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COUNTY COMMISSIONERS ASSOCIATION OF PENNSYLVANIA
REQUEST FOR PROPOSALS FOR
MICROSOFT DYNAMICS 365
TECHNICAL ENGAGEMENT SERVICES
Issued: June 12, 2017
Final Response Required: August 21, 2017
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Contents I. INTRODUCTION .................................................................................................................................................. 4
A. General Information ....................................................................................................................................... 4
B. Solution Summary .......................................................................................................................................... 5
C. Term of Agreement ........................................................................................................................................ 6
D. Subcontracting ............................................................................................................................................... 6
E. Responsibilities ............................................................................................................................................... 6
F. Vendor ............................................................................................................................................................. 6
II. NATURE OF SERVICES REQUIRED ..................................................................................................................... 6
A. Products, Services, and Fees ......................................................................................................................... 6
1. PRODUCTS .................................................................................................................................................. 6
2. SERVICES AND SCOPE OF WORK ............................................................................................................ 7
3. FEES ........................................................................................................................................................... 10
III. AWARD DISTRIBUTION ............................................................................................................................... 10
IV. CCAP Responsibilities .................................................................................................................................. 10
1. CCAP WILL PROVIDE ............................................................................................................................... 11
V. CONTENT AND DATA RIGHTS. ........................................................................................................................ 11
VI. DESCRIPTION OF THE CCAP ....................................................................................................................... 11
A. Name and Telephone Number of Contact Persons ................................................................................. 11
B. Background Information ............................................................................................................................. 11
VII. TIME REQUIREMENTS .................................................................................................................................. 12
A. Proposal and Estimated Engagement Calendar ....................................................................................... 12
VIII. PROPOSAL REQUIREMENTS ....................................................................................................................... 12
A. General Requirements ................................................................................................................................. 12
1. Submission of Notification of Interest .................................................................................................. 12
2. Questions .................................................................................................................................................. 13
3. Submission of Proposals ......................................................................................................................... 13
B. Technical Proposal ....................................................................................................................................... 14
1. General Requirements ............................................................................................................................. 14
C. Sealed Budget ............................................................................................................................................... 15
1. Total All-inclusive Maximum Price ......................................................................................................... 15
2. The first page of the sealed dollar cost bid should include the following information: ................. 15
IX. EVALUATION PROCEDURES ....................................................................................................................... 16
A. Evaluators ...................................................................................................................................................... 16
B. Evaluation Criteria ........................................................................................................................................ 16
1. Services –40% ........................................................................................................................................... 16
2. Budget – 35% ........................................................................................................................................... 16
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3. Customer Relations – 10% ...................................................................................................................... 16
4. Other – 15% .............................................................................................................................................. 16
C. Final Selection ............................................................................................................................................... 17
D. Right to Reject / Negotiate Proposals ....................................................................................................... 17
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COUNTY COMMISSIONERS ASSOCIATION OF PENNSYLVANIA
REQUEST FOR PROPOSALS FOR
MICROSOFT DYNAMICS 365 TECHNICAL ENGAGEMENT SERVICES
I. INTRODUCTION
A. General Information
The County Commissioners Association of Pennsylvania (“CCAP”) is requesting proposals
from entities (hereafter “Vendors”) for a Microsoft Dynamics 365 Technical Services
Engagement Services Agreement (hereafter “Agreement”) for the CCAP Unified Case
Management (UCM) System, with the ability to evaluate CCAPs Microsoft CRM 2011
enterprise application, recommend and assist in building out the architecture of and
determining the upgrade requirements to Microsoft Dynamics 365.
Proposals submitted in accordance with this request for proposals will be evaluated by the
CCAP UCM Strategy Task Force subcommittee, along with the UCM Director, the UCM
Manager of Development, UCM Manager of Conversions and the Chief Information
Officer. CCAP reserves the right, where it may serve the CCAP best interest, to request
additional information or clarification from vendors, or to allow for corrections, errors or
omissions.
All proposals submitted in response to this solicitation, and all other information
submitted in response to a request for additional information, become and remain the
property of CCAP. Vendors should be aware that upon awarding of the contract to the
successful Vendor, the terms of the contract will become part of the engagement
agreement.
The CCAP reserves the right to retain all proposals submitted and to use any ideas or
language found in a proposal regardless of whether that proposal is selected. Submission
of a proposal indicates acceptance by the Vendor of the conditions contained in this
request for proposals, unless clearly and specifically noted in the proposal submitted and
in agreement between the CCAP and the Vendor selected.
There is no expressed or implied obligation for the CCAP to reimburse responding
organizations for any expenses incurred in preparing proposals in response to this request.
It is anticipated that CCAP will select a Vendor for the Agreement on or before October 5,
2017. This agreement is expected to be executed between both parties on or before
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December 31, 2017. In the event there is a processing delay, extensions may be granted
by both parties.
B. Solution Summary
CCAP’s Unified Case Management System (“UCM”) is a one-of-a-kind case management system
for criminal justice used by multiple counties in the state of Pennsylvania. It allows for sharing of
core offender data between Adult Probation, District Attorneys, Victim Witness, and the Jail.
This promotes improved data management and cost effectiveness.
UCM is built on Microsoft Dynamics CRM 2011 with a backend of Microsoft SQL Server. CCAP
offers clustered SQL Server 2012 servers and redundant internet access to improve data access
and minimize potential downtime due to infrastructure events. Authentication to UCM is done
via Active Directory Federation Services (ADFS). UCM is NIEM, CJIS, and HIPAA compliant.
Being built on the Microsoft Dynamics CRM platform allows us to leverage many CRM features,
including, but not limited to, security, auditing, reporting, and workflows. UCM security can be
customized to provide users with access only to the data required to do their jobs. It can also
include or exclude permission to create and delete records. CCAP will work with the county to
determine user groups and the security to be applied to these user groups.
UCM is a relational database that includes auditing of its entities. Auditing is configurable to
meet the needs of the county.
The CRM platform allows for integration with other vendors. UCM web service integration
allows external applications to push or pull to integrate with UCM Data. We have also worked
with outside vendors to develop custom integration. Currently, we integrate with electronic
records management, Oasis, Keefe, Appriss, WinTox, Redwood, and JNET. This includes ERII,
ER2P, and WatchList reporting as well as Court Case Event (CCE) message imports to UCM and
District Attorney Bill of Information filings.
In addition to the interfaces, an Offender Web Portal was written as a custom asp.net solution.
The web portal is a service that is provided to the Offender to complete a monthly check-in with
their probation officer. This also includes services for change of address requests, travel permit
requests, electronic communications with their probation officer. This uses an IIS website and
uses CRM as the backend database. This portal allows for Offenders to pay for their monthly
supervision web portal fee on the site using a third-party merchant service allowing the
payment processing through PayPal.
Reports are primarily created for UCM using SQL Server Reporting Services. We currently utilize
DevExpress for one custom report. Reports are uploaded to a repository. Over 300 reports are
available as part of the initial offering of the solution. Reports can be generated as a single
report against UCM data – such as a monthly summary of opened and closed cases. They can
be run to produce a batch mailing – such as collection letters being sent to a specific group of
offenders.
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C. Term of Agreement
The Agreement would begin on October 5, 2017 with a project completion date no later
than April 30, 2018. This project and its progress is subject to regular review by CCAP,
satisfactory negotiation of terms, and the availability of funds.
D. Subcontracting
With the award of the enterprise agreement, no additional subcontract will be allowed.
E. Responsibilities
The selected Vendor will be required to assume responsibility for all services offered in the
proposal, whether or not produced by the organization. Further, the CCAP will consider
the selected Vendor to be the sole point of contact with regard to the Agreement matters.
F. Vendor
The CCAP shall require that the Vendor chosen be Microsoft certified in the most recent
versions of Dynamics CRM, SQL Server, and related technologies, and agree to CCAP terms
and conditions.
II. NATURE OF SERVICES REQUIRED
A. Products, Services, and Fees
1. PRODUCTS
The goal of this Agreement is to provide to CCAP the plan, architecture and migration
services and turnover from CCAP’s Microsoft Dynamics CRM 2011 CRM installation and
related functionality to Microsoft Dynamics 365 for the Unified Case Management (UCM)
System. The CCAP intention is to leverage vendor services in such a way as to minimize
cost and effort during the engagement; an example of this is CCAP Staff will assist with
development of interfaces and testing efforts.
See Appendix A - CCAP Discovery List for the non-inclusive list of UCM CRM 2011
configurations and features.
This agreement represents all Microsoft CRM products configuration that is required for a
successful upgrade project; including the following key product areas of focus:
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a) Microsoft Dynamics 365: Includes understanding all CCAP business
requirements (processes) used today within our CRM 2011 environment; best
practice installation (architecture, configuration and security); backup and
maintenance procedures; recommendations to consider Dynamics 365 in the
future.
b) Microsoft SQL Server: Includes understanding all CCAP business requirements
(processes) used today within our CRM 2011 environment; best practice
installation and maintenance procedures; recommendation of practices to move
from SQL Server 2012 to SQL Server (recommendation required); including all
levels of recommendation for high availability, and disaster recovery.
c) Microsoft Internet Information Services: CCAPs UCM CRM environment is
externally facing. This effort includes understanding all CCAP business
requirements (processes) used today within our CRM 2011 environment; best
practice installation and maintenance procedures; recommendation of practices
for security, logging, and maintenance.
d) Security: Recommendations for monitoring, logging, and authentication;
including code development, report development and delivery of content within
the CRM application to external interfaces.
e) Licensing: CCAP maintains licensing for Microsoft Products under a Microsoft
Enterprise Agreement. CCAP works with a Licensing Solutions Provider (LSP) for
all licensing costs. This relationship will continue if licensing impacts are included
as part of the upgrade project.
2. SERVICES AND SCOPE OF WORK
Microsoft Dynamics 365 Phases of Projected Planned Efforts
a) Phase I: Discovery
CCAP will provide information for the discovery phase. CCAP will provide a
diagram of the network architecture, current uses of CRM 2011, and system
information. CCAP will additionally provide other business requirements as part
of the discovery.
Important note on Discovery: See Appendix A – CCAP Discovery List for a list of
items that will be provided by CCAP.
Vendor Expectation - The vendor should review the information that CCAP
provides and offer input as to what they may need (if anything is missing) to
ensure the Vendor can sufficiently accomplish and complete Phase II: Analysis
and Recommendation.
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b) Phase II: Analysis and Recommendations
CCAP is expecting the Vendor to conduct analysis of the CRM 2011 environment,
mapping the items listed from the discovery to the capabilities and functionality
of Microsoft Dynamics 365, coupled with best practices and to provide formal
recommendations based off of the analysis and information provided by CCAP.
Vendor Expectation – CCAP is expecting the vendor to review/analyze the
output from Phase I: Discovery and formulate a recommendation for the project
and migration path.
(1) Analysis
Analyze information provided to Vendor through completion of Phase I; map the
items listed from the discovery to the capabilities and functionality of Microsoft
Dynamics 365, coupled with best practices.
(2) Recommendations
Provide formal recommendations from the discovery and analysis for the plan to
upgrade the CRM 2011 environment; including desired outcomes (knowledge
transfer and documentation) with CCAP to understand and accept
recommendations. This recommendation needs to include the path and method
of upgrade from CRM 2011 to Microsoft Dynamics 365; taking into consideration
CCAP business requirements must be met.
c) Phase III: Project Implementation: Planning
Working with CCAP staff, develop a formal plan to upgrade the CRM 2011
environment.
Vendor Expectation – We currently anticipate this project to be completed
within 6-8 months following contract execution. The finalized plan should include
a timeline as well as noted paths to address each CCAP business requirement and
feature included in the planned upgrade. The planning should also incorporate
the recommendations (such as servers required, etc.) for the upgrade, including
any and all migration efforts to ensure a successful outcome of the project plus
any go live planning elements. CCAP’s expectation is to include User Acceptance
testing following each phase of the development.
d) Phase IV: Project Implementation - Execute Plan: Build Environment
CCAP IT and the Vendor will contribute and co-develop the build out of the
Development and Production environments according to accepted
recommendation in Phase II and the Project plan identified in Phase III: Planning.
Specific areas of the environment are outlined at high level below, with more
detail in Appendix A.
Vendor Expectation
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(1) Server Installation and Configuration – Vendor to work with CCAP IT to build
out the following server environments on the network according to approved
requirements.
Microsoft Windows Server Installation and Configuration
Microsoft SQL Server Installation and Configuration
Microsoft Internet Information Services Installation and Configuration
o CCAP is expecting the Vendor to ensure the IIS server is setup with
appropriate security and adequate logging per best practice
recommendations
CRM Dynamics Installation and Configuration
(2) CRM Forms Development and UI/Navigation - This component will be both
CCAP IT and the Vendor working to ensure that CRM 2011 is replaced with the
newest version of the CRM product in order to bring the UCM system up to date
and to improve its characteristics. To that end, this upgrade process is required to
maintain or improve all current functionality without exception. The system must
be built out correctly according to the accepted path of upgrade in Phase II. The
vendor must provide assurances that by the conclusion of the upgrade, CCAP will
not experience any loss of functionality. The vendor must also be prepared to
provide written protocols describing best practices and recommendations for
improved design efficiencies (plugins to business process workflows).
(3) Data Mapping / Migration must remain intact.
(4) Security Planning, Documentation and Configuration - CCAP is expecting the
Vendor will ensure that the security plan for CRM (Server and Application
Teams/Security Roles), SQL Server, IIS and external interfaces are fully vetted,
presented and approved for execution during this engagement.
e) Phase V: Project Implementation – Integration
CCAP currently integrates CRM data to several other applications / functions as
noted in Appendix A.
Vendor Expectation - CCAP IT will be responsible to ensure this aspect is
completed. Vendor may be required to provide minimal guidance in this effort.
f) Phase VI: Project Implementation – End User Training
Vendor is not responsible for end user training. CCAP will schedule and provide
all end user training for this engagement.
g) Phase VII: Project Implementation: Project Close Down: Vendor Expectation - Participate in project close down session to ensure
acceptance of product and services is transferred to CCAP. Project close out
checklist will be provided to ensure compliance.
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h) All Phases: Project Implementation - Knowledge Transfer
CCAP is expecting the Vendor to ensure CCAP IT has the knowledge required to
sustain and support the environment post-engagement.
Vendor Expectation - It is the expectation that all documentation of subsequent
efforts will be completed and turned over to CCAP.
i) Other Vendor Expectations:
(1) Microsoft CRM Certified team for this engagement
(2) Engagement reports process for continued documentation and billing (status
reports)
(3) Assigned Project Manager to ensure engagement success and consistent
communications
3. FEES
The following fees should be included in the proposal.
a) Any projected time calculations for the designated areas of services
b) Information of rate levels for assigned project team
c) Travel expenses (IRS mileage rate, CCAP reserved rates for lodging, eligible
accommodation listing will be provided)
d) Application of any Microsoft or other applied credits or funding.
CCAP expects no hidden costs related to this Agreement.
III. AWARD DISTRIBUTION
CCAP is issuing a Request for Proposals to various Vendors. CCAP will award the
Agreement based upon competitive applications which will specifically identify activities
and services to be performed, as well as competitive pricing of products. This RFP will
become part of the contract.
IV. CCAP Responsibilities
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1. CCAP WILL PROVIDE
a) Items noted in section II.A.2 (Discovery) and items identified in Phase III, IV, V and
VI.
b) Conduct a kickoff meeting with staff to review the new agreement, discuss
customer contact procedures, review the engagement and establish project time
frames for the phase’s completion periods.
c) Assigned Project Manager to ensure engagement success and consistent
communications.
d) Assigned Project Team members (network, technical, training, development and
business process resources) to ensure engagement success.
V. CONTENT AND DATA RIGHTS.
Proposals, and additional information, submitted in response to this solicitation, all
reports contemplated by this request, to be prepared in connection with implementing a
contract under this proposal, and all other writings, including but not limited to those
mentioned within this request for proposals, hereof and including but not limited to all
intellectual property rights, and any other rights in intangible property, in and to the
contents, formats and data reflected in such materials shall become and remain the sole
property of CCAP. Any work, tools, development code will be copy right free and will be
the property of CCAP. Any party submitting a proposal in response to this RFP agrees to
transfer all such rights to CCAP, to the extent that such rights are not transferred by
operation of law, then to execute such documents as may be needed to effect or verify
such transfers.
VI. DESCRIPTION OF THE CCAP
A. Name and Telephone Number of Contact Persons
The Vendors principal contact with CCAP will be Heather Hiester or a designated
representative, who will coordinate the assistance to be provided by the CCAP to the
Vendor. Heather Hiester can be reached at P.O. Box 60769, Harrisburg, PA 17106-0769.
Heather Hiester should be initially reached through email at [email protected].
B. Background Information
CCAP is an entity created by Act of the General Assembly having its principal offices at
2789 Old Post Road, Harrisburg, Pennsylvania 17110. CCAP represents the local governing
bodies of all 67 counties in Pennsylvania. Affiliate organizations of CCAP represent the
administrators of children and youth, drug and alcohol, mental health/mental retardation,
nursing homes, and human services. CCAP is a non-profit as well as a quasi-governmental
agency that provides services and programs to only governmental entities. As such, pricing
should be based on non-profit or governmental pricing.
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VII. TIME REQUIREMENTS
A. Proposal and Estimated Engagement Calendar
The following is a list of key dates up to and including the date proposals are to be
submitted:
Request for proposals issued June 12, 2017
Letter of interest, and written questions submitted
regarding the request for proposals
June 29, 2017 by 4PM EST
Written questions answered and addendum posted July 14, 2017
Vendor symposium (Actual Demo of UCM System) July 27, 2017
Additional questions that arise during Vendor
Symposium
August 4, 2017
Due dates for proposals August 21, 2017
Review of proposals September 8, 2017
Onsite demonstrations for finalists October 4th and 5th
Award of Engagement No later than October 5th
Execution of Engagement Agreement Q4 2017
*Engagement Start (estimated) Q4 2017
*Engagement End (estimated) Negotiated
*Go Live on New Microsoft Dynamics 365 (estimated) Negotiated
* The selected vendor and CCAP IT wills need to take into consideration that the indicated
events be completed in such a way or at such time that there is no interruption of services
for our end users.
VIII. PROPOSAL REQUIREMENTS
A. General Requirements
1. Submission of Notification of Interest
Organizations interested in submitting a proposal must be received by 4:00 pm EST on
June 29, 2017, a letter (email is acceptable) indicating the organization's interest and
confirmation of whether a Vendor symposium attendance is planned for July 27, 2017
9:00 a.m. – 12:00 p.m. EST. Vendor must execute CCAP’s NDA Agreement before being
permitted to attend the Vendor symposium. Failure to do so will disqualify organizations
from submitting a proposal. Proposals should be submitted to:
Heather Hiester
UCM Director
County Commissioners Association of Pennsylvania
PO Box 60769
Harrisburg, PA 17106-0769
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Street Address: 2789 Old Post Road,
Harrisburg, PA 17110
Email: [email protected]
2. Questions
Inquiries concerning the request for proposals and the subject of the request for proposals
must be made in writing or by email by June 29th, 2017 to same contact referenced above
in VIII. A. 1.
3. Submission of Proposals
The following material is required to be received by 4:00 pm EST on August 21, 2017 for
an organization to be considered:
a) RFP TECHNICAL RESPONSE - A master copy (so marked) of a Technical
Proposal, consisting of the following:
(1) Title Page
Title page showing the request for proposals' subject; the organization's name;
the name, address, and telephone number of a contact person; and the date of
the proposal.
(2) Table of Contents
(3) Transmittal Letter
A signed letter of transmittal briefly stating the Vendors understanding of the
work to be done, the commitment to perform the work within the time period,
a statement why the organization believes itself to be qualified to perform the
engagement, and a statement that the proposal is a firm and irrevocable offer
for 120 days.
(4) Detailed Proposal
The detailed proposal should follow the order set forth in Section VI.A.3 of this
request for proposals.
(5) Executed copies of Vendor Warranties, attached to this request for proposals
(Appendix B).
b) RFP SEALED BUDGET RESPONSE - Vendors should send completed budget
proposal consisting of the two separate envelopes to the same contact
referenced above in VIII. A. 1.
c) Vendors should also send a softcopy of both the proposal and the budget in two
separate pdf files to Heather Hiester, [email protected]. All hard copy
documents must also be provided as PDF’s and must be in a searchable format.
d) All proposals must provide credentials of individual(s) working on the project.
Please note all individuals who are part of the awarded contract are subject to
criminal background checks. Successful vendor will need to submit criminal
background checks to CCAP at the time of the award amongst any new
employees added to the ongoing contract.
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e) All proposals must provide detailed cost allocations for each scope of work
defined within the RFP. The goal would be for CCAP to extrapolate costs related
to core business requirements (at a minimum, todays functionality)
RESPONSE TO THIS REQUEST FOR PROPOSALS DOES NOT BIND CCAP TO A
CONTRACT WITH A VENDOR CCAP WILL NOT REIMBURSE VENDOR FOR ANY
PREPARATION INVOLVED IN RESPONSE TO THIS REQUEST FOR PROPOSALS.
B. Technical Proposal
1. General Requirements
The purpose of the technical proposal is to demonstrate the qualifications, competence,
and capacity of each organization seeking to undertake the services in conformity with the
requirements of this request for proposals. As such, the substance of a proposal will carry
more weight than their form or manner of presentation. The technical proposal should
demonstrate the qualifications of the organization and of the particular staff to be
assigned to this engagement. It should also specify an approach that will meet the request
for proposals requirements.
THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL
PROPOSAL DOCUMENT.
The technical proposal should address all the points outlined in the request for proposals
(excluding any cost information which should only be included in the sealed budget). The
proposal should be prepared simply and economically, providing a straightforward,
concise description of the Vendor's capabilities to satisfy the requirements of the request
for proposals. Proposals that do not meet the requirements may be eliminated from
further consideration. While additional data may be presented, the following subjects,
items a. through f, must be included. They represent the criteria against which the proposal
will be evaluated.
a) Nondiscrimination Clause
The organization must state its intent to abide by CCAP’s nondiscrimination policy
(Appendix C). This policy will become part of the final enterprise agreement with
the organization.
b) US Domestic On-Shore Support
Documentation verifying that all support is on shore; the triage process should be
included as well.
c) Organization Qualifications and Experience
The organization should provide information regarding experience with handling
other CRM engagements similar or as complex as this engagement. (Appendix E)
This should include, but not be limited to:
Specific letters of reference for other similar engagements
Resumes of proposed representatives that will be assigned to any part of the
engagement
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d) Escalation Procedures
The organization should provide escalation procedures used in similar agreements
to address CCAP questions, concerns, or problems that arise throughout the
agreement. (Appendix F). The selected vendor will need to accept CCAP terms and
conditions. CCAP will provide the terms and conditions along with confidentiality
documents to those finalists who are selected to provide demos.
e) Approach
The proposal should set forth a work plan, including an explanation of the
methodology to be followed, to perform the services required in this request for
proposals. Vendors will be required to provide the following information on their
approach:
(1) Proposed schedule for implementation of the Agreement
(2) Level of staff and number of hours to be assigned to each proposed service
requested
(3) A list of deliverables and a time line for meeting the deliverables
(4) A format for reports, including the final report format for project work and
acceptance
NO DOLLARS SHOULD BE INCLUDED IN THE TECHNICAL PROPOSAL
C. Sealed Budget
1. Total All-inclusive Maximum Price
The sealed dollar cost schedule should contain all pricing information relative to
performing each segment of the agreement as described in this request for proposals.
All agencies desiring to submit indirect costs for this RFP must prepare an indirect
cost rate proposal and related documentation to support those costs. The total all-
inclusive maximum price to be bid is to contain all direct and indirect costs including
all out-of-pocket expenses.
The CCAP will not be responsible for expenses incurred in preparing and submitting
the technical proposal or the sealed dollar cost bid. Such costs should not be included
in the proposal.
2. The first page of the sealed dollar cost bid should include the following
information:
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a) Name of organization
b) Certification that the person signing the proposal is entitled to represent the
organization, empowered to submit the proposal and authorized to sign an
enterprise agreement with CCAP
c) A Total All-inclusive Maximum Price per unit for each item referenced
d) Manner of Payments Required
IX. EVALUATION PROCEDURES
A. Evaluators
Proposals will be evaluated by CCAP’s IT staff and UCM RFP task force. CCAP reserves the
right to retain all proposals submitted and use any idea in a proposal regardless of whether
that proposal is selected.
B. Evaluation Criteria
The following represent the principal selection criteria which will be considered during the
evaluation process: 40% will be weighted on services 35% on budget, 10% on Customer
Relations and 15% other; outlined below.
1. Services –40%
Detailed response to each area under the services (Section 2)
Approach and Implementation plan
Trouble Resolution
Service Care –Recommendations and ability to complete upgrade within minimal
disruption to UCM ongoing business functions
On time delivery commitment
2. Budget – 35%
Cost will be an important factor in the selection of the Vendor
The vendor should break down the cost per section and per functionality / business
requirement
3. Customer Relations – 10%
Accessibility of primary assigned project manager and team members
Reports & meetings schedules
Adequacy of proposed staffing plan for various services of the agreement
4. Other – 15%
Experience of the firm with similar agreements
Estimated effectiveness of plan submitted to work with and coordinate efforts with
individual enrollment representatives
Cost effectiveness of the proposal
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Realistic time lines for deliverables
Written / verbal endorsements supporting the firm
C. Final Selection
It is anticipated that the Vendor will be selected by CCAP on or before October 5, 2017.
Following notification of the organization selected, it is anticipated the Agreement will be
fully executed on or before December 31, 2017. The RFP submitted will become part of
the final contract with the Vendor.
D. Right to Reject / Negotiate Proposals
Submission of a proposal indicates acceptance by the organization of the conditions
contained in this request for proposals unless clearly and specifically noted in the proposal
submitted and confirmed in the enterprise agreement between the CCAP and the
organization selected.
The CCAP reserves the right to negotiate the budget with any organization submitting a
proposal at any time prior to the execution of an enterprise agreement.
CCAP reserves the right without prejudice to reject any or all proposals.
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APPENDIX A
UCM DISCOVERY LIST
All servers are virtual.
We are currently using VMWare version 5.0. A project is underway to upgrade this to version
6.5.
Servers are currently running Windows Server 2008 R2 SP1 (64 bit). Some are Standard, others
are Enterprise. All will be upgraded to Windows Server 2012 R2 Enterprise Edition.
We are currently using Microsoft Dynamics CRM 2011 Rollup 18.
SQL Server is 2008 R2 Enterprise except for one server that is SQL Server 2012 Enterprise. After
the VM upgrade, we will have two SQL Servers running SQL Server 2012 Enterprise in production
and one in development.
SERVERS (CCAP Hosted Environment)
Server Environment CPU Memory (GB)
WebFrontEnd1 Production 6 24
WebFrontEnd2 Production 4 24
ApplicationServer Production 4 16
SQLServer1 Production 6 80 (SQL throttled to 64)
SQLServer2 Production 6 80 (SQL throttled to 64)
SQL Server 2012 Production 4 16 (SQL throttled to 12)
SQL Server YE Production 6 80 (SQL throttled to 64)
SQL Server Report Server Production 2 8
Portal Web Front End 1 Production 2 4
Portal Web Front End 2 Production 2 4
Domain Controller 1 Production 2 4
Domain Controller 2 Production 2 4
ADFS Server 1 Production 2 4
ADFS Server 2 Production 2 4
Services Hosting Server Production 1 8
Development ADFS Server Development 1 4
Development Application Server Development 1 8
Development Domain Controller Development 1 2
Development Portal Web Front End Development 1 4
Development Report Server Development 2 16
Development SQL Server Development 2 16
Development Report Writing (SSRS) Server Development 1 8
Development Web Front End Development 2 12
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UCM FUNCTIONALITY (CCAP Hosted Environment)
Item Description Number
Organizations CRM organizations 18 (development environment), 42
(production environment live sites), 27
(production environment test/training
sites)
Entities Includes out-of-the-box
CRM entities and custom
entities. Number can vary
between organizations.
Typical organization will have 348 entities.
SDK Message
Processing Steps
Functionality triggered by
record events
614
Processes Typical organization will have 8 dialogs
and 43 workflows
Web Resources 221 Script (Jscript), 5 Style Sheet (CSS), 86
Web Page (HTML), 7 GIF, 1 JPEG, 368 PNG
Reports Most organizations have
custom reports. Some are
included in all organizations.
328 default reports in each organization.
Organizations may have as many as 100
custom reports.
Security Some security roles are
included with all
organizations. Custom
security is also developed as
needed for organizations.
146 security roles included with an
organization. Additional roles developed
as needed per organization.
External Applications Will be updated by CCAP 13
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APPENDIX B
VENDOR WARRANTEES
A. VENDOR warrants that it is willing and able to comply with Commonwealth of Pennsylvania
laws with respect to foreign (non-state of Pennsylvania) corporations, if applicable, and all other
laws of the Commonwealth of Pennsylvania.
B. VENDOR warrants that it is willing and able to perform the services in compliance with an
enterprise agreement in the form set forth in Appendix C to the request for proposals.
C. VENDOR warrants that it will not delegate or sub enterprise agreement its responsibilities under
an agreement without the express prior written permission of CCAP.
D. VENDOR warrants that all information provided by it in connection with this proposal is true
and accurate.
Print Name of Business Main Contact Number
Business Address Fax Number
Contact Person (Print) Phone
Contact Person (Sign) Date
Witness SEAL
Witness
CORPORATION
attest President
This page must be signed with a live signature and signed in BLUE INK.
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APPENDIX C
NONDISCRIMINATION POLICY
The Vendor shall not discriminate in its recruiting, hiring, promotion, demotion, or termination
practices on the basis of race, religious creed, color, national origin, ancestry, physical handicap,
medical conditions, marital status, age or sex in the performance of this contract, and, to the extent
they shall apply with the provisions of the Pennsylvania Code and the Federal Civil Rights Act of
1964 (P.L 88-352).
Pursuant to federal regulations promulgated under the authority of The Americans With Disabilities
Act, 28 C.F.R. para. 35.101 et seq., the Vendor understands and agrees that it shall not cause any
individual with a disability to be excluded from participation in this Contract or from activities
provided for under this Contract on the basis of the disability.
Page 22 of 24
APPENDIX D
SUPPORT DOCUMENTATION
Page 23 of 24
APPENDIX E
ORGANIZATIONAL & STAFF REFERENCES/RESUMES
Page 24 of 24
APPENDIX F
ESCALATION PROCEDURES
