RFP 12-40-31001 Oracle E-Business Suite Hosting ...

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JACKSONVILLE AVIATION AUTHORITY

REQUEST FOR PROPOSALS NUMBER

12-40-31001

Oracle E-Business Suite Hosting, Maintenance and Support Services

Jacksonville Aviation Authority Procurement Department 14201 Pecan Park Road, 2nd Floor Jacksonville, FL 32218 Office: 904.741.2359

Assigned Buyer: Monica Frazier Procurement Director: Devin Reed

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TABLE OF CONTENTS

1.0 – INVITATION TO SUBMIT PROPOSAL......................................................................................................................... 7 1.1 – ABOUT JAA............................................................................................................................................................. 7 1.2 – PUBLIC RECORDS REQUIREMENTS ................................................................................................................................. 7 1.3 – REQUESTS FOR PROPOSAL RESULTS OR AWARD OF CONTRACT ............................................................................................. 7 1.4 – CONTACT WITH JAA STAFF.......................................................................................................................................... 8

2.0 – MANDATORY RESPONDENT CRITERIA ..................................................................................................................... 9 2.1 – MANDATORY REQUIREMENTS ...................................................................................................................................... 9 2.2 – MANDATORY PRE-PROPOSAL MEETING................................................................................................................ 9

3.0 – SCOPE OF SERVICES ................................................................................................................................................10 3.1 BACKGROUND ...........................................................................................................................................................10 3.2 –OVERVIEW OF REQUESTED SERVICES .............................................................................................................................10 3.3 – CURRENT ENVIRONMENT ...........................................................................................................................................11

3.3.1 Applications and Modules ..............................................................................................................................11 3.3.2 Integrations ...................................................................................................................................................12 3.3.3 Customizations and Extensions.......................................................................................................................13

3.4 – ANTICIPATED FUTURE ENVIRONMENT ...........................................................................................................................13 3.4.1 Applications and Modules ..............................................................................................................................13 3.4.2 Integration Table............................................................................................................................................14 3.4.3 Customizations and Extensions.......................................................................................................................15 3.4.4 Environments .................................................................................................................................................15 3.4.5 Number of Users ............................................................................................................................................16 3.4.6 Sizing .............................................................................................................................................................16

3.5 – SERVICE REQUIREMENTS............................................................................................................................................17 3.5.1 System Availability .........................................................................................................................................17 3.5.2 Roles and Responsibilities...............................................................................................................................17 3.5.3 Location .........................................................................................................................................................20 3.5.4 Monitoring.....................................................................................................................................................20 3.5.5 Backups .........................................................................................................................................................20 3.5.6 Failover and Redundancy Capabilities.............................................................................................................20 3.5.7 Keeping Current .............................................................................................................................................20 3.5.8 System Administration Processes....................................................................................................................20 3.5.9 Disaster Recovery Services..............................................................................................................................21 3.5.10 Help Desk Requirements...............................................................................................................................21 3.5.11 Change Authorizations .................................................................................................................................21 3.5.12 Reporting and Documentation......................................................................................................................21 3.5.13 Performance Meetings .................................................................................................................................22 3.5.14 Performance Penalties..................................................................................................................................22

4.0 – INSTRUCTIONS TO RESPONDENTS ..........................................................................................................................23 4.1 – PREPARATION, RECEIPT, AND OPENING OF PROPOSALS .......................................................................................23 4.1.1 PROPOSAL SUBMISSION DEADLINE AND PUBLIC OPENING ..................................................................................................23 4.1.2 – DETAILED SUBMITTAL REQUIREMENTS .......................................................................................................................23

4.1.3 – Delivery of Proposals ...................................................................................................................................27 4.2 – CONTRACT DOCUMENTS .....................................................................................................................................28

4.2.1 – Examination of Contract Documents............................................................................................................28 4.3 – OBLIGATION OF RESPONDENTS ...........................................................................................................................28

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4.3.1 – Addenda – Changes While Proposing ...........................................................................................................29 4.4 – PREPARATION OF PROPOSAL...............................................................................................................................29

4.4.1 – Withdrawal of Proposal ...............................................................................................................................30 4.5 – PROPOSAL CRITERIA............................................................................................................................................30

4.5.1 – Evaluation Criteria.......................................................................................................................................30 4.5.2 – Disqualifications of Respondents..................................................................................................................32 4.5.3 – Rejections of Irregular Proposals..................................................................................................................33 4.5.4 – Public Entity Crime.......................................................................................................................................34

4.6 – PROPOSAL PREFERENCE OPPORTUNITIES.............................................................................................................34 4.6.1 – Local Preference Program............................................................................................................................34 4.6.2 – Disadvantaged Business Enterprise (DBE) Participation................................................................................34 4.6.3 – Small/Minority/Disadvantaged Business Enterprise Participation .................................................................34

4.7 – NON-DISCRIMINATION PROVISIONS ....................................................................................................................35 4.8 – EVALUATION AND AWARD...................................................................................................................................35 4.9 – PUBLIC MEETING REQUIREMENTS .......................................................................................................................35 4.10 – PROTEST PROCEDURES......................................................................................................................................36 4.11 – EXECUTION OF THE AGREEMENT .......................................................................................................................36

5.0 – GENERAL CONDITIONS............................................................................................................................................37 5.01 – GENERAL INFORMATION ...................................................................................................................................37 5.02 – DEFINITIONS .....................................................................................................................................................38 5.03 – SCOPE OF SERVICES AND CHANGES IN SERVICES.................................................................................................41 5.04 – RESULTING CONTRACT TERM.............................................................................................................................41 5.05 - INDEMNIFICATION .............................................................................................................................................41 5.06 – INSURANCE .......................................................................................................................................................42 5.07 – RESPONSIBILITIES OF THE RESPONDENT.............................................................................................................43 5.08 – WARRANTY – MINIMUM REQUIREMENTS..........................................................................................................45 5.09 – RESPONSIBILITES OF JAA....................................................................................................................................46 5.10 – COMPENSATION................................................................................................................................................46 5.11 – PERMITS AND LICENSES .....................................................................................................................................46 5.12 – JAA’S RIGHT TO TERMINATE THE RESULTING CONTRACT ....................................................................................46 5.13 – ASSIGNMENT ....................................................................................................................................................47 5.14 – SUBCONTRACTORS............................................................................................................................................47 5.15 – PROMPT PAYMENT TO SUBCONTRACTORS AND SUPPLIERS................................................................................47 5.16 – SAFETY STANDARDS ..........................................................................................................................................48 5.18 – NO INDIVIDUAL LIABILITY...................................................................................................................................48 5.19 – SECTION HEADING.............................................................................................................................................48 5.20 – ORDER OF PRECEDENCE.....................................................................................................................................48 5.21 – GOVERNING LAW AND VENUE ...........................................................................................................................49 5.22 – NONWAIVER .....................................................................................................................................................49 5.23 – ENTIRE AGREEMENT..........................................................................................................................................49 5.24 – PROPRIETARY INFORMATION ............................................................................................................................49 5.25 – TIME REQUIREMENT..........................................................................................................................................49 5.26 – DAMAGES .........................................................................................................................................................49

6.0 PROPOSAL FORM ......................................................................................................................................................51 6.1 - CHECKLIST OF REQUIRED DOCUMENTS TO BE SUBMITTED ....................................................................................51 6.2 - ACKNOWLEDGMENTS ..........................................................................................................................................51

EXHIBIT A ........................................................................................................................................................................53 REFERENCE VERIFICATION FORM.................................................................................................................................53

EXHIBIT B ........................................................................................................................................................................54

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PROJECT EXPERIENCE FORM........................................................................................................................................54 EXHIBIT C.........................................................................................................................................................................55

TECHNICAL PROPOSAL FORM ......................................................................................................................................55 EXHIBIT D ........................................................................................................................................................................60

COST WORKSHEET.......................................................................................................................................................60 EXHIBIT D ........................................................................................................................................................................61

COST WORKSHEET.......................................................................................................................................................61 EXHIBIT D ........................................................................................................................................................................62

COST WORKSHEET – RENEWAL YEARS..........................................................................................................................62 EXHIBIT E.........................................................................................................................................................................63

CONTRACT TERMINATION FORM.................................................................................................................................63 EXHIBIT F.........................................................................................................................................................................64

CONFLICT OF INTEREST CERTIFICATE............................................................................................................................64 EXHIBIT G ........................................................................................................................................................................65

LOCAL BUSINESS VERIFICATION FORM .........................................................................................................................65 EXHIBIT H ........................................................................................................................................................................67

S/M/DBE FORMS (1-4) .................................................................................................................................................67 EXHIBIT I..........................................................................................................................................................................68

SURETY BOND-PERFORMANCE BOND FORM ................................................................................................................68 EXHIBIT J .........................................................................................................................................................................69

NO PROPOSAL FORM...................................................................................................................................................69

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REQUEST FOR PROPOSAL

Proposal Number: 12-40-31001

For the JACKSONVILLE AVIATION AUTHORITY

LEGAL NOTICE

Proposals will be received by the Jacksonville Aviation Authority (JAA) until 2:00 PM (EST), on October 17, 2012, at which time they will be opened at JAA’s Administration Building, 14201 Pecan Park Road, Jacksonville, Florida, for the evaluation, selection and contract award for the Oracle E-Business Suite Hosting, Maintenance and Support Services. A MANDATORY Pre-Proposal Meeting will be held at 10:00 AM (EST), September 26, 2012, at JAA’s Administration Building, 14201 Pecan Park Road, Jacksonville, FL 32218. All potential Respondents MUST attend this meeting in person or by participating on the conference call as a prerequisite to submitting a Proposal. All Proposals must be submitted in accordance with Request for Proposals No. 12-40-31001, which may be obtained after 8:30 AM (EST) on September 14, 2012 from www.flyjacksonville.com (select “Bid Opportunities”).

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ANTICIPATED SOLICITATION TIMELINE

Target Date Event

September 14, 2012 Solicitation posted on JAA website www.flyjacksonville.com

September 26, 2012 Mandatory Pre-Proposal Meeting at 10:00 AM (EST)

October 3, 2012 Questions Deadline at 5:00PM (EST) October 17, 2012 Proposal Deadline and Opening at 2:00PM (EST)

October 18-November 23, 2012 Evaluation Period

November 26, 2012 Executive Management Meeting -Award of Contract December 10, 2012 Start of Engagement


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1.0 – Invitation to Submit Proposal The Jacksonville Aviation Authority (JAA) is soliciting proposals for qualified respondents to enter into an Agreement for the right and privilege to host, support, and maintain Oracle E-Business Suite (Oracle EBS) R12 Financials and Enterprise Asset Management (EAM). Sealed Proposals must be clearly addressed and identified as follows:

JACKSONVILLE AVIATION AUTHORITY Attn: Procurement Department

RFP No. 12-40-31001 14201 Pecan Park Rd

Jacksonville, FL 32218 Respondents are fully responsible for delivery of proposals. Reliance upon mail or public carrier is at Respondent's risk. Subject to JAA's discretion to waive minor irregularities that will not result in an unfair economic or competitive advantage or disadvantage to any Respondent, late proposals, as solely determined by JAA's official bid clock, will not be opened or considered. 1.1 – About JAA The Jacksonville Aviation Authority (JAA) owns and operates several airports serving the greater Jacksonville area, including the Jacksonville International Airport, serving the commercial passenger and air cargo aviation needs of Northeast Florida and Southeast Georgia; Jacksonville Executive at Craig Airport, serving corporate and general aviation; Herlong Recreational Airport, serving the recreational and sport flyer; and Cecil Airport, ideally suited for major aircraft maintenance, repair and overhaul. 1.2 – Public Records Requirements JAA is required to comply with § 119.07 of the Florida Statutes. Depending on the type of project for which proposals are requested, the items read at the proposal opening will vary. Sealed proposals are not public records subject to mandatory disclosure under the Florida Public Records Law until such time as JAA provides notice of a decision or intended decision to award the contract or thirty (30) days after opening, whichever is earlier. All parts of proposals, including exhibits, are subject to the Public Records Law, and a Respondent may not exclude any portion of the Proposal unless specifically exempted from disclosure by Florida Law. Exemption of financial statements applies only to required submittal for pre-qualification of Respondents on public works projects. 1.3 – Requests for Proposal Results or Award of Contract Notwithstanding the above statement and/or requirement regarding public records, requests for access to public records within JAA’s possession may be made or obtained by contacting JAA at (904) 741-3631. If copies are requested, an appropriate charge will be assessed, upon receipt of

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which all copies will be made available within a reasonable time consistent with the requirements of Florida Statutes. All those submitting responses to this solicitation will be provided notice of decisions regarding its award. 1.4 – Contact with JAA Staff From the time of receipt or publication of this solicitation, all parties who intend to submit, either directly or indirectly, a response to this solicitation shall direct all contact with JAA through JAA’s Procurement Department or the assigned Buyer identified in this RFP. If the question or comment deals with a subject matter that is outside the knowledge or responsibility of JAA’s Procurement Department, Procurement will direct the question or comment to the appropriate person or authority. Other than as permitted herein, respondents to this solicitation may not contact JAA’s executives or staff, award or evaluation committee members, Board of Directors, or those representing JAA’s interests in this solicitation for the purpose of discussing the same. Violation of this provision may result in bid/proposal rejection and/or respondent debarment.

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2.0 – Mandatory Respondent Criteria 2.1 – Mandatory Requirements Respondents must meet the following mandatory requirements outlined in the proposal to be considered for the award of the contract. Respondents will address each mandatory requirement specifically in their Proposal by submitting written evidence to support affirm meeting the Mandatory Respondent Criteria.

1. Respondent shall have provided Oracle EBS hosting services for a minimum of five (5) years.

2. Respondent shall have provided Oracle EBS functional and technical support for a

minimum of five (5) years.

3. Respondent shall currently be providing hosting and functional and technical support services for Oracle EBS R12.

4. Application must be hosted within a Tier III + Data Center or higher.

5. Must provide monitoring services on the environment 24 hours a day, 7 days a week.

2.2 – MANDATORY PRE-PROPOSAL MEETING To help ensure that all Respondents are fully informed of the requirements for this Contract, a MANDATORY Pre-Proposal Meeting will take place at the JAA Administration Building, 14201 Pecan Park Rd, 2nd Floor on September 26, 2012 at 10:00 AM (EST). If attending the Pre-Proposal Meeting, Respondents should print a copy of the ITB, including all Exhibits and bring the documents with them to the meeting. If Respondent is unable to be present, you may attend via conference call at the same time mentioned above. ALL REQUESTS FOR PRE-PROPOSAL ATTENDANCE VIA TELECONFERENCE MUST BE SUBMITTED TO THE JAA PROCUREMENT DEPARTMENT, (904) 741-2359, NO LATER THAN 5:00 PM (LOCAL TIME) SEPTEMBER 24, 2012. Respondents are encouraged to submit questions by facsimile in advance of the meeting to JAA’s Procurement Department at (904) 741-2350.


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3.0 – Scope of Services 3.1 Background JAA currently utilizes Oracle 11.5.9 to support core financial and procurement functions. JAA contracts with a third party service provider to externally host, service and maintain the Oracle environment. JAA will be upgrading to Oracle R12 in 2013 and wishes to enlist the services of a qualified Hosting Vendor to provide installation, hosting and support for the new environment during and after the upgrade to the new environment. 3.2 –Overview of Requested Services As part of this upgrade, JAA will require a Hosting Vendor to host, maintain, and support the new Oracle EBS R12 environment. JAA is open to Respondent’s proposed alternatives regarding traditional versus virtual environments. The selected Hosting Vendor will be called upon to provide the following services for the upgraded Oracle application: 1) Provide and install the hardware and infrastructure required to support the Oracle

EBS R12 environment during and after the upgrade. The System Integrator will be called upon to install the Oracle software. The Hosting Vendor will be expected to have the environment ready prior to the installation of the Oracle software.

2) Support the System Integrator and the JAA team during the upgrade of the system. This

includes, but is not limited to:

a) Administration and Support of the Operating System Supporting the Oracle Application; b) Environment Backups; and c) Disaster Recovery Services.

The System Integrator will assume responsibility for the administration of the system, including environment maintenance and patch application, during the upgrade. The Hosting Vendor will assume responsibility of these activities once the new system is live. The System Integrator will work with the Hosting Vendor to transfer knowledge and/or skills required to support the system once it is live.

3) Provide system administration services to support the environment after the upgrade to the new environment. This includes but is not limited to: a) Database Administration Services; b) Operating Administration and Support of the Operating System; c) Environment Backups; d) Disaster Recovery Services; e) Application Administration and Support; and f) Application of Patches.

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4) Provide functional support to end users after the upgraded application is live. This includes, but is not limited to, providing access to help desk and coordinating with Oracle for resolution of issues. This service will begin after the new solution is live.

JAA desires to enter into a three (3)-year contract with five (1)–year renewals with the selected Respondent. Options for extension of the contract will be built into the agreement with chosen Respondent; renewal years must not exceed 3% increase per year. Please note, it is the intention of JAA to continue to host the existing environments (Oracle 11.5.9, PROPworks and DataStream) at their current locations. The existing Oracle 11.5.9 environment will be retired after the upgrade is complete and all solutions proven stable in the new environment. Initially, the Respondent awarded from this RFP will share some responsibility with the System Integrator selected for the upgrade and implementation for the new Oracle R12 environment. After the R12 upgrade and implementation is complete and JAA has been “live” for a period of time (duration yet to be determined), the Respondent selected from this RFP will have all responsibilities as outlined in Section 3.5.2 – Roles and Responsibilities Table. It is anticipated that JAA will begin the application upgrade of the Oracle environment in early 2013. This effort will include the upgrading of modules supporting core financials and procurement functionality as well as the integration of functionality currently supported by DataStream into the Oracle application. A separate RFP will follow to solicit services to upgrade the current Oracle 11.5.9 environment and implement the new modules on Release 12i. The PROPworks application will continue to be hosted at a different location. While the winning respondent is not responsible for the support of the integrated applications such as PROPworks, GL Wand or eDash, they will be responsible for providing technical support to the implementation team to ensure a smooth transition and seamless technical support for JAA. 3.3 – Current Environment

3.3.1 Applications and Modules JAA currently runs the following applications to support its core business requirements:

1) Oracle EBS 11.5.9 to support core financial and procurement functionality; 2) DataStream to support maintenance work orders and inventory; and 3) PROPworks to support property management, tenant management, billing and accounts

receivable. Oracle is currently hosted by a third party service provider. DataStream and PROPworks are hosted internally. PROPworks is integrated with the Oracle environment. Oracle EAM will replace DataStream.

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The following Oracle modules are in use within the current environment: General Ledger

Accounts Payable

Accounts Receivable

Assets

Cash Management

Web ADI

Grants (Projects)

Human Resources

Purchasing

iProcurement

3.3.2 Integrations 1) PROPworks and Oracle Accounts Receivable

a) Invoices generated in PROPworks are sent to Oracle AR. b) Payment details are sent from Oracle AR to PROPworks.

2) GL Wand and Oracle: GL Wand accesses Oracle GL data for reporting and inquiry.

3) eDash and Oracle: Oracle data are queried and exported to an EXCEL file.

ORACLE EBS 11.5.9

GRANTS (PROJECTS) GENERAL LEDGER

CASH MANAGEMENT ACCOUNTS RECEIVABLE

ACCOUNTS PAYABLE ASSETS

HUMAN RESOURCES PURCHASING

WEB ADI iPROCUREMENT

GL WAND

eDASH

PROPWORKS

DATASTREAM WORK ORDER MGMT

INVENTORY

ULTIPRO (HRIS)

STAPLES STORE

Hosting Vendor JAA

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4) Staples Web Stores and Oracle iProcurement: Users are able to access the Staples store catalog when entering requisitions in iProcurement.

UltiPro, JAA’s new payroll solution, is anticipated to go-live November 2012. Payroll journal entries will be made manually from UltiPro to Oracle GL until UltiPro develops an interface.

3.3.3 Customizations and Extensions Other than a small number of reports, there are no customizations in the current environment. 3.4 – Anticipated Future Environment

The above modules are anticipated to be included within the future Oracle EBS R12 environment. JAA reserves the right to make additions to, modifications of, and/or deletions.

3.4.1 Applications and Modules JAA will begin the upgrade of the Oracle environment in early 2013. This effort will include the upgrading of modules supporting core financials and procurement functionality as well as the integration of functionality currently supported by DataStream into the Oracle application. The PROPworks application was recently upgraded and will not be a part of this effort. While the winning respondent is not responsible for the support of the integrated application such as

SOURCING OPTIMIZATION

ORACLE EBS 12i GRANTS (PROJECTS) GENERAL LEDGER

CASH MANAGEMENT ACCOUNTS RECEIVABLE

ACCOUNTS PAYABLE ASSETS

HUMAN RESOURCES PURCHASING WEB ADI iPROCUREMENT

INVENTORY PROCUREMENT CONTRACTS

iSUPPLIER iEXPENSES

ENTERPRISE ASSET MGMT MOBILE SUPPLYCHAIN

SOURCING SERVICE PROCUREMENT

UPK SUPPLIER LIFE CYCLE

GL WAND

eDASH

PROPWORKS

ULTIPRO (HRIS)

STAPLES STORE

Hosting Vendor JAA

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PROPworks, GL Wand or eDash, they will be responsible for providing technical support to the Implementation team to ensure a smooth transition and seamless technical support for JAA. The selected Respondent will be requested to provide hosting and maintenance services for the following Oracle modules.

Existing Modules to Be Upgraded

New Oracle Modules to Replace DataStream

Anticipated New Oracle Modules

to Be Introduced General Ledger

Accounts Payable

Accounts Receivable

Assets

Cash Management

Web ADI

Grants (Projects)

Human Resources

Purchasing

iProcurement

Inventory

Enterprise Asset Management

Sourcing

iSupplier

iExpenses

Procurement Contracts

Service Procurement

User Productivity Kit (UPK)

Sourcing Optimization

Mobile Supply Chain

Supplier Life Cycle Management

JAA maintains one legal entity in its Oracle environment.

3.4.2 Integration Table The following integrations are anticipated to be present within the future Oracle EBS R12 environment. JAA reserves the right to make additions to, modifications of, and/or deletions.

Anticipated System Interfaces Source System Description of Data Direction

Real-time or Batch

Comments

PROPworks Invoice Payment Details

Oracle Invoices TO PROPworks

Batch

PROPworks Invoices PROPworks TO Oracle Receivables

Batch

GL Wand Oracle GL data Oracle TO GL Wand Real time Reporting and inquiry

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Anticipated System Interfaces Source System Description of Data Direction

Real-time or Batch

Comments

eDash Oracle data Oracle TO eDash Real time Oracle data are queried and exported to an EXCEL file.

Oracle Oracle iProcurement requisitions

Oracle TO Staples web store

Real time Users are able to access the Staples store catalog when entering requisitions in iProcurement.

UltiPro UltiPro flat file UltiPro TO Oracle GL Real time UltiPro payroll journal entries to be uploaded to Oracle GL via ADI.

3.4.3 Customizations and Extensions Except for custom reports, JAA intends to deploy the new solution with no customizations or extensions.

3.4.4 Environments The solution will be required to support the following environments during solution upgrade and once it is live: 1) Production – Pristine environment reserved for Production ONLY. This will be the

environment used to support JAA business functions once the solution is live.

2) Development – JAA Production simulated environment to be used for reports, interfaces, customizations and or enhancements (RICE objects).

3) Test – JAA Production simulated environment to be used for modular and integrated testing activities. Configuration and data in this environment should match the “to-be” production environment. Once live, this environment should be kept updated with live production data.

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4) Sandbox – Environment for general testing of the application and delivered functionality. Data should simulate the JAA Production environment.

3.4.5 Number of Users The table below provides an estimate of the number of users that access each application. User counts are subject to change as roles and responsibilities are further defined.

MODULE CORE USERS INQUIRY ONLY EXISTING MODULES General Ledger 10 120 Accounts Payable 4 120 Accounts Receivable 5 120 Assets 2 120 Cash Management 2 6 Web ADI 120 Grants (Projects) 2 120 Human Resources 2 2 Purchasing 7 120 iProcurement 55 120 MODULES TO REPLACE DATASTREAM Inventory 10 120 Enterprise Asset Mgmt 120 120 NEW MODULES TO BE INTRODUCED Mobile Supply Chain 7 7 Sourcing 7 120 iSupplier 7 0 iExpenses 20 0 Procurement Contracts 7 120 Service Procurement 7 120 Sourcing Optimization 8 8 User Productivity Kit (UPK) Content (1) Developer (4)

120 0

Supplier Life Cycle Management 8 8

3.4.6 Sizing The size of the existing database is 80 GB.

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3.5 – Service Requirements

3.5.1 System Availability The system should be available 99.5% of the time, seven (7) days a week, three hundred-sixty-five (365) days a year during JAA core business hours, which are 4:00 AM through 11:00 PM Eastern time.

3.5.2 Roles and Responsibilities As previously stated, JAA will select a System Integrator via a separate and subsequent procurement process to provide services in association with JAA’s upgrade to Oracle EBS R12. JAA expects that the selected Hosting Vendor and System Integrator will work collaboratively and cohesively with the JAA team to enable a smooth transition to Oracle EBS R12 and the new hosted environment. The table on the following page illustrates the anticipated roles and responsibilities during installation, deployment, and post-implementation (system live) project phases:


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ROLES AND RESPONSIBILITIES TABLE

INSTALLATION DEPLOYMENT POST-IMPLEMENTATION JAA JAA will be responsible for

the procurement of the Oracle software and overseeing all activities.

JAA will assign a project manager to oversee all activities of the System Integrator and Hosting Vendor.

JAA will provide a single point of contact who will be responsible for authorizing all environment changes and will act as the liaison between the Hosting Vendor and JAA.

System Integrator

The System Integrator will be responsible for installation of the Oracle EBS R12 applications.

Provide consulting services for the deployment of the new application.

Provide daily maintenance and support for the Oracle EBS environment, including maintenance of Test, Development, Sandbox and Production environments and application of patches.

Train Hosting Vendor on activities required to technically support the new system including maintenance and service of Test, Development, Sandbox and Production environments as well as application of patches.

Provide training for Hosting Vendor on the configuration of the new solution so that the Hosting Vendor can provide functional support once the solution is live.

The System Integrator will provide consulting services as required by the JAA.

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ROLES AND RESPONSIBILITIES TABLE

INSTALLATION DEPLOYMENT POST-IMPLEMENTATION Hosting Vendor

The Hosting Vendor will be responsible for the procurement and installation of the hardware (if applicable) and application(s) supporting the infrastructure required to support the Oracle environment.

Maintain and service the infrastructure environment, including system backups and performance monitoring.

Provide support to the System Integrator and JAA as needed.

Maintain and service infrastructure environment, including system backups and performance monitoring.

Provide daily maintenance and support for the Oracle EBS environment, including maintenance of Test, Development, Sandbox and Production environments and application of patches. Note that this includes modifying customizations and extensions as needed.

Provide functional support to end users, including assistance in debugging application issues and coordinating resolution of issues with Oracle.

Provide support as needed in creation of reports and other activities.

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3.5.3 Location Application must be hosted within a Tier 4 Data Center or higher.

3.5.4 Monitoring The Hosting Vendor must provide monitoring services on the environment 24 hours a day, 7 days a week.

3.5.5 Backups 1) Full backups should be written to disk daily and to tape weekly for Production and Non-

Production. Retention period of two weeks of configuration and two weeks of data backup. In the event of failure, recovery must happen within 48 hours of failure.

2) Full backups of the Operating System should be performed daily.

3.5.6 Failover and Redundancy Capabilities Failover capabilities for full redundancy and immediate failover will be provided for: 1) Server Hardware Layer 2) Network Layer 3) Power Layer 4) Storage Layer 5) Application Layer

3.5.7 Keeping Current Respondent must keep hardware, operating system, and infrastructure current. All known and identified patches for “bugs” within the application must also be applied at the time of installation and maintained as needed.

3.5.8 System Administration Processes 1) Whenever possible, system administration activities impacting the availability or

performance of the system must be completed outside of JAA core business hours, which are 4:00 AM through 11:00 PM Eastern time.

2) JAA will be informed of all activities involving a change to the system. No changes will be

carried out without the written authorization from the assigned JAA individual.

3) Patch/Bundle applications (maintained at current level on a routine basis during pre-agreed maintenance window, allowing JAA sufficient time to perform required and necessary testing of patches/bundles).

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4) JAA requires the Respondent to provide firewall changes, server access list changes, and other network changes as necessary to support environment changes on JAA’s network or new integrations.

3.5.9 Disaster Recovery Services The Respondent will be required to provide disaster recovery services. Failed systems must be restored within 48 hours of disaster occurring.

3.5.10 Help Desk Requirements Respondent will provide a help desk to support all technical and functional issues as discovered by the JAA.

1) Respondent will provide phone and email contacts to support communication of issues, and a

web based portal for incident submission. All support staff responding to calls must reside within the United States and be fully fluent in English and easily understandable.

2) Respondent will provide a detailed process for prioritizing and escalating issues that will be

included in the service agreement. 3) JAA requires Respondent to provide direct contact to Oracle help desk for technical and

functional assistance, and not have call routed through a help desk that is unable to support end user or provides “scripted” responses.

3.5.11 Change Authorizations The Respondent will make no changes to the system without written approval from an assigned JAA representative. This includes, but is not limited to, patch applications, changes in backup schedules, or changes to any configuration in any environment.

3.5.12 Reporting and Documentation JAA requires Respondent have the ability to provide reporting and documentation at regular intervals. Information contained may include, but not be limited to: 1) Number of support hours used against the allotted amount in the contract; and

2) Help desk utilization, including number of help tickets, their reported severity, the

description, the resolution, the length of time to respond to request and length of time between opening and closing ticket.

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3.5.13 Performance Meetings The Respondent is required to participate in regularly scheduled performance meetings. The meetings may be conducted via web conferencing or at JAA. The intention of the meetings is to provide a forum for JAA and the Respondent to identify areas of concern so they can be resolved in a timely manner. JAA may elect to switch to more or less frequent meetings during the term of the contract period.

3.5.14 Performance Penalties The standards, by which the Respondent performance will be evaluated, will be established and finalized during contract negotiations. JAA reserves the right to modify, add and/or delete performance penalties at any time during the contract duration. The Respondent’s failure to meet and maintain these standards, after receipt of written notice to correct such deficiencies, immediately or within twenty-four (24) hours notice may result in the following contract penalties or termination of the Contract.

a. Late Response Violation – To a callback and service request, this would apply, for example but is not limited to, if the technician acknowledged a service call by phone or email, but did not respond or resolve problem within the required agreed upon time shall be subject to a deduction of $250 per violation, per occurrence.

b. Recovery Services – While JAA expectation is immediate fail over services, if the

Contractor’s failure to restore the system within 48 hours of event or disaster occurring , shall be subject to a daily credit of monthly fee for every day system is not restored to full functionally capabilities.


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4.0 – Instructions to Respondents 4.1 – PREPARATION, RECEIPT, AND OPENING OF PROPOSALS 4.1.1 Proposal Submission Deadline and Public Opening JAA will receive Proposals for this solicitation until October 17, 2012 at 2:00 PM (EST) for the purpose of selecting a company to provide Oracle E-Business Suite Hosting, Maintenance and Support Services (the “Scope of Services”). The Proposals will be publicly opened at JAA Administration Building, 14201 Pecan Park Road South, Jacksonville, Florida on October 17, 2012 at 10:00 AM (EST). 4.1.2 – Detailed Submittal Requirements In order to facilitate the analysis of responses to this RFP, Respondents are required to prepare their proposals in accordance with the instructions outlined within this Section 4.1.2. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Respondent’s capabilities to satisfy the requirements of the RFP. Emphasis should be placed upon accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Respondents shall submit proposals in the following format and with tabs numbered as shown below: TAB ITEM INSTRUCTIONS FORMAT

1 Mandatory Respondent Criteria

Respondent must provide written evidence on companies letterhead, signed by authorized company official(s ) that it has successfully

(1) provided Oracle EBS hosting services, functional and technical support and specifically help desk services for the Oracle environment for a minimum of five (5) years and

(2) currently providing hosting, functional and technical support services for Oracle EBS R12;

(3) provide written statement that Respondent agrees to application being hosted within a Tier III + Data Center or higher and monitoring services hours.

Respondent’s chosen format.

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TAB ITEM INSTRUCTIONS FORMAT 2 Company Profile Respondent should provide a general overview

of the company, including brief company history, amount of time in business, company size and organizational structure, service lines and locations. Respondent should take care to include the location of the office and the hosting center that will serve JAA. Respondent should indicate number of active Oracle EBS customers, number of customers using other ERP packages (specify type), and total number of customers overall. Respondent should address experience of Respondent with clients of similar size and complexity to JAA (i.e. number of modules and users as indicated in anticipated future environment). Respondent should give a description of staffing levels within the organization and the number and types of personnel JAA may expect in support of their environment. Respondent should identify any certifications held by the company and identify any national or regional user groups to which it belongs.


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TAB ITEM INSTRUCTIONS FORMAT 3 References Respondent shall provide a minimum of five (5),

maximum (7) references of past or current customers. The reference must be able to confirm: A. Installation Experience –Respondent must demonstrate a minimum of three installations similar to the one outlined in this RFP.

B. Functional Support – Through references the respondent must demonstrate a minimum of five years of experience in providing help desk services for the Oracle environment. The Respondent must demonstrate current expertise for the Oracle applications detailed in this RFP.

C. Through project references the

respondent must demonstrate a minimum of five years of experience in hosting and supporting Oracle environments. The proposing respondent must also demonstrate experience in the hosting and supporting of a minimum of three Oracle environments.

As part of this solicitation, Respondent references are considered very important. As such, JAA will contact and evaluate the responses it receives from each reference provided in response to this solicitation. To the extent contact with proposed references cannot be made or the proposed references indicate a lack of knowledge or awareness of a Respondent, the same will be negatively reflected in JAA’s evaluation of Respondent’s responsibility or ability to perform the Scope of Work contemplated herein. Therefore, prior to proposing references, Respondents are encouraged to contact those individuals or entities being proposed as references in order to ensure that: (i) their contact information is current and correct; (ii) they are knowledgeable and aware of the issues for which they are being proposed as references; and (iii) they are ready, willing, able and/or permitted to provide the reference information being sought. JAA reserves the right to disqualify references that are unresponsive or unreachable.

Refer to Exhibit A, Reference Verification Form.

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TAB ITEM INSTRUCTIONS FORMAT 4 Project Experience

Form Respondent shall provide a description of a minimum of five (5) maximum seven (7) projects demonstrating experience supporting customers in a DBA/System Administration role, with at least three (3) of the projects involving the installations and/or upgrades of an Oracle E-Business Suite. Complete ONE form per Project.

Refer to Exhibit B, Project Experience Form.

5 Technical Proposal Form

Respondent shall provide detailed information regarding its proposed solution for JAA using the format prescribed within Exhibit D, Technical Proposal Form.

Refer to Exhibit C, Technical Proposal Form.

6 Cost Respondent shall provide sufficient itemization and supporting detail to allow for an accurate assessment of cost drivers and corresponding value. Respondents should feel free to provide pricing alternatives based upon tiers of service and support.

Refer to Exhibit D, Cost Worksheet.

7 Résumés Respondent should provide résumé(s) of key project leader and individuals that may be called upon to support the services outlined in this RFP.


8 Contract Termination Form

Respondent should list any contracts that have been terminated in the last five (5) years for reasons other than contract expiration.

Refer to Exhibit E, Contract Termination Form.

9 Proposal Form Respondent shall provide all forms and documentation as outlined within Section 5.0, Proposal Form, including Section 5 itself.

Refer to Section 5.0, Proposal Form.

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TAB ITEM INSTRUCTIONS FORMAT 10 Financial

Statements Respondent shall provide the most recent two (2) years of financial statements, including Balance Sheet, Statement of Revenues and Expenses and Cash Flow. JAA reserves the right to request additional years of financial documents. Financial Statements shall be certified by a Company Officer, or shall be certified by an independent accounting firm. Certification by an independent accounting firm is preferred but not required. Failure to provide all forms or failure to have the forms certified by either a company officer or an independent accounting firm will be cause for disqualification of the proposal. Financial Statements deemed by JAA, at JAA’s sole discretion, financially weak or unsound and/or unable to satisfy contractual obligations may be rejected. “Confidential/Proprietary” should be stamped on each page of financial documentation.


4.1.3 – Delivery of Proposals One (1) original copy (clearly marked “ORIGINAL”), six (6) copies (each clearly marked “COPY”) and one (1) Compact Disk (“CD”) containing a copy of the complete original response in Adobe PDF format (including the Proposal and all required supplemental material listed on the Proposal Form) must be submitted in a sealed package. The package must be labeled to read: “RFP 12-40-31001, Oracle E-Business Suite Hosting, Maintenance and Support Services, October 17, 2012, 2:00 PM (EST),” and must be addressed and delivered to:

Jacksonville Aviation Authority Procurement Department

14201 Pecan Park Road, 2nd Floor Jacksonville, FL 32218

The Authority’s office hours is Monday through Friday, 8:30 a.m. to 5:00 p.m., EST, excluding major holidays. Each Proposal package submitted should clearly show the Respondent's company name on the outside. Facsimile or e-mail Proposals will not be accepted. Subject to JAA's discretion to waive minor irregularities that will not result in an unfair economic or competitive advantage or

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disadvantage to any Respondent, a late submission, as determined by JAA’s official bid clock, will not be considered and may be returned to the Respondent as non-responsive. Each Respondent is fully responsible for ensuring submission is timely received, and shall assume the risk of non-delivery or untimely delivery caused by its chosen delivery method, whether by US mail, public carrier or otherwise. This RFP does not commit JAA to paying costs or expenses of any kind incurred by the various Respondents during proposal preparation, submittal or presentation, if any. If you have any questions concerning the delivery of your response, contact the Procurement Department via facsimile at (904) 741-2350. All responses will be given a time and date of receipt by JAA staff. 4.2 – CONTRACT DOCUMENTS The Contract Documents give the description of the services to be performed under this solicitation. The required qualifications of Respondents, other technical information, and the term of the resulting contract are also contained in these documents. The date, time and location of the receipt and opening of proposals are listed in Section 3.1.1.

4.2.1 – Examination of Contract Documents The Respondent is required to carefully examine the Scope of Services required and the Contract Documents. It will be assumed that the Respondent has investigated and is fully informed of the conditions, the character and quality of services to be performed, the type of services to be provided, and of the requirements of the Contract Documents. 4.3 – OBLIGATION OF RESPONDENTS The Respondent must fully learn of JAA’s requirements for the services to be provided. Failure to do so will not relieve a successful Respondent of its obligation to carry out the provisions of the RFP. The Respondent must be familiar and comply with all federal, state and local laws, ordinances, rules and regulations that in any manner affect the services. In addition, the Respondent will be held responsible for having examined the details of the proposed Scope of Services. The Respondent will use its personal knowledge and experience or professional knowledge as to the character of the proposed services, and any other conditions surrounding and affecting the proposed services. The submittal of a Proposal will be construed as evidence that all Respondent obligations have been satisfied and no subsequent allowance will be made in this regard. Prior to contract issuance, the Respondent must provide documentation validating authorization to do business in the State of Florida and possesses any required federal, state and local licensing, if any, in order to perform the scope of services contemplated herein.

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4.3.1 – Addenda – Changes While Proposing No interpretation of the meaning of any part of the RFP or other Contract Documents, or corrections of any apparent ambiguity, inconsistency or error therein, will be made to any Respondent orally. All requests for written interpretations or corrections MUST be in writing addressed to JAA’s Procurement Department, 14201 Pecan Park Road South, 2nd Floor, Jacksonville, FL 32218 or Fax: (904) 741-2350. All requests and or questions must be received by 5:00 PM (EST) at least five (5) business days before the above-mentioned Proposal Opening date to be given any consideration. All such interpretations and supplemental instructions will be in the form of a written Addendum to these solicitation documents, which, if issued, will be e-mailed, mailed or faxed to all known prospective Respondents. However, it is the responsibility of each Respondent, before submitting its Proposal, to contact JAA’s Procurement Department at (904) 741-2355 to find out if any Addenda were issued and to make such Addenda a part of its Proposal. In case any Respondent fails to acknowledge receipt of any such Addenda in the space provided on the Proposal Form, its Proposal will nevertheless be construed as though Addenda has been received and acknowledged. Only the interpretation or correction so given by JAA’s Procurement Department in writing will be binding and prospective Respondents are advised that no other source is authorized to give information concerning this RFP or to explain or interpret it. 4.4 – PREPARATION OF PROPOSAL The Proposal Form should be submitted with all proposals. All blank spaces on the form must be typed-in or legibly printed in ink. Only the Proposal Form and applicable additional information should be submitted. All documentation submitted with the Proposal should be bound in a single volume. Respondents must review and address all evaluation requirements outlined in this Solicitation as well as items contained in Outline Format for Proposal Response. The emphasis should be on completeness and clarity of content and ease of locating responses to requested information. All proposals must comply in their entirety with the proposal specifications and plans. Any information thought to be relevant, but not applicable to the enumerated Scope of Services, should be provided as an Appendix to the Proposal. If publications are supplied by a Respondent, the Proposal should include reference to a document number and/or page number of that Appendix material. Proposals not providing this reference will be considered to have no additional material to be considered during the evaluation process. If the Proposal is made by an individual, he or she must sign his or her name therein and state his or her address and the name and address of every other person interested in the Proposal as principal. If the Proposal is made by a firm, partnership or joint venture, the name and address of each member of the firm, partnership or joint venture must be stated. If the Proposal is made by a corporation, the Proposal must be signed by an authorized officer or agent subscribing the name of the corporation with his or her own name. FAILURE TO SIGN YOUR PROPOSAL WILL CONSTITUTE A MATERIAL IRREGULARITY AND WILL RESULT IN THE REJECTION OF THE PROPOSAL. Where signatures are required in the “Original” Proposal or Proposal Forms, black

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ink shall not be used. Such officer or agent must also state the name of the State under which the corporation is chartered, and the names and business address of the President, Secretary and Treasurer. If applicable, also provide evidence of registration with the Secretary of the State of the State of Florida for doing business in the State of Florida.

4.4.1 – Withdrawal of Proposal Any Proposal may be withdrawn by written request of the Respondent until the date and time established herein for the opening of the Proposals. Any Proposal not so withdrawn will, upon opening, constitute an irrevocable offer for ninety (90) days (or until one or more of the Proposals have been duly accepted by JAA, whichever is earlier) to furnish the services contemplated herein. JAA action on Proposals normally will occur within sixty (60) days after Proposal opening; however, no guarantee or representation is made as to the time between the Proposal opening and the subsequent JAA decisions and/or action regarding an award. 4.5 – PROPOSAL CRITERIA

4.5.1 – Evaluation Criteria JAA will examine the factors listed below and will assign the defined point value on a scaled basis. JAA reserves the right to reject any and all Proposals, in whole or in part, and to waive any minor irregularities that will not result in an unfair economic or competitive advantage or disadvantage to any Respondent. This solicitation will be evaluated using the following factors and corresponding maximum available points: 1) Mandatory Respondent Criteria (Pass/Fail) - Exhibit A, Mandatory Respondent Criteria 2) Technical Proposal (Maximum 45 Points) – Ability of the Respondent to support the

requirements as outlined in the RFP, as described within Exhibit C, Technical Proposal Form. Specific areas to be evaluated include, but are not limited to, the following: a) General environment support, including maintenance of the servers and related operating

applications; b) Application maintenance including application of patches, backups and upgrades; c) Security and firewall protocols; d) Failover capabilities; e) System availability; f) Performance standards; g) System monitoring; h) System backups; i) Disaster Recovery Plan and documentation; j) Upgrade support; and k) Functional and technical support (Help Desk).

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3) Cost (Maximum 35 Points) – Respondent costs will be evaluated based upon:

a) Up-Front (Installation) Cost (10 Points) b) Annual/Recurring Cost (25 Points) Annual/Recurring Costs must not exceed 3% increase per renewal year.

4) Experience of the Respondent (Maximum 20 Points) – Respondents will be evaluated

based upon their degree of experience serving clients of similar size and complexity to JAA, as well as years of experience and number of customers.

5) Local Preference Program ( Maximum 5 Points)

If your business meets the requirement of Local Business or Local Respondent, you must submit Exhibit G, Local Business Verification Form.

Local verifiable firms that are located within the normal market area will be awarded five (5) points.

Non-local firms outside of the normal market area that subcontracts with a local verifiable firm located within the normal market area will be awarded three (3) points.

6) References (Maximum 5 Points) 7) Small/Minority/Disadvantaged Business Enterprise Participation (BONUS - Maximum

5 Points) JAA is committed to providing an opportunity for local small/minority/disadvantaged owned firms by promoting the development of small businesses within our normal market area (Duval, Clay, Baker, St. Johns and Nassau Counties). It is the policy of JAA to provide small businesses with identical information and an equitable opportunity to compete for business from JAA. This is an invitation for local small/minority/disadvantaged businesses to become involved in the total procurement of JAA sponsored projects, goods and services.

No S/M/DBE participation goal has been established for this RFQ&E. However, firms are encouraged to propose participation by local S/M/DBEs to perform functions of work required in this RFQ&E. Proposed S/M/DBE firms must be currently certified to participate. A list of certified firms is available at the links below: https://www3.dot.state.fl.us/EqualOpportunityOffice/biznet/mainmenu.asp http://cojapps.coj.net/jseb/

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Additional assistance can be obtained by calling the DBE Administrator at (904) 741-2043.

Provide the following for any proposed S/M/DBE participation. 1. Copy of Certification Letter 2. S/M/DBE Form 1- Schedule of Participation 3. S/M/DBE Form 2- Participation ID Affidavit 4. S/M/DBE Form 3- Letter of Intent 5. S/M/DBE Form 4- Unavailability Certification

RESPONDENT MUST SUBMIT SBE FORM #2 and FORM #3 OR FORM # 4 TO BE ELIGIBILE TO RECEIVE BONUS POINTS. THE BONUS POINTS WILL BE AWARDED AS FOLLOWS:

5 POINTS – IF RESPONDENT UTILIZES A CERTIFIED DBE/SBE/MINORITY FIRM (FORM #2 AND FORM #3)

2 POINTS – IF RESPONDENT MEETS GOOD FAITH EFFORT (FORM #4)

8) Presentations, Optional (Maximum Points 25) - JAA reserves the right to request presentations from the top three (3) ranked Respondents, based upon the written proposals received in response to this solicitation, evaluated using Factors 1 through 5, above (JAA reserves the right to increase and/or decrease the number of Respondents invited to make presentations at its sole discretion). If such presentations are requested, points associated with the following factors will be added to the Respondents scores received for Factors 1 through 5, above:

(i) Knowledge of JAA needs as it relates to a hosting environment (Maximum points

10); (ii) Approach, Methodology for Implementation and Service during the contract

(Maximum points 10); (iii) Proposed Staff and Experience (Maximum points 5)

4.5.2 – Disqualifications of Respondents Any of the following causes may be considered sufficient for the disqualification of a Respondent or rejections of the Proposal. (This does not represent an exhaustive list.)

A. Submission of more than one Proposal for the same work by an individual, firm, partnership or corporation under the same or different names. If a company has more than one division, only one Proposal may be submitted for the same company.

B. Evidence of collusion amongst Respondents.

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C. Use of Proposer’s standard form agreement may be cause for rejection of the Proposer’s proposal should they choose to substitute it for the agreement contained within this document.

D. Used, refurbished, or reconditioned equipment will be deemed unacceptable and will

result in the disqualification of the proposal.

E. Incomplete work for which the Respondent is committed by contract, which, in the judgment of JAA, might hinder or prevent the prompt completion of the scope of services contemplated herein if awarded to such Respondent.

F. Being in arrears on any existing agreement with JAA or having defaulted on a previous

contract with JAA. For purposes of this section, attempts to create a new entity, partner with an existing entity or person, or otherwise hold oneself out as another firm or business for the purpose of shielding any individual, firm, partnership, corporation or similar concern from the application of this provision may be considered grounds for disqualification of all those persons or entities involved.

G. Items ‘E’ and ‘F’ above will be considered by JAA after the opening of Proposals, and, if

found to apply to any Respondent, JAA will notify the Respondent that its Proposal will not be considered for an award of the Contract. The Respondent has five (5) business days after the date of JAA’s written notice to appeal in writing JAA’s decision.

4.5.3 – Rejections of Irregular Proposals Subject to the exercise of JAA’s discretion to waive minor irregularities, proposals will be considered irregular and may be rejected if they show omissions, alterations of form, additions not called for, ambiguities, conditions, limitations, unauthorized alternate bids or other irregularities of any kind. JAA reserves the right to:

i. Waive any informality or irregularity in any Proposal, Bank Letter of Credit or Surety Bond,

ii. Negotiate for the modification of any Proposal, iii. Accept that Proposal which, in the JAA’s sole judgment, is deemed the most desirable

and advantageous to JAA, iv. Reject any and all Proposals, v. Re-advertise Proposal, to such extent as JAA, in its sole opinion, deems necessary or

desirable. JAA reserves the right to waive minor irregularities that will not result in an unfair economic or competitive advantage or disadvantage to any Respondent.

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4.5.4 – Public Entity Crime A person or affiliate who has been placed on the convicted Respondent list following a conviction for a public entity crime may not submit a proposal, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a proposal or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit proposals or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in Florida Statute Section 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted Respondent list. 4.6 – PROPOSAL PREFERENCE OPPORTUNITIES

4.6.1 – Local Preference Program In an effort to stimulate economic growth and development of local businesses and keep local resources in the community, JAA has established a Local Preference Program (LPP) to encourage local businesses to participate in the competitive process of supplying goods and services to the Authority. If your business meets the requirement of Local Business or Local Respondent, you must submit EXHIBIT E, Local Business Verification Form.

4.6.2 – Disadvantaged Business Enterprise (DBE) Participation It is the policy of JAA to require the inclusion of firms owned and controlled by minorities and women in contract awards and projects whenever feasible. This policy is consistent with the administrative mandate set out by the United States Department of Transportation in the Code of Federal Regulations in Title 49 at the Code of Federal Regulation (CFR) Part 26. While no participation goal was established for the project, DBE participation is encouraged.

4.6.3 – Small/Minority/Disadvantaged Business Enterprise Participation JAA is committed to providing an opportunity for local small/minority/disadvantaged owned firms by promoting the development of small businesses within our normal market area (Duval, Clay, Baker, St. Johns and Nassau Counties). It is the policy of JAA to provide small businesses with identical information and an equitable opportunity to compete for business from JAA. This is an invitation for local small/minority/disadvantaged businesses to become involved in the total procurement of JAA sponsored projects, goods and services. No S/M/DBE participation goal has been established for this RFQ&E. However, firms are encouraged to propose participation by local S/M/DBEs to perform functions of work required in this RFQ&E. Proposed S/M/DBE firms must be currently certified to participate. A list of certified firms is available at the links below.

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https://www3.dot.state.fl.us/EqualOpportunityOffice/biznet/mainmenu.asp http://cojapps.coj.net/jseb/ Additional assistance can be obtained by calling the DBE Administrator at (904) 741-2043. Provide the following for any proposed S/M/DBE participation. 1. Copy of Certification Letter 2. S/M/DBE Form 1-Schedule of Participation 3. S/M/DBE Form 2- Participation ID Affidavit 4. S/M/DBE Form 3- Letter of Intent 5. S/M/DBE Form 4 – Unavailability Certification 4.7 – NON-DISCRIMINATION PROVISIONS The Respondent agrees to comply with all applicable federal, state and local laws, including the Civil Rights Act of 1964 as amended. The Equal Employment Opportunity Clause in Section 202, paragraph 1 through 7 of Executive Order 11246, as amended, relative to Equal Employment and the implementing Rules and Regulations of the Office of Federal Contract Compliance Programs are incorporated herein by specific reference. The Affirmative Action Clause in Section 503 of the Rehabilitation Act of 1973, as amended, relative to Equal Opportunity for the disabled is incorporated herein by specific reference. The Affirmative Action Clause in 38 USC Section 2-12 of the Vietnam Veterans’ Readjustment Assistance Act of 1974, relative to Equal Employment Opportunity for the special disabled Veteran and Veterans of the Vietnam Era, is incorporated herein by a specific reference. 4.8 – EVALUATION AND AWARD JAA reserves the right to accept or reject any or all Proposals in whole or in part. JAA will be under no obligation or duty to award the resulting Contract to the lowest proposed price and JAA reserves the right to award the resulting Contract to the lowest responsible Respondent submitting a responsive proposal which is most advantageous and in the best interests of JAA. JAA Executive Director/CEO has final approval authority for any resulting Contract. Evaluation factors to be considered are listed in Paragraph 3.5. Respondents should be sure to address each of these factors. If a Proposal is ranked with a score that is 25 percent lower than the highest ranked Proposal’s score, excluding price points, the Proposal, in the discretion of JAA, may be deemed unacceptable to perform the services as requested by the solicitation, and therefore will not be included in the rankings. In evaluating proposals, JAA is under no obligation to contact a Respondent to obtain information required herein. 4.9 – PUBLIC MEETING REQUIREMENTS JAA is required to comply with Section 286.011 of the Florida Statutes. Therefore, certain types of staff meetings and meetings of JAA Awards Committee or JAA Board are required to be held in public, with sufficient notice made of the date and time of the meeting. All notices of public

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meetings are posted at JAA Administration Building, 14201 Pecan Park Road, 1st Floor, Jacksonville, FL 32218. 4.10 – PROTEST PROCEDURES Any Respondent who is adversely affected during this RFP solicitation process may file a Notice of Protest, including all particulars of facts and law on which standing is asserted and on which the protest is based. This notice must be in writing and addressed to: JAA, Attn: Procurement Director, 14201 Pecan Park Road, 2nd Floor, Jacksonville, FL 32218. A notice of protest must be filed within five (5) business days after any action taken by JAA’s Awards Committee. It is the sole responsibility of the protestant to determine the date and time any action is taken by JAA. Receipt of a protest will be acknowledged by letter. The administrative procedures followed by JAA will be provided to the protestant in writing. 4.11 – EXECUTION OF THE AGREEMENT Within ten (10) business days after Notice of Award, the successful Respondent will furnish the required certificates of insurance and any other requirements and enter into a formal Agreement with JAA. Failure to execute the resulting Contract as provided in these documents within ten (10) business days after the date of Notice of Award will be just cause to rescind the award, unless such failure has been caused by JAA, which award may then be made to another Respondent or this solicitation may be re-advertised.


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5.0 – General Conditions 5.01 – GENERAL INFORMATION

The following general conditions relate to the submission of Proposals and any Award to be made as a result thereof:

A. The Agreement, if it be Awarded, shall be Awarded by the Authority in response to the

Proposal offered by a responsible and qualified Proposer who, in the Authority’s sole opinion, best meets all of the goals and requirements stated elsewhere in the Proposal Documents. Responsibility and qualification of Proposers shall be determined by the Authority in its sole judgment from the information furnished by the Proposer as well as from any other sources determined to be appropriate by the Authority. An Award will not be made until after such investigations as are deemed appropriate are made regarding the experience, financial responsibility, and other qualifications of the Proposer.

B. The Authority shall not be obligated to respond to any Proposal submitted nor shall

the Authority be legally bound in any manner whatsoever by the submission of a Proposal by any Proposer.

C. Any Agreement arising out of any Proposal submitted hereunder, and any negotiations

that may follow, shall not be binding or valid against the Authority, its officers, employees or agents unless executed by the Authority and the Company in accordance with applicable laws.

D. Statistical information contained in these Proposal Documents is for information

purposes only. The Authority is not responsible for any inaccuracies or interpretations of said data.

E. Attorney-in-fact who signs Surety Bonds and Performance Bonds must file with such

bonds a certified copy of their power of attorney to sign such bonds. All bonds must be counter-signed by a resident Florida agent of the Surety, with proof of agency attached. Respondent shall use Exhibit I for this requirement.

F. Performance Bond: The Company shall, upon being awarded the proposal, before

commencement of this Agreement, furnish the Authority a Performance Bond in the amount of (50% of the proposal price). The Performance Bond shall be given by the Company, at the Company’s sole expense, to assure and guarantee the performance by the Company of all its obligations under the Agreement, and shall not be cancelled on less than thirty (30) days written notice to the Authority.

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5.02 – DEFINITIONS ADVERTISEMENT – The Notice to submit Proposals inviting Proposals for Hosting, Maintenance and Support Services of Oracle EBS R12 to be awarded. AGREEMENT – The document to be entered into by the Authority and the Proposer and also called ERP System Software Agreement, which together with the Proposal Documents, contemplates and includes permission for the Proposer to maintain the Oracle EBS R12 environment on the Authority’s computer network under the terms and conditions expressly set forth therein. AGREEMENT DOCUMENTS – All written material covering the ERP System Hardware to be installed. The Agreement Documents shall include, but not be limited to the following: Notice to Submit Proposals, Invitation to Submit Proposals, Definition of Terms, Instructions to Proposers, General Conditions, Proposal Form, Company’s Experience and Qualifications Questionnaire, Performance Bond, Insurance Certificate(s), any Addenda, the Agreement, and all attachments and exhibits thereto. AIRPORT – Airport means any and all property and improvements owned, leased, operated or controlled by the Authority, which, for the purposes of these Proposal Documents, includes: Jacksonville International Airport Jacksonville Executive at Craig Airport Cecil Airport Herlong Recreational Airport All airports are located in Jacksonville, Florida AUTHORITY – Jacksonville Aviation Authority AWARD – The acceptance, by the Authority, through formal action of its Board, of the successful Proposer’s offer to install and maintain the Hardware for software for JAA BANK LETTER OF CREDIT – The irrevocable letter of credit issued by a commercial bank, and in a form, satisfactory to the Authority in its sole discretion, drawable in Duval County and issued for the account of the Authority and provided in lieu of a Surety Bond CECIL – Cecil Airport COMPANY – The individual, partnership, joint venture, firm, unincorporated entity or corporation to which the Award is made and which is liable for installing and maintaining the hardware operating the Oracle ERP System in conformance with the Agreement Documents CONTRACT – The Contract consists of the document labeled “Specifications for Oracle E-Business Suite Hosting, Maintenance and Support Services RFP Number 12-40-31001”; Respondent’s Proposal; and any Addenda issued prior to and any Modifications issued after

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execution of the Contract. A Modification is a written amendment to the Contract signed by both parties CONTRACTOR – Any individual, firm or corporation entering into a Contract to perform the Scope of Services CONTRACT ADMINISTRATOR - Designated representative(s) of JAA assigned to monitor the Contract to ensure full compliance with all terms and conditions contained within the Contract document. Monitoring activities include progress of work, inspection and acceptance of services, quality assurance and issuance of payment receipts CONTRACTOR REPRESENTATIVE - Individual(s) designated in writing by the Respondent as the Contractor’s Representative, with authority to act for the Respondent in all matters, including changes to Contract terms CONTRACTING OFFICER – Designated JAA individual, who provides JAA Inspector and/or JAA Contract Administrator with Contract information and monitors the administration of the Contract to ensure compliance with terms by both JAA and the Respondent. The Contracting Officer is the only individual authorized to make Contract modifications DAYS – Calendar days unless otherwise specified DBE – Disadvantage Business Enterprise ELIGIBLE USER – Public agencies and other eligible users that will order products and/or services directly from the Respondent under the Contract. By ordering products and/or services under the Contract, the Eligible User agrees to its terms. Eligible Users are not, however, parties to the Contract. Eligible Users participating in the Contract do so according to the following terms: (1) non JAA Users assume and bear complete responsibility with regard to performance of any contractual obligation or term; (2) breach of a Contract term by any particular User shall not be deemed a breach of the Contract as a whole, which shall remain in force and effect, and shall not affect the validity of the Contract nor the Respondent’s obligations to non-breaching Users or JAA; (3) JAA shall not be liable for any breach by non-JAA Users; (4) each non-JAA User and the Respondent guarantee to save JAA and its officers, agents, and employees harmless from liability that may be or is imposed by their failure to perform in accordance with their obligations under the Contract ERP SYSTEM SOFTWARE – An electronic system that serves as the central hub of various multi-module applications which integrates all the essential activities of JAA and permits the internal electronic communication of data between those activities FAA – Federal Aviation Administration HERLONG – Herlong Recreational Airport

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INSPECTOR – Designated representative(s) of JAA, assigned to monitor the services, advice of problem areas and to give a report of conformance or of rejection. The Inspector will be designated at the award of Contract JAA – Jacksonville Aviation Authority JAX – Jacksonville International Airport JAXEX – Jacksonville Executive at Craig Airport JSEB – Jacksonville Small Emerging Business Local Business or Local Respondent – The term “Local Business” or “Local Respondent” shall mean a person, firm, corporation or other business entity which is duly licensed and authorized to engage in the particular business at issue, which has been in business and maintained its permanent place of business in the NMA for a minimum of one (1) year prior to the solicitation release date and has at least three (3) full-time employees living in the NMA. The Local Business shall perform or operate on a day-to-day basis and provide a substantial component of the goods or services which are being procured by the Authority Normal Market Area (NMA) – The Authority’s Normal Market Area is Baker, Clay, Flagler, Duval, Nassau, Putnam and St. Johns counties PERFORMANCE BOND – The approved form of security furnished by the Company, or its Surety, as a guaranty that the Company will complete the installation, provide maintenance and/or operate the ERP Software in accordance with the terms of the Proposal or Agreement Documents PROJECT MANAGER – Individual assigned by the Authority to oversee and manage the installation of the Hardware for the operation of the ERP System Software PROPOSAL – The approved forms on which the Respondent is to submit, or has submitted its charges for the services contemplated PROPOSAL DOCUMENT – Shall be defined and have the same meaning as Agreement Documents RESPONDENT – Any individual, firm or corporation submitting a Proposal for the services requested SERVICES – Everything required to furnishing or performing under this contract document SBE – Small Business Enterprise

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SURETY – The corporation, partnership, or individual, other than the Company, executing the bonds which are required to be furnished to the Authority by the Company hereunder. Surety shall be licensed to do business in the State of Florida SURETY BOND – The bond described in the Invitation to Submit Proposals, and elsewhere herein, which is submitted with a Proposal, to assure the faithful execution of an Agreement by the successful Proposer TSA – Transportation Security Administration 5.03 – SCOPE OF SERVICES AND CHANGES IN SERVICES The services to be provided under this resulting Contract are specified in Article III, Scope of Services, with descriptions of the tasks to be completed, the reports to be furnished and other Contract requirements. JAA, without invalidating the Contract, may request additional services or make changes by altering, adding to, or deducting from the services, and the Contract will be adjusted accordingly, based on a mutually agreed upon negotiated price. Changes in the services and the Contract sum may only be changed by prior written agreement executed by the parties with proper authorization to do so. 5.04 – RESULTING CONTRACT TERM The resulting Contract term will be for an initial three (3) year period, with two (2), one year renewal options available at the sole option of JAA. The Contract may be terminated at any time with thirty (30) days written notification, with or without cause, by JAA. All JAA Contracts are subject to the availability of budgeted funds. 5.05 - INDEMNIFICATION Any Contract resulting from the RFP will include the following provisions: To the fullest extent permitted by law, the Respondent agrees to indemnify, defend and hold harmless JAA, its officers, agents, volunteers, and employees from and against all claims, damages, losses, and expenses, including but not limited to all fees and charges of engineer(s), architect(s), attorney(s) and other professional(s), court costs, or other alternative dispute resolution costs arising out of, resulting from, or otherwise but for the performance or furnishing of Respondent’s work or services under this Agreement; provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, death or personal injury, or property damage, including the loss of use or diminution in value resulting there from; but only to the extent caused in whole or in part by the actual or alleged negligent acts, errors, or omissions of the Respondent or anyone directly or indirectly employed or hired by Respondent, or anyone for whose acts Respondent may be liable. JAA reserves the right, but not the obligation, to participate in defense without relieving Respondent of any obligation hereunder.

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5.06 – INSURANCE Respondent agrees to maintain, on a primary basis and at its sole expense, at all times during the life of this contract the following insurance coverages, limits, including endorsements described herein. The requirements contained herein, as well as JAA’s review or acceptance of insurance maintained by Respondent is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Respondent under this contract. A. Commercial General Liability: Respondent agrees to maintain Commercial General

Liability at a limit of liability not less than $2,000,000 Each Occurrence. Respondent further agrees coverage shall not contain any endorsement(s) excluding nor limiting Product/Completed Operations, Contractual Liability, Cross Liability nor Professional Liability.

B. Business Automobile Liability: Respondent agrees to maintain Business Automobile

Liability at a limit of liability not less than $1,000,000 (non-AOA access) Each Occurrence. Respondent further agrees coverage shall include liability for Owned, Non-Owned & Hired automobiles. In the event Respondent does not own automobiles, Respondent agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy. In the event the Respondent requires AOA access, then the Business Automobile Liability Limit will be not less than $5,000,000

C. Worker’s Compensation Insurance & Employers Liability. Respondent shall maintain

Worker’s Compensation Insurance & Employer Liability in accordance with Chapter 440, Florida Statutes, as now or hereafter amended. Coverage shall be provided on a primary basis.

D. Additional Insured: Respondent agrees to endorse JAA as an Additional Insured with a

CG2026 Additional Insured – Designated Person or Organization endorsement or similar endorsement, to the Commercial General Liability and Business Auto Liability. The Additional Insured shall read “Jacksonville Aviation Authority.”

E. Waiver of Subrogation: Respondent agrees by entering into this contract to a Waiver of

Subrogation for each required policy herein. When required by the insurer, or should a policy condition not permit Respondent to enter into an pre-loss agreement to waive subrogation without an endorsement, then Respondent agrees to notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others, or its equivalent. This Waiver of Subrogation requirement shall not apply to any policy, which includes a condition specifically prohibiting such an endorsement, or voids coverage should Respondent enter into such an agreement on a pre-loss basis.

F. Certificate(s) of Insurance: Respondent agrees to provide JAA a Certificate(s) of

Insurance evidencing that all coverages, limits and endorsements required herein are

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maintained and in full force and effect. Said Certificate(s) of Insurance shall include a minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage. The Certificate Holder address shall read:

Jacksonville Aviation Authority Risk Management Department 14201 Pecan Park South Road Jacksonville, FL 32218

G. Umbrella or Excess Liability: Respondent may satisfy the minimum liability limits

required above for Commercial General Liability and Business Auto Liability under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability; however, the Annual Aggregate limit shall not be less than the highest “Each Occurrence” limit for the Commercial General Liability and Business Auto Liability. RESPONDENT agrees to endorse JAA as an “Additional Insured” on the Umbrella or Excess Liability, unless the Certificate of Insurance states the Umbrella or Excess Liability provides coverage on a pure “True Follow-Form” basis.

H. Right to Revise or Reject: JAA reserves the right, but not the obligation, to review and

revise any insurance requirement, not limited to limits, coverages and endorsements based on insurance market conditions affecting the availability or affordability of coverage; or changes in the scope of work / specifications affecting the applicability of coverage. Additionally, JAA reserves the right, but not the obligation, to review and reject any insurance policies failing to meet the criteria stated herein or any insurer providing coverage due.

5.07 – RESPONSIBILITIES OF THE RESPONDENT

A. A mandatory post award conference will be scheduled after the Contract is awarded which is normally held within ten (10) business days after contract award. The Respondent will furnish the performance bond, certificates of insurance, copies of licenses, permits and other items required by JAA.

B. The Respondent will begin the services as described in the Contract upon issuance of a

written Notice to Proceed by JAA.

C. The Respondent is responsible for the professional services, technical accuracy, and timely completion of the work to be done, and for compliance with all terms and conditions of the Contract.

D. The Respondent will remain liable for all damages to, or incurred by JAA, caused by

the Respondent’s negligent performance of any of the services furnished under this Contract.

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E. The Respondent represents that it is an independent Respondent and not an employee of JAA, nor are any of Respondent’s employees performing services in furtherance of this Contract to be considered employees of JAA. The Respondent is responsible for any federal or state taxes applicable to this Contract and for complying with the requirements of all federal and state laws about income tax withholding, unemployment insurance and other insurance applicable and necessary for its employees. Employees of the Respondent will not be eligible for any Federal Social Security, State Worker’s Compensation or unemployment insurance under this Contract except as employees of the Respondent.

F. The Respondent will designate in writing a qualified person(s) to act as its

representative. The Respondent’s Representative(s) will have authority to act for the Respondent in all matters covered by this Contract. The Respondent’s Representative(s) will be authorized to submit written estimates and any changes to these estimates, make joint inspections with the JAA Inspector at time designated by JAA and will be available to meet with JAA during the working hours of JAA and to answer questions for JAA Inspector and JAA Contracting Officer.

G. The Respondent will comply with all provisions of the Contract, and will not

commence any additional work without submitting a written estimate of charges to the designated JAA Inspector. All charges over this estimate must be pre-approved in writing by JAA Inspector, or payment will only be made for only the original estimated amount.

H. The Respondent will have a competent Respondent’s Representative on the job at all times when services are being performed with full authority from the Respondent and who is satisfactory to JAA.

All representatives must be thoroughly familiar with the Contract terms as well as the following:

1. Provide sufficient backup personnel to cover absenteeism or existing work

force hours to compensate for absent personnel.

I. If applicable, all employees/subcontractors/independent operators of the Respondent assigned to Jacksonville International Airport (JAX) must obtain a JAA Security Badge, at the sole expense of the Respondent. The Respondent will have the sole responsibility of complying with FAA guidelines, including but not limited to, requiring a ten (10) year employment history and background check, issuance and wearing of security badges. Any fines incurred by JAA for violations of any FAA regulations by Respondent employees will be charged to the Respondent, and if not promptly paid by the Respondent may result in termination of the Contract. See Exhibit ___ for JAA form “Application and Certification Official Signature,” which contains details on the issuance, replacement, wearing of security badges, as well as listing the disqualifying crimes for which an employee of the Respondent may not be issued a security badge. Any employee of the Respondent found by JAA to have been

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issued a security badge in violation of FAA guidelines will be required to immediately surrender their badge and be removed from JAA property. Not Applicable

J. All personnel employed by the Respondent will be competent, trustworthy and

properly trained. The Respondent and its employees will be required to comply with all the applicable regulations of JAA. JAA will require the Respondent to remove from JAA property all employees deemed careless, incompetent, or otherwise objectionable and/or detrimental to JAA interests. All personnel assigned to JAA must understand and clearly speak English.

K. In addition to all JAA security rules and regulations, which will be provided to the

Respondent at the post award conference, the Respondent will inform their employees, and ensure their compliance with the following:

1. No illegal guns, knives or other weapons are allowed on JAA premises

2. No drugs or other prohibited substances, including alcohol, are allowed on JAA

premises

3. All building regulations concerning smoking

L. The Respondent is responsible for the repair or replacement cost of any damage to JAA property. Failure to report the same within the specified time may be cause for termination of this Contract. The Respondent is responsible for reporting, in writing, within twenty-four (24) hours the occurrence of damage to property of JAA or its tenants. Failure to report the same within the specified time may be cause for termination of this Contract.

M. The Respondents/Subcontractors/Independent Operators employees will not be

assisted or accompanied by non-employees during the performance of the Scope of Services.

N. The Respondent is liable for any expense incurred as a consequence of any traffic

infraction or parking violations attributable to employees of the Respondent.

O. The Respondent agrees that its vehicles, cargo, goods, and other personal property are subject to being inspected and searched when attempting to enter or leave and while on JAA property at the sole discretion of JAA. This is for the protection of users of the Airport.

5.08 – WARRANTY – MINIMUM REQUIREMENTS In the performance of the Scope of Services under this solicitation, the Respondent and its employees and/or Subcontractors shall exercise the degree of skill and care required by customarily accepted best business practices and procedures in the industry. All services under

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this solicitation are warranted for a period of one year following final acceptance of the services. If any failure to meet the foregoing warranty appears within one year after services are accepted by JAA, the Respondent shall again perform the services directly affected by such failure at the Respondent’s sole expense. 5.09 – RESPONSIBILITES OF JAA

A. At the post award conference, JAA will provide a list of personnel, with phone numbers, who are designated as JAA contacts. The list will be updated as necessary.

B. JAA will promptly notify the Respondent, or his designated representative of any

problems encountered during the Contract term and will arrange for a meeting to resolve issues.

5.10 – COMPENSATION Compensation will be paid in accordance with the Respondent’s proposed price submitted on the Proposal Form and final negotiations regarding the same. An original and one copy of the invoice, which must reference the purchase order number and month of service, should be mailed to:

JAA, Attn: Accounts Payable, 14201 Pecan Park Road, Jacksonville, FL 32218 Invoices will be processed in accordance with normal JAA procedures, which is thirty (30) days net after receipt of an approved invoice. JAA, at its sole discretion, may authorize advance payments, deposit or partial payments. 5.11 – PERMITS AND LICENSES Work permits and licenses necessary to carry out the services will be secured and paid for by the Respondent and remain in effect throughout the duration of the Contract. 5.12 – JAA’S RIGHT TO TERMINATE THE RESULTING CONTRACT The resulting Contract may be terminated by JAA in accordance with this clause whenever JAA determines that such termination is in the best interest of JAA. Such termination will be effected by a thirty (30) day prior written notice to the Respondent stating the date upon which such termination becomes effective. JAA may terminate the Contract should the Respondent have repeated and sustained Federal Aviation Administration (FAA) and / or Transportation Security Administration (TSA) security regulation violations or as determined by JAA.

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Unsatisfactory performance by the Respondent may result in immediate cancellation of the Contract. If such Contract is terminated, JAA reserves the right to open negotiations with the next rank Respondent until a successful completion of negotiations and execution of a Contract. Termination of the Contract in accordance with its agreed termination provisions will not give rise to any claims of improper termination, termination in bad faith, or the like or to the payment of any compensation, recoupment of expenditures made by Respondent pursuant to the Contract, or the like predicted in such termination. The Contract is always subject to availability of budgeted funds. 5.13 – ASSIGNMENT The Respondent will not assign or otherwise transfer its rights under the Contract without the prior written consent of JAA, nor will the Respondent assign any monies due or to become due to him hereunder, without the prior written consent of JAA. 5.14 – SUBCONTRACTORS If Subcontractors are to be used, the Respondent will, as soon as practicable after signing the Contract, notify JAA in writing the names of Subcontractors proposed for the work. Subcontractors will not be employed unless and until they are approved by JAA. The Respondent is as fully responsible to JAA for the acts and omissions of its Subcontractors and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by him. It is the responsibility of the Respondent to ensure that Subcontractors comply with all terms and conditions of this Contract. Nothing contained in the Contract documents creates any contractual relationship between the Subcontractors and JAA. JAA requires all Subcontractors enter into a formal Contract with the prime Respondent that clearly lists all of the agreed upon conditions. 5.15 – PROMPT PAYMENT TO SUBCONTRACTORS AND SUPPLIERS Generally, when the Respondent receives payment from JAA for labor, services or materials furnished by Subcontractors and suppliers hired by Respondent, the Respondent shall remit payment due (less proper retainage) to those Subcontractors and suppliers within fifteen (15) calendar days after Respondent’s receipt of payment from JAA. Nothing herein shall prohibit Respondent from disputing, pursuant to the terms hereof, all or any portion of a payment alleged to be due to its subcontractors and suppliers. In the event of such dispute, the Respondent may withhold the disputed portion of any such payment only after Respondent has provided notice to JAA and to the Subcontractor and supplier whose payment is in dispute, which notice shall:

1. Be in writing 2. State the amount in dispute 3. Specifically describe the actions required to cure the dispute

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4. Be delivered to JAA and to the said Subcontractor or supplier within ten (10) calendar days after the Respondent’s receipt of payment from JAA. The Respondent shall pay all undisputed amounts due within the time frames specified in this section

5.16 – SAFETY STANDARDS It is the intent that all specifications are in full and complete compliance with all Federal and State of Florida laws and regulations that apply to the type and class of equipment being provided or services being performed. This includes, but is not limited to, Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency (EPA) standards, and Florida requirements for external noise control that apply to the type and class equipment being provided or services being performed. If an apparent conflict exists, the Respondent must contact JAA immediately. In addition, any Federal and State legislation which should become effective regarding equipment safety will immediately become a part of this contract. Respondent will have the option to meet or exceed any such safety standard. 5.17 – CHANGES IN PERSONNEL The Respondent will immediately notify JAA contact in writing, prior to affecting a personnel change concerning the personnel assigned to the Contract. JAA reserves the right to reject any personnel assigned to perform work under this Contract. 5.18 – NO INDIVIDUAL LIABILITY No member, officer, agent, director or employee of JAA or Respondent will be charged personally or held contractually liable by or to the other party under the terms or provisions of the Contract or because any breach thereof or because of its or their execution or attempted execution. 5.19 – SECTION HEADING The section headings contained in this RFP are included for convenience only and are not to be considered a part hereof or affect in any manner the construction or interpretation of the RFP. 5.20 – ORDER OF PRECEDENCE In the event of any conflict between the provisions of the Contract, the provisions of JAA’s RFP Number 12-40-31001 and Respondent’s Proposal, referred and incorporated in the Contract, said provisions will be given preference in the following order:

1) Contract 2) JAA’s RFP Number 12-40-31001 3) Respondent’s Proposal 4) Purchase Order

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5.21 – GOVERNING LAW AND VENUE The venue of any legal action brought by or filed against JAA relating to any matter arising under this solicitation or the resulting Contract will be exclusively in the appropriate court, sitting in Duval County, Florida that has jurisdiction over such legal action. This solicitation and the resulting Contract will be governed by and interpreted under the laws of the State of Florida. 5.22 – NONWAIVER Failure by either Party to insist upon strict performance of any of the provisions of this Contract will not release either Party of any of its obligations under the Contract. 5.23 – ENTIRE AGREEMENT This Contract is the entire agreement of the Parties and the Parties are not bound by any stipulations, representations, agreements, or promises, oral or otherwise, not printed or inserted in this Contract. Respondent agrees that no representations have been made by JAA to induce the Respondent to enter into the Contract other than as expressly stated in this Contract. This Contract can neither be changed orally, nor by any means other than by written amendments expressly referencing this Contract and signed by all Parties hereto. 5.24 – PROPRIETARY INFORMATION In accordance with Chapter 119 of the Florida Statutes (Public Records Law) and except as may be provided by other applicable State and Federal Law, all Respondents should be aware the RFP’s and the responses thereto are in the public domain. However, the Respondents are requested to identify specifically any information contained in their proposals, which they believe to be exempt from disclosure, citing specifically the applicable exempting law. JAA will consider a Respondent’s opinions regarding the applicability of Chapter 119, Florida Statutes, but shall not be obligated to concur in such opinions, and shall have no liability to a Respondent for making public any information contained in a Proposal. All Proposals received from Respondents in response to the RFP will become the property of JAA and will not be returned to the Respondents. In the event of Contract award, all documentation produced as part of the Contract will become the exclusive property of JAA. 5.25 – TIME REQUIREMENT For every requirement of this solicitation and the resulting Contract, time is of the essence. Please adhere to the Timeline of this RFP for anticipated schedule dates of scheduled items. (See details in Anticipated Solicitation Timeline.) 5.26 – DAMAGES The Respondent acknowledges that it can be compensated adequately by money damages for any breach of the Agreement that may be committed by JAA. The Respondent agrees that no

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default, act or omission of JAA shall constitute a material breach of the Agreement entitling the Respondent to cancel or rescind the same or to suspend or abandon performance thereof; and the Respondent hereby waives any and all rights and remedies to which the Respondent might otherwise be entitled to because of any wrongful act or omission of JAA, saving only the Respondent’s right to money damages.


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6.0 Proposal Form Respondent’s Name: _________________________________________________________________________________ 6.1 - CHECKLIST OF REQUIRED DOCUMENTS TO BE SUBMITTED The following checklist is provided for convenience. The Respondent is responsible for carefully reviewing the submittal requirements in the RFP and submits all information requested.

A. Conflict of Interest Certificate (Exhibit F) B. Local Business Verification Form (Exhibit G) C. S/M/DBE Forms (Exhibit H, if applicable) D. Surety Bond-Performance Bond Form (Exhibit I)

6.2 - ACKNOWLEDGMENTS Respondent shall complete the acknowledgments listed below: ADDENDA ACKNOWLEDGEMENT (IF APPLICABLE)

Acknowledgment of the following Addenda is hereby made:

Addenda No._________ Date: ________ Respondent’s Initial: ________ DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

a. _____ Yes, we have a Drug-Free Workplace Program

b. ______ No, we do not have a Drug-Free Workplace Program ACKNOWLEDGEMENT OF WARRANTY ACCEPTANCE Acknowledgment of warranty acceptance is hereby made: Respondent’s Initial:_____ PROPOSAL FORM SIGNATURE By submitting this Proposal, the Respondent certifies that the Respondent has read and reviewed all of the documents pertaining to this solicitation, that the person signing below is an authorized representative of the Company, that the Respondent is legally authorized to do business in the State of Florida, and that the Respondent maintains in active status all appropriate license required for the work.

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FAILURE TO SIGN YOUR PROPOSAL WILL CONSTITUE A MATERIAL IRREGULARITY AND WILL RESULT IN REJECTION OF THE PROPOSAL. Respondent Name: ________________________________________________________________ Authorized Agent’s Signature: ___________________________________ Date: _____________________________ Printed Name: _________________________________ Email: ___________________________________________ Title: ____________________________________________________________ Respondent is a: [ ] Corporation [ ] Partnership [ ] Individual Federal Identification Number: ___________________________________________________ Remittance Address: ___________________________________________________

__________________________________________________ ___________________________________________________

Telephone Number: _____________________________ Fax Number: ________________________________

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EXHIBIT A REFERENCE VERIFICATION FORM

Respondents should provide reference information in the following format: Company Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact Fax Number:

Contact Email Address:

Type of Services Provided (specifically state if services were installation, hosting, help desk support or maintenance service):

Dates of Service (Start Date – End Date)

Number of Modules

Number of Users

Contract Value

As part of this solicitation, Respondent references are considered very important. As such, JAA reserves the right to contact and evaluate the responses it receives from each reference provided in response to this solicitation. To the extent contact with proposed references cannot be made or the proposed references indicate a lack of knowledge or awareness of a Respondent, the same will be negatively reflected in JAA’s evaluation of Respondent’s responsibility or ability to perform the Scope of Work contemplated herein. Therefore, prior to proposing references, Respondents are encouraged to contact those individuals or entities being proposed as references in order to ensure that: (i) their contact information is current and correct; (ii) they are knowledgeable and aware of the issues for which they are being proposed as references; and (iii) they are ready, willing, able and/or permitted to provide the reference information being sought.

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EXHIBIT B PROJECT EXPERIENCE FORM (Complete ONE form per Project)

CLIENT NAME: PROJECT

TITLE:

PROJECT START:

PROJECT END:

STILL IN SERVICE (YES or NO):

ORGANIZATIONAL OVERVIEW

CHALLENGES

PROJECT SCOPE OVERVIEW: SERVICES PROVIDED:

APPLICATIONS INVOLVED:

PROJECT APPROACH

KEY CHALLENGES REALIZED BENEFITS

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EXHIBIT C TECHNICAL PROPOSAL FORM

1) Location - Indicate the location of the data center where the proposed solution will be

housed.

2) Installation – Indicate your assumptions and recommendations to provide and install the

hardware and software required to support the environment described in this RFP. Specifically, who will be responsible for upgrades of applications required to support the infrastructure. – no latitude; we want a turnkey solution. Anything necessary on installation front?

3) Environment - Provide a detailed description of the environment proposed to support the requirements described in this RFP document. When identifying the proposed technical architecture requirements, please identify the optimal configuration, not merely the minimum configuration. Please specify if the suggested environment is completely dedicated to JAA or if shared with many clients. If shared, document how JAA data is secured and segregated from other clients. (Illustrate in diagram form how the shared infrastructure is constructed, including technical details as well). Include the following details:

a) Hardware Environment - Describe the optimal hardware environment (both clients and

servers) required to utilize the Oracle ERP software. In the event there is more than one suitable hardware platform, list all options indicating the relative strengths and drawbacks (if any) of each. Number and types of servers, applications required to support the infrastructure and the portioning and sizing (RAM, slots, capacity, physical disks, etc.) proposed to support each environment (production, test, sandbox and development) should be addressed.

b) Network Environment - Describe the optimal network environment required to utilize

the Oracle ERP software. In the event that there is more than one suitable network configuration, list all options, including the relative strengths and weaknesses (if any) of each.

c) Operating System - Identify the operating system required by the Oracle ERP applications software and database management system in the hardware environment recommended above. In the event there is more than one suitable operating system, list all options indicating the relative strengths and drawbacks (if any) of each.

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d) Database Platform - The Respondent is requested to provide the ideal database platform

choices for the Oracle ERP software. In the event that there is more than one suitable database platform, please list all options, including the relative strengths and drawbacks (if any) of each. The solution should provide a qualitative discussion regarding the proposed solution’s ability to perform backups irrespective of open records.

e) Security and firewall Protocols.

4) Include a diagram of the proposed infrastructure.

5) Failover Capabilities – Describe the failover capabilities for the solution proposed. Include

details for: a) Server hardware layer b) Network layer c) Power layer d) Storage layer e) Application layer

6) System Availability – Provide details on how you propose to support requirements for system availability. Include details on standards or goals implemented within your organization.

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7) Performance Standards - Provide details on the performance standards that can be expected with the solution you are proposing. Specifically, provide details on amount of data that can be loaded per second and the amount of time expected to load a standard Oracle screen, time required to run a standard report, time required to save data entered on a page, and time required to export data to a spreadsheet.

8) System Monitoring - Provide details on your ability to meet JAA’s requirements for system

and performance monitoring. Provide any additional recommendations or services that you may include in your proposal.

9) System Backups – Provide details on your ability to meet JAA’s requirements for system

backups, which at a minimum is two weeks of configuration backup and two weeks of data backup (48 hours recovery, in event of failure). Provide any additional recommendations or services that you may include in your proposal.

10) Disaster Recovery – Describe the disaster recovery services offered by your company

and how you propose to support the requirements outlined in this RFP.

11) Upgrade Support – Describe your approach to supporting the System Integration team

during the upgrade to the new environment.

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12) Technical Maintenance and Support – Describe the services and approach you propose

to support the requirements for technical maintenance and support outlined in the RFP. Describe your standard approach and qualifications for providing system administration and database administration services.

13) Functional Services – Describe the services and approach you propose to support the functional help desk requirements outlined in the RFP. Address requirements for the functional help desk and for coordinating issue resolution with Oracle.

14) Support (Functional and Technical) Help Desk Requirements – Describe your policies regarding help desk hours, issue prioritization and escalation.

15) Change Authorizations – Describe your policies and processes for managing changes to the system (such as patch applications) or changes to the configuration of the infrastructure supporting the Oracle environment.

16) Documentation – Describe the reports you provide as part of your standard service; for

example, service hours used, volume of tickets and performance metrics.

17) Performance Meetings – Does your organization routinely meet with clients to discuss open issues? If so, how frequently?

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18) Data Transition- Please describe how you will support a smooth transfer of JAA data

from the current hosted environment to the new environment. Fully articulate your proposed role in this transition.

19) Best Business Practices as it relates to Degree of Process Reengineering Imposed or

Required - Please describe in detail the best business practices that are built to support the Oracle ERP software at your organization.

20) Competitive Advantage - Please describe any competitive advantages of your services

which would distinguish your service from the competition.

21) Patches and Fixes – Describe how your company approaches application of patches and

fixes. How are patches and fixes applied? How do you ensure that patches and fixes do not impact customizations?

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EXHIBIT D COST WORKSHEET

Respondent’s proposed pricing must be presented in the format on the following page and in accordance with the instructions below. JAA reserves the right to request cost and scope clarification at any time throughout the selection and negotiation process. JAA requires Respondent to:

1) Utilize the cost worksheets provided with the RFP. DO NOT use “TBD” (to be determined) or similar annotations in the cells. You may identify costs as a “not-to-exceed” amount. Renewal years must not exceed 3% increase per year.

2) Provide JAA with an hourly rate for support should JAA decide annual costs are above and beyond their needs. (JAA reserves

the option to reduce level of service.)

3) Include supplemental explanations, where appropriate.

4) Submit solutions, including pricing, that represent Respondent’s best and final proposal to JAA.

5) Explicitly state what is included in interfaces and data conversion (if required); i.e., reconfirm in cost matrix what interfaces are included in costs, and what files are and are not included in conversion.

Additional comments may be provided in the cost worksheets in the designated comment areas. Respondents may not utilize their own standard cost forms to submit information. JAA will look to the formatted RFP cost worksheets for pricing information and descriptions. Anticipated Data Conversions: JAA anticipates that there may be some data conversion participation required by the selected Respondent. Note: JAA reserves the right to add or delete data to be converted.

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EXHIBIT D COST WORKSHEET

(Page 1 of 2)

RECURRING COSTS

ITEM ONE-TIME

COSTS YEAR 1 YEAR 2 YEAR 3 YEARS

1-3 COMMENTS AND

ASSUMPTIONS

Hosting Services

Implementation Support

Maintenance

Technical Support

Functional Support

Other Costs

TOTALS

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EXHIBIT D COST WORKSHEET – RENEWAL YEARS

(Page 2 of 2)

RECURRING COSTS

ITEM YEAR 1

(OPTION) YEAR 2

(OPTION) YEAR 3

(OPTION) YEAR 4

(OPTION) YEAR 5

(OPTION)

COMMENTS AND ASSUMPTIONS

Hosting Services

Implementation Support

Maintenance

Technical Support

Functional Support

Other Costs

TOTALS

Note: Renewal years must not exceed 3% increase per year.

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EXHIBIT E CONTRACT TERMINATION FORM

Respondent should list any contracts that have been terminated in the last five (5) years for reasons other than contract expiration. Contract Terminations (Primary Respondent)

RESPONDENT NAME

CLIENT NAME AND ADDRESS

ORIGINAL CONTRACT

DATES

DATE CONTRACT

TERMINATED

REASON FOR TERMINATION JUDGMENTS RENDERED OR LAWSUITS PENDING


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EXHIBIT F CONFLICT OF INTEREST CERTIFICATE

Respondent must execute either Section I or Section II hereunder relative to Florida Statute 112.313(12). Failure to execute either section may result in rejection of this proposal.

SECTION I I hereby certify that no official or employee of JAA requiring the goods or services described in these specifications has any financial interest in this company. __________________________ ___________________________ Signature Company Name __________________________ ___________________________ Name of Official (type or print) Business Address ____________________________

City, State, Zip Code

SECTION II I hereby certify that the following named JAA official(s) and/or employees(s) has a financial interest(s) in this company have filed Conflict of Interest Statements with JAA Executive Director’s / CEO Office, 14201 Pecan Park Road South, Jacksonville, FL 32218 prior to the time of proposal opening. Name Title or Position Date of Filing _________________ __________________ _____________________ __________________________ _________________________ Signature Company Name __________________________ _________________________ Name of Official (type or print) Business Address _________________________ City, State, Zip Code

SECTION III PUBLIC OFFICIAL DISCLOSURE JAA requires that a public official who has a financial interest in a proposal, proposal or contract make a disclosure at the time that the proposal, proposal or contract is submitted or at the time that the public official acquires a financial interest in the proposal, proposal or contract. Please provide disclosure, if applicable, with proposal. Public Official: ___________________________________________________ Position Held: ____________________________________________________ Position/Relationship with Respondent: ___________________________________

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EXHIBIT G LOCAL BUSINESS VERIFICATION FORM

Normal Market Area (NMA): Baker, Clay, Duval, Flagler, Nassau, Putnam and St. Johns

County

Name of Business: Nature of Business:

Physical Address of Business: (not a PO Box)

Type of Business Circle One: Corporation Sole Proprietor Partnership Other

City / State / Zip

Local Phone Number: Fax Number:

Date Business was established in NMA:

Number of employees living in the NMA:

County Location: Contact Email Address:

Owners Name:

Business License County: Date License

Issued:

You MUST include the following information with the return of the affidavit: Current Business, Occupational, and Professional Licenses. If a tie occurs between two Local Businesses or Local Bidders, then you will be requested

to submit an Employee Roster to include Name, Date of Hire, City, County and Zip Code for the employees living in the NMA.

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I certify that the above information is correct and I understand that failure to sign this form and any material misrepresentation will constitute a material irregularity and will result in the disqualification of the status “Local Business”.

Authorized Agent’s Signature: Date: Printed Name: Title: Sworn to and subscribed before me this _________day of___________________, 20_______. By:

(Affiant’s Printed Name) He/She is personally known by me or has produced as identification. State of Notary seal (Signed by Notary)

(Notary’s Printed Name) My Commission Expires:


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EXHIBIT H S/M/DBE FORMS (1-4)

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EXHIBIT I SURETY BOND-PERFORMANCE BOND FORM

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EXHIBIT J NO PROPOSAL FORM

If your firm cannot submit a proposal at this time, please provide the information requested in the space provided below and return it to:

Jacksonville Aviation Authority Attn: Procurement Department

14201 Pecan Park Road Jacksonville, FL 32218

Please be sure “NO PROPOSAL” and the Proposal Number are clearly shown on the outside of the envelope. RETURN THIS FORM ONLY. We are unable to submit a proposal at this time for the following reasons: 1. We are unable to provide the nature of the service/products requested. _____ 2. Requested specifications are too restrictive. (Please elaborate below.) _____ 3. We are unable to comply with other terms of this invitation/request. _____ 4. Request was not sufficiently clear. _____ 5. Other. (Please state the reasons in detail below.) Comments:

Name of Firm: Signature: Printed Name: Title: Email: Telephone Number: ____________________ Fax Number: ___________________________ Address: _____________________________________________________________________ City: ________________________ State: _____ Zip Code: __________

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