September 8, 2010
REQUEST FOR PROPOSALS
FOR
ON-CALL INFORMATION TECHNOLOGY SERVICES
RESPONSES DUE:
4:00 P.M. Pacific Time
OCTOBER 12, 2010
DELIVERY ADDRESS:
Port of Long Beach
On-Call Information Technology Services
Attention: Charles Mallory
Information Management Division
Port of Long Beach Administration Building
925 Harbor Plaza
Long Beach, CA 90802
MAILING ADDRESS:
Port of Long Beach
On-Call Information Technology Services
Attention: Charles Mallory
Information Management Division
P.O. Box 570
Long Beach, CA 90801
TABLE OF CONTENTS
1.
INTRODUCTION …………………………….....................................................................
1
2.
BACKGROUND ……………………………………………………………………........
4
3.
SERVICES TO BE PROVIDED …………………………………....................................
6
4
METHOD OF SELECTION ……………………………………………………………
7
5.
INFORMATION REQUIRED FROM PROPOSERS …………………………………
9
6.
CONCLUSION …………………………………………………………………………… 14
APPENDICES
I
II
III
IV
V
VI
VII
VIII
IX
Instructions to Proposer
Standard Terms & Conditions
Sample Letter of Transmittal
Technical Proposal Evaluation Forms
Cost Proposal Evaluation Forms
Description of Services
Proposer Responsibilities
Risk Management Insurance Requirements
SBE Instructions
On-Call Information Technology Services
Port of Long Beach
Page 1
1. INTRODUCTION
The City of Long Beach Harbor Department (“Port of Long Beach” or “ Port”) is soliciting
written proposals from suitably qualified organizations (“Proposers”) to provide Information
Technology services and related items on an On-Call / as-needed basis. These services will be
managed by the Information Management (“IM”) Division at the Port.
The Port is most interested in a fully integrated response, providing all necessary expertise and
services to complete technology related project(s). The services requested should include but not
be limited to the following capabilities in accordance with the instructions and requirements set
out in this Request for Proposal (“RFP”):
 Database Design - (Microsoft SQL Server 2005/2008 and future releases as
applicable)
 Database Management - (Microsoft SQL Server 2005/2008, - Oracle 10g)
 Enterprise Application Support
 Governance, Risk & Compliance Strategy
 Hardware / Software Maintenance
 Networking Design – (WAN / LAN)
 Network Security – (Cisco Systems and Other Tools)
 Network Systems Operation – (Cisco Systems)
 Software Development – (Microsoft Technology Stack)
 Server Implementation & Support – (Microsoft Windows Server 2008)
 Storage Area Network Support – (Hewlett Packard LeftHand)
 Telecommunications – (Cisco Systems UC 8.x and Microsoft OCS 2007 R2)
These services will be in support of current and future computer-based and communication-based
systems at the Port.
The Port may award one or more agreements from this RFP. The duration of the agreement(s) is
expected to be three years (3) from the date of contract execution. The Port reserves the right to
terminate the agreement at any time as set forth in the same contract.
Under the terms of this RFP, Proposers will not be asked to provide any computers or related
hardware to the Port. As part of the project, Proposers will be required to specify the necessary
hardware/software to complete the task for direct acquisition by the Port through the Port’s
regular procurement processes.
1.1 Objectives
The objective of this RFP is to provide sufficient information to the Proposers to enable
them to respond in a manner that presents factual information about their organization,
products, and services, as well as to facilitate Port selection of the most suitable vendor(s).
1.2 Scope of Work
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Port of Long Beach
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This section provides Proposers with a brief overview of the nature and scale of the project.
Statements in this section are intended to assist respondents in ensuring their proposals
encompass all aspects of the project. This section may not list all required Proposer tasks and/or
responsibilities, however the responsibilities listed in Appendix VI will be used as the baseline
for Proposer selection. Additionally, the services listed in Appendix VI will be included as part of
the Scope of Work and will be utilized on an on-call/as-needed basis.
The On-Call Information Technology Services are intended to:




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

Increase organizational productivity by providing specialized resources as tasks
require skill sets that are outside internal capabilities or exceed existing internal
resource availability
Support internal efforts to employ standard processes for project management
Support internal efforts to ensure consistent governance throughout the IM Division
Improve schedule and cost performance through process efficiency
Expand internal technical abilities by employing specialized external expertise
Reduce time required to resolve existing and future issues
Provide expert support to maximize the delivery of new information systems
The following list summarizes deliverables identified in this RFP. It is intended to serve as a
structure for the Proposer responses, including costs. Proposers are free to make additions that
they believe will further assist in reaching the Port’s objectives. If selected, the proposer will be
expected to deliver:
1. A management plan for each project assigned, with progress reports every two weeks
and a personal progress meeting every month
2. A list of qualified resources to handle typical technology related scenarios including
system configuration, database management, database configuration, software
development, Crystal Reports and other report creation and maintenance, legacy
application maintenance, legacy application retirement, data migration, data mining
and data warehousing.
3. Specialized hardware support as needed (Cisco Systems, Dell, Hewlett Packard)
4. Specialized software support as needed (Microsoft, Oracle, Skire Unifier, Primavera,
EMC Documentum)
5. Knowledge transfer to expand internal capabilities
This section may not list all required Proposer tasks and/or responsibilities. Statements made in
this section in no way limit the responsibilities of the Proposer; and, where conflicts with other
statements or requirements in this RFP occur, the statement resulting in the greatest benefit to the
Port should be deemed the binding one.
After approval of an agreement by the Board of Harbor Commissioners, the Port of Long Beach
Executive Director will have the authority to approve work on specific projects through the use
of a Project Directive. The Project Directive will define the scope of work, delivery schedule,
deliverables, work site, payment terms, personnel and any sub-consultant(s) to be utilized.
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The Port wishes to enter into an agreement with one or more single legal entity companies for the
purposes of these projects. Where a number of organizations wish to combine their responses as
a single proposal, a prime-sub consultant relationship should be proposed.
1.3
Schedule of Events
The following tentative schedule has been established for the selection process and is subject to
change by the Port:
PROJECT MILESTONES
Release of Request for Proposal (RFP)
Pre-proposal Conference (OPTIONAL for Proposers)
Deadline for Question Submissions
1.4
DATE
09-08-2010
09-21-2010
1:30pm
09-30-2010
4:00pm
Questions to be Posted on POLB website
10-07-2010
Proposal Due Date
10-12-2010
4:00pm
Finalists Notified
Interviews and Demonstrations
Final Recommendation Determined
Finalist Notified
Award of Contract(s) by Board of Harbor
Commissioners
10-28-2010
11-04-2010 – 11-18-2010
11-30-2010
12-09-2010
12-30-2010
General Information
Detailed instructions for submitting proposals are provided in Section 5 and Appendix I.
Proposers must ensure that they comply with all of the conditions set out in Section 5 and
Appendix I. Failure to comply with any of the conditions in these sections or any other
areas of the document will be grounds for rejection of the proposal as non-compliant.
Inquiries or questions regarding this RFP should be directed to:
E-mail:
ITSVCSRFP@polb.com
Postal Address:
Port of Long Beach
On-Call Information Technology Services
On-Call Information Technology Services
Port of Long Beach
Page 4
Attention: Charles Mallory
Information Management Division
P.O. Box 570
Long Beach, CA 90801
Fax:
(562) 901-1749
Inquiries via e-mail are preferred. Questions will be accepted until 4:00 P.M. on September
30, 2010.
Questions concerning the Port’s SBE/VSBE Program should be directed to the SBE
Program at SBEProgram@polb.com or (562)590-4146 ext. 3212
The Board of Harbor Commissioners requests that no Proposer contact them, any member
of Port management, or staff other than those listed above in conjunction with this RFP.
Any contact with a member of the Board or staff will be grounds for rejection of a response
to this RFP.
2. BACKGROUND
This section provides Proposers with a brief background on the Port of Long Beach and the
Information Management Division (“IM”).
2.1 The Port of Long Beach
The Port of Long Beach is one of America’s premier seaports and a trailblazer in goods
movement and environmental stewardship. Established in 1911, the Port operates as a “landlord”
port, with private enterprise coordinating all cargo operations and other maritime-related functions
under Port agreements. Moving approximately $150 billion in goods per year, the Port takes rank
as the 2nd busiest container port in the United States. In 2008, the Port received 5,300 vessels and
to date incorporates 3,200 acres of land. In addition to being a global trade facilitator, the Port
supports approximately 3 million jobs throughout the nation, with 30,000 of those jobs generated
in the City of Long Beach.
The Harbor Department of the City of Long Beach is an independent department of the City and is
governed by its Board of Harbor Commissioners. The five members of the Board are appointed
by the Mayor of Long Beach and approved by the Long Beach City Council. The Port’s
Executive Director is appointed by the Board and is responsible for leading the Harbor
Department, which has approximately 400 employees and an annual budget of nearly $1 billion.
The Port’s Information Management Division plays a central role in delivering hardware and
software support that facilitates existing business processes, maintenance of business-critical
systems, technology expertise and ensures that the Port’s technology users consistently receive the
highest level of customer service.
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Port of Long Beach
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Additional information can be found on the Port’s website (www.polb.com).
2.2 On-Call Information Technology Services
In 2006, the Port of Long Beach developed an Information Management Business Plan
(“IMBP”). The IMBP outlined a roadmap to modernize information management systems to
support goals set out in the Port’s Strategic Plan. In March 2007, the Port commenced
implementation of the IMPB structured to be completed in three phases. The management of
the IMBP program is supported by a Program Management Office (“PMO”) which provides
assistance with the management and execution of each project.
The On-Call Information Technology Services RFP is intended to provide Port Management
with the ability to deliver focused technology related expertise that may be required to
integrate, implement, and operate systems being deployed or retired as a result of the IMBP
Program. The ability to enhance or expand the Port’s internal resources with highly skilled
and flexible supplemental workers can measurably improve time to resolution for existing
and unforeseen technology related issues within the Port’s infrastructure.
2.3 Project Goals and Objectives
The primary objective of this RFP is to provide the Port of Long Beach Information Management
Division with supplementary Information Technology (“IT”) capabilities and resources by
establishing a list of on-call contractors. These contractors will have the capability to quickly and
effectively provide services and systems to meet the Port’s technological needs when City staff or
expertise is not available. Services and related items may be required for urgent or unplanned
work, as well as any other necessary work that the IM Division requires to support internal
initiatives.
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Port of Long Beach
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3. SERVICES TO BE PROVIDED
The following sections outline required services to produce the deliverables listed in section 1.2.
Service deliverables include the following:





Certified Partnerships (Microsoft, Cisco Systems, Hewlett Packard, etc)
Detailed list of Core Technical Disciplines
Detailed list of Specialized Resources
Project Management
Qualifications of primary team members
Proposers are free to suggest additional services as part of their response.
3.1 Project Management
Proposals should include a detailed outline of how your activities will be coordinated with the
Port’s Information Management Division. In cases where tasks/projects do not require IM staff
support, a Progress Report every two weeks and a monthly personal conference call with your
Project Manager are expected. The recurring meeting schedule would likely increase during
implementation of critical tasks
A description of the implementation methodology and experience of using the methodology in
implementing similar tasks/projects must also be provided. A range of methodologies would be
preferred dependent on specific task objectives.
3.2 Analysis and Design Services
Analysis and design services will be critical to each task/project assigned as a result of this
contract. The analysis would be expected to include problem identification, definitions for
system components affected such as user interfaces, system interfaces, databases, processing
functions, and reports. The design should also include a final specification of required
hardware (if applicable).
3.3 Implementation, Installation, and Configuration Services
Standardized consistent methodology should be outlined for Implementation, Installation and
Configuration of each task/project assigned as part of this contract. The Proposer should be
prepared to demonstrate their approach for each task/project initiated. The Port will require
the successful Proposer to deliver complete implementation plans that include recovery in the
event of failure, for each task/project that would have measurable effect on any Production
resources.
3.4 Training and Documentation
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The Port believes that effective training is critical in attaining its objectives related to the
successful delivery and adoption of technology related projects. Where necessary, training
should be proposed for:





Super User Staff (Application Specific)
Network Systems Support Staff
Systems Group Support Staff
Service Desk Support Staff
End Users directly affected by proposed implementation
The Port encourages a “Train the Trainers” methodology which would improve knowledge
transfer and internal competency resulting in a more self-sustainable environment.
3.5 Hardware / Software Maintenance
Propose resources necessary to upgrade and provide maintenance services for all packaged
and custom application software. Propose services for software updates and enhancements to
business application or other software.
Proposer should outline cost of resources necessary for typical hardware/software
maintenance and cost associated with expert resources necessary for upgrading and retiring
enterprise systems and applications.
3.6 Support Services (Local / Remote)
Propose all on-going applications support that you are able to provide. Describe the types of
applications support you offer (e.g., on-site, telephone, web based), hours of availability,
guaranteed response, problem resolution times, location of personnel and escalation
procedures. Detail the proposed response to major system failures and after hours support.
Comprehensive support should be proposed for the duration of the contract or outline a
period at which Port staff may be expected to be able to take over some or all day to day
support duties.
3.7 Other Services
Propose any additional services that may be considered necessary in support and
management of the Port’s Information Systems.
4. METHOD OF SELECTION
All proposals received as specified will be evaluated by the Port in accordance with criteria
that are set out below. The evaluation process will have five steps:
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Port of Long Beach
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1.
Proposal will be reviewed to ensure compliance (formatting, content, etc); noncompliant proposals will be rejected.
2.
Proposals will receive a technical evaluation by the identified selection committee.
3.
Proposals will receive a commercial evaluation where cost proposals are considered.
4. Shortlisted Proposers will be selected for in-person interview and discussion of the
proposed services. Any necessary clarification will be sought at that time. Proposers
are highly encouraged to have their intended project manager for these projects attend
the interview. Proposers are advised that, due to the potential scope and extent of the
services that may be required, the discussion may require more than a single meeting.
During this process, shortlisted Proposers may be requested to update their proposal
in line with any discussions that have occurred and present a “Best and Final” cost
proposal based upon the updated technical proposal.
5. Following the interview and a review of any updated proposals, a recommendation
will be made to the Board of Harbor Commissioners. Final selection of the Proposer
and authorization of the agreement will be made solely by the Board of Harbor
Commissioners. However, the Board reserves the right not to make an award, to
make multiple awards, or to make a partial award.
4.1 Evaluation Criteria
The technical evaluation will consider the following factors:

Vendor’s Overall Qualifications, including:
- Financial stability
- Firm qualifications and experience
- Southern California area presence
- Depth of resources and variety of skill sets.
- Implementation methodology and experience managing similar systems and
infrastructures
- Experience with on-call contracts
- Experience with the Port of Long Beach
- Experience with other departments in the City of Long Beach
- References
- Industry Partnerships
- Project organization
- Project personnel and staffing
- Project approach, work plan, and management and timeline
- Demonstrated understanding of the Port's needs
- Quality of the staff proposed to provide IT services to the Port
- Quality, completeness, and responsiveness to RFP
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- Reasonableness of costs, rates, fees, budget control
- Training and support capabilities

Services to be Provided
- How well the proposed services meet or exceed the Port’s RFP requirements,
including:
 Ability to support and administer existing applications (off the shelf
or custom)
 Range of services available
 Flexibility to meet changing demands in the future
 Collaboration Portal to encourage team interaction
 Training and knowledge transfer capabilities

Cost of services Proposed
- Reasonableness of costs, rates, fees, budget control including:
 Typical support scenario
 Emergency support
 Costs for modification of legacy software applications
 Costs for Database Administration
 Costs for developing custom reporting through Crystal Reports and
other report generators
 Training costs
 Additional proposed service costs
Appendix II contains a copy of the Port’s standard agreement for Information Technology
Projects and Services.
The evaluation is not binding on the Board of Harbor Commissioners who, at its absolute
discretion and judgment, has the authority to make final decisions regarding this RFP.
5. INFORMATION REQUIRED FROM PROPOSERS
The Port is interested in proposals that illustrate an ability to design, install, implement,
manage, configure, maintain, provide training, and support for systems currently in operation
or future systems to be installed at the Port. The Port will be impressed by concise, wellwritten explanations of proposed services and benefits. Lengthy narrative is discouraged.
Proposals should clearly express the turnkey nature of the support services.
Proposers should be aware that the requirements stated in this RFP are minimum
requirements.
Proposals should be submitted in 8 ½” x 11” size, using a simple method of fastening.
Proposals should be typed, double sided where possible and need not be unnecessarily
elaborate. Proposals also must be submitted on electronic media. Proposers may include
additional promotional material relating directly to their services and other capabilities.
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Proposals should be comprised of two separate documents:
1. A Technical Proposal
2. A Cost Proposal
Technical and Cost Proposals should address the following deliverables
(Listed in alphabetical order):
1. Database Management services
2. Documentation Services
3. Emergency support services
4. Governance, Risk, & Compliance Plan
5. Hardware / Software configuration
6. Knowledgebase creation and maintenance
7. Project Management services
8. Reporting services
9. System design services
10. User training
5.1 Technical Proposal
The Technical Proposal should contain the following:
1.
2.
3.
4.
5.
A letter of transmittal
Background Information
Qualifications, related experience and references
Methodology, staffing and project organization
Risk mitigation plan, including identified risks and recommended work plan to avoid
or mitigate consequences associated with each risk
6. Small/Very small Business Enterprise Program Information (see Section 5.1.6)
7. Other supporting material
The requirements for each of these inclusions are detailed in the sections below.
5.1.1 Letter of Transmittal
The letter of transmittal should be addressed to the Board of Harbor Commissioners and
must, at a minimum, contain the following:
 Identification of the offering organization including name, address, and telephone
number.
 Acknowledgement of receipt of RFP and RFP addenda, if any
 Name, title, address and telephone number of contact person during the period of
proposal evaluation
 A statement of the effect that the proposal shall remain valid for a period not less than
one hundred and twenty (120) days from the proposal due date
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


A statement certifying that there is no known conflict of interest
A statement confirming that the proposer accepts the agreement terms and conditions
detailed in Appendix II of this RFP, or identifies the terms and conditions that are not
acceptable.
Signature of a person authorized to bind the offering organization to the terms of the
proposal.
A sample letter of transmittal is included in Appendix III.
5.1.2 Qualifications, Related Experience and References
This section of the proposal should establish the ability of the Proposer to provide the range
of required good and services satisfactorily. The section should include:
 A summary of your business activities
 Products and services offered by your organization
 Number of years providing those products and services
 Number of employees
 Size and composition of customer base
 Southern California area presence
 A list of existing customers with needs similar to the Port’s
 A list of contracts in the last three years that were terminated early, with an
explanation as to the reason for the early termination
 Annual financial statements for the past three years and the current fiscal year to date.
This information should also be provided for each sub-consultant that will provide goods and
services under this agreement.
As part of their response to this section, Proposers must complete the Proposer Information Form
included at Appendix IV.
Proposer, including any proposed sub-consultants, must be able to demonstrate that they have
carried out the range of services required under this agreement for at least two years.
5.1.3 Proposed Services and Work Plan
Provide all non-pricing information requested in Section 3 of this RFP. Explain why your
proposal provides value as compared to similar or competing companies.
5.1.4 Methodology, Staffing and Project Organization
Identify the key personnel proposed to perform the work on the project, and indicate major
areas of subcontracted work, if any. This should include the identity of the project manager
or single point of contact along with the hierarchy for escalation of issues. Include a
description of the methodology proposed. Provide an organization chart showing the roles of
the personnel, resumes of key personnel, and the time and duration that is estimated that each
will spend on the Port’s work.
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5.1.5 Risk Mitigation Plan
Based on their experience, the Proposer should list technical and non-technical risks
associated managing their services. These should address potential constraints, barriers, and
other factors that could cause the tasks/projects from being completed as planned. For each
risk, the Proposer should describe how task/project and other elements of the work plan
address potential shortfall in effectiveness.
5.1.6 Small/Very Small Business Enterprise Program (SBE/VSBE)
The Port has established a Small Business Enterprises (SBE)/Very Small Business Enterprises
(VBSE) Program to encourage small business participation on professional services contracts.
SBE/VSBE participation goals are assigned to this contract as follows:
SBE/VSBE – 15% (Combined Goal)
VSBE – 3%
The Port strongly encourages all proposers to include such participation wherever possible,
by utilizing small business sub consultants, vendors, and suppliers. The Port also strongly
encourages SBE/VSBE firms to respond to this solicitation as prime consultants.
If a Proposer contracts with an SBE or VSBE firm, the proposer will be asked to submit an
SBE/VSBE Commitment Plan (POLB Form SBE-2P) with his or her Proposal/Statement of
Qualifications. POLB Form SBE-2P can be downloaded from the following page of the
Port’s website:
www.polb.com/economics/contractors/forms_permits/smallbusiness/default.asp.
All small businesses (primes and subs) listed on POLB Form SBE-2P must be registered and
SBE certified on the Port’s online database and e-procurement system (The Network) to
received SBE credit. Eligible small business may apply for SBE certification through The
Network. A link to The Network is available by clicking on the “Vendor
Login/Registration” icon from the following page on the Port’s website:
www.polb.com/sbe
Registration on The Network is free to all businesses. The Port encourages non-SBEs to register
as well. One of the many benefits of registration is the ability to utilize The Network’s small
business search tool to locate SBEs and VSBEs for Port projects.
SBE eligibility is determined utilizing federal U.S. Small Business Administration (SBA)
size standards, based on North American Industrial Classification System (NAICS) codes. To
access the current table of small business size standards, log on to the NAICS website at
www.naics.com and click the “Small Business Size Standards” link at the top of the page.
Examples of maximum gross annual revenue averaged over the past three years to qualify as
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Port of Long Beach
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an SBE: architects/engineers $4.5 million; landscape architects $7.0 million; environmental
consultants $7.0 million; computer programming/design/consulting $25 million.
VSBE eligibility is determined utilizing criteria with the State of California’s Department of
General Services’ “micro-business” designation: contractors, consultants, and vendors with
gross annual receipts, averaged over the past three tax years, of $2.75 million or less, or small
business manufacturers with 25 or fewer employees. Prime consultants utilizing
SBEs/VSBEs will be asked to report the dollar value of payments to small businesses by
submitting a SBE/VSBE Monthly Utilization Report (POLB Form SBE-3P) marked “Final”
at project-closeout. POLB Form SBE-3P can be downloaded at:
www.polb.com/economics/contractors/forms_permits/smallbusiness/default.asp.
Questions concerning the Port’s SBE/VSBE Program should be directed to the SBE Program
at mailto:SBEProgram@polb.comor 562-590-4146, ext. 3212.
5.1.7 Other Supporting Material
Information considered by the Proposer to be pertinent to this project, and which has not been
specifically solicited in any of the aforementioned sections, may be provided to support the
proposal. Proposers are cautioned, however, that this does not constitute an invitation to submit
large amounts of extraneous material; supporting material should be relevant and brief.
5.1.8 Insurance Requirements
Proposers should note that the selected Proposer shall comply with various insurance
requirements. Insurance requirements are summarized in Section 5.1.8 (below) and listed in
the Standard Terms and Conditions (Appendix I)

Insurance coverage must be provided by a company that is admitted to write in California
and has a rating of A: VII by A.M. Best & Company.

General Liability – with minimum limits of $1,000,000 per occurrence and if written
with an aggregate, the aggregate shall be double the per occurrence limit.
ISO Form CG 0001 or CG 0002.
Additional Insured Endorsement Required.
Include Products/ Completed Operations.

Automobile Liability – with minimum limits of $1,000,000 per accident.
ISO Form CA 0001 covering “Any Auto” (Symbol 1).
Additional Insured Endorsement Required.

Statutory Workers’ Compensation Insurance.
Waiver of Subrogation in favor of the Port of Long Beach.
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
Employer’s Liability Insurance - $1,000,000.

Professional Liability Insurance - $1,000,000.

30 day notice of cancellation to Ports for all insurance policies (10 days for non-payment
of premium).
5.2
Cost Proposal
Proposers should provide an itemized list of all hardware/software support and
maintenance services to be provided. Cost should be associated with project deliverables.
Notes should be used to explain or qualify any of the prices quoted in the support
schedules. The cost proposal should be in a separately sealed envelope and clearly
marked “Cost Proposal.”
6.
CONCLUSION
The Port of Long Beach Information Management Division is seeking a firm that is
highly qualified technically while being agile enough to adapt quickly to changing
environments. A strong understanding of Port business will enable seamless
implementation of resources on as needed basis across the organization.
The Port thanks Proposers in advance for their participation in this process.
On-Call Information Technology Services
Port of Long Beach
Appendix I - Page 1
APPENDIX I - INSTRUCTIONS TO PROPOSERS
This Appendix provides detailed instructions for the submission of responses to this
RFP. Failure to comply with the conditions set forth in this Appendix will be grounds for
rejection of a proposal.
1.
REQUIRED REVIEW
The Proposer shall carefully review this RFP without delay for defects and questionable
or objectionable matter. Proposer adherence to this process and timeframe will help
prevent the opening of a defective proposal upon which award cannot be made, but
would result in the exposure of Proposer's prices.
2.
PRE-PROPOSAL CONFERENCE
A pre-proposal conference will be held on Tuesday, September 21, 2010 at:
Port of Long Beach
Main Administration Building
925 Harbor Plaza
Long Beach, CA 90802
Board Conference Room, 6th Floor
The meeting will begin promptly at 1:30 P.M. Pacific Time.
The purpose of this conference is to ensure that Proposers have adequate information
to respond fully and comprehensively to the Port's requirements. During the
conference, Port staff will discuss with prospective Proposers the work to be performed
and answer questions arising from the initial review of this RFP. Proposers should have
reviewed the RFP thoroughly prior to the pre-proposal conference and be familiar with
its content, as well as the Port's functional and technical requirements. Proposers are
encouraged to e-mail any questions to the address specified in Appendix I Section 3.1
of the RFP prior to the pre-proposal conference. This process will facilitate a more
productive pre-proposal conference and result in Proposers obtaining answers to their
questions more quickly.
The pre-proposal conference is not expected to take more than 90 minutes. It is
recommended that Proposers plan sufficient time to attend the pre-proposal
conference; it will not be repeated. However, Proposers who attend the pre-proposal
conference and subsequently require further information in order to respond adequately
to the RFP should e-mail additional questions to the address specified in Appendix I
Section 3. Responses to questions will be distributed to all registered Proposers.
Attendance at the pre-proposal conference shall not be a mandatory requirement for
proposal consideration by the Port.
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Port of Long Beach
Appendix I - Page 2
3.
MAILING ADDRESS AND DEADLINE FOR RECEIPT OF PROPOSALS
Proposals will be received in Long Beach, California, until 4:00 P.M. on October 12,
2010. The mailing address is:
Port of Long Beach
On-Call Information Technology Services
Attention: Charles Mallory
Information Management Division
P.O. Box 570
Long Beach, CA 90801
The delivery address is:
Port of Long Beach
On-Call Information Technology Services
Attention: Charles Mallory
Information Management Division
Port of Long Beach Admin Building
925 Harbor Plaza
Long Beach, CA 90802
Proposers must submit five (5) proposal documents (1 original and 4 copies) in
sealed, clearly labeled envelopes (or boxes). Technical proposals should be
separated from the Cost proposals. 1 complete copy, both Technical and Cost,
must be provided in an electronic form via a standard CD-ROM or DVD-ROM.
Failure to meet the deadline will result in proposal disqualification without review.
4.
QUESTIONS RECEIVED PRIOR TO OPENING OF PROPOSALS
The members of the Board of Harbor Commissioners request that no Proposer contact
them in relation to this RFP. As aforementioned, any contact with a member of the
Board will be grounds for rejection of a response to this RFP.
Questions pertaining to the Small/Very Small Business Enterprises Program should be
directed to the SBE Program at SBEProgram@polb.com or (562)590-4146, ext. 3212.
All other inquiries or questions regarding this RFP should be directed as referenced
in Appendix I Section 3 of this RFP. All questions received by 4:00pm on 09-302010, will be published on the Port’s web site at www.polb.com (under
Trade/Commerce – Proposers/Vendors – RFQ/RFP) together with the Port's
responses. Questions will not be accepted after 4:00 P.M. on 09-30- 2010.
5.
REVIEW OF PROJECT WORK
Before submitting a proposal, the Proposer shall consider the magnitude and character
of the work to be done and the difficulties involved in its proper execution. Proposer
shall include in any proposal all costs necessary to cover all contingencies essential to
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Appendix I - Page 3
the proper installation of all services proposed. No claims for compensation will be
considered or allowed for extra work resulting from ignorance of any existing condition
on the part of the Proposer.
6.
PROPOSAL FORMAT
Proposals must follow the format detailed in the RFP. The RFP includes a number of
forms which have been specially developed to facilitate efficient comparison of
responses and must be included as part of the Proposer's response.
Proposers may regenerate the forms and schedules provided in this RFP for the
purposes of their submission. However, Proposers are advised to be extremely careful
not to make any mistakes because any material alteration to the format, content or
intent of the forms and schedules shall be grounds for disqualification of the proposal.
Additionally, if any of the forms or schedules are regenerated, the labeling or heading of
such pages must be as contained in this RFP.
Proposals must be signed by an individual authorized to bind the Proposer to its
provisions.
7.
CONFLICT OF INTEREST
Each proposal shall include a statement indicating whether or not the firm, any
individual working under the agreement, or any sub-consultant has a possible conflict of
interest (e.g. currently employed by the Port on another contract) and, if so, the nature
of that conflict. The Port reserves the right to reject the proposal if any conflict disclosed
from any source could either give the appearance of a conflict or cause speculation as
to the objectivity of the proposal to be developed by the Proposer. The Port's
determination regarding any questions of conflict of interest shall be final.
8.
PROPOSAL VALIDATION PERIOD
The proposal must remain valid for at least one hundred and twenty (120) days from the
proposal due date. No Proposer may withdraw its proposal within this period.
9.
COMPLIANCE WITH APPLICABLE LAWS
Proposer shall at all time in the performance of its obligations comply with all
applicable laws, statutes, ordinances, rules and regulations, and with the
reasonable requests and directions of Executive Director.
10. GOVERNING LAW/VENUE
This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without reference to conflicts of law, rules and principles of such
State. The parties agree that all actions or proceeding arising in connection with this
Agreement shall be tried and litigated exclusively in the State or Federal courts located
in the County of Los Angeles, State of California, in the judicial district required by court
rules.
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11. WAGE AND EARNINGS ASSIGNMENT ORDERS/ NOTICES OF ASSIGNMENTS
Consultant and/or any sub-consultant are obligated to fully comply with all applicable
state and federal employment reporting requirements for the Consultant and/or subconsultant’s employees.
Consultant and/or sub-consultant shall certify that the principal owner(s) are in
compliance with any Wage and Earnings Assignment Orders and Notices of
Assignments applicable to them personally. Consultant and/or sub-consultant will fully
comply with all lawfully served Wage and Earnings Assignment Orders and Notices of
Assignments in accordance with California Family Code § 5230 et seq. Consultant or
sub-consultant will maintain such compliance throughout the term of the Agreement.
12. TAXPAYER IDENTIFICATION NUMBER
The Internal Revenue Service (IRS) requires that all Consultants and suppliers of
materials and supplies provide a Taxpayer Identification Number (TIN) to the party that
pays them. Consultant declares that its authorized Taxpayer Identification Number (TIN)
is ______________. No payment will be made under the Agreement without valid TIN.
13.
PROPOSER AMENDMENTS TO PROPOSALS
Amendments or withdrawals of proposals shall only be allowed if received prior to the
proposal due date. No amendments or withdrawals shall be accepted after the
proposal due date for any reason unless offered in response to the Port's specific
request.
14. NO PORT OBLIGATION
Receipt of responses to this RFP does not obligate the Port in any way. The right to
accept or reject any or all proposals fully or in part shall be exercised solely by the Port.
The Board of Harbor Commissioners is not obligated to select the lowest cost proposal
or to select one of the Proposers recommended by Port staff.
15. THE PORT IS NOT RESPONSIBLE FOR PREPARATION COSTS
All costs incurred in the preparation, submission and/or presentation of a proposal
responding to the RFP, including but not limited to, the Proposer's travel expenses to
attend any pre-proposal conferences, oral presentations, long distance charges, and
interview sessions, shall be the sole responsibility of the Proposer and will not be
reimbursed by the Port.
The Port will not pay any costs incurred for proposal or agreement preparation as a
result of termination of this RFP or termination of the agreement resulting from this RFP.
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16. PROPOSAL PROCESSING
All proposals shall be opened in private. Inquiries concerning the status of the proposal
evaluation process will not be accepted. Results will be posted on the Port’s web site at
www.polb.com at the time of award.
17. PARTIAL PROPOSAL
The Port reserves the right to delete certain portions of a selected Proposer's proposal.
If the Port exercises this option, such action shall not increase the selected Proposer's
obligations for any remaining portion of their proposal.
The Port shall not extract any portion of a proposal that, in its reasonable judgment,
materially affects the Proposer's ability to perform its obligations under the remainder of
the proposal.
18. RIGHT TO USE IDEAS
All proposals and other material submitted become the property of the Port and may be
returned only at the Port's option. The Port reserves the right to use any ideas
presented in any response to the RFP. Selection or rejection of the proposal shall not
affect this right.
19. TRADEMARKS, COPYRIGHTS AND PATENTS
Proposer agrees to save, keep, hold harmless, protect and indemnify the City and any
of its officers or agents from any damages, cost or expenses in law or equity from
infringement of any patent, trademark, service mark or copyright of any person or
persons, or corporations in consequence of the use by City of any materials supplied by
proposer in the performance of this Agreement.
20. PROPRIETARY INFORMATION
The Proposer may not disclose to any party without City’s permission any information
developed pursuant to this Agreement. The Department will, however, have the right to
disclose the information as it determines appropriate considering the nature of the
information, its use and the laws applicable to the Department.
21. CONFIDENTIALITY
The data, documents, reports or other materials which contain information relating to
the review, documentation, analysis and evaluation of the work described in this
Agreement and any recommendations made by the Proposer relative thereto shall be
considered confidential and shall not be reproduced, altered, used or disseminated by
the Proposer or its employees or against in any manner except and only to the extent
necessary in the performance of the work under this Agreement. In addition, the
Proposer is required to safeguard such information from access by unauthorized
personnel.
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Appendix I - Page 6
22. NOTICES
In all cases where written notice is to be given under this Agreement, service shall be
deemed sufficient if said notice is deposited in the United States mail, postage prepaid.
When so given, such notice shall be effective from the date of mailing of the same. For
the purposes hereof, unless otherwise provided by notice in writing from the respective
parties, notice to the Department shall be addressed to Director of Real Estate Division,
Port of Long Beach, 925 Harbor Plaza, Long Beach, California, 90802, and notice to
Consultant shall be addressed to it at the address set
23. JOINT VENTURES
Where two or more organizations desire to submit a single proposal in response to this
RFP, they should do so on a prime/sub-consultant basis rather than as a joint venture.
Joint ventures will not be acceptable for the performance of any agreement that may
result from this RFP.
24. INSURANCE
The selected Proposer shall comply with the various requirements as described in the
sample contract, see Appendix II, and summarized below:
General Liability Insurance
Proposer shall procure and maintain in effect throughout the term of the Agreement,
without requiring additional compensation from the City, commercial general liability
insurance covering personal and advertising injury, bodily injury, and property damage
providing contract liability, independent contractors, products and completed
operations, and premises/operations coverage written by an insurance company
authorized to do business in the State of California rated VII, A- or better in Best
Insurance Guide ( or an alternate guide acceptable to the City if Best’s is not available)
within Proposer’s normal limits of liability but not less than one million dollars (
$1,000,000) combined single limit for injury or claim. Said limits shall provide first dollar
coverage except that Executive Director may permit a self-insured retention or selfinsurance in those cases where, in his or her judgment, such retention or selfinsurance is justified by the net worth of the Proposer. The insurance provided shall
contain a severability of interest clause and shall provide that any other insurance
maintained by Departments shall be excess of Proposer’s insurance and shall not
contribute to it. In all cases, regardless of any deductible or retention, said insurance
shall contain a defense of suits provision. Each policy shall contain an additional
insured endorsement naming the City of Long Beach Harbor Department, its boards,
officers, agents and employees and a 30-day notice of cancellation by receipted mail.
Automobile Liability Insurance
Proposer shall procure and maintain at its expense and keep in force at all times during
the term of the Agreement automobile insurance written by an insurance company
authorized to do business in the State of California rated VII, A- or better in Best
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Appendix I - Page 7
Insurance Guide ( or an alternate guide acceptable to the City if Best’s is not available)
within Proposer’s normal limits of liability but not less than one million dollars (
$1,000,000) covering injuries or death resulting from each accident or claim arising out
of any one claim or accident. Each policy shall contain an additional insured
endorsement naming the City of Long Beach Harbor Department, its board, officers,
agents, and employees and a 30-day notice of cancellation by receipted mail.
Workers Compensation
Proposer shall certify that it is aware of the provisions of Section 3700 of the California
Labor Code which requires every employer to be insured against liability for Workers
Compensation or to undertake self-insurance in accordance with the Provisions of that
Code, and that the Proposer shall comply with such provisions before commencing the
performance of the tasks under the Agreement.. Proposer shall submit Workers’
Compensation policies, whether underwritten by the state insurance fund or private
carrier, which provide that the public or private carrier waives its right of subrogation
against the City in any circumstance in which it is alleged that actions or omissions of
the City contributed to the accident.
REQUIRED AT PROPOSAL STAGE:
A letter from each proposer’s insurance agent must be provided with their proposal
indicating that the requirements listed in Appendix are presently part of the proposer’s
coverage, or that the insurance company is able to provide such coverage should the
proposer be selected. The insurance carrier must be aware of the indemnification
requirements below. Proposers are not required to purchase the required insurance in
order to respond, however all required insurance will need to be submitted at the time
of contract award.
25. PROFESSIONAL SERVICES AGREEMENT
A sample draft of the professional service agreement expected to be executed with the
selected Proposer is attached as Appendix II. Please note that the proposed
agreement contains many clauses which are standard in all agreements and not to be
negotiable. If potential applicants cannot accept such terms and conditions, it is
recommended that they not participate in this selection process.
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Appendix II - Page 1
APPENDIX II – STANDARD TERMS AND CONDITIONS
CONTRACT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF LONG BEACH AND
NAME
STREET AND P.O. BOX ADDRESS
CITY, STATE, ZIP
TELEPHONE NO.
FAX NO.
THIS CONTRACT is made and entered into, in duplicate, as of the date executed by the
Executive Director of the Long Beach Harbor Department (“Executive Director”), by and
between the CITY OF LONG BEACH, a municipal corporation, acting by and through its
Board of Harbor Commissioners (“City”), pursuant to authority granted by said Board [by its
Ordinance No. HD-1818] [at its meeting of ____________, 2010]; and
[_______________________], a [_______________] corporation (“Consultant”).
1.
This contract is made with reference to the following facts and objectives:
1.1
City[, from time to time,] has the need for [________________
________________________________________________________________].
1.2
Consultant represents that it has in its employ [licensed and] experienced personnel
who are qualified to render these services.
1.3
City wishes to employ Consultant upon the following terms and conditions to render
such services as City shall [from time to time] request.
2.
Consultant shall provide, in accordance with generally accepted professional and
technical standards currently in effect, such services [within the scope of work] as may be
requested in writing [from time to time during the term of this contract] by City’s Director of
Information Management (“Director”). The anticipated scope of work is set forth in the
_______________ dated _______________, attached hereto as Exhibit “A” and
incorporated by this reference.
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Appendix II - Page 2
3.
The term of this contract shall [be deemed to have] commence[d] on
_______________ and, subject to the provisions of paragraph ___, shall terminate on
_______________.
4.
In requesting the services of Consultant, the Director shall identify the project for
which such services are requested and shall establish the maximum amount to be charged
by Consultant on such project, the time limit within which Consultant is to complete the work,
and the charge point to be used by Consultant in billing City. Consultant’s charges on any
project shall not exceed the maximum amount so established without the express written
approval of the Director.
5.
Charges made by Consultant for such services shall be based on Consultant’s
____________________, attached hereto as Exhibit “___” and incorporated by this
reference.
6.
Consultant shall submit a separate statement not later than the tenth day of each
month for [each project upon which] services [which] have been performed during the
immediately preceding month, referring in each of the statements to the charge point for
such project previously furnished by the Director and detailing the services performed and
expenses, if any, incurred. All payments to Consultant shall be made by City in due course,
not to exceed thirty (30) days, after approval of invoice by the Director.
7.
Subject to the provisions of subparagraph 7.1, the total amount which shall be
payable by City to Consultant for Consultant’s services during the term of this contract shall
not exceed $_______________.
7.1
If, during the course of the described services, additional work beyond the scope of
services described in Exhibit “A” is, in the opinion of the Director, required or desired, the
Director may authorize such additional work by Consultant; provided the Director first
receives written confirmation from the Harbor Department Risk Manager that no insurance is
necessary for the additional work other than the insurance required by paragraph _____ of
this contract, and provided further, total compensation to be paid hereunder, including
compensation for such additional services, shall not exceed $[_______________].
8.
All designs, sketches, drawings, specifications, data and other information, in
whatever form or medium, compiled or prepared by Consultant in performing its services or
furnished to Consultant by City shall be the property of City and City shall have the
unrestricted right to use or disseminate same without payment of further compensation to
Consultant[, provided that any future use of such material or work product by City for other
than the specific purpose intended by this contract shall be at City’s sole risk and without
liability to Consultant]. Copies of Consultant’s work product may be retained by Consultant
for its own records.
9.
City shall have the right to terminate this contract at any time upon ten (10) days’
written notice to Consultant. If the contract is so terminated prior to the expiration of the
term, Consultant shall be paid for those charges which have accrued but not been paid
through the effective date of termination. Consultant agrees to accept such amount, plus all
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Appendix II - Page 3
amounts previously paid, as full payment and satisfaction of all obligations of City to
Consultant.
10.
Neither City nor any of its employees shall have any control over the conduct of
Consultant, or employees of Consultant, except as herein set forth, and Consultant and
employees of Consultant shall not, at any time or in any manner, represent that Consultant
or employees of Consultant, or any of them, are the officers, agents, or employees of City. It
is expressly understood and agreed that Consultant is, and shall at all times remain, as to
City a wholly independent Proposer, and each party’s obligations to the other party are
solely such as are set forth in this contract. Consultant shall be free to contract for similar
services to be performed for others during this contract. Consultant acknowledges and
agrees that: (i) City will not withhold taxes of any kind from Consultant’s compensation; (ii)
City will not secure workers’ compensation or pay unemployment insurance to, for or on
Consultant’s behalf; and (iii) City will not provide and Consultant is not entitled to any of the
usual and customary rights, benefits or privileges of City employees.
11.
Consultant agrees, subject to applicable laws, rules, and regulations, not to
discriminate in the performance of this contract against any employee or applicant for
employment on the basis of race, color, national origin, religion, sex, sexual orientation,
gender identity, AIDS, HIV status, age, disability, handicap, or veteran status. Consultant
shall ensure that applicants are employed and that employees are treated during
employment without regard to any of these bases, including but not limited to employment,
upgrading, demotion, transfer, recruitment, recruitment advertising, layoff, termination, rates
of pay or other forms of compensation, and selection for training, including apprenticeship.
Consultant agrees to post in conspicuous places available to employees and applicants for
employment notices to be provided by City setting out the provisions of this
nondiscrimination clause. Consultant shall in all solicitations or advertisements for
employees state that all qualified applicants will receive consideration for employment
without regard to these bases. Compliance with the Americans with Disabilities Act of 1990
shall be the sole responsibility of Consultant, and Consultant shall defend and hold the City
harmless from any expense or liability arising from Consultant’s non-compliance therewith.
12.
Any notices to be given under this contract shall be given in writing. Such notices
may be served by personal delivery, facsimile transmission or by first class regular mail,
postage prepaid. Any such notice, when served by mail, shall be effective two (2) calendar
days after the date of mailing of the same, and when served by facsimile transmission or
personal delivery shall be effective upon receipt. For the purposes hereof, the address of
City, and the proper person to receive any such notices on its behalf, is: Executive Director,
Long Beach Harbor Department, P.O. Box 570, Long Beach, California 90801, FAX number
(562) 901-1733; and the address and FAX number of Consultant as indicated above.
13.
This contract contemplates the personal services of Consultant and its employees,
and it is recognized by the parties hereto that a substantial inducement to City for entering
into this contract was, and is, the professional reputation and competence of Consultant and
its employees _______________]. Neither this contract nor any interest therein may be
assigned by Consultant except upon the prior written consent of the Executive Director. Any
attempted assignment or delegation without such consent shall be void, and any assignee
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Appendix II - Page 4
or delegate shall acquire no right or interest by reason of such attempted assignment or
delegation. Furthermore, Consultant shall not subcontract any portion of the performance
contemplated and provided for hereunder without the prior written approval of the Director.
Nothing herein shall prevent Consultant from employing or hiring as many employees as
Consultant may deem necessary for the proper and efficient execution of this contract.
14.
Consultant covenants that both itself, in its corporate capacity, and its principals
presently have no interest and shall not acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance of services required to be performed
under this contract.
15.
Consultant shall indemnify, hold, protect and save harmless the City of Long Beach,
the Board of Harbor Commissioners, and their officials, commissioners, employees, and
agents (“Indemnified Parties”) from and against any and all actions, suits, proceedings,
claims, demands, damages, losses, liens, costs, expenses or liabilities, of any kind or nature
whatsoever (“Claims”) which arise out of, pertain to, or relate to the negligence,
recklessness or willful misconduct of Consultant, its officers, employees, subProposers or
agents. Independent of the duty to indemnify and as a free-standing duty on the part of
Consultant, Consultant shall defend the Indemnified Parties from and against any and all
Claims which arise out of, pertain to, or relate to Consultant’s work under this contract, and
Consultant shall continue the defense until such Claim is resolved, whether by settlement,
judgment or otherwise. City shall notify Consultant of any such Claim, shall tender its
defense to Consultant, and assist Consultant, as may be reasonably requested, in such
defense. Consultant shall provide such defense immediately upon notification and tender to
Consultant of a Claim. If a court of competent jurisdiction determines that a Claim was
caused in part by Indemnified Parties, Consultant’s costs of indemnity and defense shall be
reduced by the percentage of negligence, recklessness or willful misconduct attributed by
the court to the Indemnified Parties. Payment of a Claim shall not be a condition precedent
to an Indemnified Party’s right to indemnity, or to an Indemnified Party’s right to defense.
16.
As a condition precedent to the effectiveness of the contract, the Consultant shall
procure and maintain in full force and effect during the term of the contract, the following
policies of insurance.
(a) Commercial General Liability Insurance which affords coverage at least as broad as
Insurance Services Office “occurrence” form CG 00 01 with minimum limits of $1,000,000
per occurrence, and if written with an aggregate, the aggregate shall be double the per
occurrence limit. The policy shall contain no provisions or endorsements limiting coverage
for (1) contractual liability; (2) independent Proposers; (3) third party action over claims; and
(4) defense costs shall be excess limits.
(b) Automobile Liability Insurance with coverage at least as broad as Insurance Service
Office Form CA 0001 covering “Any Auto” (Symbol 1) with minimum limits of $1,000,000
each accident.
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Appendix II - Page 5
(c) Workers’ Compensation Insurance, as required by the State of California and
Employer’s Liability Insurance with a limit of not less than $1,000,000 per accident for bodily
injury and disease.
(d) Professional Liability Insurance with minimum limits of $1,000,000. Covered
Professional Services shall include all work to be performed under the contract and without
any exclusions that may potentially affect the work to be performed under the contract.
Insurance policies will not be in compliance if they include any limiting endorsement that has
not been approved in writing by City.
The policy or policies of insurance for Commercial General Liability, Automobile Liability,
shall contain the following provisions or be endorsed to provide the following:
(1) The Indemnified Parties shall be additional insureds with regard to liability and
defense of suits or claims arising out of the contract. Additional insured endorsements shall
not:
i.
Exclude contractual liability;
ii.
Restrict coverage to the sole liability of Consultant;
iii.
Contain any other exclusion contrary to the contract.
(2) This insurance shall be primary and any other insurance, deductible, or selfinsurance maintained by the Indemnified Parties shall not contribute with this primary
insurance.
(3) The policy shall not be canceled or the coverage reduced until a thirty (30) day
written notice of cancellation has been served upon the Executive Director of the Harbor
Department except notice of ten (10) days shall be allowed for non-payment of premium.
The policy or policies of insurance for Workers’ Compensation shall be endorsed, as follows:
(1) A waiver of subrogation stating that the insurer waives all rights of subrogation
against the Indemnified Parties.
(2) The policy or policies shall not be canceled or the coverage reduced until a thirty
(30) days written notice of cancellation has been served upon the Executive Director of the
Harbor except notice of ten (10) days shall be allowed for non-payment of premium.
The policy or policies of insurance required for Professional Liability shall be endorsed as
follows:
(1)
The policy or policies shall not be canceled or the coverage reduced until a
thirty (30) day written notice of cancellation has been served upon the Executive Director of
the Harbor except notice of ten (10) days shall be allowed for non-payment of premium.
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Appendix II - Page 6
Any deductible or self-insured retention must be approved in writing by the Executive
Director and shall protect the Indemnified Parties in the same manner and to the same
extent as they would have been protected had the policy or policies not contained a
deductible or self-insured retention.
Consultant shall deliver either certified copies of the required policies or endorsements on
forms approved by the City (“evidence of insurance”) to the Executive Director for approval
as to sufficiency and as to form. At least fifteen (15) days prior to the expiration of any such
policy, evidence of insurance showing that such insurance coverage has been renewed or
extended shall be filed with the Executive Director. If such coverage is canceled or reduced,
Consultant shall, within ten (10) days after receipt of written notice of such cancellation or
reduction of coverage, file with the Executive Director evidence of insurance showing that
the required insurance has been reinstated or has been provided through another insurance
company or companies.
The coverage provided shall apply to the obligations assumed by the Consultant under the
indemnity provisions of this contract but this insurance provision in no way limits the
indemnity provisions and the indemnity provisions in no way limit this insurance provision.
Consultant agrees to suspend and cease all operations hereunder during such period of
time as the required insurance coverage is not in effect and evidence of insurance has not
been approved by the City. City has the right to withhold all payments due Consultant until
Consultant has complied fully with this insurance provision.
Each such policy shall be from a company or companies with a current A.M. Best’s rating of
no less than A:VII and authorized to do business in the State of California, or otherwise
allowed to place insurance through surplus line brokers under applicable provisions of the
California Insurance Code or any federal law.
If coverage is written on a claims-made basis, the retroactive date on such insurance and all
subsequent insurance shall coincide with or precede the effective date of the contract and
continuous coverage shall be maintained or Consultant shall obtain and submit to City an
extended reporting period endorsement of at least three (3) years from termination or
expiration of this contract. Upon expiration or termination of coverage of required insurance,
Consultant shall obtain and submit to City evidence of “tail” coverage or an extended
reporting period endorsement of at least three (3) years from termination or expiration of this
contract.
17.
Consultant shall obtain and maintain any necessary licenses and permits required
under Title 3 and Title 5 of the Long Beach Municipal Code. City may withhold any payment
to Consultant until Consultant comes into compliance with such licensing and permitting
requirements.
18.
This contract shall be deemed made in the State of California and shall be governed
by the laws of said State (except those provisions of California law dealing with conflicts of
law), both as to interpretation and performance.
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Appendix II - Page 7
19.
In the event of any conflict or ambiguity between this written agreement and any
exhibit hereto, the provisions of this agreement shall govern.
20.
If there is any legal proceeding between the parties to enforce or interpret this
contract or to protect or establish any rights or remedies hereunder, the prevailing party shall
be entitled to its costs and expenses, including reasonable attorneys’ fees.
21.
This contract shall not be amended, nor any provision or breach hereof waived,
except in writing signed by the parties which expressly refers to this contract.
22.
This contract, including all exhibits, constitutes the entire understanding between the
parties and supersedes all other agreements, oral or written, with respect to the subject
matter herein.
[____________________________]
__________________, 2010
By: ________________________
Name: _____________________________
Title: _____________________________
__________________, 2010
By: _____________________________
Name: _____________________________
Title: _____________________________
CONSULTANT
CITY OF LONG BEACH, a municipal
corporation, acting by and through its Board
of Harbor Commissioners
__________________, 2010
On-Call Information Technology Services
By: ____________________________
Richard D. Steinke
Executive Director
Long Beach Harbor Department
Port of Long Beach
Appendix II - Page 8
CITY
The foregoing document is
hereby approved as to form.
__________________, 2010
ROBERT E. SHANNON, City Attorney
By: ______________________________
Principal Deputy/Deputy
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Appendix III - Page 1
APPENDIX III - SAMPLE LETTER OF TRANSMITTAL
To the Board of Harbor Commissioners:
Re: RFP for On-Call Information Technology Services
Having examined the Request for Proposal (RFP), including the appendices, the receipt of
which is hereby duly acknowledged, we, the undersigned, offer to provide qualified On-Call
IT services in full conformity with the said RFP.
We undertake, if invited by you to do so, to attend a clarification meeting, at our own
expense and at a place of your choosing, for the purposes of reviewing our proposal.
The contact person at our organization for this solicitation is:
Name:
Title:
Telephone:
E-mail:
____________________________
____________________________
____________________________
____________________________
We agree to abide by this proposal for a period of one hundred and twenty (120) days from
the proposal due date and it shall remain binding upon us until the expiration of that period.
We confirm to the best of our knowledge that neither our organization nor any person
connected with our organization, or sub-consultants to our organization, has any conflict of
interest arising from this RFP. We confirm our acceptance of the terms and conditions of
agreement as set out in Appendix N of the RFP. We understand that you are not bound to
accept the lowest or any bid you may receive.
Dated this ___________________ day of ______________, 20_____.
__________________________________
(signature)
____________________________
(title)
Duly authorized to sign this proposal for and on behalf of:
____________________________________________________________________
(organization)
On-Call Information Technology Services
Port of Long Beach
Appendix IV - Page 1
APPENDIX IV - TECHNICAL PROPOSAL EVALUATION FORMS
This appendix provides the forms that are required for inclusion in the technical proposal, as
follows:


Proposer Information Form
References Form
On-Call Information Technology Services
Port of Long Beach
Appendix IV - Page 2
Proposer Information Form
Name of Proposer:
_________________________________________________________
What is the date and State of formation,
registration or incorporation of your
organization?
If outside of California, are you authorized
to do business in California?
For how many years has the company
actively participated in the business of
information technology, systems
integration, or Disaster Recovery
consultation?
How many locations does your
organization operate?
Please provide a breakdown of these locations by function:
Function
Locations
Management & Executive Offices
Marketing and Sales
Product Support
Implementation & Consultancy
How many staff are employed by your
organization?
On-Call Information Technology Services
Port of Long Beach
Appendix IV - Page 3
Please provide a breakdown of staff numbers by function:
Function
Number of Staff
Management & Executive Offices
Marketing and Sales
Disaster Recovery Practice
Product Support
Implementation & Consultancy
Please provide the following details on the location of your technical support offices and
staff:
Location
Number of
Locations
Number of Staff
Los Angeles/Orange County Area
California (Outside LA/Orange County)
US (Outside of California)
What were the total gross sales during the
last financial year for your organization?
$
In the case where your organization has
multiple divisions, what were the total
gross sales during the last financial year
for system integration services relating to
information technology?
$
Does your organization have a formal
quality assurance system in operation?
If your organization does have a formal
quality assurance system has the system
been certified by an independent body,
and what is the name of this body?
On-Call Information Technology Services
Port of Long Beach
Appendix IV - Page 4
References Form
Proposers should provide at least four (4) references for similar installations. Please use
one form per reference.
Customer Name:
Address:
Contact Name:
Contact Title:
Telephone Number:
E-Mail:
Date System Installed:
Description of Work:
On-Call Information Technology Services
Port of Long Beach
APPENDIX V - COST PROPOSAL EVALUATION FORMS
This appendix provides the forms that are required for inclusion in the cost proposal, as follows:

Cost Summary Schedule
The prime contract and all sub-consultant (if any) costs should be submitted in the required format.
On-Call Information Technology Services
Port of Long Beach
Cost Summary Schedule
Name of Proposer: ____________
On-Call Information Technology Services
__________________
Port of Long Beach
Notes on the Cost Summary Schedule
Proposers should complete only the unshaded boxes by extracting the initial and annual recurring cost totals from the relevant schedules. In
attached notes, proposers should also specify the dates at which the initial costs are incurred and the dates on which the annual recurring
costs will start, taking account of the acceptance and implementation dates for each of the modules proposed.
Confirmation of Proposal Price
The total proposal price should be reflected in the total three year cost in this schedule. Proposers are asked to confirm that the cost reflected
on this schedule is the total price as proposed. Short-listed proposers will be given the opportunity to refine their cost proposal based on
discussions during the evaluation process.
The total proposal price is $_________________
Signature of Proposer
______________________________
On-Call Information Technology Services
Port of Long Beach
APPENDIX VI
DESCRIPTION OF SERVICES
CATEGORY I.
PROFESSIONAL SERVICES /
PROJECT MANAGEMENT OFFICE
Project Management Level I
Project Management Level II
Project Scheduler
Business Project Specialist
Business Process Specialist
Trainer
Business Analyst
Technical Writer
DESCRIPTION OF QUALIFICATIONS
Creates and executes project work plans. Identifies
resource needs and assigns individual responsibilities.
Manages day-to-day operational aspects of project.
Senior level resource. Experienced with executive level
communication. Creates and executes project work plans.
Identifies resource needs and assigns individual
responsibilities. Manages day-to-day operational aspects of
project.
Creates and maintains detailed project schedules. Supports
project team as needed.
Support the delivery of multiple large projects and lead small
projects to defined outcomes.
Responsible for streamlining and managing "best practice"
processes and procedures
Design and deliver training courses.
Responsible for requirements gathering and business system
analysis. Liaison between business units, technology teams
and support teams.
Writes policies, procedures, manuals, and other
documentation as needed.
Responds to requests for assistance with the IM systems.
Identifies problems, troubleshoots and provides advice to
assist users.
Help Desk Specialist
On-Call Information Technology Services
Port of Long Beach
CATEGORY II.
On-Call Information Technology Services
INFORMATION TECHNOLOGY
STRATEGY
DESCRIPTION OF QUALIFICATIONS
Performs governance and contract reviews for licensing and
IT Governance Specialist
adherence to standards.
Creates technology-focused strategies and
IT Strategy Specialist
creates/documents standards, policies and procedures.
IT security expert, typically a CISSP holder, who defines and
reviews security policies – both process and physical data
systems. Often works above or with hands-on Network
IT Security Specialist
Engineers.
Clerical-level assistant to others. Ranges from the ability to
Management/Administrative Assistant take on independent tasks to needing significant direction.
Organizational Change Management A change agent providing the support and mechanism to
Specialist
implement major changes to IM Operations
The role is to strategically design and implement BI software
and systems, including integration with databases and data
Business Intelligence Specialist
warehouses.
Assists the IM Division in all ITIL Service ManagementIT Infrastructure Library (ITIL)
related activities – Strategy, Design, Transition, Operation
Specialist
and Continual Service Improvement.
Port of Long Beach
CATEGORY III.
SYSTEMS AND NETWORK
SERVICE
Disaster Recovery Planning
Specialist
Disaster Recovery Specialist
Systems Programmer
Systems Administrator
Database Administrator
Communication Engineer
Network Engineer
IT Technician
PBX Specialist
Low Voltage Cable Specialist
On-Call Information Technology Services
DESCRIPTION OF QUALIFICATIONS
Responsible for creating and executing technical and end
user disaster recovery test plans. Will update recovery
documentation as infrastructure evolves.
Responsible for design, implementation, configuration,
monitoring, and maintenance of disaster recover
infrastructure.
Technical expert on computer system software. Experienced
in evaluating, installing, and integrating vendor software as
well as advising system analysts and application
programmers.
Manages, maintains and operates computer server systems.
Responsible for the health of the environment and
responding to service outages and other problems.
This is already defined in Section IV
Expert in internet, telecommunications and network
technologies
Responsible for managing the LAN/WAN infrastructure. This
includes deployment, configuration, maintenance and
monitoring of network equipment.
Experienced in installing, configuration, optimizing, and
upgrading workstation operating systems and components.
Maintain and troubleshoot computer components and
peripherals
Responsible for configuring and maintaining the PBX system.
Must understand PBX functions and interface standards.
Expert in installing and testing Low Voltage cable such as:
CCTV, Fire Alarm, Sound, AV, and Network cables.
Responsible for installing pathway systems and terminate
blocks.
Port of Long Beach
CATEGORY IV.
APPLICATION AND
PROGRAMMING SERVICES
IT Design Specialist
Quality Assurance Specialist
Programmer/Database Programmer
Database Administrator
Web Application Developer
Graphics Designer
On-Call Information Technology Services
DESCRIPTION OF QUALIFICATIONS
Senior level software architect for standalone,
client/server and web-based software applications.
Responsible for creating test plans, inspecting
software, uncovering and documenting software
defects.
Prepares specifications, system designs, software
code, tests, debugs, and documents software
programs
Maintains, administers and deploys software
databases. May also be a junior-level designer and
developer of software databases and related master
files
Designs, creates software, debugs, deploys and
implements internal and external web pages and
applications.
Produces visual designs for use in standalone,
client/server and web-based software applications.
Tasks could range from design a mouse click button
to an entire application.
Port of Long Beach
CATEGORY V.
ENTERPRISE APPLICATION
Human Resources Systems
Specialist
Supply Chain System Specialist
Geographic Information System (GIS)
Specialist
Finance Systems Specialist
Other Enterprise Applications
Specialist
CATEGORY VI.
SPECIALIZED INFORMATION
TECHNOLOGY
Enterprise IT Architect
Police Security Systems Specialist
Auditor
Audio/Visual Technician
IT Facilities Cleaning Services
On-Call Information Technology Services
DESCRIPTION OF QUALIFICATIONS
Experienced in requirements gathering, user
satisfaction, testing and improvement of Human
Resources Systems.
Experienced in requirements gathering, user
satisfaction, testing and improvement of Supply Chain
Systems.
Experienced in requirements gathering, user
satisfaction, testing and improvement of Geographic
Information System Systems.
Experienced in requirements gathering, user
satisfaction, testing and improvement of Finance
Systems.
Experienced in requirements gathering, user
satisfaction, testing and improvement of other
enterprise Systems.
DESCRIPTION OF QUALIFICATIONS
Defines an IT systems architecture to support
business strategy
Experienced in the specific applications used by police
and government security agencies - requirements
gathering, user satisfaction, testing and improvement.
Complete reference check is required.
Plans and conducts audits of data processing systems
and applications to safeguard assets, ensure accuracy
of data, and promote operational efficiency
Operates audio/visual equipment
Computer room cleaning and maintenance.
Port of Long Beach
APPENDIX VII – PROPOSER RESPONSIBILITIES
Task
Documentation:
User / Reference Manuals
Governance:
Network / Project
Project Management:
Budget Tracking
On-Line Collaboration Site
Project Controls
Project Methodologies
Project Plan
Status Reports
Services:
Cost Catalog
Service Catalog
Specialized Services
Support:
Escalation Matrix
Infrastructure Discovery
Support Schedule
Action
Comments
Provide User Manual / Technical Reference Manual for
software or systems modifications, upgrades,
replacements
Technical reference documentation should
include as-build drawings/diagrams as
applicable. User manual should provide
easy to follow script for support staff
Provide outline of Best Practices regarding enterprise and
project specific activities
Provide budget tracking report by Task / Project / Portfolio
Provide online collaboration site for issue and defect
tracking
Provide typical project controls documentation for each
task/project
Identify and catalog Project Management Methodologies
to be used
Provide Project Plan with Deliverables identified as
Milestones
Provide weekly status reports by Task / Project / Portfolio
Identify and report any divergence from
expected budget
Online site should be task specific
List methodologies and applicable
opportunities to implement various methods
Milestones should be in-line with statement
of work
May require weekly team status meetings
Outline resource list with associated Price / hr
Provide detailed menu of service offerings
Provide detailed menu of specialized services
Availability on-line would be useful
Distribute and maintain service catalog
Include relevant industry certifications
Provide issue response escalation list
Work with internal staff to understand current system
configurations
Provide hours of availability
Day, Night, Weekend, & Emergency Service
On-Call Information Technology Services
Port of Long Beach
APPENDIX VIII
Risk Management Insurance Requirements
On-Call Information Technology Services
Port of Long Beach
On-Call Information Technology Services
Port of Long Beach
On-Call Information Technology Services
Port of Long Beach
On-Call Information Technology Services
Port of Long Beach
APPENDIX IX
SBE INSTRUCTIONS
On-Call Information Technology Services
Port of Long Beach
On-Call Information Technology Services
Port of Long Beach
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