NCPA Web Services & Cloud Computing Proposal

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1 NCPA Web Services & Cloud Computing Proposal Presented by DLT Solutions October 25, 2012 This proposal includes data that shall not be disclosed outside the Customer and shall not be duplicated, used, or disclosed - in whole or in part - for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offeror as a result of - or in connection with - the submission of this data, the Customer shall have the right to duplicate, use, or disclose the data to the extent provided in the resulting contract. This restriction does not limit the Customer s right to use information contained in this data if it is obtained from another source without restriction. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 0

2 Table of Contents Tab 1 Signature Form 2 1 Tab 2 NCPA Administration Agreement Tab 3 Vendor Questionnaire Tab 4 Vendor Profile Tab 5 Products and Services/Scope Tab 6 References Tab 7 Pricing Tab 8 Value Added Products and Services Tab 9 Required Documents Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 1

3 TAB 1 Signature Form Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 2

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5 Master Agreement General Terms and Conditions Clarifications Issue Document Page Language 1 RFP Solicitation No of 41 Section: Tab 1 Issue: General Terms & Conditions NCPA - RFP No: Clarification: DLT has proposed alternative language within the indemnity section of the NCPA Master Agreement General Terms and Conditions. *All clarifications listed above are made pursuant to Page 4 "Instructions to Respondents" and are shown in full text on the following page. Customer Support The vendor shall provide timely and accurate technical advice and sales support. The vendor shall respond to such requests within one (1) working day after receipt of the request. Assignment of Contract No assignment of contract may be made without the prior written approval of Region 14 ESC. Purchase orders and payment can only be made to awarded vendor. Awarded vendor is required to notify Region 14 ESC when any material change in operation is made. Disclosures Respondent affirms that he/she has not given, offered to give, nor intends to give at any time hereafter any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor or service to a public servant in connection with this contract. The respondent affirms that, to the best of his/her knowledge, the offer has been arrived at independently, and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give an unfair advantage over other vendors in the award of this contract. Renewal of Contract Unless otherwise stated, all contracts are for a period of one (1) year with an option to renew annually for an additional four (4) years if agreed to by Region 14 ESC and the vendor. Funding Out Clause Any/all contracts exceeding one (1) year shall include a standard funding out clause. A contract for the acquisition, including lease, of real or personal property is a commitment of the entity s current revenue only, provided the contract contains either or both of the following provisions: Retains to the entity the continuing right to terminate the contract at the expiration of each budget period during the term of the contract and is conditioned on a best efforts attempt by the entity to obtain appropriate funds for payment of the contract. Shipments (if applicable) The awarded vendor shall ship ordered products within seven (7) working days for goods available and within four (4) to six (6) weeks for specialty items after the receipt of the order unless modified. If a product cannot be shipped within that time, the awarded vendor shall notify the entity placing the order as to why the product has not shipped and shall provide an estimated shipping date. At this point the participating entity may cancel the order if estimated shipping time is not acceptable. Tax Exempt Status Since this is a national contract, knowing the tax laws in each state is the sole responsibility of the vendor. Payments The entity using the contract will make payments directly to the awarded vendor. Pricing Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 4

6 All pricing submitted to shall include the administrative fee to be remitted to NCPA by the awarded vendor. It is the awarded vendor s responsibility to keep all pricing up to date and on file with NCPA. All deliveries shall be freight prepaid, F.O.B. destination and shall be included in all pricing offered unless otherwise clearly stated in writing Warranty Proposals should address each of the following: Indemnity Applicable warranty and/or guarantees of equipment and installations including any conditions and response time for repair and/or replacement of any components during the warranty period. Availability of replacement parts Life expectancy of equipment under normal use Detailed information as to proposed return policy on all equipment The awarded vendor shall protect, indemnify, and hold harmless Region 14 ESC and its participants, administrators, employees and agents against all claims, direct damages, losses and expenses arising out of or resulting from the grossly negligent actions or willful misconduct of the vendor, vendor employees or vendor subcontractors in the preparation of the solicitation and the later execution of the contract. Vendor s limitation of liability under this clause is equal to the amount of the transaction giving rise to the indemnity. Franchise Tax The respondent hereby certifies that he/she is not currently delinquent in the payment of any franchise taxes. Supplemental Agreements The entity participating in this contract and awarded vendor may enter into a separate supplemental agreement to further define the level of service requirements over and above the minimum defined in this contract i.e. invoice requirements, ordering requirements, specialized delivery, etc. Any supplemental agreement developed as a result of this contract is exclusively between the participating entity and awarded vendor. Certificates of Insurance Certificates of insurance shall be delivered to the Public Agency prior to commencement of work. The insurance company shall be licensed in the applicable state in which work is being conducted. The awarded vendor shall give the participating entity a minimum of ten (10) days notice prior to any modifications or cancellation of policies. The awarded vendor shall require all subcontractors performing any work to maintain coverage as specified. Legal Obligations Protest It is the Respondent s responsibility to be aware of and comply with all local, state, and federal laws governing the sale of products/services identified in this RFP and any awarded contract and shall comply with all while fulfilling the RFP. Applicable laws and regulation must be followed even if not specifically identified herein. A protest of an award or proposed award must be filed in writing within ten (10) days from the date of the official award notification and must be received by 5:00 pm CST. No protest shall lie for a claim that the selected Vendor is not a responsible Bidder. Protests shall be filed with Region 14 ESC and shall include the following: Name, address and telephone number of protester Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 5

7 Original signature of protester or its representative Identification of the solicitation by RFP number Detailed statement of legal and factual grounds including copies of relevant documents and the form of relief requested Any protest review and action shall be considered final with no further formalities being considered. Force Majeure If by reason of Force Majeure, either party hereto shall be rendered unable wholly or in part to carry out its obligations under this Agreement then such party shall give notice and full particulars of Force Majeure in writing to the other party within a reasonable time after occurrence of the event or cause relied upon, and the obligation of the party giving such notice, so far as it is affected by such Force Majeure, shall be suspended during the continuance of the inability then claimed, except as hereinafter provided, but for no longer period, and such party shall endeavor to remove or overcome such inability with all reasonable dispatch. The term Force Majeure as employed herein, shall mean acts of God, strikes, lockouts, or other industrial disturbances, act of public enemy, orders of any kind of government of the United States or any civil or military authority; insurrections; riots; epidemics; landslides; lighting; earthquake; fires; hurricanes; storms; floods; washouts; droughts; arrests; restraint of government and people; civil disturbances; explosions, breakage or accidents to machinery, pipelines or canals, or other causes not reasonably within the control of the party claiming such inability. It is understood and agreed that the settlement of strikes and lockouts shall be entirely within the discretion of the party having the difficulty, and that the above requirement that any Force Majeure shall be remedied with all reasonable dispatch shall not require the settlement of strikes and lockouts by acceding to the demands of the opposing party or parties when such settlement is unfavorable in the judgment of the party having the difficulty Prevailing Wage It shall be the responsibility of the Vendor to comply, when applicable, with the prevailing wage legislation in effect in the jurisdiction of the purchaser. It shall further be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate department of labor for any increase in rates during the term of this contract and adjust wage rates accordingly. Miscellaneous Either party may cancel this contract in whole or in part by providing written notice. The cancellation will take effect 30 business days after the other party receives the notice of cancellation. After the 30th business day all work will cease following completion of final purchase order. Open Records Policy Because Region 14 ESC is a governmental entity responses submitted are subject to release as public information after contracts are executed. If a vendor believes that its response, or parts of its response, may be exempted from disclosure, the vendor must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt. In addition, the respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). The determination of whether information is confidential and not subject to disclosure is the duty of the Office of Attorney General (OAG). Region 14 ESC must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the respondent are not acceptable. Region 14 ESC must comply with the opinions of the OAG. Region14 ESC assumes no responsibility for asserting legal arguments on behalf of any vendor. Respondent are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 6

8 TAB 2 NCPA Administration Agreement Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 7

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13 TAB 3 Vendor Questionnaire Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 12

14 Vendor Questionnaire Please provide responses to the following questions that address your company s operations, organization, structure, and processes for providing products and services. States Covered Bidder must indicate any and all states where products and services can be offered. Please indicate the price co-efficient for each state if it varies. 50 States & District of Columbia (Selecting this box is equal to checking all boxes below) Alabama Maryland South Carolina Alaska Massachusetts South Dakota Arizona Michigan Tennessee Arkansas Minnesota Texas California Mississippi Utah Colorado Missouri Vermont Connecticut Montana Virginia Delaware District of Columbia Nebraska Nevada Washington West Virginia Florida New Hampshire Wisconsin Georgia New Jersey Wyoming Hawaii New Mexico Idaho New York Illinois North Carolina Indiana North Dakota Iowa Ohio Kansas Oklahoma Kentucky Oregon Louisiana Pennsylvania Maine Rhode Island All US Territories and Outlying Areas (Selecting this box is equal to checking all boxes below) American Somoa Federated States of Micronesia Guam Midway Islands Northern Marina Islands Puerto Rico U.S. Virgin Islands Minority and Women Business Enterprise (MWBE) and (HUB) Participation It is the policy of some entities participating in NCPA to involve minority and women business enterprises (MWBE) and historically underutilized Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 13

15 Residency NCPA - RFP No: businesses (HUB) in the purchase of goods and services. Respondents shall indicate below whether or not they are an M/WBE or HUB certified. Minority / Women Business Enterprise Respondent Certifies that this firm is a M/WBE Historically Underutilized Business Respondent Certifies that this firm is a HUB Responding Company s principal place of business is in the city of Herndon, State of Virginia. Felony Conviction Notice Please Check Applicable Box; A publically held corporation; therefore, this reporting requirement is not applicable. Is not owned or operated by anyone who has been convicted of a felony. Is owned or operated by the following individual(s) who has/have been convicted of a felony. If the 3 rd box is checked, a detailed explanation of the names and convictions must be attached. Distribution Channel Which best describes your company s position in the distribution channel: Manufacturer Direct Authorized Distributor Value-added reseller Certified education/government reseller Manufacturer marketing through reseller Other: Processing Information Provide company contact information for the following: Sales Reports Contact Person: Title: Contracts Manager Company: DLT Solutions Address: Sunrise Valley Dr., Ste. 400 City: Herndon State: VA Zip: Phone: (703) Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 14

16 Pricing Information NCPA - RFP No: Accounts Payable Contact Person: _Jason Thom Title: Accounting Manager Company: DLT Solutions Address: Sunrise Valley Dr., Ste. 400 City: Herndon State: VA Zip: Phone: (703) Purchase Orders Contact Person: Title: Contracts Manager Company: DLT Solutions Address: Sunrise Valley Dr., Ste. 400 City: Herndon State: VA Zip: Phone: (703) Sales and Marketing Contact Person: Duane Thorpe Title: Cloud Customer Liaison Company: DLT Solutions Address: Sunrise Valley Dr., Ste. 400 City: Herndon State: VA Zip: Phone: (703) _ In addition to the current typical unit pricing furnished herein, the Vendor agrees to offer all future product introductions at prices that are proportionate to Contract Pricing. If answer is no, attach a statement detailing how pricing for NCPA participants would be calculated for future product introductions. Yes No Pricing submitted includes the required NCPA administrative fee. The NCPA fee is calculated based on the invoice price to the customer. Yes No Vendor will provide additional discounts for purchase of a guaranteed quantity. Yes No Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 15

17 Cooperatives List any other cooperative or state contracts currently held or in the process of securing. Cooperative/State Agency SEE REFERENCES SECTION Discount Offered Expires Annual Sales Volume Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 16

18 TAB 4 Vendor Profile Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 17

19 Vendor Profile Company s official registered name. DLT Solutions, LLC Brief history of your company, including the year it was established. DLT Solutions (www.dlt.com) is a Value Added Reseller (VAR) delivering best of class technology solutions to federal, state and municipal governments. Since its founding in 1991, DLT has tightly integrated itself with some of the most prominent IT companies in the world, including Amazon Web Services (AWS), Autodesk, Google, NetApp, Oracle, Quest Software, Red Hat, SolarWinds and Symantec, among others. With our product portfolio, multiple procurement vehicles and award-winning track record, DLT confidently supports public sector clients in the technology implementation and support required to achieve their agency missions. DLT was recently honored as number one in the Term Software License category in the GSA IT Catalog of Top IT Contractors on GSA Schedule 70. Currently, DLT has 260+ employees, most at our headquarters in Herndon, Virginia. In 2010, 60% of DLT was purchased by the TZP Group, a private equity investment fund (www.tzp.com), and became DLT Solutions, LLC. DLT is a financially sound company, and has achieved a 20% growth, year over year, for the past 4 years. In 2011, DLT s revenues exceeded $790M. The following is a complete DLT Organization Chart: President/CEO Executive Vice President/CFO SVP, Corporate Strategy & Business Development Chief Technology Officer (CTO) Marketing Sales Organization Professional Services/Support Finance/Accounting Program Management Office Autodesk/GDS Enterprise Applications Contracts/Legal Cloud Advisory Group (CAG) Enterprise Data Management Enterprise Platforms The Cloud Advisory Group (CAG) will be the direct sales support on a resultant NCPA contract. Infrastructure & Peripherals Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 18

20 Company s Dun & Bradstreet (D&B) number Company s organizational chart of those individuals that would be involved in the contract. As noted in the above DLT organizational chart, under a resultant NCPA contract the DLT Cloud Advisory Group (CAG) will be supporting the Web Services & Cloud Computing needs of NCPA customers. The CAG is managed by Mr. David Blankenhorn, Chief Cloud Technologist and the direct sales support staff member is Duane Thorpe. The following is the CAG organization that will be able to assist NCPA customers during the course of this contract: Cloud Advisory Group (CAG) David Blankenhorn Chief Cloud Technologist Duane Thorpe Cloud Customer Liaison Shamun Mahmud Cloud Security Architect Chris Uttenweiler Cloud Infrastructure Architect Kevin Cookmeyer Cloud/AWS Sr. Sales Representative Corporate office location Sunrise Valley Dr., Ste. 400 Herndon, VA List the number of sales and services offices for states being bid in solicitation. The Herndon, Virginia address is the sole sales and services location being bid in this solicitation. List the names of key contacts at each with title, address, phone and e- mail address. See the above CAG organization chart. Define your standard terms of payment. Net 30 from the date of vendor s invoice. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 19

21 Who is your competition in the marketplace? Within the public sector as a Value Added Reseller, DLT competes with the following companies: CDWG Dell Software (Formerly ASAP) GTSI Software House International (SHI) What differentiates your company from competitors? In 2011, DLT sold to more than 7,200 government clients with sales totaling over $790M. Of these government clients, approximately 4,400 of them were State and Local customers totaling $120M. Many of these customers have been purchasing from DLT since its inception in DLT transacts with each of the 50 US states, along with numerous localities, counties, municipalities, and state agencies. Comparable to the other likely Offerors, DLT offers NCPA a unique and true value added contractual partnership in that DLT s business model is based on the establishment of profound relationships with Amazon Web Services. DLT supports our unique relationship with Amazon Web Services with one of the largest, most comprehensive, and dedicated AWS-certified teams including leadership, sales, architects, support engineers, and account management/billing. This allows DLT to maximize value for NCPA and its customers buying capacity. As opposed to standard resellers, DLT attempts with every order to assist end users with true configuration and an assessment of whether the technology truly fits their needs. DLT is simply not an order taker, we are a true Value-Added Reseller. DLT believes this proposal represents a best-value solution for VAR capabilities to NCPA and its customers. Describe how your company will market this contract if awarded. Upon notice of award from NCPA, DLT will commence post award discussions. During these discussions, the contractual and sales staff of Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 20

22 DLT will request points of contact within all of the NCPA customers. This contact list will include all purchasing and End User information. At part of this proposal DLT requests that it include phone numbers, addresses, and physical addresses for all personnel. The following actions are associating with the marketing launch of this contract award: Participate in Post Award Conference Launch DLT NCPA Contract website Press Release DLT s marketing department will craft a press release and will seek NCPA approval of the content. Upon approval, DLT will release to the news wires. Blast Following the Press Release, DLT s marketing department will develop an HTML noting the DLT NCPA contract award with pertinent information such as: contract number, website information, product offerings, and contact information. Letter As with the blast mentioned above, DLT s marketing department will develop a form letter with the information contained within the blast. Describe how you intend to introduce NCPA to your company. Upon award, DLT will notify all employees that the NCPA contract is available. A NCPA pricelist will be set up in DLT s system that all 130+ sales representatives will have access to including contract details. DLT will be providing internal announcements, inclusion on DLT s intranet, and ongoing training as needed. Describe your firm s capabilities and functionality of your on-line catalog / ordering website. Following the NCPA contract award, DLT will participate in a post award conference wherein DLT will present its initial and baseline website (eportal) plan. At this conference, DLT will work with NCPA to determine the overall structure and content of the website so that it meets all of NCPA s requirements. The following series of screen shots represent DLT s initial design. Each of these pages are schematic representations, and DLT will work with NCPA to make appropriate modifications and adjustments to add necessary functionality and special features. For online tutorials, DLT will implement an on line training element as part of the overall website implementation as required by contract. The tutorial will include topics such as: Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 21

23 How to obtain a user login Navigation of on line catalog How to view reports How to submit orders DLT points of contacts For web maintenance, DLT will conduct a quarterly audit of the NCPA e- portal to assure all information is current and functioning. NCPA Login The screen shot below illustrates the DLT pricing catalog capabilities. Each NCPA customer can choose a particular software manufacturer, and see all products offered under the NCPA contract. The product information, SKU number, description, and price are all available. The catalog includes a shopping cart feature. This will allow customers to build a quotation. Once this quotation is finalized, the NCPA customer will submit to a DLT sale representative. Once submitted, the DLT sales representative will follow up within 24 hours. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 22

24 One of DLT s distinguishing features is the connectivity between pricing and the e-portal website. As new pricing catalogs are updated and imported from our vendors, the website will automatically refresh to ensure NCPA customers have current pricing. NCPA Catalog Describe your company s Customer Service Department (hours of operation, number of service centers, etc.) Since 2005, DLT s Service Center, a US citizen, US soil-based technical call center, is available 24x7 for key technologies and services including Amazon Web Services. The DLT Service Center, certified by our vendors, is located in Herndon, Virginia with support engineers located in Virginia, Colorado, and Florida. DLT is successful with entitlement answer times within 6 seconds, resolving over one thousand cases per year with a DLT case closure rate over 97% (without escalating to our vendor, and a customer satisfaction rating over 9.5 on a high scale of 10. DLT s standard sales business hours are 8-5:30 pm eastern standard time. The NCPA Cloud Customer Liaison, Duane Thorpe will be available during those times. As noted in the organization chart above, DLT s five sales teams typically adjust their schedules to have coverage until 7pm eastern. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 23

25 Green Initiatives As our business grows, we want to make sure we minimize our impact on the Earth s climate. We are taking every step we can to implement innovative and responsible environmental practices throughout NCPA to reduce our carbon footprint, reduce waste, energy conservation, ensure efficient computing and much more. To that effort we ask respondents to provide their companies environmental policy and/or green initiative. The senior management at DLT recognizes the importance of being a Corporate Citizen. As such, DLT has an active and company sponsored Go Green committee, comprised of DLT employees of various departments. The objective of this committee is to identify, develop, and implement green business practices such as recycling, reusing, and energy conservation. In our business, DLT strives to assist customers with Green IT solutions that will reduce overall energy consumption. As one example, DLT has developed a comprehensive IT strategy around data center consolidation using Green IT products from our vendor partner portfolio. Vendor Certifications (if applicable) Provide a copy of all current licenses, registrations and certifications issued by federal, state and local agencies, and any other licenses, registrations or certifications from any other governmental entity with jurisdiction, allowing respondent to perform the covered services including, but not limited to, licenses, registrations, or certifications. Certifications can include M/WBE, HUB, and manufacturer certifications for sales and service. DLT has provided the applicable Articles of Incorporation and amendments thereto. These documents, issued by the Commonwealth of Virginia, allow DLT Solutions to perform the covered services. If NCPA requires additional or alternative documentation, DLT will be happy to provide at the request of NCPA. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 24

26 TAB 5 Products and Services/Scope Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 25

27 Products and Services/Scope DLT Solutions is proposing the unique cloud based offering from Amazon Web Services (AWS). The following AWS offerings are being proposed: Suggested Service Category Computing Cloud Computing Computing Auto Scaling Computing Elastic Load Balancing Content Delivery Database Deployment and Management Application Services Software Networking Storage Support Web Traffic Workforce Parallel Processing / Big Data Analysis AWS Offering Amazon Elastic Compute Cloud (EC2) Amazon Auto Scaling Amazon Elastic Load Balancing (ELB) Amazon CloudFront Amazon Relational Database Service (RDS) Amazon DymanoDB Amazon SimpleDB Amazon ElastiCache Identity and Access Management (IAM) Amazon CloudWatch AWS CloudFormation Amazon Simple Workflow Service (SWS) Amazon Simple Notification Service (SNS) Amazon Simple Service (SES) Amazon Simple Queue Service (SQS) Numerous Linux Amazon Machine Images (AMI) Microsoft Windows Server 2003 and 2008 Microsoft SQL Server Express (2005, 2008, and 2012) Web Server Edition (2008 and 2012) Standard Edition (2005, 2008, and 2012) Amazon Virtual Private Cloud (VPC) Amazon Route 53 AWS Direct Connect Amazon Simple Storage Service (S3) Amazon Reduced Redundancy Storage (RRS) Amazon Elastic Block Store (EBS) AWS Import/Export DLT Standard AWS Support N/A N/A Amazon Elastic MapReduce (EMR) These services are described in more detail at the end of this section. Use or disclosure of data on this page is subject to the restriction on the cover sheet of this proposal or quotation. Page 26

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