APC/Schneider Electric Structureware and Services

Request for Quotation

Number A17-RFQ-074

for

APC/Schneider Electric StructureWare and Services

by the

Washington State

Consolidated Technology Services

Released on July 27, 2017

Table of Contents

1.Introduction

1.1Background

1.2Acquisition Authority

1.3Business Objective

1.4Contract Term

1.5Definitions

1.6Single Use

1.7Single Award

1.8Quantity/Usage

1.9Statements of Work

1.10Funding

2 SCHEDULE

3Instructions to responding vendors...... 5

3.1RFQ Coordinator (Proper Communication)

3.2Vendor Questions

3.3Vendor Complaints Regarding Requirements and Specifications

3.4(M) Response Contents

3.5(M) Response Presentation and Format Requirements

3.6Response Requirements

3.7Delivery of Responses

3.8Proprietary or Confidential Information

3.9Waive Minor Administrative Irregularities

3.10Errors in Response

3.11Waiver of Minor Administrative Irregularities

3.12Errors in Response

3.13Administrative Clarifications

3.14Amendments/Addenda

3.15Right to Cancel

3.16Contract Requirements

3.17Incorporation of Documents into Contract

3.18Minority and Women’s Business Enterprises (MWBE)

3.19No Obligation to Contract/Buy

3.20Non-Endorsement and Publicity

3.21Optional Vendor Debriefing

3.22Protest Procedures

3.23Vendor Assumption and Dependencies

3.24Selection of Apparently Successful Vendor

3.25Additional Products and Services

4VENDOR REQUIREMENTS

4.2(M) Vendor Profile(s)

4.3(M) Vendor Licensed to do Business in Washington

4.4(M) Vendor Requirements

4.5(M) Prior Contract Performance

4.6(M) Insurance

4.7(M) Use of Subcontractors

4.8(M) Technician Experience and Training

4.9(M) Site Security

5Technical REQUIREMENTS

5.1(M) Software Ownership...... 13

5.2(M) Subscription Services

5.3(M) Technical Support Services

5.4(M) Product Delivery

5.5(M) Scheduling Software Support and Upgrades

5.6(M) Repair Services and Problem Solving

5.7(M) Miscellaneous

5.8(M) Reports

5.9(M) Prevailling Wage Requirements

5.9(M) Services Location

6Financial Quote

6.1Overview

6.2(M) Taxes

6.3(MS) Cost Model6

6.4(M) Completion of Cost Model6

6.5(M) Price Protection6

6.6(M) Presentation of All Cost Components

6.7(M) Miscellaneous Expenses

7evalution process

7.1Administrative Screening

7.2Mandatory Requirements

7.3Qualitative Review and Scoring

7.4Allocation of Points

7.5Vendor Total Score

7.6Selection of Apparently Successful Vendor...... 20

7.7Contract Negotiations...... 20

Appendices

Appendix A: Certifications and Assurances...... 1

Appendix B: Proposed Contract...... 1

Appendix C: MWBE Participation Form [if applicable]

Appendix D: Protest Procedures

Appendix E: Cost Model

SECTION 1

1. Introduction

1.1 Background

Consolidated Technology Services is charged with enabling public agencies to better serve the people of Washington State. CTS operates the state's core technology infrastructure--the central network and data center; supports enterprise applications; and innovates services and practices through e-Government. The agency is also charged with preparing and leading the implementation of a strategic direction and enterprise architecture for state government IT. CTS houses the State Office of Cyber Security and Washington OneNet.

The Consolidated Technology Services (CTS) provides telecommunications, computing and digital government services to more than 700 state agencies, boards and commissions, local governments, tribal organizations and qualifying non-profits. CTS operates a secure, statewide standards-based telecommunications network providing reliable, economical voice, data and video communications.

CTS operates one data centers in Olympia Washington and the other in Quincy, Washington. The State Data Center in Olympia is one of the largest in the Northwest, combining both client server and mainframe computing in a secure, controlled environment. For more information, visit the CTS Web site at www.cts.wa.gov .

3.1

1.2 Acquisition Authority

The Department of Enterprise Services (DES) has authority over goods and services under RCW 39.26 and sets processes for procuring information technology based on the policies and standards set by the Technology Services Board. Chapter 43.41A of the Revised Code of Washington (RCW) as amended establishes the Washington State Technology Services Board (TSB). While the TSB does not purchase for agencies, it establishes policies and standards addressing the manner in which state agencies may acquire information technology equipment, software, and services.

RCW 39.26.100(2) provides CTS with an exemption from the Department of Enterprise Services procurement rules and requirements. Specifically, the competitive procurement rules stated by Department of Enterprise Services do not apply to CTS if it is contracting for the following:

1. Services and activities that are necessary to establish, operate, or manage the state data center, including architecture, design, engineering, installation, and operation of the facility, that are approved by the technology services board or
2. The acquisition of proprietary software, equipment, or IT services for or part of the provision of services offered by the consolidated technology services agency.

This procurement is within the exemption and is performed consistent with CTS’ internal Exempt Procurement Policy.

This RFP is issued in good faith but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever.

1.3 Business Objective

CTS is initiating this Request for Quotation (RFQ) to acquire APC/Schneider Electric StructureWare Products and related Software, Equipment, and Services for managing the infrastructure of the State Data Center in Olympia, Washington (SDC) and the Quincy Data Center in Quincy Washington (QDC). StructureWare is an enterprise data center infrastructure management (DCIM) tool designed to aid in the design and operation of large data centers. This acquisition will consist of the ability to procure StructureWare and related Equipment, Software licenses, and Services necessary for installation, configuration, and training on the system.

The Department of Enterprise Services (DES) has authority over goods and services under RCW 39.26 and sets processes for procuring information technology based on the policies and standards set by the Technology Services Board. Chapter 43.41A of the Revised Code of Washington (RCW) as amended establishes the Washington State Technology Services Board (TSB). While the TSB does not purchase for agencies, it establishes policies and standards addressing the manner in which state agencies may acquire information technology equipment, software, and services.

RCW 39.26.100(2) provides CTS with an exemption from the Department of Enterprise Services procurement rules and requirements. Specifically, the competitive procurement rules stated by Department of Enterprise Services do not apply to CTS if it is contracting for the following:

1. Services and activities that are necessary to establish, operate, or manage the state data center, including architecture, design, engineering, installation, and operation of the facility, that are approved by the technology services board or
2. The acquisition of proprietary software, equipment, or IT services for or part of the provision of services offered by the consolidated technology services agency.

This procurement is within the exemption and is performed consistent with CTS’ internal Exempt Procurement Policy.

This RFP is issued in good faith but it does not guarantee an award of contract, nor does it represent any commitment to purchase whatsoever.

1.4 Contract Term

It is anticipated that the initial term of the resulting Contract will be one (1) year commencing on the effective date of the Contract. CTS, at its sole discretion, may initiate extending the Contract for up to five additional years. CTS may commit to maintenance purchases for multiple years, but payments cannot be made in advance, and will be paid on an annual basis.

1.5 Definitions

“Apparently Successful Vendor” or “ASV” shall mean the Vendor who: (1) meets all the requirements of this RFQ, and (2) offers StructureWare at the lowest total cost to CTS.

“Business Days” or “Business Hours” shall mean Monday through Friday, 8 AM to 5 PM, local time in Olympia, Washington, excluding Washington State holidays.

“Contract” shall mean the final, executed contract document between CTS and Vendor, all schedules and exhibits (including but not limited to the RFQ and the ASV Response), statements of work, and any and all amendments hereto.

“License” shall mean the rights granted to use the Products provided by Vendor for StructureWare that is the subject of this RFQ, and in which ownership rights are retained.

“Mandatory” or “(M)” shall mean the Vendor must comply with the requirement, and the Response will be evaluated on a pass/fail basis.

“Products” shall mean any Vendor-supplied Equipment, Software, and documentation provided to implement StructureWare as described in this RFQ.

“Response” shall mean the written proposal submitted by a Vendor to CTS in accordance with this RFQ. The Response shall include all written material submitted by Vendor as of the date set forth in the RFQ schedule, or as further requested by CTS.

“Services” shall mean those services requested in this RFQ, or included in a Response and appropriate to the scope of this RFQ. Services may include, but not be limited to, installation, configuration, maintenance, and training.

“Software” shall mean the object code version of computer programs Licensed pursuant to the Contract. Software also means the source code version, where provided by Vendor. Embedded code, firmware, internal code, microcode, and any other term referring to software residing in the Equipment that is necessary for the proper operation of the Equipment is not included in this definition of Software. Software includes all prior, current, and future versions of the Software and all maintenance updates and error corrections.

“State” shall mean the state of Washington.

“Statement of Work” or “SOW” shall mean the statement of work included in, or attached to, the resulting Contract between Vendor and CTS for the acquisition and operation of StructureWare to be accomplished under the terms and conditions of the resulting Contract.

“Subcontractor” shall mean one not in the employment of Vendor, who is performing all or part of the Software, Hardware and/or Services under the resulting Contract under a separate contract with Vendor. The term “Subcontractor” means Subcontractor(s) of any tier.

“Vendor” shall mean a company, organization, or entity submitting a Response to this RFQ.

1.6 Single Use

This RFQ is being issued for the exclusive use of CTS. The results of this RFQ may not be used to satisfy the competitive requirements of any other agency that may choose to purchase similar Products or Services directly from the Apparently Successful Vendor.

1.7 Single Award

Only one (1) ASV will be identified via this procurement. CTS intends to award only one (1) Contract.

1.8 Quantity/Usage

Since the Contract resulting from this solicitation will be designated as “optional-use,” no guarantee of volume or usage can be given.

1.9 Statements of Work

All services to be performed under the Contract shall be documented in a Statement of Work established between CTS and the Vendor. The SOW will reference the Contract by number, describe the scope of work to be performed, the estimated total cost of the project, and include other items such as Vendor bonding requirements, certifications, or other project specific requirements, as may be applicable.

1.10 Funding

Any contract awarded as a result of this procurement is contingent upon the availability of funding.

SECTION 2

2 SCHEDULE

This RFQ is being issued under the following schedule. The Response deadlines are mandatory and non-negotiable. Failure to meet any of the required deadlines will result in disqualification from participation. All times are local time, Olympia, WA.

DATE & TIMEEVENT

CTS reserves the right to revise the above schedule.

SECTION 3

Instructions to responding vendors

3.1 RFQ Coordinator (Proper Communication)

All communications relevant to this RFQ must be addressed in writing to the RFQ Coordinator at the contact information below:

Contact Name:Diane Vernon

E-mail Address:

Phone: 360-407-8770

All oral communications will be considered unofficial and non-binding on the State. Any other direct or indirect communication with employees or (sub) contractors of our organization regarding this RFQ will be treated as misconduct and may result in your response being disqualified.

3.2 Vendor Questions

It is the Vendor’s responsibility to remedy any ambiguity, inconsistency, error or omission within this document before submitting their Response. Vendors shall submit all requests to the contact above no later than noon on the closing date stated in Section 2. An official written CTS response will be provided for Vendor questions received by this deadline. Written responses to Vendor questions will be posted on the CTS web site at: http://watech.wa.gov/procurement-announcements

3.3 Vendor Complaints Regarding Requirements and Specifications

Vendors may submit specific complaints in writing to the RFQ Coordinator, if Vendor believes requirements exist that unduly constrain competition. The complaint must be made in writing to the RFQ Coordinator before the Response due date. The complaint must state how the requirement unduly constrains competition and provide the relevant facts, circumstances and documentation. The solicitation process may continue.

3.4 (M) Response Contents

The Response must contain information responding to all mandatory requirements in Sections 3 through 5, and must include the signature of an authorized Vendor representative on all documents required in the appendices.

Failure to provide any requested information in the prescribed format may result in disqualification of the Vendor.

3.5 (M) Response Presentation and Format Requirements

The Response must contain information responding to all mandatory requirements, a signed certification and assurances, and must include the signature of an authorized Vendor representative on all documents required in the appendices.

The Response should be submitted in two (2) separate files containing what is listed below. This separation of documentation protects the integrity of the State’s evaluation process. No mention of the cost response may be made in Volume 1.

File entitled --Volume 1:

• Vendor’s cover letter explicitly acknowledging receipt of all RFQ revisions issued, if any; and
• The Response to Section 4, Vendor Requirements and Section 5, Technical Requirements.

File entitled--- Volume 2:

• The Responses to Section 5, Financial Quote
• The cost response in a completed Cost Model
• Vendor’s signed and completed Certifications and Assurances
• Vendor’s exceptions and/or proposed revisions to the Contract
• Vendor’s MWBE Certification (Appendix C), if applicable

Failure to provide any requested information in the prescribed format may result in disqualification of the Vendor.

3.6 Response Requirements

The signature block in Appendix A, Certifications and Assurances, must be signed by a representative authorized to bind the company to the offer.

For Mandatory requirements (M), the Response must always indicate explicitly whether or not the Vendor’s proposed Products/Services meet the requirement. A statement, “(Vendor Name) has read, understands, and fully complies with this requirement” is acceptable, along with any additional information requested.

For Mandatory Scored (MS) and Desirable Scored (DS) items, the Response must always indicate explicitly whether or not the Vendor's proposed Products/Services meet the requirement, and describe how the proposed Vendor’s Products/Services will accomplish each requirement or desirable as it relates to the service(s) proposed.

Vendor must respond to each Requirement, unless it is a Desirable or Desirable Scored requirement. Failure to comply with any applicable item may result in the Response being disqualified. In each requirement title is a designation indicating how the Response will be evaluated.

3.7 Delivery of Responses

All proposals must arrive via an attachment to e-mail to the RFQ Coordinator at the email address above, on the proposal due date and time stated in Section 2. Responses arriving in in the RFQ Coordinator’s in-box after the time stated in Section 2 will be disqualified. The "receive date/time" posted by CTS’ email system will be used as the official time stamp but may not reflect the exact time received.

Vendors should allow sufficient time to ensure timely receipt of the proposal by the RFQ Coordinator. Late Responses will not be accepted and will be automatically disqualified from further consideration.

CTS assumes no responsibility for delays caused by Vendor’s e-mail, network problems or any other party. Zipped files cannot be received by CTS and cannot be used for submission of Responses.

3.8 Proprietary or Confidential Information

Any information contained in the Response that is proprietary or confidential must be clearly designated. Marking of the entire Response or entire sections of the Response as proprietary or confidential will not be accepted nor honored. CTS will not accept Responses where pricing is marked proprietary or confidential, and the Response will be rejected.

To the extent consistent with chapter 42.56 RCW, the Public Disclosure Act, CTS shall maintain the confidentiality of Vendor’s information marked confidential or proprietary. If a request is made to view Vendor’s proprietary information, CTS will notify Vendor of the request and of the date that the records will be released to the requester unless Vendor obtains a court order enjoining that disclosure. If Vendor fails to obtain the court order enjoining disclosure, CTS will release the requested information on the date specified.

The State’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify Vendor of any request(s) for disclosure for so long as CTS retains Vendor’s information in CTS records. Failure to so label such materials or failure to timely respond after notice of request for public disclosure has been given shall be deemed a waiver by Vendor of any claim that such materials are exempt from disclosure.

3.9 Waive Minor Administrative Irregularities

CTS reserves the right to waive minor administrative irregularities contained in any Response. Additionally, CTS reserves the right, at its sole option, to make corrections to Vendors’ Responses when an obvious arithmetical error has been made in the price quotation.

3.10 Errors in Response

Vendors are liable for all errors or omissions contained in their Responses. Vendors will not be allowed to alter Response documents after the deadline for Response submission. CTS is not liable for any errors in Responses.

3.11 Waiver of Minor Administrative Irregularities

CTS reserves the right to waive minor administrative irregularities contained in any Response. Additionally, CTS reserves the right, at its sole option, to make corrections to Vendors’ Responses when an obvious arithmetical error has been made in the price quotation. Vendors will not be allowed to make changes to their quoted price after the Response submission deadline.