Attachment 8 - Legacy Systems Support. Coleen Sullins DENR DWQ Deputy Director. Mark Hughes DENR ITS Chief Information Officer (CIO)

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1 Authorized Award to Keane State of North Carolina Department of Environment and Natural Resources - Information Technology Services Basinwide Information Management System (BIMS) Department/Agency Department of Environment and Natural Resources (DENR) Information Technology Services (ITS) Issue Date November 3, 2005 Title Technical Services Contract Sponsors Basinwide Information Management System (BIMS) Support Initiative (Tracking Number - TECH ) Attachment 8 - Legacy Systems Support Coleen Sullins DENR DWQ Deputy Director Mark Hughes DENR ITS Chief Information Officer (CIO) Mandatory Vendor Conference Deadline for Vendor Questions Submit Questions to November 9, :00 4:00 pm November 10, 2005, :00 PM Mike.Brendle@ncmail.net Fax# Deadline for Proposal Submissions November 28, :00 PM Extended to December 5, 2005 Submit Proposals to Vendors Conference Mike Brendle DENR-DPS, 512 N. Salisbury Street, Raleigh NC 27604, or 1605 Mail Service Center, Raleigh NC There will be a mandatory vendor conference on Wednesday, November 9, 2005, in Conference Room 3 on the th 14 floor of the Archdale Building, 512 N. Salisbury Street, Raleigh NC. The conference will begin sharply at 1:00 pm. Please be prompt. A valid, current picture identification is required to enter the Archdale Building to pass the Security Desk so please be prepared to show your identification. Proposals will not be considered from vendors that do not attend the mandatory vendor conference. Questions i

2 Vendors may ask questions at the conference or questions may be sent to the address indicated above by 5:00 pm on November 10, Oral answers are not binding on the State. All questions received including the questions received at the vendors conference will be answered and ed as an addendum to each eligible vendor on Attachment 8 that attends the mandatory vendor conference. Vendor contact regarding this Scope Statement with anyone other than Mike Brendle will be grounds for rejection of said Vendor s offer. Additional detailed information concerning software, hardware, BIMS application, BIMS Operations Maintenance and Administration, and deliverables can be referenced at BIMS Supplement. Proposal Submissions The Vendor shall deliver two (2) signed originals and eight (8) copies enclosed in three-ring binders, and one (1) electronic copy of the Proposal, in Microsoft Word format, on CD to the address listed above. The proposal format requirement for both the hardcopy and electronic submission are 6 lines per inch, 8.5x11 page format, 1 inch margins minimum top, bottom, left and right, and Times New Roman Font, 12 point. Do not mark your entire response as Confidential and/or Proprietary. Only vendor information referenced in the NC Information Technology General Terms and Conditions for Goods and Related Services, Section 17, Confidentiality may be confidential. Acceptance of proposals for evaluation when marked confidential or proprietary, or as exempt from disclosure under N.C. Public Records laws, shall not constitute a determination by the State that any materials or information contained therein are exempt from disclosure. Purpose The purpose of this scope statement is to solicit proposals from eligible vendors for Operations, Administration and Maintenance (OAM) of the existing Basinwide Information Management System for the North Carolina Department of Environment and Natural Resources Division of Water Quality. ii

3 Table of Contents Table of Contents Description Support Activities System Description Software Data Repository Objective Justification Expectations and Results Phase I Assessment (1/2/2006 1/15/2006) Phase II Transition (1/16/2006 2/28/2006) Phase III - Full Systems Support (3/1/ /31/2008) Support Details Staffing Requirements Support Location Hardware Platform IBEAM Interface Performance Performance Reporting Support Materials Repository OAM Processes Roles and Responsibilities Agency Roles and Responsibilities Software Training Software Engineering Facilities and OAM Tools Subject Matter Expertise Vendor Responsibilities User Environment Support User Services Product Support Engineering Training Timetable / Schedule Cost Proposal Additional Vendor Qualifications Methodologies Evidence of Vendor Capability of Quality Performance...16

4 7. Additional Contractual Terms Proposal Evaluation and Vendor Selection Criteria Technical: (70%) Administrative (10%) Cost: (20%) Execution of Glossary Non-Disclosure

5 1. Description 1.1. Support Activities The North Carolina Department of Environment and Natural Resources Division of Water Quality (DWQ) requires Operations, Administration and Maintenance (OAM) services for the existing BIMS production n-tier client/server application system. OAM activities include: User Environment support - to address urgent and critical system interruptions and issues in the production user environment that are in need of immediate attention, User services - to support the user community, help desk, unplanned research, inquiries, and ad hoc requests, Product support - including maintenance of existing functions and features, and minor changes and enhancements to add new functionality to the existing application systems System Description The BIMS development work effort successfully concluded June 30, This effort has converted and integrated hundreds of diverse applications across the organization into one consolidated data repository and user interface. BIMS provides the DWQ user community a tool that facilitates a cohesive working environment across unique, but related, DWQ operational areas. All DWQ BIMS users share a common interface and a central, integrated database. The BIMS is customized to support the business conducted by 400 DWQ end users and 100 municipalities across NC. Additional internal and external users are continuously being added. Some of the various DWQ functional areas are: Water Bodies identifies and categorizes ocean, rivers, lakes, wetlands, and other water bodies in 17 water basins, Owners stores and tracks 5,000 individuals that own facilities and other entities of environmental interest, Facilities stores and monitors 20,000 facilities and other environmental interests that are permitted to discharge waste into water bodies, including surface waters, groundwater, animal farms, and wetlands, Permitting contains 38,000 permits in various program areas which are initiated from applications, then stored and maintained in the BIMS, Monitoring 16,800 discharge monitoring reports are keyed into BIMS annually from approximately 1,400 regulated facilities (individual NPDES permit holders) also monitors non-discharge facilities, Inspections standardizes and strengthens inspection processes in various program areas to support 160 inspectors across the state, Incidents stores and tracks citizen complaints, accidental spills, wastewater treatment plant bypasses, sanitary sewer overflows, and other incidents requiring DWQ attention, Monitoring and reporting violations tracks and automatically generates violations during nightly process based on monitoring, inspection, incident and other activities, Enforcement supports and tracks DWQ enforcement actions against violators, Operator training and certification supports required ongoing training activities and certification status of approximately 9,000 wastewater treatment plant and other facility operators across the state, 5

6 Permitting and Enforcement Fees tracks the various fees, dues and other financial information to support the continued DWQ business operations, EPA Reporting transmits required permit, monitoring and enforcement data to EPA s Permit Compliance System (PCS) weekly this information feeds EPA s Enforcement and Compliance History Online (ECHO) system and the Center for Regulatory Effectiveness (CRE) Watch List, and Reports - contains approximately 350 standard-format reports and dozens of ad hoc user extracts Software The BIMS application system consists of the following Java components: Java classes: Over Estimated source code: Over 425,000 lines of code. Largest Files: PermitController2.java - over 12,000 lines of code (already split across two classes) EnforcementController.java - over 9,700 lines of code MonitoringController.java - over 8,800 lines of code InspectionController.java - over 8,400 lines of code ViolationBatchController.java - over 7,900 lines of code WaterbodyController.java - over 7,600 lines of code SOCPermitController.java - over 5,200 lines of code Data Repository BIMS has a DB2 (UDB version 8.2) database management system that resides on a Sun Solaris operating system. The data repository contains approximately 311 relational database tables with 3,941 columns with, on average, 12.5 columns per table. There are 168 directly allocated table spaces in BIMS for the largest tables and this accounts for 99% of the 19.6G of the storage directly allocated to the database. BIMS has 42,849,709 rows as of the last gathering of statistics. The vast majority of these rows are the Discharge Monitor Report data structure, which accounts for 36,732,818 rows, or 85.7% of the total rows. Some sample content includes: - Number of Permits (including Inactive): Over 50, Number of Permits (not Inactive): Over 39, Number of unique Facilities: Over 39, Number of Persons: Over 53, Number of Organizations: Over 16, Number of Monitoring Report sample values: Over 17,590, Objective DWQ s intention is to increase internal State staffing levels, with the proper skills and training, to provide all or part of the necessary product support, user services, and user environment support (OAM services) that are detailed in this document. State staff to provide this support does not currently exist. 6

7 The BIMS Life Cycle Periods timeline below illustrates the different life cycle periods, and the term in which OAM technical services are needed. It is important to understand that this OAM does not mean an end to new development work since the BIMS must continue to adapt and adjust to changing business needs, technology advances and regulatory requirements. However, significant new development for the BIMS is not considered part of OAM. Such efforts are outside the scope of this request Justification The BIMS has become essential to the DWQ over the past 7 years. Today, over 400 DWQ staff and over 100 municipalities across the State rely on BIMS in their day to day work conducting the agency s business. In addition, other State agencies and the public now rely on the information available through the BIMS. By consolidating hundreds of standalone databases into one relational database accessible over the Internet, BIMS has enabled DWQ to make major improvements in customer service through information technology. Improved DWQ operational efficiency is one of many positive outcomes. BIMS also saves staff time by making their jobs more efficient, supports management decisions, transmits compliance information to EPA, supports the expansion of the Express Permitting and One Stop Permit Coordination programs, and provides a rich database for GIS integration (NC OneMap initiative). 2. Expectations and Results The transition period will consist of two phases: Phase I Assessment (2 weeks) and Phase II Transition (6 weeks). Phase III - Full Systems Support (34 months) follows the Transition Period and provides DWQ with the opportunity to procure internal State staff to support BIMS, as illustrated in the BIMS Technical Services Contract Phases timeline below. Proposals must consider all three phases. 7

8 The expectations for, and results from, each phase are described in detail below: 2.1. Phase I Assessment (1/2/2006 1/15/2006) This phase consists of evaluating the current status of the BIMS application system, infrastructure and business environments. Program source code and project-specific technical documentation will be made available to the awarded vendor for review to gain an understanding of the application and technical architecture. Subject matter experts from the DWQ user community will be available to meet with the vendor to provide an understanding, from the customer s business perspective, of the requirements for BIMS application support. The current project team and Environmental Technologies Unit (ETU) staff will be available to participate in assessment activities Phase II Transition (1/16/2006 2/28/2006) In this phase, support for the BIMS application system will be incrementally transitioned to the vendor from the current project team and ETU staff as knowledge transfer from existing staff to vendor occurs. During this phase, a baseline Service Level Agreement (SLA) will be finalized (based on the proposed SLA that must be submitted by the vendor as part of this proposal) that defines the commitments and agreements for OAM that the vendor shall provide. The terms of the SLA, and any amendments thereto, shall be governed by the terms and conditions of the Technical Services Contract. The vendor shall be fully responsible for the BIMS OAM at the completion of this phase Phase III - Full Systems Support (3/1/ /31/2008) The vendor shall provide full OAM support for BIMS (see section 1.1 Support Activities), which meets or exceeds the commitments defined in the SLA that was developed during Phase II. The vendor will provide OAM to ensure that BIMS is fully operational during normal state business hours (Monday Friday 7:00AM 6:00PM). During this phase, the vendor shall be responsible for periodic performance reporting to DWQ Senior Management (refer to section Performance Reporting for details) Support Details The BIMS OAM will include user environment support, user services, and product support as defined in section 1.1 Support Activities. The SLA will provide the definition for minor 8

9 enhancements versus major enhancements to be included in the contract for OAM services. Minor enhancements will be included in the OAM services. Major enhancements are not included in the scope of this OAM initiative and will be bid as separate procurements. Major enhancements include: Developing an electronic reporting system for Discharge Monitoring Reports (DMRs); Replacing the existing card-based Permit Compliance System (PCS) with EPA s new XML-based Integrated Compliance Information System (ICIS); Migration from DB2 to another DBMS platform. The expected OAM work breakdown structure (WBS) includes the following work packages: Project Management & Administration Vendor project manager will be responsible for all aspects of the project, including the BIMS product, user environments, and user services. The required activities and tasks include: Integration management Develop project plans and schedules Integrated configuration management and change control Weekly team meetings to review progress and status Measure performance Scope management Scope planning, definition, verification and control Product analysis, cost/benefit analysis Evaluate, write and manage change requests (CRs) Develop work breakdown structures Decomposition (breaking large jobs down into multiple small work packages) Measure performance Time management Define, assign and manage activities and tasks Schedule development and control Utilize project management software (ABT Workbench, MS Project, Niku, Primavera TeamPlay, etc.) Analyze and correct planned to actual hour variances Schedule change control Cost management Resource planning, cost estimating, budgeting and control Analyze and correct planned to actual dollar variances Identify alternatives that may reduce cost Estimate and forecast costs Quality management Quality planning, assurance and control Statistical sampling and trend analysis 9

10 Human resource management Manage project team Organization planning, team development Resource Management Communications management Communication planning, information distribution, performance reporting, administrative closure Be responsive to user community Monthly performance reporting to the various oversight groups: OITS, ITS EPMO, BOC, MSC, DENR ITS Risk management Risk management planning, risk identification, qualitative risk analysis, quantitative risk analysis, risk response planning, risk monitoring and control Maintain RAMP (Risk Analysis and Management for Projects) spreadsheet Operations & Support The BIMS application system operations and support work includes the following: Support system operations Support all end users that are utilizing the installed software product Ensure system availability (M-F 7:00AM-6:00PM). Monitor online system performance and promptly resolve problems Support and monitor all system, application and infrastructure processes regardless of normal business hours necessary to ensure system availability (M-F 7:00AM-6:00PM) Ensure network, infrastructure and system security Ensure database integrity, backup, restore and BIMS disaster recovery. Continuing the development and maintenance of the BIMS business continuity plan is a mandatory deliverable. Identify and resolve anomalies Notify and receive approval from DWQ management for any scheduled maintenance, which may affect BIMS availability during the ensured system availability hours. Manage help desk Monitor help desk software tool by reviewing, analyzing and working to resolve help desk tickets Respond to users that submit a trouble ticket within 48 hours Work with project manager to prioritize help desk tickets Source issues generated from help desk to maintenance team Maintain operations log Log trouble tickets in operations log Conduct reviews of operations log 10

11 NOTE: When DWQ determines it necessary, vendor must provide system operation and support 24x7. The additional cost of providing 24x7 support must be proposed on a daily, weekly, monthly, and permanent basis. Maintenance BIMS product maintenance includes: Make product (software, hardware and infrastructure) corrections Respond to help desk issues Respond to project manager requests Ensure product (software, hardware and infrastructure) improvements and operational efficiencies Develop and implement corrective/perfective strategies (examples: automated regression testing, load testing, infrastructure redundancy, business continuity plan, etc.) Make product (software, hardware and infrastructure) improvement recommendations and at DWQ s discretion implement and provide OAM for these improvements. Perform configuration management and change control Manage and control various (development, test, production, etc.) environments Apply proven methodologies to protect work Maintain maintenance log Log trouble tickets fixed Conduct reviews of maintenance log Staffing Requirements Project resources assigned by the vendor to support BIMS must be skilled (have demonstrated proficiency) and competent (have demonstrated experience) in the following knowledge areas including, but not limited to: project management (PM); Sun Solaris operating systems (OS) programming; UDB2 database management system (DBMS) administration, design and support; business and systems analysis; Jreports programmer/analyst; help desk management; J2EE and Internet programming; software, hardware, infrastructure environment and configuration management for Microsoft, Linux, Dell, and Sun; quality assurance and control; and secure networking. Some state ETU staff may work with vendor staff to provide support. However, the vendor is responsible for providing all OAM, even if no state ETU staff are available to work with vendor. DWQ intends to eventually transfer support responsibility from the vendor staff to DWQ/ETU staff. However, additional state staff is not currently expected to be available. This transfer of responsibility will occur over time as qualified state resources become available. It is expected that a sufficient knowledge transfer will occur to phase out the vendor staff and phase in state ETU staff. The vendor shall be fully responsible for all BIMS OAM until a successful responsibility transfer has occurred, the vendor is completely phased out, and this contract terminates. The vendor retains project management responsibility until the contract terminates. 11

12 All proposals must include a staffing plan that includes staff resumes, roles, responsibilities, skill sets, competencies and organizational structure for accomplishing support initiative objectives. The vendor support team must contain resources at appropriate staffing levels that also have excellent communication skills and are able to comfortably and effectively interact with DENR, DWQ, ETU and BIMS staff and users at all levels within the stakeholder business and technical communities; are proficient in the use of Microsoft Office 2003, Visio Pro 2003, Project Pro 2003; and are proficient in the following skills: Formal Project Management Methodology experience and certification. n-tier project management experience. MS Project / ABT Project Workbench / Niku. Technical oversight. In depth analysis and recommendations for data architecture and standards. Technology assessment and structured systems development methodologies. Database optimization, supporting standard ANSI SQL, ODBC, and JDBC access. Integration of multiple independent databases using interface engine, integration broker, service broker, and other types of middleware. Integrated Data Repository modeling with more than 1000 tables and databases at third normal form. Web based on-line transaction processing architecture, standards, and support. Fully secure web-based applications. Object Oriented design and development using EJB, CORBA, and DNA (DCOM) architecture, integration broker services, middleware, and messaging protocols. Enhance existing distributed computing techniques, including client server and internet/intranet technologies. C++, HTML, Java, XML and Perl support. Microsoft Windows 2000/2003, Sun Solaris, Unix and Linus system administration, network architecture, firewall, switch, load balancing, router management, clustered redundant infrastructures. J2EE. VSS JAVA, Visual Cafe. SQL. Weblogic. Rationale Rose. GUI knowledge. Rationale Rose Clearquest. CM (Configuration Management). Automated Testing (Application, Load, Security testing). Jreports. Weblogic. XML/HTML. DB2/U (UDB). 12

13 Embarcadero DBArtisan Workbench - includes Performance, Space, Capacity/Analyst, ERStudio and Change Manager. Erwin Support Location In general, most work will be performed within the DWQ offices that DWQ management deems appropriate. However, some tasks and/or assignments may be performed outside of the DWQ offices at the discretion of DENR or the project manager (subject to approved DWQ policy) Hardware Platform The BIMS hardware platform is physically located in the Archdale Building. The vendor will not be responsible for purchasing hardware, software and infrastructure platform products and/or upgrades. Nor will the vendor be responsible for the actual repair or replacement of defective or malfunctioning hardware and software that is typically done through service and support contracts with the hardware and software manufacturers and publishers. However, the vendor shall: (1) continuously evaluate and ensure that all hardware, software and infrastructure is performing at optimal levels; (2) ensure that hardware, software and infrastructure is maintained at acceptable levels, and (3) recommend performance and system improvements, which may result in hardware, software and infrastructure platform purchases and/or upgrades by DWQ and subsequent implementation and support by vendor. Based on state approval, DWQ will provide badges for Archdale building access for qualified vendor staff. A valid USA state driver s license and/or Social Security Card is required to apply for a state badge. Additional detail concerning the BIMS hardware and infrastructure are available at the BIMS Supplement, in the BIMS Hardware Resources document IBEAM Interface The DENR Information Technology Services (ITS) has developed the Internet Based Enterprise Application Management (IBEAM) framework for all DENR application systems, including BIMS. The BIMS system is compatible with the IBEAM framework. Some IBEAM Decision Support System (DSS) interfaces already exist in BIMS. However, it is anticipated that additional DSS interface requirements will be delivered within this support contract duration. Additional IBEAM interface requirements will be identified and defined in the SLA Performance The vendor will be held accountable for their performance. Periodic performance reviews and OAM of the support materials repository are required Performance Reporting The vendor shall keep DWQ management apprised of all OAM activities and periodically provide written and verbal performance reports to both DENR and DWQ management as defined in the SLA. Oversight groups requiring performance reports include: Monthly BIMS Oversight Committee (BOC) meetings consists of user representatives from various DWQ business units that prioritize change requests and guide strategic direction (occurs on the Wednesday before the 2 nd Thursday of each month); 13

14 Monthly DWQ Management Steering Committee (MSC) meetings consists of DENR ITS and DENR DWQ upper management that assesses project performance and steers project manager toward the strategic direction of the organization (occurs on the Friday after the 2 nd Thursday of each month); Quarterly Service Level Agreement (SLA) reviews - the vendor will be responsible for quarterly SLA reviews with DWQ Senior Management for performance reviews and tuning of SLA commitments. SLA reviews will occur on a monthly basis (end of month) during the first three months of the contract; Any other reporting that is identified and required to comply with division, department, state and federal requirements, DENR and/or DWQ management Support Materials Repository The vendor must maintain and update a historical repository of all artifacts, including plans, OAM manual, DWQ BIMS Business Continuity Plan (BCP), BIMS Transition Plan, actual performance data, service level commitments and achievements, and lessons learned, as follows: all data that will be produced as a result of OAM provided for the BIMS, including planning data, re-planning data, business knowledge, and data related to all instances of OAM will be documented and captured in a the existing BIMS repository which the vendor must maintain; this repository will also be used to capture specific performance data, as explicitly identified in the Service Level Agreement (SLA) for BIMS, supporting the commitments for service of these systems; and SLA and any associated revisions OAM Processes The vendor must implement, maintain, and further tailor and improve existing defined processes for OAM of BIMS. The OAM approach will continue to be defined and documented by the vendor in a methodology that will maintain full documentation for OAM of the current system. The vendor shall provide defined and documented processes and procedures that specifically identify the responsibilities for OAM activities and tasks. 3. Roles and Responsibilities 3.1. Agency Roles and Responsibilities Software Training DWQ is responsible for training end users of BIMS in system functionality and usage Software Engineering Facilities and OAM Tools DWQ is responsible for providing the following, on-site resources for vendor staff: All hardware, including computers and peripherals (standard Window XP workstation) as agreed on by DWQ; All software (Windows XP and Microsoft Office), including all software modules determined necessary for BIMS OAM as agreed on by DWQ; All communications, network and infrastructure equipment, software and connectivity, including LAN connectivity as agreed on by DWQ; Access to all systems as needed to provide OAM as agreed on by DWQ; All pagers and other office equipment for OAM as agreed on by DWQ; and 14

15 All office furniture and equipment as agreed on by DWQ Subject Matter Expertise DWQ shall provide the vendor with access to subject matter experts from management and the user community at adequate levels to facilitate OAM activities Vendor Responsibilities Specific vendor responsibilities are identified in the following areas: User Environment Support Vendor must address urgent and critical system interruptions and issues in the production user environment that are in need of immediate attention User Services Vendor must support the user community; help desk, unplanned research, inquiries, and ad hoc requests Product Support Vendor must maintain all existing functions and features, and minor changes and enhancements to add new functionality to the existing application system. Includes: SDLC methodology - should align with the DENR PM Handbook and/or the NC State Technical Architecture. Non-production environment support; Configuration management and change control; and Quality assurance and control (including automated application, load and security testing); Documentation: OAM manual, Transition Plan, BCP; Software Upgrades to bring production software current to within 12 months of most current release; Hardware and infrastructure upgrades; and Change requests as defined in quarterly SLA review Engineering The vendor is responsible for all software, hardware and infrastructure engineering activities and components. The vendor is also responsible for planning, coordinating and implementing software, hardware and infrastructure engineering process improvements Training The vendor shall provide training and training support for state staff that provides BIMS end user training. The vendor shall provide all technical engineering training needed for the OAM project team to perform the engineering OAM functions for BIMS. This includes training and knowledge transfer to state staff or another vendor. The vendor shall also provide all management training necessary for the BIMS OAM team to effectively carry out all management activities associated with the project. 15

16 4. Timetable / Schedule The anticipated start date is January 2, The anticipated end date is December 31, This 12-month initiative may be renewed for two (2) additional one (1) year periods. 5. Cost Proposal The BIMS OAM initiative is a fixed price technical services arrangement that provides the necessary resources outlined in this proposal for a single, recurring monthly fee. This fee will be charged regardless of the number of hours of OAM service provided during the month. Any anticipated additional costs of any nature must be included in the fixed monthly fee. This monthly fee must cover all work performed, regardless of type or complexity. It must also cover all costs including travel, per diem and other miscellaneous costs. The vendor must submit a proposed single cost that encompasses the scope and duration of this initiative. Proposals must also identify any additional anticipated costs for which DWQ will be responsible. These costs, if any, must be itemized and shown as a separate line item. Additional cost for 24x7 operations support must be shown as a separate line item and must be provided on a daily, weekly, monthly, and permanent basis (i.e. 24x7 operations support through contract termination). If 24x7 operations support is made permanent, cost will be based on the monthly 24x7 cost for the first month, followed by the permanent cost. DWQ will provide office facilities and equipment, including desktop systems. Proposals must indicate the number of on-site vendor personnel for which DWQ is required to provide facilities and equipment. Proposals must include a staffing plan that includes staff resumes, roles, responsibilities and organizational structure for accomplishing OAM objectives. The cost proposal must include only those costs associated with the BIMS OAM services. OAM support for all major or minor enhancements added to BIMS must be included in the proposal. 6. Additional Vendor Qualifications 6.1. Methodologies The vendor shall provide the methodology that will establish a defined and documented project management process for planning and oversight of this initiative; The vendor shall provide the methodology that will establish a defined and documented change management process managing change throughout this initiative; and The vendor shall provide a defined and documented methodology, representing a systems development life cycle that is applicable to the OAM of BIMS Evidence of Vendor Capability of Quality Performance The vendor shall provide information on their organization, experience and skills regarding their track record, reputation and past performance that indicates the capabilities for the successful completion of this work. A minimum of three (3) references of similar projects indicating the vendor s capabilities to do this work must be provided with project descriptions, cost and other pertinent information, including contact information such as telephone numbers and addresses. The vendor shall provide links to the work described in the references. 16

17 7. Additional Contractual Terms All project materials; including software, data, and documentation are the property of the State of North Carolina and must be kept confidential. All such materials must be returned to DWQ. No such information, data, instruments, studies, reports, records and other materials in the possession of vendor shall be disclosed in any form without the prior written consent of the State. The vendor shall have written policies and shall provide them to DWQ governing access to and duplication and dissemination of all such information, data, instruments, studies, reports, records and other materials. Proprietary vendor materials remain the property of the vendor, but all such materials and their use in the BIMS OAM must be specified in the vendor s proposal. The vendor must grant DENR and anyone DENR chooses the perpetual right to use any such materials at no additional charge for BIMS and BIMS s users. Derivative works of any vendor proprietary materials prepared or created during the performance of provision of services hereunder shall be subject to a perpetual, royalty free, nonexclusive license to the State. Unless otherwise provided by the Agency, the Vendor shall furnish all necessary personnel, services, and otherwise perform all acts, duties and responsibilities necessary or incidental to the accomplishment of the tasks specified in this Agreement. The Vendor shall be legally and financially responsible for its personnel including, but not limited to, any deductions for social security and other withholding taxes required by State or federal law. The Vendor shall not substitute key personnel assigned to the performance of this contract without prior written approval by the Agency s Contract Administrator. The individuals designated as key personnel for purposes of this contract are those specified in the Vendor s proposal. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S.: In accordance with Executive Order #60, the Vendor must detail in the bid response, the manner in which it intends to utilize resources or workers located outside of the United States. The State of North Carolina will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award for any such Vendor s proposal. The Vendor shall provide the following for any proposal or actual utilization or contract performance outside of the United States: a) The location of work performed under a state contract by the Vendor, any subcontractors, employees, or other persons performing the contract b) The corporate structure and location of corporate employees and activities of the Vendors, its affiliates or any other subcontractors c) Notice of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing services under a state contract outside of the United States d) Any Vendor or subcontractor providing call or contact center services to the State of North Carolina shall disclose to inbound callers the location from which the call or contact center services are being provided SECURITY: Each person assigned to the project shall sign a non-disclosure agreement and successfully pass a background check conducted at the Vendor s expense at the discretion of DENR. A copy of the non-disclosure agreement is attached at the end of this. No waivers will be granted for previous background checks. 17

18 8. Proposal Evaluation and Vendor Selection Criteria The evaluation and vendor selection process shall be based on best value. The particular procurement method used is selected so as to result in the best buy for the state in terms of the function to be performed. Competitive Best Value Procurement allows for the use of alternate competitive purchasing techniques in the selection of supply sources determined to represent best value. A trade off method of source selection shall be utilized. Methodology shall be in accordance with Title 9 of the NCAC Subchapter 06B, Section.0302, or corresponding section of any future NC Administrative Code. The State reserves the option to negotiate and make requests of vendors as may be necessary or proper for best and final offers. An award will be made to the vendor with the most advantageous offer. All vendor proposals must address the following selection criteria, in the order specified below. Proposals are limited to a maximum of 50 pages, exclusive of staff resumes and the separately submitted cost proposal. Additional page restrictions may be noted below. Demonstrated experience in providing application outsourcing in support of existing production systems equivalent to the BIMS technology (hardware, software, infrastructure); A minimum of three (3) references of similar projects indicating the vendor s capabilities to do this work must be submitted with project descriptions, cost and other pertinent information, including contact information such as telephone numbers and addresses. The vendor shall provide links to the work described in the references; Demonstrated experience in providing application outsourcing in support of existing production systems for a minimum of three previous clients within the last 24 months; Clear, concise and professionally formatted proposal that meets or exceeds the requirements contained herein; Existence of a defined and documented project management methodology to be applied by the vendor; Existence of a defined and documented change management procedure to be applied by the vendor; Existence of a defined and documented methodology for applications support to be applied by the vendor; Demonstrated ability to manage and mitigate risk; Staffing plan that includes staff resumes, roles, responsibilities, skill sets, competencies and organizational structure for accomplishing OAM objectives; Draft SLA (that will be finalized in Phase II of the Transition Period); and Total Cost Proposals will be evaluated on the criteria below: 8.1. Technical: (70%) Demonstrated ability to provide the deliverables as requested in this scope statement; Demonstrated ability to maximize retention of existing unique technical and business knowledge; Vendor qualifications and detailed references regarding similar engagements; 18

19 Demonstrated success in performing the same type work for an environmental regulatory agency or other similar organization; Demonstrated experience and qualifications of staff in supporting applications in the same business, technical environments; Demonstrated ability to meet our timetable for deliverables. Demonstrated experience with customized water quality application systems Administrative (10%) Quality and understandability of proposal Cost: (20%) Total fixed price cost for all OAM services for 12 months (1st year) and for years two (2) and three (3). Fixed price as specified in Section 5 for optional 24x7 OAM services. 19

20 9. Execution of Basinwide Information Management System By signing the below, the Offeror certifies that: This Response was signed by an authorized representative of the Offeror; This Response was not derived through any acts of collusion as Stated in NCGS ; The Offeror agrees to all the mandatory terms and conditions and agrees to pay the 2% administrative fee to ITS per Section I, Paragraph B of the ITS Technical Services Contract; and The Offeror agrees to abide by all State CIO Policies, Standards and Procedures and in addition, adhere to the Statewide Technical Architecture. Therefore in compliance with the foregoing and subject to all terms and conditions of the ITS Technical Services Contract, including all exhibits, the undersigned offers and agrees to furnish the services set forth in the if the Response is accepted by the State. Failure to execute/sign scope statement prior to submittal shall render it invalid. Late bids are not acceptable. BIDDER: FEDERAL ID OR SOCIAL SECURITY NO. STREET ADDRESS: P.O. BOX: ZIP: CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER: AUTHORIZED SIGNATURE: DATE: Acceptance by Agency is contingent upon ITS approval of the Agency s recommendation of award. This contract award was approved by ITS on, as indicated by attached certification letter from ITS. ACCEPTANCE OF SCOPE STATEMENT RESPONSE If any or all parts of this scope are accepted, an authorized representative of Using Agency shall affix their signature hereto and this document along with the provisions of the Technical Services Contract shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful offeror(s). FOR CONTRACTING AGENCY USE ONLY Offer accepted this day of, 20, as indicated on attached certification or purchase order, by (Authorized representative of Contracting Agency) 20