The City of New York Financial Information Services Agency ...

The City of New York

Financial Information Services Agency and Office of Payroll Administration

REQUEST FOR PROPOSALS FOR INFORMATION TECHNOLOGY AND OTHER CONSULTANT SERVICES

PIN # 127FY1700001

TABLE OF CONTENTS:

SECTION I. TIMETABLE.................................................................................................................2 SECTION II. SUMMARY OF THE REQUEST FOR PROPOSALS .................................................. 4 SECTION III. SCOPE OF SERVICES...............................................................................................6 SECTION IV. FORMAT AND CONTENT OF THE PROPOSAL. .................................................... 18 SECTION V. PROPOSAL EVALUATION AND CONTRACT AWARD PROCEDURES.................21 SECTION VI. GENERAL INFORMATION FOR PROPOSERS ....................................................... 22 Attachment A : Form of Contract........................................................................................................26 Attachment B : Sample Task Order Request ................................................................................... 115 Attachment C : Sample Task Order ................................................................................................. 117 Attachment D : Current FISA/OPA Consultant Background Check Form ........................................ 120 Attachment E : Current FISA/OPA Consultant non-disclosure form.................................................121 Attachment F : Notice to All Prospective Contractors: Participation by Minority-Owned and

Women-Owned Business Enterprises in City Procurement ........................................................ 122 Attachment G : Schedule B ? M/WBE Participation Requirements for Master Service

Agreements That Will Require Individually Registered Task Orders........................................... 131 Attachment H : Schedule B ? M/WBE Utilization Plan For Independently Registered Task

Orders That are Issued Pursuant to Master Service Agreements (MSA)................................... 133 Attachment I : Doing Business Data Form ....................................................................................... 139 Attachment J : Whistleblower Protection Expansion Act Rider ........................................................ 143 Attachment K : Iran Divestment Act Compliance Rider for New York City Contractors ................... 145 Attachment L : Subcontractor Compliance Notice ........................................................................... 147 Attachment M : Hiring and Employment Rider ................................................................................. 148 Attachment N : Proposal Cover Letter..............................................................................................151 Attachment O : Price Proposal Form................................................................................................152 Attachment P : Acknowledgment of Addenda .................................................................................. 153

AUTHORIZED CONTACT PERSON:

The Authorized Contact Person for all matters concerning this Request for Proposals ("RFP") is:

Name: Title: Telephone #: Email Address:

Rozaliya Gorelik Procurement Analyst 212-742-5940 CPRFP2016@FISA.

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Printed on paper containing 30% post-consumer material.

Financial Information Services Agency and Office of Payroll Administration Request for Proposals for Information Technology and Other Consultant Services PIN # 127FY1700001

SECTION I. TIMETABLE

A. Release Date of this RFP: August 18, 2016

B. Questions; Amendments

Any communications or questions concerning this RFP must be sent by email to the Authorized Contact Person, at CPRFP2016@FISA.; no other FISA, OPA, or City of New York employee or contractor is authorized to respond to inquiries or otherwise discuss this RFP.

FISA/OPA will respond to questions by means of written Addenda to this RFP that will be sent to all organizations that are on record with FISA/OPA as having received a copy of this RFP. FISA/OPA may respond to questions received prior to the Pre-Proposal Conference at the Conference; however only written answers contained in an Addendum will be binding on FISA/OPA. FISA/OPA cannot guarantee timely response to questions received after the Pre-Proposal Conference. All questions must be received no later than August 25, 2016.

Any amendments to this RFP will be made only by means of written Addenda; no other communication will be binding on FISA/OPA.

C. Pre-Proposal Conference:

Date: Time: Location:

August 31, 2016 11:00 A.M. (ET) Financial Information Services Agency 450 West 33rd Street New York, NY 10001

Attendance at the Pre-Proposal Conference is strongly recommended but not mandatory. Any vendor planning to attend the Pre-Proposal Conference should pre-register by email with the Authorized Contact Person identified on the cover page by August 29, 2016. Due to space limitations, attendance will be limited to two (2) representatives per firm. Please provide the names and titles of these attendees to the Authorized Contact Person no later than two (2) business days prior to the date of the Pre-Proposal Conference. (Note: Each attendee must present photo ID in order to enter the building.)

D. Proposal Due Date, Time, and Location:

Date: Time:

September 20, 2016 1:00 P.M. (ET)

FISA/OPA will only accept proposals in physical form (as detailed in Section IV below) submitted by U.S. Mail, by commercial delivery service, or by hand. FISA/OPA will not accept proposals submitted by fax, email, or other form of electronic transmission.

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Financial Information Services Agency and Office of Payroll Administration Request for Proposals for Information Technology and Other Consultant Services PIN # 127FY1700001

Proposals sent by U.S. Mail must be addressed as follows:

Financial Information Services Agency/Office of Payroll Administration Attn: Rozaliya Gorelik Re: Information Technology and Other Consultant Services PIN No. 127FY1700001 450 West 33rd Street, 10th Floor New York, NY 10001

Proposals delivered through a commercial delivery service or by hand must be addressed as follows:

Financial Information Services Agency/Office of Payroll Administration Attn: Rozaliya Gorelik Re: Information Technology and Other Consultant Services PIN No. 127FY1700001 459 West 31st Street, Bay #18 New York, NY 10001

(Firms that have responded to FISA/OPA solicitations in the past should note that these are new delivery addresses.)

Proposals delivered through a commercial delivery service or by hand must be delivered between the hours of 9:00 A.M. and 4:00 P.M. Eastern Time, Monday?Friday except on the Proposal Due Date stated above. On the Proposal Due Date, proposals will not be accepted after 1:00 P.M. Eastern Time unless FISA/OPA notifies all proposers that the Proposal Due Date and/or Time has been extended. Proposals will not be accepted on Saturday, Sunday, or New York City holidays. Proposers are responsible for informing commercial delivery services, if used, of the above delivery requirements, and for allowing sufficient time for building security checks or other potential delays.

It is the responsibility of each proposer to ensure that all of its materials are properly transmitted (including packaging and addressing, as applicable), and otherwise to ensure timely receipt of its response. FISA/OPA will not be responsible for materials that are lost or damaged in transit regardless of the reason.

Proposals received after the Proposal Due Date and Time are late and will not be accepted by FISA/OPA, except as provided under the New York City Procurement Policy Board Rules ("PPB Rules").

FISA/OPA will consider requests made to the Authorized Contact Person to extend the Proposal Due Date and Time stated above. However, unless FISA/OPA issues a written Addendum to the RFP that expressly extends the Proposal Due Date and Time for all proposers, the Proposal Due Date and Time prescribed above will remain in effect.

E. Anticipated Contract Start Date: June 1, 2017.

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Financial Information Services Agency and Office of Payroll Administration Request for Proposals for Information Technology and Other Consultant Services PIN # 127FY1700001

SECTION II. SUMMARY OF THE REQUEST FOR PROPOSALS

A. Purpose of RFP

The City of New York (the "City"), acting by and through its Financial Information Services Agency and its Office or Payroll Administration ("FISA" and "OPA," respectively, and together, "FISA/OPA") is seeking to establish a pool of firms that will compete to provide consultant services as described in this RFP.

FISA is a complex, state-of-the-art information technology service center responsible for the data processing functions and operations of critical City enterprise systems that provide financial, budget and procurement functions to City officers, employees, and agencies. Working closely with owner/client agencies, FISA develops, implements, and maintains both custom-developed and packaged applications, and maintains the requisite technical infrastructure, using in-house project resources and external consultants. FISA also provides a training program and facility, and manages and operates a Citywide call center supporting the services it provides.

OPA is responsible for guiding the continued development and enhancement of the City's Payroll Management System and related sub-systems, distributing employee pay, maintaining payroll bank accounts, coordinating payroll related matters among central and line agencies and between the City and external organizations (such as the Internal Revenue Service), developing and disseminating uniform payroll procedures, and maintaining the integrity and accuracy of the City's payroll.

FISA and OPA together employ almost 600 people. However, specific projects require specialized expertise that is not available in FISA/OPA's workforce. In these cases, FISA/OPA engages external consultants to meet these specific needs.

By means of this RFP, FISA/OPA seeks to create a "Consultant Pool" of vendor firms that will compete to supply qualified and experienced information technology consultants on an as-needed basis in one or more of the following areas of expertise to address FISA/OPA's specialized needs (this RFP refers to these areas as "Classes," which are detailed in Section III.A):

Class A: Custom Systems Development; Customization of Off-the-Shelf Systems; Offthe-Shelf-Products (e.g., tools, etc.)

Class B: Infrastructure Class C: Senior Management Class D: Miscellaneous Class E: IT Security Class F: Security Planning and Assessment

Note: For Class F, the Consultant Pool will supply a specialized practice group (typically including a project lead) that can perform limited, short-term technical tasks in that Class, rather than providing individual consultants.

FISA/OPA anticipates that the Consultant Pool will contain up to 15 vendor firms in each Class.

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Financial Information Services Agency and Office of Payroll Administration Request for Proposals for Information Technology and Other Consultant Services PIN # 127FY1700001

Each vendor firm selected through this RFP (a "Contractor") will be awarded a multiple award task order contract (a "Contract") substantially in the form of Attachment A hereto, to provide services in one or more specified Classes. SUBMISSION OF A PROPOSAL IN RESPONSE TO THIS RFP CONSTITUTES AGREEMENT TO INCLUSION OF TERMS AND CONDITIONS SUBSTANTIALLY IN THE FORM OF THOSE CONTAINED IN ATTACHMENT A IN ANY CONTRACT AWARDED UNDER THIS RFP.

Note: Any firm that wishes to be considered for more than one Class must submit a separate, complete Price Proposal for each Class. (See Section IV.A.3 for Price Proposal details.) FISA/OPA will have the right to determine how many and for which Class(es) any proposer will be awarded a Contract, based on the criteria described in this RFP and the best interests of the City.

B. Work Assignment

After the initial award of Contracts, when FISA/OPA identifies a need for services that it wishes to fill via the Consultant Pool, FISA/OPA will issue a "Task Order Request," as described in more detail in Section III.D.2, to all eligible Contractors with Contracts covering the Class(es) encompassing those services. Each Contractor that receives a Task Order Request must respond in one of the ways described in Section III.D.2. If FISA/OPA selects a Contractor to provide the services, the services and rate (and any other relevant considerations) will be documented in a "Task Order" negotiated and signed by FISA/OPA and the Contractor, as described in more detail in Section III.D.3. Each Task Order will be subject to the Contract's terms and conditions. Hourly rates will be subject to the maximums established in each Contract.

It is anticipated that most Task Order Requests will seek services from Contractors with Contracts in some subset of Classes A-E to supply a skilled individual (a "Consultant") to provide specific services as directed by FISA/OPA, which will typically be charged at an hourly rate. On occasion, a Task Order Request may instead seek services from those Contractors that have Contracts in Class F, to supply a specialized practice group (which will typically be charged on a fixed-price basis).

C. Anticipated Contract Term

It is anticipated that the initial term of each Contract will be three (3) years and one (1) month (i.e., ending on June 30, 2020), with the City having options to renew for an aggregate of up to six (6) additional years. FISA/OPA reserves the right, prior to Contract award, to determine the length of the initial contract term and each option to renew, if any. FISA/OPA's decision on whether to renew any Contractor's Contract will be based in part on FISA/OPA's determination of the Contractor's satisfactory performance.

The City may also terminate any Contract prior to expiration at the City's sole discretion. The City reserves the right to award no contracts at all, if it is deemed to be in the City's best interest.

In appropriate situations, FISA/OPA and a Contractor may agree to extend a Task Order's duration beyond the expiration date of the Contractor's Contract, as described in Section III.D.3.

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