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R-02-0957
J-02-773 9/10/02 02- 95'7 RESOLUTION NO. A RESOLUTION OF THE MIAMI CITY COMMISSION AUTHORIZING FOR THE DEPARTMENT OF POLICE THE PURCHASE OF [1] ORGANIZATIONAL DEVELOPMENT SOFTWARE SOLUTIONS AND SERVICES, FROM ON TARGET PERFORMANCE SYSTEMS, LLP, UNDER EXISTING STATE OF FLORIDA ("STATE") SNAPS AGREEMENT NO. 9912017-3, EFFECTIVE UNTIL JUNE 14, 2003, SUBJECT TO ANY FURTHER EXTENSIONS BY THE STATE, IN THE AMOUNT OF $74,530, AND [2] CLIENT SERVER SYSTEMS (MICROCOMPUTERS, NETWORK SERVERS AND WORKSTATIONS, NETWORK COMPUTERS AND NETWORK PCs, PERIPHERALS, NETWORK CONNECTIVITY DEVICES, AND UNINTERRUPTIBLE POWER SUPPLIES), FROM VARIOUS VENDORS, UNDER EXISTING STATE CONTRACT No. 250-040-99-1, EFFECTIVE UNTIL SEPTEMBER 30, 2002, SUBJECT TO ANY FURTHER EXTENSIONS BY THE STATE, IN THE AMOUNT OF $25,000; ALLOCATING FUNDS, IN A TOTAL AMOUNT OF $99,530.00, FROM THE LAW ENFORCEMENT TRUST FUND, PROJECT NO. 690002, SUCH EXPENDITURES HAVING BEEN APPROVED BY THE CHIEF OF POLICE AS COMPLYING WITH THE U.S. DEPARTMENT OF THE JUSTICE'S "GUIDE TO EQUITABLE SHARING." WHEREAS, the U.S. Department of the Justice's "Guide to Equitable Sharing" authorizes the expenditure of forfeiture cash or proceeds for certain law enforcement purposes not considered normal operating expenses; and :ca y CQ'xISSI ON ME'ETNG OF SEP 1 1 2002 Reso}uxiQu NO- 02- 957 WHEREAS, the Department of Police requires the procurement of Organizational Development Software Solutions and Services, from On Target Performance Systems, LLP, under existing State of Florida ("State") SNAPS Agreement No. 9912017-3, effective until June 14, 2003, subject to any further extensions by the State; and WHEREAS, the On Target's Performance Management Plus software program and services is an evaluation system, which enables the client to develop job specific performance criteria derived from job analyses; and WHEREAS, this system meets the standards set by the Commission on Accreditation for Law Enforcement Agencies (CALEA) for performance evaluations; and WHEREAS, the procurement of hardware is also necessary, utilizing State Contract No. 250-040-99-1, Computers: Client Server Systems (microcomputers, network servers and workstations, network computers and network PCs, peripherals, network connectivity devices and uninterruptible power supplies), effective until September 30, 2002, subject to further extensions by the State, in the amount of $25,000; and 02- 957 WHEREAS, funds for this expenditure have not been included in the Police Department's normal operating budget and are available in the City of Miami Law Enforcement Trust Fund; and WHEREAS, the Chief of Police has recommended adoption of this Resolution and has determined that the expenditures proposed comply with the U.S. Department of the Justice's "Guide to Equitable Sharing"; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are adopted by reference and incorporated as if fully set forth in this Section. Section 2. The purchase for the Department of Police of [1] Organizational Development Software Solutions and Services, from On Target Performance Systems, LLP, under existing State of Florida ("State") SNAPS Agreement No. 9912017-3, effective until June 14, 2003, subject to any further extensions by the State, in the amount of $74,530, and [2] Client Server Systems (microcomputers, network servers and workstations, network computers and network PCs, peripherals, network connectivity devices and uninterruptible power supplies), from Various Vendors, utilizing State Contract No. 250-040-99-1, effective until September 30, 2002, subject to any further extensions by the 02- 957 State, in the amount of $25,000, is authorized, with funds, in a total cost not to exceed $99,530, allocated from the Law Enforcement Trust Fund, Project No. 690002, such expenditures having been approved by the Chief of Police as complying with the U.S. Department of the Justice's "Guide to Equitable Sharing." Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor.11 PASSED AND ADOPTED this 11t.h ATTEST: PR SCILLA A. THOMPSON CITY CLERK �. APPROVED A$; � FO.�D CDNJ�ECTNESStl LE RZ-VILARELLO IT ATTORNEY 6526:BSS 1� If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. 02- 957 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM The Honorable Mayor and Members To : of the City Commission FROM. nez City Manag RECOAAIENDATION CA -11 Aw 2 7 2-1-02 DATE: FILE: SUBJECT: Proposed Resolution REFERENCES: Purchase of Organizational Development Software Solutions ENCLOSURES: And .Services It is respectfully recommended that the City Commission adopt the attached Resolution, with attachments, authorizing the procurement of Organizational Development Software Solutions and Services, for the Police Department, under existing State of Florida SNAPS Agreement No. 9912017-3, effective until June 14, 2003, from On Target Performance Systems,'LLP, a Non- Local/Non-Minority vendor, located at 6652 Tim Tam Trail, Tallahassee, Florida 32308, in an amount not to exceed $74,530, and the purchase of Client Server Systems (microcomputers, network services and workstations, network computers and network PCs, peripherals, network connectivity devices, and uninterruptible power supplies), from various vendors, under existing State of Florida, Contract Number 250-040-99-1, effective until September 30, 2002, subject to further extensions by the State of Florida, in the amount of $25,000, for a total cost not to exceed $99,530. Funding is available from the Law Enforcement Trust Fund, Project Number 690002. BACKGROUND On Target Performance Systems has developed an innovative and proactive approach to improving individual employee performance, maximizing organizational effectiveness, and minimizing liability. On Target's Performance Management Plus software program is an evaluation system, which enables the client to develop job specific performance criteria derived from job analysis. The Performance Management Plus (PMP) software program's effectiveness can be best described with the acronym IDEA: Improvement — in order to facilitate individual employee improvement, the system must be able to identify specific performance deficiencies and provide a tool to document the problems and develop clear and objective improvement plans; Defensibility - local government agencies face the potential for liability from both outside the organization, as well as within. PMP provides the vehicle to ensure accurate and thorough employee performance documentation on a continuous basis throughout the evaluation period; Equitable — the PMP system provides a fair and equitable methodology for evaluating employee performance. It rates every employee on their job specific competencies, minimizes rater errors, and eliminates bias; 02- 957 The Honorable Mayor and Members of the City Commission Page 2 Purchase of Organizational Development Software Solutions and Services Accountability — supervisors are required to support low or high ratings with comments and are able to develop, communicate, and monitor employee improvement plans. Employee accountability is enhanced due to the clear performance expectations communicated to them. The administration can also identify problem employees and deal with them accordingly, as well as, identify potential discriminatory practices by supervisors, such as racial or gender bias. This purchase will consist of software installation and necessary hardware, as well as, the training of Police Department personnel, and technical services. The Performance Management Evaluation System meets the Commission on Accreditation of Law Enforcement Agencies (CALEA) requirements for performance evaluations. FISCAL IMPACT: NONE — FUNDED BY THE LAW ENFORCEMENT TRUST FUND CAGKi �1--I i102 ®2- 957 Budgetary Impact Analysis 1. Department POLICE Division ADMINISTRATION 2. Agenda Item # (if available) 3. Title and brief description of legislation or attach ordinance/resolution: A Resolution for the purchase of Organizational Development Software Solutions and Services, under existing of Florida SNAPS Agreement No. 9912017-3, effective until June 14, 2003, in the amount of $74,530, and the purchase of Computers: Client Server Systems, from various vendors, under existing State of Florida Contract No. 250-40-99-1, effective until September 30, 2002, subject to further extensions, in the amount of $25,000, for a total cost of $99,53C 4. Is this item related to revenue? NO: XXX YES (If yes, skip to item #7.) 5. Are there sufficient funds in Line Item? YES: Index Code Minor Obj. Code Amount $99,530.00 NO: _ Complete the following questions: OTHER: LAW ENFORCEMENT TRUST FUND, PROJECT NO. 690002 6. Source of funds: Amount budgeted in the Line Item $ Balance in Line Item $ Amount needed in the Line item $ Sufficient funds will be transferred from the following line items: ACTION ACCOUNT NUMBER ACCOUNT NAME TOTAL Index/Minor Object/Project No. Transfer done by: From $ From $ From $ To $ 7. Any additional comments? w 8. Approved Jay: epartment Director/Designee bate FOR DEPARTMENT OF MANAGEMENT AND BUDGET USE ONLY Verified by: Verified by: Transfer done by: Department of Management and Budget Budget Analyst Budget Analyst Director/Designee Date Date Date �2 05 i AFFIDAVIT STATE OF FLORIDA: : SS COUNTY OF DADE : Before me this day personally appeared Raul Martinez who being duly sworn, deposes and says that: I, Raul Martinez, Chief of Police, City of Mian-, do hereby certify that this request for expenditure from the City of Miami Law Enforcement Trust Fund, for the purchase of Computers: Client Server Systems (microcomputers, network servers and workstations, network computers and network. PCs, peripherals, network connectivity devices, and uninterruptible power supplies, from various vendors, under existing State of Florida Contract No. 250-040-99-1, in.an amount not to exceed $25,000, complies with the provisions of the U.S. Department of the Justice's "Guide to Equitable Sharing." aul Martinez Chief of Police City of Miami Police Department Subscribed and sworn to before me this, day of 02002, by Raul Martinez, who is personally known to me. 4..0TAXY:�PUB'LIC STATE OF FLORIDA AT LARGE f.✓t YN.� Nhriceiis Perez My Commission CC969078 Expues September 20. 2004 02- 957 AFFIDAVIT STATE OF FLORIDA: : SS COUNTY OF DADE : Before me this day personally appeared Raul Martinez who being duly sworn, deposes and says that: I, Raul Martinez, Chief of Police, City of Miami, do hereby certify that this request for expenditure from the City of Miami Law Enforcement Trust Fund, for the purchase of Oreanizational Development Software Solutions and Services, from On Target Performance Systems, LLP, in an amount not to exceed $74,530, complies with the provisions of the U.S. Department of the Justice's "Guide to Equitable Sharing." Chief of Police City of Miami Police Department Subscribed and sworn to before me this day of�oi!�► r3�.p , 2001, by Raul Martinez, who is personally known to me. A a N �: X --A "- NOTARY PUBLIC STATE OF FLORIDA AT LARGE MWWk PWW My Co MW&;0n cc"07a '�•••••� EW,. se� 20, 2004 02- 9V con W H PERFORMANCE MANAGEMENT PLUS PROJECT OVERVIEW Prepared for: � Miami Police Department � Chief of Police O O 42- 957 On Target Performance Systems, LLP Specializing in Organizational Development Software Solutions 1960 Buford Blvd Suite E Tallahassee, FL 32308 Phone: (850) 894-6877 Fax: (850) 894-3766 E-mail: inf6@otps.com TABLE OF CONTENTS Responsiveness and Understanding of the Project......................................................................... 2 ProjectOverview............................................................................................................................ 3 Knowledge of Impacted Personnel................................................................................................. 3 ProjectApproach............................................................................................................................ 3 Requirements for an Effective Evaluation System......................................................................... 4 Software Functions and Features.................................................................................................... 7 Evaluation and Personnel Information Section Details.............................................................. 7 RatingScale Section................................................................................................................... 7 Performance Measures Section................................................................................................... 7 AdditionalFeatures..................................................................................................................... 9 SystemAdministration.................................................................................................................. 10 Maintenance and Technical Support ............................................................................................. 11 Additional Software Information.................................................................................................. 11 Delivery and Implementation Schedule........................................................................................ 12 User and Administrator Training.................................................................................................. 12 Vendor Information and Project Team.....................................................................................I... 13 PMPClient References................................................................................................................. 14 FeeSchedule................................................................................................................................. 15 AppendixA — Cost Analysis......................................................................................................... 16 Appendix B — Project Time Line.................................................................................................. 18 Appendix C — Technical Specifications........................................................................................ 25 Appendix D — Sample Evaluation Report..................................................................................... 27 On Target Performance Systems 1 Miami PD RFP- 7 • 02-.. Responsiveness and Understanding of the Project On Target Performance Systems has developed an innovative and proactive approach to improving individual employee performance, maximizing organizational effectiveness, and minimizing liability. Recent surveys have demonstrated that the two most common reasons for poor employee performance are unclear job expectations and poor feedback from supervisors. Most traditional evaluations systems fail to provide timely corrective feedback as well as valid and reliable data for administrative decisions. On Target's Performance Management Plus TM software program's effectiveness can be best described with the acronym IDEA: I: refers to Improvement. In order to facilitate individual employee improvement, the system must be able to identify specific performance deficiencies and provide a tool to document the problems and develop clear and objective improvement plans. D: refers to Defensibility. Local government agencies face the potential for liability from both outside the organization as well as within. External liability may arise due to failure to train to standard; failure to supervise to standard, negligence, etc. Internal liability may arise due to failure to promote; wrongful termination, etc. The key to minimizing liability is to ensure that employee performance is documented accurately and thoroughly. PMP provides the vehicle to ensure accurate and thorough employee performance documentation on a continuous basis throughout the evaluation period. E: refers to Equitable. The PMP system provides a fair and equitable methodology for evaluating employee performance. Employees want their evaluations to be based on what they do, not on the likes and dislikes of the supervisor. If the criteria are too general, this provides the supervisor with the ability to rate employees based on preference and not performance. The. PMP system evaluates every employee on their job specific competencies; minimizes rater errors; and eliminates bias. In addition, scores are automatically calculated based on behavioral anchored ratings in conjunction with competency weights. A: refers to Accountability. The PMP system enhances accountability on the part of the supervisors, employees, and administration. Supervisors are required to support low or high ratings with comments and are able to develop, communicate, and monitor employee improvement plans. Employee accountability is enhanced due to the clear performance expectations communicated to them. Administration accountability is enhanced due to the plethora of performance data available to them in the reporting function. Administration can identify problem employees and deal with them accordingly as well as identify potential discriminatory practices by supervisors such as racial or gender bias. On Target Performance Systems 2 Miami PD RFP 02- 957 Project Overview Implementation of the PMP system consists of the following phases: Phase 1: Customization and validation of the competencies database Phase 2: Import and setup personnel database Phase 3: Setup user security levels Phase 4: Setup of default preferences and scoring parameters Phase 5: Server installation Phase 6: Train users/train the trainers Phase 7: Pilot test in selected positions Phase 7: Re -adjust preference settings/scoring parameters and procedures if required Phase 8: Implement agency -wide Knowledge of Impacted Personnel On Target has implemented various modules (Job/Task Analysis, FTO, Internal Affairs, Training Management Plus, Performance Management Plus) in approximately 75 law enforcement/public safety agencies in Florida, with an additional 20+ agencies. currently in the purchasing process. Our firm also has client agencies in California, Ohio, Rhode Island, Georgia, Tennessee, Kentucky, South Carolina and several other states. Our staff members are well experienced in the law enforcement/public safety and HR fields. Project Approach The Performance Management PlusTm software system provides the client with an open architecture within which to develop job specific performance criteria derived from job analyses. The included Job/Analysis Module enables the client to customize each job position with objective and very specific performance measures, such as job tasks, proficiencies (knowledge, skills, and abilities) as well as inventory and document the physical abilities required for each job position (ADA documentation). It is important to evaluate performance on job specific and objective criteria in order to ensure the defensibility, reliability, and validity of the performance evaluation system. The PMP approach focuses on developing an essential list of tasks, KSA's, and standards for each job position, and then weighting each criterion based on frequency, importance, and job difficulty. The Job/Analysis Module provides the tool and methodology to accomplishes the criteria development and weighting functions. The PMP program already includes a customizable database of several thousand tasks, proficiencies, and standards for most if not all police and fire department job positions (including all civilian support positions, special teams, etc.) as well as many items for HR/Personnel, Purchasing, Finance, Risk Management, Secretarial, Animal Services, Fleet Maintenance, etc. Positions not found in the database can be added by the client and analyzed to develop essential competencies. Although the program includes a comprehensive competencies database, each position competencies/standards list should be validated by subject matter experts and edited accordingly. This serves several purposes: • Ensures that all the evaluation criteria are appropriate and job position specific • Provides historical documentation of the methodology employed to develop the evaluation criteria for each position and thus supports the defensibility of the system On Target Performance Systems 3 Miami PD RFP 02- 957 • Facilitates buy in at all levels due to the participation of the managers as well as rank and file employees in the evaluation criteria development process The competencies database includes tasks, policies, and proficiencies for each job position. The core philosophy underlying the PMP system is that each job position requires a list of objective performance measures that are applicable to the specific position. For example, although a School Resource Officer is a police officer, they should be evaluated on what they do. This means that in addition to core police officer items, their task or competency list should include the tasks they perform that are specific to the school resource officer functions. The same holds true for Traffic Officer, Narcotics Investigator, Crime Scene Detective, and all other agency positions. We realize that the up front job/analysis customization is a time consuming matter, but the results are: • Evaluation criteria that enable supervisors to zero in on specific problems and provide very specific feedback to the employee • Ratings are non -biased and do not suffer from the common rater errors • Performance expectations are clear and specific • The system generates detailed job descriptions based on the job/analysis data, including physical abilities required to perform the job • The defensibility of the system is maximized due to objective job specific criteria On Target Performance Systems offers its clients two basic approaches to implementing the PMPTm system: a turn key approach whereby On Target's expert consultants provide the job/analysis and customization of the job positions/performance measures; and an alternative approach whereby the client accomplishes the job position/performance measures customization using the included performance measures and standards database. If the client opts for the latter, On Target's consultants are available at an hourly or predetermined fee to provide regular review and feedback to the client throughout the customization process. Regardless of which approach -is implemented, On Target provides both administrator and supervisor training on using the PMP software; train the trainers guide; administrator and user guides; importation of personnel data; server installation guidance; and full technical support and software upgrades. Requirements for an Effective Evaluation System • Defensibility: In order to be defensible, the evaluation criteria must be job related and derived from a job analysis. Evaluation systems based on subjective criteria focusing on general characteristics or personality traits are not defensible according to past case history (supporting documentation is available concerning this issue). Municipalities are especially vulnerable to lawsuits due to the inherent potential for liability. embedded in high risk job functions such as police and fire. Implementing an objective job specific evaluationsystem can minimize lawsuits due to failure to train to standard, failure to supervise to standard, failure to promote, wrongful termination, and other administrative decisions. Furthermore, the PMP system is designed to minimize common rater errors as well as eliminate the ability of supervisors to base ratings on personal likes and/or dislikes. Additionally, the automated quantitative scoring system in conjunction with the On Target Performance Systems 4 Miami PD RFP reporting function enables administration to compare performance to ensure ratings are not based on gender or racial bias. • Alignment with City mission: PMP is capable of enabling the client to create, customize, and apply core city value performance measures criteria to all evaluations. • Accreditation Requirements: The PMP program meets both CALEA and CFA standards for performance evaluation and job/task analysis. • Ability to provide for continuous corrective feedback and document on going job per throughout the year: The PMP system is especially designed to enable the supervisor to enter observations, ratings, and comments throughout the rating period. In that way, the supervisor is able to plan and provide corrective feedback proactively. In this way, the evaluation reflects the employee's year long performance history rather than the traditional last few weeks of job performance that most evaluation systems tend to provide. • Supervisor accountability: The PMP program forces supervisors to support with comments any items rated high or low. The objective content also makes it quite difficult for supervisors to manipulate the system. Rater bias is minimized -due to ratings being based on job performance rather than personal preferences. • Minimize rater errors: Most evaluation systems are unable to control for common rater errors such as the halo, same as me, or middle of the road effects. • Ease of use: The PMP program is extremely user friendly as it was designed as a point and click system. The ease of use is demonstrated by the fact that the duration of the supervisor training class is only 4 hours. There are no commands to learn and the user only has to enter text to document notes and to support ratings. All selections are made from customizable drop down lists to ensure uniformity, consistency, and ease of use. From the administration perspective, once the setup has been customized, the only administrative maintenance required would be to update personnel information, but that too can be minimized by having our engineers link the personnel tables in PMP to an existing personnel database, thus alleviating the need for dual data entry for most personnel related data fields. It is important to note that other products may have more bells and whistles, but our experience tells us that the more features designed into the software, the more difficulty the users have with utilizing the program. A key factor in developing a program to be used by supervisors with varied computer literacy competency is to make it as easy as possible to use while ensuring that the system provides the required functionality. • Employee input: Employee comments can be entered by the employee in a 60,000 - character capable comments field designed for the exclusive use by the employee to respond in narrative format to the evaluation. This comment field can only be accessed by the employee being reviewed and can only be edited by the employee. An electronic signature feature is also included in this section to accommodate signatures and comments from multiple reviewers as well as by the employee. • Employee development: The program automatically establishes improvement plans for any competencies rated as requiring improvement. These plans may focus on remedial or formal training; counseling; providing job aids etc. Expected improvement dates are also established and the improvement plans can be tracked and marked off as accomplished. Reports can be generated detailing performance deficiencies still requiring improvement as well as deficiencies that have been improved. On Target Performance Systems 5 Miami PD RFP 02- 957 Reporting function: The PMP system is capable of generating a multitude of reports describing employee job performance that provide valid and reliable data for administrative decisions. Reports detailing employee performance histories, improvement plans, accomplished improvements, as well as reports comparing how supervisors rate employees according to gender, race, etc are easily generated. One specific report will even list employees with continuous deficiencies in specified competencies. Training needs reports are also available. For example, the training unit can generate a report listing all employees with performance deficiencies in specific tasks and skills. This assists the training unit in identifying specific areas requiring attention. Security and assigned permissions: The PMP program has been designed to limit and control user access and permissions to view/do evaluations. Access to employees' evaluations can be based on chain of command, linking the supervisor to subordinates. Additional raters can be assigned to any employee as this is a much needed function in situations such as patrol assignments where multiple supervisors should have access to subordinates working the same shift. On Target Performance Systems 6 Miami PD RFP 02- 957 Software Functions and Features Evaluation and Personnel Information Section Details • Type of evaluation (annual, probationary, special, exit etc.) • Review date (date evaluation scored and closed) • TO/FROM rating period dates • Employee nameIrank/assignmentfposition • Current supervisor name • Overall score (percentage and category) Rating Scale Section • Legend explaining overall rating categories and overall scoring ranges (e g. Exemplary Performance = EP = 90% -100%) • Legend explaining item rating categories (e.g. MS=Meets Standard; RI=Requires Improvement; NA Not Applicable etc.) Performance Measures Section • Predefined selection of performance competencies based on applicable job duties and responsibilities. The employee's evaluation form automatically lists the tasks, skills, and policies developed for that position during the job analysis process. • Standards of performance for all performance competencies Each task, policy, and skill has a corresponding standard of performance describing what is done and how well it must be performed in order to meet standard. For example, if a. clerk has the task "Conduct monthly property room inventory" the standard would read "The member conducts a thorough monthly inventory of all property, documenting, reporting and resolving any found inconsistencies pursuant to agency. directives ". These standards are accessible by the supervisor directly from the listed competencies. • Ability to create, add, and edit competencies and related factors to accommodate differentjob assignments. The PMP system is specifically designed to enable each job position's list of competencies and associated standards to be customized to reflect the specific job requirements and evaluation criteria. The system includes a database of customizable competencies and standards (BARS) for each position. The client can edit the existing competencies, or add new competencies or delete competencies. This function is limited to administrator level security users only so as to maintain the integrity of the listings of competencies for each position. Individual evaluations can also be customized by the supervisor. For example, for a NET officer who is also on a tactical team, the tac team commander can access the employee's open evaluation file and add tac team member competencies to the evaluation. • Ability to score competencies based on adjustable weighting values Each positions list of competencies can be weighted based on client or system default criteria. Although the system is setup to determine the weights of competencies based on 2 factors (importance and frequency of performance), the client can setup their own set of criteria if so desired. Similarly, the client can set how much value to assign to each of the On Target Performance Systems 7 Miami PD RFP 02- 957 weighting criteria. For example, the client may decide to assign 70% of the weighting value to the importance factor, and the remaining 30% to the frequency factor. • Automated calculation of overall scores The auto scoring system calculates the competency ratings assigned by the rater in conjunction with the weights and then generates a quantitative score (78.9%) as well as the overall scoring category (MS - meets standard). The scoring parameters, ranges, and categories are totally customizable. So if the client wishes to use 2,3,4, etc overall categories, this can be setup as desired. • Generation of comments based on selected performance deficiencies and/or strengths The PMP system forces supervisors to develop improvement plans for any items rated as requiring improvement. These items are listed on a separate screen and requires the supervisor to enter the date of the incident, expected date of improvement, supporting comments describing the problem, and how the imp-ovement will be accomplished (resolution). The supervisor can also mark off defico 2mcies as they are accomplished, and the program will automatically move those accomplished items to -an Accomplished Improvements list. The system generates reports listing the developmental plans for each employee and if desired, lists the improvement plans for any supervisor's subordinates. Similarly, reports describing accomplished improvements can also be generated. These reports can be generated according to employee, supervisor, and/or date range The PMP system also requires supervisors to support any Exemplary ratings with comments and dates. These items and supporting comments are also automatically listed on a separate screen. • Ability for end users to edit, add, aVd delete comments The supervisors can add, edit, or delete comments until the evaluation is scored. Once scored, the supervisor cannot edit any ratings, comments, etc. Only users assigned administrative security can edit comments or ratings after an evaluation has been scored. This is to eliminate the ability of supervisors to adjust ratings once an evaluation has been scored. If scored by accident, any user with administrative security can remove the score, enabling the supervisor to make changes as needed • Ability to calculate and post total scores based on weighted competencies The PMP program calculates the highest score possible for any evaluation based on the total number of items and item weights, then calculates the evaluation score based on the assigned ratings and weights. The client can set the values assigned to various item rating categories. For example, an EP (exemplary performance) item rating may be set as worth 4 points, an AS (above standard) rating may be set as worth 3.4 points, MS (meets standard) rating may be set as worth 3.2 points and an RI (requires improvement) rating may be set as -1 points. The system calculates the rating value X item weight, adds up all the item values X weights and divides this total by the highest possible total to compute the score. The overall quantitative score is then assigned an overall rating category, such as Exemplary, Above Standard, Meets Standard, Requires Improvement, and Below Standard. The client can customize the number and the values of the item rating categories, as well as the scoring ranges for the. overall rating categories. The client can also customize how many overall categories to use and name them as they wish. Weights are established during the validation process during which SME's from each position complete a PMP generated report requiring them to assess the importance, On Target Performance Systems $ Miami PD RFP 02,- 05F frequency, and job difficulty of each competency. The data are entered into the PMP system and weights are automatically calculated and assigned. Utilizing this method, a competency that is applied to multiple positions may have a different weight for each of those positions. For example, Officer Safety may have a higher weight for a patrol officer than it would for an administrative police position. e Management ApprovaUCommenWSignature Section The PMP system includes a section for electronic or manual signatures and comments text fields. The client can set as many additional reviewers as desired for signature/approval/comments. e Employee Comments/AcknowledgemeneSignature Section Employees have the ability to enter comments and sign off electronically or manually. Additional Features e Ability for multiple supervisors to access subordinates' evaluations The PMP program enables administration to assign multiple raters and reviewers to any employee's evaluations. Permissions can be based on direct supervisor/employeee relationship or by rank. Regardless which option the agency chooses to use, the permissions function within a chain of command structure. e Ability to document which supervisors assigned various ratings Because multiple supervisors can be assigned permission to provide input into a subordinate's evaluation, it is necessary to discern which supervisor assigned what rating. The program automatically stamps the rater's name beside the assigned rating. e Notepad An electronic note pad is available for supervisors to make quick observation entries. The notepad has a time/date/user ID# stamp every time it is accessed to identify the source of the observations/comments. The notepad can be accessed from any screen in the evaluation section of the program. e Word Processor The PMP system includes a full -featured built in word -processor enabling custom dictionary, ability to automatically replace undesirable wording, spell check, ability to attach/import other files, ability to cut/paste from other word -processors, ability to export to other formats, ability to email reports. Unlike other competitor's word -processor functions, the PMP system is a self -standing feature not requiring integration with other word -processors. e Save retrieve completed evaluations The users can retrieve on-going or completed evaluations by employee name, supervisor name, evaluation type, position, and/or date range. All evaluations and associated information are automatically saved. e Ability to print evaluations Evaluations can be printed out e Ability to adjust rating scale Rating scales -can be customized to adjust to any requirements. For example, the agency has the ability to create as many rating categories as they wish and to set the scoring parameters to suit the specific needs of the agency. On Target Performance Systems g Miami PD RFP 9 5 02- System Administration • System Administrator System administrator rights: o Full access to all records o Editing features o System development/setup functions o Edit employee information o Assign/remove user security and permissions to limit access to employee records o Edit/add/delete performance measures and positions database • Supervisors Supervisors are automatically limited to viewing/doing evaluations of assigned subordinates. Additional supervisors can be assigned to any employee at management discretion. The permissions function in a hierarchical fashion so that a supervisor's supervisor is able to review the supervisor's subordinates' evaluations but cannot make any entries or editions unless that second level supervisor is assigned as an additional reviewer by administration. On Target Performance Systems 10 Miami PD RFP .. 02- 957 Maintenance and Technical Support On Target Performance Systems provides a comprehensive technical support program to the client. The TSP includes no charge version updates, resolution of all demonstrated software problems, on-going maintenance. plan assistance, and administrator assistance as required for general help. Additional Software Information • Software name/versionlrelease date Performance Management Plus/4.7/initial release: September 96; version 4.7: August 01 • Programming language AccessNB/ASP • Database systems ~" LAN: Access; WAN: SQL or MDE (Microsoft database Engine —basically a stripped down run-time version of SQL requiring no additional licensing from Microsoft) • Last major rewrite Summer 01 • Source code Provided in escrow at client's cost • Reporting tool Active Reports On Target Performance Systems 11 Miami PD RFP'` s Delivery and Implementation Schedule The implementation phases are as follows: Phase 1: Customization and validation of the competencies database Phase 2: Import and setup personnel database Phase 3: Setup user security levels Phase 4: Setup of default preferences and scoring parameters Phase 5: Server installation Phase 6: Train users/train the trainers Phase 7: Pilot test in selected positions Phase 7: Re -adjust preference settings/scoring parameters and procedures if required Phase 8: Implement citywide User and Administrator Training On Target provides on-site administrator as well as user and train the trainers training. Remote training via Internet is also available. Administrator training focuses on all activities required to customize the competency database, setup security/permissions, default settings, rating categories, scoring parameters, weighting format, etc. Administrator training is usually broken down into 2 one -day sessions; 1 day.at beginning of the project and 1 day after competency customization has been completed. User (supervisor) training is conducted in two 4 -hour classes per day, with a maximum of 20 participants per class. The optional train the trainers class is 2 days in duration. It is our recommendation that if the client opts to have the vendor conduct all user training, the client should ensure that at least 2 trainers attend each class for the duration of the training. On Target provides master copies of administrator, user, and trainer guides at no cost. Training site and cost are client's responsibility. Requirements are for a desktop/laptop Computer of at least a Pentium I1/32 Meg of RAM/Windows 95/98/2000. A network environment is NOT required for training purposes. On Target Performance Systems 12 Miami PD RFP 02- 957 Vendor Information and Project Team General corporate information On Target Performance Systems is a Florida based limited liability partnership with a staff of 15 highly specialized individuals. The firm has been in business since 1995 and has implemented the PMP system in approximately 75 agencies ranging in size from 25 to 3000 employees. We have successfully implemented the PMP system in every contract undertaken. The company is self -financed and has $0 debt. We pride ourselves in our support and this can be confirmed by any of our clients. Company Principals • David Pantel, PhD • Ronald Koenig, MS • Tom Kelley, MS Project Team • Project Leader: Dr. Pantel • Project Engineer: Tom Kelley • Developer: Tracy Poste • Trainer: Lt. Ron Koenig • Administrative support: Loretta Cleary • Sales liaison: Curt Owens On Target Performance Systems i3 Miami PD RFP PMP Client References • Chief Sid Klein Clearwater PD • Chief Bill Burger North Miami Beach PD • Chief Andrew Scott Boca Raton PD • Chief Slusser Panama City PD • Lt. Dean Register Florida Capitol Police • Captain John Schmidt Leon County Sheriffs Office • Captain Emory Gainey Alachua County Sheriffs Office • Major Stewart Manatee County Sheriffs Office • Major Kendall Sarasota County Sheriffs Office On Target is currently implementing the PMP system in the following agencies in Florida: • Orlando PD • Key West PD • Atlantic Beach PD • Sarasota PD • Gainesville PD • Gulfport PD • Sanford PD • Temple Terrace PD • Monroe County Sheriffs Office • Clewiston PD • Tallahassee PD • Bradenton PD On Target Performance Systems 14 Miami PD RFP 02- 957 Fee Schedule e 100% of licensing fee due within 30 days of initial installation e Installation fee due within 30 days of initial installation e 50% of job/task analysis customization fee due at inception; 50% due upon JTA completion e Technical support fee due within 30 days of installation e Training and travel fees due within 30 days of training e Any additional programming is charged out at $75/hr e Any additional consulting is charged out at $100/hr On Target Performance Systems 15 Miami PD RFP 7 Appendix A — Cost Analysis On Target Performance Systems 16 Miami PD RFP 0,2- 957 On Tar met Performance ystems, LLP Specializing in Organizational Development Software Solutions 1960 Buford Blvd Tallahassee, FL 32308 Phone: (850) 894-6877 Fax (850) 894-3766 E-mail: info@otps.com Miami Police Department PMP Project Cost Analysis 2 (includes JTA Customization) SNAPS ITEM discounted cost INSTALLATION : Install software on-site and import $2000 personnel data from existing client database: Job/Task Analysis (JTA): customize essential list of tasks, $30,000 skills, abilities, and standards for approximately 150 positions as provided by Captain Rodriguez; (CALEA & CFA compliant Job/Task Analysis). Additional position JTA's billed at approximately $200 per position. LICENSING FEES: WAN Network version license for 260 $29,930 users: (regular price $36,500) TRAVEL: $300 plus $100/day per diem if overnight required: Requires 3 trips plus 10 days per diem to do training: $1,900 TRAINING: 1 day to train administrator on how to do the JTA's and manage/administrate program; 4 hr user (supervisor) training class — approximately 9 days required to train supervisors; $8'000 10 days total: (regular price = $12,000) ANNUAL TECHNICAL SUPPORT: includes no charge upgrades for all workstations and unlimited tech $5,500 support/maintenance: TOTAL: State purchasing vendor #: F593462228-001 $74,530 State of Florida SNAPS 11 Contract #9912017-1 (turn key system) FEIN: 59-3462228 17 02-- 957 Appendix B — Project Time Line On Target Performance Systems 18 Miami PD RFP 02- 957 APPENDIX B TIME LINE Miami PD Project Gantt Chart ID Task Name 01 Duration T Jan 6, '02 Jan 13, '02 W T F S S M T W T F S S M T W T 1 Edit PMP database to reflect City's position titles 2 days HR Clerk 1 2 Add missing position titles to PMP database _Tdays HR Clerk 1[50%] 3 SME focus groups reiview/edit PMP generated listing of performance measures for each position 1 mon , 4 Edit PMP database of positions/performance measures 16 wks 5 Focus groups complete valdiation reports to weight performance measures for each position 8 wks 6 Validalton report data entered Into PMP and weights auto assigned 2 wks 7 Personnel data imported into PMP 2 days 8 Setup security and permissions for users/administrators 1 y 9 Set administrative preferences and settings 2 days 10 Install PMP on workstations from server 2 wks 11 Test performance on network 1 day 12 Train supervisors/Train the trainers 1 wk 13 Pilot test in 2-3 positions 1 day 14 Adjust settings/scoring parameters 1 day 15 Deploy agency wide 0 days Task . Milestone ♦ External Tasks Project: MiamiPDPMPganttchart Date: Sun 9/23/01 Split ,,,,,,,, Summary External Milestone Progress Project Summary Deadline Page 1 APPENDIX B TIME LINE Miami PD Project Gantt Chart ID Jan 20,'02 F S S M T W TI Jan 27, '02 F I S I SJMJTJWJTJFJSJSJMJTJWJTJFJS Feb 3, '02 Feb 10, '02 ISIMITIWITIF'IS SME Feb 17,'02 Ifeb�24, '02 F S I S I M T W I SIMITIWIT--F—T I 2 3 4 5 9 10 11 12 13 q14 Project: MiamiPDPMPganttchart Date: Sun 9/23/01 Task Split Progress Milestone ♦ ......... ........ Summary Project Summary External Tasks External Milestone Deadline k5 Page 2 APPENDIX B TIME LINE Miami PD Project Gantt Chart I 1 1 Mar 3, '02 F S S M T W T Mar 10, '02 F S S M T W T F S Mar 17, '02 Mar 24, '02 S M T W T F S S M T Mar 31,'02 Apr 7, '02 W T F S S S M T W T F S M T W T 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Project: a Pganttchart Date: Sunn 9/23/01 23/01 Task Split ,,,,,,,,,.,,,,.„..,,,,,.,,�.,,,,, Progress Milestone �. Summary Project Summary External Tasks External Milestone Deadline Page 3 lti' APPENDIX B TIME LINE Miami PD Project Gantt Chart ID 1 Apr 14, '02 F S S M T W T A r 21, '02 F S S M T A r 28, '02 May 5.'02 W T F S S I M I T W T F S S M T may 12, '02 May 19,'02 W T F S S M TW T F S.1 S M T W T 2 3 4 5 6 7• 8 9 10 11 12 13 14 15 Project: MiamiPDPMPganttchart Date: Sun 9/23/01 Task Slit P Progress Milestone ♦ ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Summary Project Summary �� External Tasks � External Milestone Deadline j Page 4 lti' APPENDIX B TIME LINE Miami PD Project Gantt Chart ID 1 Ma 26,'02 Jun 2, '02 F S S M T W T F S S M T W HR Clerk 1,HR Clerk 2 un902 Jun 16, '02 T F S S M T W T F I S I S I M I T Jun 23, '02 Jun 30, '02 W T F S S M T W T F S S M T W T 2 3 4 5 6 Vendor HR Clerk 2[50%] 2 HR Clerk 1,HR Clerk 2 610 IT 0 Vendor 6 9 10 11 12 13 14 15 0 Project: MiamiPDPMPganttchart Date: Sun 9/23/01 Task Split Progress Milestone ♦ ,,,,,,,,,,,,,,,,,,,,,,,, Summary Project Summary External Tasks External Milestone Deadline Page 5 APPENDIX B TIME LINE Miami PD Project Gantt Chart , ID 1 Jul 14,'02 S M T W I T I F Jul 21,'02 I S.1 S I M I T I W I T I SME Jul 28, '02 Aug4, '02 F I S I S I M I T I W I T I F I S I S M T W T . @MR CA0lork Aug11, '02 F S I S I M I T W T F '2150%] Aug18,'02 Au 25, S S M T W T F S S M 2 3 4 5 6 T 8 9 10 11 12 13 HR Clerk 1 HR Clerk 1 8119 14 15 Project: MiamiPDPMPganttchart Date: Sun 9/23/01 Task Split Progress Milestone ♦ ...... .......„..,,,.. , Summary Project Summary External Tasks External Milestone Deadline U Page 6 Appendix C — Technical Specifications On Target Performance Systems 25 Miami PD RFP 02 PERFOR,.IANCE MANAGEMENT A'LUSTM TECHNICAL SPECIFICATIONS Single -User Version Minimum Hardware Requirements.................Single PC workstation • IBM-compatible computer • 486 processor • 12MB RAM • Hard disk with 20Mb free space • VGA monitor Recommended Hardware Requirements......... • Pentium/586 processor • 16MB RAM Software Compatibility ..................................Microsoft Windows 3.1, 95/98, NT, or 2000 Local Area Network (LAN) Version Server Requirements......................................Singl'e networked server (Windows 3.1, 95/98, NT, or 2000, Unix, AS/400, or Novell) • Hard disk with 30Mb free space Client/PC Requirements.................................same as Single -User Version Supported Network Platforms........................Microsoft Windows for Workgroups, .95/98, NT, or 2000 Novell Netware .Artisoft Lantastic Banyan VINES Wide Area Network (WAN) Version Minimum Server Requirements ......................Single networked server (Windows 95/98 or NT) • Pentium/586 processor • 32MB RAM (64MB Recommended) • Hard disk with 100Mb free space Server Database Management System ........... Microsoft SQL Server Version 6.5 or higher Client/PC Hardware Requirements ...............same as Single -User Version Client/PC Software Compatibility .................Microsoft Windows 95/98, NT, or 2000 Supported Network Platforms........................Microsoft Windows 95/98, NT, or 2000 Novell Netware Banyan VINES Intranet/Web Version Release date...................................................2"d Quarter 2002 .. 02 957 Appendix D — Sample Evaluation Report 02- 95'7 On Target Performance Systems ' 27 Miami PD RFP Nimami Police Department Employee Evaluation Form — EMPLOYEE INFORMATION -- — — j Employee: _Brown, Dan _ — ID- j96530 Supervisor: 'Pantel, David - - _--- Shift: F2 -----� ---------- Assignment: '.District 2 — —^- -- f Rank: '_Officer Position: ;N.E.T Officer _ SCALE: Overall Ratinas EP = Exemplary Performance for 88.00% to 100.00% MS = Meets Standard for 72.00% to 79.99% BS = Below Standard for 0.00% to 68.99% Performance Ratings EP = Exemplary Performance MS = Meets Standard NA = Not Applicable C1rM3 ALL1000 LE5000 LE5001 LE5002 LE5003 LE5010 LE5011 LE5026 LE5027 LE5032 LE5033 EVALUATION INFORMATION Type: ;Anna Review Date: 8/22/2001 Rating Period: to 8/22/2000 8/22!2001 Overall Score: AS = Above Standard for 80.00% to 87.99% US = Unsatisfactory for 67.00% to 71.99% RI = Requires Improvement Performance Measures RATING PERFORMANCE STATEMENT MS MS MS MS MS MS MS MS MS MS MS LE5034 EP LE5035 MS I LE5037 MS LE5039 MS LE5040 Printed on: W23101 2:07:02 PM NE = Not Evaluated Complete assignment as directed Monitor / respond dispatch and calls for service.. Secure crime scene. i Administer intoxilizer test. Apprehend suspects. i Retrieve and enter information from mobile computer. Provide assistance to other units. Guard persons in custody Originate new cases. j Administer field check to suspected intoxicated drivers. Transport persons (such as injured, deceased, or lost persons, mental patients, prisoners or suspects. Administer first aid/CPR saved child with CPR Confront and control or disperse demonstrators, rioters, or crowds. Conduct active patrolling of assigned area. Conduct traffic stop. Conduct felony stop. Officer Brown failed to position his vehicle properly during a felony stop. He positioned the vehicle in a crossfire situation. 9/4/01 Page 1 of 5 02- 0�7 • Off► drown and I conducted 2 simulation exercises he now has the correct procedure for felony stop. 9/10/01 Officer Brown conducted a felony stop and positioned the vehicle correctly. LE5045 MS Inform victims of victim's legal rights. LE5046 MS Counsel and / or separate people involved in domestic dispute. LE5047 MS Investigate non -police action calls (such as animal calls, rescue calls). LE5051 MS Conduct dwelling, building, or grounds check (EP) LE5053 MS Make arrest with warrants. LE5054 MS Make arrests without warrant. LE5055 MS Book suspects LE5062 MS Seize, impound, or confiscate vehicle, craft, or property. LE5063 MS Classify incident as criminal or civil. I LE5064 MS Non-custodial and custodial Interview of persons (suspects, victims, witnesses or informants) LE5065 I • MS Review and respond to Be -on -the -look -out (BOLO) LE5066 i MS Act or respond to hostage or kidnapper. I LE5068 RI Conduct field frisk or pat down search. Failed to find handcuff key during pat down LE5070 MS Rescue or assist in the rescue of trapped persons. LE5072 MS Respond to bomb / explosive threat. LE5073 MS Pursue vehicles / crafts. LE5074 MS Control disorderly or irate persons. LE5075 MS Testify at trials, hearings, grand juries or depositions. LE5077 MS Execute arrest warrant, capias,.writ or subpoena LE5080 MS Prepare reports or affidavits. LE5100 MS Apply handcuffs NET5091 j MS Liaison with community leaders NET5092 MS Develop rapport with community inhabitants • NET5093 MS Supervise citizen action groups NET5095 i MS Identify crime patterns NET5096 I MS Conduct citizen surveys NET5097 MS Analyze and respond to citizen complaints I NET5098a MS Identify/monitor prior offenders/gang members NET5098b MS Recognize gang specific characteristics NET5098c MS Target identified gang hangouts for increased surveillance SO5609 MS Maintain and update all special team logs/forms Printed on: 9/23/01 2:07:02 PM — --- Page 2 of 5 S05610 MS S05611 MS 11POUCY j PL1 i, PL2 i PL3 PL4 PL5 i � PL6 PL7 i PL8 `PROFICIENCY PRI i PR2 PR23 PR29 PR3 PR31 PR32 PR33 PR34 PR35 PR39 PR4 t i PR42 PR5 i PR58 PR6 PR7 PRS I i PR9 Parts_ ,.ate in debriefings Complete after action report MS Accepts supervision and direction MS Grooming and dress MS Leave and attendance MS Contact with public MS Operation and care of equipment MS Use of force MS Pursuit MS Human diversity awareness MS MS MS MS RI MS MS MS MS MS MS MS MS MS MS MS MS MS MS Officer safety Firearms proficiency Interpersonal skills General comprehension skills Radio communications Officer Brown's radio communications are often unclear - he talks too fast. I am working iwth him to improve radio transmission clarity. Problem solving Conflict resolution Knowledge of social, economic, and demographical conditions Knowledge of supporting agencies in the community Language skills Knowledge of procedural/policy manuals Verbal communications Team building skills Written communications Interviewing skills Driving Defensive / control tactics Knowledge of local, state, and federal statutes Knowledge of geographical jurisdiction Printed on: 91231012:07:03 PM7 Page 3 of 5 Previous Requires Improvement Expectek! Date Date Performance Statement Incident Date of Accomplishment Accomplished Entered by ILE5001 Secure crime scene. Resolution: On-the-job training 7/9/2001 7/31/2001 8/16/2001 Pantel, David Notes: Moved evidence at crime scene. I conducted on the job training with Brown and we also worked through the SOP manual and hw has since responded to several crime scenes and performed all tasks to standard.— ILE5039 Conduct traffic stop. Resolution: Counseling 7/4/2001 7/31/2001 8/22/2001 Pantel, David � Notes: Did traffic stop and pulled subject over in school zone during lunch hour. I counseled Brown and provided corrective feedback regarding this problem. He Current Requires Improvement Expected Date Date Number Performance Statement Incident Date of Accomplishment Accomplished _ Entered by ELE5040 Conduct felony stop. — --- --- ------- Resolution: On-the-job training 9/142000 9/30/2000 9/202000 Pantel, David Notes: Officer Brown failed to position his vehicle property during a felony stop. He positioned the vehicle in a crossfire situation. 9/4/01 Officer Brown and I conducted 2 simulation exercises and he now has the correct procedure for felony stop. 9/10/01 Officer Brown conducted a felony stop and positioned the vehicle correctly. LE5068 Conduct field frisk or pat down search. Resolution: Remedial Training 9/12001 9/302000 Pantel, David Notes: Failed to find handcuff key during pat down PR3 Radio communications Resolution: On-the•job training 9/32001 9282001 Pantel, David Notes: Officer Brown's radio communications are often unclear - he talks too fast. I am working iwth him to improve radio transmission clarity. r— Exemplary Performance I Number Performance Statement_ Date — —Entered by LE5034 Administer first aid/CPR 8/12001 Pantel, David Notes: saved child with CPR --- _--- - - _— COMMENTS: �`----- ----------------- Updated 822/01 9:20:10 AM by User 1234: Failed to wait for backup curing felony stop ;saved child with CPR jUsed profanity on radio (Updated 8/221019:35:30 AM by User 1234: I ailed to find handcuff key during pat down--- — — ---- ------------------ --- Printed on: 9/23101 2:07:04 PM +� Page 4 of 5 2ERVISOR / EMPLOYEE AGREEMENT Beginning rating period signatures: I certify.that my job performance expectations were discussed with me. Employee Date I certify that performance measure requirements have been discussed with the employee. End rating period signatures: I certify that this review has been discussed with me. Employee Date I certify that this evaluation is based upon documented work performance. Supervisor Date Supervisor Date Reviewing Supervisor Date Reviewing Supervisor Date Chief of Police Date Chief of Police Date Reviewer Comments Employee Comments Printed on: WMI 2:07:04 PM Page 5 of 5 SNAPS II - SNAPS Agreement search I a,.ectory I contact us 1411 1 subscribe I tour i help Services Business & Industry > Search > SNAPS Search Form > SNAPS Agreement Agriculture Business & SNAPS AGREEMENT TITLE: ORGANIZATIONAL DEV. SOFTWARE Industry SOLUTIONS & SERV. Calendars & AGREEMENT NUMBER :9912017 -3 Events TERM OF AGREEMENT: Community Begin date: 06-15-2000 Resources End date: 06-14-2003 Consumer Assistance VENDOR: Disaster Management ON TARGET PERFORMANCE SYS LLP 6652 TIM TAM TRL Education TALLAHASSEE, FL 32308 - Elders SPURS NO: F593462228-001 Employment MBE CODE: SMALL BUSINESS (STATE & FED.) Environment (B) CONTACT: DAVID PANTEL FX 850-894-3766 Health & Human PHONE: 850-877-9108 Services COMMODITY CLASS: 991 COMMODITY GROUP: 149 Licerising _& DELIVERY: 10 days ARO Permitting WARRANTY :30 days Public Safety APPROVED PRICE SCHEDULE & DATE: Science & 1.) Price list eff. 06/15/2000 Expire date: 06-14-2003 Technology CONTACT VENDOR FOR COPY OF PRICE SCHEDULE & CONTRACT Transportation INFORMATION. Job/Task analysis software program. Employee performance appraisal software program. Training administration & management software program. Administrative investigations management software program. Americans with Disabilities Act Documentation Software program and human resources consulting services. _Copyright© 2000 State Of Florida Privapy Statement 02- 957 h4://fcn.state.fl.us/owa snaps/owa/snaps_www.agreements.show?agree number str=9912017 Page 1 of 1 6/20/2002 SNAPS II - SNAPS Vendor Record Page 1 of 1 search I directory 1 contact us 1411 1 subscribe I tour-, fielp VIA Services Business & Industry > Search > SNAPS Search Form > SNAPS Vendor Record Agriculture Business & SNAPS Vendor Record Industry Calendars & Events Name ON TARGET PERFORMANCE SYS LLP Community Address 6652 TIM TAM TRL Resources City, State Zip TALLAHASSEE, FL 32308 - Consumer Status DMS REGISTERED Assistance Minority Code SMALL BUSINESS (STATE & FED.) Disaster Management Contact Name DAVID PANTEL FX 850-894-3766 Education Phone Number 850-877-9108 ,a Fax Number Elders E-mail address Employment Environment Web Page Health & Human Services Licensing & Permitting Public Safety Science & Technology Transportation E -Mail Help Desk Copyright© 2000 State Of Florida Privacy Statement 02- 957 http://fcn.state.fl.us/owa snaps/owa/snaps_www.vendors.show?vendor type sti=F&vendor num str=:... 6/20/2002 SNAPS H - Agreement Price Schedule(s) Page 1 of 1 .. search 1 dk. "tory I contact us 1 411 1 subscribe 1 tour; help Services Business & Industry > Search > SNAPS Search Form > Agreement Price Schedule(s) Agriculture Business& Agreement Price Schedule(s) Calendars & Events ON TARGET PERFORMANCE SYS LLP Vendor number: F 593462228 001 Community Resources Sequence Description Expire Date Consumer 1 Price list eff. 06/15/2000 JUN 14, 2003 Assistance i as er Description: Management Job/Task analysis software program. Employee performance appraisal software program. Education Training administration & management software program. Administrative investigations management software program. Americans with Disabilities Act Documentation Software Elders program and human resources consulting services. Employment Ordering Limits: Environment Health & Human State agencies may issue single purchase orders or State Purchasing VISA card Services procurements up to Category II, and total cumulatively up to Category IV in an agreement year. Total agency wide acquisitions during each year of the agreement shall not exceed Licensing & the threshold amount for Category IV, except that acquisitions by agencies with Permitting decentralized purchasing functions shall be considered on the basis of each purchasing Public Safety office that maintains full-time purchasing staff. Science & SPURS Users Note: Technology Transportation • Use Commodity Class: 991 and Commodity Group: 149 for this SNAPS - II agreement. If you require three digit Item and/or Detail levels for the Commodity Code please call (850)487-2442. • Enter the SNAPS - II agreement number in the "Quote/Bid No./Contract No." field as follows: SNAPS - II No. 9912017 -3 • Enter "N" in the "Purchase Code" field. E -Mail Help Desk Copyright® 2000 State Of Florida Privacy Statement http://fcn.state.fl.us/owa snaps/owa/smps_www.price_schedules.show?agree number str-9912017 6/20/2002 On Target Perfib—ce Systems LLP Organizational Development Software Solutions 6652 Tim Tam Trail, Tallahassee, Florida 32301 *Training Administration Module Single user www.orps cosh LESS 15% 2-5 users 2000 PRODUCT AND SERVICES PRICE SCHEDULE LESS 150/0 6-10 users *Add 25 % to license fee for WAN client/server version LESS 15% PRODUCTS AND SERVICES REGULAR PRICE **SNAPS DISCOUNT Users = supervisors, not employees $8500 *Performance Evaluation Software Module $9500 Single user $3500 LESS 18% 2-5 users $5500 LESS 180/0 6-10 users $6500 LESS 180/0 11-20 users $7500 LESS 18% 21-30 users $8500 LESS 180/0 3 140 users $9500 LESS 18% 41-50 users $11,500 LESS 18% 50+ users $11,500+$100/user LESS 180/0 Annual Technical Support Fee 18% of license fee LESS 10*/0 *Training Administration Module Single user $2500 LESS 15% 2-5 users $3500 LESS 150/0 6-10 users $4500 LESS 15% 1 1-20 users $6500 LESS 15% 21-30 users $8500 LESS 15% 3 1-40 users $9500 LESS 15% 41-50 $10,500 LESS 15% 50+ users $10,500+$1001user LESS 15% Annual Technical Support Fee 18% of license fee LESS 10% *Jobfrask Analysis Software Module Single user $1499 LESS 15% 2-5 users $1699 LESS 15*/0 6- 10 users $2299 LESS 150/6 11-20 users $2899 LESS 15% 21-30 users $3499 LESS 15% 31-40 $3499 LESS 15% 41-50 $3699 LESS 15% SO+ users $2699+$20/user LESS 15% Annual Technical Support Fee 18% of license fee LESS 100/0 *Internal Affairs Module Single user $1499 LESS 15% 2-5 users $1899 LESS 15% 6- 10 users $2899 LESS 15010 10 + users $2899+$75/user LESS 15% Annual Technical Support Fee 18% of license fee LESS 15% Software Customization $75/hour LESS 10% Consulting Services $125/hour LESS 10% Training $1200/day + travel LESS 100/0 Travel .501mile + per diem No Discount * *SNAPS Agreement 02- 957 250-040-99-1 = Computers: Client Server Systems Page 1 of 2 Compu.zrs: Client Server Systems 250-040-99-1 Effective: 7/1/98 through 9/30/02 Certification Special Conditions Specifications Price Sheet Ordering Instructions Revisions Complete Contract Contractors 3Com Corporation ABC Computers, Inc. Acer America Alcatel American Power Conversion Amherst Corporate Computer Apple Computers Inc. Avaya, Inc. Cisco stems. Inc. Comark Government & Education Sales Compaq Computer Corporation Dell MarketingL.P. Enterasys Networks Sales and Service, Inc. Executive Source Extreme Networks Foundry Networks Gateway Companies, Inc. Hayes Computer Systems Hewlett-Packard Company Howard Computers IBM Lexmark International Marconi Communications NEC Computers. Inc. Network Appliance Nortel Networks USA. Inc. Pomeroy Computer Resources, Inc. Premio Computers Florida, Inc. Silicon Graphics Computer Systems Southern Computer S implies, Inc. Sun Microsystems Federal, Inc. TekResource Service Corporation http://www.3com.com http://www.abc2000.com http://www.acer.com/us htlp•//www.ind.alcatel.com/ httt://www.gpcc.com htW://www.amherstl.com http://www.Mle.com http://www.avaya.com http://www.cisco.com http•//www.comarkg.com/ ft://www.compgg.co http://www.dell.com bM://www.mitras sy com http://www.execsource.com/sfl2000 www.extremenetworks.com hM://www.foundUnet.com httt)://www.jzgitway.com http://www.hcs.net http://www.hp.com bM://www.howardegmputers.com http•//www.ibm.com http•//www.lexmark.com ktip://www.marconi.com httR•//www.nec-computers.com http://www.ngw.com hiLtp://www.norteinetworks.com http://www,pomeroy_com htti)://www.premiopc.com http://www.sai.com httt)://www.southemcoMputers.com http://www.sun.com hUp://www.trscnow.com http://www.myflorida.com/st—contracts/250040991/ ,$ r 6/24/2002 250-040-99-1 = Computers: Client Server Systems Page 2 of 2 Unites Corporation ho://w uniUs.com Visas. Inc. hn://www.visara.com http://www.myflorida.com/st-contracts/250040991/ 02 — 9 5 76/24/2002 Suite 315 CERTIFICATION OF CONTRACT TITLE: Computers: Client Server Systems CONTRACT NO.: 250-040-99-1 BID NO.: 31-250-040-B ORIGINAL EFFECTIVE DATE: July 1, 1998 through June 30, 1999 1St RENEWAL: July 1, 1999 through June 30 2000 2nd RENEWAL: July 1, 2000 through June 30, 2001 EXTENSION: July 1, 2001 through December 31, 2001 EXTENSION January 1, 2002 through September 30, 2002 (Rev 29) CONTRACTOR(S): See Attached SUPERSEDES: 250-040-96-1 Pagel of 3 Suite 315 ANY QUESTIONS, SUGGESTIONS, OR CONTRACT SUPPLIER PROBLEMS WHICH MAY ARISE SHALL BE BROUGHT TO THE ATTENTION OF DAVID COMER AT (850) 4874196 SUNCOM 277-4196, E-MAIL mailto:comerd@dms.state.fl.us A. AUTHORITY - Upon affirmative action taken by the State of Florida Department of Management Services on June 30, 1998, a contract has been executed between the State of Florida and the designated contractors. B. EFFECT - This contract was entered into to provide economies in the purchase of Client Server Systems by all State of Florida agencies and institutions. Therefore, in compliance with Section 287.042, Florida Statutes, all purchases of these commodities shall be made under the terms, prices, and conditions of this contract and with the suppliers specified. C. ORDERING INSTRUCTIONS - All purchase orders shall be issued in accordance with the attached ordering instructions. Purchaser shall order at the prices indicated, exclusive of all Federal, State and local taxes. All contract purchase orders shall show the Division of Purchasing contract number, product number, quantity, description of item, with unit prices extended and purchase order totaled. (This requirement may be waived when purchase is made by a blanket purchase order.) D. CONTRACTOR PERFORMANCE - Agencies shall report any vendor failure to perform according to the requirements of this contract on Complaint to Vendor, form PUR 7017. Should the vendor fail to correct the problem within a prescribed period of time, then form PUR 7029, Request for Assistance, is to be filed with this office. E. SPECIAL AND GENERAL CONDITIONS - Special and general conditions are enclosed for your information. Any restrictions accepted from the supplier are noted on the ordering instructions. F. CONTRACT APPRAISAL FORM - State Contract Appraisal, form PUR 7073 should be used to provide your input and recommendations for improvements in the contract to the Division of Purchasing for receipt no later than 90 days prior to the expiration date of this contract. Authorized Signature http://www.myflorida.com/st contracts/250040991/Certification.htm 02— 9 5 7 6/24/2002 Suite 315 DC/lmb Attachments Page 2 of 3 http://www.myflorida.com/st contracts/250040991/certification.htn 02- 9 5'7 6/24/2002 Suite 315 CONTRACTORS: 3Com Corporation (A) ABC Computers, Inc. (A) (Rev 30 Jun 99) Acer America (A) Alcatel (A) (Rev 6 Dec 99) American Power Conversion (A) Amherst Corporate Computer Sales (A) (Rev 1 Apr 99) Apple Computer, Inc. (A) (Rev 20 Dec 99) Avaya, Inc. (A) (Rev 28 Nov 00) Cisco Systems, Inc. (A) Comark Government & Education Sales (A) Compaq Computer Corporation (A) Dell Marketing L.P. (A) (Rev 6 Dec 99) Enterasys Networks Sales Service, Inc. (A) (Rev. 28 Dec. 00) Executive Source, Inc. (A) (Rev 8 May 00) Extreme Networks (A) (New 16 Nov 01) Foundry Networks (A) (New 15 May 02) Gateway 2000 Major Accounts, Inc. (A) Hayes E -Government Resources, Inc. dba Hayes Computer Systems (M) Hewlett Packard Company (A) Howard Computers (A) (New 20 Feb 02) International Business Machines (A) Lexmark International (A) (Rev 1 Aug 00) Marconi Communications (A) (Rev 6 Mar 00) NEC Computer Systems Division, Packard Bell NEC, Inc. (A) Network Appliance (A) (Rev 28 Nov 00) Nortel Networks USA, Inc. (A) Pomeroy Computer Resources, Inc. (A) Premio Computers Florida, Inc. (A) (Rev 28 Sep 99) Silicon Graphics Computer Systems (A) Southern Computer Supplies, Inc. (B) Sun Microsystems Federal, Inc. (A) TekResource Service Corp. (A) (Rev 20 Oct 00) Unisys Corporation (A) Visara, Inc. (A) (Rev 1 Aug 00) Page 3 of 3 http://www.myflorida.com/st_contracts/250040991/certification.htm 02— 957 57 6/24/2002 State of Florida PECIFICATION-$ CLIENT SERVER SYSTEMS Page 1 of 9 1.0 SCOPE These specifications are the requirements and provisions for the bidding and awarding of a State term contract for Client Server Systems to include Microcomputers, Network Servers and Workstations, Network Computers and Network PCs, Peripherals, Network Connectivity Devices, and Uninterruptible Power Supplies. 2.0 GENERAL REQUIREMENTS AND PROVISIONS COMPONENTS Components (such as monitors, keyboards, mouse and trackball, expansion boards, network interface cards, internal modems, multimedia, and storage devices purchased with and integrated with the systems prior to delivery) will carry the same support level and warranty provisions as the system. OPERATING SYSTEM SOFTWARE Operating system software (DOS, OS/2, Windows, Windows NT, UNIX, and Macintosh system) may be offered by microcomputer system bidders, preloaded by the manufacturer/dealer, as a balance of line under the same pricing schedule (percentage mark-up to manufacturer's price list), as the microcomputers systems bid. AMERICANS WITH DISABILITIES ACT The Federal ADA bars employment discrimination and requires all levels of Government to provide necessary and reasonable accommodations to qualified workers with disabilities. Although it is not mandatory that bidders offer these products to receive an award, bidders are requested to identify any hardware and software products which may be used or adapted for use by visually, hearing or other physically impaired individuals. ENERGY STAR COMPLIANT The Federal Environmental Protection Agency encourages the manufacture of energy efficient computer hardware, and the State of Florida supports this initiative. State Purchasing prefers that all microcomputers, monitors, and laser printers offered under this bid/contract is energy star compliant and bear the EPA Energy Star Logo. Bidders are requested to identify only the hardware which is not Energy Star compliant. State agencies seek to reduce the total cost of equipment ownership and operation and should consider the purchase of Energy Star compliant equipment if it meets the agency's performance needs. COST PLUS/MINUS PRICING BASIS Bidders will bid a single percentage (to the nearest hundreth, e.g. 1.95%) on a cost plus/minus basis, to the manufacturer's price list (C channel, USA1, Level 4, or other specified manufacturer's price list) to that manufacturer's largest volume dealers/resellers. The manufacturer's price list will be submitted with the bides and shall represent the most current price list available at the date of the bid opening.GSA pricing may be offered as alternate pricing by the bidder. The GSA price list/schedule will be submitted with the bid. ELIGIBLE MANUFACTURER BRANDS The Gartner Group Vendor Tiering Model was utilized in determining the eligible manufacturer brands which could be bid in specific categories. Commodity categories which are manufacturer specific, where Gartner Group Vendor Tiering was not available were established on the best available knowledge of manufacturer market share. ITEM DESCRIPTIONS Contract price lists shall be structured with headings and subheadings of the categories of systems, peripherals, and components which the vendor has bid. Each product on the price list shall be identified by part number, brand name, description, manufacturers cost and net price. Descriptions of systems or individual items on price lists shall be of sufficient detail to easily identify the product. Items not adequately described will be rejected as ineligible for this bid/contract. http://www.myflorida.com/9—contracts/250040991/specs.htn n Q 2 9 5 7 6/24/2002 State of Florida Page 2 of 9 CONTRACT CHANGES Awarded contractors may offer new hardware introduced by the manufacturer during the contract period at the same pricing schedule as bid and awarded. As soon as they are announced by the manufacturer, all product line changes (additions, deletions, price changes) shall be submitted by e-mail to the State Purchasing contract administrator for review. Price reductions announced by the manufacturer shall take effect immediately and be applied to unshipped and subsequent orders. BALANCE OF LINE The balance of line provisions of this bid/contract are provided for the convenience and benefit of the contract users as well as the awarded vendors. The balance of line provisions allow the purchaser a "one- stop" procurement mechanism, as well as facilitating the ability of a contractor to provide a "complete system" for the purchaser. It is incumbent on the purchaser to "shop" the contract and purchase products which meet their needs at the lowest net delivered costs. Vendors who bid and are awarded systems or other major categories of products may offer a "balance of line" of peripherals; to include those which are specified as peripherals in this bid/contract, and monitors, input devices, pen plotters, scanners, printers, storage devices, expansion cards, modems, and other standard system components. Such balance of line peripherals and components shall: be offered under the same pricing schedule (mark-up to the manufacturer's price list to that manufacturer's largest volume dealers/resellers) or GSA pricing. The balance of line peripherals/components price lists shall be submitted with the bid. It is incumbent on the contractors to offer products under the balance of line provisions which are competitively priced. State Purchasing will review and compare balance of line price lists to determine if prices are competitive. Should it be determined, by the State Purchasing, that the balance of line price lists of a contractor are not competitive, the contractor will be given an opportunity to submit a competitive price list. If the contractor is unable to or chooses not to reduce prices for balance of line products, the balance of line provision for that contractor will be revoked. MAJOR ACCOUNT SUPPORT LEVEL State of Florida agencies and other eligible contract users purchase a substantial annual volume of systems, servers, peripherals, and components from manufacturers (directly from the manufacturer or through resellers) through the State term contract for client server systems. The State of Florida may accept designation as a "Major Account" (under the particular manufacturer named program), with any manufacturer or vendor/reseller awarded under this bid/contract, attendant with the additional benefits and privileges which come with that designation. The bidder/contractor will act on the State's behalf to assure that the State is recognized by the manufacturer under that manufacturer's "Major Account" program, and that the State receives the benefits and privileges of such designation. If your firm offers this type of support, see attached sheet to designate the benefits and privileges which are available to the State of Florida from the manufacturer of products which are awarded under this bid/contract. Awarded vendors/manufacturers who designate the State of Florida as a "Major Account" (under that manufacturer's named program) and provide sufficient benefits and privileges thereunder, will be designated. STANDARD DELIVERY TIMES Standard delivery times shall be expressed by the bidder on the bid table, and will represent the number of calendar days normally required to make delivery after receipt of a purchase order. Delivery times in excess of thirty (30) days will not be accepted. Failure to deliver products within the delivery time as stated in the contract may subject the contractor to reprocurement costs, penalties and/or contract cancellation. A contractor, within five (5) days after receipt of order, shall notify the purchaser of any potential delivery delays. Evidence of inability to deliver or intentional delays in attempt to force the purchase of substitute product, shall be cause for contract cancellation and vendor suspension. 3.0 DESKTOP MICROCOMPUTERS AND PORTABLE MICROCOMPUTERS 3.1 DESKTOP MICROCOMPUTERS ELIGIBLE DESKTOP MICROCOMPUTERS WHICH MAY BE BID http://www.myflorida.com/st contracts/250040991/specs.htm9 , 6/24/2002 State of Florida Page 3 of 9 Gartner Group Tier I and II idors, (IBM, Compaq, Apple, AST, L al, Dell, Hewlett-Packard, NEC, Acer, Gateway, Micron, Unisys); and, Other vendors who offer an extensive manufacturer line of microcomputers and provide documentation with the bid of a minimum installed base of 1000 microcomputers with State of Florida agencies and political subdivisions, in the most recent two State fiscal years. A maximum of ten (10) vendors will be awarded desktop microcomputers. STANDARD SUPPORT LEVEL FOR DESKTOP MICROCOMPUTERS Requirements and provisions of STANDARD SUPPORT LEVEL for desktop microcomputers include: . Inside delivery, with buyer set-up and installation. . Minimum 1 -year on-site warranty labor, in the State of Florida. . Minumum 3 -year warranty parts coverage. . Maximum next business day response for warranty service. • Maximum two (2) business days repair time, or replace with comparable equipment (replace with new equipment only during warranty period). . Toll free telephone support and fax/E-mail/Intemet information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). . 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. Optional Support which may be bid under the Standard Support Level: . Dealer set-up and installation. . Warranty upgrade, beyond year l (to 5 -year maximum). Warranty upgrade may be purchased at time of system purchase or during the warranty period. . Warranty service response upgrade, e.g.; maximum 4 -hour response and/or 8 -hour response. 3.2 PORTABLE MICROCOMPUTERS ELIGIBLE PORTABLE MICROCOMPUTERS WHICH MAY BE BID Gartner Group Tier I and II vendors(Compaq, IBM, Toshiba, AST, Digital, Dell, Hewlett-Packard, NEC, Acer/TI), and; Other vendors who offer an extensive manufacturer line of portable microcomputers and provide documentation with the bid of a minimum installed base of 1000 of that manufacturer's portable microcomputers with State of Florida agencies and political subdivisions, in the most recent two State fiscal years. A maximum of five (5) vendors will be awarded portable microcomputers. STANDARD SUPPORT LEVEL FOR PORTABLE MICROCOMPUTERS Requirements and provisions of STANDARD SUPPORT LEVEL for Portable Microcomputers include: Inside delivery, with buyer set-up and installation. • Minimum 1 -year warranty (or manufacturer standard warranty if greater than 1 -year), with return -to -factory or service center. http://www.myflorida.com/st—contracts/250040991/specs.htm o2- 957 6/24/2002 State of Florida Page 4 of 9 • Maximum two (2) business c repair time, after receipt at repair fac. , or replace with comparable equipment (replace with new equipment only during warranty period). . Toll free telephone support and fax/E-mail/Intemet information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). . 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. Optional Support which may be bid under Standard Support Level: . Warranty upgrade, beyond year 1 (to 5 -year maximum). Warranty upgrade may be purchased at time of system purchase or during the warranty period. 4.0 NETWORK SERVERS AND WORKSTATIONS NETWORK SERVERS may be bid in two categories: 4.1 WINDOWS NT NETWORK SERVERS ELIGIBLE WINDOWS NT NETWORK SERVERS WHIA.H MAY BE BID Network servers to be bid shall be those NT Server Platforms running Windows NT on Intel processors. Those Windows NT network servers recommended by Gartner Group and approved to be bid are: Compaq, Hewlett-Packard, IBM, Dell, Digital Intergraph, Tandem, Data General, Stratus, Netframe. 4.2 UNIX NETWORK SERVERS ELIGIBLE UNIX NETWORK SERVERS WHICH MAY BE BID Network servers to be bid shall be those UNIX Server Platform running UNIX Operating Environment. Those UNIX network servers recommended by Gartner Group and approved to be bid are: Sun, Hewlett- Packard, Compaq -Tandem, Dell, IBM, Digital, Siemens Nixdorf, Silicon Graphics. A maximum of five (5) vendors will be awarded Windows NT Network Servers and five (5) vendors will be awarded UNIX Network Servers. BALANCE OF LINE - NETWORK SERVERS AND WORKSTATIONS Vendors who bid and are awarded Network Servers may offer technical/scientific workstations of the same manufacturer brand as the Network Servers bid and awarded, as "balance of line" products, in addition to acceptable peripherals and components and under the same provisions as stipulated under BALANCE OF LINE. STANDARD SUPPORT LEVEL FOR NETWORK SERVERS and WORKSTATIONS Requirements and provisions of STANDARD Support Level for Network Servers and Workstations include: • Inside delivery, with buyer set-up and installation. • Minimum 1 -year on-site warranty labor, in the State of Florida. • Minimum 3 -year warranty parts coverage • Maximum next business day response for warranty service. • Maximum two (2) business days repair time, or replace with comparable equipment (replace with new equipment only during warranty period). • Toll free telephone support and fax/E-mail/Internet information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. http://www.myflorida.com/st—contracts/250040991/spees.htm o 5 6/24/2002 State of Florida Page 5 of 9 Optional Support which ma: bid under the STANDARD SUPPOF ,EVEL: • Dealer set-up and installation. . Warranty upgrade, beyond year 1 (to 5 -year maximum). . Warranty service response upgrade; e.g., maximum 4 -hour response and/or 8 -hour response. 5.0 NETWORK COMPUTERS AND NETWORK PCs Network Computers and Network PCs may be bid in the applicable category: 5.1 NETWORK COMPUTERS (NC) Network Computers (NC) - generally provide access to commonly used PC applications through a network connection. A Network Computer is normally configured with 4-64 MB of RAM, an 8 MB ROM card, a Smart Card slot, infrared and network interfaces, a parallel port, and a pair of PS/2 - compatible 1/0 ports. The basis for the software approach is JAVA. The known vendors for Network Computers are IBM, Sun, Hitachi Data Systems, Boundless Technologies, Network Computing Devices, Hewlett-Packard, and Wyse Technology. 5.2 NETWORK PCs (NejRJC Network PC (NetPC) - are network -oriented devices but unlike Network Computers, they still offer the user control over storage and local processing. The NetPC runs Windows like a conventional PC plus Zero Administration Windows (ZAW). The known vendors for Network PCs are Compaq, Dell, Hewlett-Packard, Mitsubishi, Unisys, NEC, Acer, Gateway 2000, Pionex Technologies, Mitac, and Zenith Data Systems. A maximum of three (3) vendors will be awarded Network Computers and three (3) vendors will be awarded Network PCs. STANDARD SUPPORT LEVEL FOR NETWORK COMPUTERS AND NETWORK PCs Requirements and provisions of STANDARD SUPPORT LEVEL for Network Computers and Network PCs include: • Inside delivery, with buyer set-up and installation. . Minimum 1 -year on-site warranty labor, in the State of Florida. • Minumum 3 -year warranty parts coverage. • Maximum next business day response for warranty service. • Maximum two (2) business days repair time, or replace with comparable equipment (replace with new equipment only during warranty period). • Toll free telephone support and fax/E-mail/Intemet information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. Optional Support which may be bid under the Standard Support Level: . Dealer set-up and installation. • Warranty upgrade, beyond year 1(to 5 -year maximum). Warranty upgrade may be purchased at time of system purchase or during the warranty period. http://www.myflorida.com/st_contracts/250040991/specs.htm 02— 957 6/24/2002 State of Florida . Warranty service response ui ide, e.g.; maximum 4 -hour response a jr 8 -hour response. Page 6 of 9 6.0 PERIPHERALS (PRINTERS, STORAGE DEVICES, MEMORY EXPANSION CARDS) BALANCE OF LINE - PERIPHERALS Vendors who bid and are awarded in a category (s) of these peripherals may offer a "balance of line" of support products for the peripheral category, which may be needed for connectivity or operation where installed. Such balance of line products shall be offered under the same pricing schedule (cost plus/minus basis to the manufacturer's price list to that manufacturer's largest volume dealers/resellers) or GSA pricing, as the peripherals bid. The balance of line products price list shall be submitted with the bid. ters which may be bid are: 6.1.1 RINTERS - Laser Monochrome 6-24 DDm, Color -8 ppm and, 6.1.2 LPRINTERS - Ink Jet Monochrome and Color .75 - 5.0 m ach printer bid, purchased and delivered, shall include a cable, parallel or serial connection as e uired, a minimum of six 6 feet in len maximum of three (3) vendors will be awarded Laser Printers and three (3) vendors will be awarded Ink Jet Printers. Award will be based on responsive bidders offering the lowest net delivered prices for e most complete line of printers in each category. Vendors who bid and are awarded printers in eithe category may offer "balance of line" products which may include dot matrix printers with a minimum peed of 75 cps, near letter quality. The balance of line products shall be offered under the same pricing L'ealers/resellers) ule (cost plus/minus basis to the manufacturer's price list to that manufacturer's largest volume or GSA pricing, as the printers bid. The balance of line products rice list shall b tted with the bid. STANDARD SUPPORT LEVEL FOR PRINTERS Requirements and provisions of Standard Su ort Level for Printers include: • Inside delivery, with buyer set-up and installation. . 1 -year on-site warranty labor, in the State of Florida. . Minimum 3 -year warranty parts coverage. . Maximum next business day response for warranty service. • Maximum two (2) business days repair time, or replace with comparable equipment (replace with new equipment only during warranty period). • Toll free telephone support and fax/E-mail/Internet information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). . 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. Storage Devices which may be bid are: 6.2.1 STORAGE DEVICES - DISK (Magnetic and Optical) 6.2.2 STORAGE DEVICES - TAPE DEVICES A maximum of three (3) vendors will be awarded Disk Storage Devices and three (3) vendors will be awarded Tape Storage Devices. STANDARD SUPPORT LEVEL FOR STORAGE DEVICES Requirements and provisions of Standard Support Level for Storage Devices include: http://www.myflorida.com/st—contracts/250040991/specs.htm 102— '9 7 6/24/2002 State of Florida • Inside delivery with buyer se-. and installation. Page 7 of 9 . Minimum 1 -year replacement warranty (or manufacturer standard warranty if greater than 1 -year), with return -to -factory or service center. • Toll free telephone support and information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. 6.3 MEMORY EXPANSION CARDS Memory Expansion Cards which may be bid include: main, expanded, cache, PCMCIA cards A maximum of three (3) vendors will be awarded memory expansion cards. STANDARD SUPPORT LEVEL FOR MEMORY EXPANSION CARDS Requirements and provisions of Standard Support Level for Expansion Cards include: • Inside delivery with buyer set-up and installation. • Minimum 1 -year replacement warranty (or manufacturer standard warranty if greater than 1 -year), with return -to -factory, service center, or vendor. • Toll free telephone support and information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. 7.0 NETWORK CONNECTIVITY DEVICES Network Connectivity Devices which may be Bid include: • Internetworking Devices - to include bridges, routers, repeaters, switches, gateways, multiplexors, hubs and concentrators) • Network Adapter Cards - to include all current network topologies and bus architectures Gartner Group Tier 1 and 2 vendors which may bid in these two categories of network connectivity devices include: Cisco, 3Com, Fore, Cabletron, Bay, IBM, Xylan, Madge, Hewlett-Packard, and Digital; and, Other vendor devices may be bid in a device category if the bidder provides with the bid, documentation that the vendor devices bid have captured 5% or more of the U. S. market over the past two years, and offers 2 or more lines or models of those devices. A maximum of five (5) vendors will be awarded network connectivity devices. BALANCE OF LINE - NETWORK CONNECTIVITY DEVICES Vendors who bid and are awarded network connectivity devices may offer a "balance of line" of support products for the peripheral category, which may be needed for connectivity or operation where installed. Such balance of line products shall be offered under the same pricing schedule (cost plus/minus basis to the manufacturer's price list to that manufacturer's largest volume dealers/resellers) or GSA pricing, as the network connectivity devices bid. The balance of line products price list shall be submitted with the bid. STANDARD SUPPORT LEVEL for Network Connectivity Devices include: • Inside delivery with buyer set-up and installation. • Minimum 1 -year replacement warranty (or manufacturer standard warranty if greater than 1 -year), with return -to -factory, service center, or vendor. http://www.myflorida.com/st—contracts/250040991/specs.htin 6/24/2002 State of Florida Page 8 of 9 • Toll free telephone support a nformation (Minimum: Business day: )0 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charges. Optional Support which may be bid under Network Connectivity Devices: . Dealer set-up and installation. • Warranty upgrade, beyond year 1 (to 5 -year maximum). Warranty upgrade may be purchased at the time of device purchase or during the warranty period. • Warranty service response upgrade; e.g., maximum 4 -hour response and/or 8 -hour response. 8.0 UNINTERRUPTIBLE POWER SUPPLIES Bidders may bid uninterruptible power supplies ranging from 250 VA to 5000 VA. Other power protection equipment which may be bid include: Surge suppressors and voltage regulators. A maximum of three (3) vendors will be awarded uninterruptible power supplies. Awards will be made to responsive bidders offering the lowest net delivered prices for the most complete line of uninterruptible power supplies. BALANCE OF LINE - UNINTERRUPTIBLE POWER SUPPLIES Vendors who bid and are awarded uninterruptible power supplies may offer a "balance of line" of support products for the peripheral category, which may be needed for connectivity or operation where installed. Such balance of line products shall be offered under the same pricing schedule (cost plus/minus basis to the manufacturer's price list to that manufacturer's largest volume dealers/resellers) or GSA pricing, as the uninterruptible power supplies bid. The balance of line products price list shall be submitted with the bid. STANDARD SUPPORT LEVEL for Uninterruptible Power Supplies include: • Inside delivery, with buyer set-up and installation. • Minimum 2 -year replacement or repair warranty (or manufacturer standard warranty if greater than 2 -years), with return -to -factory, service center, or vendor. • Maximum two (2) business days repair time, after receipt at repair facility, or replace with • comparable equipment (replace with new equipment only during warranty period). • Toll free telephone support and information (Minimum: Business days 8:00 a.m. to 5:00 p.m., Eastern Time). • 30 -day money back guarantee, return to vendor, with no restocking fee or comparable charge. Optional Support which may be bid under the Standard Support Level includes: • Dealer set-up and installation • Warranty upgrade, beyond year 2 (to 5 -year maximum). Warranty upgrade may be purchased at time of UPS purchase or during the warranty period. • Warranty service response upgrade; e.g., on site, 4 hour response, or next business day. 9.0 ACCEPTABLE AND EXCLUDED PRODUCTS Hardware or software not specifically designated as acceptable products for this bid/contract, is http://www.myflorida.com/st—contracts/250040991/specs.htin 6/24/2002 State of Florida Page 9 of 9 excluded. Determination of acceptability of products for this bid :itract is at the sole discretion of the State Purchasing. Inclusion of unacceptable products on the price lists with the bid will result in the bidder being declared non-responsive and disqualified. Awarded contractors who add unacceptable products on the price lists will be disqualified and removed from the contract for all products awarded. Specific exclusions include: • Supplies (diskettes, tapes, paper, ribbons, toner, cartridges) . Software (programming languages, application, utility) . Data processing furniture . Dedicated word processors or office automation systems • Any other hardware and software not specifically defined as acceptable products for bid/contract. Determination of acceptable products will be at the sole discretion of State Purchasing. 10.0 INSPECTION TEST, AND DEMONSTRATION PROCEDURES The State reserves the right to require each bidder/contractor to demonstrate to the satisfaction of the State, within ten (10) days of request, that the contractor's equipment is compatible and will operate as required by the State and as represented by the contractor, and that the equipment will connect to, integrate into, and/or function as required by the State and as represented by the bidder. Demonstration content, time, and place is subject to agreement between the State and the contractor. 11.0 SHIPMENT PACKING AND MARKING All items shall be packed so as to insure safe transport and delivery to destination. Shipping containers shall be marked to identify the contents, name of contractor, and the contract or purchase order number. http://www.myflonda.66m/st:contracts/250040991/specs.htm 02- 957 6/24/2002 SPECIAL CONDITIONS Page 1 of 12 .SPECIAL CONDITION PURPOSE The purpose of this bid is to establish a 12 month contract for the purchase of client server systems by all State of Florida agencies and other eligible users in accordance with Eligible Users paragraph, General Conditions. It is anticipated that the contract will be effective from July 1, 1998 through June 30, 1999. ESTIMATED QUANTITIES It is anticipated that the State of Florida agencies, and other eligible users, will expend approximately $250,000,000 under any contract resulting from this bid. These estimated figures are given only as a guideline for preparing your bid and should not be construed as representing actual figures under the contract. ADDITIONAL ELIGIBLE USERS In addition to "Eligible Users" paragraph, General Conditions, use of State contracts shall be available to Federal agencies and private non-profit educational facilities as defined in Section 240.605, Florida Statutes, which may desire to purchase under the terms and conditions of the contract. OPTIONAL CONTRACT USAGE In addition to the eligible users referenced above and with the consent of the successful bidder(s) purchases may be made under the terms and conditions of this Invitation to Bid/Request for Proposal, by governmental entities located outside the State of Florida. Appropriate governmental entities' purchasing laws, rules and regulations shall apply to purchases made under this contract. SPECIAL ACCOMMODATION Any person requiring a special accommodation at State Purchasing because of a disability should call State Purchasing at (850) 488-8440 at least five (5) workdays prior to the bid opening. If you are hearing or speech impaired, please contact State Purchasing by using the Florida Relay Service which can be reached at 1 (800) 955- 8771 (TDD). ACCEPTABLE EQUIPMENT Bid shall be for new equipment only. Newly manufactured (containing used or rebuilt parts), remanufactured, rebuilt, reconditioned, newly remanufactured, used, shopworn, demonstrator or prototype equipment is not acceptable and will be rejected. LIMITATION OF REMEDIES Contractor's entire liability and the State's exclusive remedy shall be as follows: In all situations involving performance or non-performance of machines or programming (other than licensed programs) furnished under this Agreement, the State's remedy is (a) the adjustment or repair of the machine or replacement of its parts by Contractor, or at Contractor's option, replacement of the machine or correction of programming errors, or (b) if, after repeated efforts, Contractor is unable to install the machine or a replacement machine, model upgrade or feature in good working order, or to restore it to good working order, or to make programming operate, all as warranted, the State shall be entitled to recover actual damages to the limits set forth in this Special Condition. For any other claim concerning performance or non-performance by Contractor pursuant to, or in any other way related to the subject matter of, this Agreement or any order under http://www.myflorida.com/st contracts/250040991/conditions.htmr 'g r 7 6/24/2002 SPECIAL CONDITIONS Page 2 of 12 this Agreement, the State shall be e. ed to recover actual damages to the lin , set forth in this Special Condition. If this contract is for purchase of machines, then the following shall apply. Contractor's entire liability for damages to the State for any cause whatsoever, and regardless of form of action, whether in contract or in tort including negligence, shall be limited to the greater of $100,000 or the appropriate price stated herein for the specific machines that caused the damages or that are the subject matter of or are directly related to the cause of action. The foregoing limitation of liability will not apply to (a) the payment of cost and damage awards referred to in the General Condition 14 entitled "Patents and Royalties", or to (b) claims for reprocurement costs or the cost of cover pursuant to State Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims for personal injury or damage to real or tangible personal property caused by Contractor's negligence or tortious conduct. If this contract is for the purchase of hardware maintenance services, then the following shall apply: Contractor's entire liability and the State's exclusive remedy for damages to the State for any cause whatsoever, and regardless of the form of action, whether in contract or in tort including negligence, shall be limited to actual damages up to the greater of $100,000 or an amount equal to 12 months maintenance charges for the specific machines under this Agreement that caused the damages or that are the subject matter of, or are directly related to, the cause of action. Such maintenance charges will be those in effect for the specific machines when the cause of action arose. The foregoing limitation of liability will not apply to (a) the payment of cost and damage awards referred to in General Condition 14 entitled "Patents and Royalties" or to (b) claims for reprocurement costs or costs to cover pursuant to State Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims by the State for personal injury or damage to real property or tangible personal property caused by the Contractor's negligence or tortious conduct. If this contract is for purchase of software maintenance services, then the following shall apply: Contractor's entire liability and the State's exclusive remedy for damages to the State for any cause whatsoever, and regardless of the form of action,whether in contract or in tort including negligence, shall be limited to actual damages up to the greater of $100,000 or an amount equal to 12 months maintenance charges for the specific software product under this Agreement that caused the damages or that are the subject matter of, or are directly related to, the cause of action. Such maintenance charges will be those in effect for the specific software product when the cause of action arose. The foregoing limitation of liability will not apply to (a) the payment of cost and damage awards referred to in General Condition 14 entitled "Patents and Royalties", or to (b) claims for reprocurement costs or the cost of cover pursuant to State Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims by the State for personal injury or damage to real property or tangible personal property caused by Contractor's negligence or tortious conduct. If this contract is for the acquisition of licensed programs, including personal computer licensed programs, then the following shall apply: Contractor's entire liability and the State's exclusive remedy shall be as follows: In all situations involving performance or non-performance of licensed programs furnished under this Agreement, the State's remedy is (1) the correction by the Contractor of licensed program defects, or (2) if, after repeated efforts, the Contractor is unable to make the licensed program operate as warranted, the State shall be entitled to recover actual damages to the limits set forth in this section. For any other claim concerning performance or non-performance by the Contractor pursuant to, or in any way related to, the subject matter of this Agreement the State shall be entitled to recover actual damages to the limits set forth in this section. Contractor's liability for damages to the State for any cause whatsoever, and regardless of the form of action, whether in contract or in tort including negligence, shall be limited to the greater of $100,000 or the one time charges paid for, or any monthly license or initial license charges which would be due for 12 months use of the licensed program that caused the damages or that is the subject matter of, or is directly related to, the cause of action and shall include any initial or process charges paid to the Contractor. This limitation of liability will not apply to (a) the payment of cost and damage awards referred to in General Condition 14 entitled "Patents and Royalties" or to (b) claims for reprocurement costs or the cost of cover pursuant to State Purchasing Rule 60A-1.006(4) entitled "Default", or to (c) claims for personal injury or damage to real or tangible personal property caused by the Contractor's negligence or tortious conduct. Contractor shall hold and save the State harmless for any and all suits and judgments against the State for personal injury or damage to real or tangible personal property caused by Contractor's tortious conduct in the performance of this Agreement provided that, (a) the State promptly notifies Contractor in writing of any claim, and (b) Contractor shall be given the opportunity, at its option, to participate and associate with the State in the control, defense and http://www.myflorida.com/st—contracts/250040991/conditions.htrn 6/24/2002 SPECIAL CONDITIONS Page 3 of 12 trial of any claims and any related E -ment negotiations and, provided fort: that with respect to any claim, or portion thereof, for which Contractor agrees at the initiation of such claim that Contractor shall save and hold the State harmless, Contractor shall have the sole control of the defense, trial and any related settlement negotiations, and (c) the State fully cooperates with Contractor in the defense of any claim. In no event, however, will Contractor be liable for (a) any damages caused by the State's failure to perform the State's responsibilities, or for (b) any lost profits or other consequential damages, even if Contractor has been advised of the possibility of such damages, or for (c) any claim against the State by any other parry, except as provided in the hold harmless provision of the preceding paragraph of this Special Condition and except as provided in the General Condition entitled "Patents and Royalties", or for (d) any damages caused by performance or non- performance of machines or programming located outside the United States or Puerto Rico. SOFTWARE LICENSE Bidder shall grant to the customer a non-exclusive/non-transferable license to use all software procured from the contract resulting from this Invitation To Bid. Use of this software is subject to the following provisions: 1. Copyrighted software provisions are contained in the General Condition entitled "Patents and Royalties". 2. Title to the software shall remain with the titleholder. 3. Customer may reproduce one (1) copy of each diskette based software package procured that is not copy protected, for archival and backup purposes only. Copyright and any proprietary notices shall be included on the backup copies. 4. Software that is provided on diskette for user work stations shall be supplied as one (1) copy per work station ordered, unless site licenses or volume discounts have been offered by the bidder and so ordered by the customer. 5. Software that is provided on the system and is down loaded to workstations, shall include a backup copy with documented procedures for reloading in event of software becoming unusable by either a system malfunction or operator error. 6. Software updates or enhancements shall be made available to the customer in accordance with the Special Condition entitled "Addition/Deletion/Change". 7. Bidder shall provide for exchange of software provided on copy protected diskettes in event the distribution diskette is rendered unusable through either operator error or system malfunction. Exchange of software shall not include operator attempts to copy protected software. 8. Bidder shall indicate on the software pricing sheets if there is any cost associated with items 4 through 7 above. 9. The customer shall be responsible for: a) software selection to achieve the customers intended results; b) use thereof; and c) all results obtained there from. 10. Software may be used on only the single central processing unit (CPU) or system configuration for which the software was acquired. The software may be used on another single CPU or system configuration on a temporary basis when the primary CPU or system are inoperable due to hardware failure. 11. Customer shall not make the software available in any form to third parties. Only the customer's employees directly concerned with the licensed use of the software, shall have access to the software. 12. Contractor shall retain the option to terminate software licenses granted in accordance with this section, and require return of the software and all copies thereof if the customer fails to comply with the license provisions. 13. Customer shall not reverse assemble or reverse compile licensed software in whole or in part. 14. Contractor shall warrant the media on which the software is furnished, to be free from defects in materials and workmanship under normal use for a period of 90 days from date of receipt by the customer. 15. Software that is bid on as "AS IS" basis does not include any warranty of performance or quality, except that the media warranty included within this section shall apply. This type of software if bid shall be http://www.myflorida.com/st—contracts/250040991/conditions.htm o 957 57 6/24/2002 SPECIAL CONDITIONS Page 4 of 12 specifically identified on ti. ice sheets. 16. Software documentation may not be copied without the express prior written approval of the contractor or titleholder as may be appropriate. CERTIFICATION All certifications required in this bid must be completed and returned with your bid. Failure to comply with this requirement shall result in disqualification of bid. MANUFACTURER'S CERTIFICATION In the event a bid is submitted by other than the equipment manufacturer, a certification executed by the manufacturer shall be required stating the bidder is an authorized representative of the manufacturer. The manufacturer's certification must be executed by the manufacturer's representative authorized to bind all the manufacturer's branches, dealers/resellers, and/or service establishments. Dealers/resellers are not authorized to sign this certification on behalf of the manufacturer. Failure to submit this certification with your bid shall result in disqualification of the bid. CONTRACT DUPLICATION Bidders currently awarded equipment on any other State contract shall identify those products, if duplicated anywhere within this bid. The State reserves the right to delete duplicated equipment from this and/or other contracts. Deletion will occur only if the bidder's equipment is awarded on this contract. LEASE PROVISIONS Each purchaser will be authorized to enter into a contract for equipment by issuance of a purchase order referencing the contract number. The manufacturer's lease agreement form will not be used since a contract resulting from this bid and the purchase order will constitute the complete agreement. Since the State Comptroller's prior approval is required for State Agencies to enter into or extend either lease or installment purchase agreements, State agencies are cautioned to review the Comptrollers latest memorandum addressing leases and installment purchase of equipment. A. RISK OF LOSS OR DAMAGE The purchaser shall be relieved from risks of loss or damage to all equipment leased during the period of transportation, installation, and during the entire time the equipment is in the possession of the purchaser except when loss or damage is due to fault or negligence of the purchaser. B. TERM Lease period shall be based on the projected needs of the agency and/or the period determined to be the most economically prudent and cost effective. Lease cost basis shall be equal to or below that for that equipment on State contract. Lease agreements shall be effective on the date of acceptance of the equipment. The date of acceptance is that date on which the equipment is installed at the agreed to purchaser location and the equipment is certified ready for use by the contractor and accepted by the purchaser as installed and in good working order. Lease agreements shall terminate upon completion of the specified lease agreement period or upon purchase utilizing equity accruals if applicable. Purchase of leased equipment by state agencies requires prior approval as a contract exception through State Purchasing. Upon mutual agreement with the contractor, the purchaser shall have the option to extend the current lease agreement by giving written notice 30 days prior to the end of the initial lease term, http://www.myflori&.com/st!contracts/250040991/conditions.htm 02— 957 6/24/2002 SPECIAL CONDITIONS Page 5 of 12 without prior approv, 'State Purchasing, provided the folio- ; conditions are met: 2 Terms and conditions of extension must be the same as those in the current State contract. Any exception to the above conditions requires prior approval by State Purchasing. Please note that for the purpose of this bid and resulting contract, extension is the term used for that period that follows the end of the initial lease term. There is no provision for renewal which would follow the extension. C. CANCELLATION 1. The provisions of Cancellation Paragraph, General Conditions, do not apply to equipment leased under this contract. 2. A lease agreement may be canceled at any time during the lease period by the purchaser. A thirty (30) day cancellation notice will be required of the purchaser in writing. All money due the contractor for the remainder of the lease agreement period will be due and payable upon completion of the equipment removal, except in documented cases of nonperformance by the vendor. 3. Upon cancellation of a lease agreement by the purchaser without cause the equipment will be returned to the contractor with transportation at the purchaser's expense as well as removal charges if applicable. TECHNICAL DOCUMENTATION All products bid must meet or exceed all conditions and specifications of the Invitation to Bid (ITB). When technical documentation is required by this ITB, its purpose is to demonstrate compliance of the product bid with applicable technical requirements of the ITB and to allow a technical evaluation of the product. Failure to provide the required technical documentation with the bid submittal shall make the bidder nonresponsive, unless State Purchasing, in its sole discretion and in the best interest of the State, determines the acceptability of the products offered through technical documentation available within State Purchasing as of the date and time of bid opening. Such authority of State Purchasing shall in no way relieve the bidder from the ultimate responsibility to submit the required technical documentation, nor shall any bidder assume that such documentation is otherwise available to State Purchasing. The State shall not be responsible for the accuracy of the technical documentation in its possession. DELIVERY REQUIREMENTS All prices bid shall include delivery to purchaser within 30 days or less after receipt of purchase order. DATE OF ACCEPTANCE The date of acceptance is that date on which the equipment is installed at the agreed to purchase location, the equipment is certified ready for use by the contractor and is accepted by the purchaser as installed and in good working order. The purchaser shall certify in writing to the contractor when the equipment is accepted at which time title shall transfer. http://www.myflorida.com/st contracts/250040991/conditions.htm 02 . 6/24/2002 SPECIAL CONDITIONS Page 6 of 12 For equipment designated as custoi installed, the date of acceptance shall he delivery date, provided the purchaser has not specified contractor installation on the purchase order. INSTRUCTION MANUAL Contractor shall be required to furnish an instructional manual for each unit ordered. Bulletins, revisions and corrections shall be supplied to each manual as they are issued by the manufacturer. Each manual shall contain; definition of equipment capabilities, technical description of equipment operation, description of malfunction identification and troubleshooting procedures, detailed schematic, installation and use instructions. SOFTWARE USER MANUALS One (1) copy of the operating system software manual must be provided with software ordered from any contract resulting from this bid. Additional copies of software manuals must be available from the contractor. OPTIONAL COMPONENT PURCHASES Purchases of optional components totaling less than $1,000 may be made by an agency at its discretion on a local basis rather than under any contract resulting from this bid. This condition shall not be used to circumvent this contract. AUTHORIZED TECHNICIANS All work contracted for shall be performed by factory trained technicians. Technicians working under the direct supervision of a factory trained technician are permitted. A copy of the technician's certification shall be made available by the contractor upon request by State Purchasing. BID TABLES The appropriate Bid Table shall be completed for each category of product bid. The information to be completed on the Bid Table includes: Product manufacturer Vendor / bidder Standard Delivery Time in Days Which the Vendor Can Perform (not to exceed 30 days) Manufacturer and Description of Products Bid Bid percentage for Category Products as well as Balance of Line Products Bid; either, Cost Plus/Minus % for State Government and State Education, or Cost Plus/Minus % for GSA Pricing Schedule Optional Support Bid at Discount Manufacturer's price lists or GSA price list/schedule shall be submitted with the bid in accordance with the requirements under PRICE LISTS. Bid Tables, and other pages required for completion of the bid may be copied, as needed. ITEM DESCRIPTIONS Descriptions of systems or individual items on price lists shall be of sufficient detail to easily identify the system or item. Items not described will be rejected as ineligible for the bid/contract. These documents shall be submitted in hardcopy as well as on 3.5 inch diskette media, as outlined in Special Condition, Format for Submission of Bid. Failure to comply with this requirement will result in disqualification of http://www.myflorida.com/st.contracts/250040991/conditions.htin 6/24/2002 SPECIAL CONDITIONS Page 7 of 12 your bid. AUTHORIZED DEALERS/DISTRIBUTORS AND/OR SERVICE LOCATIONS: On any contract where orders will be directed to Authorized Dealers/Distributors or listing Service Locations, this information shall be provided by the BIDDER as part of the bid package in hard copy, and on a 3.5 inch diskette in a Word for windows file. Any subsequent revisions shall be submitted in the same format to the State Purchasing CONTRACT ADMINISTRATOR, for review and approval prior to implementation. Diskette must be formatted as: • "Word for Windows" • Font: Times New Roman 12 • Preset tabs omy • Margins: .5 Left and .5 Right, • Portrait only -no landscape • No Tables • No Headers or Footers • No Excel Files 5 Top and 1.0 Bottom Failure to submit the information required in this section will be grounds for disqualification of your bid and/or removal from any resulting contract. NOTICE TO CONTRACTOR The employment of unauthorized aliens by any contractor is considered a violation of section 247A(e) of the Immigration and Nationalization Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract. -- PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in f.s. 287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. SURCHARGE FEE AND SUMMARY OF TOTAL SALES State Purchasing hereby imposes a vendor surcharge fee of .50% on contractors' sales under any contract resulting from this bid. The fee will be paid by the contractor and must be included in prices bid and cannot be added as a separate item. Use of this contract will be optional by State Agencies. If a State Agency elects to purchase from a source other than the resulting State contract, such purchases shall be in accordance with Chapter 287, F.S., and 60A Florida Administrative Code. After receipt of payment from the contract purchases, all vendor surcharge fees shall be payable to the State of Florida no later than 15 days after the end of each quarter. Vendor surcharge fee and contract number should be noted on the check and remitted to: State of Florida http://www.myflorida.com/st—contracts/250040991/conditions.hi3n 02— 957 6/24/2002 SPECIAL CONDITIONS Department of Man, hent Services P.O. Box 5438 Tallahassee, FL 32314-5438 Page 8 of 12 Contract supplier shall furnish State Purchasing a detailed summary of sales at the end of each quarter. By submission of these Sales Summary reports and corresponding vendor surcharge deposits, the contractor(s) is certifying their correctness. All such reports and fee deposits shall be subject to audit by the State of Florida. Contractors will be responsible for reporting sales and paying user fees resulting from sales made by authorized resellers. Failure to comply with these requirements will result in the contract supplier being found in default, in which case any and all reprocurement costs and all outstanding vendor surcharge fees may be charged against the defaulting contractor and may result in immediate, unilateral cancellation of your contract by State Purchasing. Bids from contractors that are delinquent in paying user fee's from existing contracts, will not be considered. PRICE LISTS On any contract where pricing is based on a Manufacturer's published price list, the price list must be provided by the BIDDER as part of the bid package in hard copy. Bidders must provide a price list on a 3.5 inch diskette as a Word For Windows file, which includes headings and subheadings of the categories of systems, peripherals, and components which the vendor has bid. Each product on the price list shall be identified by part number, brand name, description, manufacturers cost and net price. Any subsequent revisions shall be submitted in the same format to the State Purchasing CONTRACT ADMINISTRATOR, for review and approval prior to implementation. Diskette must be formatted as: • "Word for Windows" • Font: Times New Roman 12 • Preset tabs Q& • Margins: .5 Left and .5 Right, .5 Top and 1.0 Bottom • Portrait only -no landscape • No Tables • No Headers or Footers • No Excel Files Failure to submit the information required in this section will be grounds for disqualification of your bid and/or removal from any resulting contract. PRICING SCHEDULE TO REMAIN FIRM The pricing schedule, cost plus/minus basis or GSA pricing basis, bid by each awarded vendor shall remain firm for any product placed on the contract resulting from this bid, or for products added to the contract at a later date through revision to the contract. ADDING NEW PRODUCTS The contractor may add new products to the contract at the pricing schedule as originally bid. When a revision to contract price lists includes the addition of new products they must remain at the original percentage bid for the contract term. The addition of new products shall be at the discretion of State Purchasing in the best interest of the State. Reductions in price shall be effective upon receipt of written notification to State Purchasing and shall http://www.myflorida.com/st—contracts/250040991/conditions.hbn 02— 957 6/24/2002 SPECIAL CONDITIONS Page 9 of 12 remain in effect for the bala of the contract term, unless further re ad by the contractor. In the event that the contractor announces a price reduction on any equipment listed on the contract prior to the purchaser's acceptance of said equipment, such price reduction shall be made available to the purchaser. This condition shall not apply to temporary sales promotions. PRICE INCREASES Price increases are not acceptable for any product placed on the contract resulting from this bid, or for products added to the contract at a later date through revision to the contract. PRICE REDUCTION Reductions in price shall be effective upon receipt of written notification to the State Purchasing and shall remain in effect for the balance of the contract term, unless further reduced by the contractor. In the event that the contractor announces a price reduction on any equipment listed on the contract prior to the purchaser's acceptance of said equipment, such price reduction shall be made available to the purchaser. This condition shall not apply to temporary sales promotions. SALES PROMOTIONS A contractor, during the term of the contract, may lower prices of products on the contract, for a specified period of time. The contractor shall document sales promotions to and receive approval of State Purchasing, prior to offering sales promotions to contract users. Documentation of sales promotions shall specify starting and ending dates of the promotion, specify list prices and promotional prices, and shall contain a statement that the promotional prices are available to all contract users. Sixty (60) days is established as the minimum period of time for which a sales promotion can be offered. Sale pricing shall be made available on contract items only and promoted to all users of the contract. Evidence of offering of a sales promotion to a contract user prior to the submittal to and approval of the State Purchasing shall subject the contractor to removal from the contract. Sales promotions approved by State Purchasing must be posted on the contractors Internet Home Page with awarded products. PRICE LISTS POSTED ON THE WORLD WIDE WEB (WWW) CONTRACT HOLDER shall configure PRICE LIST consisting of awarded product and post the prices on the CONTRACT HOLDERS Internet Home Page. All price lists must be reviewed and approved by State Purchasing before they can be posted to the CONTRACT HOLDER Internet Home Page. Contractors must provide State Purchasing with a universal resource locator (URL) where price lists will be posted. CONTRACT HOLDERS posted price list shall include the following: • DMS Approval Date • Contract Number • Part Number, Description, Manufacturers Cost and Contract Prices • Authorized Resellers The Home Page must be compatible with the most recent version of browser software being used by State Purchasing. As of the writing of this solicitation, Netscape Navigator 3.0 is the State Purchasing browser standard. State Purchasing intends to upgrade to new browser versions as they become available and fully tested, at its discretion. http://www.myflorida.com/st—contracts/250040991/conditions.htn n 0 2— 957 6/24/2002 SPECIAL CONDITIONS INTERNET HOME PAGE Page 10 of 12 The Contract resulting from this bid will become a public document. The State of Florida, State Purchasing is using the Florida Communities Network (FCN) on the Internet World Wide Web (WWW) to distribute State Term Contracts and product information to eligible users and other interested entities who may subscribe to this service and pay the appropriate access fee. The Universal Resource Locator (URL) for the INTERNET HOME PAGE must be listed in the space provided on the Ordering Instructions page of the bid. PRICE LIST. CATALOGS DESCRIPTIVE BROCHURES Contractor agrees to furnish participating agencies price schedules, catalogs and descriptive brochures as requested. QUANTITY DISCOUNTS Bidder/contractors are urged to offer additional discounts for one time delivery of large single orders of any assortment of items. Such discounts will not be considered in eval�,.:ion and award of bid. Contract users should seek to negotiate additional price concessions on quantity purchase, of any products offered under this contract. State agencies shall document their files accordingly. PURCHASING CARD PROGRAM The State of Florida has implemented a purchasing card program through NationsBank, using the Visa network. Vendors will receive payment from the purchasing card in the same manner as other Visa purchases. Please indicate your ability to accept Visa in the space provided on the Ordering Instruction sheet of the bid. VENDOR RESPONSE SYSTEM To access an interactive Voice Response System for vendor payment inquiry, Vendors may call (850) 413-7269 between 7 am. and 6 p.m. Monday thru Friday to check on the status of payments by State agencies. The system can accommodate English and Spanish speaking callers. INSURANCE, WORKERS' COMPENSATION The contractor shall take out and maintain during the life of this agreement, Workers' Compensation Insurance for all of his employees connected with the work of this project and, in case any work is sublet, the contractor shall require the subcontractor similarly to provide Workers' Compensation Insurance for all of the latter's employees unless such employees are covered by the protection afforded by the contractor. Such insurance shall comply fully with the Florida Workers' Compensation law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Workmen's Compensation statute, the Contractor shall provide, and cause each sub -contractor to provide, adequate insurance, satisfactory to the Purchaser, for the protection of his employees not otherwise protected. SERVICE Availability of in-state representatives to assist in proper application and to resolve technical problems is a requirement of this bid and the resulting contract. Bidders shall, therefore, include as part of the bid a list of all in- state service representative(s) who will be responsible for providing these services during the term of the contract. If unable to obtain service/warranty within the time period specified or if difficulties are encountered in obtaining service from the service location designated by the contractor, it shall be the complete responsibility of the contractor to arrange and coordinate service by an alternate service dealer after notification by the user. The http://www.myflorida.com/st—contracts/250040991/Conditions.htm 0 957 57 6/24/2002 SPECIAL CONDITIONS Page 11 of 12 coordination effort will be handled l to specific individual designated on tl rdering instruction sheet. WARRANTY A warranty is required on all contract items against defective material, workmanship, and failure to perform in accordance with required performance criteria, for a period of not less than one (1) year from date of receipt or installation of product. See SPECIFICATIONS, under each category of product for Standard Support Level and specific warranty requirements. Replacement of all parts found defective including all labor, materials within the warranty period shall be made without cost to the State. This warranty shall not cover adjustment, repair or parts replacement required because of purchaser's negligence, misuse, or machine alteration. Applicable transportation charges for warranty service within the warranty period shall be based on cost determined by the level of support procured as outlined in the specification. Warranty repairs shall be completed within the time period stated in the support level procured whether on-site or upon receipt of equipment by factory authorized service center. Should repairs exceed the predetermined time period, contractor shall provide equivalent loaner equipment upon request by the purchaser. Loaner equipment shall be provided at no cost to the State, including shipment to the purchaser's location and return of loaner equipment to the contractor. SECURITY DEVICES Bidders are to identify and price all available optional or installed security devices , such as key locks, plastic card readers, etc., on price sheets. Contract users may trade-in equipment when making purchases from this contract. A trade-in must be negotiated between the user and the contractor. Users are obligated to actively seek current fair market value when trading equipment, and to keep accurate records for the process. For State agencies, it may be necessary to provide documentation to the Office of the State Comptroller. YEAR 2000 COMPLIANCE WARRANTY The contractor warrants that each item of hardware, software, and/or firmware delivered, developed or modified under this contract shall be able to accurately process date data (including, but not limited to, calculating, comparing, and sequencing) from, into, and between the twentieth and twenty-first centuries, including leap year calculations, when used in accordance with the item documentation provided by the contractor, provided that all items (e.g. hardware, software, firmware) used in combination with other designated items properly exchange date data with it. The duration of this warranty and the remedies available to the State for breach of this warranty shall be as defined in, and subject to, the terms and limitations of any general warranty provisions of this contract, provided that notwithstanding any provision to the contrary in such warranty provision(s), or in the absence of any such warranty provision(s), the remedies available to the State under this warranty shall include repair or replacement of any item whose non-compliance is discovered and made known to the contractor in writing within ninety (90) days after acceptance. Nothing in this warranty shall be construed to limit nay rights or remedies the State may otherwise have under this contract with respect to defects other than Year 2000 performance. YEAR 2000 COMPLIANCE (SOFTWARE) The licensor represents and warrants that the software, which is licensed to licensee hereunder, is designed to be used prior to, during, and after the calendar year 2000 AD, and that the software will operate during each such time period without error relating to date data, specifically including any error relating to, or the product of, date data which represents or references different centuries or more than one century. Without limiting the generality of the http://www.myflorida.com/st—contracts/250040991/Conditions.htin 02- 957 6/24/2002 SPECIAL CONDITIONS Page 12 of 12 foregoing, Licensor further represe end warrants (1) that the software will abnormally end or provide invalid or incorrect results as a result of date data, specifically including date data which represents of references different centuries or more than one century; (2) that the software has been designed to ensure year 2000 compatibility, including, but not limited to, date data century recognition, calculations which accommodate same century and multi -century formulas and date values, and date data interface values that reflect the century; (3) that the software included "year 2000 capabilities", which means the software (a) will manage and manipulate data involving dates, including single century formulas and multi -century formulas, and will not cause an abnormally ending scenario within the application or generate incorrect values or invalid results involving such dates; and (b) provides that all date -related user interface functionalities and data fields include the indication of century; and (c) provided that all date -related data interface functionalities include the indications of century. YEAR 2000 REMEDY CLAUSE In the event of any decrease in hardware or software program functionality related to time and date related codes and internal subroutines that impede the hardware or software programs from operating beyond the Millennium Date Change, Licensors and Vendors of Licensors products, agree to immediately make required corrections to restore hardware and software programs to the same level of functionality as warranted herein at no charge to the licensee, and without interruption to the ongoing business of licensee, time being of the essence. YEAR 2000 COMPLIANCE All products bid under this bid/contract will be Year 2000 compliant (that is; able to accurately process date data from, into, and between the twentieth and twenty-first centuries, including leap year calculations). Resellers may provide a "pass through warranty" from the manufacturer/software developer, which meets all the warranty requirements specified by the State, and which shall include all other warranties provided by the manufacturer or software developer. Reseller shall be responsible for warranty assurance, assistance, enforcement and any other actions or remediation, required to satisfy warranty requirements. EVALUATION/AWARD Bids will be evaluated and awarded by category on a multiple award basis, in compliance with the requirements and provisions detailed herein. Award shall be made for statewide delivery and service, to the responsive bidders offering the lowest net delivered prices, based on the pricing mechanism designated under product categories 3.0 through 8.0. If the same manufacturer's brand is bid by more than one bidder, only the lowest net delivered prices shall be considered for an award. Bids designated for Government (State) will be evaluated and awarded. Bidder is urged to offer additional discounts to educational institutions in the space provided on price sheets. Such discounts will not be considered in evaluation of bid. http://www.myflorida.com/st—contracts/250040991/Conditions.htm 02— 957 6/24/2002 AWARD UNDER TATE OF FLO ITEM: Organizational Development Software Solutions a Services DEPARTMENT: Police TYPE OF PURCHASE: Term REASON: The Police Department has a need to procure Organizational Development Software Solutions and services and to procure Client Server Systems. RECOMMENDATION: It is recommended that award be made to On Target Performance Systems, LLP for the purchase of Organizational Development Software Solutions and Services, awarded under existing State of Florida SNAPS Agreement No. 9912017-3, effective through June 14, 2003, subject to further extensions by the State of Florida, in the amount of $74,530 and the purchase of Client Server Systems (microcomputers network servers and workstations, network computers and network PC's, peripherals, network connectivity devices, and uninterruptible power supplies), from Various Vendors, under existing State of Florida Contract No. 250-040-99- 1, effective until September 30, 2002, subject to further extensions by the State of Florida, for the Department of Police, in the amount of $25,000, for a total cost of $99,530; allocating funds therefor from the Law Enforcement Trust fund, Project No. 690002; such expenditures having been approved by the Chief of Police as complying with the U.S. Department ofa justice's "Guide to Equitable Sharing." /I --17J Director of Purchasing Date AwardUnderStateSNAPS 02- W