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1/2/2020
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DLT SOLUTIONS, LLC.
THIS LINKING AGREEMENT (this “Agreement”) is entered into as of this day of
, 20 , between the City of Glendale, an Arizona municipal corporation (the “City”), and
DLT Solutions, LLC, a(n) Virginia corporation authorized to do business in Arizona (“Contractor”),
collectively, the “Parties.”
RECITALS
A.
On December 12, 2018 under SAVE Cooperative, the Maricopa County entered into a contract
with Contractor to purchase the goods and services described in the Maricopa County contract
180233-001(“Cooperative Purchasing Agreement”), which is attached hereto as Exhibit A.
The Cooperative Purchasing Agreement permits its cooperative use by other governmental
agencies including the City.
B.
Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods
and services by participating with other governmental units in cooperative purchasing
agreements when the best interests of the City would be served.
C.
Section 2-149 also provides that the Materials Manager may enter into such cooperative
agreements without meeting the formal or informal solicitation and bid requirements of
Glendale City Code Sections 2-145 and 2-146.
D.
The City desires to contract with Contractor for supplies or services identical, or nearly
identical, to the supplies or services Contractor is providing other units of government under
the Cooperative Purchasing Agreement. Contractor consents to the City’s utilization of the
Cooperative Purchasing Agreement as the basis of this Agreement, and Contractor desires to
enter into this Agreement to provide the supplies and services set forth in this Agreement.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference,
and the covenants and promises contained in this Linking Agreement, the parties agree as follows:
1.
Term of Agreement. The City is purchasing supplies and/or services from Contractor
pursuant to the Cooperative Purchasing Agreement. According to the Cooperative
Purchasing Agreement, purchases can be made by governmental entities from the date of award,
which was December 12, 2018, until the date the contract expires on November 30. 2023 unless the
term of the Cooperative Purchasing Agreement is extended by the mutual agreement of the
original contracting parties. The Cooperative Purchasing Agreement, however, may not be
extended beyond November 30, 2028. The initial period of this Agreement, therefore, is the
period from the Effective Date of this Agreement until November 30, 2023. The City may
renew the term of this Agreement for up to a maximum of two (2) additional one -year (1) terms
until the Cooperative Purchasing Agreement expires on November 30, 2028.
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Glendale renewals are not automatic and shall only occur if the City gives the Contractor
written notice of its intent to renew. The City may give the Contractor notice of its intent to
renew this Agreement 30 days prior to the anniversary of the Effective Date to effectuate
such renewal.
2.
Scope of Work; Terms, Conditions, and Specifications.
A.
Contractor shall provide City the supplies and/or services identified in the Scope of
Work attached as Exhibit B.
B.
Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.
3.
Compensation.
A.
City shall pay Contractor compensation at the same rate and on the same schedule as
provided in the Cooperative Purchasing Agreement, which is attached hereto as
Exhibit C.
B.
The total purchase price for the supplies and/or services purchased under this
Agreement shall not exceed One hundred fifty thousand dollars ($150,000) for the
entire term of the Agreement (initial term plus any renewals).
4.
Cancellation. This Agreement may be cancelled pursuant to A.R.S. § 38-511.
5.
Non-discrimination. Contractor must not discriminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military
veteran status or any disability. Contractor will require any Sub-contractor to be bound to the
same requirements as stated within this section. Contractor, and on behalf of any
subcontractors, warrants compliance with this section.
6.
Insurance Certificate. A certificate of insurance applying to this Agreement must be provided
to the City prior to the Effective Date.
7.
E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the
requirements of A.R.S. § 41-4401.
8.
No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the
parties hereby certify that they are not currently engaged in, and agree for the duration of the
Agreement to not engage in, a boycott of goods or services from Israel, as that term is defined
in A.R.S § 35-393.
9.
Attestation of PCI Compliance. When applicable, the Contractor will provide the City
annually with a Payment Card Industry Data Security Standard (PCI DSS) attestation of
compliance certificate signed by an officer of Contractor with oversight responsibility.
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10.
Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:
City of Glendale
c/oKaty Brackett
6835 N. 57th Drive STE 100
Glendale, AZ 85301
And
DLT Soltuons, LLC.
2411 Dulles Corner Park
Suite 800
Herndon, VA 20171
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year
set forth above.
“City”
“Contractor”
City of Glendale, an Arizona
DLT Solutions, LLC.,
municipal corporation
a Virgina corporation
By:
____________________________
By:
____________________________
Kevin R. Phelps
Name:
City Manager
Title:
ATTEST:
___________________________
Julie K. Bower
(SEAL)
City Clerk
APPROVED AS TO FORM:
___________________________
Michael D. Bailey
City Attorney
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4/29/2021
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DLT SOLUTIONS, LLC
EXHIBIT A
Maricopa County contract 180233-001
SERIAL 180233 RFP
ORACLE PRODUCTS AND SERVICES
Contract DLT Solutions LLC
DATE OF LAST REVISION: May 18, 2020
CONTRACT END DATE: November 30, 2023
CONTRACT PERIOD THROUGH NOVEMBER 30, 2023
TO:
All Departments
FROM:
Office of Procurement Services
SUBJECT:
Contract for
ORACLE PRODUCTS AND SERVICES
Attached to this letter is published an effective purchasing contract for products and/or services to be supplied to
Maricopa County activities as awarded by Maricopa County on December 12, 2018.
All purchases of products and/or services listed on the attached pages of this letter are to be obtained from the
vendor holding the contract. Individuals are responsible to the vendor for purchases made outside of contracts.
The contract period is indicated above.
BW/yy
Attach
Copy to:
Office of Procurement Services
James Foley, OPS
(Please remove Serial 13120-RFP from your contract notebooks)
SERIAL 180233-RFP
ORACLE PRODUCTS AND SERVICES
This Contract is entered into this 12th day of December 2018 by and between Maricopa County (“County”), a political subdivision of
the State of Arizona, and DLT Solutions LLC, a Virginia corporation (“Contractor”) for the purchase of Oracle Products and Services.
1.0
CONTRACT TERM:
1.1
This Contract is for a term of Five (5) years, beginning on the 12th day of December, 2018 and ending the 30th day of
November, 2023.
1.2
The products and services which are the subject of this Master Agreement (“County Contract”) may be covered by a
software programs license agreement service or maintenance agreement. The term of the service or maintenance
agreement shall be governed by that document and may survive the expiration of this Master Agreement.
1.3
The County may, at its option and with the written agreement of the Contractor, renew the term of this Contract for
additional terms up to a maximum of Five (5) additional years, (or at the County’s sole discretion, extend the
contract on a month-to-month basis for a maximum of six (6) months after expiration). The County shall notify the
Contractor in writing of its intent to extend the Contract term at least sixty (60) calendar days prior to the expiration
of the original contract term, or any additional term thereafter.
1.4
CONTRACT COMPLETION:
The Contractor shall make all reasonable efforts for an orderly transition of its duties and responsibilities to another
provider and/or to the County. This may include, but is not limited to the preparation of a transition plan and
cooperation with the County or other providers in the transition. The transition includes the transfer of all records,
and other data in the possession, custody or control of Contractor required to be provided to the County either by the
terms of this agreement or as a matter of law. The provisions of this clause shall survive the expiration or
termination of this agreement.
2.0
PRICE ADJUSTMENTS (applies to percentages in contract):
Any requests for reasonable price adjustments must be submitted one hundred and twenty (120) calendar days prior to the
Contract expiration. Requests for adjustment in cost of labor and/or materials must be supported by appropriate
documentation. The reasonableness of the request will be determined by comparing the request with the Consumer Price
Index or by performing a market survey. If County agrees to the adjusted price terms, County shall issue written approval of
the change and provide an updated version of the Contract. The new change shall not be in effect until the date stipulated on
the Contract.
3.0
PAYMENTS:
3.1
As consideration for performance of the duties described herein, County shall pay Contractor the sum(s) stated in
Exhibit “A.”
3.2
Payment shall be made upon the County’s receipt of a properly completed invoice.
SERIAL 180233-RFP
3.3
INVOICES:
3.3.1
The Contractor shall submit one (1) legible copy of their detailed invoice before payment(s) will be made.
Incomplete invoices will not be processed. At a minimum, the invoice must provide the following
information:
•
Company name, address and contact
•
County bill-to name and contact information
•
Contract Serial Number
•
County purchase order number
•
Project name and/or number
•
Invoice number and date
•
Payment terms
•
Date of service or delivery
•
Quantity (number of days or weeks)
•
Contract Item number(s)
•
Description of Purchase (product or services)
•
Pricing per unit of purchase
•
Freight (if applicable)
•
Extended price
•
Mileage w/rate (if applicable)
•
Arrival and completion time (if applicable)
•
Total Amount Due
3.3.2
Problems regarding billing or invoicing shall be directed to the Department as listed on the Purchase Order.
3.3.3
Payment shall only be made to the Contractor by Accounts Payable through the Maricopa County Vendor
Express Payment Program. This is an Electronic Funds Transfer (EFT) process. After Contract Award the
Contractor shall complete the Vendor Registration Form located on the County Department of Finance
Vendor Registration Web Site (http://www.maricopa.gov/922/Vendors).
3.3.4
Discounts offered in the contract shall be calculated based on the date a properly completed invoice is
received by the County.
3.3.5
EFT payments to the routing and account numbers designated by the Contractor will include the details on
the specific invoices that the payment covers. The Contractor is required to discuss remittance delivery
capabilities with their designated financial institution for access to those details.
3.4
PAYMENT RETENTION (For task order projects as negotiated by user):
3.4.1
Ten percent (10%) of monies paid for Project Management and Project Labor earned by Contractor related
to work under this Contract shall be retained by County until Final Completion of the services herein
described in any project Exhibit B Scope of Work. County may elect to release specific retention payments
based on mutually agreed milestones, but in no case shall retention be released prior to Final Completion.
All other payment terms and conditions shall not be affected by the retention. In the event of termination or
cancellation of this Contract by County through no fault of Contractor, Contractor shall be entitled to the
refund of any funds in the retention account.
3.4.2
After fifty percent (50%) of the work has been completed, the Maricopa County Executive Steering
Committee may reduce the retainage to five percent (5%) of all monies previously earned and all monies
earned thereafter. Any reduction in retainage shall be in the discretion of the Maricopa County Executive
Steering Committee. Any interest earned on retainage shall accrue solely to the benefit of County.
3.4.3
The Contractor shall have the right, pursuant to Arizona Revised Statues, to submit securities in lieu of
retention for all work completed. The Contractor is required to request this option at least ten (10) business
days prior to submission of first Application for Payment to allow time for preparation of forms. The
Contractor shall request and obtain securities forms through County. The County must identify either
securities option or retention option prior to first Application for Payment.
SERIAL 180233-RFP
3.5
APPLICABLE TAXES:
3.5.1
Payment of Taxes: The Contractor shall pay all applicable taxes. With respect to any installation labor on
items that are not attached to real property performed by Contractor under the terms of this Contract, the
installation labor cost and the gross receipts for materials provided shall be listed separately on the
Contractor’s invoices.
3.5.2
State and Local Transaction Privilege Taxes: To the extent any State and local transaction privilege taxes
apply to sales made under the terms of this Contract it is the responsibility of the seller to collect and remit
all applicable taxes to the proper taxing jurisdiction of authority.
3.5.3
Tax Indemnification: Contractor and all subcontractors shall pay all Federal, State, and local taxes
applicable to its operation and any persons employed by the Contractor. Contractor shall, and require all
subcontractors to hold Maricopa County harmless from any responsibility for taxes, damages and interest,
if applicable, contributions required under Federal, and/or State and local laws and regulations, and any
other costs including; transaction privilege taxes, unemployment compensation insurance, Social Security,
and Worker’s Compensation.
3.6
TAX (SERVICES):
No tax shall be invoiced or paid against Contractor’s labor. It is the responsibility of the Contractor to determine any
and all applicable taxes.
3.7
TAX (COMMODITIES):
Tax shall not be invoiced against Contractor’s labor. It is the responsibility of the Contractor to determine any and
all applicable taxes.
3.8
STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):
The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of Arizona, many
Phoenix metropolitan area municipalities, and many K-12 unified school districts. Under the $AVE Cooperative
Purchasing Agreement, and with the concurrence of the successful Respondent under this solicitation, a member of
$AVE may access a contract resulting from a solicitation issued by the County.
3.9
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):
County currently holds ICPA’s with numerous governmental entities. These agreements allow those entities, with
the approval of the Contractor, to purchase their requirements under the terms and conditions of the County
Contract. It is the responsibility of the non-County government entity to perform its own due diligence on the
acceptability of the Contract under its procurement rules, processes and procedures.
4.0
AVAILABILITY OF FUNDS:
4.1
The provisions of this Contract relating to payment for services shall become effective when funds assigned for the
purpose of compensating the Contractor as herein provided are actually available to County for disbursement. The
County shall be the sole judge and authority in determining the availability of funds under this Contract. County
shall keep the Contractor fully informed as to the availability of funds.
4.2
If any action is taken by, any State agency, Federal department, or any other agency or instrumentality to suspend,
decrease, or terminate its fiscal obligations under, or in connection with, this Contract, County may amend, suspend,
decrease, or terminate its obligations under, or in connection with, this Contract. In the event of termination, County
shall be liable for payment only for services rendered prior to the effective date of the termination, provided that
such services are performed in accordance with the provisions of this Contract. County shall give written notice of
the effective date of any suspension, amendment, or termination under this Section, at least ten (10) days in advance.
5.0
DUTIES:
5.1
The Contractor shall perform all duties stated in Exhibit “B”, or as otherwise directed in writing by the issuance of a
project scope of work or Purchase Order by the Procurement Officer.
SERIAL 180233-RFP
5.2
During the Contract term, County may provide Contractor’s personnel with adequate workspace for consultants and
such other related facilities as may be required by Contractor to carry out its contractual obligations.
6.0
TERMS AND CONDITIONS:
6.1
INDEMNIFICATION:
To the fullest extent permitted by law, and to the extent that claims, damages, losses or expenses are not covered and
paid by insurance purchased by the Contractor, the Contractor shall defend indemnify and hold harmless the County
(as Owner), its agents, representatives, agents, officers, directors, officials, and employees from and against all
claims, damages, losses, and expenses (including, but not limited to attorneys' fees, court costs, expert witness fees,
and the costs and attorneys' fees for appellate proceedings) arising out of, or alleged to have resulted from the
negligent acts and, errors, or willful omissions, relating to the performance of this Contract.
Contractor's duty to defend, indemnify, and hold harmless the County, its agents, representatives, agents, officers,
directors, officials, and employees shall arise in connection with any claim, damage, loss, or expense that is
attributable to bodily injury, sickness, disease, death or injury to, impairment of, or destruction of tangible property,
including loss of use resulting there from, caused by negligent acts and errors, or willful omissions in the
performance of this Contract, but only to the extent caused by the negligent acts or omissions of the Contractor, a
subcontractor, any one directly or indirectly employed by them, or anyone for whose acts they may be liable,
regardless of whether or not such claim, damage, loss, or expense is caused in part by a party indemnified hereunder.
Notwithstanding anything to the contrary, no provision of this Agreement shall prohibit or affect Contractor’s right
to seek contribution from any party responsible for the underlying claim.
The amount and type of insurance coverage requirements set forth herein will in no way be construed as limiting the
scope of the indemnity in this paragraph.
The scope of this indemnification does not extend to the sole negligence of County.
NOTWITHSTANDING ANYTHING TO THE CONTRARY, DLT SOLUTIONS TOTAL LIABILITY UNDER
THIS AGREEMENT, FOR ANY CAUSE OF ACTION WHATSOEVER, SHALL BE LIMITED TO THE
AMOUNT OF FEES PAID BY COUNTY UNDER THE APPLICABLE STATEMENT OF WORK FROM
WHICH SUCH LIABILITY ARISES.
6.2
INFRINGEMENT DEFENSE INDEMNIFICATION:
ORACLE STANDARD TERMS AND CONDITIONS SHALL APPLY (SEE EXHIBIT C, D AND E)
Exhibit C - ORACLE SOFTWARE PROGRAMS AND/OR SERVICES US COMMUNITIES
SUPPLEMENTAL TERMS AND CONDITIONS v041818 v032819.
Exhibit D - ORACLE CLOUD SERVICES US COMMUNITIES SUPPLEMENTAL TERMS AND
CONDITIONS v041818.
Exhibit E - ORACLE HARDWARE US COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS
v041818 v032819.
Exhibit F - ORACLE LINUX AND ORACLE VM SERVICES SUPPLMENTAL PUBLIC SECTOR TERMS
AND CONDITIONS v190712
6.3
SOURCE CODE ESCROW REQUIREMENT (IF APPLICABLE):
Source Code Escrow. Oracle confirms that a copy of the source code necessary to support the Programs is
maintained or will be placed into escrow. The source code escrow agreement was entered into by Oracle America,
Inc. on behalf of all members of the Oracle group of companies (“Oracle Group”) and provides that only if the
Oracle Group ceases to be in the business of supporting the Programs, the escrow agent will furnish You with a copy
of the escrowed materials that have become unsupported. Any escrowed materials furnished under this provision
shall be considered licensed subject to the terms of this Contract and shall be used solely to maintain the Programs.
Oracle’s source code escrow agreement is private and confidential and is not available for release to You. Oracle
does not deposit source code for any third party programs. Upon request from You, Oracle will register You with
SERIAL 180233-RFP
Oracle’s escrow agent as a beneficiary under Oracle’s source code escrow agreement. To request registration, You
must email Oracle at source-code-escrow_ww@oracle.com. Thereafter, and provided that You are current on
technical support for the Programs for which technical support is offered, You will be contacted on an annual basis
to confirm whether You require Your registration to continue.
6.4
INSURANCE:
6.4.1
Contractor, at Contractor’s own expense, shall purchase and maintain the herein stipulated minimum
insurance from a company or companies duly licensed by the State of Arizona and possessing a current
A.M. Best, Inc. rating of B++. In lieu of State of Arizona licensing, the stipulated insurance may be
purchased from a company or companies, which are authorized to do business in the State of Arizona,
provided that said insurance companies meet the approval of County. The form of any insurance policies
and forms must be acceptable to County.
6.4.2
All insurance required herein shall be maintained in full force and effect until all work or service required
to be performed under the terms of the Contract is satisfactorily completed and formally accepted. Failure
to do so may, at the sole discretion of County, constitute a material breach of this Contract.
6.4.3
Contractor’s insurance shall be primary insurance as respects County, and any insurance or self-insurance
maintained by County shall not contribute to it.
6.4.4
Any failure to comply with the claim reporting provisions of the insurance policies or any breach of an
insurance policy warranty shall not affect the County’s right to coverage afforded under the insurance
policies.
6.4.5
The insurance policies may provide coverage that contains deductibles or self-insured retentions. Such
deductible and/or self-insured retentions shall not be applicable with respect to the coverage provided to
County under such policies. Contractor shall be solely responsible for the deductible and/or self-insured
retention and County, at its option, may require Contractor to secure payment of such deductibles or self-
insured retentions by a surety bond or an irrevocable and unconditional letter of credit.
6.4.6
The insurance policies required by this Contract, except Workers’ Compensation and Errors and
Omissions, shall name County, its agents, representatives, officers, directors, officials and employees as
Additional Insureds.
6.4.7
The policies required hereunder, except Workers’ Compensation and Errors and Omissions, shall contain a
waiver of transfer of rights of recovery (subrogation) against County, its agents, representatives, officers,
directors, officials and employees for any claims arising out of Contractor’s work or service.
6.4.8
Commercial General Liability:
Commercial General Liability insurance and, if necessary, Commercial Umbrella insurance with a limit of
not less than $2,000,000 for each occurrence, $4,000,000 Products/Completed Operations Aggregate, and
$4,000,000 General Aggregate Limit. The policy shall include coverage for premises liability, bodily
injury, broad form property damage, personal injury, products and completed operations and blanket
contractual coverage, and shall not contain any provisions which would serve to limit third party action
over claims. There shall be no endorsement or modifications of the CGL limiting the scope of coverage for
liability arising from explosion, collapse, or underground property damage.
6.4.9
Automobile Liability:
Commercial/Business Automobile Liability insurance and, if necessary, Commercial Umbrella insurance
with a combined single limit for bodily injury and property damage of not less than $2,000,000 each
occurrence with respect to any of the Contractor’s owned, hired, and non-owned vehicles assigned to or
used in performance of the Contractor’s work or services or use or maintenance of the premises under this
Contract.
SERIAL 180233-RFP
6.4.10
Workers’ Compensation:
Workers’ Compensation insurance to cover obligations imposed by Federal and State statutes having
jurisdiction of Contractor’s employees engaged in the performance of the work or services under this
Contract; and Employer’s Liability insurance of not less than $1,000,000 for each accident, $1,000,000
disease for each employee, and $1,000,000 disease policy limit.
Contractor, its contractors and its subcontractors waive all rights against Contract and its agents, officers,
directors and employees for recovery of damages to the extent these damages are covered by the Workers’
Compensation and Employer’s Liability or commercial umbrella liability insurance obtained by Contractor,
its contractors and its subcontractors pursuant to this Contract.
6.4.11
Errors and Omissions (Professional Liability) Insurance:
Errors and Omissions (Professional Liability) insurance and, if necessary, Commercial Umbrella insurance,
which will insure and provide coverage for errors or omissions or professional liability of the Contractor,
with limits of no less than $2,000,000 for each claim.
6.4.12
Crime:
Contractor shall maintain Commercial Crime Liability Insurance with a limit of not less than $500,000 for
each occurrence. The policy shall include, but not be limited to, coverage for employee dishonesty, fraud,
theft, or embezzlement.
6.4.13
Cyber:
Policy Limit:
6.4.13.1
The policy shall be issued with minimum limits of $100,000.
6.4.13.2
The policy shall include coverage for all directors, officers, agents and employees of the
Contractor.
6.4.13.3
The policy shall include coverage for third party fidelity.
6.4.13.4
The policy shall include coverage for theft.
6.4.13.5
The policy shall contain no requirement for arrest and conviction.
6.4.13.6
The policy shall cover loss outside the premises of the Named Insured.
6.4.13.7
The policy shall endorse (Blanket Endorsements are not acceptable) the Department as Loss
Payee as our interest may appear.
6.4.14
Technology Errors & Omission Insurance:
Each claim
$2,000,000
Annual Aggregate
$2,000,000
Such insurance shall cover any, and all errors, omissions, or negligent acts in the delivery of products,
services, and/or licensed programs under this Contract.
In the event that the Tech E&O insurance required by this Contract is written on a claims-made basis,
Contractor warrants that any retroactive date under the policy shall precede the effective date of this
Contract and, either continuous coverage will be maintained or an extended discovery period will be
exercised for a period of two (2) years, beginning at the time work under this Contract is completed.
6.4.15
Network Security (Cyber) and Privacy Liability (IF APPLICABLE TO PROJECT):
Each Claim
$2,000,000
Annual Aggregate
$2,000,000
Such insurance shall include, but not be limited to, coverage for third party claims and losses with respect
to network risks (such as data breaches, unauthorized access or use, ID theft of data) and invasion of
privacy regardless of the type of media involved in the loss of private information, crisis management and
identity theft response costs. This should also include breach notification costs, credit remediation, and
SERIAL 180233-RFP
credit monitoring, defense and claims expenses, regulatory defense costs plus fines and penalties, cyber
extortion, computer program and electronic data restoration expenses coverage (data asset protection),
network business interruption, computer fraud coverage, and funds transfer loss.
In the event that the Network Security and Privacy Liability insurance required by this Contract is written
on a claims-made basis, Contractor warrants that any retroactive date under the policy shall precede the
effective date of this Contract and, either continuous coverage will be maintained, or an extended discovery
period will be exercised for a period of two (2) years beginning at the time work under this Contract is
completed.
6.4.16
County shall be a Certificate Holder:
Before providing the services as defined above, Developer shall furnish County with Certificates of
Insurance evidencing coverage required by this Article. The certificates shall identify County as additional
insured and shall be signed by a person authorized by that insurer to bind coverage on its behalf.
All obligations for occurrence coverage shall survive termination of this Agreement. Other insurance
policies required hereby shall expressly provide that such policies shall not be canceled, terminated or
materially altered without thirty (30) days prior written notice to County.
All insurance obligations of this Article shall survive termination of this Agreement.
It is understood that the County is “Self-Insured” and a Certificate of Insurance shall be provided by
County upon approval of this Agreement by the Parties.
6.4.17
Certificates of Insurance:
6.4.17.1 Prior to Contract award, Contractor shall furnish the County with valid and complete certificates
of insurance, or formal endorsements as required by the Contract in the form provided by the
County, issued by Contractor’s insurer(s), as evidence that policies providing the required
coverage, conditions and limits required by this Contract are in full force and effect. Such
certificates shall identify this contract number and title.
6.4.17.2 In the event any insurance policy(ies) required by this Contract is(are) written on a claims made
basis, coverage shall extend for two years past completion and acceptance of Contractor’s work or
services and as evidenced by annual Certificates of Insurance.
6.4.17.3 If a policy does expire during the life of the Contract, a renewal certificate must be sent to County
fifteen (15) calendar days prior to the expiration date.
6.4.18
Cancellation and Expiration Notice:
Applicable to all insurance policies required within the Insurance Requirements of this Contract,
Contractor’s insurance shall not be permitted to expire, be suspended, be canceled, or be materially
changed for any reason without thirty (30) days prior written notice to Maricopa County. Contractor must
provide to Maricopa County, within two (2) business days of receipt, if they receive notice of a policy that
has been or will be suspended, canceled, materially changed for any reason, has expired, or will be
expiring. Such notice shall be sent directly to Maricopa County Office of Procurement Services and shall
be mailed or hand delivered to 320 West Lincoln Street, Phoenix, AZ 85003, or emailed to the Procurement
Officer noted in the solicitation.
6.5
BOND REQUIREMENT (IF REQUIRED FOR ANY PROJECT):
6.5.1
Concurrently with the submittal of the Contract, the Contractor shall furnish the Contracting Agency the
following bonds, which shall become binding upon the award of the contract to the Contractor.
6.5.1.1 Performance Bond equal to the full Contract amount ($________or as specified) conditioned upon
the faithful performance of the Contract in accordance with plans, specifications and conditions
thereof. Such bond shall be solely for the protection of the Contracting Agency awarding the
Contract.
SERIAL 180233-RFP
6.5.1.2 A Payment Bond equal to the full Contract amount ($________or as specified) solely for the
protection of claimants supplying labor and materials to the Contractor or his Subcontractors in
the prosecution of the work provided for in such Contract.
6.5.2
Each such bond shall include a provision allowing the prevailing party in a suit on such bond to recover as
a part of his judgment such reasonable attorney’s fees as may be fixed by a judge of the court.
6.5.3
Each bond shall be executed by a surety company or companies holding a certificate of authority to transact
surety business in the State of Arizona issued by the Director of the Department of Insurance. The bonds
shall not be executed by an individual surety or sureties. The bonds shall be made payable and acceptable
to the Contracting Agency. The bonds shall be written or countersigned by an authorized representative of
the surety who is either a resident of the State of Arizona or whose principal office is maintained in this
State, as by law required, and the bonds shall have attached thereto a certified copy of the Power of
Attorney of the signing official. In addition, said company or companies shall be rated “Best-A” or better
as required by the Contracting Agency, as currently listed in the most recent Best Key Rating Guide,
published by the A.M. Best Company.
6.6
FORCE MAJEURE:
APPLICABLE ORACLE STANDARD TERMS AND CONDITIONS SHALL CONTROL. (SEE EXHIBITS C, D
AND E AND F))
Exhibit C - ORACLE SOFTWARE PROGRAMS AND/OR SERVICES US COMMUNITIES
SUPPLEMENTAL TERMS AND CONDITIONS v041818 v032819.
Exhibit D - ORACLE CLOUD SERVICES US COMMUNITIES SUPPLEMENTAL TERMS AND
CONDITIONS v041818.
Exhibit E - ORACLE HARDWARE US COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS
v041818 v032819.
Exhibit F - ORACLE LINUX AND ORACLE VM SERVICES SUPPLMENTAL PUBLIC SECTOR TERMS
AND CONDITIONS v190712.
6.7
WARRANTY (IF APPLICABLE):
APPLICABLE ORACLE STANDARD TERMS AND CONDITIONS SHALL CONTROL. (SEE EXHIBITS C, D
AND E AND F)
Exhibit C - ORACLE SOFTWARE PROGRAMS AND/OR SERVICES US COMMUNITIES
SUPPLEMENTAL TERMS AND CONDITIONS v041818.
Exhibit D - ORACLE CLOUD SERVICES US COMMUNITIES SUPPLEMENTAL TERMS AND
CONDITIONS v041818.
Exhibit E - ORACLE HARDWARE US COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS
v041818 v032819.
Exhibit F - ORACLE LINUX AND ORACLE VM SERVICES SUPPLMENTAL PUBLIC SECTOR TERMS
AND CONDITIONS v190712.
6.8
DELIVERY:
6.8.1
Delivery shall specified on each order.
6.8.2
Exceptions to delivery schedule will be special order items that shall be identified.
6.8.3
Delivery shall be F.O.B. Destination, Freight Prepaid.
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6.9
EXPEDITED DELIVERY:
6.9.1
If the Using Agency determines that rush shipping or other alternate shipping is required, it shall notify the
Contractor. The Contractor shall determine any additional costs associated with such delivery terms and
communicate that cost to the County.
6.9.2
The County shall not advise the Contractor to proceed with an expedited shipment until acceptable terms
are agreed upon and a purchase order is issued. Upon agreeing to the additional costs, the Using Agency
shall advise the Contractor to proceed.
6.9.3
Upon receipt of material(s) and invoicing, the County shall ensure that any additional charges are in
compliance with and do not exceed agreed to costs. The County shall retain all documents related to these
costs within the agency purchase file.
6.10
SHIPPING DOCUMENTS:
A packing list or other suitable shipping document shall accompany each shipment and shall include the following:
6.10.1
Contract Serial number.
6.10.2
Contractor’s name and address.
6.10.3
Using Agency name and address.
6.10.4
Using Agency purchase order number.
6.10.5
A description of product(s) shipped, including item number(s), quantity (ies), number of containers and
package number(s), as applicable.
6.11
PERFORMANCE:
It shall be the Contractor’s responsibility to meet the proposed performance requirements. Maricopa County
reserves the right to obtain services on the open market in the event the Contractor fails to correct the deficient
service within 30 days after written notice.
6.12
SHIPPING CHARGES:
6.12.1
Unless expressly included in an Oracle product or service Stocking Keep Unit (SKU) all shipping charges are
separately orderable SKUs. FOB: Destination.
6.12.2
Exceptions to normal shipping charges:
Expedited freight will be pre-paid by the Contractor and added to invoice if the normal shipping schedule does
not meet County requirements. These requirements will be made in writing to the contractor.
6.13
PACKAGING/PACKING:
Unless otherwise stated, commercial packages and packing, suitable for the type, size, and kind of product,
commonly used in the industry for the purpose, so constructed as to ensure acceptance and safe delivery, at the
lowest rate, to the point of delivery specified in the bid document is acceptable.
6.14
OPERATING MANUALS:
Upon delivery, Contractor shall provide comprehensive operational manuals, service manuals and schematic
diagrams, if required by the Department. These may be provided in hard copy or electronically.
6.15
INSTALLATION:
The Contractor’s price shall include delivery and, if requested at the time of quote/bid, installation of all equipment
in a complete operating condition.
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6.16
ACCEPTANCE (IF APPLICABLE):
6.16.1
Perpetual Licenses – Software is made available via a web link provided by the Licensor; there is no
acceptance period for perpetual licenses.
6.16.2
Engineered Systems and Hardware – Acceptance is upon delivery.
6.16.3
Cloud Services – Cloud services are provisions via a web link provided by the cloud service provider;
there is no acceptance period for cloud services.
6.17
RETURN POLICY:
All orders are non-cancellable and non-refundable.
6.18
INSPECTION OF SERVICES (IF APPLICABLE):
6.18.1
The Contractor shall provide and maintain an inspection system acceptable to County covering the services
under this Contract. Complete records of all inspection work performed by the Contractor shall be
maintained and made available to County during Contract performance and for as long afterwards as the
Contract requires.
6.18.2
County has the right to inspect and test all services called for by the Contract, to the extent practicable at all
times and places during the term of the Contract. County shall perform inspections and tests in a manner
that will not unduly delay the work.
6.18.3
If any of the services do not conform to Contract requirements, County is entitled to the remedies provided
here under the Oracle Standard Terms and Conditions y:
6.18.3.1 With regard to services performed by Oracle:
If any of the Oracle Cloud Services do not conform to Contract requirements, County is
entitled to the remedies provided under Exhibit D ORACLE CLOUD SERVICES US
COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS v041818.
If any of the Oracle ACS Services do not conform to Contract requirements, County is
entitled to the remedies provided under Exhibit E ORACLE HARDWARE US
COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS v041818.
The parties agree that Oracle Technical Support Services and/or Maintenance Support
Services will be provided in accordance with Oracle’s Technical Support Policies in effect at
the time the services are provided. You may access the current version of the technical
support policies at http://www.oracle.com/us/support/policies/index.html
6.18.3.2 With regard to professional services performed by DLT Solutions:
DLT Solutions professional services will be performed in accordance with a quoted
Statement of Work that will be incorporated in the Contractor ordering documents. County
remedies shall be as stated within these Contractor ordering documents.
6.19
ORDERING AUTHORITY:
Any request for purchase shall be accompanied by a valid purchase order, issued by Office of Procurement Services,
a Purchase Order issued by the using Department or direction by a Certified Agency Procurement Aid (CAPA) with
a Purchase Card for payment.
6.20
NO MINIMUM OR MAXIMUM PURCHASE OBLIGATION:
This Contract does not guarantee any minimum or maximum purchases will be made. Orders will only be placed
under this Contract when the County identifies a need and proper authorization and documentation have been
approved.
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6.21
BACKGROUND CHECK (IF REQUIRED BY PROJECT):
Contractors need to be aware that there may be multiple background checks (Sheriff’s Office, County Attorney's
Office, Courts as well as Maricopa County general government) to determine if the respondent is acceptable to do
business with the County. This applies to (but is not limited to) the Contractor, subcontractors and employees.
6.22
SUSPENSION OF WORK: (THIS PROVISION SHALL NOT APPLY TO ORACLE CLOUD SERVICES)
The Procurement Officer may order the Contractor, in writing, to suspend, delay, or interrupt all or any part of the
work of this contract for the period of time that the Procurement Officer determines appropriate for the convenience
of the County. No adjustment shall be made under this clause for any suspension, delay, or interruption to the extent
that performance would have been so suspended, delayed, or interrupted by any other cause, including the fault or
negligence of the Contractor. No request for adjustment under this clause shall be granted unless the claim, in an
amount stated, is asserted in writing as soon as practicable after the termination of the suspension, delay, or
interruption, but not later than the date of final payment under the Contract.
6.23
STOP WORK ORDER:
The Procurement Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or
any part, of the work called for by this contract for a period of ninety (90) calendar days after the order is delivered
to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified
as a stop work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply
with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the
order during the period of work stoppage. Within a period of 90 calendar days after a stop-work is delivered to the
Contractor, or within any extension of that period to which the parties shall have agreed, the Procurement Officer
shall either:
6.23.1
Cancel the stop work order; or
6.23.2
Terminate the work covered by the order as provided in the Default, or the Termination for Convenience
clause of this Contract.
6.23.3
The Procurement Officer may make an equitable adjustment in the delivery schedule and/or Contract price,
or otherwise, and the Contract shall be modified, in writing, accordingly, if the Contractor demonstrates
that the stop work order resulted in an increase in costs to the Contractor.
6.24
TERMINATION FOR CONVENIENCE:
Maricopa County may terminate the Contract for convenience by providing sixty (60) calendar days advance notice
to the Contractor.
6.25
TERMINATION FOR DEFAULT:
The County may, by written notice of default to the Contractor, terminate this Contract in whole or in part if the
Contractor fails to:
6.25.1
Deliver the supplies or to perform the services within the time specified in this Contract or any extension;
6.25.2
Make progress, so as to endanger performance of this Contract; or
6.25.3
Perform any of the other provisions of this Contract.
The County’s right to terminate this contract under these subparagraphs may be exercised if the Contractor does not
cure such failure within ten (10) business days (or more if authorized in writing by the County) after receipt of the
notice from the Procurement Officer specifying the failure.
6.26
STATUTORY RIGHT OF CANCELLATION FOR CONFLICT OF INTEREST:
Notice is given that pursuant to A.R.S. § 38-511 the County may cancel any Contract without penalty or further
obligation within three years after execution of the Contract, if any person significantly involved in initiating,
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negotiating, securing, drafting or creating the Contract on behalf of the County is at any time while the Contract or
any extension of the Contract is in effect, an employee or agent of any other party to the Contract in any capacity or
consultant to any other party of the Contract with respect to the subject matter of the Contract. Additionally,
pursuant to A.R.S § 38-511 the County may recoup any fee or commission paid or due to any person significantly
involved in initiating, negotiating, securing, drafting or creating the Contract on behalf of the County from any other
party to the Contract arising as the result of the Contract.
6.27
CONTRACTOR LICENSE REQUIREMENT:
6.27.1
The Contractor shall procure all permits, insurance, licenses and pay the charges and fees necessary and
incidental to the lawful conduct of his/her business, and as necessary complete any required certification
requirements, required by any and all governmental or non-governmental entities as mandated to maintain
compliance with and in good standing for all permits and/or licenses. The Contractor shall keep fully
informed of existing and future trade or industry requirements, Federal, State and Local laws, ordinances,
and regulations which in any manner affect the fulfillment of a Contract and shall comply with the same.
Contractor shall immediately notify both Office of Procurement Services and the Department of any and all
changes concerning permits, insurance or licenses.
6.27.2
Contractor furnishing finished products, materials or articles of merchandise that will require installation or
attachment as part of the Contract, shall possess any licenses required. Contractor is not relieved of its
obligation to obtain and possess the required licenses by subcontracting of the labor portion of the Contract.
Contractors are advised to contact the Arizona Registrar of Contractors, Chief of Licensing, to ascertain
licensing requirements for a particular contract. Contractor shall identify which license(s), if any, the
Registrar of Contractors requires for performance of the Contract.
6.28
SUBCONTRACTING:
6.28.1
The Contractor may not assign to another contractor or subcontract to another party for performance of the
terms and conditions hereof without the written consent of the County. All correspondence authorizing
subcontracting must reference the Contract Number and identify the job project.
6.28.2
The subcontractor’s rate for the job shall not exceed that of the Prime Contractor’s rate, as bid in the
pricing section, unless the Prime Contractor is willing to absorb any higher rates or the County has
approved the increase. The subcontractor’s invoice shall be invoiced directly to the Prime Contractor, who
in turn shall pass-through the costs to the County, without mark-up. A copy of the subcontractor’s invoice
must accompany the Prime Contractor’s invoice.
6.29
AMENDMENTS:
All amendments to this Contract shall be in writing and approved/signed by both parties. Maricopa County Office of
Procurement Services shall be responsible for approving all amendments for Maricopa County.
6.30
ADDITIONS/DELETIONS OF REQUIREMENTS:
The County reserves the right to add and/or delete materials and services to a Contract. If a service requirement is
deleted, payment to the Contractor will be reduced proportionately, to the amount of service reduced in accordance
with the bid price. If additional materials or services are required from a Contract, prices for such additions will be
negotiated between the Contractor and the County.
6.31
STRICT COMPLIANCE:
Acceptance by County of a performance that is not in strict compliance with the terms of the Contract shall not be
deemed to be a waiver of strict compliance with respect to all other terms of the Contract.
6.32
VALIDITY:
The invalidity, in whole or in part, of any provision of this Contract shall not void or affect the validity of any other
provision of the Contract.
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6.33
SEVERABILITY:
The removal, in whole or in part, of any provision of this Contract shall not void or affect the validity of any other
provision of this Contract.
6.34
RIGHTS IN DATA:
The County shall have the use of data and reports resulting from a Contract without additional cost or other
restriction except as may be established by law or applicable regulation. Each Party shall supply to the other Party,
upon request, any available information that is relevant to a Contract and to the performance thereunder.
6.35
NON-DISCRIMINATION:
Contractor agrees to comply with all provisions and requirements of Arizona Executive Order 2009-09 including
flow down of all provisions and requirements to any subcontractors. Executive Order 2009-09 supersedes Executive
order 99-4 and amends Executive order 75-5 and may be viewed and downloaded at the Governor of the State of
Arizona website (http://azmemory.azlibrary.gov/cdm/singleitem/collection/execorders/id/680/rec/1) which is hereby
incorporated into this contract as if set forth in full herein. During the performance of this Contract, Contractor shall
not discriminate against any employee, client or any other individual in any way because of that person’s age, race,
creed, color, religion, sex, disability or national origin.
6.36
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION:
6.36.1
The undersigned (authorized official signing on behalf of the Contractor) certifies to the best of his or her
knowledge and belief that the Contractor, it’s current officers and directors;
6.36.1.1 are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from being awarded any contract or grant by any United States Department or Agency
or any state, or local jurisdiction;
6.36.1.2 have not within three (3) year period preceding this Contract;
6.36.1.2.1 been convicted of fraud or any criminal offense in connection with obtaining,
attempting to obtain, or as the result of performing a government entity (Federal, State
or local) transaction or contract; and
6.36.1.2.2 been convicted of violation of any Federal or State antitrust statues or conviction for
embezzlement, theft, forgery, bribery, falsification or destruction of records, making
false statements, or receiving stolen property regarding a government entity transaction
or contract;
6.36.1.2.3 are not presently indicted or criminally charged by a government entity (Federal, State
or local) with commission of any criminal offenses in connection with obtaining,
attempting to obtain, or as the result of performing a government entity public (Federal,
State or local) transaction or contract; and are not presently facing any civil charges
from any governmental entity regarding obtaining, attempting to obtain, or from
performing any governmental entity contract or other transaction; and have not within a
three (3) year period preceding this Contract had any public transaction (Federal, State
or local) terminated for cause or default.
6.36.1.3 If any of the above circumstances described in the paragraph are applicable to the entity
submitting a bid for this requirement, include with your bid an explanation of the matter
including any final resolution.
6.36.2
The Contractor shall include, without modification, this clause in all lower tier covered transactions (i.e.
transactions with subcontractors) and in all solicitations for lower tier covered transactions related to this
Contract.
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6.37
VERIFICATION REGARDING COMPLIANCE WITH A.R.S. §41-4401 AND FEDERAL IMMIGRATION
LAWS AND REGULATIONS:
6.37.1
By entering into the Contract, the Contractor warrants compliance with the Immigration and Nationality Act
(INA using e-verify) and all other Federal immigration laws and regulations related to the immigration status
of its employees and A.R.S. §23-214(A). The Contractor shall obtain statements from its subcontractors
certifying compliance and shall furnish the statements to the Procurement Officer upon request. These
warranties shall remain in effect through the term of the Contract. The Contractor and its subcontractors shall
also maintain Employment Eligibility Verification forms (I-9) as required by the Immigration Reform and
Control Act of 1986, as amended from time to time, for all employees performing work under the Contract
and verify employee compliance using the E-verify system and shall keep a record of the verification for the
duration of the employee’s employment or at least three (3) years, whichever is longer. I-9 forms are
available for download at USCIS.GOV.
6.37.2
The County retains the legal right to inspect Contractor and subcontractor employee documents performing
work under this Contract to verify compliance with paragraph 6.38.1 of this Section. Contractor and
subcontractor shall be given reasonable notice of the County’s intent to inspect and shall make the documents
available at the time and date specified. Should the County suspect or find that the Contractor or any of its
subcontractors are not in compliance, the County will consider this a material breach of the Contract and may
pursue any and all remedies allowed by law, including, but not limited to; suspension of work, termination of
the Contract for default, and suspension and/or debarment of the Contractor. All costs necessary to verify
compliance are the responsibility of the Contractor.
6.38
INFLUENCE:
As prescribed in MC1-1203 of the Maricopa County Procurement Code, any effort to influence an employee or
agent to breach the Maricopa County Ethical Code of Conduct or any ethical conduct may be grounds for
Disbarment or Suspension under MC1-902.
An attempt to influence includes, but is not limited to:
6.38.1
A Person offering or providing a gratuity, gift, tip, present, donation, money, entertainment or educational
passes or tickets, or any type of valuable contribution or subsidy,
6.38.2
That is offered or given with the intent to influence a decision, obtain a contract, garner favorable
treatment, or gain favorable consideration of any kind.
If a Person attempts to influence any employee or agent of Maricopa County, the Chief Procurement Officer, or his
designee, reserves the right to seek any remedy provided by the Maricopa County Procurement Code, any remedy in
equity or in the law, or any remedy provided by this contract.
ABSOLUTELY NO CONTACT BETWEEN THE RESPONDENT AND ANY COUNTY PERSONNEL, OTHER
THAN THE OFFICE OF PROCUREMENT SERVICES, IS ALLOWED DURING THE SOLICITATION
PROCESS UNLESS THE COMMUNICATION IS IN REGARDS TO PRE-EXISTING BUSINESS WITH THE
COUNTY. ANY COMMUNICATIONS REGARDING THE SOLICITATION, ITS PARTICIPANTS OR ANY
DOCUMENTATION PRIOR TO THE CONTRACT AWARD MAY BE GROUNDS FOR DISMISSAL OF THE
RESPONDENT FROM THE EVALUATION PROCESS.
6.39
Contractor EMPLOYEE WHISTLEBLOWER RIGHTS AND REQUIREMENT TO INFORM EMPLOYEES OF
WHISTLERBLOWER RIGHTS:
6.39.1
The Parties agree that this Contract and employees working on this Contract will be subject to the
whistleblower rights and remedies in the pilot program on Contractor employee whistleblower protections
established at 41 U.S.C. § 4712 by section 828 of the National Defense Authorization Act for Fiscal Year
2013 (Pub. L. 112–239) and section 3.908 of the Federal Acquisition Regulation;
6.39.2
Contractor shall inform its employees in writing, in the predominant language of the workforce, of
employee whistleblower rights and protections under 41 U.S.C. § 4712, as described in section 3.908 of the
Federal Acquisition Regulation. Documentation of such employee notification must be kept on file by
Contractor and copies provided to County upon request.
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6.39.3
Contractor shall insert the substance of this clause, including this paragraph, in all subcontracts over the
simplified acquisition threshold ($150,000 as of September 2013).
6.40
UNIFORM ADMINISTRATIVE REQUIREMENTS:
By entering into this Contract the Contractor agrees to comply with all applicable provisions of Title 2, Subtitle A,
Chapter II, PART 200—UNIFORM ADMINISTRATIVE REQUIREMENTS, COST PRINCIPLES, AND AUDIT
REQUIREMENTS FOR FEDERAL AWARDS contained in Title 2 C.F.R. § 200 et seq.
6.41
ACCESS TO AND RETENTION OF RECORDS FOR THE PURPOSE OF AUDIT AND/OR OTHER REVIEW:
6.41.1
In accordance with section MCI 371 of the Maricopa County Procurement Code the Contractor agrees to
retain (physical or digital copies of) all books, records, accounts, statements, reports, files, and other
records and back-up documentation relevant to this Contract for six (6) years after final payment or until
after the resolution of any audit questions which could be more than six (6) years, whichever is latest. The
County, Federal or State auditors and any other persons duly authorized by the Department shall have full
access to, and the right to examine, copy and make use of, any and all said materials.
6.41.2
If the Contractor’s books, records , accounts, statements, reports, files, and other records and back-up
documentation relevant to this Contract are not sufficient to support and document that requested services
were provided, the Contractor shall reimburse Maricopa County for the services not so adequately
supported and documented.
6.42
AUDIT DISALLOWANCES:
If at any time it is determined by the County that a cost for which payment has been made is a disallowed cost, the
County shall notify the Contractor in writing of the disallowance. The course of action to address the disallowance
shall be at sole discretion of the County, and may include either an adjustment to future invoices, request for credit,
request for a check or a deduction from current invoices submitted by the Contractor equal to the amount of the
disallowance, or to require reimbursement forthwith of the disallowed amount by the Contractor by issuing a check
payable to Maricopa County.
6.43
OFFSET FOR DAMAGES:
In addition to all other remedies at Law or Equity, the County may offset from any money due to the Contractor any
amounts Contractor owes to the County for damages resulting from breach or deficiencies in performance of the
Contract.
6.44
CONFIDENTIAL INFORMATION:
Any information obtained in the course of performing this contract may include information that is proprietary or
confidential to the County. This provision establishes the Contractor’s obligation regarding such information.
The Contractor shall establish and maintain procedures and controls that are adequate to assure that no information
contained in its records and/or obtained from the County or from others in carrying out its functions (services) under
the Contract shall be used by or disclosed by it, its agents, officers, or employees, except as required to efficiently
perform duties under the Contract. The Contractor’s procedures and controls at a minimum must be the same
procedures and controls it uses to protect its own proprietary or confidential information. If, at any time during the
duration of the Contract, the County determines that the procedures and controls in place are not adequate, the
Contractor shall institute any new and/or additional measures requested by the County within fifteen (15) business
days of the written request to do so.
Any requests to the Contractor for County proprietary or confidential information shall be referred to the County for
review and approval, prior to any dissemination.
6.45
PUBLIC RECORDS:
Under Arizona law, all Contracts are public records and must be retained by the Records Manager at the Office of
Procurement Services. Contracts shall be open to public inspection and copying after Contract award and execution,
except for such Contracts or sections thereof determined to contain proprietary or confidential information by the
Office of Procurement Services.
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6.46
PRICES:
Contractor will make reasonable efforts to seek approval from Oracle to extend to County under this Contract prices
that are no higher than those paid by any other customer for these or similar services.
6.47
INTEGRATION:
This Contract represents the entire and integrated agreement between the parties and supersedes all prior
negotiations, proposals, communications, understandings, representations, or agreements, whether oral or written,
express or implied.
6.48
RELATIONSHIPS:
6.48.1
In the performance of the services described herein, the Contractor shall act solely as an independent
contractor, and nothing herein or implied herein shall at any time be construed as to create the relationship
of employer and employee, co-employee, partnership, principal and agent, or joint venture between the
County and the Contractor.
6.48.2
The County reserves the right of final approval on proposed staff for all Task Orders. Also, upon request
by the County, the Contractor will be required to remove any employees working on County projects and
substitute personnel based on the discretion of the County within two business days, unless previously
approved by the County.
6.49
CHANGES:
In the event of a change to the distribution or reseller agreement between Contractor and Oracle, changes to the
license definitions and rules and/or changes to Global Price Lists, Contractor may submit such changes as Oracle
requires under Contractor’ distribution in writing to the County for review. The County shall have thirty (30) days
to accept or reject those changes. In the event the County accepts the new terms and conditions, the County shall
notify Contractor in writing of such acceptance and the parties will negotiate and execute an Amendment to this
Contract to incorporate such changes. If Contractor and the County cannot reach agreement to the proposed changes
or the County fails to respond to Contractor request within thirty (30) days of receiving notice from Contractor,
Contractor may terminate this Contract.
6.50
GOVERNING LAW:
This Contract shall be governed by the laws of the State of Arizona. Venue for any actions or lawsuits involving
this Contract will be in Maricopa County Superior Court, Phoenix, Arizona.
6.51
ORDER OF PRECEDENCE:
In the event of a conflict in the provisions of this Contract and the Oracle Standard Terms (See Exhibits C, D, and E
and F) and Conditions the terms of this Contract shall prevail, except the Oracle Standard Terms and Conditions
shall prevail where it pertains to the use of the Oracle products and services.
6.52
INCORPORATION OF DOCUMENTS:
The following are to be attached to and made part of this Contract:
6.52.1
Exhibit A, Pricing;
6.52.2
Exhibit B, Scope of Work;
6.52.3
Exhibit C, Oracle Software Standard Terms and Conditions for Products and Services ORACLE
SOFTWARE PROGRAMS AND/OR SERVICES US COMMUNITIES SUPPLEMENTAL TERMS
AND CONDITIONS v041818 v032819;
6.52.4
Exhibit D, Oracle Cloud Services Terms and Conditions ORACLE CLOUD SERVICES US
COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS v041818;
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6.52.5
Exhibit E, Oracle Hardware Terms and Conditions ORACLE HARDWARE US COMMUNITIES
SUPPLEMENTAL TERMS AND CONDITIONS v041818 v032819;
6.52.6
Exhibit F - ORACLE LINUX AND ORACLE VM SERVICES SUPPLMENTAL PUBLIC SECTOR
TERMS AND CONDITIONS v190712.
6.52.7
Exhibit FG, Office of Procurement Services Contractor Travel and Per Diem Policy
NOTICES:
All notices given pursuant to the terms of this Contract shall be addressed to:
For County:
Maricopa County
Office of Procurement Services
ATTN: Contract Administration
160 S. 4th Avenue
Phoenix, Arizona 85003
For Contractor:
DLT Solutions LLC.
2411 Dulles Corner Park
Suite 800
Herndon VA. 20174
ATTN: Contract Management
Kevin.Ford@dlt.com
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EXHIBIT A
PRICING
SERIAL 180233-RFP
NIGP CODE: 20655
RESPONDENT'S NAME:
DLT Solutions, LLC
COUNTY VENDOR NUMBER:
VS0000003170
ADDRESS:
2411 Dulles Corner Park Suite 800
P.O. ADDRESS:
TELEPHONE NUMBER:
(703) 709-7172
FACSIMILE NUMBER:
(866) 419-7926
WEB SITE:
www.dlt.com
CONTACT (REPRESENTATIVE):
Kevin Ford
REPRESENTATIVE'S E-MAIL ADDRESS:
kevin.ford@dlt.com
YES
NO
WILL ALLOW OTHER GOVERNMENTAL ENTITIES TO PURCHASE FROM THIS
CONTRACT
[ X ]
[ ]
PAYMENT TERMS. [X] NET 30 DAYS
Product
Discount
Support
Discount
1.3.1 Perpetual License Recap
MINIMUM DISCOUNTS
27%
22%
1.3.2 Engineered Systems Recap
MINIMUM DISCOUNTS
SEE TAB FOR DETAILED PRICING
5%
22%
1.3.3 Hardware Recap
AVERAGE DISCOUNTS
SEE TAB FOR DETAILED PRICING
15%
22%
1.3.4 Cloud Services Recap
MINIMUM DISCOUNTS
SEE TAB FOR DETAILED PRICING
32%
NA
1.3.5 Professional Services Recap
SEE TAB FOR PROFESSIONAL SERVICES
BY TASK ORDER ONLY
1.3.6 Support Services Recap
SEE TAB FOR SUPPORT SERVICES
BY TASK ORDER ONLY
1.3.7 Training Recap
AVERAGE DICOUNTS
SEE TAB FOR DETAILED PRICING
22%
NA
1.3.8 Financing Recap
BY TASK ORDER ONLY
1.3.9 Full Pro Services
SEE TAB FOR FULL PRO SERVICES
BY TASK ORDER ONLY
SERIAL 180233-RFP
1.3.1 Perpetual Licenses Catalog Products
Insert Percentage Below
Insert Percentage Below
Global Price List - shown in dark grey
Min. Discount for Licenses XX%
First Year Maintenance Percentage
based on discounted license Cost
Technology Global Price List Products
27%
22%
Oracle Fusion Applications Component Global Price List
27%
22%
Oracle E-Business Suite Applications Global Price List Component Pricing
27%
22%
Oracle Business Intelligence Applications Global Price List Component Pricing
27%
22%
Peoplesoft Component Global Price List
27%
22%
JD Edwards Component Global Price List
27%
22%
Oracle Construction & Engineering Global Price List
27%
22%
Siebel CRM Component Global Price List
27%
22%
Oracle Application Integration Architecture Global Price List
27%
22%
Oracle MySQL Subscriptions Global Price List-*Eff. 5-1-20
23%
n/a
Oracle Linux and VM Services Global Price List-*Eff. 5-1-20
23%
n/a
Java SE Subscription Global Price List-*Eff. 5-1-20
2%
n/a
SERIAL 180233-RFP
ORACLE PRODUCTS TRANSACTION BANDS FOR
PRODUCT
DISCOUNT END
USER WITH
BUDGET LESS
THAN $100
MILLION
DISCOUNT END USER WITH BUDGET MORE THAN
$100 MILLION
0-$25000
47%
27%
$25000-$100,000
47%
27%
$100,000-$250,000
48%
27%
$250,000-$1,000,000
50%
35%
$1,000,000- PLUS
50%
45%
1.3.2 Engineered Systems Catalog Products
Insert
Percentage
Below
Insert
Percentage
Below
Insert
Percentage
Below
Insert
Percentage
Below
Insert
Percentage
Below
Insert Percentage Below
Oracle
Engineered
Systems
Global Price
List
Min.
Discount
Eng Systems
Hardware%
First Year
Oracle Premier
Support for
Systems
Percentage based
on discounted
Hardware Cost
First Year
Oracle Premier
Support for
Operating
Systems
Percentage based
on discounted
Hardware Cost
First Year
Oracle Customer
Data and Device
Retention
Percentage based
on discounted
Hardware Cost
Min.
Discount
for
Licenses
XX%
First Year SULS Percentage based on discounted
license Cost
Hardware
5%
12%
12%
3%
Engineered
Systems
Software
27%
22%
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1.3.3
Hardware, Servers, Storage and Networking Catalog Products
Insert
Percentage
Below
Insert Percentage
Below
Insert
Percentage
Below
Insert
Percentage
Below
Insert
Percentage
Below
Insert Percentage Below
Global Price
List - shown
in dark grey
Min.
Discount
Hardware%
First Year Oracle
Premier Support
for Systems
Percentage based
on discounted
Hardware Cost
First Year
Oracle Premier
Support for
Operating
Systems
Percentage
based on
discounted
Hardware Cost
First Year
Oracle
Customer Data
and Device
Retention
Percentage
based on
discounted
Hardware Cost
Min.
Discount
for Licenses
XX%
First Year SULS Percentage based on discounted
license Cost
Systems
Hardware
and
Software
Global Price
List
Oracle
Hardware
Category L
20%
12%
12%
3%
27%
22%
Oracle
Hardware
Category U
13%
12%
12%
3%
27%
22%
Oracle
Hardware
Category V
20%
12%
12%
3%
27%
22%
Oracle
Hardware
Category X
30%
12%
12%
3%
27%
22%
Oracle
Hardware
Category Z
5%
12%
12%
3%
27%
22%
Oracle
Hardware
Category Y
2%
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1.3.4
Cloud Services Catalog Products
Insert Percentage Below
Global Price List - shown in dark grey
Min. Discount for Service XX%
Oracle Cloud Software as a Service (SaaS)
Oracle RightNow Global Price List
32%
Oracle Taleo Cloud Service Global Price List
32%
Oracle Fusion Cloud Service Global Price List
32%
Oracle Cloud Platform as a Service and Infrastructure as a Service
(PaaS and IaaS)
Oracle Cloud Platform as a Service and Infrastructure as a Service -
Public Cloud Global Price List
2%
Oracle Construction and Engineering Global Price List (CEGBU)
(cloud eligible offerings)
2%
1.3.5
Consulting/Professional Services
Labor Rate(s)
Labor Category
Year 1
Year 2
Year 3
Year 4
Year 5
Application Developer
$ 198.83
$ 198.83
$ 202.89
$ 202.89
$ 202.89
Associate Consultant
$ 131.27
$ 131.27
$ 133.89
$ 133.89
$ 136.57
Consulting/Engineer
$ 190.61
$ 193.51
$ 193.51
$ 196.46
$ 196.46
Director/Engineer
$ 212.18
$ 212.18
$ 216.51
$ 216.51
$ 222.07
Installation Engineer
$ 190.61
$ 190.61
$ 195.50
$ 195.50
$ 200.51
Managing Principal
Consultant
$ 264.96
$ 264.96
$ 271.75
$ 271.75
$ 278.72
Practice Director
$ 330.81
$ 330.81
$ 337.43
$ 337.43
$ 344.18
Practice Manager
$ 285.48
$ 285.48
$ 291.41
$ 291.41
$ 297.24
Principal Consultant
$ 231.84
$ 231.84
$ 237.78
$ 237.78
$ 243.88
Project Manager/Engineer
$ 242.89
$ 242.89
$ 244.11
$ 244.11
$ 245.34
Senior Consultant/Engineer
$ 215.86
$ 215.86
$ 219.15
$ 219.15
$ 222.48
Senior Project Manager
$ 248.86
$ 250.11
$ 250.11
$ 251.37
$ 251.37
Sr. Application Developer
$ 207.94
$ 207.94
$ 212.18
$ 213.27
$ 213.27
Sr. Practice Director
$ 364.32
$ 364.32
$ 373.66
$ 373.66
$ 383.24
Sr. Principal Consultant
$ 264.96
$ 264.96
$ 271.75
$ 271.75
$ 278.72
Sr. Systems Engineer
$ 217.52
$ 217.52
$ 217.52
$ 223.10
$ 223.10
Staff Consultant
$ 165.60
$ 165.60
$ 169.85
$ 169.85
$ 174.20
Systems Engineer
$ 201.86
$ 201.86
$ 201.86
$ 207.04
$ 207.04
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1.3.6
Technical Support Services and/or Maintenance Support Services
Technical Support Services and/or Maintenance Support Services fees are calculated as a factor of fees paid on net new licenses and/or hardware, renewal of services
thereafter are priced based on a percentage increase over prior years fees and provided in accordance with then current Technical Support Policies.
1.3.7
Oracle Training and University Products
Oracle University Training
Services
Customer Transaction Band
E-Business License and Technical Support Discounts (Enter Discount off of list price. List price detailed at www.oracle.com/education
$0 - $10,000
10.0%
$10,001 - $25,000
15.0%
$25,001 - $50,000
20.0%
$50,001 - $100,000
27.0%
$100,001 - $250,000
30.0%
$250,001 +
32.0%
Note: Oracle University offerings are governed by the Oracle University terms and conditions available at education.oracle.com and
incorporated by reference.
1.3.8
Financing Services
Financing to be considered on a deal by deal basis.
1.3.9
Full Pro Services
Labor Category
CLIN
Number
Commercial
LIST PRICE
USC Labor
NTE Year 1
Year 2
Year 3
Year 4
Year 5
Year
6
DLT Labor Rates for US Communities Contract
Installation Engineer
DLT001
$ 239.97
$ 190.61
$ 190.61
$ 195.50
$ 195.50
$ 200.51
$
200.51
Systems Engineer
DLT002
$ 208.72
$ 201.86
$ 201.86
$ 201.86
$ 207.04
$ 207.04
$
207.04
Sr. Systems Engineer
DLT003
$ 223.63
$ 217.52
$ 217.52
$ 217.52
$ 223.10
$ 223.10
$
223.10
Application Developer
DLT004
$ 202.89
$ 198.83
$ 198.83
$ 202.89
$ 202.89
$ 202.89
$
202.89
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Sr. Application Developer
DLT005
$ 223.62
$ 207.94
$ 207.94
$ 212.18
$ 213.27
$ 213.27
$
215.43
Director/Engineer
DLT0027
$ 395.96
$ 212.18
$ 212.18
$ 216.51
$ 216.51
$ 222.07
$
222.07
Senior Project Manager
DLT0028
$ 329.96
$ 248.86
$ 250.11
$ 250.11
$ 251.37
$ 251.37
$
255.20
Project Manager/Engineer
DLT0029
$ 269.97
$ 242.89
$ 242.89
$ 244.11
$ 244.11
$ 245.34
$
245.34
Senior Consultant/Engineer
DLT0030
$ 244.18
$ 215.86
$ 215.86
$ 219.15
$ 219.15
$ 222.48
$
225.87
Consulting/Engineer
DLT0031
$ 212.89
$ 190.61
$ 193.51
$ 193.51
$ 196.46
$ 196.46
$
199.45
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EXHIBIT B
SCOPE OF WORK
ORACLE PRODUCTS AND SERVICES
1.0
INTRODUCTION AND BACKGROUND
1.1
MASTER AGREEMENT
Maricopa County (herein “Lead Public Agency”) on behalf of itself and all states, local
governments, school districts, public higher education institutions, and other government
agencies in the United States of America (herein “Participating Public Agencies”) is awarding
this contract to one or more qualified suppliers to enter into a Master Agreement for a complete
line of Oracle Products, Services and Solutions (herein “Products and Services”).
ALL PRODUCTS OFFERED MUST BE NEW OR LIKE NEW, UNUSED, LATEST DESIGN
AND TECHNOLOGY.
1.2
OBJECTIVES
1.2.1
Provide a comprehensive competitively solicited Master Agreement offering Products
and Services to Participating Public Agencies;
1.2.2
Establish the Master Agreement as a Supplier’s primary offering to Participating Public
Agencies;
1.2.3
Achieve cost savings for Suppliers and Participating Public Agencies through a single
competitive solicitation process that eliminates the need for multiple bids or proposals;
1.2.4
Combine the volumes of Participating Public Agencies to achieve cost effective pricing;
1.2.5
Reduce the administrative and overhead costs of Suppliers and Participating Public
Agencies through state of the art ordering and delivery systems;
1.2.6
Provide Participating Public Agencies with environmentally responsible products and
services.
1.3
GENERAL DEFINITION OF PRODUCTS AND/OR SERVICES
Oracle Products, Services and Solutions: Contractors are to provide the broadest possible
selection of Oracle Products, Services and Solutions they offer. The intent of this contract is to
provide Participating Public Agencies with products, services and solutions to meet their various
needs. Therefore, the contractors should have demonstrated experience in providing the Products,
Services and Solutions as defined in this Exhibit including but not limited to:
1.3.1
Perpetual Licenses – applications, database and options, business intelligent,
middleware and any other perpetual license offered by Oracle.
1.3.2
Engineered Systems – integrated software and hardware systems offered by Oracle.
1.3.3
Hardware, Servers, Storage and Networking - any servers, storage and networking
products offered by Oracle.
1.3.4
Cloud Services – Software as a Service (SaaS), Platform as a Service (PaaS), and
Infrastructure as a Service (IaaS) offered by Oracle.
1.3.5
Consulting/Professional Services – Consulting and integration services relating to
Oracle products and services.
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1.3.6
Technical Support Services and/or Maintenance Support Services – telephone
technical support, premier support for systems and any other support services available
from Oracle for license and hardware.
1.3.7
Oracle Training and University Products - Any related Oracle training including
instructor lead classes and self-guided learning paths.
1.3.8
Financing Services– Financing services for orders and solutions.
1.4
INTENT:
The intent of this contract is to establish a nationwide purchasing agreement for the acquisition of
Oracle products, services and solutions. The categories of descriptive examples in Section 2.12
are to provide a general, non-inclusive, description of the categories.
Other governmental entities under agreement with the County may have access to products or
services provided hereunder (see Sections 3.15, 3.16 and Exhibit 6, MICPA.)
The County reserves the right to add additional contractors, at the County’s sole discretion, in
cases where the currently listed contractors are of an insufficient number or skill-set to satisfy the
County’s needs or to ensure adequate competition on any project or task order work
It is expected that contractors will provide binding written Task Orders to be approved by the
using agency for all products or services to be purchased under this contract. If more than one
contractor is awarded a contract the members at their discretion may request Task Orders from one
or more contractors and select the Task Order that’s best meets their internal interests. .
2.0
SCOPE OF WORK:
2.1
Represent, sell, and service all the Oracle Products listed below (Section 2.12);
2.2
Be able to service local governments, states, school districts, and public higher education
institutions in the United States of America, and other governmental agencies and nonprofit
organizations;
2.3
Have the resources to work with multiple entities at the same time;
2.4
Throughout the life of this contract, the successful Contractor shall maintain expertise, resources
and capabilities to maintain an Oracle Platinum Partnership level.
2.5
Provide commercial hardware, software, services and solutions as ordered under the task order as
a member of the Oracle Platinum Partner Network in good standing with all required distribution
agreements;
2.6
Perform or have service delivery partners that can provide consulting, assessment, design,
integration, installation and management of Services/Solutions at the task order level;
2.7
Perform a wide range of professional, technical support and engineering Services/Solutions to
support the mission and objectives of Maricopa County and Participating Public Agencies as
authorized buyers off this contract;
2.8
Provide maintenance support Services/Solutions
2.9
Provide project management support for each deliverable under the contract;
2.10
Provide project specific and overall contract performance reporting, as required.
2.11
Provide on-going marketing of the contract by aligning and traveling with the U.S Communities
Program Managers, administrative and marketing personnel engaged in directly promoting the
contract to Participating Public Agencies through agency meetings, direct mail, national
publications, annual meetings and other such activities.
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2.12
PRODUCTS AND SERVICES REQUIRED:
2.12.1
Perpetual Licenses – applications, database and options, business intelligent,
middleware and any other perpetual license offered by Oracle.
2.12.2
Engineered Systems – integrated software and hardware systems offered by Oracle.
2.12.3
Hardware, Servers, Storage, and Networking - any servers, storage, and networking
products offered by Oracle.
2.12.4
Cloud Services – Software as a Service (SaaS), Platform as a Service (PaaS), and
Infrastructure as a Service (IaaS) offered by Oracle.
2.12.5
Consulting/Professional Services – Consulting and integration services relating to
Oracle products and services.
2.12.6
Technical Support Services and/or Maintenance Support Services – telephone
technical support, premier support for systems and any other support services available
from Oracle for license and hardware.
2.12.7
Oracle Training and University Products - Any related Oracle training including
instructor lead classes and self-guided learning paths.
2.12.8
Financing Services– Financing services for orders and solutions.
2.13
STAFF EXPERIENCE:
2.13.1
For Maricopa County, full-time and part-time staff, proposed consultants and
subcontractors who may be assigned direct work for this contract should be identified in
any project Task Orders.
2.14
FACILITIES:
During the course of this Contract, the County may provide the Contractor’s personnel with
adequate workspace for consultants and such other related facilities as may be required by
Contractor to carry out its obligation enumerated herein.
2.15
TRAINING:
The Contractor shall provide a minimum of (To be determined for each Task Order) to completely
train County personnel in the use and care of the equipment.
2.16
WARRANTY:
APPLICABLE ORACLE STANDARD TERMS AND CONDITIONS SHALL CONTROL.
Exhibit
C
-
ORACLE
SOFTWARE
PROGRAMS
AND/OR
SERVICES
US
COMMUNITIES SUPPLEMENTAL TERMS AND CONDITIONS v041818 v032819.
Exhibit D - ORACLE CLOUD SERVICES US COMMUNITIES SUPPLEMENTAL
TERMS AND CONDITIONS v041818.
Exhibit E - ORACLE HARDWARE US COMMUNITIES SUPPLEMENTAL TERMS AND
CONDITIONS v041818 v032819.
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2.17
ACCEPTANCE:
2.17.1
Perpetual Licenses – Software is made available via a web link provided by the
Licensor; there is no acceptance period for perpetual licenses.
2.17.2
Engineered Systems and Hardware – Acceptance is upon delivery.
2.17.3
Cloud Services – Cloud services are provisions via a web link provided by the cloud
service provider; there is no acceptance period for cloud services.
3.0
PROCUREMENT REQUIREMENTS:
3.1
DELIVERY:
3.1.1
Delivery shall be made within 48 hours after receipt of order (ARO) or as agreed with
using agency.
3.1.2
Exceptions to delivery schedule will be special order items that must be identified.
3.1.3
Maricopa County reserves the right to obtain material on the open market in the event
Contractors fail to make delivery and charge any price differential to the Contractor.
3.1.4
Delivery shall be F.O.B. Destination, Freight Prepaid.
3.2
EXPEDITED DELIVERY:
3.2.1
If the Using Agency determines that rush shipping or other alternate shipping is required,
it shall notify the Contractor. The Contractor shall determine any additional costs
associated with such delivery terms and communicate that cost to the County.
3.2.2
The County shall not advise the Contractor to proceed with an expedited shipment until
acceptable terms are agreed upon and a purchase order is issued. Upon agreeing to the
additional costs, the Using Agency shall advise the Contractor to proceed.
3.2.3
Upon receipt of material(s) and invoicing, the County shall ensure that any additional
charges are in compliance with and do not exceed agreed to costs. The County shall
retain all documents related to these costs within the agency purchase file.
3.3
SHIPPING DOCUMENTS:
A packing list or other suitable shipping document shall accompany each shipment and shall
include the following:
3.3.1
Contract Serial number.
3.3.2
Contractor’s name and address.
3.3.3
Using Agency name and address.
3.3.4
Using Agency purchase order number.
3.3.5
A description of product(s) shipped, including item number(s), quantity (ies), number of
containers and package number(s), as applicable.
3.4
PERFORMANCE:
It shall be the Contractor’s responsibility to meet the proposed performance requirements.
Maricopa County reserves the right to obtain services on the open market in the event the
Contractor fails to perform and any price differential will be charged against the Contractor.
SERIAL 180233-RFP
3.5
SHIPPING CHARGES:
3.5.1
Shipping costs will be borne by the Contractor. FOB: Destination.
3.5.2
Exceptions to normal shipping charges:
Expedited freight will be pre-paid by the Contractor and added to invoice if the normal
shipping schedule does not meet County requirements. These requirements will be made in
writing to the contractor.
3.6
PACKAGING/PACKING:
Unless otherwise stated, commercial packages and packing, suitable for the type, size, and kind of
product, commonly used in the industry for the purpose, so constructed as to ensure acceptance
and safe delivery, at the lowest rate, to the point of delivery specified in the bid document is
acceptable.
3.7
OPERATING MANUALS:
Upon delivery, Contractor shall provide comprehensive operational manuals, service manuals and
schematic diagrams, if required by the Department. These may be provided in hard copy or
electronically.
3.8
INSTALLATION (If required):
The Contractor’s price shall include delivery and installation of all equipment in a complete
operating condition.
3.9
CONTRACTOR EMPLOYEE MANAGEMENT:
3.9.1
Contractor shall endeavor to maintain the personnel proposed in their proposal
throughout the performance of this Contract. In the event that Contractor personnel’s
employment status changes, Contractor shall provide County a list of proposed
candidates with equivalent experience. Under no circumstances is it acceptable for the
implementation schedule to be impacted by a personnel change on the part of the
Contractor.
3.9.2
Contractor shall not reassign any key personnel without the express consent of the
County.
3.9.3
County reserves the right to immediately remove from its premises any Contractor
personnel it determines is a risk to County operations.
3.9.4
County reserves the right to request the replacement of Contractor personnel at any time,
for any reason. Said requested removal shall not be subject to part 3.9.1 3.11.1 of this
section.
3.10
TRAINING:
The Contractor shall provide training services as needed, depending on the product or service
purchased, to completely train County personnel in the use and care of the equipment. All training
shall take place on-site at Maricopa County.
3.11
MAINTENANCE (If Required):
The Contractor shall provide for maintenance under this Contract upon acceptance of materials by
the Department.
SERIAL 180233-RFP
3.12
USAGE REPORT:
The Contractor shall furnish the County a usage report, upon request, delineating the acquisition
activity governed by the Contract. The format of the report shall be approved by the County and
shall disclose the quantity and dollar value of each contract item by individual unit.
3.13
BACKGROUND CHECK:
Bidders/proposers need to be aware that there may be multiple background checks (Sheriff’s
Office, County Attorney's Office, Courts as well as Maricopa County general government) to
determine if the respondent is acceptable to do business with the County. This applies to (but is
not limited to) the company, subcontractors and employees and the failure to pass these checks
shall deem the respondent non-responsible.
3.14
STRATEGIC ALLIANCE for VOLUME EXPENDITURES ($AVE):
The County is a member of the $AVE cooperative purchasing group. $AVE includes the State of
Arizona, many Phoenix metropolitan area municipalities, and many K-12 unified school districts.
Under the $AVE Cooperative Purchasing Agreement, and with the concurrence of the successful
Respondent under this solicitation, a member of $AVE may access a contract resulting from a
solicitation issued by the County. If you do not want to grant such access to a member of $AVE,
please so state in your proposal. In the absence of a statement to the contrary, the County will
assume that you do wish to grant access to any contract that may result from this Request for
Proposal.
3.15
INTERGOVERNMENTAL COOPERATIVE PURCHASING AGREEMENTS (ICPA’s):
County currently holds ICPA’s with numerous governmental entities. These agreements allow
those entities, with the approval of the Contractor, to purchase their requirements under the terms
and conditions of the County Contract. It is the responsibility of the non-County government
entity to perform its own due diligence on the acceptability of the Contract under its procurement
rules, processes and procedures.
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EXHIBIT C
ORACLE SOFTWARE STANDARD TERMS AND CONDITIONS FOR PRODUCTS AND SERVICES
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EXHIBIT C
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EXHIBIT C
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EXHIBIT C
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EXHIBIT C
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EXHIBIT C
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EXHIBIT D
ORACLE CLOUD SERVICES TERMS AND CONDITIONS
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EXHIBIT E
ORACLE HARDWARE TERMS AND CONDITIONS
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EXHIBIT E
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EXHIBIT E
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EXHIBIT E
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EXHIBIT F
ORACLE LINUX AND ORACLE VM SERVICES SUPPLMENTAL PUBLIC SECTOR TERMS AND
CONDITIONS v190712.
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EXHIBIT F G
OFFICE OF PROCUREMENT SERVICES CONTRACTOR TRAVEL AND PER DIEM POLICY
1.0
All contract-related travel plans and arrangements shall be prior-approved by the County Contract
Administrator.
2.0
Lodging, per diem and incidental expenses incurred in performance of Maricopa County/Special District
(County) contracts shall be reimbursed based on current U.S. General Services Administration (GSA)
domestic per diem rates for Phoenix, Arizona. Contractors must access the following internet site to
determine rates (no exceptions): (www.gsa.gov).
2.1
Additional incidental expenses (i.e., telephone, fax, internet and copying charges) shall not be
reimbursed. They should be included in the contractor’s hourly rate as an overhead charge.
2.2
The County will not (under no circumstances) reimburse for Contractor guest lodging, per diem or
incidentals.
3.0
Commercial air travel shall be reimbursed as follows:
3.1
Coach airfare will be reimbursed by the County. Business class airfare may be allowed only when
preapproved in writing by the County Contract Administrator as a result of the business need of
the County when there is no lower fare available.
3.2
The lowest direct flight airfare rate from the Contractors assigned duty post (pre-defined at the
time of contract signing) will be reimbursed. Under no circumstances will the County reimburse
for airfares related to transportation to or from an alternate site.
3.3
The County will not (under no circumstances) reimburse for Contractor guest commercial air
travel.
4.0
Rental vehicles may only be used if such use would result in an overall reduction in the total cost of the
trip, not for the personal convenience of the traveler. Multiple vehicles for the same set of travelers for the
same travel period will not be permitted without prior written approval by the County Contract
Administrator.
4.1
Purchase of comprehensive and collision liability insurance shall be at the expense of the
contractor. The County will not reimburse contractor if the contractor chooses to purchase this
coverage.
4.2
Rental vehicles are restricted to sub-compact, compact or mid-size sedans unless a larger vehicle
is necessary for cost efficiency due to the number of travelers. (NOTE: contractors shall obtain
pre-approval in writing from the County Contract Administrator prior to rental of a larger vehicle.)
4.3
County will reimburse for parking expenses if free, public parking is not available within a
reasonable distance of the place of County business. All opportunities must be exhausted prior to
securing parking that incurs costs for the County. Opportunities to be reviewed are the DASH;
shuttles, etc. that can transport the contractor to and from County buildings with minimal costs.
4.4
County will reimburse for the lowest rate, long-term uncovered (e.g. covered or enclosed parking
will not be reimbursed) airport parking only if it is less expensive than shuttle service to and from
the airport.
4.5
The County will not (under no circumstances) reimburse the Contractor for guest vehicle rental(s)
or other any transportation costs.
5.0
Contractor is responsible for all costs not directly related to the travel except those that have been pre-
approved by the County Contract Administrator. These costs include (but not limited to) the following: in-
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room movies, valet service, valet parking, laundry service, costs associated with storing luggage at a hotel,
fuel costs associated with non-County activities, tips that exceed the per diem allowance, health club fees,
and entertainment costs. Claims for unauthorized travel expenses will not be honored and are not
reimbursable.
6.0
Travel and per diem expenses shall be capped at 15% of project price unless otherwise specified in
individual contracts.
7.0
Contractor shall provide, (upon request) with their invoice(s), copies of receipts supporting travel and per
diem expenses, and if applicable with a copy of the written consent issued by the Contract Administrator.
No travel and per diem expenses shall be paid by County without copies of the written consent as described
in this policy and copies of all receipts.
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DLT SOLUTIONS LLC, PO BOX 743359, ATLANTA GA 30374
PRICING SHEET: NIGP CODE 20655
Terms:
NET 30
Vendor Number:
VC0000005421
Certificates of Insurance
Required
Contract Period:
To cover the period ending November 30, 2023.
5
4/29/2021
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DLT SOLUTIONS
EXHIBIT B
Scope of Work
PROJECT
See attached Glendale proposal for the Grants Management solution.
This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed—in whole or
in part—for any purpose other than to evaluate this proposal. If, however, a contract is awarded to this offer or as a result of—or in connection
with—the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to the extent provided in the
resulting contract. This restriction does not limit the Government’s right to use information contained in this data if it is obtained from
another source without restriction. The data subject to this restriction are contained in all pages marked with the following legend: Use or
disclosure of data on this page is subject to the restriction on the title page of this proposal or quotation.
DLT Solutions, a Tech Data Company | 2411 Dulles Corner Park, Suite 800 | Herndon VA 20171 | 703.709.7172 | www.dlt.com
TIN 54-1599882 | DUNS # 78-6468199 | CAGE Code 0S0H9 | GSA IT Schedule 70 GS-35F-267DA
June 3, 2021
CITY OF GLENDALE
Grant Management Solution
PRESENTED BY DLT
DLT Solutions, a Tech Data Company | June 4, 2021
| Page ii
Use or disclosure of data on this page is subject to the restriction on the title page of this proposal or quotation.
Table of Contents
1.
Scope of Services ............................................................................. 1
1.1. EXECUTIVE SUMMARY ......................................................................................... 1
1.2. DISCOVERY ....................................................................................................... 2
1.3. PROJECT METHODOLOGY ..................................................................................... 2
1.4. IMPLEMENTATION APPROACH AND METHODOLOGY .................................................... 4
1.5. TESTING METHODOLOGY ..................................................................................... 5
1.6. USER ACCEPTANCE TESTING .................................................................................. 5
Project Team Quality Control Plan ....................................................................... 5
Overview of Quality Control Plan Process ............................................................ 6
User Acceptance Testing Types: ........................................................................... 6
Project Stage 1 Initial Implementation ..................................................... 6
Project Stage 2 Options for Year 2 (2022) ................................................. 8
Project Stage 3 Options for Year 3 (2023) ................................................. 9
PROJECT SCHEDULE...................................................................................................... 9
EXAMPLE OF PROJECT PLAN ........................................................................................... 9
END USER TRAINING .................................................................................................. 10
POST-LAUNCH SUPPORT ............................................................................................. 10
CO-PILOT SUPPORT SUBSCRIPTION ................................................................................ 11
PRICING PROPOSAL ................................................................................................... 12
IMPLEMENTATION – YEAR 1 ......................................................................................... 12
CO-PILOT SUPPORT OPTIONS YEARS .............................................................................. 12
FUTURE PROJECT STAGES ............................................................................................ 12
Implementation Payment Milestones ............................................................ 12
Quote Assumptions ............................................................................... 13
Acceptance ............................................................................................ 13
2411 Dulles Corner Park, Suite 800, Herndon, VA 20171 / Main 800.262.4358 / eFax 703.709.8450 / www.dlt.com
June 3, 2021
City of Glendale
Attention: Feroz Merchhiya
Dear Feroz,
DLT Solutions, a Tech Data Company, and CPI Solutions (“CPI”) have partnered (“Team DLT”) to offer this
proposal for Grant Management services on a firm fixed price basis to the City of Glendale (“Customer”). DLT
Solutions, a Tech Data Company is the Prime Contractor for this engagement. DLT intends to subcontract the
proposed services to CPI.
If you have technical questions, please contact Jessica Marino at 703-773-9262 or jessica.marino@dlt.com. For
contractual questions, please contact 703-709-7172 or Legal@dlt.com.
Please note that DLT will bill for all travel as actuals and in accordance with the Federal Travel Regulation unless
otherwise mandated by the customer Purchase Order. FJTR Policy and Per Diem Rates can be found at
http://www.gsa.gov/portal/category/100212.
This offer is valid until June 25, 2021.
We look forward to your analysis of our proposal and to speaking with you further regarding your professional
services needs.
Sincerely,
Jessica Marino
Customer Success Manager
Sales
City of Glendale
Grant Management Solution
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/ Page 1
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1. Scope of Services
1.1. Executive Summary
CPI Solutions (CPI) has been engaged with the City of Glendale to implement CPI’s Grant-I solution based on
Oracle Intelligent Advisor (OIA) and Oracle Service Cloud (OSvC). Through our work with other government
organizations, CPI has developed a tool to support the efforts of Grant organizations’ administration of rental and
utility assistance.
Features
●
Organization Management
○
Organization contact information
○
Organizational details
○
Grant Participation History
○
Project History
○
Organizational Contacts
○
Integrated Communications ability and Templated emails (5)
●
Grant Program Interview
○
Grant Interview with webform to allow for web-based data collection
○
Built-in, logic-based Grant eligibility can determine if the applicant meets the predetermined
criteria for the grant.
○
Application entered through the system can generate necessary PDF document outputs
●
Grant Inquiry
○
Applicants can submit inquiries to the team, which can be routed to the appropriate staff
members
○
Using Smart Assistant technology, Knowledge base suggestions may be offered in response to
grant inquiry submissions.
●
Funding Source Management
○
Document information about available funding sources including, but not limited to:
■
Funding Source Name
■
Agency Contact information
■
Funding URL
■
Funding FEIN
■
Funding Amount
■
Customer defined Attribute
○
Identify which grants use each funding source
●
Grant Award Management
○
Document current and past grant programs
○
Identify the funding sources for the grant program
○
Identify the organizations or individuals that participate in the grant program
○
Declining balance of available funds
●
Data Import Ability
○
Historical Grant data
○
Current external application data
●
Reporting/Analytics
○
Access to the Standard Library of Reports, plus 5 Custom Reports
■
Examples of reports include, but are not limited to Grant Program Fund Summary,
Funding Source Utilization, Grant Program Summary
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/ Page 2
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CPI strives to maintain a continuing relationship with all of our Customers. For this project, CPI believes that to
achieve the desired balance of initial function and budget, our proposal should be considered as the first of a
multi-phase implementation.
1.2. Discovery
Discovery for this project will be conducted after the acceptance of this Statement of Work. The goal of the
discovery phase of this project is to gather details about the City of Glendale’s Grant processes and to determine
specifics about relevant fields and their values/defaults. Within the scope of this project, we will conduct a series
of web meetings that will serve as the discovery meetings. Upon acceptance of this statement of work, CPI will
provide additional information regarding the meeting topics and their appropriate audience(s).
Once the meetings have been conducted, CPI will produce documentation that will summarize our findings and
translate what we have gathered into diagrams that will illustrate how we will implement and configure the
system. CPI will be providing a User Workspace Wireframe which is a visual representation of how the users will
view the data fields.
Also provided is a Data Dictionary that will document all of the data attributes that shall be accounted for in the
system database. In the Data Dictionary, CPI will also document all menu values and default values where
appropriate.
Deliverables:
●
System Design (Document)
○
User Workspace Wireframes
○
Data Dictionary
○
Product/Category Mapping
○
Written Customer Acceptance (Document)
1.3. Project Methodology
The project milestones will include the following high-level project activities to be completed by the CPI/Glendale.
The deliverables defined in the formalized Statement of Work produced by the Project Team will be delivered at
each Milestone of the project. However, at the outset of the project, Team DLT and Customer will mutually agree
upon and formally document the final list of planned Deliverables that will be created as part of the delivered
solution.
Phase 1: Plan
Activities include:
●
Define success criteria
●
Verify project strategy alignment with
business objectives.
●
Assess Risk and Set Baseline Metrics
●
Establish Steering Committee
●
Verify Team Roles & Responsibilities
Deliverables include:
●
Project Kickoff Meeting
●
Project Plan
●
Project Status Template
City of Glendale
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/ Page 3
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Phase 2: Design
Activities include:
●
Project Team Training
●
Validate requirements
●
Define a testable System Design
(functional and technical)
●
Plan Production Cutover
Deliverables include:
●
Functional Design Document
●
Production Cutover Plan
Phase 3: Configure
Activities include:
●
Implement product configuration
●
Custom Development Work
●
Custom Integration Work
Deliverables include:
●
Fully Configured Test Environment
●
Revised Design Documents
●
Revised Production Cutover Plan
Phase 4: Test
Activities include:
●
System & Integration Testing
●
User Acceptance Testing
●
Deployment Readiness
Deliverables include:
●
Fully Executed Test Plan & Cases
●
Revised Production Cutover Plan
City of Glendale
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Phase 5: Deploy
Activities include:
●
Train-the-Trainer Training
●
Agent Training
●
Go / No-Go Cutover Meeting
●
Production Cutover
Deliverables include:
●
Fully Executed Cutover Plan
●
“Live” Production Environment
Phase 6: Results
Activities include:
●
Analytics Training
●
Project Results Meeting
●
Transition to DCEO for Agent Support
Deliverables include:
●
Project Results Document
1.4. Implementation Approach and Methodology
The Project Team project plan will define the configuration management policies and procedures required for this
project to ensure integration with other systems and processes. The project plan will be delivered during Phase 2
of the Design Process. This is done early in the lifecycle to ensure the control of changes as soon as the project
requirements are approved. This project plan will address activities that are integrated with defined integration
points, such as identifying the items that will be placed under configuration management. As the project
progresses through the six-phase lifecycle stages, the plan is expanded to reflect platform-specific activities for
each integration and the configuration of Oracle CX Solution..
The Project Manager will update the project plan, and communicate the contents of the plan to the Glendale
Project Team during bi-weekly Configuration Review Sessions.
City of Glendale
Grant Management Solution
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/ Page 5
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City of Glendale Key Players in Successful CX Solutions Implementation
Members
Roles
City of Glendale Business Owner (Product Owner)
Representative(s) from Glendale Project Staff and
member of the Change Control Point for the
application
City of Glendale Knowledge System Owner
Existing System Owner(s) for the application
member of the Change Control Team for the
application integration
Team Project Manager (PM)
Project Manager for the project and member of the
Change Control & Integration Team for the CRM
Team Configuration Manager (CM)
SCP Owner and member of the Change Control
Team for the CRM
1.5. Testing Methodology
The Project Team’s Quality Control Plan is used as a way to confirm that the software and services function
together to successfully deliver the CX Solution and remain on track. Acceptance tests ensure requirements are
met and that everything is as it should be to satisfy the business objectives of City of Glendale.
In the development & unit testing phases the following activities will take place, for the solution:
●
Develop the Rule Models necessary for each form, including rule documents, properties file attributes,
additional verb definitions (if necessary).
●
Unit test the rule models using the CX debugger to verify their correct behavior.
●
Develop the CX interviews for each rule model, including question screens.
●
Unit test the interview flow and interview screens using the OIA debugger to verify their correct
behavior.
1.6. User Acceptance Testing
Project Team Quality Control Plan
In this phase the applicable rule model(s) will be tested in conjunction with the Customer and the Service Cloud
Team in order to validate their proper behavior. In order to achieve this the following activities will take place:
●
The Customer will be presented with a demo of the application during the demo tasks.
●
The applicable corrections and demo feedback will be documented and processed, resulting in fixes.
●
The Customer will be presented a series of test cases, which will be executed during the User Acceptance
Testing tasks.
●
The results of the User Acceptance Testing will be documented and any necessary fixes will be applied.
●
Capture user requirements in a directly verifiable way
●
Identify problems which unit or integration tests might have missed
●
Provide an overview on how “done” the system is for go-live and production
City of Glendale
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Overview of Quality Control Plan Process
User Acceptance Tests consist of a set of test steps which verify if specific requirements are working for the City of
Glendale user community.
User Acceptance Testing Types:
Technical Testing
Technical Testing will take place in the development environment and will be done by the Project Team before
the product is even released for User Acceptance Testing or external testers. The feedback collected from the user
testers will then be used to fix certain issues or bugs and improve the usability of the solution prior to the Beta
Testing process.
Beta Testing
Beta Testing, also known as “regression testing”, will take place with a sampling of the City of Glendale users
identified as “test users”. These future end-users and beta testers will provide feedback, which in turn leads to
improvements of the application.
Production Acceptance Testing
Production Acceptance Testing will be used to examine use-cases and test them to ensure there are workflows in
place to allow the application to meet the City of Glendale business objectives. These tests will include
workflows, knowledge management, user training, and various maintenance processes and security checks.
Production Acceptance Testing will be employed as a method of software testing which will analyze and validate
that Go-Live functionalities and features are working properly and ready for day-to-day operations.
Project Stage 1 Initial Implementation
Stage 1 Included items:
●
Public Facing Dashboard
○
to include various statistics, performance measures, financials, subrecipient balances, 1.5 CDBG
expenditure timeliness ratio, etc. that result in the ability to execute active contract
management principles
●
Home Repair Program Management
a.
Application portal
●
Complete and submit application
●
Self-declaration of income and asset sources
City of Glendale
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●
Customer document upload (income, assets, tax and insurance payments, mortgage status,
etc.)
●
Waitlist management – ability for applicants to check status of their application and place on
waitlist; should be confidential
●
Approval workflow capability
●
Internal and external communication with Customers and staff
b.
Construction Forms
●
Pre-loaded/standardized but customizable menu of work specifications (including type of work
and location) that can be accessed verbally at the work site. Include a cost-estimating feature
that can compare bids to one another and internal cost estimates. Must have ability to hide
internal cost estimates from Customers and contractors
●
Bid package development and conversion to pdf
●
Construction Contract and Notice to Proceed
●
Loan forms (Promissory Note and Deed of Trust)
●
Inspection Notes with verbal interface and ability to upload progress photos onsite
●
Completion notice
c.
Contractor Portal
●
Invoice management – auto generate invoices based on approved scope of work and contract;
contractor can check off items completed and submit standardized invoice
●
Interim and final lien waivers following payments
●
Enable contractors to register online as a vendor with the City, including the uploading of all
required compliance documents (licenses, bonds, insurance)
d.
Customer Satisfaction Feedback capacity – for direct assistance recipients, subrecipients,
contractors
●
Loan Portfolio Management - ability to track liens and issue Payoff Statements and Lien Releases
●
Subrecipient Management-nonprofit public service activities (no construction)
○
Ability for nonprofits to apply for grants based on Committee and Council priorities
○
Upload documents (IRS tax determination, Bylaws and Charter, budgets, financial
○
statements)
○
Ability to disseminate applications to internal and external parties and complete reviews online
○
ability to create application scoring review matrices and distribute electronically to reviewers
○
Performance measure management and reporting
○
Reimbursement requests and financial tracking
●
Financial Management
○
Standard and customizable financial reports ranging from overall grant balances to individual
activity balances.
○
Load and track grant allocations and running balances by funding source, year of funding, and
activity, as presented in the Annual Action Plan
○
HUD and Maricopa County drawdowns – Establish a package suitable to document all necessary
expenses to complete drawdowns that satisfy HUD and County requirements; these will vary
based on activity type.
●
Reporting
○
Maricopa County quarterly performance reports (HOME expenditures)
○
IDIS Accomplishments – specific to the data submitted through the CAPER (HUD’s Consolidated
Annual Performance & Evaluation Report); (CDBG, HOME, ESG)
○
Section 3 HUD form 60002 – Loaded in SPEARS online tracking system (CDBG, HOME, ESG);
City of Glendale
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applies to construction projects over $100K
○
HUD form 2516 - Contract and Subcontract Activity (Minority/Women Owned Businesses);
CDBG, HOME)
○
HUD form 4710 – Labor Standards (prevailing wages) (CDBG, HOME, ESG)
○
FFATA (Federal Funding Accountability and Transparency Act) – monitors and reports on
subrecipient awards of $25K and more each year.
○
SEFA (Schedule of Expenditures of Federal Awards) – part of City’s annual internal audit and
annual financial report; reports total expenditures for all federal expenditures by year of funding
●
General
○
Electronic signatures
○
Automated workflows
○
Project management progress monitoring features that establishes project milestones in the
system that automatically update when each are completed
○
Auto generation of all documents
○
Conversion to formatted pdf
○
Multi-Language Customer Portal - Customer to provide all translations for implementation by
CPI Solutions. Upon turnover of solution to the City of Glendale the Customer will perform User
Acceptance Testing (UAT) including review of the implemented translations for accuracy.
■
English
■
Spanish
●
File retention/disposition tracking based on HUD and AZ State Archives requirements
○
Ability to track project files according to retention requirements and organize/notify staff of
pending files for disposition
○
Customer/project database is searchable by address, name, funding source, year of funding,
internal accounting codes (project and general ledger accounts) and IDIS number; IDIS is a HUD
reporting system
●
Monitoring HOME periods of affordability – rental and homebuyer projects require owners to document
yearly compliance over 5, 10, 15 or 20 years. Required documentation includes income and recalculation
of rent based on 30% of tenant’s annual income. For homebuyer projects, Customers need to certify
annually that they still own the home and use it as their primary residence. (This component will be
funded by CoPilot hours, but delivered in Stage 1.)
Project Stage 2 Options for Year 2 (2022)
●
Financial Management
○
Integrate financial management process into MUNIS – invoice payments, purchase orders,
General/Project Ledgers, payroll, end-of-year reconciliations
●
Scale Home Repair module to include other types of construction projects (i.e. internal
infrastructure/physical improvements, demolitions). These are similar to rehab projects, but without
program applicants
●
Product selection list for home repair Customers to choose from. (customer shopping cart) integrated
with scope of work/bid package
●
Online bidding ability for contractors/vendors
●
Multi-Language - Customer to provide all translations for implementation by CPI Solutions. Upon
turnover of solution to the City of Glendale the Customer will perform User Acceptance Testing (UAT)
including review of the implemented translations for accuracy.
○
Mandarin
○
Vietnamese
City of Glendale
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Project Stage 3 Options for Year 3 (2023)
●
Multi-Language - Customer to provide all translations for implementation by CPI Solutions. Upon
turnover of solution to the City of Glendale the Customer will perform User Acceptance Testing (UAT)
including review of the implemented translations for accuracy.
○
Farsi
○
Arabic
○
Burmese
●
AI for eligibility and invoice documentation verification SMART process
○
Dependent on the implementation and innovations established during Stage 1 and Stage 2, CPI
will help the city to further implement AI for eligibility and invoice documentation verification
SMART processes. The approach for Stage 3 will be strategically aligned with some of the initial
approaches introduced in Stages 1 & 2, allowing for the City of Glendale to benefit from work
done in the earlier stages, while achieving the Stage 3 goals.
Project Schedule
CPI will provide a detailed Project Plan upon award of project. CPI believes that a solid Project Plan equals project
assurance and success. CPI utilizes PMI methodology and best practices which include some of the following key
elements to ensure project success:
●
Identify the common goal at the leadership level
●
Align work streams from both sides of implementation
●
Set realistic time frames
●
Make leadership decisions and allow dedicated project teams time to focus
●
Manage the expectations
●
Gain user adoption early
The following is a preliminary high level overview of the project categories we believe will ensure continual
success.
●
City of Glendale Project Elements (10 – 14 Weeks)
○
Discovery (1 – 3 Weeks)
○
Configuration of Technical Environment (4 – 6 Weeks)
○
User Acceptance Testing (3 – 4 Weeks)
○
Training (2 – 3 Weeks)
○
Deployment (1 Week)
This Plan will allow both the City and the CPI Team to:
●
Keep communication open and frequent
●
Prioritize requests and monitor progress along the way
●
Align expectations before work begins
●
Avoid loss of focus and project scope creep from all sources
Example of Project Plan
●
CPI Solutions will review in detail the project plan prior to project kickoff in order to guarantee full
alignment with the city.
City of Glendale
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*Expected timeline based on Oracle software procurement being complete.
End User Training
●
Training is included for end-users, appropriate management personnel, and administrators.
●
Training can be provided
○
1 remote (web hosted) class with up to 10 end-users.
Please note, end-user training is highly recommended for the overall success and adoption of the project. We
recommend that, as much as possible, users are required to attend their scheduled training sessions.
●
CPI will utilize electronic documents for supporting the training sessions. The provided training
documentation is very detailed, including screenshots and step-by-step instructions.
●
Basic Administrator training will also be provided that will address how the City may administer the
system. (CPI does offer a 10-week Advanced Administrator Training that may be available as an
additional add-on.)
Deliverables:
●
Training Guide (PDF)
●
Training with Business Users (Web Meeting)
●
Knowledge Transfer of Solution to System Administrator
Post-Launch Support
Post-Launch Support is provided in two parts.
Issues related to the Oracle Service Cloud platform are addressed directly by Oracle through the Oracle Customer
Portal.
Any issues related to the custom configurations (workspaces, workflows, scripts, business rules, reports, etc)
provided by CPI can be submitted directly to the CPI team.*
The Oracle Customer Portal is available 24hrs a day, 7 days a week. The CPI team can receive requests 24hrs a
day, 7 days a week. Responses from CPI will be provided Monday through Friday, 8am-5pm CST. After hours
support may be provided on a case by case basis.
CPI believes in an optimization style of post-implementation support. Our goal is to ensure that the Customer will
have a high level of confidence that issues will be resolved in a timely fashion, while also providing insight to the
Customer, so that it can be abundantly clear what the issue is and what the plan will be to resolve the issue.
*Included with this project scope is a one (1) year subscription (25 hour/month) subscription to the CPI Co-pilot.
City of Glendale
Grant Management Solution
DLT Solutions, a Tech Data Company / June 4, 2021
/ Page 11
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Co-Pilot Support Subscription
Co-Pilot is an annual subscription commitment for a wide variety of services to support your Oracle Service Cloud
platform. During an initial assessment, the projected usage level is determined. By purchasing an annual
subscription (with annual or quarterly payment options), your organization receives the following services:
●
Initial assessment ($1200 Value)
●
Monthly planning session with your Lead Consultant and your Sales Representative
●
Reduced rates for all consulting services (15% for the annual payment option, 5% for the quarterly
payment option)
●
3-Year Price Protection for Continuous Membership
●
External access to our CPI Collaboration Portal (coming soon)
●
Available Messaging access to CPI Resources
●
Guaranteed access to planned resources
●
Priority access to unplanned resources
●
Enhanced response time targets
●
Flexible pricing options to continue services uninterrupted (Early Renewal, Tank Up, traditional Renewal)
Base Package (Optional)
(available in 12 month duration)
Our Base Support Package consists of 10 hours per month. Included in the 10 hours per month is a 1 hour Team
Cadence Meeting. During this meeting, CPI will provide statuses on future projects, ideas around business process
improvement, staff operational improvements, staff workforce improvements, technology optimizations, and
potential integrations. The Customer will have an opportunity to propose issues that need resolution, new
projects and initiatives, and to discuss how the Customer would like to allocate the support hours included in the
package (i.e. troubleshooting issues, training, feature deployment, coaching, etc.) Support requests are
submitted through a custom portal, where the Customer will be able to submit, update, and view requests. All
requests are responded to within one business day.
Midline Package (Optional)
(available in 12 month duration)
The Midline Support Package consists of 15 hours per month. Included, in addition to the Base Support Package
features are the CPI 10-week Advanced Oracle Service Cloud Admin Training and Oracle Service Cloud Quarterly
Business Review. In addition to the standard one business day response time, the Midline Package also offers a
higher priority 2hr response time for issues that need a more urgent response. This package also offers the
submission of tickets to Oracle Support on behalf of the Customer.
Summit Package (Optional)
(available in 12 month duration)
The Summit Support Package consists of 25 hrs per month. Included, in addition to the features of the Midline
Package is a dedicated Client Success Coordinator that will be your sole point of contact for any support requests
or inquiries.
Severity descriptions and escalation procedures.
CPI utilizes 2 levels of severity. Standard and High. Standard severity is the preferred severity for inquiries related
to issues that have some business impact. Standard severity issues typically do not have an immediate impact on
the production environment. (NOTE: Standard severity is the only severity level available for Customers who have
subscribed to the Base Support Package) High severity is reserved for issues that have high business impact.
How are issues reported and Tracked?
Issues are reported on a monthly report that outlines the issues reported and the work done against those
requests. Issues are tracked via the web submission, where each submission is classified based on the nature of
the request.
City of Glendale
Grant Management Solution
DLT Solutions, a Tech Data Company / June 4, 2021
/ Page 12
Use or disclosure of data on this page is subject to the restriction on the title page of this proposal or quotation.
Pricing Proposal
Implementation – Year 1
Product Offering
Amount
Grant-I Solution Implementation with Year 1: CoPilot-Summit Support Annual
Subscription (25hrs/mo)
(Sourced through DLT, Provided by CPI Solutions)
$126,649
Co-Pilot Support Options Years
Year 2: CPI Co-Pilot-Summit Support Annual Subscription (25hrs/Month)
$62,234
Year 3: CPI Co-Pilot-Summit Support Annual Subscription (25hrs/Month)
$62,234
Year 4: CPI Co-Pilot-Summit Support Annual Subscription (25hrs/Month)
$62,234
Future Project Stages
Stage 2: Target 2022
●
Financial Management
●
HUD and Maricopa County drawdowns
●
Scale Home Repair module to include additional types of construction projects
●
Online Bidding Ability for contractors/vendors
$62,234
Stage 3: Target 2023
●
Multi-Language (Mandarin, Vietnamese, Farsi, Arabic, Burmese)
●
Monitoring HOME periods of affordability
●
AI based-SMART Processes
$62,234
Implementation Payment Milestones
Project Payment Milestone
Initial Payment Events
Hours not
to Exceed
Amount
Implementation Services Downpayment
$32,623
Year 1: CoPilot-Summit Support (6 mo)Annual Subscription (25hrs/mo)
150
$31,117
Project Stage 1
Plan Phase Completion
105
$7,547
Design Phase Completion
104
$13,499
Configuration Phase Completion
169
$18,969
User Acceptance Phase Completion
107
$14,132
Product Solution Launch
42
$8,762
*An estimate of the level of effort has been established within the SOW. The project will not exceed the total number
of hours estimated. Hours can be shifted between milestones with the execution of a change order jointly between the
vendor and customer.
City of Glendale
Grant Management Solution
DLT Solutions, a Tech Data Company / June 4, 2021
/ Page 13
Use or disclosure of data on this page is subject to the restriction on the title page of this proposal or quotation.
Quote Assumptions
Payment on Cancellation of Contract: Upon cancellation of the contract the client will be billed for the hours
associated with the active milestone as defined in the table shown in section “Implementation Payment
Milestones”.
Milestone Payment Definition: Delivery of a milestone is defined as the vendor's delivery of associated milestone
deliverable items as defined in the Statement of Work. At which point the vendor will invoice the client.
Inspection/Acceptance Criteria: Customer will provide written acceptance of services to CPI within two (2) weeks
after production deployment of deliverables. If this agreement is terminated prior to acceptance, Customer
agrees that all charges for hours spent by CPI for preparation, correspondence, and execution of requested
services will be accepted.
Database Instance: CPI will utilize a new database instance of Oracle Service Cloud provisioned by City of
Glendale as part of the proposal.
Staff Management: CPI will work with the City to configure users and coach the City of Glendale Oracle Service
Cloud administrators and stakeholders in setting up profiles to enable this functionality.
Common Configuration: 2 Queues will be set up to accommodate the new routing scheme.
Service Configuration: CPI will work with the City to configure the system to fit the Grant related business
processes disclosed during the discovery phase.
Email Management: CPI will be configuring a service mailbox as part of this project.
Web Portal: CPI will modify the included Customer Portal module to enable “Self-Service.” It is the clients
responsibility to execute any validation associated with ADA or other accessibility standards. The vendor will not
be held liable for any breaches of these standards.
Reports and Dashboards: CPI will guide the Customer in using the Analytics Explorer and all standard analytics
provided with the deployed module.
Custom Analytics: CPI will assist City of Glendale in creating five (5) custom reports and one (1) custom
dashboard.
Acceptance
IN WITNESS WHEREOF, the parties below have executed this SOW as of the SOW Effective Date.
DLT Solutions, LLC
City of Glendale
By:
By:
Name:
Name:
Title:
Title:
Date:
Date:
6
4/29/2021
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DLT SOLUTIONS, LLC
EXHIBIT C
METHOD AND AMOUNT OF COMPENSATION
Method and amount of compensation is based on the quote and contract 180233.
NOT TO EXCEED AMOUNT
The total amount of compensation paid to Contractor for full completion of all work required by
the Project must not exceed $150,000 for the entire term of the Agreement.
DETAILED PROJECT COMPENSATION
Year one - $33,532.74 plus applicable tax
Year two - $33,532.74 plus applicable tax
Year three - $33,532.74 plus applicable tax