request for proposal microsoft exchange 2010 upgrade
TRANSCRIPT
Request for Proposal******************
MICROSOFT EXCHANGE 2010UPGRADEMarch 2013
Project#: 13/0020
MHMRA of Harris CountyPurchasing Department7011 Southwest FreewayHouston, Texas 77074
INVITATION
Mental Health Mental Retardation Authority of Harris County (MHMRA) is accepting Proposalsfrom vendors Registered, State Certified, and capable of providing Microsoft Exchange 2010Upgrade.
Mental Health Mental Retardation Authority of Harris County invites your firm to submit aProposal. If you are interested in submitting a Proposal, please adhere to the GeneralInstructions and Requirements as outlined in the enclosed Request for Proposal.
Vendors shall pay particular attention to all INSTRUCTIONS, REQUIREMENTS andDEADLINES indicated in the attached documents and should govern themselves accordingly.
In accepting Proposals, MHMRA reserves the right to reject any and all Proposals, to waiveformalities and reasonable irregularities in submitted documents, and to waive any requirementsin order to take the action, which it deems to be in the best interest of MHMRA, and is notobligated to accept the lowest Proposal.
We greatly appreciate your efforts and look forward to reviewing your submission.
Nina Cook
Nina Cook, MBA, CPPBPurchasing ManagerMHMRA, Harris County
Joycie ShebaJoycie ShebaBuyer II
Table of Contents
Section Page
I. Overview 1
II. Request for Proposal (RFP) Time 2Line & Events
III. General Instructions 3
IV. Proposal Stipulations & Requirements 6
V. Insurance Requirements 8
VI. Proposal Evaluation Process 10
VII. Specialized Services To Be Performed 11
VIII. Exchange Upgrade RFP Amendments 18
IX. Proposal Reply Page 21
IX. Proposal Contents 24
X. Signature Page 25
XI. Attachment(s) 26
A. Sample ContractB. HUB Subcontracting Plan
(Historically Underutilized Business)C. Deviation FormD. Notice to “Not To Participate” FormE. Form W-9 - Request for Taxpayer Identification Number and
Certificationhttp://www.irs.gov/pub/irs-pdf/fw9.pdf
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SECTION I – OVERVIEW
BACKGROUND AND OBJECTIVES
The Mental Health Mental Retardation Authority of Harris County (MHMRA) is a Community Center inHouston, Harris County, Texas providing Behavioral Health Services to approximately twenty-five (25) to(30) thirty thousand Harris county residents each year. MHMRA is the largest community based providerof clinical services to Mental Health and Intellectual Development Disabilities consumers in the UnitedStates. It maintains operations at over 25 facilities throughout all parts of Harris County and operates andon an annual budget in excess of $191.9 million. Our goal is to employ best practices and costeffectiveness.
The Mental Health Mental Retardation Authority of Harris County (MHMRA) invites qualified companiesherein after referred to as “Provider” or “Vendor” to submit Proposals for Microsoft Exchange 2010Upgrade in response to this solicitation. The Agency has fixed pricing budgets and all pricing quotedshould remain fixed for the duration of the contract. Our goal is to employ best practices and costeffectiveness.
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SECTION II - PROPOSAL (RFP) TIME LINE OF EVENTS
Solicitation Packet issue date: Monday, May 20, 2013
Receive Questions from Prospective Vendor: Monday, May 27, 2013 by 4:30 p.m.
Deadline to response to questions: Wednesday, May 29, 2013 by 4:30 p.m.
Deadline for submission of RFP: Wednesday, June 05, 2013 at 10:00 a.m.
Proposal Opening: Wednesday, June 05, 2013. A publicProposal opening will be held at 10:15 a.m.,7011 Southwest Freeway, Houston, Texas77074
Anticipated Award Date: Contingent upon Board Approval
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SECTION III - GENERAL INSTRUCTIONS
A. Questions
Deadline for questions from Providers: Monday, May 27, 2013 by 4:30 p.m.Deadline for Response to Questions: Wednesday, May 29, 2013 by 4:30 p.m.
All questions concerning the PROPOSAL specifications must be submitted in writing and emailed to thebelow listed team members. To ensure receipt of all questions in a timely manner, the preferred method isvia email.
Joycie Sheba, Buyer II(713) 970-7300
Fax: (713) 970-7682Email: [email protected]
CC:
Sharon Brauner, Buyer IIIEmail: [email protected]
B. Submittal Procedure
The Proposal, subject to all conditions and specifications attached hereto, must be signed in INK by aperson or officer of the company submitting the Proposal that is authorized to enter into contractualagreements on behalf of the company. Proposals received unsigned will be deemed non-responsive andtherefore; will not be accepted.
Deadline to submit “Final Proposal” is Wednesday, June 05, 2013 at 10:00 A.M The original Proposal,signed in ink, five (5) additional photocopies and an electronic copy (CD-ROM or Floppy) should besubmitted in a SEALED ENVELOPE and delivered to the attention of:
MHMRA of Harris CountyPurchasing Department
Attn: Joycie Sheba, Buyer II7011 Southwest Freeway,
Houston, Texas 77074
“MICROSOFT EXCHANGE 2010 UPGRADE”“DO NOT OPEN UNTIL WEDNESDAY, JUNE 05, 2013 AT 10 A.M.”
No Proposal will be accepted after the stated deadline.
Respondents may mail or personally deliver their Proposals to the Purchasing Office of MHMRA at theabove address. MHMRA will not be responsible for any Proposal(s) that is (are) lost in the mail ornot delivered to the Purchasing Department by the stated deadline for any reason.
Proposals shall include all documentation as requested in the Request for Proposal.
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C. Proposal Opening
A Public Proposal Opening will be held at 10:15 A.M., immediately following receipt of Proposals Wednesday,June 05, 2013 at 7011 Southwest Freeway, Houston, Texas 77074.
D. Non-Discrimination Policy Statement
The Mental Health Mental Retardation Authority of Harris County does not discriminate against any individual orVendor/Provider with respect to his/her compensation, terms, conditions, or award of contract because of race,color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidatesfor award of contract in any way which would deprive or tend to deprive any individual or company of businessopportunities or otherwise adversely affect status as a Vendor/Provider because of race, color, religion, sex,national origin, age, disability, or political affiliation.
E. Immigration Reform and Control Act Of 1986
By submitting their Proposals, Offerors certify that they do not and will not during the performance of thiscontract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform andControl Act of 1986.
F. References and Experience
All interested parties are required to submit with their Proposal a comprehensive list of references. Interestedparties are required to provide a minimum of three (3) references where interested party has provided services(within the last six months) that pertain to this type of service. References shall include company name, address,telephone number, fax number, contact person and email address. The interested parties must agree toauthorize clients to furnish any information required by MHMRA to verify references provided, and fordetermining the quality and timeliness of previous work performed.
Vendor/Provider shall submit with their Proposal, documentation of past performance in projects of similarmagnitude and resulting customer satisfaction particularly in the areas of professionalism, contract performance,quality of the personnel, responsiveness and flexibility, etc.
G. Proposal Guarantee/Award Procedure
It is anticipated that a recommendation for award for this Proposal will be made no more than thirty (30) daysafter the PROPOSAL DUE DATE. All interested parties are required to guarantee their Proposals as anirrevocable offer valid for one-hundred and twenty (120) days after the Proposal due date.
Mental Health Mental Retardation Authority of Harris County in its sole and absolute discretion shall have theright to award Proposal(s) for any or all items/services listed in each Proposal, shall have the right to reject anyand all Proposal(s) as it deems to be in its best interest, to waive formalities and reasonable irregularities insubmitted documents, shall not be bound to accept the lowest Proposal and shall be allowed to accept partial ortotal Proposal(s) of any one vendor.
H. Permits
Any and all permits as required by authorities having jurisdiction; local, state, county, and/or federal, are the totalresponsibility of the interested parties/vendor and must be obtained prior to commencement of any work orservice. Any and all expense/cost related to obtaining required permits is the sole responsibility of the vendor.
I. Financial Information
Vendor/Provider must submit a copy of their last AUDITED financial statement. A letter from your CPA is anacceptable alternative for Non Public companies, but must include a statement that financial solvency is adequateto meet expenditures for at least one year.
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J. Payments
Vendor/Provider is to submit properly completed invoice(s) to the address specified on the purchase order. Toinsure prompt payment, each invoice should indicate purchase order number, discount terms and includeVendor/Provider's name and return remittance address.
K. Price Adjustments
Vendor/Provider will be required to honor their proposed prices for the term of the contract period.
L. Historically Under-Utilized Business (HUB)
This Agency shall make a good faith effort to utilize Historically Underutilized Businesses (HUB’S) in contractsfor construction, services, (including professional and consulting services), and commodities. Please submitproof of Historically Underutilized Business “HUB” state certificate.
If your firm is not certified, please submit Attachment A, if you intend to subcontract services. If not, write“none” on Attachment A and submit it.
M. Minority / Women and /or Disadvantaged Business
This Agency shall make a good faith effort to utilize Minority/Women and/or Disadvantaged Businesses(M/W/DBE’s) in contracts for construction, services, (including professional and consulting services), andcommodities. Please submit proof of City of Houston M/W/DBE certificate.
N. Direct or Indirect Assignment
The successful Vendor/Provider will not be permitted to directly or indirectly assign rights and duties under thecontract without express approval by MHMRA.
O. Form W-9
Vendors are to complete Form W-9 and Submit with their Proposal documents. http://www.irs.gov/pub/irs-pdf/fw9.pdf (Attachment D)
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SECTION IV - PROPOSAL STIPULATIONS AND REQUIREMENTS
A. Modification or Withdrawal of Proposals
Any Proposal may be modified or withdrawn prior to the deadline, provided such modification or withdrawal issubmitted prior to the deadline. Any modification received after the deadline shall be deemed late and will not beconsidered.
B. Offer and Acceptance Period
All Proposals must be an irrevocable offer valid for one-hundred and twenty (120) days after the Proposalopening.
C. Late Proposals
Proposal received after the stated deadline shall be deemed late and will not be considered.
D. Irregularities in Proposals
Except as otherwise stated in this Request for Proposal, evaluation of all Proposals will be based solely uponinformation contained in the Vendor/Provider's response to this Proposal. MHMRA shall not be held responsiblefor errors, omissions or oversights in any Vendor/Provider's response to this Proposal. MHMRA may waivetechnical irregularities, which do not alter the price or quality of the services.
MHMRA shall have the right to reject Proposals containing a statement, representation, warranty or certificationwhich is determined by MHMRA and its counsel to be materially false, incorrect, misleading or incomplete.Additionally, any errors, omissions, or oversights of a material nature may constitute grounds for rejection of anyProposal.
The inability of a Vendor/Provider to provide one or more of the required components or specified features orcapabilities required by this Proposal does not, in and of itself, preclude acceptance by MHMRA of the Proposal.All Proposals will be evaluated as a whole in the best interest of MHMRA.
E. Oral Presentations
Any Vendor/Provider that submits a Proposal in response to this request may be required to make an oralpresentation for further clarification upon MHMRA’s request.
F. Amendments to the Proposal
If it becomes necessary to revise any part of this Proposal package or if additional information is necessary toclarify any provision, the revision and/or additional information will be provided to each Vendor/Provider viafaxed amendment or e-mail.
G. Availability of the Proposal
After opening, each Proposal, except those portions for which a Vendor/Provider has included a written requestfor confidentially (e.g., proprietary information), shall be open to public inspection.
H. Retention of Proposals
All Proposals considered by MHMRA shall become the property of MHMRA and shall not be returned.
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I. Notice “Not to Participate” Form
Vendors must respond to the Proposal request whether they can or cannot provide the products, supplies and/orservices listed in the Proposal request. (See Attachment C – Notice “Not to Participate” Form)
J. Incurred Expenses
MHMRA shall not be responsible for expenses incurred by a Vendor/Provider in the preparation and submissionof a Proposal. This provision also includes any costs involved in providing an oral presentation of the Proposal.
K. Deviation Form
Each response to this Solicitation shall contain a Deviation Form, which states the prospective contractor’scommitment to the provisions of this Request for Proposal. An individual authorized must sign the DeviationForm. Any exceptions taken to the terms and conditions identified in this Solicitation Package must be expresslystated in the Deviation Form. (See Attachment B)
L. Subcontractors
All provisions and/or stipulations within this Request for Proposal also apply to any authorized subcontractors.
M. Term of Contract
The intent of the RFP is to award this contract to the qualified vendor who can provide and meet all specifiedrequirements of this Request for Proposal. The contract shall commence with a tentative award date and shallremain in effect unless terminated, canceled or extended, as otherwise provided herein.
Each vendor shall provide responses to “Proposal Reply” page with their costs detailed as per the Cost Scheduletemplate “Unit Price Schedule by Commodity and/or Service” provided by MHMRA. If your pricing isgovernment pricing please provide copy of your agreement with specific state, federal or local organization. (Ex:GSA, DIR, TBPC)
N. Licensure
The vendor shall submit, with their Proposal, a copy of any other license(s), certification(s), registration(s),permit(s), etc. as required by authorities having jurisdiction; local, state, county, and/or federal.
O. Pricing
Each vendor shall provide responses to “Proposal Reply” page with total pricing.
P. Conflict of Interest Provision
The Health and Human Services Commission organizational conflict of interest provision is applicable, in thatvendors who develop of draft specifications, requirements, statements of work and/or RFP for a proposedprocurement shall be excluded from Proposal or submitting a Proposal to compete for the award of suchprocurement. (HHSC Uniform Contract Terms & Conditions Version 1.3).
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SECTION V - INSURANCE REQUIREMENTS
A. Policies, Coverages, and Endorsements.
Vendor agrees to maintain, or to cause its personnel providing services under this Agreement to maintain, at itssole cost and expense or the cost and expense of his personnel, the following insurance policies, with the specifiedcoverages and limits, to protect and insure the Agency and Vendor against any claim for damages arising inconnection with Vendor’s responsibilities or the responsibilities of Vendor's personnel under this Agreement andall extensions and amendments thereto.
1- Commercial General Liability
General Aggregate $1,000,000Each Occurrence $500,000
Note: Limits shown above shall apply to Abuse and Molestation claims without sub-limits or exclusions.
2 - Professional Liability
General Aggregate $2,000,000Each Occurrence $1,000,000
3 - Business Automobile if transporting our consumers
Combined Single Limit Bodily Injury & $500,000Property Damage
4 - Workers’ Compensation & Employers’ Liability if applicable
Medical & Indemnity Statutory RequirementsBodily Injury by Accident $500,000 Each AccidentBodily Injury by Disease $500,000 Each EmployeeBodily Injury by Disease $500,000 Policy Limit
5- Cyber Security & Privacy Liability Insurance
Corporate Liability $3,000,000 Policy LimitEvent Management Liability $1,000,000 Policy LimitCrisis Fund Liability $50,000 Policy Limit
A CURRENT “CERTIFICATE OF INSURANCE”MUST ACCOMPANY ALL PROPOSALS
B. Insured Parties
All policies shall contain a provision naming the Agency (and its officers, agents and employees) as AdditionalInsured parties on the original policy and all renewals or replacements during the term of this Agreement.
C. Subrogation
All policies must contain a Waiver of Subrogation endorsement to the effect that the issuer waives any claim orright in the nature of subrogation to recover against the Agency, its officers, agents or employees.
D. Proof of Insurance
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The policies, coverages and endorsements required by this provision shall be shown on a Certificate of Insuranceon which the Agency must be listed as the Certificate Holder and which should be furnished to the Agency priorto the commencement of this Agreement. All such insurance shall be secured and maintained with an insurancecompany, or companies, licensed to do business in the State of Texas. The Agency may withhold payments underthe terms of this Agreement until the Vendor furnishes the Agency copies of all Certificates of Insurance from theinsurance carrier, or carriers, showing that such insurance is in full force and effect.
E. Cancellation
New Certificates of Insurance shall be furnished to the Agency at the renewal date of all policies named on theseCertificates. Vendor shall give the Agency thirty (30) days prior written notice of any proposed cancellation ofany of the above described insurance policies.
F. Indemnification
To the extent permitted under the Constitution and the laws of the State of Texas, Vendor hereby agrees toindemnify and hold harmless the Agency and all of its directors, officers, employees, and agents from all suits,actions, claims or cost of any character, type, or description brought or made on account of any injuries, death, ordamage received or sustained by any person or persons or property, including but not limited to clients, arising outof or occasioned by any acts or negligence of Vendor or Vendor’s personnel, if any, or its agents or employeeswhether occurring during the performance of the services hereunder or in the execution of the performance of anyof its duties under this agreement.
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SECTION VI – PROPOSAL EVALUATION PROCESS
Not all evaluation factors are equal in importance and each factor is weighted in accordance with its importance toMHMRA. Each item has been assessed a percentage upon which the final score will determined. A total of 100percentage points for the following items will be considered a perfect score.
The following will be significant factors in evaluating proposals, but the evaluation will not be limited to theseitems when making a final recommendation.
A. Overall Program Concept 20% Indication that the vendor has a well-defined concept and programstructure for all components of service desired by MHMRA...(Including equipment, availability and start-up time)
B. Project ManagementMethodology
20% Indications of Project Management Capabilities for Large Scale DataCenter; focus on solution and timeline, and achieve desired result.
C. Understanding 10% Indication that the vendor understands the nature of MHMRAservices and constraints in providing those services and that thevendor has thoroughly analyzed MHMRA’s needs and requirements.
D. Financial Condition 10% Include a copy of your latest annual report or other comparabledocument. As evidenced by the financial information requested ofeach vendor, indication that the vendor, or vendors, is financiallystable and able to provide related services in its entirety.
E. History and Descriptionof Firm
10% Provide a brief history and description of your firm. The descriptionshould include the size (number of employees) and areas ofspecialization.
F. Credentials of Staff 10% Describe any special expertise your firm has working with not-for-profit or other MHMRA'S related organizations.
G. References 10% Provide the names, telephone numbers, emails and addresses of atleast three business references; preferably, from similar not-for-profitentities located in Texas. Particular attention will be given to thequality of the response from references, particularly those in theHouston area and other MHMRA Centers of similar scope andpremium value. Issues that will be addressed include contractperformance, quality of the personnel, responsiveness, etc.
H. Cost 10% Final cost may be negotiated with the successful Vendor. Cost willonly become a determining factor when all other conditions are equal.
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SECTION VII – SPECIALIZED SERVICES TO BE PERFORMED
Overview:
MHMRA of Harris County is soliciting proposals for a Microsoft Exchange 2010 migration fromMicrosoft Exchange 2007. This will also entail upgrading a Blackberry Enterprise Server, a SymantecEnterprise Vault 7.5 server to version 10 (or later), and the installation of a Microsoft Lync for agencyuse.
MHMRA would like all Exchange 2007 email moved into an Exchange 2010 messaging system, aswell as upgrade and transfer all archived email from Enterprise Vault version 7.5 to Enterprise Vaultversion 10 (or later).
The following is an overview of current environment:1. 3 Exchange 2007 Mail Servers (all physical), 2 CAS/HUB Servers (1 vm and 1 physical)
2. 2425 Exchange 2007 accounts
3. 220 Distribution Lists
4. 266 Mail Contacts
5. 2 hosted domains for email – mhmraharris.org, topaztx.org
6. 1 Trustwave SendSecure Email Server
7. Approximately 1200 PCs and 800 laptops
8. 1 Parent Domain where all email is stored
9. 1 Child Domain where all user accounts and distribution lists are stored
10. 1 Blackberry server – v 5.0.0 MR2
11. 1 Symantec Enterprise Vault server v7.5 with MS SQL 2005
12. 10 domain controllers – 4 in parent domain (2 windows 2000, 2 windows 2003), 6 in child
domain (2 windows 2000, 4 windows 2003)
13. 1 Exchange 2000 Server – first exchange server in farm
14. (1) C7000 Chassis with (2) HP Virtual Connect FlexFabric 10G/24- Port Modules
15. (2) BL460c blades – Gen 8, 8 core Xeon E5-2650 Proc, 32GB ram
16. 10 TB Storage SAN – Compellent SAN connected via fiber to Brocade 320 fiber switch
Users access agency’s email system using either Outlook 2007 or 2010. When offsite, users use OWA,Blackberries, or Exchange Active Sync to access email. The Blackberry and Active Sync userssynchronize email, contacts, and calendars on phones or other mobile devices. MHMRA also has inplace 1 physical Microsoft Windows 2008 server running Trustwave SendSecure Email Gateway v7.1.2.5326. This server filters all incoming email for spam/virus, and can encrypt outgoing email basedon policy or manual action.
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Scope of Work:
MHMRA uses a phased approach in implementing projects. Include in a proposal the following phases: Assessment (including discovery)
Design (including tool selection)
Build:
o Hardware, Software, and Tool setup and configuration
o Client configuration and setup, Enterprise Vault Setup, and Exchange Setup
o Connectivity Testing, Testing of tools, and equipment testing
o Pilot migration to include active data, archives, and establishing connectivity between
Exchange 2007 and internet
Final Migration, Implementation, Documentation, and Training
MHMRA will provide staff in the following roles:Project ManagerSystems Administrators/EngineersSystems (Desktop) Technicians
A. Project Phases:
I. Assessment:
The Assessment Phase consists of determining MHMRA’s current environment, and may becompleted by using a combination of discovery workshops, tools, surveys, and forms tounderstand the technical, organizational, and operational environments.The scope of this project includes Microsoft Exchange 2007, Microsoft Lync, SymantecEnterprise Vault, and RIM Blackberry Enterprise Server.The Assessment Phase will include, but not be limited to the following:
- Review the overall environment, including Operating Systems, network
and Active Directory
- Technical/Functional requirements
- Review of IT staff skills and knowledge
- Review of Change Control Process
- Identification of Risks
- Review of Microsoft Domain and Server stability and health
- Review of Exchange 2007 infrastructure:
o Post Office
o Mailboxes
o Client configurations
o SMTP configurations
- Review of Symantec Enterprise Vault:
o Archives
o Microsoft SQL 2005 health
o Server stability and health
- Review of existing directory application such as Blackberry Enterprise
server and LDAP
- Review of LAN architecture
- Review of WAN architecture
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- Review of Firewall architecture and layout
- Review of data migration requirements to include:
o Email
o Archives
o Calendar Appointments
o Notes
o Tasks
o Contacts
Assessment Deliverables:- Written Assessment of Findings and Recommendations
II. Design:
The Design Phase includes the design of the a Windows Exchange 2010 and SymantecEnterprise Vault architectures that will provide MHMRA with the greatest possible scalability,performance, reliability, and availability while also providing flexibility in migration andmanagement.
The Design Phase will include, but not be limited to the following:
- Review User Network Requirements
- Review Backup and Recover Architecture
- Identify and define Functional Requirements
- Review AD Design
- Design of Redundant Exchange servers/databases, example: Clustered
Exchange DB Servers (redundant servers will be located at a remote DR
location which is connected via point to point gig-a-man to the main
datacenter location)
- The design can be so that the CAS and HUB servers can run on MHMRA’s
VMware VSphere 5.1 environment (optional)
- Review and define services such as:
o DNS
o DHCP
o WINS
o Global Catalog Placement
o Policies
o Logon Scripts
- Define Messaging Solution to include:
o Firewall Rules
o Message Routing
o DR Message Routing
o SMTP
o Global Catalog requirements
o Exchange Server 2010 Server Design (Topology, SMTP routing,
Virtual Servers, Clustering)
o Microsoft Lync Server Design
o 3rd Party Tool requirements
o Outlook Web Access
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o Monitoring requirements
o Message and IM (Lync) archiving and search functionality
o Define backup and recovery requirements
o Error notification to be sent using SNMP traps and email messages
to administrators
- Recommendations for Exchange system maintenance plans and procedures
- Recommendations for industry standard configurations and functionality
- Assist with defining applicable security requirements (Active Sync
policies)
- Determine Migration Method
- Deliver Microsoft operational “best practices”
- Define toolset:
o Work with MHMRA staff to select tools based on an evaluation of
features, demos, and when possible, live hands on testing
- Define the AD and Exchange migration approach
- Define migration timelines and migration approach for pilot
- MHMRA’s recover time objective in the event of a catastrophic failure is 4
hours, including weekends and holidays
- Develop a document to include:
o Anticipated migration and cut-over process in outline form
o Server/storage installation and solution configuration process
o Exchange 2010 design document
o Microsoft Lync design document
o Enterprise Vault archive manager design document
o Tool selection
o Draft Exchange 2010 Project Plan
Design Deliverables:
- Design Document to include:
o Hardware (server, storage) design
o Exchange design
o Lync design
o Enterprise Vault design
o Active Directory design
o Blackberry Enterprise Server (if needed)
o Exchange Security recommendations
- Migration process for pilot
III. Build
This phase combines four steps:- Hardware, Software, and Tool setup and configuration
- Client configuration and setup, Archive Manager setup, Exchange Setup,
Lync Setup
- Connectivity Testing, Testing of tools, and equipment testing
- Pilot migration to include active data and archives and establishing
connectivity between Exchange 2007 and Exchange 2010 systems
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The following is included, but not limited to:- Hardware Deployment Schedule
- Exchange Deployment Schedule
- Enterprise Vault Deployment Schedule
- Microsoft Lync Deployment Schedule
- Implementation of necessary Active Directory modifications including:
o Modification of Windows 2003 DC’s (if necessary)
o DNS changes
o WINS changes
o DHCP changes
o Complete with a documented approach and verified test procedures
- Installation of migration tools and supporting systems
- Installation of Exchange Hardware:
o HP C3000 chassis and all associated modules
o HP Blade Servers and firmware updates
o Compellent Storage
o All networking and storage allocations for solution to chassis and
servers
- Installation of Exchange 2010 server software, and may include:
o Back-End servers (cluster if applicable)
o Front-end server (OWA) software
o Configuration of Exchange 2010 and Exchange 2007 Coexistence
o Configuration of monitoring systems (if necessary)
- Installation/Configuration of Enterprise Vault Archive Solution including:
o Server Installation
o Configuration of Software
o SQL Database configuration
- Installation of Microsoft Lync Server including:
o Server Installation
o Configuration of Software
o SQL Database configuration
- Configuration/Integration of other servers:
o Blackberry Server (if needed)
- Perform one successful pilot conversion from Exchange 2007 to Exchange
2010 to include:
o Final migration of up to 50 Exchange 2007 accounts to Exchange
2010, including archives, email, notes, tasks, appointments, and
contacts
o Transfer required data into Enterprise Vault
o Configuration and successful test of OWA
o Test of Records Retention/Archival system
o Test Microsoft Lync client on 5 workstations
o Test Blackberry Enterprise Server synchronization between
Exchange 2010 and a Blackberry device (if necessary)
o Test Microsoft Exchange 2010 Active Sync between Exchange
2010 and alternate device (IPhone or Android Phone)
- Knowledge Transfer with MHMRA staff
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Build Deliverables:
- Validated Migration Process
- Installed and configured HP C3000 chassis at BC/DR site with all
firmware updates
- Installed Compellent Storage
- An upgraded and configured Symantec Enterprise Vault archive solution
- A deployed Exchange 2010 Environment with up to 50 users in production
with the ability to send and receive email from the remaining Exchange
2007 users
- Test of Exchange cluster replication and ability to fail over to BC/DR site
and fail back to main datacenter
- 5 users able to utilize Microsoft Lync for IM and other basic functionality
- Test of encrypted email to email addresses outside of mhmraharris.org
- Mutually agreeable acceptance test for a production system
- Provide a list of all components of the new system, including hardware,
software, and configuration items
- Provide an Exchange 2010 migration checklist
- The vendor will run the Exchange Best Practice Analyzer tool that is
included with Exchange 2010. Items deemed by the tool and MHMRA to
be out of compliance will be made to comply with Microsoft’s best
practice guidelines or the differences are to be documented and agreed to
by MHMRA
- Provide guidance and plans for a proof of concept for migrating
MHMRA’s Blackberry Enterprise Server (if necessary)
IV Final Migration, Implementation, Documentation, and Training
After a successful migration of data in the pilot phase, the vendor will:- Migrate remaining Exchange 2007 user email and resources to Exchange
2010
- Migrate all remaining Enterprise Vault version 7.5 data to Enterprise Vault
solution
- Implement fully functioning Microsoft Lync Server with auditing and
archiving functionality
- Passing of the acceptance test designated in the build phase
- Install all necessary and related Microsoft Exchange 2010 and Microsoft
Lync integrated management tools
- Knowledge Transfer and High Level Documentation
Final Migration, Implementation, and Training Deliverables
The following summarizes the list of deliverables that will be provided under this statement of work:
- Brief Assessment of Findings and Recommendations
- Finalized Design Document in Visio and PDF for
o Exchange 2010
o Enterprise Vault (newest version)
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o Microsoft Lync
o Active Directory design
o Blackberry Server (if needed)
o Exchange Security recommendations
- Migration Process for pilot
- Validated Migration Processes
- An upgraded and configured Symantec Enterprise Vault archive solution
- A deployed Exchange 2010 Environment with all users in production
- Migration of all accounts to Exchange 2010 to contain all email, calendar
appointments, tasks, notes, contacts, and all resources that existed in the
Exchange 2007 environment
- Migration of Enterprise Vault version 7.5 to new Enterprise Vault solution
- Integrated Blackberry Server (if needed)
- Training of MHMRA staff to perform basic and midlevel administration on
all systems
- 60 hours Post Implementation Support (onsite and remote)
- VMware training class “VMware vSphere: Install, Configure, Manage
[V5.1]” for one person from MHMRA
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SECTION VIII - Exchange Upgrade RFP Amendments
Due to the amount of Professional Services associated with moving all users from Microsoft Exchange2007 to a new Microsoft Exchange 2010 environment, MHMRA of Harris County is changing thescope of work for Professional Services for the Exchange Upgrade RFP. Changes have been made tothe original RFP to reflect less work that will be performed by the Contractor, and more work to bedone by MHMRA of Harris County employees. Changes to the RFP occur on the following pages,sections, and lines. They are as follows:
Page 16 – Build Deliverables – lines 5 and 6- A deployed Exchange 2010 Environment with up to 100 users in
production with the ability to send and receive email from the
remaining Exchange 2007 users
- A deployed Enterprise Vault Environment with up to 10 users in
production with the ability view archived email
Page 16 – IV. Final Migration, Implementation, Documentation, and Training – Description
After a successful migration of data in the pilot phase, the vendor will migrate 100 Exchange2007 accounts to Exchange 2010; migrate 10 users with archived data from Symantec’sEnterprise Vault 7.5 to new Enterprise Vault system; add 5 users to Lync Server
Page 16 – Migration, Implementation, and Documentation Deliverables - lines 1, 2, and 3- Migration of 100 Exchange 2007 user accounts and resources to
Exchange 2010
- Migration of 10 current users of Enterprise Vault version 7.5 to new
Enterprise Vault solution
- Add 5 MHMRA users to Lync Server for IM
Page 17 – Deliverables – lines 7 – 12- Migration of 100 accounts to Exchange 2010 that contain all email,
calendar appointments, tasks, notes, contacts, and all resources that
existed in the Exchange 2007 environment
- Proven and documented process that shows MHMRA staff how to
migrate users, both individually and in bulk to new 2010 environment
(can include scripts to help automate process)
- Migrate 10 users from current Enterprise Vault version 7.5 to new
Enterprise Vault solution
- Proven and documented process that shows MHMRA staff how to
migrate users, both individually and in bulk to new Enterprise Vault
environment (can include scripts to help automate process)
- Add 5 pilot users to Lync Server for IM capabilities
- Proven and documented process on how to add users to Lync Server
- Consultant to return after MHMRA staff migrate all users to new
environment and remove Exchange 2007 servers and Enterprise Vault
7.5 server
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SPECIFICATIONS:
Storage:
Part Number Description QTYDS-SAS6-35-600X15K7-D Dell 600GB, SAS, 6GB, 15K7 HDD 12
EN-SAS6-1235 Dell Enclosure, SAS, 6GB, 3.5" 12 Bay 1
SW-CORE-EXP Dell Storage Center SW Bundle, Exp License 2
SW-RIRA-EXPDell SW, Remote Instant Replay Asynchronous ExpansionLibrary 2
PA-CBL-SAS-.6M-DSP Dell 6GB SAS Cable, 0.6M, Qty 2 1CONV-KIT-SASENCL35-SC8000 Dell Conversion Kit, 3.5" SAS Enclosure, SC8000 Series 1
HW-Coterminus Dell Copilot Hardware Support Co-Term 1
24x7 Support Center w/ Priority On-Site (4 hour) - 1 year
SW-Coterminus Dell Copilot Software Support Co-Term 1
24x7 Support Center w/ Priority On-Site (4 hour) - 1 year
Installation and Configuration 1
Server Enclosure:
Part Number Description QTY
658960-S21 HP C3000 Chassis 1x6120XG 6PS 6 Fan 8 IC LIC - S-Buy 1
488100-B21 HP BLc3000 Dual Onboard Administrator 1
571956-B21HP Virtual Connect FlexFabric 10GB/24-Port ModuleSwitch 1
Servers:
Part Number Description QTY
666159-B21 HP BL460 Gen 8 8-Core Xeon E5-2650 2.0 32GIG Ram 8
668066-B21 HP BL460c Gen8 E5 2650 Kit 12
647899-B21 HP 8GB 1Rx4 PC3-12800R-11 Kit 12
652611-B21 HP 300GB 6G SAS 15K 2.5in SC ENT HDD 10
Miscellaneous Parts:
Part Number Description QTY
AJ716B HP SFP + Transceiver Module 2
AF520A HP Intelligent Modular PDU 1
453154-B21 HP BLc Virtual Connect 1GB RJ-45 Small Form Factor 8
336047-B21 HP USB Interface Adapter 2
AZ870A HP TFT7600 G2 Monitor and Keyboard 2
AF617A HP Server Console 0x2x16 Port Analog Switch 2
336047-B21 HP KVM CAT5 1-pack USB Interface Adapter 2
AF605A HP Blade System c-Class KVM Interface Adapter 2
SURTD5000RMXLT3U ACP Smart-UPS RT 5000VA Rank Tower 208V 1
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Software:
Part Number Description QTY
IPI0WZF0-ZZZGS Symantec EVAULT STORAGE MGT EXCH 10 STD 300
IPIWZZ0-EI1GS Symantec EVAULT STORAGE 10 STD ESS 300
XEULWZF0-XXXGS Symantec EVAULT File System Archiving 10 STD 150XEULWZZ0-EI1GS Symantec EVAULT File System Archiving ESS 1503DENWZF0-EI1ES Symantec Backup Exec 2012 Agent for Applications and
DBs 1
Microsoft Exchange Server 2010 Enterprise - Charity Pricing 5
Microsoft SQL Server ST per server license - Charity Pricing 2
Microsoft Lync Server - Charity Pricing 2
Microsoft Lync Client CALS - Standard - Charity Pricing 300
Professional Services:
Description QTY
Professional service hours to complete project
Post Implementation Support 60 hours
Training:
Description QTY
VMware training class “VMware vSphere: Install,Configure, Manage [V5.1]” 1
(Please note if FOB: Destination -Free On Board to Destination) Freight
If your pricing is government pricing please provide copy of your agreement with specificstate, federal or local organization. (Ex: GSA, DIR etc.)
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SECTION IX- PROPOSAL REPLY PAGE
MHMRA OF HARRIS COUNTYMICROSOFT EXCHANGE 2010 UPRGRADE
***********Proposal Opening: Wednesday, June 05, 2013 @ 10:00 A. M
Submitted by:
The vendor/contractor is allowed to submit a response to all or part of this Proposal. Thecontract period would begin with the execution of the Purchase Order. Vendor must include alllisted hardware, installation costs, and warranty, maintenance/support agreement. MHMRA ofHarris County is not obligated to purchase from a single vendor.
By signing the Proposal Reply Page, undersigned agrees to provide equipment or servicesin _____________ calendar days after receipt of Purchase Order.
If your pricing is government pricing please provide copy of your agreement with specificstate, federal or local organization. (Ex: GSA, DIR etc.)
Unit Price Schedule by Commodity and/or Service. Vendor must provideitemized pricing.
(Quote as Each at $XXX Unit Price = $ Extension)
SPECIFICATIONS:
Storage:
Part Number Description Price QTY Extended
DS-SAS6-35-600X15K7-D Dell 600GB, SAS, 6GB, 15K7 HDD 12
EN-SAS6-1235 Dell Enclosure, SAS, 6GB, 3.5" 12 Bay 1
SW-CORE-EXP Dell Storage Center SW Bundle, Exp License 2
SW-RIRA-EXPDell SW, Remote Instant Replay AsynchronousExpansion Library 2
PA-CBL-SAS-.6M-DSP Dell 6GB SAS Cable, 0.6M, Qty 2 1CONV-KIT-SASENCL35-SC8000
Dell Conversion Kit, 3.5" SAS Enclosure, SC8000Series 1
HW-Coterminus Dell Copilot Hardware Support Co-Term 124x7 Support Center w/ Priority On-Site (4 hour) -1 year
SW-Coterminus Dell Copilot Software Support Co-Term 124x7 Support Center w/ Priority On-Site (4 hour) -1 year
Installation and Configuration 1
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Server Enclosure:
Part Number Description Price QTY Extended
658960-S21HP C3000 Chassis 1x6120XG 6PS 6 Fan 8 IC LIC -S-Buy 1
488100-B21 HP BLc3000 Dual Onboard Administrator 1
571956-B21HP Virtual Connect FlexFabric 10GB/24-PortModule Switch 1
Servers:
Part Number Description Price QTY Extended
666159-B21HP BL460 Gen 8 8-Core Xeon E5-2650 2.0 32GIGRam 8
668066-B21 HP BL460c Gen8 E5 2650 Kit 12
647899-B21 HP 8GB 1Rx4 PC3-12800R-11 Kit 12
652611-B21 HP 300GB 6G SAS 15K 2.5in SC ENT HDD 10
Miscellaneous Parts:
Part Number Description Price QTY Extended
AJ716B HP SFP + Transceiver Module 2
AF520A HP Intelligent Modular PDU 1
453154-B21HP BLc Virtual Connect 1GB RJ-45 Small FormFactor 8
336047-B21 HP USB Interface Adapter 2
AZ870A HP TFT7600 G2 Monitor and Keyboard 2
AF617A HP Server Console 0x2x16 Port Analog Switch 2
336047-B21 HP KVM CAT5 1-pack USB Interface Adapter 2
AF605A HP Blade System c-Class KVM Interface Adapter 2
SURTD5000RMXLT3U ACP Smart-UPS RT 5000VA Rank Tower 208V 1
Software:
Part Number Description Price QTY Extended
IPI0WZF0-ZZZGSSymantec EVAULT STORAGE MGT EXCH 10STD 300
IPIWZZ0-EI1GS Symantec EVAULT STORAGE 10 STD ESS 300
XEULWZF0-XXXGS Symantec EVAULT File System Archiving 10 STD 150XEULWZZ0-EI1GS Symantec EVAULT File System Archiving ESS 1503DENWZF0-EI1ES Symantec Backup Exec 2012 Agent for
Applications and DBs 1Microsoft Exchange Server 2010 Enterprise -Charity Pricing 5Microsoft SQL Server ST per server license -Charity Pricing 2
Microsoft Lync Server - Charity Pricing 2Microsoft Lync Client CALS - Standard - CharityPricing 300
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Professional Services:
Description Price QTY Extended
Professional service hours to complete project
Post Implementation Support 60 hours
Training:
Description Price QTY Extended
VMware training class “VMware vSphere:Install, Configure, Manage [V5.1]” 1
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SECTION X - PROPOSAL CONTENTS
Title Page:
Name of Vendor/Provider, name of product, mailing address, telephone number, fax number, e-mailaddress, and contact name.
Table of Contents:
All Proposals must include the following information:
Clear identification of information by section and page. List of at least three (3) references, including contact person, telephone number, fax number and
email address. Identification of all services provided.
Proposal: Must be typed. Description of services available under this Proposal. Must bear the original signature of a principal or authorized officer of the interested party. Must make provision to meet and comply with all applicable laws and regulatory criteria. Interested parties are encouraged to submit along with their Proposal any additional descriptive
information about their services, which they believe, might be helpful. All Proposals must be submitted with one original and five (5) copies and an electronic copy
(CD-ROM or Floppy), mailed or delivered in a sealed envelope to MHMRA of Harris County.
Additional documents to be submitted: Vendor must submit a copy of their latest AUDITED financial statement. A letter from your CPA
is an acceptable alternative for Non Public companies, but must include a statement that financialsolvency is adequate to meet expenditures for at least one year.
Reference list must be comprehensive – Reference List must be inclusive of contact name,telephone number, fax number and e-mail address. (Local and or Non-local)
Vendor must include all listed hardware, installation costs, and warranty, maintenance/supportagreement.
Documentation of experience addressing professionalism, contract performance, quality ofpersonnel, responsiveness and flexibility, etc. to achieve overall customer satisfaction.
Proof of Insurance Submit proof of Historically Underutilized Business “HUB” State Certificate and/or City of
Houston M/W/DBE Certificate. (Attachment B) If your firm is not certified, provide a statement to the effect if you intend to subcontract or affiliate
with a certified firm and what percentage of work will be given to them. Deviation Form (Attachment C) Notice “not to participate” Form (Attachment D) Policy & Procedure for criminal background checks of personnel or subcontractor that would gain
entrance to MHMRA properties. If your pricing is a government/county pricing please provide copy of your agreement with specific
state, federal or local organization. (Ex: GSA, DIR, TXMAS, Harris County). Completed Form W-9 (Attachment E)
**PLEASE INCLUDE ANY ADDITIONAL DESCRIPTIVE LITERATURE, WHICH MIGHTBE OF ASSISTANCE IN THE DECISION-MAKING PROCESS.**
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SECTION XI -SIGNATURE PAGE
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF HARRISCOUNTY IN ITS SOLE AND ABSOLUTE DISCRETION SHALL HAVE THERIGHT TO AWARD CONTRACTS FOR ANY OR ALL MATERIALS LISTEDIN EACH PROPOSAL, SHALL HAVE THE RIGHT TO REJECT ANY AND ALLPROPOSALS, AND SHALL NOT BE BOUND TO ACCEPT THE LOWESTPROPOSAL AND SHALL BE ALLOWED TO ACCEPT THE TOTALPROPOSAL OF ANY ONE VENDOR.
THIS SUBMISSION IS GUARANTEED AS AN IRREVOCABLE OFFER VALIDFOR ONE-HUNDRED AND TWENTY (120) DAYS AFTER THE PROPOSALOPENING DATE.
Authorized Signature Vendor/Provider’s Name
Typed or Printed Name Number and Street Address
Title City, State, Zip Code
( ) ( )Telephone Number Fax Number
_____________________________________
E-Mail Address
This Proposal Will NOT Be Accepted If This Page is NOTSigned By An Authorized Representative
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SECTION XII - ATTACHMENTS
A - HUB SUBCONTRACTING PLAN(Historically Underutilized Business)
B - DEVIATION FORM
C - NOTICE “NOT TO PARTICIPATE” FORM
D – FORM W-9, Rev. December 2011, REQUEST FOR TAXPAYERIDENTIFICATION NUMBER AND CERTIFICATION
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ATTACHMENT A - SAMPLE CONTRACT
Contract ID No. _______
STANDARD PROFESSIONAL SERVICES CONTRACT
THIS AGREEMENT is made and entered into this __________, 2013 by and between the MENTALHEALTH AND MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY, a communitycenter and an agency of the State of Texas, with offices at 7011 Southwest Freeway, Houston, Texas77074, under the provisions of Chapter 534 of the Texas Health & Safety Code Ann. (Vernon 1992), asamended, (the “Agency”) and ____________ (“Contractor”), with offices at Houston, Texas ______, forthe purpose of providing specialized services currently not available to the Agency through its present staffof employees.
RECITALS
WHEREAS, Agency is the state designated mental health and mental retardation community centerestablished to provide, arrange for, and coordinate mental health and mental retardation services for theresidents of Harris County, Texas; andWHEREAS, the Agency is committed to providing services that are customer friendly and consumerfocused;WHEREAS, Contractor desires to contract with Agency to provide Microsoft Exchange 2010 Upgradesoftware services;WHEREAS, this Agreement sets forth the terms and conditions evidencing the agreement of the partieshereto;NOW THEREFORE, in consideration of the mutual covenants, rights, and obligations set forth herein, thebenefits to be delivered therefrom, and other good and valuable consideration, the receipt and sufficiency ofwhich are acknowledged, the parties agree as follows:
I.PERSONNEL
The Agency staff member authorized to approve billing is Ronald Coots, Director of IT. The Agencystaff member responsible for overseeing this Agreement is Ronald Coots, Director of IT.
II.INDEPENDENT CONTRACTOR RELATIONSHIP BETWEEN THE PARTIES
1. Independent Contractor. The relationship between the Agency and Contractor shall be that of anindependent contractor. It is agreed that Contractor and Contractor’s personnel will not be considered anemployee, agent, partner, joint venturer, ostensible or apparent agent, servant or borrowed servant of theAgency.
Contractor understands and agrees that Agency:a) Will not withhold on behalf of Contractor any sums for income tax, unemployment insurance,social security, or any other withholding;
b) Will not give to Contractor any of the benefits given to employees of Agency.
2. Professional Judgment. Contractor and its personnel shall exercise its own professional judgment inthe performance of services to the persons served.
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III.OBLIGATIONS OF CONTRACTOR
1. Services. The Learning Management System services to be provided by Contractor to personsreferred by the Agency; the schedule of hours Contractor will deliver such services; and the locationswhere such services shall be delivered by Contractor are set forth in Exhibit A and A1.
2. Qualifications. Contractor will comply with relevant Texas Health and Human Services Commission(HHSC) rules and community standards, certifications, accreditation's, and licenses and any otherprofessional and educational qualifications.
3. Agency Approval of Contractor Personnel. Contractor agrees not to contract any services untilapproval of such subcontractor is obtained from the Agency. Any subcontractor or employees ofContractor are the direct responsibility of Contractor.
4. Representations.
(a) Contractor represents and warrants that it is not currently an employee of the Agency.
(b) Contractor agrees that it shall comply with all applicable federal and state laws, rules andregulations including Title VI of the Civil Rights Act of 1964, Section 504 of the RehabilitationAct of 1973, the Americans with Disabilities Act of 1990 (ADA) and the Age Discrimination inEmployment Act of 1967.
5. Receipts and Records. Contractor agrees to provide the Agency, upon request, with originalreceipts for the purchase of all goods and services involving the use of Agency funds as well as all otherfinancial and supporting documents and statistical records. Contractor shall retain these and any otherrecords pertinent to the services for which a claim or cost report was submitted to the Agency, for a periodof six (6) years.
6. Disclosure. Contractor declares that neither Contractor nor any of its subcontractors or employeesrendering services pursuant to this Agreement is held in abeyance or barred from the award of a federal orstate contract at the time of executing this Agreement; and Contractor will give immediate notification tothe Agency if such occurs anytime during the term of this Agreement.
7. Immigration Reform and Control Act. Contractor agrees to maintain appropriate identificationand employment eligibility documents and complete a W-9 form to meet requirements of the ImmigrationReform and Control Act of 1986.
8. Required Reporting Regarding Licensure. Contractor shall report to Agency any allegationthat a professional licensed or certified by the State of Texas and employed by the Contractor hascommitted an action that constitutes grounds for the denial or revocation of the certification or license.Contractor will further report to Agency if any professional has had his/her professional license revoked. IfContractor's employee has such a denial or revocation, and Contractor fails to remove such employee, thenthis Agreement may be terminated without prior notice.
9. Contractor's Governing Body. Contractor agrees to provide Agency with a list of the membersof Contractor's governing body, if applicable.
10. Access. Contractor agrees, pursuant to Texas Health and Safety Code, Section 534.060, that theAgency and its representatives, including independent financial auditors, shall have unrestricted access toall facilities, service providers, records, data, and other information under the control of the contractingentity or its Contractors/subcontractors as necessary to enable the HHSC or the Agency to audit, monitor,and review all financial or programmatic activities and services associated with this Agreement.
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In compliance with Section 2262.003, Government Code, as amended by House Bill 905 of the 79th
Regular Session of the Texas Legislature, effective on June 18, 2005, the Mental Health MentalRetardation Authority of Harris County (MHMRA) and the Contractor do hereby agree that:(a) The State Auditor’s Office (SAO) may conduct an audit or investigation of any entity receivingfunds from the state directly under the contract or indirectly through a subcontract under the contract;(b) Acceptance of funds directly under the contract or indirectly through a subcontract under thecontract acts as acceptance of the authority of the state auditor, under the direction of the legislative auditcommittee, to conduct an audit or investigation in connection with those funds; and(c) Under the direction of the legislative audit committee, an entity that is the subject of an audit orinvestigation by the SAO must provide the state auditor with access to any information the state auditorconsiders relevant to: (A) evaluating the entity’s performance under the contract or subcontract; (B)determining the state’s rights or remedies under the contract; (C) evaluating whether the entity has acted inthe best interest of the state.
IV.OBLIGATIONS OF THE AGENCY
1. Payment.
(a) In consideration of the obligations undertaken by Contractor, the Agency agrees to pay Contractor,in accordance with the fee schedule attached as Exhibit A.
(b) The payment amount will be based on a monthly invoice, which shall reflect the services providedby the Contractor, and is approved by the Agency employee(s) authorized to approve billing(s) as set forthabove. Invoices or claim forms for services rendered are to be submitted by the fifth (5) calendar day of themonth following that in which the services were rendered.
(c) Invoices or claim forms for services must be received no later than 45 calendar days afterthe end of the month in which services were rendered. Invoices or claim forms for services receivedlater than 45 days after the end of the month in which the services were rendered will not be paid.
Invoices shall be submitted in duplicate as follows:(i) Weekly invoices must include a MHMRA purchase order number, which
will be indicated on the final fully executed copy of the contract.(ii) Original sent to Agency staff member authorized to approve billing(iii) Duplicate to be marked “Duplicate” sent to Accounts Payable as follows:
Mental Health Mental Retardation Authority of Harris CountyP.O. Box 25381Houston, Texas 77265Attn: Accounts PayableFax (713) 970-7681
(d) Payment shall be made 45 days after receipt of goods, services, or invoice, whichever is latest.Payment may be delayed, adjusted or withheld, where a deficiency is noted in goods, services, or invoicesreceived. MHMRA retains the right to offset payments for prior invoices paid where a deficiency is notedafter payment has been processed.
2. Staff and Facilities. The Agency agrees to allow Contractor the use of its staff and facilities necessaryfor carrying out the services provided by the Contractor.
3. Franchise Tax. If Contractor is a corporation and is or becomes delinquent in the payment of itsTexas franchise tax, then payments to the Contractor due under this Agreement may be withheld until suchdelinquency is remedied.
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V.INSURANCE
A. Policies, Coverages, and Endorsements.
Contractor agrees to maintain, or to cause its personnel providing services under this Agreement tomaintain, at its sole cost and expense or the cost and expense of his personnel, the following insurancepolicies, with the specified coverages and limits, to protect and insure the Agency and Contractor againstany claim for damages arising in connection with Contractor’s responsibilities or the responsibilities ofContractor's personnel under this Agreement and all extensions and amendments thereto.
1- Commercial General Liability
General Aggregate $1,000,000Each Occurrence $500,000
2 - Professional Liability
General Aggregate $2,000,000Each Occurrence $1,000,000
3 - Business Automobile if transporting our consumers if applicable
Combined Single Limit Bodily Injury & $500,000Property Damage
4 - Workers’ Compensation & Employers’ Liability if applicable
Medical & Indemnity Statutory RequirementsBodily Injury by Accident $500,000 Each AccidentBodily Injury by Disease $500,000 Each EmployeeBodily Injury by Disease $500,000 Policy Limit
5- Cyber Security & Privacy Liability Insurance
Corporate Liability $3,000,000 Policy LimitEvent Management Liability $1,000,000 Policy LimitCrisis Fund Liability $50,000 Policy Limit
B. Insured Parties.
All policies excluding professional liability shall contain a provision naming the Agency (and its officers,agents and employees) as Additional Insured parties on the original policy and all renewals or replacementsduring the term of this Agreement.
C. Subrogation.
All policies excluding professional liability must contain a Waiver of Subrogation endorsement to theeffect that the issuer waives any claim or right in the nature of subrogation to recover against the Agency,its officers, agents or employees.
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D. Proof of Insurance.
The policies, coverages and endorsements required by this provision shall be shown on a Certificate ofInsurance on which the Agency must be listed as an Additional Insured party (except for professionalliability and the Certificate Holder and which should be furnished to the Agency prior to thecommencement of this Agreement. All such insurance shall be secured and maintained with an insurancecompany, or companies, licensed to do business in the State of Texas. The Agency may withhold paymentsunder the terms of this Agreement until the Contractor furnishes the Agency copies of all Certificates ofInsurance from the insurance carrier, or carriers, showing that such insurance is in full force and effect.
E. Cancellation.
New Certificates of Insurance shall be furnished to the Agency at the renewal date of all policies named onthese Certificates. Contractor shall give the Agency thirty (30) days prior written notice of any proposedcancellation of any of the above described insurance policies.
VI.INDEMNIFICATION
To the extent permitted under the laws of the State of Texas, Contractor hereby agrees to hold harmless theAgency and all of its directors, officers, employees, and agents from all suits, actions, claims, or cost of anycharacter, type, or description brought or made on account of any injuries, death, or damage received orsustained by any person or persons or property, including but not limited to clients, arising out of oroccasioned by any negligent acts of Contractor or Contractor's personnel, if any, or its agents or employeeswhether occurring during the performance of the services hereunder or in the execution of the performanceof any of its duties under this Agreement.
VII.TERM AND TERMINATION
1. Term. This Agreement is effective from _____________, 2013 to ________, 2013.
2. Renewal Options. This Agreement may be renewed at the sole discretion of Agency for up to(__) one-year renewal options at the rates and placement fees specified in Exhibit A.
3. Immediate Termination. Agency may terminate this Agreement immediately if(a) Agency does not receive the funding to pay for designated services under this Agreement from theTexas Legislature;(b) Agency has cause to believe that termination of the Agreement is in the best interests of the healthand safety of the mentally disabled persons served under this Agreement,(c) Contractor has become ineligible to receive Agency funds;(d) Contractor has its Texas license or certification suspended or revoked;(e) In the case of the Contractor providing direct services to clients, failure to disclose a criminalconviction;(f) If the Contractor submits falsified documents or fraudulent billings, or if the Contractor makesfalse statements.
4. Termination Upon Default. Either party may terminate this Agreement after sixty (60) dayswritten notice if the other party is in default of any of the provisions herein and/or any of the provisions inthe bid forms or specifications, which are attached hereto and incorporated herein by reference as if set outin full. Such termination shall be ineffective if within said sixty (60) day period Contractor cures suchdefault to the satisfaction of the Agency. The Agency at its sole discretion may extend the period to cure
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the default for a reasonable time if the Agency determines that the Contractor has initiated action to curethe default within the sixty (60) day period. The Agency reserves the right to suspend services provided bythe Contractor and payment for services not authorized during the sixty (60) day cure period, if at theAgency’s sole discretion it is determined that suspension is in the best interest of the Agency and/or itsconsumers.
4. Termination Without Cause. This Agreement may be terminated by either party, without cause,after thirty (30) days written notice to the other party.
5. Termination by Mutual Consent. This Agreement may be terminated by the mutual consent ofboth parties after thirty (30) days written notice to the other party.
VIII.MISCELLANEOUS
1. Nondiscrimination. Each party to this Agreement agrees that no person, on the basis of race,color, national origin, religion, sex, age, handicap, or political affiliation, will be excluded fromparticipation, be denied the benefits of, or be subject to discrimination in the provision of any serviceshereunder. The parties hereto agree to comply with the Civil Rights Act of 1964, the Americans withDisabilities Act of 1990 and the Civil Rights Act of 1991 as amended.
2. Business Ethics. During the course of pursuing contracts, and the course of contract performance,MHMRA will maintain business ethics standards aimed at avoiding real or apparent impropriety, abuse,fraud, waste, or conflicts of interest. No substantial gifts, entertainment, payments, loans or otherconsiderations beyond that which would be collectively categorized as incidental shall be made to anyemployees or officials of Contractor by MHMRA employees, directors, officers and agents. At any timeContractor believes there may have been a violation of this obligation or any business ethics standard,Contractor shall notify MHMRA of the possible violation.
3. Certification of Non-Violation. Under Texas Government Code §2261.053, Contractor certifiesthat Contractor has not been convicted of violating federal law in connection with contracts relating torelief, recovery, or reconstruction as a result of Hurricane Rita, Hurricane Katrina, or any other disasteroccurring after September 24, 2005.
4. Amendment. Unless otherwise specifically provided herein, this Agreement may be amended orchanged only by mutual written consent of an authorized representative of the Agency and Contractor.
5. Entire Agreement. This Agreement constitutes the sole and only agreement of the parties heretoand supersedes any prior understandings, written or oral agreement between the parties respecting thesubject matter herein.
6. Electronic or Facsimile Signatures and Duplicate Originals. Pursuant to the requirements ofthe Uniform Electronic Transactions Act in Chapter 322 of the Texas Business and Commerce Code and theFederal Electronic Signatures in Global and National Commerce Act (beginning at 15 U.S .C. Section 7001),the Parties have agreed that the transactions under this Agreement may be conducted by electronic means.Pursuant to these statutes, this Agreement may not be denied legal effect or enforceability solelybecause it is in electronic form or because it contains an electronic signature. This Agreement may beexecuted in duplicate counterparts and with electronic or facsimile signatures with the same effect as if thesignatures were on the same document. Each multiple original of this document shall be deemed anoriginal, but all multiple copies together shall constitute one and the same instrument.
7. Additional Requirements. If Contractor is required to comply with an additional requirementpursuant to compliance with HHSC rule, state or federal law, or community standard, regulations,resolutions, settlements, or plans, and compliance results in a material change in Contractor's rights orobligations under the contract or places a significant financial burden on the Contractor, the Contractormay, upon giving sixty (60) days notice of such intention, be entitled to renegotiate the Agreement.
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8. Governing Law and Venue. This Agreement shall be construed and enforced in accordance withthe laws of the State of Texas, and venue shall lie in Harris County, Texas.
9. Notices. Any required notice shall be in writing and shall be sent, postage prepaid, by certifiedmail, return receipt requested, to Agency or Contractor at the address below. The notice shall be effectiveon the date of delivery indicated on the return receipt.
If to the Agency:Steven B. Schnee, Ph.D.Executive DirectorMHMRA of Harris CountyPO Box 25381Houston, Texas 77265-5381
If to Contractor:____________________________________________________________________________
10. Remedies. All rights, powers, and remedies granted either party by any particular term of thisAgreement are in addition to, and not in limitation of, any rights, powers, or remedies which it has underany other term of this agreement, at common law, in equity, by statute, or otherwise, and all such rights,powers, and remedies may be exercised separately or concurrently, in such order and as often as may bedeemed expedient by either party. No delay or omission by either party to exercise any right, power, orremedy shall impair such right, power, or remedy or be construed to be a waiver of any breach or default oran acquiescence therein. A waiver by either party of any breach or default thereunder shall not constitute awaiver of any subsequent breach or default.
11. Dispute Resolution. In the event a dispute arises between the parties involving the provisions orinterpretation of any term or condition of the Agreement, and if both parties desire to attempt to resolve thedispute prior to termination or expiration of the Agreement, or withholding payments, then the parties mayrefer the issue to a mutually agreeable dispute resolution process.
12. Severability. The invalidity or unenforceability of any term or provision hereof shall not affectthe validity or enforceability of any other term (s) or provision (s).
13. Exhibits. All Exhibits referred to in this Agreement and attached hereto are incorporated hereinby this reference.
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The Contractor warrants and assures MHMRA of Harris County that it possesses adequate legal authorityto enter into this Agreement. The Contractor’s governing body, where applicable, has authorized thesignatory official(s) to enter this Agreement and bind the Contractor to the terms of this Agreement and anysubsequent amendments hereto.
CONTRACTOR
_______________________________________Signature
Printed/Typed Name: _______________________________________Title: _______________________________________Date: _______________________________________
MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY
___________________________________________Steven B. Schnee, Ph.D. DateExecutive Director
___________________________________________Approved As To Form By DateMHMRA General Counsel
UNIT(S) TO BE CHARGED: 1130-540500
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EXHIBIT A
CONTRACTOR:
CONTRACT ID#:
CONTRACT PERIOD: To be determined upon selection of contractor.
SERVICE: Microsoft Exchange 2010 Upgrade Software, ProfessionalSupport Services and Training classes.
SERVICE DESCRIPTION: Contractor shall provide Microsoft Exchange 2010 migrationsoftware services from the Agency’s current MicrosoftExchange 2007. This will also entail upgrading a BlackberryEnterprise Server, a Symantec Enterprise Vault 7.5 server toversion 10 (or later), and the installation of a Microsoft Lyncfor Agency use. Contractor shall also provide 60 hours of postimplementation support services onsite and remote andtraining classes.
Contractor shall provide services for the Exchange 2007 emailto be moved into an Exchange 2010 messaging system, as wellas upgrade and transfer all archived email from EnterpriseVault version 7.5 to Enterprise Vault version 10 (or later) asdescribed in the specifications of the RFP attached as ExhibitA1.
RATE ANDRATE DESCRIPTION: To be determined upon selection of contractor.
NOT TO EXCEED: To be determined upon selection of contractor.
UNITS INVOLVED: 1130
PAYMENT DOCUMENTATION: Contractor will be paid through submission of an invoice.
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ATTACHMENT B
HUB SUBCONTRACTING PLANHISTORICALLY UNDERUTILIZED BUSINESS
(HUB-LOI IS USED BY POTENTIAL VENDOR/VENDOR/PROVIDER TOIDENTIFY SUBCONTRACTORS SELECTED FOR WORK ON THE CONTRACT)
Vendor_________________ Vendor/Provider Identification Number: _____________________
Address: _________________________________________________________________
Phone: ____-____-____ Proposal Number: _____________Contract Amount: __________
Description of commodities/specifications: ______________________________________
Duration of Contract: _______________________________________________________
Name of Subcontractor/Vendor: ______________________________________________
Address: _________________________________________________________________
Phone: ____-____-____ Is the subcontractor a certified HUB? _____Yes______No
If yes, enter the GSC Certificate (VID) number: __________________________
Dollar amount of contract with subcontractor/vendor: $____________________
Percentage amount of contract with subcontractor/vendor:%________________
Description of materials/services performed under agreement with the subcontractorfor amount indicated above:
_____________________________________________________________________________
_____________________________________________________________________________
PLEASE SUBMIT A SEPARATE FORM FOR EACH SUBCONTRACTOR/VENDOR
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ATTACHMENT C
DEVIATION FORM
All deviations to this Solicitation (Proposal and Sample Contract) must be noted on this sheet. In theabsence of any entry on this Deviation Form, the prospective contractor assures MHMRA of their fullagreement and compliance with the Specifications, Terms and Conditions including all provisions of theSample Contract.
Each response to this Solicitation shall contain a Deviation Form, which states the prospective contractor’scommitment to the provisions of this Solicitation. An individual authorized to execute contracts must signthe Deviation Form. Any exceptions taken to the terms and conditions identified in this SolicitationPackage must be expressly stated in the Deviation Form. (Attachment C)
THIS DEVIATION FORM MUST BE SIGNED BY EACH PROSPECTIVE CONTRACTORWHETHER THERE ARE DEVIATIONS LISTED OR NOT, AND SUBMITTED WITH THIS
SOLICITATION
SPEC #Section #Or Page # DEVIATION
Company Name Authorized Signature Date
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ATTACHMENT C
NOTICE “NOT TO PARTICIPATE” FORMDear Vendor
Please check the appropriate box below, complete the remainder of this form and return it PRIORto the scheduled Date and Time:
I/Our Company cannot provide the products, supplies and/or services listed in thisrequest. Please MOVE my/our name and address to the following category(ies) sothat we may Proposal at a later date:
Category (ies):
I/We have chosen NOT to submit a Proposal at this time, but would like to remain onyour list for this Proposal category. We did not submit a Proposal because:
Reason(s):
Please REMOVE my/our name from all MHMRA Harris County lists until furthernotice.
Reason(s):
Independent Provider and/or Provider Firm Name:
Representative:Please Print
Address: Phone ( )
E-mail: Fax ( )
PLEASE RETURN THIS FORM ONLY TO:MHMRA Harris CountyPurchasing Department
Notice “Not to Participate” – “MICROSOFT EXCHANGE 2010 UPGRADE”
7011 Southwest FreewayHouston, Texas 77074
Authorized Signature: __________________________________________________________Title: __________________________________________ Date: ________________________
VENDORS WHO RESPOND TO THIS INVITATION WITH A COMPLETED PROPOSAL FORM WILL REMAIN ON OURMAILING LIST. VENDORS MAKING NO RESPONSE MAY BE REMOVED FROM THAT LISTING.
Thank you for your time and assistance.
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ATTACHMENT D – FORM W-9, Rev. December 2011, REQUEST FORTAXPAYER IDENTIFICATION NUMBER ANDCERTIFICATION
Form W-9, Pages 1 – 4Attached
Vendor/Providers are to complete this form and submit with their Proposaldocuments. Go to attached link for W-9, if Proposal was emailed.
http://www.irs.gov/pub/irs-pdf/fw9.pdf