714-834-7400
Application ID: 60 Password: 478848
Vendor may choose to attend in person or dial-in.
5/16/11, 9-11 am
9. Vendors may hand to POC written questions at the
end of the RFP Vendor Overview session or submit
written questions on BidSync no later than
5/17/11, 5 pm
10. Posting of answers to questions received by 5/17/11
5/23/11, 5 pm
11. Additional written questions post-RFP Vendor
Overview due from Vendors to POC via BidSync no
later than
6/3/11, 5 pm
12. Posting of answers raised post-RFP Vendor
Overview on BidSync
6/10/11, 5 pm
13. Proposal due to County – five (5) hard copies
(including 1 signed original) and one (1) CD per
Section 2.7.1
6/29/11, 5 pm
14. County initial check of Vendor qualifications and
administrative requirements
6/30-7/8/11
15. County preliminary evaluations of qualified Vendor
Proposals
7/11-8/16/11
16. County down selection of Vendors for Vendor
presentations
8/19/11
17. Vendor presentations
8/29-9/2/11, 8-5 pm
18. County evaluation of Vendor presentation of
Proposals
9/6-9/9/11
19. County down selection to finalist Vendor(s)
9/13/11
20. County and Vendor Due Diligence
9/14/11 to 9/23/11
21. Proposal Clarification Meetings
9/26/11 to 9/30/11
22. County release of best and final offer (BAFO)
instructions
10/14/11, 5 pm
23. BAFO proposal due to County – Same submittal
quantities and location per initial proposal
instructions above
10/28/11, 5 pm
24. County down selection to preferred Vendor(s)
11/22/11
25. Additional due diligence
11/23-12/2/11
Date TBDPage 24
County IT Services RFP Events
Target Dates
And Times
26. Begin contract negotiations
12/5-2/29/12
27. Sign contract(s) and begin transition
3/16/12
Clearly identified proposals are due by 5:00 p.m. Pacific Time on June 29, 2011,
and are to be delivered in a sealed package to:
Re: RFP# 289-619287-PK
Attn: Paula Kielich
County of Orange
CEO/IT Division
1501 East Saint Andrew Place
Suite 200
Santa Ana, CA 92705-4930
LATE PROPOSALS WILL NOT BE ACCEPTED.
Vendors are fully responsible for the timely delivery of Proposals to the County.
Facsimile and e-mail Proposals are not allowed.
CEO/IT REGULAR BUSINESS HOURS:
Monday through Friday
8:00 A.M. to 5:00 P.M. PT
Proposals will be time-stamped on the outside of the sealed package by the
POC. The delivery location for the receipt of Proposals is the second floor of
CEO/IT offices. It is the responsibility of Vendor to ensure that delivery is made to
the POC prior to the closing date and time shown in Section 2.2. A courtesy
phone is available to contact CEO/IT staff. Delivery receipts are available upon
request.
2.3 RFP Vendor Overview
The RFP Vendor Overview session will provide Vendors with an overview of the
IT Sourcing scope and goals. This session is not intended to be interactive and
the County will not be answering any questions. On the day of the RFP Vendor
Overview, Vendors may hand in written questions to POC at the end of the
session or submit additional written questions via BidSync per Section 2.2.
The RFP Vendor Overview will be held on the date and time shown in Section
2.2. Vendors have the option of attending the session or dial-in via conference
call line provided in Section 2.2. Vendors must submit names of attendees to the
POC per Section 2.2. Any changes to the attendee names must be submitted to
POC at least 24 hours prior to the date of the RFP Vendor Overview. Attendees
Date TBDPage 25
will be required to present a State issued photo identification. Any questions
regarding this session must be directed to the POC.
2.4 County Reference Library
The County will make additional information available via a County Reference
Library. RFP recipients will be required to provide to the County a signed
Confidentiality Agreement (included with this RFP as “Confidentiality Agreement
for IT Sourcing RFP.doc”) and certification that they meet the County’s Minimum
Qualifications prior to accessing confidential information in the County Reference
Library. Available content includes:

Detailed network topology

Detailed voice topology

Security infrastructure

Current Disaster Recovery solution

CEO/IT operating procedures
Vendors will be provided two opportunities to view the County Reference Library onlocation. The available viewing dates are as follows:


First Review - April 18, 2011 through May 6, 2011
Second Review - May 9, 2011 through May 27, 2011
Vendors may schedule one viewing during the First Review period and an optional
second viewing during the Second Review period.
To schedule a time to view the County Reference Library:
1. Contact Nadine Romero, County of Orange – Office of the CIO, to schedule a
date and time (Nadine.Romero@ocgov.com).
2. In the request, provide the following information:
 Vendor name, contact name, phone number
 Name(s) of Vendor staff who need access (Limit: three (3) staff from each
Vendor, one (1) review session per Vendor)
 Specify whether the request is for the First or Second Review session
 List three dates and specify morning or afternoon session, in the order of
preference (Limit: up to four (4) hours for each review session).
 Note that morning session is from 8:00 a.m. to 12 noon; afternoon session
is from 1:00 to 5:00 p.m.
Date TBDPage 26
3. Attach a scanned, signed copy of the Confidentiality Agreement. The County
will not be able to schedule a viewing date until this signed Agreement has been
received.
Vendors will receive an e-mail confirming their scheduled viewing date, time and
location.
If there are any changes to the attendee names, Vendors must notify Nadine Romero
(Nadine.Romero@ocgov.com) at least 24 hours prior to the scheduled viewing date.
Attendees will be required to present a State issued photo identification.
Due to the confidential nature of the information contained in the County Reference
Library, Vendors will be required to adhere to the rules outlined below. The County has
the right to ask Vendors to leave and may disqualify Vendors from the RFP process
should they fail to comply.

Vendors are permitted to review contents of the County Reference Library only
in a County designated area and must return all documents at the end of the
review session
 Contents may not be photocopied, photographed, scanned, or duplicated
 Items permitted in County Reference Library review area:
o Writing instruments (pens and pencils)
o Paper, paper note pads
 Vendors will be required to leave all personal belongings (including mobile phone
devices) with designated County staff prior to entering the review area
2.5 RFP Package Clarification or Additional Information
2.5.1 Clarifications and Vendor Questions
The County has attempted to provide all information available. It is the
responsibility of each Vendor to review, evaluate, and, where necessary, request
any clarification prior to submission of a proposal. If any Vendor contemplating
submitting a Proposal in response to this RFP is in doubt as to the true meaning
of any part of the RFP documents herein or attached hereto or finds
discrepancies in or omissions from the specifications, they may submit a written
request for clarification to the POC via BidSync (www.BidSync.com), unless
otherwise directed in writing, for interpretations thereof or corrections thereto.
Vendor questions regarding this RFP or the procurement process shall be
documented and sent to the POC. Answers to initial written questions received
through May 2, 2011 will be posted on BidSync on May 11, 2011. Following the
RFP Vendor Overview session, Vendors will have an opportunity to submit
additional written questions to the POC no later than June 3, 2011. Answers to
these questions will be posted on BidSync on June 10, 2011.
Date TBDPage 27
Written questions are due to the POC by the date and time specified in Section
2.2. Written questions must only be submitted to the POC via BidSync
(www.BidSync.com) and through no other means. Questions submitted via
telephone, e-mail or means other than BidSync to the POC, or to CEO/IT staff or
any other County official or employee will not be answered.
Any written or verbal statements regarding this RFP by any person other than the
POC prior to the award are unauthorized and may not be relied upon, except for
such statements made in the authorized RFP Vendor Overview session.
2.5.2 RFP Addenda
If clarification, correction or interpretation of this RFP is considered necessary by
the County, the POC will issue a written addendum via BidSync.
The County may modify this RFP prior to the Proposal due date through RFP
addenda. If any Vendor determines that an addendum unnecessarily restricts its
ability to submit a Proposal, it must notify the POC no later than one day after the
addendum being posted via BidSync.
It is Vendor’s responsibility to check BidSync for RFP addenda or other
communications. The County recommends Vendors check BidSync on a daily
basis at a minimum.
The County will not be responsible for any other explanations, corrections to, or
interpretations of the RFP or included documents, including any oral information,
other than those provided in BidSync by the POC.
2.6
Development of RFP Response: Vendor Proposal Format
Requirements
2.6.1 Mandatory Use of the RFP Response Template
To facilitate a timely and comprehensive evaluation of all submitted materials,
Vendor must submit its Proposal using the format defined in Enclosure A for the
technical and business response and Enclosure B for the pricing response.
Vendor’s Proposal must be prepared simply and economically in strict
accordance with the format and instructional requirements of this RFP. Vendor’s
Proposal should include a concise description of the company’s background with
a concise delineation of the company’s capabilities to satisfy Service Area
solution and service requirements, with emphasis on completeness and clarity of
content.
Elaborate bindings, displays, and promotional material are neither required nor
desired unless they add substance to the company’s response. The Proposal
must be complete, and where information is omitted, the County reserves the
right to treat the Proposal as non-responsive. Any deviation from this format may
lead to the rejection of the response. Alternative Proposals, if offered, are to be
Date TBDPage 28
prepared using the same format and will be considered as part of the evaluation
process.
Any deviation from the requirements of this RFP, or RFP requirements that
cannot be satisfied by Vendor, must be clearly identified in the appropriate tables
in Enclosure A. Proposals must include a statement from Vendor indicating that
Vendor understands the requirements of this RFP, RFP addenda, documents,
enclosures and referenced materials, and accepts the terms and conditions
under which this RFP was issued to Vendor. All pages and sections in the
Proposal must be clearly numbered or referenced.
2.6.2 Response to the County Contract Documents
The Master Services Agreement, Statements of Work (SOWs) and other key
contract documents are provided in Adobe PDF format as part of the RFP (see
Enclosures C and D).
Vendor must respond to these documents, including the Master Services
Agreement and SOWs in Enclosure A, in accordance with the procedures and
format set forth below. The County will only review issues raised on the "Issues
List".
Response to the contract documents must be consistent with the following
example provided for the Master Services Agreement response:
1. Issues List – A detailed paragraph-by-paragraph, contract clause-bycontract clause description of any issues or concerns that Vendor may
have with the Master Services Agreement (“Issues List”). If Vendor
objects to a particular paragraph or clause, then Vendor must describe,
in business terms and not in proposed language, the nature of its
concern and what terms Vendor is willing to accept. The Issues List
shall provide the reason or rationale supporting the item of concern
and/or counter response. Simply stating that a paragraph is "Not
Acceptable" or proposing alternative contract terms without describing
in business language the reason or rationale may be considered nonresponsive. If Vendor does not identify specific concerns with a
particular paragraph or contract clause, the County will consider the
paragraph and/or clause acceptable. Vendor shall also provide a
description of the business benefit to the County for the proposed
language changes.
The samples below illustrate both acceptable and non-acceptable
forms of responses. The format labeled "Acceptable" should be
followed in Vendor’s response. Responses that reflect or contain
content that mirror the non-acceptable samples may be considered
non-responsive by the County. The Issues List is to be provided to the
County in Enclosure A, in Microsoft Word format.
Date TBDPage 29
2. Redlined Documents Will Not Be Accepted – Do not provide a
redlined contract document, paragraph or clauses to the County.
Redlined text requires the County to make potentially inaccurate
assumptions about what Vendor’s specific issues or concerns might
be. Redlined text will not be reviewed by the County. Submission of a
Proposal including redlined contract documents may be considered
non-responsive.
3. No Standard Vendor Form Contracts – Do not provide a copy of
Vendor’s standard contract or SOWs to the County. The County will be
using the enclosed Master Services Agreement and SOWs in
negotiations with Vendor, and the County's legal counsel will be
making all agreed upon revisions to these documents.
Date TBDPage 30
ISSUES LIST – SAMPLE
FORM OF ACCEPTABLE VENDOR RESPONSE
ITEM
#
REFERENCE
#
ISSUE
VENDOR PROPOSED
SOLUTION/RATIONALE AND BENEFITS OF
PROPOSED SOLUTION TO THE COUNTY
1
Section 20.11
Governing law –
California
Vendor proposes using New York law as the
applicable State law.
Rationale: New York is the location of company's
headquarters.
Benefit to the County: Reduced overhead costs
passed on to the County
UNACCEPTABLE FORM OF VENDOR RESPONSE
ITEM
#
REFERENCE
#
ISSUE
VENDOR PROPOSED
SOLUTION/RATIONALE AND BENEFITS OF
PROPOSED SOLUTION TO THE COUNTY
1
Section 20.11
Governing Law California
14.13 Governing Law; Exclusive Jurisdiction.
This Agreement shall in all respects be interpreted
under, and governed by, the internal laws of the
State of California New York including, without
limitation, as to validity, interpretation and effect,
without giving effect to California’s New York’s
conflicts of laws principles.
REASONS WHY FORM IS NOT ACCEPTABLE:
1.
Redlined response
2.
Replacement paragraph response (belongs in redline)
3.
No business discussion on why Section 20.11 is not acceptable
4.
No reason or rationale of the concern is provided
5.
No benefit to the County noted
2.6.3 Response to the SOWs and Other Contract Documents
Vendor shall respond to the SOWs and other contract documents provided in
Enclosure D, according to the same procedures and format set forth in the
Master Services Agreement response example above. Redlined copies of other
RFP documents are not required or requested.
2.6.4 Mandatory Use of the Pricing Format Template
Vendor shall provide complete pricing for the set of Services as described in the
enclosures to this RFP. This pricing is all-inclusive for the specified Services to
be provided under this RFP for the projected Baseline volumes as presented in
Enclosure D and Enclosure B to this RFP. The pricing spreadsheet methodology
Date TBDPage 31
is based on the pricing and charges requirements contained in Schedule 3 –
Fees.
Fees for the Services described in Enclosure D, Schedule 2A – IT Service
Management and Life Cycle Services shall be included as an inherent
component to be provided in support of both sets of the Service Area
Services described in this RFP and thus included in Service Area resource
unit pricing.
A detailed pricing response template is provided in Enclosure B in the form of a
Microsoft Excel workbook. The template includes individual detailed fee
worksheets that Vendor is required to complete, including ongoing resource
consumption charges and other applicable fees. The pricing template includes a
fee summary sheet that provides roll-up pricing for all contract years.
Vendor’s pricing response shall include pricing for the Service Area scope(s) on
which it is bidding.
Vendor shall provide pricing consistent with the following:

Apply the pricing and fee requirements as described in Schedule 3 –
Fees, in connection with the Service Area scope(s) that Vendor is
bidding on

Enclosure D requests Resource Unit pricing for services only

Clearly identify and explain all of the assumptions made, upon which
pricing is predicated, including the cost/pricing impact if the assumption
turns out not to be valid

State if any charge is subject to special conditions, and clearly specify
those conditions and quantify their impact upon the charges

Identify any fixed or one-time charges that fall outside the service
charges submitted in the pricing spreadsheet. For charges to be
identified, Vendor shall also identify when such charges will be due and
any terms of payment

Express charges for later years of the contract in current dollars for
evaluation purposes

State what discount provisions will apply with respect to discounts for
hardware purchases and/or leases procured through Vendor, prompt
payment, or other discount mechanism(s) Vendor wishes to submit

Provide a Disentanglement Plan with associated costs

Provide a commitment to ongoing percentage cost reduction of service
prices, reflecting annual improvement in cost and performance, based
on factors such as projected workloads and productivity improvements

All prices shall remain valid for a period of 365 days from the date
Proposals are due to the County.
Date TBDPage 32
Proposals containing a minimum number of constraints, caveats, and
exceptions to the requirements and terms and conditions contained in this
RFP are favored by the County.
2.6.5 Alternative Solutions
In addition to submitting a fully responsive proposal, Vendor is invited to propose
alternative solutions that they believe would better meet the County’s
requirements. Alternative Proposals (such as additional services or enhanced
level of services, beyond the scope of this RFP) may be submitted; however,
each shall represent a separate and complete Proposal. Any alternatives shall be
prepared using the same format specified in this RFP Enclosures A and B.
Vendor will assume full responsibility to demonstrate that the alternative will meet
or exceed the County's requirements. Vendor will bear all costs required to obtain
the County's acceptance of the alternative solutions(s). Any consideration given
to such additional services will be entirely at the discretion of the County. The
County will be the sole and absolute judge of the acceptability of any alternative
Proposals.
2.7 Submission of Proposals
2.7.1 Submission Requirements
Vendor’s Proposal must be delivered by the time and date specified in Section
2.2. Late proposals will be rejected.
Each Vendor must provide one (1) original signed copy; and five (5) copies of the
original copy; and one (1) “soft” copy of in Microsoft Word 2000 (preferred) or
newer format on compact disc (CD) for the original signature copy. The original
signature copy should be clearly marked as “ORIGINAL” on the outside cover
and contain original ink signatures.
All proposals shall be submitted on standard 8.5 x 11-inch paper. All pages
should be numbered and identified sequentially by section. It is imperative that all
Vendors responding to this RFP comply, exactly and completely, with the
instructions set forth herein. All Proposals to this RFP shall be typewritten or
word-processed (except where otherwise provided or noted), concise,
straightforward, and should fully address each requirement and question.
Although not as a substitute for a complete written response, additional material,
such as technical documents, may be referenced in any Proposal, if the material
is included in the same section as additional information.
Hard copy Proposals are to be assembled in loose-leaf, three-whole punch
binders with appropriate tabs for each section. Do not provide Proposals in gluebound binders or use unusual binding methods that make pages of the binder
difficult to remove, such as Kroy binding.
Date TBDPage 33
Vendor's Proposal to this RFP will constitute an offer to develop a contract based
on the terms stated in this RFP. The County requests comprehensive, costeffective, quality solutions that meet all of the requirements in this document.
Proposals must be valid for a period of at least three hundred sixty-five (365)
calendar days from the deadline for Proposal submission. No proposal may be
withdrawn after the submission date.
2.7.2 Ownership of Response Documentation
Proposals are not to be marked as confidential or proprietary. Proposals marked
confidential or proprietary may be considered non-responsive and the County
may refuse to consider such Proposal. Proposals submitted in response to this
RFP may become subject to public disclosure in accordance with the California
Public Records Act. The County shall not be liable in any way for disclosure of
any records related to this RFP, including Proposals.
Once submitted, all proposals and related materials shall become the property of
the County. The County reserves the right to make use of any information or
ideas in the proposals submitted.
Any portion of the Proposal that contains County confidential information shall be
considered Confidential by the County.
By submitting a Proposal, Vendor licenses the County to reproduce (within the
County and to its advisers) the whole or any portion of Vendor’s Proposal,
notwithstanding any copyright or other intellectual property right.
2.7.3 Costs Incurred
Pre-contractual expenses are not to be included in the Compensation for
Services. Pre-contractual expenses are defined as including, but not limited to,
expenses incurred by Vendor in (a) preparing its Proposal in response to this
RFP; (b) submitting that Proposal to the County; (c) negotiating with the County
any matter related to Vendor’s Proposal; and (d) any other expenses incurred by
Vendor prior to the date of award and execution, if any, of the Contract.
2.7.4 Withdrawal and Resubmission/Modification of Proposals
A Vendor may withdraw its Proposal at any time prior to the Proposal Submission
Deadline by notifying the POC in writing of its withdrawal. The notice must be
signed by Vendor. Vendor may thereafter submit a new or modified Proposal,
provided that it is received prior to the Proposal Submission Deadline listed in
Section 2.2 of this RFP. Modifications offered in any other manner, oral or
written, will not be considered. Proposals cannot be changed or withdrawn after
the Proposal Submission Deadline listed in Section 2.2 of this RFP.
Date TBDPage 34
2.7.5 Qualifications
By submitting a Proposal, Vendor represents that it has thoroughly examined the
County’s requirements and is familiar with the services required under this RFP
and that it is qualified and capable of providing the services to achieve the
County’s objectives.
Date TBDPage 35
3.0 Proposal Evaluation and Selection Process
The County has established a governance framework that will ensure executive
participation in the decision making process. The Board of Supervisors will make
the final decision on the selected Vendor(s) and contract award, if any.
3.1
Initial Administrative and Minimum Requirements Evaluation
The CEO/IT Procurement Manager will conduct an initial review of Proposals for
conformance to administrative requirements and the minimum qualification
requirements described in Section 1.6. If a Proposal fails to meet these
requirements, the Proposal will be rejected.
3.2
Joint Venture
Where two or more Vendors desire to submit a single Proposal in response to
this RFP, they must do so on a prime/subcontractor basis rather than as a joint
venture. The County intends to contract with a single firm or multiple firms but not
with multiple firms doing business as a joint venture.
3.3
Response Evaluation Criteria
Vendor Proposals will be evaluated based on criteria, including, but not limited to
the following:

Compliance with the RFP process

Completeness, quantifiable benefit to the County and quality of
Vendor’s Proposal

Vendor’s business profile

References

Vendor’s ability to deliver services

Technical fit

Range of services offered by Vendor

Solution offering across each Service Area

Flexibility and creativity offered by Vendor

Solution costs

Relationship management approach

Qualifications of proposed team
Note: Transition costs associated with the initial transition to Vendor
Services are required, and will be evaluated; however transition costs will
receive a weight of 0% in the initial scoring of Proposals or in the scoring
for down selection to finalists. Transition costs will be considered in the
scoring of finalist best and final offer proposals.
Date TBDPage 36
In addition, and at its sole discretion, the County may determine and use any
other relevant criteria if in the best interest of the County.
3.4
First Round Evaluation
The County will review in detail those Proposals that pass the initial
administrative and minimum requirements evaluation. During this phase of the
evaluation process, the County evaluation team will score each Proposal using a
hierarchical scoring model based on the evaluation guiding principles.
The County may require a Vendor's representative to answer questions with
regard to Vendor’s Proposal. Failure of a Vendor to demonstrate that the claims
made in its proposal are in fact true may be sufficient cause for deeming a
Proposal non-responsive. Proposals that contain false or misleading statements
may be rejected if in the County’s opinion the information was intended to
mislead the County regarding a requirement of the RFP package.
Based on the first round Proposal evaluation and scoring results, the County
shall down select the Proposal pool for participation in Vendor presentations. The
process will end here for Vendors not invited to participate in Vendor
presentations.
3.5
Vendor Presentations
Vendors who submit Proposals most responsive to the County’s requirements
may be asked to give an oral presentation of their Proposal to County staff.
Selected Vendors should be prepared to make their oral presentation within five
(5) business days after notification and be prepared to discuss all aspects of their
Proposal in detail, including answering any questions regarding the Proposal.
Vendors will not be allowed to alter or amend their Proposal through the use of
the presentation process. These presentations may be recorded or videotaped.
The County strongly recommends that the presentation be limited to the
proposed account team, as described in Schedule 1 – Relationship
Management, and must include at a minimum the Program Executive, Program
Managers, Service Delivery Manager(s), Transition Manager, and other response
participants such as the pricing response lead. Prior to the presentation, the
County will provide an agenda to guide the presentation content.
The presentation in its entirety will be considered to be part of the Vendor’s
Proposal and will be used to make adjustments to the evaluations. A small group
of finalists will be selected to continue in the selection process.
The process will end here for Vendors not invited to participate as finalists.
Date TBDPage 37
3.6
Finalist Phase
3.6.1 Proposal Clarifications, Due Diligence and Best and Final Offers
Following down selection to finalists, the County will conduct due diligence,
clarification sessions where the County and potential Vendor(s) will discuss
detailed service delivery design and options that will deliver the best value to the
County, and preliminary negotiations with finalists. These sessions will provide
the County the opportunity verify and clarify Vendor responses and will allow
Vendor to clarify remaining questions regarding RFP requirements. Vendors will
also conduct their due diligence at this time.
Following clarifications and due diligence the County will prepare best and final
offer (BAFO) requirements and finalist Vendors will subsequently provide a
BAFO proposal. The County evaluation team will review BAFO proposals and will
evaluate business value to the County, proposed transition costs on a detailed
level for inclusion in the final scoring, and make a recommendation to the Board
of Supervisors.
The County Board of Supervisors will select a preferred Vendor(s) that will be
invited for contract negotiations.
3.6.2 Contract Negotiations
3.6.2.1 Vendor's Negotiation Team
Vendor will deploy a senior negotiation team for the contract negotiations.
The County desires that a Vendor negotiation team be led by their proposed
Program Executive, who would be responsible for day-to-day operations.
The negotiation team must be empowered to make decisions on all parts of the
Agreement, including pricing and other key business terms such as service level
agreements, events of default, liabilities, damages, etc., to be assumed by
Vendor.
Vendor agrees to honor the spirit of this process by limiting contact to the County
team members authorized to conduct the process. Any deviation from authorized
points of contact will be grounds for response rejection.
Vendor negotiation team must include a senior lawyer. The senior lawyer must
have reviewed the Agreement and been directly involved in the development of
the Issues List.
Continuity in Vendor negotiation team is to be maintained by Vendor. Adding new
members to the team and/or substituting team members will only cause delays in
negotiations and therefore should be avoided.
Date TBDPage 38
If it is determined that Vendor's negotiation team is not empowered to negotiate
the Agreement, or if substitutions are made or if additional members are added to
the team, the net effect of which is to delay the negotiations, then the County
reserves the right to cease negotiations and require Vendor to reimburse the
County for expenses incurred in connection with Vendor's failure to comply with
the above procedures.
3.6.2.2 Control of Document
The County will retain revision control of the Agreement, including all Schedules
and Attachments.
3.6.2.3 In-Person Meetings - Location of Meetings
Negotiations will be conducted at the County at times and location to be
determined by the County. Meetings will require the in-person presence of the
entire Vendor negotiation team. Meetings via telephone may be scheduled at the
discretion of the County.
3.6.2.4 Costs and Expenses
Vendor will be responsible for its own costs and expenses in negotiating the
Agreement.
3.7
Notice
The County reserves the right to: (a) negotiate the final Contract with any
Vendor(s); (b) withdraw this RFP in whole or in part at any time without prior
notice and, furthermore, makes no representations that any Contract will be
awarded to any Vendor responding to this RFP; (c) award its total requirements
to one Vendor or to apportion those requirements among two or more Vendors;
or (d) reject any Proposal if it is conditional, incomplete or deviates significantly
from the services requested in this RFP.
In addition, negotiations may or may not be conducted with Vendor; therefore,
the proposal submitted should contain Vendor’s most favorable terms and
conditions, since the selection and award may be made without discussion with
any Vendor.
3.8
Lobbyists
The County of Orange does not require and neither encourages nor discourages
the use of lobbyists or other consultants for the purpose of securing business.
3.9
News Releases
No news release, public announcement, or any other reference to this RFP or
any program there under pertaining to the County of Orange shall be made
without express written consent from the POC.
Date TBDPage 39
3.10 County of Orange Child Support and EDD Requirements
3.10.1 Orange County Child Support
In order to comply with the child support enforcement requirements of the
County, within ten (10) days of notification of selection of award of Contract but
prior to official award of Contract, the selected Vendor agrees to furnish to the
contract administrator, the Purchasing Agent, or the agency/department deputy
purchasing agent:
A.
In the case of an individual Vendor, his/her name, date of birth,
Social Security number, and residence address;
B.
In the case of a Vendor doing business in a form other than as an
individual, the name, date of birth, Social Security number, and
residence address of each individual who owns an interest of ten
percent (10%) or more in the contracting entity;
C.
A certification that the Vendor has fully complied with all applicable
federal and state reporting requirements regarding its employees;
and
D.
A certification that the Vendor has fully complied with all lawfully
served Wage and Earnings Assignment Orders and Notices of
Assignment and will continue to so comply.
Failure of the Vendor to timely submit the data and/or certifications required may
result in the Contract being awarded to another Vendor. In the event a Contract
has been issued, failure of the Vendor to comply with all federal, state, and local
reporting requirements for child support enforcement or to comply with all lawfully
served Wage and Earnings Assignment Orders and Notices of Assignment shall
constitute a material breach of the Contract. Failure to cure such breach within
60 calendar days of notice from the County shall constitute grounds for
termination of the Contract.
Upon County request, Vendor shall utilize the forms provided in Attachment N of
this solicitation to satisfy this requirement.
Date TBDPage 40
4.0 Protest Procedures
4.1
General
Failure of a Vendor to comply with the protest procedures set forth in this section
will render a protest inadequate and non-responsive, and will result in rejection of
the protest.
4.2
Instructions – Protest Procedures
Any actual or prospective Vendor who alleges a grievance by the solicitation or
award of a contract may submit a grievance or protest to the POC.
All protests shall be typed under the protester’s letterhead and submitted in
accordance with the provisions stated herein. All protests shall include at
minimum the following information:
4.3

The name, address and telephone number of the protester

The signature of the protester or the protester’s representative

The solicitation or contract number

A detailed statement of the legal and/or factual grounds for the protest

The form of relief requested
Protest of Bid/Proposal Specifications
All protests related to bid or proposal specifications must be submitted to the
POC no later than five (5) business days prior to the close of the proposal.
Protests received after the five (5) business day deadline will not be considered
by the County.
In the event the protest of specifications is denied and the protester wishes to
continue in the solicitation process, they must still submit a bid prior to the close
of the solicitation in accordance with the bid/proposal submittal procedures
provided in the bid/proposal.
4.4
Protest of Award of Contract
In protests related to the award of a contract, the protest must be submitted no
later than five (5) business days after the notice of the proposed contract award
is provided by the POC. Protests relating to a proposed contract award which are
received after the five (5) business day deadline will not be considered by the
County.
Date TBDPage 41
4.5
Protest Process
In the event of a timely protest, the County shall not proceed with the solicitation
or award of the contract until the POC, the County Deputy Purchasing Agent or
the Procurement Appeals Board renders a decision on the protest.
Upon receipt of a timely protest, the POC will within ten (10) business days of the
receipt of the protest, issue a decision in writing which shall state the reasons for
the actions taken.
The County may, after providing written justification to be included in the
procurement file, make the determination that the award of the contract, without
delay, is necessary to protect the substantial interests of the County. The award
of a contract shall in no way compromise the protester’s right to the protest
procedures outlined herein.
If the protester disagrees with the decision of the POC, the protestor may submit
a written notice to the Office of the County Procurement Manager requesting an
appeal to the Procurement Appeals Board, in accordance with the process stated
below.
4.6
Appeal Process
If the protester wishes to appeal the decision of the POC, the protester must
submit, within three (3) business days from receipt of the POC’s decision, a
written appeal to the Office of the County Procurement Manager.
Within fifteen (15) business days, the County Procurement Manager will review
all materials in connection with the grievance, assess the merits of the protest
and provide a written determination that shall contain his or her decision on
whether the protest shall be forwarded to the Procurement Appeals Board.
The decision of the County Procurement Manager on whether to allow the appeal
to go forward will be final and there shall be no right to any administrative
appeals of this decision.
Date TBDPage 42
5.0 RFP Enclosures
The set of enclosures listed in this section and accompanying this RFP provide
the detailed information pertaining to how Vendor is required to structure its
business, technology, and financial solution in response to this RFP.
Collectively, these enclosures describe:

The format Vendor must follow in structuring its response to this RFP

The format Vendor must follow in structuring its financial response to this
RFP

The IT Services that Vendor is required to provide

The service-level performance requirements that Vendor is required to
provide in support of the Services

The contractual terms and conditions under which the County requires
that the support services must be provided

Details pertaining to other areas as necessary to describe the scope and
nature of the environment to be supported by Vendor
Refer to the spreadsheet entitled “RFP Document Reference Guide.xls” for a
list of all the RFP enclosures and how they cross reference with Master
Services Agreement and related contract documents. Note that most
enclosures will be included in the final contract.
Date TBDPage 43
6.0 Disclaimer
Submission of a response constitutes acknowledgment that Vendor has read and
agrees to be bound by such terms.
The RFP does not constitute a contract or an offer for employment. In addition,
any contract awarded as a result of this RFP is subject to any additional
restriction, limitation, or condition enacted by the State Legislature or the County
of Orange that may affect the provisions, funding, or terms of the contract in any
manner.
The County reserves the right to make one award, multiple awards, or to reject
all Proposals, in whole or in part, submitted in response to this RFP. The County
reserves the right to make no selection if Proposals are deemed to be outside the
fiscal constraint or against the best interest of the County of Orange.
This RFP does not commit the County to pay the costs incurred in connection
with any Proposal or to procure or contract for any services offered.
The County reserves the right to waive, at its discretion, any procedural
irregularity, immaterial defects or other improprieties which the County deems
reasonably correctable or otherwise not warranting rejection of the Proposal. Any
waiver will not excuse a proponent from full compliance.
The County reserves the right, at its sole discretion, to reject any portion or all of
the Proposal, or to modify the proposed scope, with or without reason.
Omissions, evasions, alterations, additions or irregularities of any kind may
constitute sufficient cause for rejection of a Proposal without further
consideration. The County reserves the right to negotiate any or all items with
individual Vendors if it is deemed in the County’s and/or County’s best interest.
The information in this RFP is accurate to the best of the author’s knowledge but
is not guaranteed to be correct or complete.
Date TBDPage 44