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HomeMy WebLinkAbout2018-04-24 - AGENDA REPORTS - PHYSICAL RECORDS MGMT SYSTEM (2)12 Agenda Item: 12 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: DATE: April 24, 2018 SUBJECT: PHYSICAL RECORDS MANAGEMENT SYSTEM DEPARTMENT: Administrative Services PRESENTER: Joseph Oerum RECOMMENDED ACTION City Council: 1. Award a contract in the amount of $83,555, plus a 10 percent contingency in the amount of $8,356, for a total amount not to exceed $91,911 to Spacesavers Systems Inc. dba Infolinx System Solutions using the U.S. General Services Administration (GSA) contract #GS-35F- 092AA for the purchase of a new physical records management system and one year of technical support and maintenance. 2. Authorize the City Manager or designee to execute all contracts and associated documents, or modify the award in the event issues of impossibility of performance arise, contingent upon the appropriation of funds by the City Council in the annual budget for such fiscal year, and execute all documents subject to City Attorney approval. BACKGROUND In September 1993 the City Council adopted Resolution 93-119 establishing the Records Management Program and adopting the Records Retention Schedule. The City of Santa Clarita (City) maintains a decentralized Records Management Program with records coordinators from each department maintaining official records in support of the Program. Serving as the official official records. Over time, technology and regulatory compliance laws that affect records of the City have changed, and the Records Management program has evolved. The City current physical records management system, OmniRIM, supports legal compliance obligations and manages information assets while reducing costs and liability. It allows more control over records through structured metadata values that assist in identification of records and allow for the retrieval of physical Page 1 Packet Pg. 90 12 records at City Hall and offsite storage. In addition, the physical records management system has the ability to create labels that include barcodes, reference IDs, metadata for the tagging of records prior to being placed in storage, and report generation for final disposition. OmniRIM has been in use since 2005 and has exceeded its useful life as evidenced by the of multiple systems to determine the best solution to replace OmniRIM. Staff considered all of the following criteria to determine the best replacement solution: v ability to migrate the current repository to the new system; features that match and surpass the capabilities of the current system; ease of use; reliability of the system; vendor support; integration with Laserfiche, the City's electronic records repository; and integration with Iron Mountain, the City's off-site storage repository for physical records. Office reviewed five solutions: 1) Infolinx System Solutions (Infolinx) 2) FileTrail 3) Fusion RM 4) OnBase 5) TabTrac After thorough analysis of the reviewed solutions, staff has concluded the solution proposed by Infolinx best meets the desired features and criteria for a new physical records management system. In reaching this decision, staff also spoke with client references that use Infolinx to capabilities current and future requirements. On July 11, 1995, the City Council approved the use of "piggyback" purchasing. This process permits the City to place orders against a competitively awarded, existing public agency contract. The U.S. General Services Administration (GSA) contract #GS-35F-092AA was competitively solicited and awarded on December 05, 2012, through December 04, 2022, allowing the City to take advantage of an existing competitive procurement process to purchase the new physical records management system. Pursuant to Section 211 of the e-Government Act of 2002, Cooperative Purchasing provides authorized state and local government entities access to information technology items offered through GSA's IT Schedule 70 and the corporate contracts for associated special item numbers. Contracts with the COOP PURC icon indicate that authorized state and local government entities may procure from that contract. After extensive research, staff finds the GSA contract through Spacesavers Systems Inc. dba Infolinx System Solutions provides the most competitive pricing and highest quality solution to the City thereby offering the best value. ALTERNATIVE ACTION 1. Do not award contract. 2. Other action as determined by the City Council. Page 2 Packet Pg. 91 12 FISCAL IMPACT Funds for the contract were appropriated during the Fiscal Year 2017-2018 budget process in account 12203-5161.001. ATTACHMENTS Infolinx GS-35F-092AA (available in the City Clerk's Reading File) Page 3 Packet Pg. 92 www.infolinx.com 10800 Connecticut Ave. ©2017 Infolinx Systems Solutions Inc. 1 - 800 - 251 - 8399 Kensington, MD 20895 All Rights Reserved. AUTHORIZED INFORMATION TECHNOLOGY SCHEDULE PRICELIST GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY EQUIPMENT, SOFTWARE AND SERVICES Contractor has been awarded cooperative purchasing and disaster recovery programs for all SINs. SPECIAL ITEM NUMBER 132-33 PERPETUAL SOFTWARE LICENSES FSC CLASS 7030 - INFORMATION TECHNOLOGY SOFTWARE Microcomputers Application Software SPECIAL ITEM NUMBER 132-33 MAINTENANCE OF SOFTWARE AS A PRODUCT SPECIAL ITEM NUMBER 132-34 - MAINTENANCE OF SOFTWARE AS A SERVICE SPECIAL ITEM NUMBER 132-50 - PURCHASE OF TRAINING COURSES FOR GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY EQUIPMENT AND SOFTWARE FPDS Code U012 EDUCATION/TRAINING- INFORMATION TECHNOLOGY/TELECOMMUNICATIONS TRAINING SPECIAL ITEM NUMBER 132-51 - INFORMATION TECHNOLOGY (IT) PROFESSIONAL SERVICES FPDS Code D308 Programming Services FPDS Code D311 IT Data Conversion Services SPECIAL ITEM NUMBER 132-100 - ANCILLARY SUPPLIES AND/OR SERVICES FSC/PSC Class 7010 ADPE SYSTEM CONFIGURATION Ancillary Supplies and/or Services SPACESAVER SYSTEMS, INC. dba INFOLINX SYSTEM SOLUTIONS 10800 CONNECTICUT AVE KENSINGTON, MD 20895 Phone: 301-942-1224 Fax: 301-962-3280 http://www.spacesaverinfolinx.com Contract Number: GS-35F-092AA Period Covered by Contract: December 05, 2012 through December 04, 2022 General Services Administration Federal Acquisition Service Pricelist current through Schedule 70 Solicitation FCIS-JB-980001-B Refresh 45 published: November 27, 2017. Products and ordering information in this Authorized Information Technology Schedule Pricelist are also available on the GSA Advantage! System (http://www.gsaadvantage.gov). Pricelist Revision Date: Dec 08, 2017 (Refresh #45). TABLE OF CONTENTS INFORMATION FOR ORDERING ACTIVITIES APPLICABLE TO ALL SPECIAL ITEM NUMBERS ......................... 3 TERMS AND CONDITIONS APPLICABLE TO PERPETUAL SOFTWARE LICENSES AND MAINTENANCE AS A PRODUCT (SPECIAL ITEM NUMBER 132-33) AND MAINTENANCE AS A SERVICE (SPECIAL ITEM NUMBER 132-34) OF GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY SOFTWARE ............ 9 TERMS AND CONDITIONS APPLICABLE TO PURCHASE OF TRAINING COURSES FOR GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY EQUIPMENT AND SOFTWARE (SPECIAL ITEM NUMBER 132 50) ...................................................................................................................................................... 12 TERMS AND CONDITIONS APPLICABLE TO INFORMATION TECHNOLOGY (IT) PROFESSIONAL SERVICES (SPECIAL ITEM NUMBER 132-51) ................................................................................. 14 TERMS AND CONDITIONS APPLICABLE TO ANCILLARY SUPPLIES AND/OR SERVICES (SPECIAL ITEM NUMBER 132-100) ................................................................................................................................. 18 BLANKET PURCHASE AGREEMENT (BPA) ................................................................................................................... 19 BPA FORMAT GUIDELINES .............................................................................................................................................. 20 CONTRACTOR TEAM ARRANGEMENTS ....................................................................................................................... 21 SPACESAVER SYSTEMS INC. DBA INFOLINX SYSTEM SOLUTIONSAUTHORIZED GSA PRICING ................. 22 INFORMATION FOR ORDERING ACTIVITIES APPLICABLE TO ALL SPECIAL ITEM NUMBERS SPECIAL NOTICE TO AGENCIES: Small Business Participation SBA strongly supports the participation of small business concerns in the Federal Acquisition Service. To enhance Small Business Participation SBA policy allows agencies to include in their procurement base and goals, the dollar value of orders expected to be placed against the Federal Supply Schedules, and to report accomplishments against these goals. For orders exceeding the micropurchase threshold, FAR 8.404 requires agencies to consider the catalogs/pricelists of at least three schedule contractors or consider reasonably available information by using the GSA Advantage! on-line shopping service (www.gsaadvantage.gov). The catalogs/pricelists, GSA Advantage! and the Federal Acquisition Service Home Page (www.gsa.gov/fas) contain information on a broad array of products and services offered by small business concerns. This information should be used as a tool to assist ordering activities in meeting or exceeding established small business goals. It should also be used as a tool to assist in including small, small disadvantaged, and women-owned small businesses among those considered when selecting pricelists for a best value determination. For orders exceeding the micropurchase threshold, customers are to give preference to small business concerns when two or more items at the same delivered price will satisfy their requirement. 1. GEOGRAPHIC SCOPE OF CONTRACT Domestic delivery is delivery within the 48 contiguous states, Alaska, Hawaii, Puerto Rico, Washington, DC, and U.S. Territories. Domestic delivery also includes a port or consolidation point, within the aforementioned areas, for orders received from overseas activities. \[X\] The Geographic Scope of this Contract is domestic delivery only. 2. 10800 Connecticut Avenue Kensington, MD 20895 Contractor must accept the credit card for payments equal to or less than the micro-purchase for oral or written orders under this contract. The Contractor and the ordering agency may agree to use the credit card for dollar amounts over the micro-purchase threshold (See GSAR 552.232-79 Payment by Credit Card). In addition, bank account information for wire transfer payments will be shown on the invoice. The following telephone number can be used by ordering activities to obtain technical and/or ordering assistance: 312-212-0833. 3. LIABILITY FOR INJURY OR DAMAGE The Contractor shall not be liable for any injury to ordering activity personnel or damage to ordering activity property arising from the use of equipment maintained by the Contractor, unless such injury or damage is due to the fault or negligence of the Contractor. 4. STATISTICAL DATA FOR GOVERNMENT ORDERING OFFICE COMPLETION OF STANDARD FORM 279: Block 9: G. Order/Modification Under Federal Schedule Contract Block 16: Data Universal Numbering System (DUNS) Number: 06-677-4803 Block 30: Type of Contractor: B. Other Small Business Block 31: Woman-Owned Small Business - No Block 37: Contractor's Taxpayer Identification Number (TIN): 23-1923893 Block 40: Veteran Owned Small Business (VOSB): No a. CAGE Code: 5U765 b. Contractor has registered with the System for Award Management (SAM.gov). Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 3 301-942-1224 Refresh #45 11/27/2017 5. FOB DESTINATION 6. DELIVERY SCHEDULE a. TIME OF DELIVERY: The Contractor shall deliver to destination within the number of calendar days after receipt of order (ARO), as set forth below: SPECIAL ITEM NUMBER DELIVERY TIME (Days ARO) 132-33 30 Days ARO 132-34 As negotiated 132-50 As negotiated 132-51 As negotiated 132-100 As negotiated b. URGENT REQUIREMENTS When the Federal Supply Schedule contract delivery period does not meet the bona fide urgent delivery requirements of an ordering activity, ordering activities are encouraged, if time permits, to contact the Contractor for the purpose of obtaining accelerated delivery. The Contractor shall reply to the inquiry within 3 workdays after receipt. (Telephonic replies shall be confirmed by the Contractor in writing.) If the Contractor offers an accelerated delivery time acceptable to the ordering activity, any order(s) placed pursuant to the agreed upon accelerated delivery time frame shall be delivered within this shorter delivery time and in accordance with all other terms and conditions of the contract. 7. DISCOUNTS Prices shown are NET Prices; Basic Discounts have been deducted. a. Prompt Payment: None Net 30 days from receipt of invoice or date of acceptance, whichever is later. b. Quantity: Quantity discounts are offered for Software and optional accessories under SIN 132-33. Please refer to the pricing spreadsheet for details. c. Dollar Volume: None d. Other Special Discounts (i.e. Government Education Discounts, etc.): None 8. TRADE AGREEMENTS ACT OF 1979, as amended All items are U.S. made end products, designated country end products, Caribbean Basin country end products, Canadian end products, or Mexican end products as defined in the Trade Agreements Act of 1979, as amended. 9. STATEMENT CONCERNING AVAILABILITY OF EXPORT PACKING 10. SMALL REQUIREMENTS The minimum dollar of orders to be issued is $100 11. MAXIMUM ORDER (All dollar amounts are exclusive of any discount for prompt payment.) a. The Maximum Order for the following Special Item Numbers (SINs) is $500,000: Special Item Number 132-33 - Perpetual Software License Special Item Number 132-34 - Maintenance of Software as a Service Special Item Number 132-51 - Information Technology Professional Services b. The Maximum Order for the following Special Item Numbers (SINs) is $25,000: Special Item Number 132-50 - Training Courses c. The Maximum Order for the following Special Item Numbers (SINs) is $150,000: Special Item Number 132-100 - Ancillary Supplies and/or Services 12. ORDERING PROCEDURES FOR FEDERAL SUPPLY SCHEDULE CONTRACTS Ordering activities shall use the ordering procedures of Federal Acquisition Regulation (FAR) 8.405 when placing an order or establishing a BPA for supplies or services. These procedures apply to all schedules. a. FAR 8.405-1 Ordering procedures for supplies, and services not requiring a statement of work. b. FAR 8.405-2 Ordering procedures for services requiring a statement of work. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 4 301-942-1224 Refresh #45 11/27/2017 13. FEDERAL INFORMATION TECHNOLOGY/TELECOMMUNICATION STANDARDS REQUIREMENTS Ordering activities acquiring products from this Schedule must comply with the provisions of the Federal Standards Program, as appropriate (reference: NIST Federal Standards Index). Inquiries to determine whether or not specific products listed herein comply with Federal Information Processing Standards (FIPS) or Federal Telecommunication Standards (FED-STDS), which are cited by ordering activities, shall be responded to promptly by the Contractor. 13.1 FEDERAL INFORMATION PROCESSING STANDARDS PUBLICATIONS (FIPS PUBS) Information Technology products under this Schedule that do not conform to Federal Information Processing Standards (FIPS) should not be acquired unless a waiver has been granted in accordance with the applicable "FIPS Publication." Federal Information Processing Standards Publications (FIPS PUBS) are issued by the U.S. Department of Commerce, National Institute of Standards and Technology (NIST), pursuant to National Security Act. Information concerning their availability and applicability should be obtained from the National Technical Information Service (NTIS), 5285 Port Royal Road, Springfield, Virginia 22161. FIPS PUBS include voluntary standards when these are adopted for Federal use. Individual orders for FIPS PUBS should be referred to the NTIS Sales Office, and orders for subscription service should be referred to the NTIS Subscription Officer, both at the above address, or telephone number (703) 487-4650. 13.2 FEDERAL TELECOMMUNICATION STANDARDS (FED-STDS) Telecommunication products under this Schedule that do not conform to Federal Telecommunication Standards (FED-STDS) should not be acquired unless a waiver has been granted in accordance with the applicable "FED-STD." Federal Telecommunication Standards are issued by the U.S. Department of Commerce, National Institute of Standards and Technology (NIST), pursuant to National Security Act. Ordering information and information concerning the availability of FED-STDS should be obtained from the Washington, DC 20407, telephone number (202)619-8925. Please include a self-addressed mailing label when requesting information by mail. Information concerning their applicability can be obtained by writing or calling the U.S. Department of Commerce, National Institute of Standards and Technology, Gaithersburg, MD 20899, telephone number (301)975-2833. 14. CONTRACTOR TASKS / SPECIAL REQUIREMENTS (C-FSS-370) (NOV 2003) a. Security Clearances: The Contractor may be required to obtain/possess varying levels of security clearances in the performance of orders issued under this contract. All costs associated with obtaining/possessing such security clearances should be factored into the price offered under the Multiple Award Schedule. b. Travel: The Contractor may be required to travel in performance of orders issued under this contract. Allowable travel and per diem charges are governed by Pub .L. 99-234 and FAR Part 31, and are reimbursable by the ordering agency or can be priced as a fixed price item on orders placed under the Multiple Award Schedule. Travel in performance of a task order will only be reimbursable to the extent authorized by the ordering agency. The Industrial Funding Fee does NOT apply to travel and per diem charges. c. Certifications, Licenses and Accreditations: As a commercial practice, the Contractor may be required to obtain/possess any variety of certifications, licenses and accreditations for specific FSC/service code classifications offered. All costs associated with obtaining/ possessing such certifications, licenses and accreditations should be factored into the price offered under the Multiple Award Schedule program. d. Insurance: As a commercial practice, the Contractor may be required to obtain/possess insurance coverage for specific FSC/service code classifications offered. All costs associated with obtaining/possessing such insurance should be factored into the price offered under the Multiple Award Schedule program. e. Personnel: The Contractor may be required to provide key personnel, resumes or skill category descriptions in the performance of orders issued under this contract. Ordering activities may require agency approval of additions or replacements to key personnel. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 5 301-942-1224 Refresh #45 11/27/2017 f. Organizational Conflicts of Interest: Where there may be an organizational conflict of interest as accordance with FAR Part 9.5. g. Documentation/Standards: The Contractor may be requested to provide products or services in accordance with rules, regulations, OMB orders, standards and documentation as specified by the h. Data/Deliverable Requirements: Any required data/deliverables at the ordering level will be as specified or negotiated in t i. Government-overnment may provide property, equipment, materials or resources as necessary. j. ated for a specific fiscal year. Funds may not be presently available for any orders placed under the contract or any the availability of appropriated funds from which payment for ordering purposes can be made. No legal liability on the part of the Government for any payment may arise until funds are available to the ordering Contracting Officer. k. Overtime: For professional services, the labor rates in the Schedule should not vary by virtue of the Contractor having worked overtime. For services applicable to the Service Contract Act (as identified in the Schedule), the labor rates in the Schedule will vary as governed by labor laws (usually assessed a time and a half of the labor rate). 15. CONTRACT ADMINISTRATION FOR ORDERING ACTIVITIES Any ordering activity, with respect to any one or more delivery orders placed by it under this contract, may exercise the same rights of termination as might the GSA Contracting Officer under provisions of FAR 52.212-Termination for Cause (See 52.212-4) 16. GSA ADVANTAGE! GSA Advantage! is an on-line, interactive electronic information and ordering system that provides on-line access to vendors' schedule prices with ordering information. GSA Advantage! will allow the user to perform various searches across all contracts including, but not limited to: (1) Manufacturer; (2) Manufacturer's Part Number; and (3) Product categories. Agencies can browse GSA Advantage! by accessing the Internet World Wide Web utilizing a browser (ex.: NetScape). The Internet address is http://www.gsaadvantage.gov 17. PURCHASE OF OPEN MARKET ITEMS NOTE: Open Market Items are also known as incidental items, noncontract items, non-Schedule items, and items not on a Federal Supply Schedule contract. Ordering Activities procuring open market items must follow FAR 8.402(f). For administrative convenience, an ordering activity contracting officer may add items not on the Federal Supply Multiple Award Schedule (MAS) -- referred to as open market items -- to a Federal Supply Schedule blanket purchase agreement (BPA) or an individual task or delivery order, only if- (1) All applicable acquisition regulations pertaining to the purchase of the items not on the Federal Supply Schedule have been followed (e.g., publicizing (Part 5), competition requirements (Part 6), acquisition of commercial items (Part 12), contracting methods (Parts 13, 14, and 15), and small business programs (Part 19)); (2) The ordering activity contracting officer has determined the price for the items not on the Federal Supply Schedule is fair and reasonable; (3) The items are clearly labeled on the order as items not on the Federal Supply Schedule; and (4) All clauses applicable to items not on the Federal Supply Schedule are included in the order. 18. CONTRACTOR COMMITMENTS, WARRANTIES AND REPRESENTATIONS Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 6 301-942-1224 Refresh #45 11/27/2017 a. For the purpose of this contract, commitments, warranties and representations include, in addition to those agreed to for the entire schedule contract: (1) Time of delivery/installation quotations for individual orders; (2) Technical representations and/or warranties of products concerning performance, total system performance and/or configuration, physical, design and/or functional characteristics and capabilities of a product/equipment/ service/software package submitted in response to requirements which result in orders under this schedule contract. (3) Any representations and/or warranties concerning the products made in any literature, description, drawings and/or specifications furnished by the Contractor. b. The above is not intended to encompass items not currently covered by the GSA Schedule contract. c. The maintenance/repair service provided is the standard commercial terms and conditions for the type of products and/or services awarded. 19. OVERSEAS ACTIVITIES The terms and conditions of this contract shall apply to all orders for installation, maintenance and repair of equipment in areas listed in the pricelist outside the 48 contiguous states and the District of Columbia, except as indicated below: None Upon request of the Contractor, the ordering activity may provide the Contractor with logistics support, as available, in accordance with all applicable ordering activity regulations. Such ordering activity support will be provided on a reimbursable basis, and will only be provided to the Contractor's technical personnel whose services are exclusively required for the fulfillment of the terms and conditions of this contract. 20. BLANKET PURCHASE AGREEMENTS (BPAs) The use of BPAs under any schedule contract to fill repetitive needs for supplies or services is allowable. BPAs may be established with one or more schedule contractors. The number of BPAs to be established is within the discretion of the ordering activity establishing the BPA and should be based on a strategy that is expected to maximize the effectiveness of the BPA(s). Ordering activities shall follow FAR 8.405-3 when creating and implementing BPA(s). 21. CONTRACTOR TEAM ARRANGEMENTS Contractors participating in contractor team arrangements must abide by all terms and conditions of their respective contracts. This includes compliance with Clauses 552.238-74, Industrial Funding Fee and Sales Reporting, i.e., each contractor (team member) must report sales and remit the IFF for all products and services provided under its individual contract. 22. INSTALLATION, DEINSTALLATION, REINSTALLATION The Davis-Bacon Act (40 U.S.C. 276a-276a-7) provides that contracts in excess of $2,000 to which the United States or the District of Columbia is a party for construction, alteration, or repair (including painting and decorating) of public buildings or public works with the United States, shall contain a clause that no laborer or mechanic employed directly upon the site of the work shall received less than the prevailing wage rates as determined by the Secretary of Labor. The requirements of the Davis-Bacon Act do not apply if the construction work is incidental to the furnishing of supplies, equipment, or services. For example, the requirements do not apply to simple installation or alteration of a public building or public work that is incidental to furnishing supplies or equipment under a supply contract. However, if the construction, alteration or repair is segregable and exceeds $2,000, then the requirements of the Davis-Bacon Act applies. The ordering activity issuing the task order against this contract will be responsible for proper administration and enforcement of the Federal labor standards covered by the Davis-Bacon Act. The proper Davis-Bacon wage determination will be issued by the ordering activity at the time a request for quotations is made for applicable construction classified installation, deinstallation, and reinstallation services under SIN 132-8 or 132-9. 23. SECTION 508 COMPLIANCE I certify that in accordance with 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), FAR 39.2, and the Architectural and Transportation Barriers Compliance Board Electronic and Information Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 7 301-942-1224 Refresh #45 11/27/2017 Technology (EIT) Accessibility Standards (36 CFR 1194) General Services Administration (GSA), that all IT hardware/software/services are 508 compliant: No Section 508 compliance information on the supplies and services in this contract are available at the following website address (URL): www.spacesaverinfolinx.com The EIT standard can be found at: www.Section508.gov/. 24. PRIME CONTRACTOR ORDERING FROM FEDERAL SUPPLY SCHEDULES. Prime Contractors (on cost reimbursement contracts) placing orders under Federal Supply Schedules, on behalf of an ordering activity, shall follow the terms of the applicable schedule and authorization and include with each order a. A copy of the authorization from the ordering activity with whom the contractor has the prime contract (unless a copy was previously furnished to the Federal Supply Schedule contractor); and b. The following statement: This order is placed under written authorization from _______ dated _______. In the event of any inconsistency between the terms and conditions of this order and those of your Federal Supply Schedule contract, the latter will govern. 25. INSURANCEWORK ON A GOVERNMENT INSTALLATION (JAN 1997)(FAR 52.228-5) a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance required in the Schedule or elsewhere in the contract. b. Before commencing work under this contract, the Contractor shall notify the Contracting Officer in writing that the required insurance has been obtained. The policies evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the Government's interest shall not be effective (1) For such period as the laws of the State in which this contract is to be performed prescribe; or (2) Until 30 days after the insurer or the Contractor gives written notice to the Contracting Officer, whichever period is longer. c. The Contractor shall insert the substance of this clause, including this paragraph (c), in subcontracts under this contract that require work on a Government installation and shall require subcontractors to provide and maintain the insurance required in the Schedule or elsewhere in the contract. The Contractor shall maintain a copy of all subcontractors' proofs of required insurance, and shall make copies available to the Contracting Officer upon request. 26. SOFTWARE INTEROPERABILITY Offerors are encouraged to identify within their software items any component interfaces that support open in a Government agency-sponsored program or in an independent organization program. Interfaces may be identified by reference to an interface registered in the component registry located at http://www.core.gov. 27. ADVANCE PAYMENTS A payment under this contract to provide a service or deliver an article for the United States Government may not be more than the value of the service already provided or the article already delivered. Advance or pre-payment is not authorized or allowed under this contract. (31 U.S.C. 3324) Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 8 301-942-1224 Refresh #45 11/27/2017 TERMS AND CONDITIONS APPLICABLE TO PERPETUAL SOFTWARE LICENSES (SPECIAL ITEM NUMBER 132-33) AND MAINTENANCE AS A SERVICE (SPECIAL ITEM NUMBER 132-34) OF GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY SOFTWARE 1. INSPECTION/ACCEPTANCE The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The ordering activity reserves the right to inspect or test any software that has been tendered for acceptance. The ordering activity may require repair or replacement of nonconforming software at no increase in contract price. The ordering activity must exercise its post-acceptance rights (1) within a reasonable time after the defect was discovered or should have been discovered; and (2) before any substantial change occurs in the condition of the software, unless the change is due to the defect in the software. 2. ENTERPRISE USER LICENSE AGREEMENTS REQUIREMENTS (EULA) The Contractor shall provide all Enterprise User License Agreements in an editable Microsoft Office (Word) format. 3. GUARANTEE/WARRANTY a. this contract. b. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this contract. If no implied warranties are given, an express warranty of at least 60 days must be given in accordance with FAR 12.404(b)(2) c. Limitation of Liability. Except as otherwise provided by an express or implied warranty, the Contractor will not be liable to the ordering activity for consequential damages resulting from any defect or deficiencies in accepted items. 4. TECHNICAL SERVICES The Contractor, without additional charge to the ordering activity, shall provide a hot line technical support number 1-800-251-8399 for the purpose of providing user assistance and guidance in the implementation of the software. The technical support number is available from 8:30am to 5:00pm EST. 5. SOFTWARE MAINTENANCE a. Software maintenance as it is defined: (select software maintenance type) : XX 1. Software Maintenance as a Product (SIN 132-33) Software maintenance as a product includes the publishing of bug/defect fixes via patches and updates/upgrades in function and technology to maintain the operability and usability of the software product. It may also include other no charge support that are included in the purchase price of the product in the commercial marketplace. No charge support includes items such as user blogs, discussion forums, on-line help libraries and FAQs (Frequently Asked Questions), hosted chat rooms, and limited telephone, email and/or web-based general technical suppor diagnostics. Software maintenance as a product does NOT include the creation, design, implementation, integration, etc. of a software package. These examples are considered software maintenance as a service. Software Maintenance as a product is billed at the time of purchase. XX 2. Software Maintenance as a Service (SIN 132-34) Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 9 301-942-1224 Refresh #45 11/27/2017 Software maintenance as a service creates, designs, implements, and/or integrates customized changes to software that solve one or more problems and is not included with the price of the software. Software maintenance as a service includes person-to-person communications regardless of the medium used to communicate: telephone support, on-line technical support, customized support, and/or technical expertise which are charged commercially. Software maintenance as a service is billed arrears in accordance with 31 U.S.C. 3324. Software maintenance as a service is billed in arrears in accordance with 31 U.S.C. 3324. b. Invoices for maintenance service shall be submitted by the Contractor on a quarterly or monthly basis, after the completion of such period. Maintenance charges must be paid in arrears (31 U.S.C. 3324). PROMPT PAYMENT DISCOUNT, IF APPLICABLE, SHALL BE SHOWN ON THE INVOICE. 6. PERIODS OF TERM LICENSES (SIN 132-32) AND MAINTENANCE (SIN 132-34) a. The Contractor shall honor orders for periods for the duration of the contract period or a lessor period of time. b. Term licenses and/or maintenance may be discontinued by the ordering activity on thirty (30) written notice to the Contractor. c. Annual Funding. When annually appropriated funds are cited on an order for maintenance, the period of the maintenance shall automatically expire on September 30 of the contract period, or at the end of the contract period, whichever occurs first. Renewal of the maintenance orders citing the new appropriation shall be required, if the maintenance is to be continued during any remainder of the contract period. d. Cross- authority provides for funds in excess of a 12 month (fiscal year) period, the ordering activity may place an order under this schedule contract for a period up to the expiration of the contract period, notwithstanding the intervening fiscal years. e. Ordering activities should notify the Contractor in writing thirty (30) calendar days prior to the expiration of an order, if the maintenance is to be terminated at that time. Orders for the continuation of maintenance will be required if the maintenance is to be continued during the subsequent period. 7. CONVERSION FROM TERM LICENSE TO PERPETUAL LICENSE a. The ordering activity may convert term licenses to perpetual licenses for any or all software at any time following acceptance of software. At the request of the ordering activity the Contractor shall furnish, within ten (l0) calendar days, for each software product that is contemplated for conversion, the total amount of conversion credits which have accrued while the software was on a term license and the date of the last update or enhancement. b. Conversion credits which are provided shall, within the limits specified, continue to accrue from one contract period to the next, provided the software remains on a term license within the ordering activity. c. The term license for each software product shall be discontinued on the day immediately preceding the effective date of conversion from a term license to a perpetual license. d. The price the ordering activity shall pay will be the perpetual license price that prevailed at the time such software was initially ordered under a term license, or the perpetual license price prevailing at the time of conversion from a term license to a perpetual license, whichever is the less, minus an amount equal to% of all term license payments during the period that the software was under a term license within the ordering activity. 8. TERM LICENSE CESSATION a. After a software product has been on a continuous term license for a period of 84 months, a fully paid-up, non-exclusive, perpetual license for the software product shall automatically accrue to the ordering activity. The period of continuous term license for automatic accrual of a fully paid-up Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 10 301-942-1224 Refresh #45 11/27/2017 perpetual license does not have to be achieved during a particular fiscal year; it is a written Contractor commitment which continues to be available for software that is initially ordered under this contract, until a fully paid-up perpetual license accrues to the ordering activity. However, should the term license of the software be discontinued before the specified period of the continuous term license has been satisfied, the perpetual license accrual shall be forfeited. b. The Contractor agrees to provide updates and maintenance service for the software after a perpetual license has accrued, at the prices and terms of Special Item Number l32-34, if the licensee elects to order such services. Title to the software shall remain with the Contractor. 9. UTILIZATION LIMITATIONS - (SIN 132-33 AND SIN 132-34) a. Software acquisition is limited to commercial computer software defined in FAR Part 2.101. b. When acquired by the ordering activity, commercial computer software and related documentation so legend shall be subject to the following: (1) Title to and ownership of the software and documentation shall remain with the Contractor, unless otherwise specified. (2) Software licenses are by site and by ordering activity. An ordering activity is defined as a cabinet level or independent ordering activity. The software may be used by any subdivision of the ordering activity (service, bureau, division, command, etc.) that has access to the site the software is placed at, even if the subdivision did not participate in the acquisition of the software. Further, the software may be used on a sharing basis where multiple agencies have joint projects that can be satisfied by the use of the software placed at one ordering activity's site. This would allow other agencies access to one ordering activity's database. For ordering activity public domain databases, user agencies and third parties may use the computer program to enter, retrieve, analyze and present data. The user ordering activity will take appropriate action by instruction, agreement, or otherwise, to protect the Contractor's proprietary property with any third parties that are permitted access to the computer programs and documentation in connection with the user ordering activity's permitted use of the computer programs and documentation. For purposes of this section, all such permitted third parties shall be deemed agents of the user ordering activity. (3) Except as is provided in paragraph 8.b(2) above, the ordering activity shall not provide or otherwise make available the software or documentation, or any portion thereof, in any form, to any third party without the prior written approval of the Contractor. Third parties do not include prime Contractors, subcontractors and agents of the ordering activity who have the ordering activity's permission to use the licensed software and documentation at the facility, and who have agreed to use the licensed software and documentation only in accordance with these restrictions. This provision does not limit the right of the ordering activity to use software, documentation, or information therein, which the ordering activity may already have or obtains without restrictions. (4) The ordering activity shall have the right to use the computer software and documentation with the computer for which it is acquired at any other facility to which that computer may be transferred, or in cases of Disaster Recovery, the ordering activity has the right to transfer the software to another site if the ordering activity site for which it is acquired is deemed to be unsafe for ordering activity personnel; to use the computer software and documentation with a backup computer when the primary computer is inoperative; to copy computer programs for safekeeping (archives) or backup purposes; to transfer a copy of the software to another site for purposes of benchmarking new hardware and/or software; and to modify the software and documentation or combine it with other software, provided that the unmodified portions shall remain subject to these restrictions. (5) "Commercial Computer Software" may be marked with the Contractor's standard commercial restricted rights legend, but the schedule contract and schedule pricelist, including this clause, "Utilization Limitations" are the only governing terms and conditions, and shall take precedence and supersede any different or additional terms and conditions included in the standard commercial legend. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 11 301-942-1224 Refresh #45 11/27/2017 10. SOFTWARE CONVERSIONS - (SIN 132-33) Full monetary credit will be allowed to the ordering activity when conversion from one version of the software to another is made as the result of a change in operating system , or from one computer system to another. Under a perpetual license (132-33), the purchase price of the new software shall be reduced by the amount that was paid to purchase the earlier version. Under a term license (132-32), conversion credits which accrued while the earlier version was under a term license shall carry forward and remain available as conversion credits which may be applied towards the perpetual license price of the new version. 11. DESCRIPTIONS AND EQUIPMENT COMPATIBILITY The Contractor shall include, in the schedule pricelist, a complete description of each software product and a list of equipment on which the software can be used. Also, included shall be a brief, introductory explanation of the modules and documentation which are offered. 12. RIGHT-TO-COPY PRICING The Contractor does not offer right-to-copy licenses. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 12 301-942-1224 Refresh #45 11/27/2017 TERMS AND CONDITIONS APPLICABLE TO PURCHASE OF TRAINING COURSES FOR GENERAL PURPOSE COMMERCIAL INFORMATION TECHNOLOGY EQUIPMENT AND SOFTWARE (SPECIAL ITEM NUMBER 132-50) 1. SCOPE a. The Contractor shall provide training courses normally available to commercial customers, which will permit ordering activity users to make full, efficient use of general purpose commercial IT products. Training is restricted to training courses for those products within the scope of this solicitation. b. The Contractor shall provide training at the Contractor's facility and/or at the ordering activity's location, as agreed to by the Contractor and the ordering activity. 2. ORDER Written orders, EDI orders (GSA Advantage! and FACNET), credit card orders, and orders placed under blanket purchase agreements (BPAs) shall be the basis for the purchase of training courses in accordance with the terms of this contract. Orders shall include the student's name, course title, course date and time, and contracted dollar amount of the course. 3. TIME OF DELIVERY The Contractor shall conduct training on the date (time, day, month, and year) agreed to by the Contractor and the ordering activity. 4. CANCELLATION AND RESCHEDULING a. The ordering activity will notify the Contractor at least seventy-two (72) hours before the scheduled training date, if a student will be unable to attend. The Contractor will then permit the ordering activity to either cancel the order or reschedule the training at no additional charge. In the event the training class is rescheduled, the ordering activity will modify its original training order to specify the time and date of the rescheduled training class. b. In the event the ordering activity fails to cancel or reschedule a training course within the time frame specified in paragraph a, above, the ordering activity will be liable for the contracted dollar amount of the training course. The Contractor agrees to permit the ordering activity to reschedule a student who fails to attend a training class within ninety (90) days from the original course date, at no additional charge. c. The ordering activity reserves the right to substitute one student for another up to the first day of class. d. In the event the Contractor is unable to conduct training on the date agreed to by the Contractor and the ordering activity, the Contractor must notify the ordering activity at least seventy-two (72) hours before the scheduled training date. 5. FOLLOW-UP SUPPORT The Contractor agrees to provide each student with unlimited telephone support or online support for a period of one (1) year from the completion of the training course. During this period, the student may contact the Contractor's instructors for refresher assistance and answers to related course curriculum questions. 6. PRICE FOR TRAINING The price that the ordering activity will be charged will be the ordering activity training price in effect at the time of order placement, or the ordering activity price in effect at the time the training course is conducted, whichever is less. 7. INVOICES AND PAYMENT Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 13 301-942-1224 Refresh #45 11/27/2017 Invoices for training shall be submitted by the Contractor after ordering activity completion of the training course. Charges for training must be paid in arrears (31 U.S.C. 3324). PROMPT PAYMENT DISCOUNT, IF APPLICABLE, SHALL BE SHOWN ON THE INVOICE. 8. FORMAT AND CONTENT OF TRAINING a. The Contractor shall provide written materials (i.e., manuals, handbooks, texts, etc.) normally provided with course offerings. Such documentation will become the property of the student upon completion of the training class. b. **If applicable** For hands-on training courses, there must be a one-to-one assignment of IT equipment to students. c. The Contractor shall provide each student with a Certificate of Training at the completion of each training course. d. The Contractor shall provide the following information for each training course offered: (1) The course title and a brief description of the course content, to include the course format (e.g., lecture, discussion, hands-on training); WEB (2) The length of the course: As negotiated with the Ordering Activity (3) Mandatory and desirable prerequisites for student enrollment: None required (4) The minimum and maximum number of students per class: Ordering Activity may include an unlimited number of participants (5) The locations where the course is offered: Ordering Activity Site (6) Class schedules: As negotiated with the Ordering Activity (7) Price: $1,435.77/DAY e. For those co including mileage and daily living expenses (e.g., per diem charges) are governed by Pub. L. 99-234 and FAR Part 31.205-46, and are reimbursable by the ordering activity on orders placed under the Multiple Award Schedule, as applicable, in effect on the date(s) the travel is performed. Contractors cannot use GSA city pair contracts. The Industrial Funding Fee does NOT apply to travel and per diem charges. f. For Online Training Courses, a copy of all training material must be available for electronic download by the students. 9. None Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 14 301-942-1224 Refresh #45 11/27/2017 TERMS AND CONDITIONS APPLICABLE TO INFORMATION TECHNOLOGY (IT) PROFESSIONAL SERVICES (SPECIAL ITEM NUMBER 132-51) 1. SCOPE a. The prices, terms and conditions stated under Special Item Number 132-51 Information Technology Professional Services apply exclusively to IT Professional Services within the scope of this Information Technology Schedule. b. The Con as agreed to by the Contractor and the ordering activity. 2. PERFORMANCE INCENTIVES I-FSS-60 Performance Incentives (April 2000) a. Performance incentives may be agreed upon between the Contractor and the ordering activity on individual fixed price orders or Blanket Purchase Agreements under this contract. b. The ordering activity must establish a maximum performance incentive price for these services and/or total solutions on individual orders or Blanket Purchase Agreements. c. Incentives should be designed to relate results achieved by the contractor to specified targets. To the maximum extent practicable, ordering activities shall consider establishing incentives where contractor. Incentives shall be based on objectively measurable tasks. 3. ORDER a. Agencies may use written orders, EDI orders, blanket purchase agreements, individual purchase orders, or task orders for ordering services under this contract. Blanket Purchase Agreements shall not extend beyond the end of the contract period; all services and delivery shall be made and the contract terms and conditions shall continue in effect until the completion of the order. Orders for tasks which extend beyond the fiscal year for which funds are available shall include FAR 52.232-19 (Deviation May 2003) Availability of Funds for the Next Fiscal Year. The purchase order shall specify the availability of funds and the period for which funds are available. b. All task orders are subject to the terms and conditions of the contract. In the event of conflict between a task order and the contract, the contract will take precedence. 4. PERFORMANCE OF SERVICES a. The Contractor shall commence performance of services on the date agreed to by the Contractor and the ordering activity. b. The Contractor agrees to render services only during normal working hours, unless otherwise agreed to by the Contractor and the ordering activity. c. The ordering activity should include the criteria for satisfactory completion for each task in the Statement of Work or Delivery Order. Services shall be completed in a good and workmanlike manner. d. Any Contractor travel required in the performance of IT Services must comply with the Federal Travel Regulation or Joint Travel Regulations, as applicable, in effect on the date(s) the travel is performed. Established Federal Government per diem rates will apply to all Contractor travel. Contractors cannot use GSA city pair contracts. 5. STOP-WORK ORDER (FAR 52.242-15) (AUG 1989) a. The Contracting Officer may, at any time, by written order to the Contractor, require the Contractor to stop all, or any part, of the work called for by this contract for a period of 90 days after the order is delivered to the Contractor, and for any further period to which the parties may agree. The order shall be specifically identified as a stop-work order issued under this clause. Upon receipt of the order, the Contractor shall immediately comply with its terms and take all reasonable steps to minimize the incurrence of costs allocable to the work covered by the order during the period of work stoppage. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 15 301-942-1224 Refresh #45 11/27/2017 Within a period of 90 days after a stop-work is delivered to the Contractor, or within any extension of that period to which the parties shall have agreed, the Contracting Officer shall either- (1) Cancel the stop-work order; or (2) Terminate the work covered by the order as provided in the Default, or the Termination for Convenience of the Government, clause of this contract. b. If a stop-work order issued under this clause is canceled or the period of the order or any extension thereof expires, the Contractor shall resume work. The Contracting Officer shall make an equitable adjustment in the delivery schedule or contract price, or both, and the contract shall be modified, in writing, accordingly, if- (1) The stop-work order results in an increase in the time required for, or in the Contractor's cost properly allocable to, the performance of any part of this contract; and (2) The Contractor asserts its right to the adjustment within 30 days after the end of the period of work stoppage; provided, that, if the Contracting Officer decides the facts justify the action, the Contracting Officer may receive and act upon the claim submitted at any time before final payment under this contract. c. If a stop-work order is not canceled and the work covered by the order is terminated for the convenience of the Government, the Contracting Officer shall allow reasonable costs resulting from the stop-work order in arriving at the termination settlement. d. If a stop-work order is not canceled and the work covered by the order is terminated for default, the Contracting Officer shall allow, by equitable adjustment or otherwise, reasonable costs resulting from the stop-work order. 6. INSPECTION OF SERVICES In accordance with FAR 52.212-4 CONTRACT TERMS AND CONDITIONS--COMMERCIAL ITEMS (MAR 2009) (DEVIATION I - FEB 2007) for Firm-Fixed Price orders and FAR 52.212-4 CONTRACT TERMS AND CONDITIONS COMMERCIAL ITEMS (MAR 2009) (ALTERNATE I OCT 2008) (DEVIATION I FEB 2007) applies to Time-and-Materials and Labor-Hour Contracts orders placed under this contract. 7. RESPONSIBILITIES OF THE CONTRACTOR The Contractor shall comply with all laws, ordinances, and regulations (Federal, State, City, or otherwise) covering work of this character. If the end product of a task order is software, then FAR 52.227-14 (Dec 2007) Rights in Data General, may apply. 8. RESPONSIBILITIES OF THE ORDERING ACTIVITY Subject to security regulations, the ordering activity shall permit Contractor access to all facilities necessary to perform the requisite IT Professional Services. 9. INDEPENDENT CONTRACTOR All IT Professional Services performed by the Contractor under the terms of this contract shall be as an independent Contractor, and not as an agent or employee of the ordering activity. 10. ORGANIZATIONAL CONFLICTS OF INTEREST a. Definitions. corporation that is a party to this contract. executives, directors, officers, subsidiaries, affiliates, subcontractors at any tier, and consultants and any joint venture involving the Contractor, any entity into or with which the Contractor subsequently merges or affiliates, or any other successor or assignee of the Contractor. proposed ordering activity contract, without some restriction on ordering activities by the Contractor and its affiliates, may either (i) result in an unfair competitive advantage to the Contractor or its Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 16 301-942-1224 Refresh #45 11/27/2017 b. To avoid an organizational or financial conflict of interest and to avoid prejudicing the best interests of the ordering activity, ordering activities may place restrictions on the Contractors, its affiliates, chief executives, directors, subsidiaries and subcontractors at any tier when placing orders against schedule contracts. Such restrictions shall be consistent with FAR 9.505 and shall be designed to avoid, neutralize, or mitigate organizational conflicts of interest that might otherwise exist in situations related to individual orders placed against the schedule contract. Examples of situations, which may require restrictions, are provided at FAR 9.508. 11. INVOICES The Contractor, upon completion of the work ordered, shall submit invoices for IT Professional services. Progress payments may be authorized by the ordering activity on individual orders if appropriate. Progress payments shall be based upon completion of defined milestones or interim products. Invoices shall be submitted monthly for recurring services performed during the preceding month. 12. PAYMENTS For firm-fixed price orders the ordering activity shall pay the Contractor, upon submission of proper invoices or vouchers, the prices stipulated in this contract for service rendered and accepted. Progress payments shall be made only when authorized by the order. For time-and-materials orders, the Payments under Time-and-Materials and Labor-Hour Contracts at FAR 52.212-4 (MAR 2009) (ALTERNATE I OCT 2008) (DEVIATION I FEB 2007) applies to time-and-materials orders placed under this contract. For labor-hour orders, the Payment under Time-and-Materials and Labor-Hour Contracts at FAR 52.212-4 (MAR 2009) (ALTERNATE I OCT 2008) (DEVIATION I FEB 2007) applies to labor-hour orders placed under this contract. 52.216-31(Feb 2007) Time-and-Materials/Labor-Hour Proposal Requirements Commercial Item Acquisition. As prescribed in 16.601(e)(3), insert the following provision: a. The Government contemplates award of a Time-and-Materials or Labor-Hour type of contract resulting from this solicitation. b. The offeror must specify fixed hourly rates in its offer that include wages, overhead, general and administrative expenses, and profit. The offeror must specify whether the fixed hourly rate for each labor category applies to labor performed by (1) The offeror; (2) Subcontractors; and/or (3) Divisions, subsidiaries, or affiliates of the offeror under a common control. 13. RESUMES Resumes shall be provided to the GSA Contracting Officer or the user ordering activity upon request. 14. INCIDENTAL SUPPORT COSTS Incidental support costs are available outside the scope of this contract. The costs will be negotiated separately with the ordering activity in accordance with the guidelines set forth in the FAR. 15. APPROVAL OF SUBCONTRACTS The ordering activity may require that the Contractor receive, from the ordering activity's Contracting Officer, written consent before placing any subcontract for furnishing any of the work called for in a task order. 16. DESCRIPTION OF IT/IAM PROFESSIONAL SERVICES AND PRICING Labor Labor Description Category Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 17 301-942-1224 Refresh #45 11/27/2017 Minimum General Experience: 10 years project management experience. Functional Responsibility: Oversees project implementation from inception through production go- live, meeting weekly with client for project status and feedback. Interfaces with client staff for statement of work and requirements finalizations, with Infolinx engineers for the design, configuration, and Project production of any customization of the solution. Coordinated with Infolinx customer service for the Manager ordering and delivery of any associated tangible product such as barcode and/or RFID scanners. Minimum Education: Minimum General Experience: 10 years technical experience. Functional Responsibility: Oversees technical aspects of project implementation including custom Senior development, data migration, data integration, software installation and configuration, hardware Technical installation and configuration. Engineer Spacesaver Systems, Inc. dba Infolinx System Solutions reserves the right to make the following substitutions in the education and/or experience requirements of any of the service skill categories set forth herein. 1. One year of experience is the equivalent of one year of education. 2. One year of education is the equivalent of one year of experience. 3. Certification related to the technology is equivalent to two years of experience or education requirement. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 18 301-942-1224 Refresh #45 11/27/2017 TERMS AND CONDITIONS APPLICABLE TO ANCILLARY SERVICES (SPECIAL ITEM NUMBER 132-100) Labor Labor Description Category Minimum General Experience: 2 years records handling experience. Functional Responsibility: Designs and implements physical records handling projects including file, box, and asset relocations and inventories; file, box, and asset conversions; and file, file-back, Senior and box labeling. Records Minimum Education: lent experience. Handler Minimum General Experience: 1 year administrative or records handling experience. Functional Responsibility: Under the direction of the Senior Records Handler implements Records physical records handling tasks including file, box, and asset relocations and inventories; file, box, Handler and asset conversions; and file, file-back, and box labeling. Minimum Education: Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 19 301-942-1224 Refresh #45 11/27/2017 BLANKET PURCHASE AGREEMENT FEDERAL SUPPLY SCHEDULE (Insert Customer Name) In the spirit of the Federal Acquisition Streamlining Act (ordering activity) and (Contractor) enter into a cooperative agreement to further reduce the administrative costs of acquiring commercial items from the General Services Administration (GSA) Federal Supply Schedule Contract(s) ____________________. Federal Supply Schedule contract BPAs eliminate contracting and open market costs such as: search for sources; the development of technical documents, solicitations and the evaluation of offers. Teaming Arrangements are permitted with Federal Supply Schedule Contractors in accordance with Federal Acquisition Regulation (FAR) 9.6. This BPA will further decrease costs, reduce paperwork, and save time by eliminating the need for repetitive, individual purchases from the schedule contract. The end result is to create a purchasing mechanism for the ordering activity that works better and costs less. Signatures Ordering Activity Date Contractor Date Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 20 301-942-1224 Refresh #45 11/27/2017 BPA NUMBER_____________ (CUSTOMER NAME) BLANKET PURCHASE AGREEMENT Pursuant to GSA Federal Supply Schedule Contract Number(s)____________, Blanket Purchase Agreements, the Contractor agrees to the following terms of a Blanket Purchase Agreement (BPA) EXCLUSIVELY WITH (ordering activity): (1) The following contract items can be ordered under this BPA. All orders placed against this BPA are subject to the terms and conditions of the contract, except as noted below: MODEL NUMBER/PART NUMBER *SPECIAL BPA DISCOUNT/PRICE (2) Delivery: DESTINATION DELIVERY SCHEDULES / DATES (3) The ordering activity estimates, but does not guarantee, that the volume of purchases through this agreement will be _________________________. (4) This BPA does not obligate any funds. (5) This BPA expires on _________________ or at the end of the contract period, whichever is earlier. (6) The following office(s) is hereby authorized to place orders under this BPA: OFFICE POINT OF CONTACT (7) Orders will be placed against this BPA via Electronic Data Interchange (EDI), FAX, or paper. (8) Unless otherwise agreed to, all deliveries under this BPA must be accompanied by delivery tickets or sales slips that must contain the following information as a minimum: (a) Name of Contractor; (b) Contract Number; (c) BPA Number; (d) Model Number or National Stock Number (NSN); (e) Purchase Order Number; (f) Date of Purchase; (g) Quantity, Unit Price, and Extension of Each Item (unit prices and extensions need not be shown when incompatible with the use of automated systems; provided, that the invoice is itemized to show the information); and (h) Date of Shipment. (9) The requirements of a proper invoice are specified in the Federal Supply Schedule contract. Invoices will be submitted to the address specified within the purchase order transmission issued against this BPA. (10) The terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this BPA an will take precedence. ******************************************************************************************* Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 21 301-942-1224 Refresh #45 11/27/2017 BASIC GUIDELINES FOR USING Federal Supply Schedule when responding to an ordering activity requirements. These Team Arrangements can be included under a Blanket Purchase Agreement (BPA). BPAs are permitted under all Federal Supply Schedule contracts. Orders under a Team Arrangement are subject to terms and conditions or the Federal Supply Schedule Contract. Participation in a Team Arrangement is limited to Federal Supply Schedule Contractors. Customers should refer to FAR 9.6 for specific details on Team Arrangements. Here is a general outline on how it works: The customer identifies their requirements. Federal Supply Schedule Contractors may individually meet the customers needs, or - Federal Supply Schedule Contractors m Customers make a best value selection. dba Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 22 301-942-1224 Refresh #45 11/27/2017 SPACESAVER SYSTEMS INC. dba INFOLINX SYSTEM AUTHORIZED GSA PRICING Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 23 301-942-1224 Refresh #45 11/27/2017 Spacesaver Systems, Inc. dba Infolinx System Solutions GSA Pricelist GSA Price GSA Price GSA Price Country MFR Product QUANTITY 1 QUANTITY 2 QUANTITY 3 of SIN Manufacturer Part # Description (see Note) (see Note) (see Note) Origin Warranty Software Infolinx WEB License Spacesaver or Oracle Systems Inc. Seats System 132- 33 Solutions" IXWEB Data Views $90,675.57 $80,600.50 $70,525.44 US 90 days Software Accessories -- The following are options available to the base license offering Spacesaver Systems Inc. Infolinx System Concurrent 132-33 Solutions" IXSL100 User Licenses $698.24 $620.65 $543.07 US 90 days Spacesaver Systems Inc. Infolinx System Named 132-33 Solutions" IXSLN Licenses $897.73 $797.98 $698.24 US 90 days Spacesaver Systems Inc. System Additional 132-33 Solutions" IXDV Dataview $9,063.48 $8,056.42 $7,049.37 US 90 days Spacesaver Systems Inc. System EDocs 132-33 Solutions" IXCED Dataview $4,529.47 $4,026.20 $3,522.92 US 90 days Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 24 301-942-1224 Refresh #45 11/27/2017 Spacesaver Systems Inc. System Space 132-33 Solutions" IXCS Management $9,063.48 $8,056.42 $7,049.37 US 90 days GSA Price GSA Price GSA Price Country MFR Product QUANTITY 1 QUANTITY 2 QUANTITY 3 of SIN Manufacturer Part # Description (see Note) (see Note) (see Note) Origin Warranty Spacesaver Systems Inc. Advanced System Retention/Hold 132-33 Solutions" IXRH Management $13,597.48 $12,086.65 $10,575.82 US 90 days Spacesaver Systems Inc. System Supply Item 132-33 Solutions" IXCSR Request $2,715.87 2,414.08 2,112.32 US 90 days Annual Software Maintenance 15% of GSA price w/IFF for Spacesaver Software Software and Systems Inc. Maintenance as Accessories a Product -- classified System Annual under SIN 132- 132-33 Solutions" IXMA Maintenance 33 Software Maintenance as a Product As negotiated with the ordering activity on the task order level predicated upon level of effort and Software specific Maintenance as customer a Service: requirements -- Spacesaver Data pricing shall be Systems Inc. Conversion, based upon the Configuration labor rates set System and/or forth under 132-34 Solutions" IXDC Installation SIN 132-51 Training Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 25 301-942-1224 Refresh #45 11/27/2017 Spacesaver Training: Systems Inc. UTILIZATIO N OF System INFOLINX 132-50 Solutions" IXIT WEB $1,284.63 GSA Price GSA Price GSA Price Country MFR Product QUANTITY 1 QUANTITY 2 QUANTITY 3 of SIN Manufacturer Part # Description (see Note) (see Note) (see Note) Origin Warranty Ancillary Services Ancillary 132-Senior Records Supportive 100 Handler IXPBS Services $81.36 Ancillary 132-Records Supportive 100 Handler IXPBS-1 Services $47.10 Professional IT Services Project 132-51 Manager $199.50 Senior Technical Engineer 132-51 $199.50 NOTE: Quantity Discounts are offered to Ordering Activities based upon the number of software licenses purchased in a single task order. Spacesaver Systems, Inc. dba Infolinx System Solutions GS-35F-092AA Page 26 301-942-1224 Refresh #45 11/27/2017 Infolinx System Solutions Proposal Marco Chavez IT Specialist TO City of Santa Clarita 23920 Valencia Blvd. Suite #290 Santa Clarita, CA 91355 mchavez@santa-clarita.com City of Santa-Clarita April 10, 2018 All pricing USD, Valid 90 Days Proposal Infolinx is pleased to propose the following solution to provide a physical record management solution based on your system requirement and system design specifications. Executive Summary for Infolinx WEB Browser Based Intuitive Interface Based on Web 2.0 standards and available via Internet Explorer 11 or greater, Firefox, Chrome, Edge or Safari, the user-friendly interface encourages rapid end-user buy in, improving accuracy and efficiency. Hover text, context-sensitive help, item cart, and personal dashboard provide rapid access to vital information. Advanced Retention Schedules/Legal Holds Management An unlimited number of retention schedule record series and legal holds, each defined by an unlimited number of meta-data fields may be configured. Time, event, and event/time based series are all supported. Advanced legal holds management, along with citation or authority support may be included. Advanced Physical Records Disposition Process Support Extensive support includes user-level filtering of available records series, auto-calculation of disposition dates, global recalculation of disposition dates, disposition process workflow, and multiple disposition reports including disposition approval, disposition picklist, and certificate of destruction. Space Management/Cost Center Chargeback Designed for records centers, this module allows for the configuration of an unlimited number of storage units, identifying remaining space and suggesting allocations for incoming boxes. Optional storage and activity based chargeback capability may also be integrated. 3rd Party Off-site Storage Provider Integration Seamlessly request and approve pickup or delivery of off-site records via technologies like Iron MouBridge. ECM Integration ntegrated with various enterprise content management systems such as Microsoft SharePoint and Laserfiche Records Manager. www.infolinx.com 10800 Connecticut Ave. ©2018 Infolinx Systems Solutions Inc. 1 - 800 - 251 - Kensington, MD 20895 All Rights Reserved. Proposal Advanced Integrated Data Sharing Existing client data (trackable items, locations, or item requests) may be imported (on-demand, scheduled, or via directory monitoring). Additionally, Infolinx maintains a growing library of web services and can create database triggers for the near real-time sharing of data from legacy host systems. Flexible Security An unlimited number of role-based security groups available via Forms or Windows authentication may be configured and optionally integrated with client LDAP, single-sign on architectures. All application functionality, as well as data at table, row, or field levels may be restricted. Conditional functional restriction based upon record meta-data is also supported. Extensive Reporting standard reports are included. Additional reports may be designed either by client or Infolinx staff and embedded into the application or executed directly against the database. Ad-hoc reports may also be constructed, saved, and either printed or exported to a csv file. Workflow Notifications Broadcast messages, instant chat, and configurable email notifications based on user-defined actions and/or data changes are included. Supply Item Request Enables end-users to request the materials (e.g. empty boxes, file folders, or barcode labels) required to fulfill their records management duties. Records officers can acknowledge, note fulfillment and track history of all requests over time. Fully Integrated Barcode and Radio-Frequency Identification (RFID) Technology Infolinx fully integrated barcode and Gen II RFID functionality provides the fastest, most efficient method of tracking items. Using barcode/RFID readers - tethered, wireless, and/or portable, items may be instantly checked in or out of the workstation, file room, or records center bypassing manual data entry. Robust Searching Capability All data fields, business and system are fully searchable. Range searching, variable wildcard, comparison operators, partial strings, Boolean logic, and saved query capability are included. Search results are returned in grid format allowing easy navigation to the desired record. www.infolinx.com 10800 Connecticut Ave. ©2018 Infolinx Systems Solutions Inc. 1 - 800 - 251 - Kensington, MD 20895 All Rights Reserved. Proposal Online Pickup and Delivery Requesting Pickup and delivery request supporting reason for request, multiple fulfillment methods, configurable expiration date, and automated email notification are included. Optional request approval workflow and integration with 3rd party offsite storage providers is also available. Request responders may query existing requests online, print pull, re-file, and delivery lists, or be notified via email of incoming requests. Simple Check-in/Check-out/Transfers Whether packing boxes with files, placing boxes on shelves, or moving items from one user to another, Infolinx includes Action Barcode technology, allowing for the transfer of materials without touching the mouse or keyboard. Comprehensive Audit Trail Detailed, permanent history of all data activity is maintained and includes user id and date/time stamp for each action. Previous and current values along with reason for change are supported. History may also be searched and exported. Additionally, system configuration changes as well as user session and login history are maintained. Bulk Data Manipulation Create an unlimited number of similar items instantly with optional incremental field manipulation. Employ bulk update or search and replace functionality on multiple records simultaneously. www.infolinx.com 10800 Connecticut Ave. ©2018 Infolinx Systems Solutions Inc. 1 - 800 - 251 - Kensington, MD 20895 All Rights Reserved. Proposal Investment Summary Investment of On-premises Implementation Item Quantity Unit Unit Total One- time Price Investment Infolinx WEB License SQL 1 Lot $14,995 $14,995 Concurrent User Licenses (Tier 1, 1-10) 10 Seat $750 $7,500 Concurrent User Licenses (Tier 2, 11-100) 5 Seat $500 $2,500 Named User Licenses (Tier 1, 1 10) 5 Seat $900 $4,500 Advanced Retention/Disposition Module 1 Lot $14,995 $14,995 Advanced Legal Holds Module 1 Lot $2,995 $2,995 Laserfiche Integration 1 Lot $4,995 $4,995 LabelsAnywhere Integration includes one 1 Lot $995 $995 color label design Iron Mountain IM Connect Integration* 1 Lot $4,995 $4,995 Professional Services (Data Conversion). 3 Day $2,000 $6,000 Clean data. Single source format. Professional Services (Project 4 Day $2,000 $8,000 Management) Professional Services (On-site Training) 2 Day $2,400 $4,800 Annual Maintenance** 1 Lot $11,694 $11,694 Publication Rights Discount (7%) 1 Lot -$5,409 -$5,409 Total $83,555 Explanations: * Iron Mountain may charge an additional fee for this integration. ** After initial term, Annual Maintenance may increase up to 4% annually. Maintenance plus includes the software portion cost of any upgrades. www.infolinx.com 10800 Connecticut Ave. ©2018 Infolinx Systems Solutions Inc. 1 - 800 - 251 - Kensington, MD 20895 All Rights Reserved. Proposal Taxes: Per the California Board of Equalization, the only taxable items are the scanners. The tax is 8.75%. It would be easier from a procurement process for the City to purchase their own scanners. Barcode Scanner Options (tax to be added): Description Price Per Unit TC51 Portable Barcode Scanner/3-year warranty $2,995 LS4208 Tethered Barcode Scanner/5-year warranty $595 LI4278 Wireless Barcode Scanner/3-year warranty $995 Our software would be downloaded to the City via a secure FTP site and then the City would install chargeable. www.infolinx.com 10800 Connecticut Ave. ©2018 Infolinx Systems Solutions Inc. 1 - 800 - 251 - Kensington, MD 20895 All Rights Reserved.