DMS OM RFP

8/12/2019 DMS OM RFP

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Request for Proposals for Document Management System (DMS)

Operations and Maintenance Support Services

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Table of Contents Page

Section 1: The Opportunity

1.1. Objective 31.2. Background 31.3. Scope of Services 41.4. Qualifications 16

Section 2: The Proposal2.1. Contents

2.1.1 Cover Letter 172.1.2 Table of Contents 172.1.3 Executive Summary 172.1.4 Understanding of the Assignment 18

2.1.5 Plan and Approach 182.1.6 Organization and References 192.1.7 Financial Capability 212.1.8 Cost Proposal 212.1.9 Submission Format 22

2.2. Process2.2.1 Pre-Proposal Conference 232.2.2 Questions and Answers 232.2.3 Submission Requirements 242.2.4 Evaluation and Selection Procedure 242.2.5 Additional Terms, Conditions, Disclaimers, and Requirements 25

Section 3: The Contract 3.1. Contracting with LAWA 26

3.1.1 Non-Disclosure and Confidentiality Agreement 263.2. Payment for Services Rendered 263.3. City Held Harmless 26

Section 4: Appendices 4.1. Service Level Requirements (SLR)4.2. Proposers Experience and References4.3. Proposed Cost Schedule4.4. Administrative Requirements4.5. Additional Terms, Conditions, Disclaimers, and Requirements

Section 5: Attachments


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SECTION 1: THE OPPORTUNITY

1.1. Objective

Los Angeles World Airports (LAWA) seeks competitive proposals from qualified firms toprovide professional services for Information Technology (IT) support and service for theoperation and maintenance, enhancement and expansion of the Document ManagementSystem (DMS aka OpenText) and Vendor Invoice Management System (VIM akaOpenText) per the direction of the LAWA Information Management and Technology Group(IMTG).

1.2. Background

1.2.1. LAWA

The City of Los Angeles (City) is a charter city. The Department of Airports, also known asLAWA, is a proprietary department of City. LAWA is under the management and control of aseven-member Board of Airport Commissioners (BOAC) appointed by the Los Angeles CityMayor and approved by the Los Angeles City Council. The Executive Director administersLAWA and reports to the BOAC. LAWA operates and maintains LAX, LA/Ontario International

Airport (ONT), and Van Nuys Airport (VNY).

1.2.1.1. LAWA Document Management System (DMS)

LAWA implemented OpenText DMS and VIM to replace its legacy software PC DOCS and AP DOCS (OpenText DOCSOPEN products).

On June 25, 2012 LAWA went live with the OpenText DMS V. 10 and on October 7, 2013,LAWA went live with OpenText VIM V.3. Currently there are approximately 1000 licenses inthe system. The system is utilized in all LAWA facilities at LAX, ONT, and VNY.

The goal is to move the organization towards utilizing the OpenText software as a resourcetool to organize, share, manage and collaborate documents by aligning with theorganizations goal of creating a central repository.

1.2.1.1.1. Technical Environment

DMS is configured with three Content Servers: Archive Server running TomcatService, Indexing Server which runs on Windows Server 2008 standard editionSP2, and an Oracle v.11.2.0.3.0 database server. The servers reside on VMWare ESXi v. 5.5 and a physical oracle database production server. The systemutilizes a network Load Balancer. There are four environments: Development,Quality Assurance, Training and Production. The client desktop runs onWindows XP and Windows 7.


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1.3. Scope of Services

The Contractor shall perform all services on the DMS and VIM required to ensure that thesystem is fully functional throughout the term of the contract. The Contractor shall performmaintenance services as recommended by the software manufacturer and as specifiedherein. In addition, the Contractor shall perform preventive maintenance andtroubleshooting services to maintain the systems reliability and to ensure compliance withthe respective software warranties.

The Contractor shall perform operational functions and tasks to ensure all LAWArequirements are achieved, including but not limited to all LAWA requested softwareupgrades, application feature enhancements, software configurations as a result ofhardware changes such as installation and/or upgrade of new infrastructure and servers,programming, data backup, retrieval, restoration, archiving, refresh, system promotion,reporting and providing documentations of problems, solutions, and best practices insupport of the system.

1.3.1. LAWA Policies, Processes and Procedures

Contractor shall perform all work in accordance to LAWA policies, processes andprocedures. Contractor shall comply and adhere to all LAWA IT standards, policies,procedures and business processes, including but not limited to:

i. Enterprise Change Management Policy (Attachment 5.4) ii. IT Notification Policy (Attachment 5.5) iii. Desktop Security Policyiv. Internet & Email Acceptable Use Policy

v. Wireless Network Policyvi. Audit Vulnerability Scan Policyvii. Computer Acceptable Use Policyviii. System Outage process requirements, etc.

1.3.2. Contractor Staffing

a. The contractor shall provide sufficient staff resources for on-call maintenanceand support services to fulfill the requirements of this Scope of Work. Staff shallbe on-site as needed and/or required by IMTG.

b. All Contractor assigned staff shall have the qualifications and experiencenecessary to perform the services required. Contractors shall submit resumeswith five references for relevant work experience.

c. Contractor staff shall report to LAWA IMTG staff assigned.

d. No substitution or replacement of Contractors staff shall be allowed withoutwritten notification and approval of LAWA IMTG. Prior to such replacement(s)the Contractor shall show evidence that the replacement personnel have relevantwork experience on OpenText Systems and related modules.


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b. Within 24 hours of final resolution, Contractor shall submit an OutageReport which contains a detailed analysis of the incident to include:

i. Nature of the problemii. Durationiii. Impactiv. Resolutionv. Root cause analysisvi. What proactive efforts would eliminate the root cause of the

problem(s)

1.3.3.4. Contractor Deviation from Service Requirements

If a problem cannot be identified and/or corrected within the maximum allowed timeinterval, as specified in the Service Level Requirements, the Contractor shall submita written statement to LAWA IMTG requesting a repair time extension. If LAWA

IMTG approves the time extension, the respective Compensation Deductions will bewaived for that period of time.

1.3.3.5. Compensation Deductions

Compensation Deductions will be assessed for failure of the Contractor to meet theService Level Requirements. Compensation Deductions will not be assessed for adelay that occurs beyond the control and without the fault or negligence of theContractor and/or its subcontractors. Waiting for a manufacturer to replace or repairequipment will not be an acceptable reason for time extension or CompensationDeduction waiver requests.

1.3.4. Operations and Maintenance Support Requirements

1.3.4.1. General Maintenance Requirements

The following activities shall be applicable to the DMS environments maintained inLAWA.

a. Contractor shall provide all installation documentation to LAWA prior toperforming any installs or changes to any environments.

b. All work performed in the Development (DEV), Sandbox (SAND) andTraining (TRN) environments may be done solely by the contractor. LAWAstaff may shadow as required.

c. All work performed in the Quality Assurance (QA) environment must haveLAWA present either on-site or via web conference. Actual changes mayeither be done by the Contractor or LAWA while the other shadows. WhenLAWA performs the changes, LAWA reserves the right to require theContractor to provide oversight based on the install instruction anddeployment plan.


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d. All work performed in the Production (PRD) environment must be performedby LAWA while the Contractor provides oversight either on-site or via webconference as needed and/or required by LAWA. LAWA reserves the right torequire the Contractor to conduct the changes in an emergency and/or whileLAWA staff shadows.

e. Contractor shall perform corrective and preventive maintenance (PM)services to ensure the DMS software and all applicable components operatein accordance with the specifications, application design and functionalities.

f. Contractor shall perform all software patches, database patches, third partysoftware or firmware upgrades as required.

g. Contractor shall provide support in ensuring that DMS works according tostandard as a result of the following changes: server relocation, migration,firmware, upgrade, hostname, IP change, and other infrastructure changesthat may affect the system.

h. Contractor shall proactively verify and monitor system operations, automatedprocesses, scheduled jobs and back-ups are successful as required.

i. Contractor shall investigate and conduct analysis of anomalies that mayinclude trend analysis and provide report(s) as needed/required.

j. Contractor shall coordinate with LAWA all system shutdowns and re-starts asrequired to keep the System operational.

k. Contractor shall submit a Monthly Activity Report to LAWA IMTG, which shallinclude a completed preventive maintenance checklist and summary status ofall incidents within the reporting period. Contractor shall provide standardand ad-hoc activity status reports as needed by LAWA.

l. Contractor shall perform all maintenance work and shall be done inaccordance to the maintenance time periods approved by LAWA.

m. Contractor shall perform all software maintenance activities and schedule andperform in accordance with LAWAs IT Enterprise Change ManagementProcess.

n. Contractor shall provide LAWA documentation of the recommended systemarchitecture and design in accordance to LAWAs requirements should asystem design change be required.

o. All hardware, software and applicable license(s) purchases made by theContractor shall assign LAWA IMTG as the owner.


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h. Execute approved software updates resulting from corrective action, businessrule changes and configuration changes.

i. Software maintenance activities shall be scheduled and performed inaccordance with LAWAs Enterprise Change Management Process.

j. A completed Preventive Maintenance Checklist shall be included in theMonthly Activity report submitted to LAWA IMTG.

1.3.4.4. Application Performance and Stress Testing

a. Contractor shall perform up to two stress tests per year of the DMS and twostress tests per year of VIM, as requested by LAWA, using advanced testingtools and best practice tools set for the industry and the domain, to simulate aminimum of 100 and up to 1000 concurrent users.

b. Contractor shall provide automated script(s) for performance testing usingLAWAs current workflows and process according to user roles.

c. Contractor shall submit documentation detailing the stress test plans toLAWA IMTG for review and approval prior to execution.

d. Contractor shall provide test reports to include executive summary andtechnical detailed information to assist technical staff in seeking appropriatesolutions.

1.3.4.5. Database Administration

a. Contractor shall follow LAWAs standards to install and configure Oraclesoftware, create, start-up and shutdown Oracle databases as-needed.

b. Contractor shall perform Oracle databases performance tuning as-needed.

c. Contractor shall perform upgrades of the database and software to newrelease levels.

d. Contractor shall create and manage the database's scheduled jobs, storagestructures, users and security, schema objects, such as tables, indexes, andviews.

e. Contractor shall conduct database refresh as required.

f. Contractor shall establish and maintain database backup and disasterrecovery plan based on the business requirements and perform recoverywhen necessary.

g. Contractor shall perform daily database monitoring and operations.

h. Contractor shall provide knowledge transfer to LAWA staff.


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i. Contractor shall document all work performed using LAWA templates.

1.3.5. Enhancement/Additional Work Requests

The Contractor shall have the expertise and resources to perform enhancements, softwaremodifications, configurations and programming changes and updates (Additional Work) tothe DMS and VIM System as may be requested by LAWA IMTG.Enhancements and modifications may include, but is not limited to:

a. Maximo Interface -Interface OpenText with Maximo, all work orders created inMaximo should reside in OpenText.

b. Sharepoint Connector -Implement OpenText Application Goverance and Archivingfor Microsoft Sharepoint. All existing sharepoint documents need to be migrated toOpenText seamlessly.

c. Prolog -Interface OpenText with Prolog Converge where documents from Prologreside in OpenText.

d. City Attorney Workfl ow -Implement City attorney workflow and additionalfunctionality as needed to make system usable for this group.

e. Recycle Bi n -Implement Recycle Bin Module.

f. Records Retention -Implement Records Retention Module.

g. Brava Interface -Implement Brava software.

h. Vendor Invoice Management (VIM) -Provide enhancements such as OCRfunctionality and any other functionality as requested by LAWA.

i. Records Management -Implement Records Management Module.

j. Barcode Label Management -Interface with Barcode Label Management software.

k. VIM Full Integration with LAWAs Enterprise Resource Planning System/SAP VIM functionality should interface with the MM modules and FI modules as neededby LAWA.

l. PDF compressor convert uploaded documents to an OCR searchable document.

m. Detailed System design and Archit ecture -include server specifications, ports,communication protocols, IP addresses.

n. Disaster Recovery - in the event of a disaster, provide LAWA the documentation torecovery the system at an offsite location. Documentation shall be detailed with printscreens including key stroke for key stroke steps to provide step by step proceduresto recreate the system from scratch to normal operations.

o. Ad-Hoc Repor ts -create ad-hoc reports as needed by LAWA.


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1.3.5.1. Additional Work-Scope of Work Description

Prior to the start of Additional Work, Contractor will present to LAWA IMTG acomplete scope of work description, including tasks, deliverables, schedule,

acceptance criteria, and estimated cost. Scope will be approved on a Task Orderbasis for each enhancement/modification. The development of the scope of workdescription will be at no cost to LAWA.

1.3.5.2. Additional Work Authorization

LAWA IMTG will authorize implementation/execution of Additional Work either on alump sum or turnkey basis, as deemed appropriate by LAWA IMTG. Contractor shallnot proceed with Additional Work without LAWA IMTG authorization and a Notice toProceed.

1.3.5.3. Performance of Additional WorkContractor performance of Additional Work potentially includes, but is not limited to,the following:

a. The Contractor shall conduct needs analysis and assessment to identifyrequirements to be included into the system for enhancement related work.The Contractor shall learn the current business process in order to determinethe user requirements which shall be documented in a FunctionalRequirements Document (FRD).

b. The Contractor shall conduct interviews with assigned LAWA staff to define

the requirements for the software implementation. The requirements will bedocumented in the FRDThe Contractor shall provide a one week orientationof the software to stakeholders prior to gathering requirements.

c. The Contractor shall develop and provide a detailed project plan,communication plan, escalation plan, issue tracking plan, knowledge transferplan, etc.

d. The Contractor shall conduct the kick-off meetings and interviews; form asteering committee, develop questionnaires, user specifications and the FRD.

e. The Contractor shall document requirement specifications for enhancements,

upgrades and functional changes according to standard templates.

f. The Contractor shall document the requirements, guidelines,recommendations, and procedures as needed. The Contractor shalldocument the requirements that will be used to design the software on theSolution Design Document (SDD). The purpose of the SDD is to define andscale the enhancement/software to meet LAWAs business needs. The SDDshall be reviewed and approved by LAWA.


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g. The Contractor shall identify any technologies required to perform the workwhich includes but is not limited to technical specifications addressing systemcapacity, response time at maximum user load, growth factor, and include asystem redundancy to maintain operation in the event of system failures.

h. The Contractor shall procure the required software and module for LAWA asneeded.

i. The Contractor shall procure any additional hardware for the softwarerequirements based on LAWA IMTG standards as needed.

j. The Contractor shall provide test scripts for all bug-fix, functional andenhancement changes done in the system.

k. The Contractor shall design, install, configure, test, train, provide knowledgetransfer, documentation and support for all enhancement software componentsrequired by LAWA based on approved results of the approved FRD.

l. The Contractor shall provide detailed step by step (key stroke by key stroke)documentation and print screens for all software installations.

m. The Contractor shall update system documentation and user manuals toreflect the enhancements, changes and updates.

n. The Contractor shall obtain a sign-off from LAWA on all deliverables forpayment approval.

o. All documentation produced shall be reviewed and approved by LAWA.

1.3.6. Training

a. The Contractor shall provide training on all software components based on LAWAuse cases and requirements. Training will include both on the job knowledgetransfer and formal classroom instruction for LAWA business users and technicalsupport staff.

b. Contractor shall develop a training schedule and course materials to be approved byLAWA. Training may be classroom instructor-led by qualified instructor or otheragreed upon option with LAWA.

c. The Contractor shall include detailed step by step (key stroke by key stroke)documentation and print screens in all training materials.

d. Training shall be for beginning and intermediate classes and valid up to 10 studentsper class.

e. Contractor shall provide all training materials including but not limited to hard copiesof the manuals and hands-on labs.


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f. Contractor instructor shall have the necessary qualification and have a minimum of3-years of experience teaching on OpenText. Contractor shall provide a minimum of3 references for the instructor that will be conducting the training for LAWA.

1.3.7. Warranties, Guarantees and Licensesa. The Contractor warrants that all software fixes and modifications, maintenance

workmanship and materials shall be free from defects for a period of one year fromdate of work. During the warranty period, the Contractor shall supply softwaremaintenance consisting of modifications, bug fixes and patches. All warranty work,including all applicable parts, cost of shipment and labor, shall be performed at nocost to LAWA.

b. All warranties and guarantees of subcontractors, suppliers, and manufacturers withrespect to any such work and system equipment/hardware/software shall beobtained by the Contractor for the benefit of LAWA regardless of whether or not suchwarranties and guarantees have been assigned or transferred to LAWA by separateagreement. The Contractor shall fully endorse such warranties and guarantees onbehalf of LAWA.

c. All software, firmware, and respective upgrades provided under this Contract shall befurnished with Contractor, manufacturer and developer technical support for firmwareand software, and the applicable licenses. Contractor shall supply up-to-dateelectronic copies of operator, user, system administrator, and applicationadministrator instruction manuals, at no additional cost to LAWA.

d. During the warranty period, the Contractor shall supply software maintenanceconsisting of bug fixes and patches. Software maintenance shall not includesoftware version upgrades, except as required for installation of software onreplacement hardware provided by the Contractor in support of its other obligations.

1.3.8. Information Security Requirements

The term Information Systems Security referenced in this section refers to application oroperating systems software and hardware used to host any component of the DMS/VIMSystems. The Contractor shall incorporate security best practices and meet a standard ofdue care required by the security policy of LAWA and shall also abide by the followingrequirements:

1.3.8.1. Security ControlsThe Contractor shall be responsible for configuring security controls to provideindividual accountability, audit ability, and separation of duties. Security controlsmust be consistent with industry best practices, including but not limited to thefollowing:

a. Authentication requirements for access to sensitive data and privilegedfunctions;


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b. Ensure the latest operating system patches have been applied to allcomponents;

c. Ensure the latest security-related patches have been applied to allcomponents;

d. Run only services required to meet desired functionality (disable unusedservices);

e. Identify and enable required TCP/UDP ports and disable other TCP/UDPports when applicable;

f. Log all security related events including unauthorized attempts to accessprivileged services.

1.3.8.2. Security Design & Review

a. The Contractor shall submit a network diagram for approval by LAWA ITSecurity.

b. The Contractor shall submit an application flow diagram for approval byLAWA IT Security.

c. The Contractor shall be required to show that the network and/or applicationflow design conforms to security best practices.

1.3.8.3. Documentation

The Contractor shall provide a security plan that includes, but is not limited to:

a. An overview of the information system security posture;

b. Technical details regarding information system implementation strategy,documentation or guidelines that the Contractor follows to implement anddeliver the information system;

c. Technical details regarding security strategy patches applied, operatingsystem hardening steps, services enabled/disabled, TCP/UDP portsopened/closed, authentication requirements, etc.;

d. Any deviation from the security best practices shall be documented by theContractor and must be approved by the LAWA IT Security.

e. 1.3.8.4. Security Assessment

A security assessment may be performed by the LAWA IT Security to ensureappropriate security controls have been designed and implemented. At thediscretion of LAWA IT Security, immediately after information system deployment,


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LAWA or a third-party representing LAWA may conduct a security assessment of thesystem prior to final user acceptance.

1.3.8.5. Security Issues Remediation

Provision for remediation of security issues as requested by LAWA:

a. The Contractor must immediately remediate vulnerabilities and high-prioritysecurity issues identified during a security review or assessment.

b. The Contractor shall be responsible for remediating high and medium risklevel issues within a reasonable timeframe. If the remediation affects thefunctionality of the information system, the LAWA Office of InformationSecurity may grant an exception depending on the risk level or use otherexternal security methods to minimize the risk.

c. Additional security assessments may be performed after remediation forverification purposes at the discretion of LAWA IMTG.


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1.4. Qualifications

LAWA does not intend to limit the type of entity that may propose. Proposing entities mayinclude individuals, corporations, partnerships, limited liability corporations or joint ventures. The

Proposer, i.e., the proposing entity, should be the legal entity that will execute the Agreement.Such entity may be one that is newly created for the purpose of proposing on this opportunity.

The Contractor need not have all the required skills and experience in house, but may assemblea team, through subcontracting etc., who will provide the necessary skills and experience toperform under the contract to be entered into by the Contractor (Proposal Team). It will be theentirety of the Proposal Team that will be evaluated and scored.

Proposer or personnel on Proposers staff should have at least five (5) years of experienceproviding OpenText technical and functional services.


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SECTION 2: THE PROPOSAL

2.1. CONTENTS

Proposers must:

Verify that the proposal is complete and the firm has completely responded to all proposalitems and administrative documents in the RFP.

Make sure that the proposal is well organized and easy to read.

Written submittal to this RFP process will be the primary basis on which LAWA will consider itsaward for the contract; therefore, Proposers should be thorough, detailed and as concise aspossible when responding to each proposal item and assembling a proposal. In the writtenproposal, Proposers must include responses to all proposal items requested. LAWA may deem

a Proposer non-responsive if the Proposer fails to provide all required documents and copies.

In submitting the proposal, the Proposer agrees the proposal will remain valid for 180 days afterthe deadline for submission of proposals, and may be extended beyond that time by mutualagreement.

Proposals must contain all of the follow ing:

2.1.1. Cover Letter

The cover letter, which will be considered an integral part of the proposal, must be on officialcompany letterhead, identify the Proposers legal structure (refer to Section 1.4) and be signedby the person or persons who have legal authority to bind the firm in contractual matters withLAWA. It must also contain their contact information. A copy of the Corporate Resolution orother appropriate evidence of authority must be attached to the cover letter. LAWA reserves theright to reject any proposal that contains an unsigned cover letter and/or submits incompletedocumentation.

2.1.2. Table of Contents

Include a Table of Contents listing the various sections included in the proposal.

2.1.3. Executive Summary

The Executive Summary must include a brief statement of how the Proposer shall meet thescope requirements as set forth in this RFP document. Proposer must also include informationthat demonstrates the teams strengths, the Proposers capacity to carry out the type ofassignments described in the proposed scope of work, the Proposers experience andexpertise, and a statement about why the Proposers proposal would be the best selection. (2pages maximum)


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2.1.4. Understanding of the Assignment

The Understanding of the Assignment should explain the Proposers understanding andinterpretation of the key goals and objectives of this RFP, including compliance with the various

regulatory requirements associated with DMS, Enhancement Services, Operations andMaintenance Support Services and their understanding of the organizational and logisticalneeds inherent in the scope of services. Areas not in this RFP, but which the Proposer believesare essential to the effective performance and completion of the required services should alsobe addressed. (2 pages maximum)

2.1.5. Enhancement Services, Operations and MaintenanceSupport Services Plan and Approach

The Enhancement Services, Operations and Maintenance Support Services Plan and Approachshould include the following:

A. Staffing Plan

Describe your proposed staffing plan with a summary of the duties of each key positionin detail as they relate to their responsibilities. Please provide staff schedules illustratingproposed coverage during all operating hours, including identification of all local staff.

Outline emergency operations staffing procedures, including a 24-hour responsecontact. Identify any activities that will be performed by a third-party provider.

B. Service Level Plan

Describe your plan and approach to provide DMS operations and maintenance supportservices and to meet or exceed the Service Level Requirements.

C. Documentation and Training Plan

Describe your plan to maintain, update and manage all documentation, their availabilityand accessibility, including system configuration, architectural diagrams, end user andtechnical manuals and references.

Outline the capability and plan for both end-users and professional training. Describeyour approach to skill/knowledge transfer.

D. Communi cation Plan

Describe your plan of communicating with the LAWA staff. It should include, but not belimited to, user requirements gathering, knowledge transfer, providing emergency androutine supports, training, outage reports, system performance reports, etc.

E. Change Management

Provide a detailed description of your scope change management approach.


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F. Methodology and Approach to perform Additional Work requirements

Describe your strategy to meet LAWAs requirements related to performing additionalsystem enhancements, software modifications, configurations and programmingchanges and/or updates.

Describe what is required of LAWA to ensure a successful system implementation.

G. Optional Materials and/or Services

The Proposer is encouraged to offer optional materials and/or services, directly relatedto the specification within this RFP. Optional/Materials should be clearly delineated asoptional in the proposal and separate pricing and/or cost identified as appropriate.These options may be included in the resultant of the contract.

(8 pages maximum)

2.1.6. Organization and References

A. Organizational Chart and Proposal Team Identif ication (1 page maximum 8.5" x 11")

Submit a project organizational chart identifying the Account Representative and key staffand note which area(s) of the scope of work they will be associated with. Include thefollowing information on the chart:

a. Names and titles of individuals who will be involved in this project (with companyaffiliation).

b. A responsibility matrix indicating the reporting structure and task responsibilities ofeach member of the project team.

B. Proposal Team Descript ion (5 pages maximum)

Proposal shall include a description of the team, its qualifications, and a summary of theduties of each key position in detail as it relates to their responsibilities. The Proposershall identify all proposed on-site/local staff.

Describe and submit proof of the professional qualifications, capabilities, relatededucation, training, experience, accomplishments and certifications of each proposed staffmember as it relates to OpenText DMS and VIM systems. Include the qualifications,experience and references of the proposed instructor to provide the BIRT Training(Section 1.3.6.1). Resumes, certifications, licenses, and references must be included in aseparate appendix clearly marked Resumes, Certifications, and Licenses.

Note: Once the Proposal is submitted, the composition of the Proposal Team cannot bealtered without consent of LAWA. Once a contract is awarded and executed, LAWA,through its Executive Director or her/his designee must approve any change to the keystaff assigned to the project. New personnel are required to submit a resume stating


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qualifications and experience to accomplish the project. LAWA reserves the right to verifyeach candidates experience and education.

C. Company Profi le (2 pages maximum)

Provide a description of the Proposer.

a. Identify Proposers years of experience, number of staff, location of staff and/oroffices (including location of the headquarters office and any local offices), telephonenumber, fax number, and e-mail address.

b. Identify the names of all general partners or owner(s) of your firm, their titles, officelocation, telephone number, fax number, and e-mail address.

c. List key clients and other information relevant to the proposed scope of services.

D. Experience and References

List up to five non-City, non-LAWA, references with which the Proposer has conductedsimilar services during the past three years using the reference form provided in Appendix4.2-Proposers Experience and References . References must include:

a. Company

i. Company Nameii. Business Typeiii. Address

b. Contact Person

The person should be the contract manager or principal individual withdirect knowledge of contract and service performance.

i. Contact Person Nameii. Titleiii. Addressiv. Telephone Numberv. Email Address

c. Contract/Project start date

d. Contract/Project end date

e. Description of the contract/project:

i. Name of Projectii. Services providediii. Address and location of service provided


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f. Contract Value

If a subcontractor, indicate the total value of the project/contract and thetotal value of the Proposers portion of work on the project.

A list of all current and prior City of Los Angeles contracts, including LAWA contracts, heldwithin the last 10 years shall be provided in accordance with the AdministrativeRequirements as outlined within Appendix 4.4- Administrative Requirements of this RFP.

LAWA, in its sole discretion, reserves the right to request additional references, to contactand verify all references, and to request additional supporting information from theProposer as LAWA deems necessary.

2.1.7. Financial Capability

This section should provide LAWA with an understanding of the Proposers financial capability

to provide the services described in this RFP. LAWA reserves the right to request, at any timeduring the RFP process, any additional information it deems appropriate to assist in determiningwhether the Proposer has the requisite financial capacity.The Proposer must provide:

a. Financial statements for the most recent TWO complete fiscal years audited andcertified by a licensed public accountant, or if unaudited, then accompanied by anotarized statement from the Chief Financial Officer certifying the accuracy of thefinancial information contained in such statements.

b. All financial information for each partner, LLC/LLP member, or joint-venture,respectively, if the Proposer intends to organize as a partnership, LLC, LLP or joint

venture.c. Written statement from any person or entity who will be acting as a guarantor to indicate

the level of commitment together with the financial information detailed in this section asif the guarantor were the Proposer. LAWA reserves the right to require guarantorsfinancial information if the Proposer is an LLC or LLP.

2.1.8. Cost Proposal

Proposer shall submit a Proposed Cost Schedule (Appendix 4.3) listing positions/titles andhourly rates of proposed staff, mark-up for equipment and supplies, and training session costs.

Proposer may propose additional positions/titles and rates.

All line items are to be determined by the Proposer based on their understanding of therequirements of this RFP and must be guaranteed for the term of the contract. Rates must beall inclusive and shall factor in all resources needed to provide the Scope of Work and Level ofService defined in this RFP, including but not limited to all on-site, emergency call-out, repairsand replacements, software support, travel, per diem, parking, office space and supplies, etc.


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LAWA reserves the right to opt for as needed, task order based services for any components ofthe scope of service as detailed in this RFP. The cost model may be lump sum, turnkey or timeand materials, based on the hourly rates, and prices quoted and negotiated into the contract.

2.1.9. Submission FormatThe following number of copies must be provided:

1. Part 1: The Proposal One (1) original and seven (7) copies of the required informationand/or documents as outlined in Section 2 The Proposal of this RFP.

2. Part 2: Administrative Requirements One (1) original and one (1) copy of the requiredadministrative forms as outlined in Appendix 4.4-Administrative Requirements of thisRFP.

The original of each Part 1 and Part 2 must be marked Original on its front page or cover, mustcontain the original signatures, and must be signed by a duly authorized representative(s) of theProposer.

Each bound copy titled Part 1: The Proposal should be printed double-sided on 8 x 11paper (11x17 page size may be used if folded to fit size requirements.) Minimum font size is 11-point Arial. Each copy should be bound in a three-ring binder with tabbed dividerscorresponding to the letters delineating each section as described below.

A separate binder labeled Part 2: Administrative Requirements shall contain the materials thatdemonstrate that the Proposer satisfies the administrative requirements. The forms to becompleted to meet these requirements are contained in Appendix 4.4-AdministrativeRequirements of this RFP. All required administrative forms and statements must becompleted, properly signed, and submitted along with the proposal. Incomplete submission ofthe required documents, including any that may need to be notarized by Proposer may deemthe proposal non-responsive and it may not receive any further consideration.

The original and copies of all parts of the proposal(s) should be enclosed in a single sealedpackage, with the name and address of the Proposer in the upper left hand corner and marked,LAWA DMS ENHANCEMENT SERVICES, OPERATIONS AND MAINTENANCE SUPPORTSERVICES .

Proposer must also provide a complete electronic copy of the proposal as an Adobe PortableDocument Format (PDF) file on a flash drive or CD.

Failure to follow page limits may prevent a proposal from consideration. Proposer may submitsupplemental information such as pictures, tables, figures, etc. where indicated as an appendixand are not subject to the page limitations.


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2.2. PROCESS

2.2.1. Pre-Proposal Conference

The purpose of this conference is to discuss the requirements and objectives of the RFP andrespond to questions. Attendance at this pre-proposal conference is optional and not requiredin order to submit a proposal, though attendance is highly recommended.

The pre-proposal conference is scheduled on:

Date: Tuesday, July 01, 2014Time: 10:00 a.m. to 11:00 a.m.Location: Room 420

LAWA Administration West Building7301 World Way West, 4 th FloorLos Angeles, CA 90045

Note: RSVP is required.Provide your firms name and name/title of all attendees [email protected] .

Sign Language Interpreters, Communication Access Real-Time Transcription, AssistiveListening Devices, or other auxiliary aids and/or services may be provided upon request. Toensure availability, you are advised to make your request at least 72 hours prior to the meetingyou wish to attend. Due to difficulties in securing Sign Language Interpreters, five or morebusiness days notice is strongly recommended. For additional information, please contactLAWAs Americans with Disabilities Act (ADA) Coordinators Office at (424) 646-5005 or by e-mail at [email protected] . You may also contact the ADA Office via the California Relay Serviceat (800) 735-2929.

2.2.2. Questions and Answers

Any questions regarding the proposal requirements and any additional proposal criteria,instructions, or corrections, if any, received prior to the pre-proposal conference, may bediscussed at the pre-proposal conference. All questions received by the deadline establishedbelow will be addressed in an addendum. In addition, should LAWA amend the requirementsset forth herein, a written addendum will be issued reflecting any changes.

All questions or requests for clarification on the RFP must be clearly presented in writing and

transmitted by email no later than Tuesday, July 08, 2014, at 2:00pm, PDT via email [email protected] .

LAWA will only communicate with one person per proposal. It will be the responsibility of theProposer to identify in the proposal the correct name and address of the contact person, phonenumber, fax number, and e-mail address.
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


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2.2.3. Submission Requirements

Potential Proposers should read, review and understand this RFP, all the appendices,attachments, and any addenda issued. The Proposer should submit a proposal in accordance

with the instructions given in this RFP. The proposal should be prepared as specified as toform, content, and sequence.

The proposal must be received by LAWA by 2:00pm on Tuesday, August 05, 2014 .

Please use the address below to submit your proposal:

Los Angeles World AirportsProcurement Services Division7301 World Way West, 4 th FloorLos Angeles, CA 90045

Attention: Shirlene Sue

LAWA will not consider any proposals received at the wrong location or after the due date andtime.

2.2.4. Evaluation and Selection Procedure

A. Evaluation Crit eria

LAWA has established specific evaluation criteria to assist in the evaluation of proposals. Thecriteria are as follows:

Item Evaluation Criteri a Points

1 Experience of the Proposal Team 30

2 Quality and Responsiveness of Proposal 10

3 Operations and Maintenance Support Services Plan and Approach 304 Proposed Costs 30

Total 100

The proposals will be evaluated, the scores will be tabulated and the Proposers will be ranked inaccordance with the procedures set forth in LAWAs Proposal Evaluation Policy. A copy isavailable at:http://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdf

B. Interview

LAWA reserves the right to conduct interviews or alternatively to evaluate proposals withoutconducting interviews. LAWA reserves the right to interview only a short list of specifiedqualified Proposers. If a short list is used, then it will be based on proposals that were deemedresponsive and responsible and will be established using the same weighted evaluation criteria
http://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdfhttp://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdfhttp://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdfhttp://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdfhttp://www.lawa.org/uploadedFiles/LAWA/Business/Proposal%20Evaluation%20Policy_Final_Rev_Oct-2012.pdf


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contained in this RFP. The purpose of the interview, if conducted, would be to allow Proposersthe opportunity to clarify and expand upon aspects of their proposal. Interviews also provide anopportunity to evaluate key personnel and discuss issues of experience, performance,schedules, financial proposal, qualifications and quality. Proposer(s) (either all or a further shortlist) may be subsequently re-interviewed for final evaluation. Proposers may bring presentationboards or use on-screen PowerPoint presentations. However, no food or beverages may bebrought to the presentations.

C. Scoring

Scoring will be accomplished using a Must System. Under this system, after evaluating allproposals and Proposers, each member of the Evaluation Panel must award the maximumpotential points designated for each evaluation category to at least one Proposer that bestmeets the criteria or requirements of that category.

Once each Evaluation Panel member has completed scoring, the Evaluation Panel membersscore will be converted to rankings (i.e. 1st, 2nd, 3rd, etc.). These rankings among EvaluationPanel members will then be averaged to determine the overall ranking by the Evaluation Panel.

D. Approval of Selection and Award of Contract(s)

Once contract negotiations are completed, the Contractor(s) will be required to enter into acontract agreement with LAWA. Any such contract(s) will be subject to award by the BOAC andapproval as to form by the City Attorney. LAWA reserves the right to award a contract orcontracts based on all or only a portion of the scope of work outlined in this RFP.

LAWA reserves the right to award all or portions of a Proposers proposal and/or require thatone Proposer collaborate with another for the provision of specific services, either prior toexecution of a contract or at any point during the life of the contract.

2.2.5. Additional Terms, Conditions, Disclaimers, andRequirements

Proposers are expected to read and understand all terms, conditions, disclaimers, andrequirements associated with this RFP. Additional Terms, Conditions, Disclaimers, andRequirements are stated in Appendix 4.5. of this document.


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SECTION 3: THE CONTRACT

3.1. Contracting with LAWA

It is the intent of LAWA to negotiate a contract with the selected Proposer(s) for a term of three(3) years. Refer to Attachment 5.1-Sample Contract .

The contract for the DMS Enhancement Services, Operations and Maintenance SupportServices will be awarded by the BOAC to the Proposer(s) that best meets the requirementsspecified in this RFP. Degree of responsiveness to the RFP and qualifications to best meet theneeds of LAWA and to provide services at a reasonable cost will be determined by LAWA fromthe information furnished by the Proposer in the submittals; the interview committee session, ifheld; and any other sources determined to be valid by Executive Management or the BOAC. Anaward will not be made until after LAWA has verified information regarding the demonstratedexperience and responsibility of the Proposer. Each Proposer consents to LAWA obtainingsuch verification by submitting its proposal. LAWA reserves the right to reject all proposals.

Note: No contract or portion thereof may be assigned without consent of the Executive Directorwithin his/her authority or the BOAC. The Contractor will not permit any subcontractor to bevoluntarily assigned or transferred or allow the contract to be performed by anyone other thanthe original subcontractor(s) listed on the original response to the RFP without written consentof the Executive Director within his/her authority or the BOAC.

3.1.1. Non-Disclosure and Confidentiality Agreement

The selected Proposer, and its employees, will be required to sign and submit a Non-

Disclosure and Confidentiality Agreement (Refer to Attachments 5.2 and 5.3 ) and othersecurity documentation prior to the execution of the Contract.

3.2. Payment for Services Rendered

The selected Contractor will submit invoices requesting payment for the services completed onthe scheduled agreed upon in the contract. The contract will also determine how additionalcharges (if allowed) such as, City-approved reimbursable expenses incurred and labor hoursincurred by personnel during the billing period will be invoiced. The selected Contractor willattach to each billing a status report specifying and itemizing in detail the tasks and deliverables,total monthly fees and expenses, and cumulative fees and expenses incurred to-date. Certaindefinitive tasks or deliverables may be paid on a task-fee basis if the contract stipulates. Otherspecific billing instructions will be described in the contract language.

3.3. City Held Harmless

The contract to be awarded will contain a Hold Harmless provision. Refer to Attachment 5.1-Sample Contract .


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SECTION 4: APPENDICES

Appendix 4.1. Service Level Requirements (SLR)

Appendix 4.2. Proposers Experience and References

Appendix 4.3. Proposed Cost Schedule

Appendix 4.4. Administrative Requirements

Appendix 4.5. Additional Terms, Conditions, Disclaimers, andRequirements


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Page28of28

SECTION 5: ATTACHMENTS

5.1. Sample Contract

5.2. Non-Disclosure and Confidentiality Agreement Contractor

5.3. Non-Disclosure and Confidentiality Agreement Individual

5.4. LAWA Enterprise Change Management Policy

5.5. LAWA IT Notification Policy

Documents

DMS OM RFP