HomeMy WebLinkAboutXerox Projest 2000
Augusta Richmond GA
DOCUMENT NAME: ~ t3 ~ 0 y P R.O~ e CT ;!;). 00 C)
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DOCUMENT TYPE: ~3 e~J211\~1
YEAR: I C1gr
BOX NUMBER: '7
FILE NUMBER: / 4 :;) d :5
NUMBER OF PAGES: I (p
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XEROX Connect, Inc.
Exceptional People Proven Methods
A Response to the Request for Proposal prepared for
Augusta, Georgia Project / 2000
September 24, 1998
Xerox
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The contents of this proposal are considered to be Xerox Connect data and ara provided for the exclusive use of Augusta, Georgia Project I
2000, The contents herein may not be reproduced without the specific written permission of Xerox Coonect, Inc,
A Response for
Augusta, Georgia
Project /2000
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Table of Contents
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T able of Contents
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TABLE OF CONTENTS ........................................................................................... 1
I. EXECUTIVE SUMMAR Y ................................................................................... 2
II. VENDO R REQ UI REMENTS ............................................................................. 3
III. PROJECT REQUIREMENTS ........................................................................... 4
IV. PROJECT METHODOLOGy........................................................................... 5
PROJECT SCHEDULE AND PRICING................................................................. 9
PROJECT CHANGE CONTROL PROCEDURES ............................................. 11
XEROX CONNECT TERMS AND CONDITIONS ............................................. 12
XEROX CONNECT SERVICES AGREEMENT................................................. 15
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A Response for
Augusta, Georgia
Project /2000
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I. Executive Summary
I. Executive Summary
Xerox Connect has been asked by Augusta, Georgia Project / 2000 to
provide a response to the Year 2000 Assessment Request for Proposal.
· Personal Computer Hardware/Software/Operating Systems
· Mid Rang~Systems Hardware/Software/Operating Systems
· Networking Components (Servers, Routers, Hubs Switches. Etc.)
· Telecommunications Systems (PBX, Voice Mail, Cellular phones, Pagers.
Etc,)
· Two-way Radio Systems, and other Embedded Systems (Time Clocks,
Elevators, HVAC systems, Etc.)
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Section II of this document presents the response to Vendor Requirements.
Section III provides a response to the Project Requirements. Section IV
provides a view of Xerox Connect's Project Methodology. Section V provides
for Xerox Connect's Project Proposal, which contains Assumptions, time
Estimates, Approach, and Pricing,
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A Response for
Augusta, Georgia
Project /2000
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II. Vendor Requirements
II. Vendor Requirements
This Section outlines the Vendor Requirements established in the RFP and the
responses to these requirements.
1. Resource Availability
Xerox Connect has adequate staff available to facilitate completion of the
Augusta, Georgia Project / 2000 Assessment.
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2, Demonstrated Experience
Equifax - a large multi-thousand seat client in Atlanta, GA utilizes Xerox
Connect to provide Helpdesk services, Managed Services (Network
Management, Network Monitoring, Software Distribution, etc.)
3. Qualifications
Xerox Connect has all necessary licenses and pennits to perfonn all work
associated with this RFP and resulting CONTRACT legally in the State of
Georgia,
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4. Financial Stability
Xerox Connect has the financial stability to provide the funding necessary to
start up and follow through on this project to completion.
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5. Demonstrated Performance (References)
Equifax - a large multi-thousand seat client in Atlanta, GA utilizes Xerox
Connect to provide Helpdesk services, Managed Services (Network
Management, Network Monitoring, Software Distribution, etc.)
Point of Contact - Kerwin Smith (770).752.1024
6. Participation in Standards Bodies
The Principal Consultant assigned to manage this project is a member of the
Project Management Institute.
L. C. "Duke" Prestridge, Jr. ( PMI # 124006)
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A Response for
Augusta, Georgia
Project /2000
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III. Project Requirements
III. Project Requirements
This section contains the Project Requirements outlined in the RFP and the
responses to these requirements. Xerox Connect exceeds the requirements for
the Personal Computers (LaptoplDesktop), and the Personal Computer
Applications Suite Assessments due to the Approach of Asset Management
using the Asset insight product. This product provides for much more than just
Year 2000 inventory and assessment.
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Project Requirements Accepted Exceeded Variance
Response Matrix
Mid-Range Assessment X
Personal Computers X
(LaptoplDesktop)
Assessment
Personal Computers X
Applications Suite
Assessment
Printers Assessment X
Telecommunications X
Systems Assessment
N etwork/Communica tions X
Systems Assessment
Embedded Systems X
Assessment
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A Response for
Augusta, Georgia
Project /2000
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IV: Project Methodology
IV. Project Methodology
Xerox Connect has developed a methodology that incorporates the assessment
and correction of Year 2000 issues. Parts 4, 5, and 6 of this Methodology are
not applicable for the Augusta, Georgia Project /2000 RFP.
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Xerox Connect Year 2000 Compliance Methodology
Xerox Connect has developed a process for our clients to minimize Year 2000
impact by ensuring through all reasonable means that information systems,
telephone systems, and business processes conform to industry-standard
compliance requirements, The compliance methodology described in this
document is a brief summary of an extensive, proprietary document that was
produced for Xerox Connect's internal use only.
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Xerox Connect's Year 2000 Compliance Methodology is a Six-Step
Process:
I. Plan the Project
2. Conduct the Inventory'
3. Perform the Impact Analysis
4. Make Corrections
5. Conduct Testing
6. Implement Corrections
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Step 1: Plan the Project
Xerox Connect's Year 2000 compliance methodology begins with extensive
planning. During the Planning Step, a Coordinator is appointed for Year 2000
compliance and a Year 2000 Project Team is formed. The Coordinator and his
or her team decide an initial strategy for the Year 2000 project. At the end of
the Planning step, a Year 2000 Coordinator and Project Team have a view of
the strategy that will guide their Year 2000 project.
Step 2: Conduct the Inventory
The inventory ensures that all date-related systems, data and logic are
identified, A complete assessment of Year 2000 exposures starts with a
complete inventory of all hardware, firmware, and software; it includes
virtually everything that contains a logic chip, Items in the inventory include
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A Response for
Augusta, Georgia
Project /2000
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IV: Project Methodology
all computers, network elements, cellular and microwave radio systems, and
building access and environmental control systems. Computers and peripherals
include all hardware platfonns, operating systems, database management
systems, and application software that Xerox Connect developed, maintains, or
uses, Each Xerox Connect Team uses approved fonns to conduct the
inventory.
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The inventory also includes contacting vendors and suppliers, usually by letter.
Xerox Connect requires that vendors return a Certitication of Compliance that
specifies how they are testing to establish Year 2000 compliance. Xerox
Connect is not responsible for the return of these letters from ARC's vendors.
Xerox Connect will help ARC facilitate this process via vendor response
documentation.
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At the end of the Inventory process, all date exposures are identified.
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Step 3: Perform the Impact Analysis
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Xerox Connect defines Impact Analysis for Year 2000 compliance as "an
investigation of each occurrence of a two-digit date representation to detennine
its consequences to the system and to Augusta Richmond County business
operations." Impact Analysis specifies the extent of each workgroup's Year
2000 problem by assessing the risk of each system or process and properly
prioritizing resources to resolve the issue. Specifically, the Impact Analysis
seeks to identify the following types of infonnation:
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· The number of date occurrences that require correcting
· The relative risk and priority of each system or process
· The resources required for Year 2000 compliance:
. Time
. People
. Financial
· Horizon dates, i.e., when each system will fail due to a Year 2000 problem
· Non-code issues:
· Documentation
. Screens
· Prim-outs
· Roadblocks to Year 2000 compliance
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Coordinators use an approved fonn to record details about date occurrences.
They trace each date reference to its source, identify all direct or indirect
references, and investigate any data sharing among software entities, When
date-related fields are located, they are classified as "Impact" or "No Impact,"
depending upon whether the field can manage and manipulate data involving
dates after the Year 2000 without causing an abnonnal scenario within an
application or generating incorrect values involving such dates.
At the end of the Impact Analysis process, all date exposures are identified,
analyzed, and prioritized for their business impact.
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A Response for
Augusta, Georgia
Project /2000
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IV: Project Methodology
Step 4: Make Corrections
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Following the Impact Analysis, Xerox Connect works to make applications
Year 2000 compliant by addressing date exposures identified as "Impact"
during the Impact Analysis process. As an analyst selects an appropriate
solution for an Impact exposure, he or she must consider both the application
and any external modules that receive data from this application. Possible
solutions for a date exposure include the following:
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. Change the application
· Change the application and the date
. Invest in a new application
. Invest in new hardware
When conversion to a full four-digit-date fonnat is not possible, an analyst
may have to rely on other approaches or techniques:
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. Windowing techniques
. Fixed window technique
. Sliding window technique
· 2-Digit Coding and Compression
. Bridge programs
· Establishing a common date/time service routine
At the end of the Corrections process, an application is ready for testing.
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Step 5: Conduct Testing
After any ARC system is corrected for Year 2000 compliance, it must be
tested. These components may include the following:
. Accounting packages
. Applications
. Backup cycles
. Calendars
. E-mail systems
. GUI inputs
. Input screens
. Printouts
. Reports
. Spreadsheets
. System software
Testing typically begins with Unit Testing to validate changed code for a
single module or program. System Testing, the next step, compares the
system's operation to the original system objectives. By integrating units of
code, System Testing verifies that the requirements have been met. Finally,
Interoperability Testing tests interfaces, such as hardware, software, and
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A Response for
Augusta, Georgia
Project /2000
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IV: Project Methodology
network, under both test and external systems. Certification criteria have been
developed to help testers develop test cases and test data.
At the end of the Testing process, Year 2000 compliant corrected software is
certified as Year 2000 compliant and is ready for implementation,
Step 6: Implement Corrections
Xerox Connect requires that each workgroup develop and submit an
Implementation Plan that describes what must be modified in the current
environment to accommodate Year 2000 changes to the system, as well as a
deployment schedule for implementation.
Coordinators conduct a peer review of the Implementation Plan; they also
address any a_dditional resource requirements that corrected software may
impose upon existing systems. Documentation and training must be revised
appropriately. After Implementation, there is a post-implementation review to
ensure that all corrections and associated changes work properly.
At the end of the Implementation process, the corrected system is returned to
production.
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A Response for
Augusta, Georgia
Project /2000
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Project Schedule and Pricing
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Project Schedule an,d Pricing
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Project Communications
Xerox Connect will develop a Major Milestone & Signoff document that
during the phases of the project will be signed off by both parties that each
phase is completed and accepted.
Time Estimation
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Based on the information provided in the Augusta, Georgia, Project / 2000
RFP, Xerox Connect estimates the project completion time to be 3360 Man
Hours or 14 weeks. Xerox Connect will dedicate a team consisting of a project
manager and 5 engineers to complete the assessment. The hours above cover
stages 1-3 as described in the Xerox Connect Section IV Project Methodology.
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Proposed Approach
Xerox Connect plans'to utilize a product called Asset Insight from Tangram,
Inc. Xerox Connect has used this product on Year 2000 assessments at other
customer locations successfully. Asset Insight is a true asset management tool
that can be used to provide detailed information on PC's, and perform software
inventories. The product can also be used for cost analysis for system
upgrades, system replacements, software upgrades, and inventories. This
approach will reduce the amount of time required to inventory the Hardware
and software. See Attachment Afor an Asset Insight Overview.
Project Pricing
Monthly Project Costs $127,680
Asset Insight Consulting Costs $25,000
Asset Insight Per Seat Costs $40,000 (based on 1600 seat licenses)
(Expenses Included)
Note. Billing statements will be issued on the 1511r of each month during the
project. Xerox Connect will provide a detailed project plan within two weeks
of contract signing. The hours stated above are based on information
provided and experience with similar projects.
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A Response for
Augusta, Georgia
Project /2000
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Project Schedule and Pricing
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Assumptions
Xerox Connect makes the following assumptions in regards to the following:
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· Augusta, Georgia Project /2000 will appoint a Project Manager to act
as liason with Xerox Connect.
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· Augusta, Georgia Project /2000 will provide Xerox Connect with a list of
the current Software/Hardware manufacturers and points of contact for
these manufacturers.
· Xerox Connect and Augusta. Georgia Project /2000 will develop a
project plan outlining when access to systems. devices, equipment. and
areas are required.
· Augusta, -Georgia Project /2000 will make available to Xerox Connect
access to all areas and equipment to be assessed at the time prescribed in
the jointly agreed upon project plan. Timely access to the systems,
devices, and areas is critical to the completion of this project. Delayed
access to systems and/or equipment can skew the time estimates and
increase costs,
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· Augusta, Georgia Project /2000 will provide a server to compile all data
collected on.
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A Response for
Augusta, Georgia
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Project Change Control Procedures
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Project Change Control Procedures
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The following procedures provides a detailed process that Xerox Connect and
Augusta Richmond County shall follow if a change to this is required:
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· A ProjeC! Change Request ("PCR") will be the vehicle for communicating
change. The PCR must describe the change, the rationale for the change and
the effect the change will have on the project.
· The designated AUGUST A, GEORGIA PROJECT / 2000 project manager
or XEROX CONNECT project manager of the requesting party will review the
proposed change and detennine whether to submit the request to the other
party.
· Both project managers will review the proposed change and approve it for
further investigation or reject it. XEROX CONNECT will specify charges for
such investigation, if any. If the investigation is authorized, the project
manager will sign the PCR which will constitute approval for the investigation
charges, AUGUST A, GEORGIA PROJECT /2000 will be responsible for any
such charges, if applicable. The investigation will detennine the effect that the
implementation of the PCR will have on price, schedule and other tenns and
conditions of the Agreement.
· A written Change Authorization must be signed by both parties to
authorize implementation of the investigated changes,
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A Response for
Augusta, Georgia
Project /2000
Xerox Connect Terms and Conditions
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Xerox Connect Terms and conditions
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1. Payment Tenns. Net thirty (30) days from date of invoice,
2. No Hiring. For the tenn of the project and for a period of one year
thereafter, Customer agrees not to hire, solicit or accept solicitation of, through
employment or otherwise, directly or indirectly, any of XEROX CONNECT's
employees or independent contractors with whom it has had any contact during
the project, unless Customer obtains the prior written consent of XEROX
CONNECT. Should Customer hire an employee or independent contractor of
XEROX CONNECT through employment or otherwise (including the hiring
of a competitor of XEROX CONNECT that has hired the relevant person as an
employee or subcontractor and placed him or her on the Customer's account)
within this time period without XEROX CONNECT's prior written consent,
Customer shall immediately pay as liquidated damages to XEROX CONNECT
an amount equal to the relevant person's then current annual compensation (or
the amount paid to or on behalf of the person in the last 12 months, in the case
of an independent contractor).
3. Warranty.
A. XEROX CONNECT warrants and represents that the services will
be perfonned in a skillful and workmanlike manner according to those
standards generally prevailing among consultants perfonning similar services
under similar circumstances.
B. EXCEPT FOR THE EXPRESS WARRANTffiS STATED IN THIS
SECTION, XEROX CONNECT SPECIFICALLY DOES NOT
WARRANT THE DEFECT -FREE PERFORMANCE OF ITS
SERVICES FOR ANY PERIOD OF TIME. IN ADDITION, XEROX
CONNECT MAKES NO WARRANTY REGARDING YEAR 2000
COMPLIANCE OF ANY HARDWARE, SOFTWARE OR FIRMWARE
UTILIZED IN ANY SOLUTION UNDER THIS STATEMENT OF
WORK WHICH WAS NOT MANUFACTURED OR DEVELOPED BY
XEROX CONNECT. XEROX CONNECT DISCLAIMS ALL
WARRANTIES INCLUDING ALL IMPLIED WARRANTIES OF
MERCHANTABILITY AND FITNESS FOR A PARTICULAR
PURPOSE.
4. XEROX CONNECT Indemnity. XEROX CONNECT shall
indemnify, defend and hold hannless Customer from and against any action,
proceeding, loss, expenses or damages ( collectively, "Damages"), based on a
claim that the services performed or the work delivered by XEROX
CONNECT hereunder infringes any copyright trade secret or any other
proprietary right of any third party. Excluded from such indemnification are
any claims related to (i) services perfonned on equjpment or software which
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A Response for
Augusta, Georgia
Project J 2000
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Xerox Connect Tenns and Conditions
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Customer covenanted that it had the rights to modify as set forth in Section 7
below and (ii) services performed to Customer's specification or design.
XEROX CONNECT shall also indemnify, defend and hold Customer harmless
from and against any Damages resulting from XEROX CONNECT's negligent
acts or omissions in performing the services. XEROX CONNECT's obligation
to indemnify and defend Customer with respect to any claim shall be subject to
(i) Customer providing XEROX CONNECT with prompt notice of such claim,
(ii) XEROX CONNECT having sole control over the defense and settlement
thereof, (iii) Customer's providing XEROX CONNECT with the information
and assistance necessary to defend or settle such claim as reasonably requested
by XEROX CONNECT, and (iv) the limitations on liability set forth in Section
5 below.
5. Limitations of Liability.
A. XEROX CONNECT WILL NOT BE LIABLE FOR
INCIDENTAL, SPECIAL OR CONSEQUENTIAL DAMAGES,
INCLUDING FOR LOSS OF DATA OR ITS USE OR LOST PROFITS
OR OTHER ECONOMIC DAMAGES, EVEN IF ADVISED OF THE
POSSffiILITY OF SUCH DAMAGE. TIDS LIMITATION OF XEROX
CONNECT'S LIABILITY Wll..L APPLY REGARDLESS OF THE
FORM OF ACTION, WHETHER IN CONTRACT OR NOT,
INCLUDING NEGLIGENCE.
B. Customer's right to recover Damages is limited to two (2) times the
amounts paid to XEROX CONNECT hereunder. Customer acknowledges that'
this limitation of liability is part of the consideration and was considered by
XEROX CONNECT in establishing the prices and rates to be charged to
Customer, which, but for this limitation, would have been higher.
6. Customer Covenants. Customer covenants that:
A. It has the authority to enter into this Agreement and the funding
necessary to pay for the requested services.
B. It has title to or license or rights to use or modify any software or
products which it has requested XEROX CONNECT to modify as part of such
services.
C. It will provide XEROX CONNECT necessary access to its
personnel, appropriate documentation and records and facilities in order for
XEROX CONNECT to timely peltorm such services.
7. Confidentiality. Each party acknowledges that it and its employees or
agents may, in the course of the project, be exposed to or acquire information
which is proprietary or confidential to the' other party. Each party agrees to
hold such information in strict confidence and not to discuss or disclose any
such information to any third party. Confidential Information shall be defined
as: (a) any technical information, design, process, procedure, formula,
improvement. and other data relating to the development or production of any
work done specitically for Customer; (b) business plans and tinancial
information of XEROX CONNECT or Customer; and (c) other 'proprietary
XEROX CONNECT or Customer information (the "Confidential
Information"). The parties acknowledge that the provisions of this paragraph
shall not apply to: (a) Confidential Information which at the time of disclosure
is, or without fault of the recipient becomes, generally available; (b)
Confidential Information which either party can show was in its possession at
the time of disclosUi"e and was not acquired, directly or indirectly, from the
other; (c) Confidential Information received from a third party which had the
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Project /2000
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Xerox Connect Terms and Conditions
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right to transmit same without violation of any secrecy agreement with the
other party; and (d) Confidential Infonnation which is required to. be disclosed
pursuant to court order or by law. Notwithstanding anything to the contrary,
the following items shall not constitute Customer Property: (i) software,
including but not limited to any proprietary code (source and object)< which is
subject to third-party license agreements: (ii) those portions of the deliverables
which are generic ideas, concepts, know-how and techniques within the
computer design, support and consulting business generally: and (iii) those
portions of the deliverables which contain general computer consulting
knowledge, techniques, reusable pieces of code not specific to customers
business, know-how and infonnation which CONSULT ANT had or acquired
during the perfonnance of its Services for Customer and which does not
contain any Confidential Infonnation (as herinafter de tined) of Customer; and
(iv) derivatives of the deliverables. To the extent that any portion of the
deliverables includes infonnation or material that falls within the exceptions to
Customer Property described in (iii) and (iv) above, CONSULT ANT shall be
deemed to have granted Customer a paid up, non-exclusive worldwide license
to make copies of any deliverables delivered by CONSULT ANT, for use only
in Customer's facilities or by its wholly-owned affiliates, subject to third party
license agreements, if any. Should CONSULT ANT use any computer
program. code or other materials developed by CONSULT ANT independently
of the Services and the Work ("Pre-existing Work") in pert'onning the
Services, CONSULTANT shall retain any and all rights in such Pre-existing
Work, CONSULT ANT hereby grants Customer a paid up, non-exclusively
worldwide license to use and reproduce the Pre-existing Work for its internal
business needs.
8, Tennination of Agreement. Either party may tenninate this
Agreement at any time upon 30 days prior written notice.
9. Insurance. XEROX CONNECT shall maintainit'sstandard insurance
coverage throughout the tenn of this Agreement. At a minimum, insurance
coverage will include general liability and workers' compensation coverage,
XEROX CONNECT does not provide a Fidelity Bond.
10. Force Majeure. Neither party shall be liable to the other for any
failures or delays arising out of conditions beyond its reasonable control,
including, without limitation, work stoppages, fire, civil disobedience, delays
associated with product malfunction or availability, riots, rebellions, stonns,
electrical failures. delays caused by the other party, and acts of God and
similar occurrences.
11. Venue. All claims, disputes and other matters in question between
Xerox Connect and Augusta. GA arising out of or relating to the Agreement.
or the breach thereof. shall be decided in the Superior Court of Richmond
County, GA. Xerox Connect, by executing this Agreement. specifically
consents to venue in Richmond County and waives any right to contest venue
in the Superior Court of Richmond County, GA.
12. Tenns. As used in this Agreement the tenns below are defined as
follows: "Augusta" shall mean Augusta. Georgia, acting by and through the
Augusta-Richmond County Commission. "Commission" shall mean the
Augusta-Richmond County Commission.
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A Response for
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Project /2000
Xerox Connect Services Agreement
Xerox Connect Services Agreement
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This Xerox Connect Services Agreement between Augusta Georgia, and Xerox
Connect, Inc. refers to the Xerox Connect's response to Augusta, Georgia's
. Request for Proposal "Project/2000". This Agreement represents the entire
and integrated agreement between Augusta, Georgia and Xerox Connect, Inc.,
it supersedes -all other negotiations, representations or agreements. It may be
amended only by written instrument signed by both parties. It includes the
selection of Xerox Connect for the project proposed herein and authorizes
billing in accordance with terms of this contract.
- "oj
~.-!
ACCEPTANCE
In consideration for the performance under this Agreement, Augusta, Georgia
agrees it will accept the approach, project scope and conditions identified in
this document dated September 24, 1998.
Xerox COa~
~~~~
~o,vtVtJ ~i->5T)~-/0 e
NAME
MAYOR
TITLE
11J.../I'V'C''fAL /,_~,,\,.l1....r:..M,.J+-
TITLE
1J-.-~'-11
DATE
1/-.31) -9r;
DATE
ct~hJI~
15