VENDOR RESPONSE DOCUMENT


                                     for


                               ICN RFP 08-130


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1 REQUIRED SUBMISSION FORMS



BID PROPOSAL SUBMITTAL FORM
                                                      RFP 08-13...
BID PROPOSAL COMPLIANCE FORM
                                                             RFP 08-130

Vendor affirms that ...
AUTHORIZATION TO RELEASE INFORMATION
                                                        RFP 08-130

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MANDATORY REQUIREMENTS CHECKLIST



To have its bid proposal evaluated, Vendor must acknowledge that it can and will compl...
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Full Requirements Checklist



Each requirement requires a response whether the Vendor meets the requirement (“Requirement...
Requirement Met   Proposal Ref
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REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
REQUIRED SUBMISSION FORMS.doc.doc
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REQUIRED SUBMISSION FORMS.doc.doc
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REQUIRED SUBMISSION FORMS.doc.doc

  1. 1. VENDOR RESPONSE DOCUMENT for ICN RFP 08-130 Operations Support System / Business Support System (OSS/BSS) Brian Clayton Iowa Communications Network Grimes State Office Building 400 East 14th Street Des Moines, IA 50319 Telephone 515-725-4616 FAX 515-725-4774 brian.clayton@iowa.gov Vendors must comply with all affirmative action/equal employment opportunity provisions of State and Federal laws.
  2. 2. 1 REQUIRED SUBMISSION FORMS BID PROPOSAL SUBMITTAL FORM RFP 08-130 Vendor providing a bid proposal must complete each section of this Response and submit as part of its bid proposal. Vendor may bid any or all services. Issuance of a Contract does not guarantee any minimum usage requirements to the successful Vendor but is being awarded as a convenience to the State for potential future needs. Vendor Name: (including all d/b/a or assumed names or other operating names of the Vendor) Address: Phone: Fax: Local office address (if different from above): Address: Phone: Fax: Accounting firm: Form of business entity, i.e., corporation, partnership, proprietorship, limited liability company: State of incorporation (if a corporation) or state of formation: (if a limited liability company or a limited partnership) Number of employees: If awarded a Contract, Vendor will be required to register to do business in Iowa. If already registered, provide the date of the Vendor’s registration to do business in Iowa: Name(s) and qualifications of any subcontractors who may be involved: Person to Contact Regarding This Bid Proposal: Address: Phone: Fax: E-Mail: 2
  3. 3. BID PROPOSAL COMPLIANCE FORM RFP 08-130 Vendor affirms that the information contained in the bid proposal is true and accurately portrays all aspects of the goods or services or both contemplated by this RFP. The Vendor is aware that any substantive misinformation or misrepresentation may disqualify the bid proposal from further consideration. Vendor hereby certifies total compliance with all other terms, conditions and specifications of this RFP except as expressly stated below: Chapter 1, Administrative Issues Chapter 2, Contractual Terms & Conditions (includes Attachment 1) Chapter 3, Technical Specifications Chapter 4, Evaluation Criteria I certify that I have the authority to bind the Vendor indicated below to the specific terms and conditions imposed in this RFP and offered in this bid proposal, and that by my signature on this document I specifically agree to all of the waivers, restrictions and requirements of this RFP as conditions precedent to submitting this proposal. I further state that in making this bid proposal that the Vendor has not consulted with others for the purpose of restricting competition or violating State or Federal anti-trust laws and has not knowingly made any false statements in this proposal. Authorized Signature: Printed Name: Title: Telephone: Fax Number: E-Mail: Business Name: Address: Federal ID Number: 3
  4. 4. AUTHORIZATION TO RELEASE INFORMATION RFP 08-130 (Name of Vendor) hereby authorizes any person or entity, public or private, having any information concerning the Vendor’s background, including but not limited to its performance history regarding its prior rendering of services similar to those detailed in this RFP, to release such information to the State. The Vendor acknowledges that it may not agree with the information and opinions given by such person or entity in response to a reference request. The Vendor acknowledges that the information and opinions given by such person or entity may hurt its chances to receive contract awards from the State or may otherwise hurt its reputation or operations. The Vendor is willing to take that risk. The Vendor agrees to release all persons, entities, and the State of Iowa from any liability whatsoever that may be incurred in releasing this information or using this information. Printed Name of Vendor Organization Signature of Authorized Representative Date 4
  5. 5. MANDATORY REQUIREMENTS CHECKLIST To have its bid proposal evaluated, Vendor must acknowledge that it can and will comply with each of the “MUST” (mandatory) requirements listed below, if awarded a Contract. To fulfill this requirement, Vendors providing bid proposals will respond using this ICN-provided response template, in addition to any vendor-specific proposal documents. Additional consideration will be given to vendors who also indicate compliance with the “SHOULD” (value-added) requirements in later sections. Requirement Met (Y/ ID Requirement Text N) CUST.010 The system MUST store the following information about each Customer: 1. Customer Name should be agency name with sub name or descriptor name. 2. Status (predefined list: Active/Inactive/etc.) 3. Description / Notes CUST.020 The system MUST allow ICN to identify parent and child relationships between Customer records allowing for more than 2 levels of hierarchy/relationships between the customers. CUST.030 The system MUST allow ICN to identify an ICN-defined set of attributes for Customer records, including but not limited to: 1. Class (predefined drop down list, e.g. State Agency, Education, etc.) 2. Category (predefined drop down list, e.g. College, Judicial, Executive, etc.) 3. Federal, County, Local indicator 4. Billing Account (format is 12 alpha-numeric with 3 digit subaccount, e.g. ABC000000001-001) CUST.040 The system MUST record the following information after a Customer record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) CONT.010 The system MUST store the following information about each Contact: 1. First Name 2. Last Name 3. What responsibility does contact have (billing, auth sign, etc.)? 4. Status (from predefined list: Active/Inactive/etc.) 5. Work Phone Number 6. Mobile Phone Number 7. Fax Phone Number 8. E-Mail Address CONT.050 The system MUST allow association of one or more Contact records to one or more Customer/Vendor record(s). (from CUST.010 or VEND.010) CONT.055 The system MUST allow association of one or more Locations to a Contact record. (from LOC.010) CONT.056 The system MUST specify the type of association (via predefined list: mailing, billing, ship-to, etc.) between the Contact and the Location. CONT.060 Each association between a Contact and Customer/Vendor in CONT.050, above, MUST include the following association-specific information: 1. Contact Type (Billing, Customer, Other/Explain, Location, Circuit, Support, Sales, etc.) CONT.070 The system MUST record the following audit information after a Contact record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) LOC.010 The system MUST store the following information about each Location: 1. Location Name 2. CLLI Code (Telecordia standard) 3. Physical Address: StreetLine1, StreetLine2, City, County, State, Zip, Zip+4 4. Latitude/Longitude coordinates 5. Vertical/Horizontal coordinates 6. Fiber entrance location(s) 7. Power Feed Information (Amperage and Voltage) 8. HVAC Capacity information 9. Description/Notes 10. Access/Entry Notes 11. Lock Box Location (Site access keys) 12. Type of location (from predefined list, e.g. vendor, Part 1, Part 3, Node, link splice location, etc) 13. Phone Number (NPA-NXX-XXXX) 14. LATA (Local Access and Transport Area) 15. Status (Active, Inactive, etc.) 5
  6. 6. Requirement Met (Y/ ID Requirement Text N) LOC.011 The system MUST allow definition of multiple suite numbers (e.g. multiple deliverable addresses) within a location (CLLI). LOC.030 The system MUST allow occasional load and/or update LERG data including: Location Name 1. CLLI Code (Telcordia standard) 2. Physical Address: StreetLine1, StreetLine2, City, State, Zip, Zip+4 3. Latitude/Longitude coordinates 4. Vertical/Horizontal coordinates 5. Description/Notes 6. Type of location (from predefined list, (vendor, Part 1, etc) 7. LATA (Local Access and Transport Area) 8. Phone Number (NPA-NXX-XXXX) LOC.040 Vendor MUST describe the method(s) to load LERG data referenced in LOC.030. LOC.050 The system MUST allow ICN to associate zero or more Location records to a given Customer or Vendor. LOC.060 The system MUST allow ICN to associate one or more Customers/Vendors to a given Location. LOC.070 The system MUST allow ICN to classify each Location that is associated to a Customer, including at least the following categories: 1. Primary 2. Alternate 3. Bill-to 4. Ship-to 5. Equipment-only 6. Emergency Contact LOC.080 The system MUST record the following information for a Location record upon each addition, update or removal: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Order Number 5. Previous field/value (if applicable) 6. New field/value (if applicable) EQUIP.005 The system MUST generate a Unique ICN ID for each Equipment/Asset instance. EQUIP.010 The system MUST store the following information about each Equipment Chassis: 1. Part Number(s) 2. Associate with CLLI (Location) See LOC.010 3. Manufacturer 4. Model 5. Slot and Port Counts 6. Type of Power Required 7. Power Input/Output Required 8. Relay Rack assignments (rack within a line up) 9. Relay Rack Position assignments (within a rack) 10. Serial Number 11. Management IP Address / netmask 12. Unique ICN ID (from EQUIP.005) 13. State ID/Tag 14. Install Date 15. Related Purchase Order Number (PRO.015) 16. Owner 17. Administrator 18. Work Order/Request History (See REQ.010) 19. Category (i.e. Grouping of Equip - Switch, Transport, etc.) 20. Subcategory (i.e. Ethernet Switch, ATM Switch, etc. for the selected Category) 21. Status (Inactive, active, defective, etc.) (Drop-down List) 22. Date Last Inspected (See MISC.020) 23. Description/Notes 24. Common name (alias) 25. Maintenance Contract(s) (CONTR.010) 26. End of life date 27. End of Support date 28. GAAP depreciation timeframe for the asset 29. ICN/Vendor recommended timeframe for disposal of the asset 30. General ledger code for the expense 31. Specify if Capital asset 32. Effective date of transfer 33. If it was identified as being billable to the customer in the original order 34. Effective date of status 35. Acquisition price 6
  7. 7. Requirement Met (Y/ ID Requirement Text N) EQUIP.020 The system MUST associate the Equipment/Asset to a CLEI code. EQUIP.040 The system MUST store the following information about each Equipment Card: 1. Card Type 2. Part Number(s) 3. Associated Equipment CLEI 4. Manufacturer 5. Model 6. Slot assignment 7. Port Density (# of ports) 8. Power Input/Output Required 9. Dimensions 10. Serial Number 11. Unique ICN ID 12. State ID/Tag 13. Install Date 14. Acquisition Date 15. Owner 16. Status (Inactive, active/installed, defective, etc.) (Drop-down List) 17. Description 18. GAAP depreciation timeframe for the asset 19. ICN/Vendor recommended timeframe for disposal of the asset 20. General ledger code for the expense 21. Specify if Capital asset 22. Effective date of transfer 23. If it was identified as being billable to the customer in the original order 24. Effective date of status 25. Acquisition price EQUIP.050 The system MUST associate Equipment Cards with Equipment Chassis in Slot assignments. EQUIP.060 The system MUST store the following information about each Equipment Port: 1. Port Type 2. Associated Equipment CLEI 3. Make 4. Model 5. Brand 6. Vendor 7. Card Assigned 8. Port Speed 9. IP Address 10. Status (Inactive, active, defective, etc.) (Drop-down List) 11. Assigned circuit (See CIR.010) 12. Description/Notes 13. Ethernet MAC Address EQUIP.062 The system MUST store the following information about each Logical Equipment Port: 1. Speed 2. DLCI 3. VLAN ID 4. VLAN Name 5. Tagging 6. VPI 7. VCI 8. IP Address 9. Time Slot 10. Status (Inactive, active, defective, etc.) (Drop-down List) 11. Assigned circuit (See CIR.010) 12. Description/Notes 7
  8. 8. Requirement Met (Y/ ID Requirement Text N) EQUIP.065 The system MUST store the following information about each Relay Rack: 1. Rack Dimensions (drop down list) 2. Install Date 3. Maximum weight allowed 4. Number of mounting positions (rack units) 5. Manufacturer 6. Part Number(s) 7. Rack Name 8. Unique ICN ID 9. Status (Inactive, active, defective, etc.) (Drop-down List) 10. GAAP depreciation timeframe for the asset 11. ICN/Vendor recommended timeframe for disposal of the asset 12. General ledger code for the expense 13. Specify if Capital asset 14. Effective date of transfer 15. If it was identified as being billable to the customer in the original order 16. Effective date of status 17. Acquisition price EQUIP.080 The system MUST allow reservation of the following items for future assignment, and track the user, Project/Order, and date of reservation. This will remove the items from auto-provisioning (e.g. to reserve ports during project planning of currently unknown circuits): 1. Rack Assignments 2. Rack Units 3. Chassis slots 4. Cards 5. Ports 6. Other Equipment/Assets EQUIP.090 The system MUST record the following historical audit information after any Equipment/Asset record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Order Number (the Request which caused the record to be added, updated, or removed) EQUIP.100 The system MUST provide the ability to easily duplicate existing Equipment, Power Equipment, Card, and Port records. The resulting records MUST be editable. EQUIP.105 The system MUST allow a templated list of required and optional fields for each piece of Equipment/Asset. The fields shown MUST be variable based on Equipment type. 8
  9. 9. Requirement Met (Y/ ID Requirement Text N) EQUIP.110 The system MUST store the following information about Power Equipment: 1. Associate with CLLI (Location) 2. Manufacturer 3. Model 4. Vendor Slot Count 5. Vendor Port Count 6. Type of Power Required (AC, DC) 7. Power Input/Output Required (Voltage, Amp Draw) 8. BTU/hr 9. Dimensions 10. Weight 11. Relay Rack assignments 12. Relay Rack Position assignments 13. Serial Number 14. Unique ICN ID 15. State ID/Tag 16. Install Date 17. Acquisition Date 18. Related Purchase Order Number 19. Category 20. Subcategory 21. Owner 22. Alarm History 23. Inspection date 24. Impedance (Batteries) 25. Voltage Readings (Batteries) 26. Conditions (e.g. for Batteries: Good, Cracked, Fair, etc.) 27. Hours (Generator) 28. Status (Inactive, active, defective, etc.) (Drop-down List) 29. Description/Notes 30. GAAP depreciation timeframe for the asset 31. ICN/Vendor recommended timeframe for disposal of the asset 32. General ledger code for the expense 33. Specify if Capital asset 34. Effective date of transfer 35. If it was identified as being billable to the customer in the original order 36. Effective date of status 37. Acquisition price EQUIP.116 The system MUST store the following information about each Other Equipment/Asset: 1. Location Name (from LOC.010) 2. GAAP depreciation timeframe for the asset 3. ICN/Vendor recommended timeframe for disposal of the asset 4. ICN Part number/serial number 5. State IP Tag number 6. Acquisition date 7. General ledger code for the expense 8. Specify if Capital asset 9. Owner 10. Specify if Asset is transferred to Vendor/customer warehouse 11. Effective date of transfer 12. Corresponding Order(s) 13. If it was identified as being billable to the customer in the original order 14. Status (from list - pending, active, pending disposal, disposed) 15. Effective date of status 16. Description/Notes 17. Acquisition price EQUIP.120 The system MUST allow ICN to relate Equipment/Assets to Contracts. (CONTR.010) EQUIP.130 The system MUST allow for the tracking of configuration information of the Equipment/Asset. EQUIP.140 The system MUST allow ICN to relate Equipment/Assets to other equipment and define the relationship type. (Parent, Child, License, etc.) CAB.020 The system MUST have a notepad for each cable bundle that documents any activity, and includes a date/time/person stamp for each entry. 9
  10. 10. Requirement Met (Y/ ID Requirement Text N) CAB.030 The system MUST be able to store the following information about each cable bundle: 1. Loc A CLLI ( the CLLI should be selectable from a list pulled from LOC.010) 2. Loc Z CLLI ( the CLLI should be selectable from a list pulled from LOC.010) 3. Style of cable (SM, MM, coax, utp, stp etc.) 4. Type of cable (cat 3, cat 5, RG-6, core diameter etc.) 5. Length of cable (in km and or feet) 6. Number of pairs (or number of strands) 7. Cable name 8. Cable description (direct bury, aerial, duct required, etc.) 9. Ownership Type (owned, leased, abandoned, etc.) 10. Plenum rating (plenum, non-plenum) 11. Administrator (ICN, ITE, City, etc.) 12. Splice point detail (Link Splice) - there may be zero or more of these 13. Cross reference (Vendor to Cable) - there may be zero or more of these 14. Color CAB.035 The system MUST be able to store the following information about each individual cable in a cable bundle 1. Bundle to which the cable belongs 2. Type of connector 3. Length of cable 4. Plenum rating (plenum, non-plenum) 5. Type of cable (category rating; ie CAT V, CAT VI, Fiber) 6. Color 7. Owner 8. Status (Active, Reserved, Assigned, bad, etc.) 9. Splice point detail (Link Splice/Cross Connect Block, etc.) - there may be zero or more of these 10. Notes - Date/Time/User Stamp permanent comments 11. Related Termination Detail (FDP, Jack Position Number, Connector Type, etc.), if connected CAB.040 The system MUST be able to perform the following functions on each cable: 1. Assign or remove ports to each cable for future assignment (assigning a circuit to the port or the cable should bring both elements into the circuit design) 2. Assign or remove ports to each cable individually (from equipment listed in EQUIP.040 or EQUIP.060) 3. Assign or remove ports to the cable bundle as a whole CAB.045 The system MUST be able to handle division of a single cable bundle into two or more bundles and modify existing endpoints as appropriate (e.g., adding a splice point to insert a new location) CAB.050 The system MUST record the following information after a Cable record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) VEN.010 The system MUST store the following information about each Vendor: 1. Vendor Name 2. Time Zone 3. Status (Active/Inactive/Other?) 4. Vendor Tax ID 5. Microsoft Dynamics SL Vendor ID 6. Billing Account(s) 7. Vendor terms (net 30, etc.) 8. Category (i.e. company, division, department) VEN.020 The system MUST allow ICN to identify parent and child relationships between Vendor records allowing for more than 2 levels of hierarchy/relationships between the vendors. VEN.030 The system MUST allow ICN to associate an ICN Part number to a Vendor-specific Part number for each Vendor that provides the part. VEN.040 The system MUST allow ICN to associate Vendors with multiple Contacts (see CONT.050). VEN.050 The system MUST allow ICN to associate multiple Contracts to a Vendor (see CONTR.016.) VEN.060 The system MUST allow ICN to combine and split Vendor records (e.g., mergers, acquisitions, spin-offs). VEN.070 The system MUST record the following information after a Vendor record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) SVC.010 The system MUST identify all Services, to include internal requests and all variations of service provided to the customer base. 10
  11. 11. Requirement Met (Y/ ID Requirement Text N) SVC.020 The system MUST be able to store and access the following Service information: 1. Service Name 2. Service Description 3. Service Category 4. Service Subcategory (allows for hierarchial) 5. Current status (e.g. Active (In Service Catalog), discontinued, being developed etc.) 6. Service Type: Business Service (visible to the customer) or Infrastructure Service (invisible to the customer, used as a building block for Business Services) 7. Internal / external: Internally provided service or a service sourced from an external service supplier (Service provider field) 8. Service Owner (Group(s) responsible for service provisioning) 9. Contacts and procedures for signing up to the service 10. Infrastructure Services on which this service depends (Supporting Services) 11. Services that depend on this service (Supported Services) 12. Components (Dependant Configuration Items and Services) (Parent CIs and Services which this service references) 13. Description/Notes - Date/TIme/User Stamp with comments, all become permanent. SVC.050 The system MUST record the following information after a Service record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) CIR.010 The system MUST store the following information about each Circuit Header: 1. Order Number (request that initiates the Circuit or any change to the Circuit from REQ.010) 2. "A" Location Name 3. "A" CLLI 4. "A" CLEI (predefined from drop down list based on "A" CLLI or new) 5. "Z" Location Name 6. "Z" CLLI 7. "Z" CLEI (predefined from drop down list based on "Z" CLLI or new) 8. Circuit type 9. Service Category / Subcategory (See SVC.010) 10. Physical hand-off/termination requested (e.g. RJ-45, SM, MM, BNC, ST, LC, SC, FC, etc.) 11. Line Coding (e.g. B8ZS/AMI/ESF, etc.) 12. Duplex Settings (Half, Full) 13. Requested Bandwidth (Peak, Burst, Sustained) 14. Unique Circuit ID (system assigned and/or managed) 15. Associated Circuit ID aliases (i.e. LEC circuit ID) 16. Associated Customer(s)/Billing Account 17. Associated Vendor(s) (from VEND.010) 18. Associated BAN(s) (billing account number(s)) 19. Customer/Vendor associated contract number (from CONT.010) 20. Description/Notes 21. Circuit version number CIR.015 The system MUST allow for an on-going record of notes for each circuit. Any comments added would be permanent, with a date and person stamp. CIR.017 The system MUST allow relating of the circuit to to equipment(s) (from EQUIP.010) CIR.020 The system MUST allow for presentation of the circuit design: tying different circuits together to show as a link so that you can query, report, export for the items that make up a connection in its entirety from A to Z. (See DES.010) CIR.030 The system MUST allow ICN to associate zero or more Contact records to a given Circuit. CIR.040 The system MUST record the following information after a Circuit record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Previous field/value (if applicable) 5. New field/value (if applicable) 11
  12. 12. Requirement Met (Y/ ID Requirement Text N) REQ.010 The system MUST store the following information about each Order/Request: 1. Customer Name 2. Authorized signatory 3. Billing Account information for install and monthly if different - field REQUIRED before moving order on through workflow for completion. 4. All Services (SVC.010) and corresponding Locations (LOC.010) associated with each order item. 5. Install Contact Name, phone number and email address 6. Description 7. Notes (with date/time stamp and user id for each entry) 8. Date customer would like work completed 9. If sooner than ICN standard intervals is an expedite fee applicable? 10. Does contracting need to be involved? 11. Breakdown of how estimate is calculated for billing. 12. Breakdown of the monthly/one time for each circuit 13. Priority setting so tasks due on the same day can be prioritized. 14. Documentation of what service was agreed upon. REQ.020 The system MUST allow a Request to be generated which allows workflow to add tasks for a new CLLI or CLEI code to be generated for an "A" or "Z" location. REQ.030 The system MUST allow ICN to associate zero or more Request records to a given Customer. REQ.031 The system MUST allow ICN to associate multiple Orders by multiple Customers within a parent Order (Project) at any point in the Order's life cycle prior to completion. REQ.033 The system MUST allow ICN to add a jeopardy status to orders. (Jeopardy status allows ICN personnel to convey obstacles to completing orders timely - e.g. LEC delayed, Customer site access delay, etc.) REQ.034 The system MUST allow existing service records (phones, circuits, etc.) to be added to an Order for MACD activity. REQ.035 The system MUST allow for attachments of documents to Orders with initial request and throughout the workflow & task items completed. REQ.036 The system MUST be capable of providing customized templates for Order entry and workflow, based on any of the following: 1. Service Ordered 2. Workflow Step 3. Person/role/group involved REQ.037 The system MUST be able to create one or more AFEs based on and related to a specific Order. REQ.040 The system MUST allow ICN to identify items, tasks, etc. as billable to the customer at a defined markup percentage (i.e. technician time, materials used, items ordered or in stock, trip charge, etc.) REQ.050 The system MUST allow ICN to define the type of each Request that is associated to a Customer, such as: 1. Install 2. Change 3. Move 4. Disconnect 5. Estimate REQ.055 The system MUST allow Orders to reference other Orders REQ.058 The system MUST allow ICN to associate multiple items to an Order, with different values for the following: 1. Customer 2. Service(s) 3. Location 4. Completion Date CONTR.010 The system MUST store the following information about each Contract: 1. Vendor/Customer contract number 2. ICN contract number 3. Vendor/Customer name (from VEND.010/CUST.010) 4. Vendor/Customer contact information (address, phone, email, etc.) (from CONT.010) 5. Type (modifiable drop down list - maintenance, service, circuit, equipment, etc) 6. Contract dates - start/expire/renewal/early termination 7. Renewal notes (number of renewals and renewal time frames) 8. Associated costs for the period (may be multiple and variable periods) 9. Associated General Ledger code(s) and subaccount(s) (for, e.g., maintenance costs). 10. Equipment/Circuit/Items associated with this contract (from EQUIP.010 and CIR.010) 11. Description 12. Notes (date/time/user for each entry) 13. Associated Customer(s) whose services depend on the (Vendor) Contract (from CUST.010) 14. ICN Staff associated to Contract 12
  13. 13. Requirement Met (Y/ ID Requirement Text N) CONTR.011 The system MUST allow for equipment, circuits or other items to be associated with multiple contracts. CONTR.012 The system MUST allow for 2 or more hierarchical levels in order to tie addendums/amendments to the original contract. CONTR.015 The system MUST allow for association of multiple Contacts to each Contract. (from CONT.010) CONTR.016 The system MUST allow for association of multiple Contracts to each Vendor/Customer. (from VEND.010 / CUST.010) CONTR.020 The system MUST provide reporting on expiring contracts with a variable timeframe allowed in the report parameters. CONTR.030 The system MUST allow ICN to attach multiple documents to each Contract record (allow for marking attachments as confidential for limited viewing or release). CONTR.040 The system MUST allow for SLA/Warranty information on each Contract, including the following: 1. Termination Liability 2. Portability 3. Time to repair, e.g., returned parts, etc. 4. Outage credits and how to calculate 5. Identify Specific service provided 6. Service vendor (if maintenance is provided by a third party) 7. Vendor help desk & customer support 8. Escalation procedures & response times Note: This information may be sizable. CONTR.050 The system MUST record the following information after a Contract record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, review, etc.) AFE.010 The system MUST store the following data for an Authorization for Expenditure (AFE): 1. AFE # 2. Revision # 3. Indicate budgeted/unbudgeted 4. Sponsoring division 5. Funding source (A = Appropriation funded AFE, C = Capital Equipment Plan AFE, NC = Non Capital Equipment Plan AFE, R = Revenue producing AFE, etc.) 6. Total approved 7. 10% or $5000 overage amount (whichever is less) 8. Year(s) savings or expenses for the project (i.e. year 0, 1, 2, 3, etc.) 9. Total of Revenue breakdown (i.e. pass-through, recurring, cost savings, etc.) 10. Total of Expense breakdown (i.e. capital costs, other costs, outside labor, internal labor, recurring, etc.) 11. Indicate if there are inventory items to be used, or transfers from other sites 12. Net Gain/Loss for project 13. Purpose memo field 14. Background memo field 15. Alternative memo field 16. Financial memo field 17. Project risks memo field AFE.020 The system MUST be able create an AFE (authorization for expenditures) if the Sales Order/Purchase Order amounts are above a specified limit (currently $5000). AFE.030 The system MUST be able to associate an AFE to one or more of each of the following order types: 1. Sales Order 2. Purchase Order 3. Customer Request / Project 4. Network Order (build-out) AFE.040 The system MUST allow for multiple (archive) versions of an AFE to be kept and viewed. Only the most recent version of an AFE will be considered active for editing, workflow and approval purposes. AFE.050 The Revenue breakdown detail MUST include the items to be used for billing (from BILB.040). AFE.060 The Expense breakdown detail MUST include the equipment (from EQUIP.010) or inventory items (INV.010) that will be used for the project whether purchased or from inventory. AFE.070 The Expense breakdown detail MUST be able to be categorized and calculate totals into the following categories but not limited to: 1. Fixed Asset purchase detail by vendor/product 2. Fixed Asset product installation analysis 3. Additions or subtractions from vendor maintenance contracts 4. Existing warehouse inventory resources required 5. Existing network fixed asset resources required 13
  14. 14. Requirement Met (Y/ ID Requirement Text N) AFE.080 The Expense breakdown detail MUST include up to the following but not limited to: 1. Product 2. Part # 3. Quoted price 4. List price 5. ICN price 6. Quantity 7. Applicable markup % (from order detail) 8. Continuing expenses for the specified equipment (i.e. maintenance in year 0, 1, 2, 3, etc.) AFE.090 The Revenue breakdown detail MUST be able to be categorized and calculate totals into the following categories but not limited to: 1. Initial pass through revenue from customer 2. New service offered to customer detail 3. Cost savings from project AFE.100 The Revenue breakdown detail MUST include up to the following but not limited to: 1. Service offered to customer 2. Customer of record 3. Customer End point locations 4. Billable item 5. Quantity 6. Continuing revenues for the project (i.e. year 0, 1, 2, 3, etc.) AFE.120 The system MUST record the following information after a AFE record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) TEL.010 The system MUST store the following information for a Telephone Number record from PBX switches: 1. Switch/System data loaded from 2. Status (Spare, in-use or disconnected) 3. Phone types or Device combination 4. Station number 5. Pad/Pen address 6. IP Address if VoIP Phone 7. MAC Address if VoIP Phone 8. Class of Service (local, LD, international, idle, etc.) 9. Display name 10. Public Number 11. Call forwarding destination 12. 911 location information (including county-either fill in or auto-populate) 13. Cable pairs (ie House pairs - Riser Pairs) TEL.020 The system MUST store the following information about each Telephone in Telephone number record: 1. Billing Account 2. Status (spare, disconnect, in-use) TEL.030 The system MUST store the following information about Calling Cards in Telephone number record: 1. Card Number 2. Calling Card Type (e.g. MCI Calling card, Capitol Complex Calling card, etc.) 3. Name of Contact 4. Status (spare, disconnect, in-use) TEL.040 The system MUST store the following information about telephony groups in Telephone number record: 1. Pick group 2. ACD group 3. ICM group 4. Hunt group TEL.050 The system MUST allow for reporting of PBX data Generate reports based on switch TEL.060 The system MUST allow for reporting of voice mail data in Telephone number record: 1. Call Processing data 2. Call Processing Pathname 3. Call Processing Name 4. Call Processing Type 5. Switch Call Processing data loaded from 6. Number of times Call Processing box accessed 7. Call Processing User transfers 8. Call Processing Default Transfers 9. Auto-generate email to customer with Call Processing data 10. Class of service 11. Contact 12. Voice mail number 13. Voice mail node 14
  15. 15. Requirement Met (Y/ ID Requirement Text N) TEL.070 The system MUST allow for two way provisioning between the compatible PBX switch(s) and the OSS (see BILA.103). The ICN would determine which changes are made from the OSS to the PBX, from the PBX to the OSS, and which are done by personnel. TEL.080 The system MUST store the applicable Authorization codes for a phone number and encrypt or mask the Authorization codes so they do not print on the invoice to the customer in the Telephone number record. TEL.090 The system MUST store the applicable Client/Access codes for a phone number in the Telephone number record. TEL.115 The system MUST store toll free numbers and the local number (DNIS) or the trunk to which it points. TEL.130 The system MUST record the following information for a Telephone record upon each addition, update or removal: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Order Number 5. Previous field/value (if applicable) 6. New field/value (if applicable) PRO.010 The system MUST store the following information for a Sales order: 1. Corresponding Order number 2. Corresponding Purchase Order number 3. Associated items to be used from inventory or purchased from vendors (from INV.010) 4. Status of each item (e.g., On Order, Reserved, Shipped, etc.) 5. ICN part numbers to the Sales Order (i.e., from EQUIP.010 for chassis) 6. Associate Corresponding vendor part number and pricing 7. Associate Location as final destination for parts (from LOC.010) 8. Asset # 9. ICN part # 10. Part serial # 11. State IP tag # 12. Vendor part # 13. If AFE process is required 14. If AFE process approval has been completed and associated AFE number 15. If original estimated items vary from what is being ordered 16. Approver 17. Shipper and shipper's tracking number (provided by ICN) PRO.011 The system MUST allow the user to add tasks (or a group of tasks) to accommodate the AFE process. PRO.012 The system MUST allow for notifications to individual(s) for various actions or changes to the sales order or purchase order (Hold, Rejection, Cancel, etc.) PRO.015 The system MUST store the following information for a Purchase order: 1. Corresponding Sales Order number(s) 2. Vendor name and info (phone, fax, contact, etc) (from VEND.010) 3. Vendor tax ID (from VEND.010) 4. Corresponding contract number and terms (net 30) 5. Associated items to be used from inventory or purchased from vendors (from INV.010) 6. Associate Corresponding vendor part number and pricing 7. Specify if purchased with appropriation funds 8. Approver 9. Expected ship date/delivery date for purchase by part number 10. Shipper and shipper's tracking number (from the vendor) 11. General ledger code for expense 12. Notes - Date/Time/User Stamp permanent comments 13. Shipping FOB PRO.017 The system MUST allow for items to have more than one part number assigned to it with one as the main part number. PRO.020 The system MUST require a corresponding Order number before a purchase can be made. PRO.026 The system MUST allow for ICN to reject Sales/Purchase Orders and note the reason for the rejection. PRO.030 The system MUST allow items to be audited and marked as to whether they are accurate part numbers, in inventory, etc. PRO.040 The system MUST allow for consolidation or separation of purchase orders based on the vendor, project, etc. PRO.060 The system MUST allow select ICN personnel to override fields in order to correct for accuracy. PRO.081 The system MUST allow for the PO to be printed. 15
  16. 16. Requirement Met (Y/ ID Requirement Text N) PRO.090 The system MUST allow ICN to reserve and associate an Asset to a specific project or Order and allow for a reorder if this is overridden and transferred to another project or customer order. PRO.100 The system MUST allow for automatic reorder of minimum levels of inventory as those levels are passed. (see INV.063 and INV.110) PRO.105 The system MUST allow for multiple shippers to be printed for shipping Assets on a Sales Order and maintain a history of items already shipped. PRO.110 The system MUST record the following information after a Procurement record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) DES.005 Vendor MUST acknowledge that Vendor understands the ICN operates a telecommunications network that includes telephones (VoIP, digital, and analog), Frame Relay, ATM, IP, Ethernet, Private Line, etc., and that circuit designs must be able to represent physical and logical connections across the various technologies. DES.006 Vendor MUST acknowledge that Vendor understands a main consideration for providing a circuit design is to provide implementation instructions to technicians for physical deployment and logical configuration. DES.010 The system MUST store the following information about each Circuit Design: 1. Unique Circuit ID 2. Related Order 3. Designer/Engineer 4. Description/Notes - date/time/person stamp on the permanent update DES.020 The system MUST be able to store and display multiple versions of designs; including historical (archived) designs, current designs, and pending designs, and designate them as such for the viewer. DES.030 The system MUST allow ICN to associate any kind of network element to the circuit: 1. Cables 2. Ports/Slots 3. Channels (logical channels within a carrier Circuit) 4. Representation of Vendor network segments (e.g. Leased circuit) 5. Relay Rack DES.031 The system MUST represent cross-references to Vendor circuits within the circuit design. DES.040 The system MUST allow ICN to define various settings for ports and circuits, as determined by Equipment/Port/Slot settings. These will vary by segment, and include, but not be limited to: 1. VLAN id 2. VLAN name 3. VPI 4. VCI 5. DLCI 6. tagging 7. SONET DS-0, DS-1, DS-3, etc. 8. QoS (if specified) 9. IP Address 10. Policing (UPC) DES.045 The system MUST provide a separate field/screen for the install specifications ("Work Order Detail") and implementation notes to be entered. This is to be date/time/user stamped. DES.060 The system MUST record the following information after a Circuit Design record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) ORD.001 The system MUST assign a unique identifier to the order for tracking. ORD.020 The system MUST allow ICN to track Customer inquiries related to an Order (e.g., phone calls/emails about the status of the order). ORD.030 The system MUST allow access to appropriate orders and task assignments for external personnel as defined by ICN. ORD.031 The system MUST provide the ability to identify/flag orders that are to be expedited. (requested to be completed in less time than the standard set for the requested service) ORD.060 The system MUST allow for a notification when an order is initiated for an item on a existing current contract. ORD.061 The system MUST track timing of orders through workflow and allow each section to add to the order (documents, notes, additional items, etc.) and allow for notifications if defined timeframes are overdue to both the section assigned as a reminder/escalate mechanism and supervisors for reporting, etc. 16
  17. 17. Requirement Met (Y/ ID Requirement Text N) ORD.070 The system MUST record the following information after an Order record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Previous field/value (if applicable) 5. New field/value (if applicable) ORD.075 The system MUST allow for the creation and tracking of a list of Tasks associated with the Order, including but not limited to: 1. Field/Design work 2. Permit applications 3. Dependencies on other activities (e.g., Contracting, Procurement) 4. Documentation of as-builts ORD.076 The system MUST allow an area for notes to be place in the order, which are permanently a part of the record and are date/time/user stamped. ORD.077 The system MUST provide templated workflow that can be customized for each Service: 1. Standard Tasks and Task Durations 2. Overall Standard Duration (for each Order Item) 3. Task Owners INV.040 The system MUST allow tracking of the following in auditing of Equipment/Assets: 1. Date of audit 2. Status of the audit process 3. Person conducting the audit 4. Adjustments for physical count reconciliations INV.050 The system MUST allow ICN to transfer an Asset(s) from one location to another including Vendor/Customer warehouse(s) (from LOC.010). INV.051 The system MUST allow for cancellation of a pending transfer. INV.061 The system MUST allow for manual or automatic initiation of workflow for replacement of an instance of Equipment/Asset reserved per EQUIP.080 that has been reassigned to another Project or Order. INV.062 The system MUST allow for Equipment/Assets to be reserved for spares, i.e. for repair use only. INV.063 Assets that are reserved MUST not be considered available for the auto-reorder threshold for that Equipment/Asset. (see PRO.100) INV.100 The system MUST allow a view or link to all current and historical orders associated to the Asset including the original purchase of the Equipment/Asset. INV.110 The system MUST provide for tracking and reporting on the following for each type of Equipment/Asset: 1. Count on hand 2. Count in reserve, by type of reservation (e.g. Project, spares, etc.) 3. Auto-reorder threshold (see PRO.100) 4. List of Assets by site/location INV.120 The system MUST allow ICN to calculate and store accumulated depreciation for an Equipment/Asset, period dates of accumulated depreciation and the history of prior accumulated depreciation calculations. INV.130 The system MUST allow ICN to calculate and store the current book value of an Equipment/Asset and the history of prior book value calculations. INV.150 The system MUST record the following information after an Equipment/Asset record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Previous field/value (if applicable) 5. New field/value (if applicable) ITIL.010 The system MUST be able to store and access the following SLA/OLA/UC information: 1. Related Service(s) (SVC.030) 2. Service Level Manager (CONT.010) 3. Customer contact for SLA (CONT.010) 4. Vendor contact for SLA (CONT.010) 5. Customers covered by SLA (CUST.010) 6. Vendor(s) providing service under the SLA (VEN.010) 7. Start and end dates 8. Renewal date 9. Hours when the service is available 10. Time within which a defined level of service must be re-established 11. Metrics for reports 12. Status of SLA/OLA/UC 13. Name of SLA/OLA/UC 17
  18. 18. Requirement Met (Y/ ID Requirement Text N) ITIL.020 The System MUST be able to store and access the following information about Releases: 1. Unique identifier 2. Status 3. Manager of the Release (CONT.010) 4. Description 5. Notes or information about the Release as it is worked. 6. Target date 7. Completion date that can auto fill in based on the status 8. Related Change/RFC(s) ITIL.030 The System MUST be able to store and access the following RFC/Change information. 1. Unique identifier 2. Status 3. Requestor (CONT.010) 4. Coordinator (CONT.010) 5. Related Service (SVC.030) 6. Description 7. a running notes or information field for the Change 8. Category 9. Target date 10. Planned start date 11. Actual start date 12. Planned finish date 13. Actual finish date 14. Organization performing the change (CUST.010) 15. Related Order(s) that need to happen for the Change to be completed (ORD.001) 16. Voting-based approval process for the Change 17. Expected impact of the Change 18. Reason for the Change ITIL.040 The System MUST be able to store and access the following Incident information 1. Unique identifier 2. User and Equipment-initiated Incidents 3. Related CI(s) (INV.010) 4. Status 5. Description 6. Running notes or information about the Incident as it is worked. 7. Related Service (SVC.010) 8. Related Customer/Contact (CONT.010) 9. Target date for resolution that can be auto set via relation Customer, Service and SLA (CONT.010, SVC.010 and ITIL.010) 10. Completion date 11. Assigned Workgroup 12. Assigned Contact (CONT.010) within the Assigned Workgroup above 13. Vendor (VEN.010) that is supplying the service, if any 14. External (vendor) ticket number, if any 15. Solution/resolution 16. Related Incident(s), if any 17. Source of the Incident (equipment signal/SNMP, phone call, email, etc..) 18. Categorization for searchable knowledge base, if any 19. Incident category (change, resolution, improvement, etc.) 20. Severity (from a configurable list of options) 21. Email integration for opening or updating Incidents 22. Automatically send email to Customer/Contact, Vendor(s) and staff as status of the Incident changes 23. Related Problem(s) (see ITIL.050). 24. Related Change/RFC(s) (see ITIL.030). 18
  19. 19. Requirement Met (Y/ ID Requirement Text N) ITIL.050 The System MUST be able to store and access the following Problem information: 1. Unique identifier 2. Related CI(s) (INV.010, EQUIP.010) 3. Status 4. Description 5. Notes or information about the Release as it is worked. 6. Related Service (SVC.010) 7. Assigned Workgroup 8. Assigned Contact (CONT.010) within the Assigned Workgroup above 9. Category (proactive, reactive, etc.) 10. Severity/Impact 11. Target date 12. Actual completion date 13. Vendor (VEN.010) that is supplying the service, if any 14. External (vendor) ticket number, if any 15. Solution 16. Related Incident(s) (see ITIL.040) 17. Related Change/RFC(s) (see ITIL.030) ITIL.090 The Vendor MUST describe how the System will allow ICN to automate and enforce the integrity of its processes. ITIL.100 The system MUST record the following information each time a modification is made to any ITIL-related information: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) 4. Previous field/value (if applicable) 5. New field/value (if applicable) ITIL.110 The Vendor MUST state what ITIL version(s) and levels of compliance the system provides. SYS.020 The proposed solution MUST allow for the encryption of all sensitive traffic between the client and server. Consistent with the State's operating environment, vendors MUST indicate if the proposed solution is compatible with SSL provided by a reverse proxy, and not by the HTTP or application server. Systems SHOULD NOT rely on the “Host:” header passed to them, as translation of this value can occur at the reverse proxy layer. Systems SHOULD be able to function in a NAT environment, where physical IP addresses are not provided. SYS.040 The system MUST provide a variety of standard reports and the ability to create ad hoc reports. SYS.044 The set of information available to each user via reporting in SYS.040, above, MUST be limited by access controls for each user as defined in SEC.010, SEC.020 and SEC.021. SYS.045 Vendor MUST provide field definitions for reporting in SYS.040 or cover this in SYS.066. SYS.050 Vendor MUST describe the extent to which existing ICN data sources can be migrated to the System, the process involved, and how data migration costs are estimated. SYS.060 Vendors MUST indicate which of the following server environments (and specific versions) the proposed solution will run on: 1. Windows Server 2. Linux 3. Solaris 4. HPUX 5. Other (please specify) SYS.061 The proposed solution will need to be capable of running in a virtualized environment. Vendors MUST indicate which components of the proposed solutions CAN and CANNOT be virtualized. SYS.062 The system will need to support a wide variety of governmental, organizational and private users. Vendors MUST indicate which of the following platforms/browsers the proposed solution supports: 1. Internet Explorer 6, 7, 8 2. Firefox 2, 3 3. Safari 2, 3 4. RIM Blackberry 5. Apple iPhone 6. Windows Mobile 7. Windows XP 8. Windows Vista 9. Windows 7 10. Fat client 11. Other (please specify) 19
  20. 20. Requirement Met (Y/ ID Requirement Text N) SYS.063 Vendors MUST indicate how quickly they support new versions/patches/security updates to software needed to run their solution. (Including but not limited to major/minor): 1. Browser versions 2. Workstation OS versions 3. Server OS versions 4. Database versions 5. Workstation/Server security patches SYS.065 Vendors MUST indicate which of the following databases (and specific versions) can be used to store the system's data: 1. Oracle 2. IBM DB2 3. MS SQL Server 4. MySQL 5. PostgreSQL 6. Other (please specify) SYS.070 Vendors MUST provide information on the architecture of the proposed solution. Such information should include, but not be limited to, the third-party vendors and components to be used; as well as any proprietary or customized components, and the roles fulfilled by each component. Vendors MUST indicate the networking configuration required (ports, protocols, etc.) between any components that require or allow for distributed computing. SYS.075 Vendors MUST provide detailed workstation and browser hardware and software requirements for the proposed solution. SYS.080 Vendors MUST identify a minimum hardware set and (optionally) a preferred hardware set for deploying and operating the proposed solution. The proposed hardware will be used as a baseline for comparison with existing ICN infrastructure (including virtual servers) and may or may not be accepted as part of the solution. Vendors SHOULD indicate any component(s) of the recommended hardware that may not be substituted for existing ICN infrastructure. The proposed hardware MUST allow the system to meet or exceed the minimum peak performance and scalability goals defined in SYS.030, above. The estimated costs for hardware MUST be separate and itemized in the Cost Proposal. SYS.090 Vendors MUST identify all software associated with the operation of the system, including all third-party software that the State must acquire to deploy and operate the proposed solution. This SHOULD include, but not be limited to, operating system, DBMS or application server licenses, client software, drivers, adapters and converters, copyrighted media, logos or images, client access licenses, etc. Software costs MUST be separate and itemized in the Cost Proposal. SYS.100 Vendors MUST identify supported methods of integrating with the proposed solution including, but not limited to the following: 1. SOAP/POX/REST 2. Direct database access (shared tables, through ODBC, JDBC, other) 3. File Transfer (Upload/Download), including specified format(s) (XML, CSV, etc.) 4. Message-Oriented, e.g., JMS, MSMQ 5. CORBA/RMI/DCOM, etc. 6. Other (please specify) SYS.130 The system MUST use one or more specific TCP/UDP ports for IP communications with the software to aid in easily passing the traffic across firewalls. SYS.140 The system MUST be capable of providing availability per Vendors MUST provide detailed information on existing implementation(s) that meet or exceed this goal in production. SYS.145 The system MUST be capable of a Disaster Recovery interval of Vendors MUST provide detailed information on existing implementation(s) that meet or exceed this goal in production. SYS.190 The Vendor MUST list out of the box integrations that the system will support with other products. SEC.010 The system MUST utilize role-based security requiring each user to register and log into the system using a unique user name and password. SEC.015 The system MUST allow for the association of a user account (from SYS.010) to a Contact record in the system (see CONT.010) SEC.020 The system MUST provide access controls based on Organization and/or Role memberships of a given account (Contact record) from SEC.010. SEC.022 The system MUST allow for access control to be applied at the page, area, or field level, providing certain accounts or groups with read only, read/write, or no access to information. SEC.066 Vendors MUST identify types of data that cannot be searched using methods in SEC.060 and SEC.065. SEC.070 The proposed solution is intended to be compliant with Section 508 of the U.S. Rehabilitation Act of 1973, as amended (29 U.S.C. 794d) to remove barriers for persons with disabilities. Vendors MUST identify if and how the proposed solution complies with or goes further than Section 508 in making the application accessible to persons with disabilities. 20
  21. 21. Requirement Met (Y/ ID Requirement Text N) SEC.085 Vendors MUST list areas of the system that cannot be modified by ICN administrators. PROJ.010 Vendors MUST include a detailed project plan for delivery of all required elements of the proposed solution. The plan should address, at a minimum, the following elements: 1. Project management, quality assurance (process audit), peer review, and management oversight 2. Development of requirements, designs, reports, and screen definitions, 3. Customization or development of the database, web services or integration points 4. Solution development, including coding and unit testing 5. Configuration management and build activities 6. Data Mapping, Migration and Integration activities 7. Deployment planning, execution and validation activities 8. Knowledge transfer, including operations and support documentation development and training of ICN staff 9. Test planning and test script development 10. Test execution and review of results 11. Proposed customer approval points / milestones for signoff and payments 12. Estimated effort, resource allocation and time line for completion. 13. Dependencies and priorities between planned tasks In addition, vendors may provide an estimated contingency timeline and costs for any change requests, based on previous project experience (if applicable). This estimate should be separate and itemized in the Cost Proposal. PROJ.015 Vendors MUST provide a proposed organizational structure for the combined Vendor and ICN project team including (but not limited to) reporting responsibilities, communication paths, escalation procedures and roles/responsibilities for execution of the project plan in PROJ.010, above. PROJ.020 Vendors MUST include project plan elements in PROJ.010, above, for planning of the pre-production and production environments in conjunction with ICN, and for time to be spent executing the Vendor's parts of any resulting plans with ICN staff. PROJ.030 Vendors MUST describe the steps and documents that will be provided for deployment and support of the test/pre-production and production systems by ICN staff. If direct access to the servers is required for vendor staff, the vendor shall provide justification for the requirement and an alternative process for upgrades and other ongoing maintenance work. PROJ.035 Vendors MUST provide a suggested set of roles and recurring tasks for ongoing operation and maintenance of the system, including estimated resource allocations and skill(s) required. PROJ.040 Vendors MUST describe at least one scenario (including roles and responsibilities, lead times, service levels, technical requirements) for providing technical support, along with estimated costs for each of these elements. For each scenario, the vendor shall indicate if any current customers use the specified process. This cost should be itemized separately in the Cost Proposal. PROJ.050 Vendors MUST identify any components of the proposed solution that require per-client or per-server license costs, or any other licensing cost not included in the Cost Proposal. Cost proposals should reflect all costs required to deploy and operate the proposed system. PROJ.060 Vendors MUST identify all software associated with the operation of the system, including all third-party software that the State must acquire to deploy and operate the proposed solution. This should include, but not be limited to, operating system, DBMS or application server licenses, client software, drivers, adapters and converters, copyrighted media, logos or images, client access licenses, etc. Software costs must be separate and itemized in the Cost Proposal. PROJ.070 Vendors MUST identify any areas that they expect to customize for the proposed solution, based on the requirements in this Section of the RFP. Such customizations should have corresponding assumptions and tasks in the proposed project plan, and MUST be part of the Cost Proposal. PROJ.080 Vendors MUST identify and estimate recurring costs such as (but not limited to) ongoing license fees to the vendor and/or any third parties, upgrade or maintenance fees (including those for customized features), expected technology refresh cycles for operating systems, application servers or other components of the solution. Vendors should indicate whether these estimates are based on existing customer experiences or are projected without a prior basis. PROJ.090 Vendor MUST specify if an assessment will be done of the ICN's existing data and processes as the first step of the project. If any additional costs are associated with having the assessment done they must be listed as well. PROJ.100 Vendor MUST give an example of the steps the Vendor has used to implement a system like this before. PROJ.110 Vendor MUST identify what types and levels of integration can be performed by the Vendor to help align the new OSS system with ICN and its processes and other software products. PROJ.120 Vendor MUST identify training requirements, lead times, and costs for rollout of the System to ICN staff. PROJ.140 Vendor MUST include project plan elements to scope, design and implement a customer web portal that meets the specified customer self-service requirements elsewhere in this RFP (e.g., REQ.056, MISC.160, AR.060, AR.131, BILL.013, BILL.014, BILL.038, BILL.040, BILL.107, BILL.108) 21
  22. 22. Requirement Met (Y/ ID Requirement Text N) PROJ.150 Vendor MUST include any applicable examples for similar portal functionality that was implemented, indicating: 1. What platform was used (vendor product, programming language) 2. Integration approach(es) (SOA/WS, Database access, file xfer, other) 3. Approximate incremental cost (beyond internal OSS functionality) 4. Approximate lead time 5. Approximate resource loading for vendor and customer staff 6. Levels of usage for various ICN requirements, if available (How many requests per month? How many orders vs. billing inquiries vs. billing data updates, etc.) PERF.010 Vendors MUST provide the following general background information: 1. Name, address, telephone number, fax number and e-mail address of the bidder including all doing business as or assumed names or other operating names of the bidder. 2. Form of business entity, i.e., corporation, partnership, proprietorship, Limited Liability Company. 3. State of incorporation, state of formation, or state of organization. 4. Identify and specify the location(s) and telephone numbers of the major offices and other facilities that relate to the bidder’s performance under the terms of this RFP. 5. Local office address and telephone number (if any). 6. Number of employees. 7. Name, address and telephone number of the bidder’s representative to contact regarding all contractual and technical matters concerning this proposal. 8. Name, address and telephone number of the bidder’s representative to contact regarding scheduling and other arrangements. 9. Identify the bidder’s accounting firm. PERF.020 Vendors MUST provide the following information about company experience & qualifications: 1. Business background, number of clients, number of years in business, and other information as necessary to provide assurance of your financial stability 2. The number of years of experience providing the types of services sought by the RFP 3. The level of technical experience in providing the types of services sought by the RFP 4. All services similar to those sought by this RFP that the bidder has provided to other businesses or governmental entities 5. A list of similar projects that are currently in process by the bidder PERF.030 Vendors MUST provide letters of reference from three (3) clients knowledgeable of the bidder’s performance in providing services similar to the services described in this RFP. Include full contact information including name, title, telephone and fax numbers plus email addresses for each reference. PERF.040 Vendors MUST provide the following information regarding personnel and capabilities: 1. A table of organization. Illustrate the lines of authority. Include the names and credentials of the owners and executives of your organization and, if applicable, their roles on this project. Also include key personnel who will be involved in providing services contemplated by this RFP. 2. Resumes for all personnel, including any subcontractors, who will be involved in providing the services contemplated by this RFP. The resumes must include: name, education, and years of experience and employment history, particularly as it relates to the scope of services specified herein. It is expected that the key personnel presented in the vendor response to the RFP will be the team members involved in providing the services for transition to the new software system. The ICN reserves the right to approve any staff changes. 3. The name and qualifications of any subcontractor/vendor who will be involved with this project. Describe the work and estimate the percent of total work the subcontractor will be performing. 4. Other contracts and projects currently undertaken by the Vendor. PERF.050 Vendors MUST provide the following financial information to demonstrate long term viability to carry out the requirements of any contract with the State: 1. Audited financial statements (annual reports) for the last three (3) years and/or bank statements, credit reports etc. These may be via a web address or as part of the documentation. 2. A minimum of three (3) financial references. 3. Certification that vendor is bondable and provide bond rating. 22
  23. 23. Requirement Met (Y/ ID Requirement Text N) PERF.060 Vendors MUST provide the following information about Termination, Litigation, and Investigation: 1. During the last five (5) years, has the Vendor had a contract for services similar to those contemplated terminated for any reason? If so, provide full details related to each termination. 2. During the last five (5) years, describe any damages or penalties or anything of value traded or given up by the Vendor under any of its existing or past contracts as it relates to services performed that are similar to the services contemplated by this RFP and the resulting Contract. If so, indicate the reason and the estimated cost of each incident to the bidder. 3. During the last five (5) years, list and summarize pending or threatened litigation, administrative or regulatory proceedings, or similar matters that could affect the ability of the Vendor to perform the required services. The Vendor must also state whether it or any owners, officers, or primary partners have ever been convicted of a felony. Failure to disclose these matters may result in rejection of the Bid Proposal or in termination of any subsequent contract. This is a continuing disclosure requirement. Any such matter commencing after submission of a Bid Proposal, and with respect to the successful bidder after the execution of a contract, must be disclosed in a timely manner in a written statement to the ICN. 4. During the last five (5) years, have any irregularities been discovered in any of the accounts maintained by the Vendor on behalf of others? If so, describe the circumstances of irregularities or variances and disposition of resolving the irregularities or variances. PRICE.010 Vendors MUST include the following itemized elements in pricing proposals: 1. Prices for each module referenced in the proposal 2. Estimated costs for the recommended hardware identified in SYS.080 3. VAR or market-price estimates for associated software identified in SYS.090 PRICE.030 Vendors submitting SaaS/hosted licensing options MUST provide the following options: 1. Month-to-month pricing (no ongoing commitment) 2. Three-year commitment (if different from the monthly price) 3. Six-year commitment (if different from the three-year price) PRICE.040 Vendors MUST include the following itemized elements for professional services / consulting time identified in PROJ.010: 1. Estimated hours, hourly rates and cost for meeting all Mandatory Requirements 2. Estimated hours, hourly rates and cost for implementation of any combinations of modules offered in PRICE.020 3. Estimated hours, hourly rates and cost for implementation of SaaS/hosted options offered in PRICE.030 PRICE.050 Vendors MUST provide itemized service levels and costs for ongoing maintenance and technical support of each module (PRICE.010), bundle (PRICE.020) or service (PRICE.030) that is proposed. Service level definitions MUST include: 1. Contact channels (phone, email, etc.) 1. Coverage hours/days (e.g., 24x7, 12x5, etc.) 2. Committed service levels (response times, 3. Escalation path / procedure Vendor MUST provide the list of the modules necessary to meet the Mandatory Requirements above. 23
  24. 24. Full Requirements Checklist Each requirement requires a response whether the Vendor meets the requirement (“Requirement Met” column), and the applicable page(s) in the Vendor's proposal document where the response can be found (“Proposal Ref (Page#)” column). VENDORS MUST RESPOND TO THIS SECTION AND ALL SUB-SECTIONS. 3.6.1Customers Requirement Met Proposal Ref ID Requirement Text (Y/N) (Page #) CUST.010 The system MUST store the following information about each Customer: 1. Customer Name should be agency name with sub name or descriptor name. 2. Status (predefined list: Active/Inactive/etc.) 3. Description / Notes CUST.020 The system MUST allow ICN to identify parent and child relationships between Customer records allowing for more than 2 levels of hierarchy/relationships between the customers. CUST.025 Parent child relationships SHOULD be able to be viewed in a hierarchy. CUST.030 The system MUST allow ICN to identify an ICN-defined set of attributes for Customer records, including but not limited to: 1. Class (predefined drop down list, e.g. State Agency, Education, etc.) 2. Category (predefined drop down list, e.g. College, Judicial, Executive, etc.) 3. Federal, County, Local indicator 4. Billing Account (format is 12 alpha-numeric with 3 digit subaccount, e.g. ABC000000001-001) CUST.040 The system MUST record the following information after a Customer record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) CUST.041 The system SHOULD record the following information after a Customer record is added, updated or removed (if applicable): 1. Previous field/value 2. New field/value CUST.050 The system SHOULD allow ICN to store custom account information for each customer, including but not limited to: 1. I/3 accounting string (e.g., fund-dept-org-sub) 2. I/3 vendor type and number 3. Credit card type/number 4. ABA routing and account number 5. Banking information for specified Customers. (We should be able to do auto debit to customer accounts, similar to IFAS transfers with state agencies). Vendor SHOULD provide the list of the modules necessary to meet the Requirements above. 3.6.2Contacts Requirement Met Proposal Ref ID Requirement Text (Y/N) (Page #) CONT.010 The system MUST store the following information about each Contact: 1. First Name 2. Last Name 3. What responsibility does contact have (billing, auth sign, etc.)? 4. Status (from predefined list: Active/Inactive/etc.) 5. Work Phone Number 6. Mobile Phone Number 7. Fax Phone Number 8. E-Mail Address CONT.020 The system SHOULD store the following extended Contact information: 1. Other Phone Number(s) (with description) 2. Other E-Mail Addresses (with description) 3. Preferred Name (nickname) 4. Job Title 5. Contact Notes 24
  25. 25. Requirement Met Proposal Ref ID Requirement Text (Y/N) (Page #) CONT.030 The system SHOULD allow for on-demand import / update of a selected Contact record from the State's Active Directory CONT.040 The system SHOULD allow for Contact records imported from the State's Active Directory to be updated and maintained independently. CONT.050 The system MUST allow association of one or more Contact records to one or more Customer/Vendor record(s). (from CUST.010 or VEND.010) CONT.055 The system MUST allow association of one or more Locations to a Contact record. (from LOC.010) CONT.056 The system MUST specify the type of association (via predefined list: mailing, billing, ship- to, etc.) between the Contact and the Location. CONT.060 Each association between a Contact and Customer/Vendor in CONT.050, above, MUST include the following association-specific information: 1. Contact Type (Billing, Customer, Other/Explain, Location, Circuit, Support, Sales, etc.) CONT.070 The system MUST record the following audit information after a Contact record is added, updated or removed: 1. User ID 2. Date/time 3. Action (add, edit, delete, etc.) CONT.071 The system SHOULD record the following audit information after a Contact record is added, updated or removed: 1. Previous field/value (if applicable) 2. New field/value (if applicable) Vendor SHOULD provide the list of the modules necessary to meet the Requirements above. 3.6.3Locations Requirement Met Proposal Ref ID Requirement Text (Y/N) (Page #) LOC.010 The system MUST store the following information about each Location: 1. Location Name 2. CLLI Code (Telecordia standard) 3. Physical Address: StreetLine1, StreetLine2, City, County, State, Zip, Zip+4 4. Latitude/Longitude coordinates 5. Vertical/Horizontal coordinates 6. Fiber entrance location(s) 7. Power Feed Information (Amperage and Voltage) 8. HVAC Capacity information 9. Description/Notes 10. Access/Entry Notes 11. Lock Box Location (Site access keys) 12. Type of location (from predefined list, e.g. vendor, Part 1, Part 3, Node, link splice location, etc) 13. Phone Number (NPA-NXX-XXXX) 14. LATA (Local Access and Transport Area) 15. Status (Active, Inactive, etc.) LOC.011 The system MUST allow definition of multiple suite numbers (e.g. multiple deliverable addresses) within a location (CLLI). LOC.015 The system SHOULD store the following information about each Location: 1. Cable management (from predefined list, overhead, raceway) 2. Type of floor (from a predefined list, raised, concrete) 3. Generator on Site (yes/no) 4. Power Ground type (from predefined list, earth) 5. Power Ground Notes LOC.030 The system MUST allow occasional load and/or update LERG data including: Location Name 1. CLLI Code (Telcordia standard) 2. Physical Address: StreetLine1, StreetLine2, City, State, Zip, Zip+4 3. Latitude/Longitude coordinates 4. Vertical/Horizontal coordinates 5. Description/Notes 6. Type of location (from predefined list, (vendor, Part 1, etc) 7. LATA (Local Access and Transport Area) 8. Phone Number (NPA-NXX-XXXX) 25

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