STATE OF MICHIGAN
DEPARTMENT OF HISTORY, ARTS AND LIBRARIES
REQUEST FOR PROPOSAL
COVER SHEET
RFP# DHAL05-001
ALL RFP RESPONSES ARE DUE NO LATER THAN
Wednesday, June 29, 2005 at 2:00pm
BID PROPOSALS MAY BE HAND-DELIVERED, SENT BY U.S. MAIL OR VIA COURIER TO:
Lisa VanOstran, Purchasing Agent
Department of History, Arts and Libraries
Administrative Services, 5th Floor
702 West Kalamazoo Street
Lansing, MI 48915
THIS FORM MUST BE RETURNED SIGNED AND DATED WITH THE BID PROPOSAL
______
Signature Date
DEPARTMENT OF HISTORY, ARTS AND LIBRARIES
RFP# DHAL-05-001
TABLE OF CONTENTS
Article 1 – Statement of Work (SOW) 1
1.0 Introduction 1
1.001 DEFINING DOCUMENT 1
1.002 PROJECT TITLE AND DESCRIPTION 1
1.003 PROJECT CONTROL 1
1.004 COMMENCEMENT OF WORK 1
1.1 Product Quality 1
1.101 SPECIFICATIONS 1
1.102 RESERVED 2
1.103 RESERVED 2
1.104 RESERVED 2
1.2 Reserved 3
1.201 RESERVED 3
1.202 RESERVED 3
1.203 REPORTING 3
1.204 RESERVED 3
1.205 RESERVED 3
1.3 Reserved 3
1.301 RESERVED 3
1.302 RESERVED 3
1.303 RESERVED 3
1.304 RESERVED 3
1.305 RESERVED 3
1.306 RESERVED 3
1.4 Reserved 3
1.401 RESERVED 3
1.402 RESERVED 3
1.403 RESERVED 3
Article 2 – General Terms and Conditions 4
2.0 Introduction 4
2.001 GENERAL PURPOSE 4
2.002 ISSUING OFFICE/CONTRACT ADMINISTRATOR 4
2.003 NOTICE 4
2.004 CONTRACT TERM 4
2.005 GOVERNING LAW 5
2.006 APPLICABLE STATUTES 5
2.007 RELATIONSHIP OF THE PARTIES 5
2.008 HEADINGS 5
2.009 MERGER 6
2.010 SEVERABILITY 6
2.011 SURVIVORSHIP 6
2.012 NO WAIVER OF DEFAULT 6
2.013 PURCHASE ORDERS 6
2.1 Vendor/Contractor Obligations 6
2.101 ACCOUNTING RECORDS 6
2.102 NOTIFICATION OF OWNERSHIP 6
2.103 SOFTWARE COMPLIANCE 7
2.104 RESERVED 7
2.105 RESERVED 7
2.106 PREVAILING WAGE 7
2.107 PAYROLL AND BASIC RECORDS 7
2.108 COMPETITION IN SUBCONTRACTING 8
2.109 CALL CENTER DISCLOSURE 8
2.2 Contract Performance 8
2.201 TIME IS OF THE ESSENCE 8
2.202 CONTRACT PAYMENT SCHEDULE 8
2.203 POSSIBLE PROGRESS PAYMENTS 8
2.204 RESERVED 8
2.205 ELECTRONIC PAYMENT AVAILABILITY 9
2.206 RESERVED 9
2.3 Contract Rights and Obligations 9
2.301 INCURRING COSTS 9
2-302 CONTRACTOR RESPONSIBILITIES 9
2-303 ASSIGNMENT AND DELEGATION 9
2-304 TAXES 9
2-305 INDEMNIFICATION 10
2-306 LIMITATION OF LIABILITY 12
2-307 CONTRACT DISTRIBUTION 12
2-308 FORM, FUNCTION AND UTILITY 12
2-309 ASSIGNMENT OF ANTITRUST CAUSE OF ACTION 12
2-310 RESERVED 12
2-311 TRANSITION ASSISTANCE 12
2.312 RESERVED 12
2.313 RESERVED 12
2.314 WEBSITE INCORPORATION 13
2.4 Contract Review and Evaluation 13
2.401 CONTRACT COMPLIANCE INSPECTOR 13
2.402 PERFORMANCE REVIEWS 13
2.403 AUDIT OF CONTRACT COMPLIANCE 13
2.5 Quality and Warranties 13
2.501 RESERVED 13
2.502 RESERVED 13
2.503 RESERVED 13
2.504 RESERVED 13
2.505 CONTRACTOR WARRANTIES 14
2.506 RESERVED 15
2.507 RESERVED 15
2.508 RESERVED 15
2.509 RESERVED 15
2.6 Breach of Contract 15
2.601 BREACH DEFINED 15
2.602 NOTICE AND THE RIGHT TO CURE 15
2.603 EXCUSABLE FAILURE 15
2.7 Remedies 16
2.701 CANCELLATION 16
2.702 RIGHTS UPON CANCELLATION 17
2.703 RESERVED 17
2.704 RESERVED 17
2.705 SUSPENSION OF WORK 17
2.8 Approvals 18
2.801 APPROVALS 18
2.802 TIME EXTENSIONS 18
2.803 MODIFICATION 18
2.804 AUDIT AND RECORDS UPON MODIFICATION 18
2.805 CHANGES 18
Article 3 – Certifications and Representations 20
3.0 Vendor/Contractor Information 20
3.001 TAXPAYER IDENTIFICATION NUMBER (TIN) 20
3.002 EXPATRIATED BUSINESS ENTITY 20
3.003 DATA UNIVERSAL NUMBERING SYSTEM (DUNS) 21
3.004 RESERVED 21
3.005 RESERVED 21
3.006 EXTENDED PURCHASING 21
3.1 Disclosure Issues 22
3.101 CONFIDENTIALITY 22
3.102 FREEDOM OF INFORMATION ACT 23
3.103 RESERVED 23
3.2 Vendor/Contractor Compliance with Laws 23
3.201 GENERALLY 23
3.202 INDEPENDENT PRICE DETERMINATION 24
3.203 VENDOR/CONTRACTOR COMPLIANCE/DEBARMENT 24
3.204 CERTIFICATION REGARDING DEBARMENT 25
3.205 DEBARMENT OF SUBCONTRACTORS 26
3.206 ETHICS: GRATUITIES AND INFLUENCE 26
3.3 Vendor/Contractor Workplace Fitness 26
3.301 DRUG-FREE WORK PLACE 26
3.302 WORKPLACE SAFETY 27
3.303 WORKPLACE DISCRIMINATION 27
3.304 LABOR RELATIONS 27
3.305 RESERVED 27
3.306 AFFIRMATIVE ACTION 28
3.307 LIABILITY INSURANCE 28
3.308 RESERVED 30
3.309 RESERVED 30
3.310 RESERVED 30
3.4 Vendor/Contractor Demographics 30
3.401 SMALL BUSINESS REPRESENTATION 30
3.402 WOMEN, MINORITY, OR VETERAN OWNED SM BUS 31
3.403 OWNERS AND OFFICERS 31
3.404 RESERVED 31
3.5 State Concerns 31
3.501 GENERAL COMPANY DEMOGRAPHICS 31
3.502 BUSINESS OWNED BY PERSONS WITH DISABILITIES 32
3.503 COMMUNITY REHAB ORGANIZATIONS 32
3.504 CERTIFICATION OF A MICHIGAN BASED BUSINESS 32
3.505 PLACE OF PERFORMANCE 33
3.506 FORMER STATE EMPLOYEES 33
3.507 RESERVED 33
3.508 USE TAX 34
3.509 TAX EXCLUDED FROM PRICE 34
3.510 TAX PAYMENT 34
3.511 USE OF OTHER SOURCES AS SUBCONTRACTORS 34
3.512 UTILIZATION OF BUSINESS CONCERNS 35
3.513 RESERVED 35
3.514 RESERVED 35
3.515 PLACE OF SUBCONTRACTING 35
3.516 RESERVED 36
3.517 SERVICES NEEDED IN PERFORMANCE 36
3.518 EMPLOYEE AND SUBCONTRACTOR CITIZENSHIP 36
3.6 Changes to Disclosure 36
3.7 State Assertions 36
Article 4 – The Bidding Process 38
4.0 Introduction 38
4.001 QUESTIONS 38
4.002 PRICE AND NOTATIONS 38
4.003 DOUBLE SIDED ON RECYCLED PAPER 38
4.1 Proposal Details 38
4.101 GENERALLY 38
4.102 EFFICIENT PROPOSAL 38
4.103 CHANGES 38
4.2 Reserved 39
4.201 RESERVED 39
4.202 RESERVED 39
4.203 RESERVED 39
4.204 RESERVED 39
4.3 Proposal Format 39
4.301 COMPANY INFORMATION/CAPABILITIES 39
4.302 PRIOR EXPERIENCE 39
4.303 STAFFING 39
4.304 RESERVED 39
4.305 RESERVED 40
4.306 RESERVED 40
4.307 RESERVED 40
4.308 COMPLETION OF ARTICLE 3 40
4.4 Submitting Bids and Proposals 40
4.401 SEALED BID RECEIPT 40
4.402 PROPOSAL SUBMISSION 40
4.5 Additional Considerations 41
4.501 PAST PERFORMANCE 41
4.502 FINANCIAL STABILITY 41
4.503 RESERVED 41
4.504 CLARIFICATIONS 41
4.505 ORAL PRESENTATION 42
4.506 SITE VISIT 42
4.6 Award Process 42
4.601 METHOD OF AWARD/SELECTION CRITERIA 42
4.602 RECIPROCAL PREFERENCE 43
4.603 STATE ADMINISTRATIVE BOARD 43
4.604 PROTESTS 44
Article1 – Statement of Work (SOW)
1.0 Introduction
1.001 DEFINING DOCUMENT
This is a Request For Proposal (RFP). This is a formal request to prospective vendors or contractors soliciting the submission of proposals. State and vendor understand that negotiations may be required with respect to any aspect of the requirements, specifications, and scope of work. Proposal evaluation and contract award will depend upon which vendor or contractor represents the best value and best solution for the State.
1.002 PROJECT TITLE AND DESCRIPTION
The purpose of this RFP is to establish a Contract to provide hosting services for the MeL (Michigan Electronic Library) Internet database, provide help desk support to users of the MeL databases, provide MeL training for the use of the new gateway (Metafind) and the individual database user interfaces, perform MeL website maintenance, maintain communications with HAL and provide statistics to HAL.
Article 1 - SOW will be used by the State for the evaluation process. Bidders will be submitting written proposals discussing how they meet the specific requirements below.
If any part of the Specific Requirements appears to be excessive, with respect to the overall outcome desired by the State, please notify the RFP contact in writing for consideration of a possible change to the requirements.
1.003 PROJECT CONTROL
Project Control
a. The Contractor will carry out this project under the direction and control of the Department of History, Arts and Libraries.
b. Although there will be continuous liaison with the Contractor team, the client agency's project director may meet with the Contractor's project manager for the purpose of reviewing progress and providing necessary guidance to the Contractor in solving problems that arise.
c. The Contractor may be required to submit brief written summaries of progress which outline the work accomplished during the reporting period; work to be accomplished during the subsequent reporting period; problems, real or anticipated, which should be brought to the attention of the client agency's project director; and notification of any significant deviation from previously agreedupon work plans.
1.004 COMMENCEMENT OF WORK
Contractor shall show acceptance of this agreement by signing a copy of this contract and returning it to the contract administrator. Contractor shall not proceed with performance of the work to be done under this agreement, including the purchase of necessary materials, until both parties have signed this agreement to show acceptance of its terms.
1.1 Product Quality
1.101 SPECIFICATIONS
Vendor must be able to provide hosting, maintenance, connectivity and access services for MeL Internet Collection. Bid responses must address in detail each specification below.
· Hosting of the MeL Internet collection database, selector content maintenance tool, and link checking tool
· Maintenance of the driver’s license authentication logon script and secure logon certificate for the statewide databases
· Hosting of the user interface and connection scripts for the MeL databases
· MeL Internet usage data collection
· Hosting e-mail accounts for MeL Selectors
· Connectivity and maintenance of access support:
o High speed Internet connection; accommodate server bandwidth usage from 256 Kbps to 768 Kbps with future bandwidth upgrade as needed
o Uninterruptible power supply in a secure physical location with environmental control
o Monitor the server on an on-call basis 24/7 to maintain system and network security
o Provide on-call service on a best effort basis to resolve system failures when they occur after 5pm, Monday through Friday and on weekends
o Perform routine system maintenance and software upgrades and scheduled reboots during maintenance window hours of 5am-8am weekdays, or 5am-12 noon on Sundays
o Perform daily backups, rotate system logs on a daily basis
o Provide general system administration services such as: installation and maintenance of operating system, system security, limited user administration and the installation of non-standard application software and upgrades
· Administrative access to the MeL Internet Collection via Secure Shell Connection (ssh2), controlled via a password system within the application for a minimum of 15 authorized users to include:
o Remote installation of application software updates
o Access for the Selectors for adding, deleting and changing records
o Access for MeL Administrators for administration of the service
o Access for extracting statistics
o Access via FTP to the government documents page for entering regular updates
o Identify and resolve any firewall or other issues that might prevent this required remote access
MeL Gateway and Databases Help Desk
· Provide helpdesk M-F 8am to 5pm for libraries in the access and use of the MeL databases, except during holidays that are observed by the State of Michigan or when prevented due to natural disaster/acts of God
· Setup library access to databases
· Troubleshoot access and use issues
· Consult with libraries regarding setting up access via local catalogs and web pages
· Work with database vendors to resolve access, functional and statistical problems
· Communicate with training coordinator regarding training needs identified as a result of providing help
· Communicate vendor related problems when necessary
· Update help pages that are part of michiganelibrary.org
· Maintain databases of libraries, contacts and IP information
MeL Gateway and Databases Search Training
· Create an overall plan for training library staff on the MeL Gateway and the MeL Databases
· Recruit and contract with trainers
· Provide train-the-trainer sessions
· Manage training to provide coverage for all types and sizes of libraries and all regions of the state
· Develop and maintain up-to-date training materials to teach content and functionality of the MeL Gateway and the current MeL Databases, including MeL Internet and MeL Digital
· Maintain training information and materials on michiganelibrary.org
· Report training statistics and evaluations from training sessions
MeL Websites Maintenance (mel.org and michiganelibrary.org)
· Post training materials, database information and links
· Install updates to user interface pages
· Install updates to database logon pages
· Install updates to driver’s license logon page
· Install and maintain secure certificate
Communications and Statistics
· Participate in regular communication with HAL about project issues via telephone as needed and via a minimum of quarterly in-person meetings
1.102 RESERVED
1.103 RESERVED
1.104 RESERVED
1.2 RESERVED
1.201 RESERVED
1.202 RESERVED
1.203 REPORTING
Bidders shall discuss their capabilities related to generating reports. Contractor shall be able to provide various reports, when requested by the State. Examples include itemized report of total items (commodities and services) purchased by all agencies or individual agencies, open invoice reports, delivery compliance reports, quantity reports, service compliance reports, etc.
1.204 RESERVED
1.205 RESERVED
1.3 RESERVED
1.301 RESERVED
1.302 RESERVED
1.303 RESERVED
1.304 RESERVED
1.305 RESERVED
1.306 RESERVED
1.4 RESERVED
1.401 RESERVED
1.402 RESERVED
1.403 RESERVED
43
Article 2 – General Terms and Conditions
2.0 Introduction
2.001 GENERAL PURPOSE
The Contract is for database support and training for the State of Michigan.
2.002 ISSUING OFFICE AND CONTRACT ADMINISTRATOR
The Contract is issued by Administrative Services, State of Michigan, Department of History, Arts and Libraries, hereinafter known as Administrative Services.
Administrative Services is the sole point of contact in the State with regard to all procurement and contractual matters relating to the commodities and/or services described herein. Administrative Services is the only office authorized to negotiate, change, modify, amend, alter, clarify, etc., the specifications, terms, and conditions of the Contract. Administrative Services will remain the SOLE POINT OF CONTACT throughout the procurement process.
Contractor proceeds at its own risk if it takes negotiation, changes, modification, alterations, amendments, clarification, etc., of the specifications, terms, or conditions of the contract from any individual or office other than Administrative Services and the listed contract administrator.
All communications covering this procurement must be addressed to contract administrator indicated below:
Department of History, Arts and Libraries
Administrative Services
Attn: Lisa VanOstran
702 W. Kalamazoo St.
Lansing, Michigan 48915
(517) 373-1293