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Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSVI.PRICING PROPOSAL

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSTable of ContentsVI. PRICING PROPOSAL . IVI.1 INTRODUCTION . VI-1VI.2 COST WORKBOOK . VI-2VI.3 COST WORKSHEETS. VI-3VI.3.1 Total Cost Summary Worksheet (Form VII-1) . VI-3VI.3.2 Implementation (Form VII-2) . VI-3VI.3.3 Implementation Pricing Model (Form VII-3) . VI-3VI.3.4 M&O Support Costs Worksheet (Form VII-4) . VI-3VI.3.5 Labor Rates Worksheet (Form VII-5) . VI-4VI.3.6 Software Costs Worksheet (Form VII-6) . VI-5VI.3.7 Hosting Costs Worksheet (Form VII-7) . VI-5VI.3.8 Payment Schedule Worksheet (Form VII-8) . VI-5VI-i

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSVI.1 INTRODUCTIONThe DMS Program Proposed Solution shall include a series of projects, ongoing maintenanceand operations (M&O) support, software, and hardware. The Bidder shall include all one-timeand ongoing DMS Program Proposed Solution costs in the Bidder’s Cost Proposal. Total Costsare required by both the Judicial Council and Appellate Courts for evaluation and budgetpurposes. Additional detail of all costs are required for the Judicial Council and the AppellateCcourts (shall mean all California Courts of Appeal in each District and District’s Division andthe Supreme Court of California) to define the total costs. (The Bidder is required to state allother assumptions upon which its pricing is being determined in RFP Appendix D, CostWorkbook.The projects to be priced only in the Bidder’s Cost Proposal include the following:A.Project Preparation/Discovery ServicesB.Business Solution ServicesC.Realization/Configuration &TestingD.Final Preparation/TrainingE.F.Go Live Deployment Support/Post ImplementationScoping Services (Optional)Bidders are required to provide costs for all Judicial Council or Appellate Court projects. TheAppellate Courts’ deployment should include all one time and on-going costs. For the set ofOptional New Functionality there will be set pricing for project deliverables with theunderstanding that for each future project there will be a discovery to determine exact pricingfor those cost items that are identified as “optional”. The Optional New Functionality projectswill finalize pricing via the Work Order process. This enables exact understanding of anyspecialized workflow, integrations or conversions.Projects shall be firm-fixed price (FFP) with payments based on deliverables as proposed, whilethe ongoing M&O support payments shall be priced on either (i) a monthly or annual fixed pricebasis, and/or (ii) a monthly time and materials basis (based on hours invoiced) for the numberand type of Bidder M&O staff positions to be specified by the Judicial Council and or AppellateCourts throughout the Agreement period. The Bidder shall provide fixed Hourly Rates to theJudicial Council and or Appellate Courts for work to be performed during DMS ProposedSolution projects separately from work to be performed during the contracted M&O Supportperiod. In addition, these rates shall be available for the Judicial Council and or Appellate Courtsto use for unanticipated tasks as necessary.Please note the following pricing requirements:- The Judicial Council may reject any proposal that requires payment in advance forservices yet to be rendered. All payments for services must be in arrears.- The Judicial Council expects to pay for any applicable software license(s) at or followingproductive use (go-live). If there is a multi-stage implementation (e.g., court-by-court ordepartment-by-department), the vendor may propose a staggered fee schedule.- The Judicial Council will not pay for any applicable software maintenance, support, andhosting fees until productive use (go-live). If there is a multi-stage implementation, thevendor may propose a staggered fee schedule.VI-1

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSVI.2 COST WORKBOOKIn order to derive the DMS Program Proposed Solution costs, the Judicial Council and orAppellate Courts has made a Cost Workbook available to Bidders. The Cost Workbook is inExcel format and can be found in RFP Appendix D, Cost Workbook. Bidders must provideresponses for all components of the DMS Program Proposed Solution costs, as required in theAppendix D, Cost Workbook. The Bidder must submit separate Appendix D, Cost Workbooksfor Judicial Council and the Appellate Courts.The Judicial Council and or Appellate Courts requires flexibility when selecting the execution ofoptional DMS Program Solution projects including the timing and sequence of optionalfunctionality configuration and timing and sequence of deployment to each court. As such, it ismandatory for the Bidder to provide Total Costs for all projects in the completed Appendix D,Cost Workbooks.The Appendix D, Cost Workbook includes eleven (11) pre-formatted Excel Worksheets, asoutlined below:1. Total Cost Summary Worksheet (Form VII-1) – This Worksheet provides a summary oftotal DMS Program Proposed Solution costs. The content of this Worksheet isautomatically populated with information from other Worksheets in the Appendix D,Cost Workbook.2. Implementation (Form VII-2) – This Worksheet provides the information for specificationand pricing of all Implementation and professional services provided by the bidder.3.Implementation Pricing Model (Forms VII-3) – This Worksheet provides pricing modelsfor project preparation, Business Solution services including final preparation/trainingand Go live deployment Support and Post Implementation services.4.M&O Support Costs Worksheet (Form VII-4) – This Worksheet provides the informationfor specification and pricing of all ongoing Bidder-provided services associated withthe support of the DMS Program Proposed Solution (this includes ongoing M&Osupport in Years 1 - 3 plus optional M&O support in Years 4 and 5).5.Labor Rates Worksheet (Form VII-5) – This Worksheet provides the information forspecification of Bidder Composite Rates and individual staff classification HourlyRates for the DMS Program Proposed Solution and potential change orders forunanticipated tasks during projects and to accommodate M&O support activities.6.Software Costs Worksheet (Form VII-6) – This Worksheet provides the information forspecification and pricing of all one-time and ongoing Bidder software costs.7.Hosting Services Costs Worksheet (Form VII-7) – This Worksheet provides theinformation for specification and pricing of all one-time and ongoing Hosting servicescosts.8.Payment Schedule Worksheet (Form VII-8) – This Worksheet provides the informationfor details of the deliverables-based payment schedule to the Bidder through finalacceptance by the Judicial Council and or Appellate Courts.In order to identify the Total Costs, various One-time and Ongoing Cost categories are includedin the cost worksheets. Instructions for completing the cost worksheets are provided below.VI-2

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSVI.3 COST WORKSHEETSBidders are responsible for entering cost data in the format prescribed by the Appendix D, CostWorkbook. Formulas have been inserted in the appropriate cells of the worksheets toautomatically calculate summary numbers, and typically should not be altered. Furtherinstructions for entering cost data are included in the worksheets. It is the sole responsibility ofthe Bidder to ensure that all mathematical calculations are correct and that the Total Costs inForm VII-1, Total Cost Summary, reflect the Bid Amount or Amounts for RFP Number: IT-DMS2016-01-MDS.Completion of the Appendix D, Cost Workbook and worksheets is mandatory. Applicablepurchase, delivery, tax, services, safety, license, travel, per diem, Bidder’s staff training, andany other expenses associated with the delivery and implementation of the proposed itemsmust be included in the Bidder's firm-fixed price (FFP) and fixed Hourly Rates.VI.3.1Total Cost Summary Worksheet (Form VII-1)The Total Cost Summary worksheet will calculate the total One-time and Ongoing Cost of allservices and systems as proposed for the DMS Program Proposed Solution, as well as annualM&O support costs through the three (3) plus two (2) optional years of the Agreement. TheTotal Costs shall be inclusive of all other the miscellaneous costs (i.e., overhead, profit, perdiem, etc.). The bottom row of the Total Cost Summary Worksheet shall calculate the TotalCosts by summing the values in the “Total” column. The Total Costs will be evaluated using themethodology defined in RFP Section IX, Proposal Evaluation.VI.3.2Implementation (Form VII-2)The Implementation worksheet is divided into two sections Appellate Court and Judicial Council.Bidders can fill out a proposal based on deliverables listed for either the Appellate Court or/andJudicial Council based on the Bidding proposal. At a minimum the Deliverables listed fromAppendix B-02 and support requirements section 5.2 should be included. Bidders may add tothe list in alignment with their proposals.VI.3.3Implementation Pricing Model (Form VII-3)The worksheet lists the deliverables categories divided into Project Preparation/Discoveryservices, Business solution services, Realization/Configuration and testing services, Finalpreparation/Training services and Go live deployment support/post implementation services.The bidder should provide details pertaining to assumptions, expectations and/or performanceparameters used as a basis for pricing in the proposal.VI.3.4M&O Support Costs Worksheet (Form VII-4)M&O Support will be required following system productive use (go-live). The Judicial Counciland or Appellate Courts requires dedicated support staff and the ability to ramp M&O Supportstaff by staff classification type up and/or down on a monthly basis throughout the duration ofthe Agreement. The Proposal shall identify either (i) the monthly or annual fixed price for M&Osupport; or (ii) on a time and materials basis, M&O Support staff rates in Form VII-6, LaborRates Worksheet, while costs associated with M&O Support shall be calculated on Form VII-5,M&O Support Costs Worksheet, using the number of Hours per Year provided by the JudicialCouncil and or Appellate Courts.VI-3

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSFor the Appendix D, Appellate Court Cost Workbook the vendor should calculate 240hours per year for two years for support that is not included in the standard package ofofferings.For evaluation purposes, the M&O Support Costs Worksheet uses the Composite Rates fromthe Labor Rates Worksheet and the Hours per Year provided below to calculate its Total Costfor each year of M&O Support: License and Software M&O Support Hosting Services M&O Support M&O Support Termination AssistanceThe M&O Support Costs Worksheet shall contain the ongoing M&O Support services costs forevaluation purposes only and shall not commit the Judicial Council and or Appellate Courts to aspecific Bidder staff level.The Bidder will invoice the Judicial Council and or Appellate Courts for staff based on the HourlyRates and hours worked per month. The Judicial Council and or Appellate Courts will purchaseBidder staff in increments on a monthly basis. The hours invoiced per month must not exceedforty (40) hours per week per Bidder staff unless pre-approved by the Judicial Council and orAppellate Courts based on the standard Hourly Rates. The Judicial Council and or AppellateCourts expects on site during normal business hours. Judicial CouncilM&O staff shall provide services for the DMS Program Proposed Solution including thoseservices defined in the roles and responsibility tables in RFP Appendix B-02, Implementationand Support Requirements. M&O staff shall support the DMS Program Proposed Solution insupport of activities associated with the M&O services (e.g. repairing defects and providingfunctional enhancements to the DMS System as well as maintenance and operations support).VI.3.5Labor Rates Worksheet (Form VII-5)The Bidder shall provide staff Hourly Rates and a Composite Rate for each of the followingProject types:The Labor Rates Worksheet shall include the Bidder’s firm-fixed Hourly Rates (inclusive oftravel, per diem, and other expenses) for standard staff classifications based on the StaffPositions provided in the tables. The Composite Rate for any DMS Program Proposed SolutionProject type is a single, standard Hourly Rate that the Bidder shall offer as an option to theJudicial Council and or Appellate Courts for each DMS Program Proposed Solution Project typefor unanticipated tasks, regardless of the mix of staff classifications required to actually performthe work. However, the Composite Rate shall be based on the Hourly Rate for each StaffPosition used to establish the Composite Rate, and its associated Composite WeightPercentage. Composite Rate percentages shall be based on the corresponding Project’s levelof effort for each Staff Position (which at a minimum shall include Key Personnel provided in thetables).A single, standard Composite Rate (inclusive of travel, per diem, and other expenses) shall beprovided for Optional DMS Support for services to be provided upon request by the JudicialCouncil and or Appellate Courts, regardless of the mix of DMS Experts required to actuallyperform the work.VI-4

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSThe Composite Rate for each year of M&O Support is a single, standard Hourly Rate that theBidder shall offer as an option to the Judicial Council and or Appellate Courts for each year ofongoing M&O Support and ongoing unanticipated tasks, regardless of the mix of staffclassifications required to actually perform the work. However, the Composite Rate shall bebased on Hourly Rate for each Staff Position used to establish the Composite Rate, and itscorresponding Composite Weight Percentage. Staff Positions and Composite WeightPercentages for M&O Support are provided in the tables for evaluation purposes and shall notbe modified.The fixed rates shall apply throughout the term of the Agreement period. Bidders may apply amaximum annual escalation of up to 5% for staff rates for M&O Support.The Judicial Council and or Appellate Courts may request that the Agreement provide additionalservices for unanticipated tasks that were not originally envisioned and are out-of-scope of thisAgreement. These service requests will be handled via change requests.VI.3.6Software Costs Worksheet (Form VII-6)The Software Costs worksheet shall enumerate all one-time and ongoing commercial off theshelf (COTS) software costs required for the development, quality1, quality2, training, stage,and production environments beyond those that may be currently licensed by the JudicialCouncil and or Appellate Courts (e.g. DMS). Examples of software items to be proposed by theBidder include other DMS modules, and other Bidder-Proposed Enterprise Technology Tools(e.g. DMS Security – Segregation of Duties).The Appendix C and Appendix D, Cost Work Proposal shall identify all ongoing software costsrequired (e.g. maintenance, version upgrades, Level 3 COTS application support)1 for the M&Obase years 1 through 3, and the two (2) one-year (1-year) Agreement options. The JudicialCouncil and or Appellate Courts will have the right to exercise the two (2) one-year (1-year)Agreement option(s) for version upgrade and support services, or may acquire these productsand services separately from another provider.VI.3.7Hosting Costs Worksheet (Form VII-7)The Appendix D, Cost Work Book Proposal shall enumerate all hosting costs. The Bidder shallprovide hosting costs based on the following categories:1. Core/CPU infrastructure2. Initial Storage3. Storage Growth Estimates annually4. Backups5. Disaster Recover Readiness6. Network Utilization7. Standard M&OVI.3.8Payment Schedule Worksheet (Form VII-8)The Bidder shall detail the payment schedule by Deliverable Group (defined as ProjectPreparation, Business Solutions, Realization, Final Preparation, Go Live and DeploymentSupport) as identified in Form VII-8. Each Deliverable Group has a not to exceed percentage1Level 0 is end-user self-service, Level 1 is the first-level support analyst, Level 2 typically consists ofdesk-side support analysts and system administrators, and Level 3 consists of senior support staff andsubject matter experts.VI-5

Judicial Council of CaliforniaEnterprise Document Management SystemSection VI – Pricing ProposalRFP Number: IT-DMS-2016-01-MDSrelationship to the total cost proposed by Bidders per project as provided in RFP Appendix B-02,Implementation and Support Requirements, Section 6.3, Maximum Payment SchedulePercentages. All costs and cost items by Deliverable Group must be included in the MaximumPayment Schedule. The Bidder may add additional rows, move deliverables, and apply thepercentages within each stated Deliverable Group as appropriate.The Contractor shall be entitled to payments during the execution of projects of the DMSProgram Proposed Solution. Each payment will be tied to the successful completion of work andthe Judicial Council and or Appellate Courts conditional acceptance of the work, as defined bythe Agreement and the Bidder Payment Schedule Worksheet. A 10% retention will be applied toeach deliverable identified in each Deliverable Group. The payment to the Contractor on this10% retention will be made after Final Acceptance of each project.VI-6

The DMS Program Proposed Solution shall include a series of projects, ongoing maintenance and operations (M&O) support, software, and hardware. The Bidder shall include all one-time and ongoing DMS Program Proposed Solution