Solicitation 02JW Oracle Consulting Services. Bid designation: Public

Transcription

1 5 Solicitation 02JW Oracle Consulting Services Bid designation: Public Hamilton County 8/15/2014 6:11 AM p. 1 6

2 Oracle Consulting Services 5 Bid Number Bid Title 02JW Oracle Consulting Services Bid Start Date Aug 15, :10:54 AM EDT Bid End Date Aug 25, :00:00 AM EDT Bid Contact Jill E Williams Purchasing Agent I Purchasing HAMCOPurchasingQuotes@hamilton-co.org Contract Duration 1 year Contract Renewal 1 annual renewal Prices Good for Not Applicable Bid Comments Hamilton County Job and Family Services (HCJFS) is requesting quotes for Oracle Consulting Services. Specifically, the Information Systems (IS) unit is requiring assistance with our migration from Oracle Application Server S10g/Windows Server 2003 to Oracle 11g WebLogic Server R2/Windows Server 2008 Enterprise R2 64 bit. This will be accomplished in a phased approach. For a copy of the bid packet, HAMCOPurchasingQuotes@hamilton -co.org Item Response Form Item Quantity Unit Price Delivery Location 02JW Hourly Rate 1 each Description Hourly Rate- submit Attachment A- cost sheet Hamilton County JFS (Hamilton County Department of Job & Family Services 222 E Central Parkway Cincinnati OH Qty 1 8/15/2014 6:11 AM p. 2 6

3 REQUEST FOR QUOTES (RFQ) FOR Oracle Consulting Services 02JW Due Date: August 25, 2014 Issued by THE HAMILTON COUNTY BOARD OF COMMISSIONERS CINCINNATI, OHIO August 15, 2014 Electronic quotes will be received through Bid Sync or or Paper quotes will be received at the Hamilton County Purchasing Department, Room 507, 138 East Court Street, Cincinnati, Ohio 45202, until 11:00 AM on the date listed above. Quote forms, specifications, etc. may be obtained upon application at the Purchasing Department, or they may be electronically retrieved by accessing the following web site: Responders can register with Bid Sync by calling or by visiting the website at There is no charge for Hamilton County solicitations. Responders will receive notification of all postings made by Hamilton County for the commodity selections you have made. If you need HELP preparing an electronic response please feel free to contact Bid Sync Supplier ext #1. 1 8/15/2014 6:11 AM p. 3

4 GENERAL CONDITIONS AND INSTRUCTIONS TO VENDORS 1. The Board of County Commissioners reserves the right to reject any or all quotes and, unless otherwise specified by the vendor, to accept any item in the quote. In case of error in extending the total amount of the quote, the unit price will govern. 2. The County will make the final payment when the materials, supplies, equipment, or the work performed has been fully delivered or completed to the full satisfaction of the Board of County Commissioners. 3. In case of default by the vendor or contractor, the Board of County Commissioners may procure the articles or services from other sources and hold the vendor or contractor responsible for any excess costs occasioned thereby. 4. Prices must be stated in units or quantities specified. 5. Bidders submitting proposals must realize that other County Departments may elect to utilize this bid after its original award. All proposals must include the length of time that the prices and services offered are available and effective. The pricing submitted in the proposal can only be used for the effective time period specified in the original proposal. Additionally, Hamilton County is permitting area Municipalities, Townships, Villages and Cities to utilize our bid opportunities after the award of the bid. 6. Quotes submitted shall be irrevocable. 7. Whenever a reference is made in the specifications or in describing the materials, supplies, or services required, of a particular trade name or manufacturer s catalog or model number, the vendor, if awarded the contract, will be required to furnish the particular item referred to in strict accordance with the specifications and descriptions UNLESS a departure or substitution is clearly noted and described in the quote by the vendor and accepted by the County. 8. The vendor, if awarded a contract or order, agrees to protect, defend, and hold harmless the Board of County Commissioners against any demand for payment for the use of any patented material, process, article, or device that may enter into the manufacture, construction, or from a part of the work covered by either order or contract. He/she further agrees to indemnify and hold harmless the Board of County Commissioners from suits or actions of every nature and description brought against it for or on account of any injuries or damages received or sustained by any party or parties by or from any acts of the contractor, his/her servants or agents. To this extent, the vendor or contractor agrees to furnish adequate Public Liability and Property Damage Insurance, the amount of which will be determined by the Board of County Commissioners wherever such insurance, in the opinion of the Board, is deemed necessary. 9. Samples, when requested, are returned at the vendor s expense. 2 8/15/2014 6:11 AM p. 4

5 10. Concealed weapons, whether with or without a permit, are not allowed in any Hamilton County Building. ORC states that "Unless otherwise authorized by law, pursuant to the Ohio Revised Code, no person shall knowingly possess, have under the person's control, convey, or attempt to convey a deadly weapon or dangerous ordnance onto these premises." 11. All rebates or other incentives available during the effective dates of the awarded quote must be available to Hamilton County. As the savings become available or if there is a rebate offered during term of contract, the awarded vendor must notify Hamilton County of information through HAMCOPurchasingQuotes@hamiltonco.org. 12. As a governmental body we are tax exempt. 13. This purchase and any modifications, amendments, or alterations, shall be governed, construed, and enforced under the laws of Ohio 3 8/15/2014 6:11 AM p. 5

6 The Hamilton County Board of County Commissioners is accepting quotes for Oracle Consulting Services. The purpose of this RFQ is to select a vendor who can best meet the requirements of the RFQ at the lowest cost for the specified time periods. The Vendor selected from this RFQ process shall provide these services, as defined hereafter. The proposed solution must meet the specific needs of the Board of County Commissioners. The details of the services needed are further defined in Section 1.6 Requirements and Specifications. 1.1 Purchasing Department: The contact for this quote is: Jill Williams-PSCM-C, Purchasing Agent Hamilton County Purchasing Department 138 East Court Street, Room 507 Cincinnati, Ohio All questions regarding this quote must be presented in writing and ed or faxed to: 1.2 Delivery of Quotes: HAMCOPurchasingQuotes@hamilton-co.org (Quote number should be entered in the subject line of the ) or Fax: (513) Vendors submitting their quotes must submit their quote through Bid Sync or by ing HAMCOPurchasingQuotes@hamilton-co.org or delivered to the Hamilton County Purchasing Department, Room 507, 138 East Court Street, Cincinnati, Ohio by 11:00 a.m. EST on August 25, Acceptance and Rejection of Quotes: Hamilton County reserves the right to: Award a quote received on the basis of individual items, or on the entire list of items Award based on amount of initial term or on initial term plus optional renewal year(s) Award or not award any portion of this contract Award to multiple Vendors Reject any or all quotes, or any part thereof 4 8/15/2014 6:11 AM p. 6

7 Waive any informality in the quotes Eliminate conditions or terms that are not in the best interest of Hamilton County and its residents The County makes no representations or guarantees as to any minimum amounts being purchased by the County or if the County will purchase through this quote. 1.4 Contract Period, Funding and Invoicing: The contract will be written for a period of one (1) year with one (1) optional renewal periods. Contract reimbursement is based on successful completion and approval of all equipment and services over the period of the contract. The Vendor can claim payment only for services already provided. Payment by Hamilton County is made within thirty (30) days after verification and acceptance of invoices presented by the Vendor and any required documentation. 1.5 Insurance Requirements: The Bidder agrees to procure and maintain for the duration of this Contract the following insurance: insurance against claims for injuries to persons or damages to property which may arise from or in connection with the Bidder s products or services as described in this Contract; auto liability and umbrella / excess insurance. Further, Bidder agrees to procure and maintain for the duration of this Contract Workers Compensation Insurance. The cost of all insurance shall be borne by the Bidder. Insurance shall be purchased from a company licensed to provide insurance in Ohio. Insurance is to be placed with an insurer provided an A. M. Best rating of no less than A-:VII. Waiver of subrogation shall be maintained by Provider for all insurance policies applicable to this contract, as further defined in paragraph (F) (6) of this section and as required by ORC Bidder shall purchase the following coverage and minimum limits: A. Commercial General Liability insurance policy with coverage contained in Insurance Services Office Occurrence Form CG or equivalent with limits of at least One Million Dollars ($1,000,000.00) per occurrence and One Million Dollars ($1,000,000.00) in the aggregate and at least One Hundred Thousand Dollars ($100,000.00) coverage in legal liability fire damage. Coverage will include: 1. Additional insured endorsement; 2. Product liability; 3. Blanket contractual liability; 4. Broad form property damage; 5 8/15/2014 6:11 AM p. 7

8 5. Severability of interests; 6. Personal injury; and 7. Joint venture as named insured (if applicable). B. Business auto liability insurance of at least One Million Dollars ($1,000,000.00) combined single limit, on all owned, non-owned, leased and hired automobiles. C. Umbrella and excess liability insurance policy with limits of at least One Million Dollars ($1,000,000.00) per occurrence and in the aggregate, above the commercial general and business auto primary policies and containing the following coverage: 1. Additional insured endorsement; 2. Pay on behalf of wording; 3. Concurrency of effective dates with primary; 4. Blanket contractual liability; 5. Punitive damages coverage (where not prohibited by law); 6. Aggregates: apply where applicable in primary; 7. Care, custody and control follow form primary; and 8. Drop down feature The amounts of insurance required in this section for General Liability, Business Auto Liability and Umbrella/Excess Liability may be satisfied by Bidder purchasing coverage for the limits specified or by any combination of underlying and umbrella limits, so long as the total amount of insurance is not less than the limits specified in General Liability, Business Auto Liability and Umbrella/Excess Liability when added together. D. Workers Compensation insurance at the statutory limits required by Ohio Revised Code E. The Bidder further agrees with the following provisions: 1. The insurance endorsement form and the certificate of insurance form will be sent to: Risk Manager, Hamilton County, Room 707, 138 East Court Street, Cincinnati, Ohio 45202; and to HCJFS, Contract Services, 3 rd Floor, 222 East Central Parkway, Cincinnati, Ohio /15/2014 6:11 AM p. 8

9 a. The endorsement form and the certificate of insurance shall state the following: Board of County Commissioners of Hamilton County, Ohio and Hamilton County Department of Job & Family Services, and their respective officials, employees, agents, and volunteers are endorsed as additional insured as required by Contract on the commercial general, business auto and umbrella/excess liability policies. 2. Each policy required by this clause shall be endorsed to state that coverage shall not be cancelled or materially changed except after thirty (30) days prior written notice given to: Risk Manager, Hamilton County, Room 707, 138 East Court Street, Cincinnati, Ohio 45202; and to HCJFS, Contract Services, 3 rd Floor, 222 East Central Parkway, Cincinnati, Ohio Bidder shall furnish the Hamilton County Risk Manager and HCJFS with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received by Hamilton County before the Contract commences. Hamilton County reserves the right at any time to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications. Failure of HCJFS to demand such certificate or other evidence of full compliance with these insurance requirements or failure of HCJFS to identify a deficiency from evidence provided shall not be construed as a waiver of Provider s obligation to maintain such insurance. 4. Bidder shall declare any self-insured retention to Hamilton County pertaining to liability insurance. The Bidder shall provide a financial guarantee satisfactory to Hamilton County and HCJFS guaranteeing payment of losses and related investigations, claims administration and defense expenses for any self-insured retention. 5. If the Bidder provides insurance coverage under a claims-made basis, the Bidder shall provide evidence of either of the following for each type of insurance which is provided on a claims-made basis: unlimited extended reporting period coverage which allows for an unlimited period of time to report claims from incidents that occurred after the policy s retroactive date and before the end of the policy period (tail coverage), or; continuous coverage from the original retroactive date of coverage. The original retroactive date of coverage means original effective date of the first claims-made policy issued for a similar coverage while the Bidder was under Contract with the County and HCJFS. 7 8/15/2014 6:11 AM p. 9

10 6. The Bidder will require all insurance policies in any way related to the work and secured and maintained by the Bidder to include endorsements stating each underwriter will waive all rights of recovery, under subrogation or otherwise, against the County and HCJFS. The Bidder will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section. 7. The Bidder, the County and HCJFS agree to fully cooperate, participate, and comply with all reasonable requirements and recommendations of the insurers and insurance brokers issuing or arranging for issuance of the policies required here, in all areas of safety, insurance program administration, claim reporting and investigating, and audit procedures. 8. The Bidder s insurance coverage shall be primary insurance with respect to the County, HCJFS, and their respective officials, employees, agents and volunteers. Any insurance maintained by the County or HCJFS shall be in excess of the Bidder s insurance and shall not contribute to it. 9. If any or all of the work or services contemplated by this Contract is subcontracted, the Bidder will ensure that any and all subcontractors comply with all insurance requirements contained therein. 8 8/15/2014 6:11 AM p. 10

11 1.6 REQUIREMENTS AND SPECIFICATIONS The intent of this QUOTE is to secure pricing for one (1) year with one (1) optional renewal year. Scope of Services Hamilton County Job and Family Services (HCJFS) is requesting quotes for Oracle Consulting Services. Specifically, the Information Systems (IS) unit is requiring assistance with our migration from Oracle Application Server S10g/Windows Server 2003 to Oracle 11g WebLogic Server R2/Windows Server 2008 Enterprise R2 64 bit. This will be accomplished in a phased approach. Phase I The vendor will ensure the HCJFS WebLogic environment is properly set up. This includes the servers, PCs and related software. The vendor must evaluate the configuration of the two (2) WebLogic servers (production and development/test) and the Oracle Forms/Reports 11gR2 service, make recommendations, and assist as needed. The vendor will work out the technical details for the coexistence of the10g and 11g platforms over the transition period. HCJFS has Windows 7 64-bit systems. The vendor must assist with the software installation for development PCs. The vendor will install the Oracle 11g client and components, Forms, Reports and JDeveloper 11g software on one (1) machine, document the process, and assist as needed with the remaining six (6) PCs. Phase II The vendor will assist with the upgrade, compilation, testing, and deployment of one (1) Forms/Report (MCP), Java (Single Sign On) and JDeveloper (Application Tracker) application on the WebLogic server. This will include the necessary programs, libraries, menus, beans, etc. for each. The vendor will help troubleshoot any issues that arise and help address them. Application Name Managed Care Partnership Application (MCP) Oracle Forms Application For Repo Men Pdf ms rts us File Java Applications 9 8/15/2014 6:11 AM p. 11

12 Application Name Application Tracker (at) Single Sign On (appsec2) jsp files Java files ccs files Property files jscript file Application Tracker was developed using JDeveloper 10g. Single Sign On is Java version 1.4.2_06 and must be upgraded. The migrated applications must function as they did originally and result in a maintainable state. Additionally, the vendor is expected to advise of any changes that could minimize costs, maximize effectiveness and take advantage of optimization. If anything should be considered to ease our eventual conversion using JDeveloper or eliminate known issues, we expect the vendor to inform us. In addition to the services outlined in Phase I and II, the vendor must include training, project management and production support services throughout. Training The vendor must train and utilize HCJFS IT staff in all aspects of the work to be done. The key staff for the migration project are the Applications Manager, DBA, Junior DBA and two (2) Programmer/Analyst IIs. These are the primary support for the applications being converted. The vendor must help HCJFS IT staff get comfortable with WebLogic in order to roll out Forms/Report and Java applications and support it on our own. Project Management The vendor must provide detailed status updates on progress to the Applications Manager. This will be reviewed and discussed at weekly project review meetings with the involved HCJFS IT and vendor staff. All invoicing is to be provided to the Applications Manager. All invoices must include Attachment A. Production Support The vendor will provide production support services for the duration of the contract. The vendor must be able to remotely connect and come on-site, provide after hour/nontraditional hour support, respond to calls within one business day, and be on-site within 24 hours of the first call for production issues. Our agency is open for business Monday through Friday 7:30 a.m. - 4:30 p.m. System changes/updates are generally done on Thursday evenings to minimize impact. HCJFS will provide vendor staff with access to our offices located at 222 East Central Parkway, Cincinnati, OH Workspace will be provided along with the right to use our infrastructure. No phones will be provided. 10 8/15/2014 6:11 AM p. 12

13 Quote Details The vendor must be Oracle certified and in good standing. Rates and fixed prices must be all inclusive. HCJFS will not provide cost reimbursement for any travel expenses, or ancillary software or hardware. Complete an outline of the steps to successfully accomplish Phase I. This must include the services highlighted in the Scope and be shown using attachment A. Complete an outline of the steps to successfully accomplish the migration of MCP. This must include the services highlighted in the Scope and be shown using attachment A. Complete an outline of the steps to successfully accomplish migration of Application Tracker. This must include the services highlighted in the Scope and be shown using attachment A. Complete an outline of the steps to successfully accomplish migration of Single Sign On. This must include the services highlighted in the Scope and be shown using attachment A. For the vendor staff that may be utilized provide: o Resume o Position Title o Credentials o Hourly Rate o Recent similar assignment(s) and references on those assignment(s). While the timeframe for the project completion will be planned during contract negotiations, the contract will be written for a term of one (1) year, with an optional (1) year renewal. Award and Evaluation of quotes will be based on the vendor's written submission as well as a meeting with the vendor's proposed project principals that will be set up with selected vendors after review of the quote submissions 11 8/15/2014 6:11 AM p. 13

14 Task Name Resource/Position 02JW Attachment A Cost Sheet Hourly Estimated/Actual Rate Hours Cost Notes Total Cost = Task Name - Describe the work to be done (Quote) or completed (Invoice). Resource/Position - List Person and/or the Position who will work (Quote) or who has worked on the Task (Invoice). Hourly Rate - Charge/cost per hour of the Resource/Position. Estimated/Actual Hours List the Estimated Hours (Quote) or the Actual Hours (Invoice) for completing the Task. Cost - The result of the Hourly Rate multiplied by the Estimated Hours. Notes - Any other info/details/comments worth noting. Total Cost - Sum of the Cost column. 12 8/15/2014 6:11 AM p. 14

15 * List no more than one Resource/Position per Task. If more than one Resource/Position is required, repeat the Task on the next line as needed. Name of Company: Address: City: State: Zip: Phone: Fax: Signature: Date: 13 8/15/2014 6:11 AM p. 15

16 Question and Answers for Bid #02JW Oracle Consulting Services 5 OVERALL BID QUESTIONS There are no questions associated with this bid. If you would like to submit a question, please click on the "Create New Question" button below. 8/15/2014 6:11 AM p. 16 6