Request for Proposal

******************

MICROSOFT EXCHANGE 2010

UPGRADE
March 2013
Project#: 13/0020

MHMRA of Harris County

Purchasing Department
7011 Southwest Freeway
Houston, Texas 77074

INVITATION
Mental Health Mental Retardation Authority of Harris County (MHMRA) is accepting Proposals
from vendors Registered, State Certified, and capable of providing Microsoft Exchange 2010
Upgrade.
Mental Health Mental Retardation Authority of Harris County invites your firm to submit a
Proposal. If you are interested in submitting a Proposal, please adhere to the General
Instructions and Requirements as outlined in the enclosed Request for Proposal.
Vendors shall pay particular attention to all INSTRUCTIONS, REQUIREMENTS and
DEADLINES indicated in the attached documents and should govern themselves accordingly.
In accepting Proposals, MHMRA reserves the right to reject any and all Proposals, to waive
formalities and reasonable irregularities in submitted documents, and to waive any requirements
in order to take the action, which it deems to be in the best interest of MHMRA, and is not
obligated to accept the lowest Proposal.
We greatly appreciate your efforts and look forward to reviewing your submission.

Nina Cook
Nina Cook, MBA, CPPB
Purchasing Manager
MHMRA, Harris County

Joycie Sheba
Joycie Sheba
Buyer II

Table of Contents
Section

Page

I.

Overview

II.

Request for Proposal (RFP) Time

Line & Events

III.

General Instructions

IV.

Proposal Stipulations & Requirements

V.

Insurance Requirements

VI.

Proposal Evaluation Process

10

VII. Specialized Services To Be Performed

11

VIII. Exchange Upgrade RFP Amendments

18

IX.

Proposal Reply Page

21

IX.

Proposal Contents

24

X.

Signature Page

25

XI.

Attachment(s)

26

A.
B.
C.
D.
E.

Sample Contract
HUB Subcontracting Plan
(Historically Underutilized Business)
Deviation Form
Notice to Not To Participate Form
Form W-9 - Request for Taxpayer Identification Number and
Certification
http://www.irs.gov/pub/irs-pdf/fw9.pdf

SECTION I OVERVIEW
BACKGROUND AND OBJECTIVES
The Mental Health Mental Retardation Authority of Harris County (MHMRA) is a Community Center in
Houston, Harris County, Texas providing Behavioral Health Services to approximately twenty-five (25) to
(30) thirty thousand Harris county residents each year. MHMRA is the largest community based provider
of clinical services to Mental Health and Intellectual Development Disabilities consumers in the United
States. It maintains operations at over 25 facilities throughout all parts of Harris County and operates and
on an annual budget in excess of $191.9 million. Our goal is to employ best practices and cost
effectiveness.
The Mental Health Mental Retardation Authority of Harris County (MHMRA) invites qualified companies
herein after referred to as Provider or Vendor to submit Proposals for Microsoft Exchange 2010
Upgrade in response to this solicitation. The Agency has fixed pricing budgets and all pricing quoted
should remain fixed for the duration of the contract. Our goal is to employ best practices and cost
effectiveness.

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SECTION II - PROPOSAL (RFP) TIME LINE OF EVENTS

Solicitation Packet issue date:

Monday, May 20, 2013

Receive Questions from Prospective Vendor:

Monday, May 27, 2013 by 4:30 p.m.

Deadline to response to questions:

Wednesday, May 29, 2013 by 4:30 p.m.

Deadline for submission of RFP:

Wednesday, June 05, 2013 at 10:00 a.m.

Proposal Opening:

Wednesday, June 05, 2013. A public

Proposal opening will be held at 10:15 a.m.,
7011 Southwest Freeway, Houston, Texas
77074

Anticipated Award Date:

Contingent upon Board Approval

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SECTION III - GENERAL INSTRUCTIONS

A. Questions
Deadline for questions from Providers: Monday, May 27, 2013 by 4:30 p.m.
Deadline for Response to Questions: Wednesday, May 29, 2013 by 4:30 p.m.
All questions concerning the PROPOSAL specifications must be submitted in writing and emailed to the
below listed team members. To ensure receipt of all questions in a timely manner, the preferred method is
via email.
Joycie Sheba, Buyer II
(713) 970-7300
Fax: (713) 970-7682
Email: [email protected]
CC:
Sharon Brauner, Buyer III
Email: [email protected]

B.

Submittal Procedure

The Proposal, subject to all conditions and specifications attached hereto, must be signed in INK by a
person or officer of the company submitting the Proposal that is authorized to enter into contractual
agreements on behalf of the company. Proposals received unsigned will be deemed non-responsive and
therefore; will not be accepted.
Deadline to submit Final Proposal is Wednesday, June 05, 2013 at 10:00 A.M The original Proposal,
signed in ink, five (5) additional photocopies and an electronic copy (CD-ROM or Floppy) should be
submitted in a SEALED ENVELOPE and delivered to the attention of:
MHMRA of Harris County
Purchasing Department
Attn: Joycie Sheba, Buyer II
7011 Southwest Freeway,
Houston, Texas 77074
MICROSOFT EXCHANGE 2010 UPGRADE
DO NOT OPEN UNTIL WEDNESDAY, JUNE 05, 2013 AT 10 A.M.
No Proposal will be accepted after the stated deadline.
Respondents may mail or personally deliver their Proposals to the Purchasing Office of MHMRA at the
above address. MHMRA will not be responsible for any Proposal(s) that is (are) lost in the mail or
not delivered to the Purchasing Department by the stated deadline for any reason.
Proposals shall include all documentation as requested in the Request for Proposal.

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C.

Proposal Opening

A Public Proposal Opening will be held at 10:15 A.M., immediately following receipt of Proposals Wednesday,
June 05, 2013 at 7011 Southwest Freeway, Houston, Texas 77074.

D.

Non-Discrimination Policy Statement

The Mental Health Mental Retardation Authority of Harris County does not discriminate against any individual or
Vendor/Provider with respect to his/her compensation, terms, conditions, or award of contract because of race,
color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidates
for award of contract in any way which would deprive or tend to deprive any individual or company of business
opportunities or otherwise adversely affect status as a Vendor/Provider because of race, color, religion, sex,
national origin, age, disability, or political affiliation.

E.

Immigration Reform and Control Act Of 1986

By submitting their Proposals, Offerors certify that they do not and will not during the performance of this
contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and
Control Act of 1986.

F. References and Experience

All interested parties are required to submit with their Proposal a comprehensive list of references. Interested
parties are required to provide a minimum of three (3) references where interested party has provided services
(within the last six months) that pertain to this type of service. References shall include company name, address,
telephone number, fax number, contact person and email address. The interested parties must agree to
authorize clients to furnish any information required by MHMRA to verify references provided, and for
determining the quality and timeliness of previous work performed.
Vendor/Provider shall submit with their Proposal, documentation of past performance in projects of similar
magnitude and resulting customer satisfaction particularly in the areas of professionalism, contract performance,
quality of the personnel, responsiveness and flexibility, etc.

G. Proposal Guarantee/Award Procedure

It is anticipated that a recommendation for award for this Proposal will be made no more than thirty (30) days
after the PROPOSAL DUE DATE. All interested parties are required to guarantee their Proposals as an
irrevocable offer valid for one-hundred and twenty (120) days after the Proposal due date.
Mental Health Mental Retardation Authority of Harris County in its sole and absolute discretion shall have the
right to award Proposal(s) for any or all items/services listed in each Proposal, shall have the right to reject any
and all Proposal(s) as it deems to be in its best interest, to waive formalities and reasonable irregularities in
submitted documents, shall not be bound to accept the lowest Proposal and shall be allowed to accept partial or
total Proposal(s) of any one vendor.

H. Permits
Any and all permits as required by authorities having jurisdiction; local, state, county, and/or federal, are the total
responsibility of the interested parties/vendor and must be obtained prior to commencement of any work or
service. Any and all expense/cost related to obtaining required permits is the sole responsibility of the vendor.

I. Financial Information
Vendor/Provider must submit a copy of their last AUDITED financial statement. A letter from your CPA is an
acceptable alternative for Non Public companies, but must include a statement that financial solvency is adequate
to meet expenditures for at least one year.
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J. Payments
Vendor/Provider is to submit properly completed invoice(s) to the address specified on the purchase order. To
insure prompt payment, each invoice should indicate purchase order number, discount terms and include
Vendor/Provider's name and return remittance address.

K. Price Adjustments
Vendor/Provider will be required to honor their proposed prices for the term of the contract period.

L. Historically Under-Utilized Business (HUB)

This Agency shall make a good faith effort to utilize Historically Underutilized Businesses (HUBS) in contracts
for construction, services, (including professional and consulting services), and commodities. Please submit
proof of Historically Underutilized Business HUB state certificate.
If your firm is not certified, please submit Attachment A, if you intend to subcontract services. If not, write
none on Attachment A and submit it.

M. Minority / Women and /or Disadvantaged Business

This Agency shall make a good faith effort to utilize Minority/Women and/or Disadvantaged Businesses
(M/W/DBEs) in contracts for construction, services, (including professional and consulting services), and
commodities. Please submit proof of City of Houston M/W/DBE certificate.

N. Direct or Indirect Assignment

The successful Vendor/Provider will not be permitted to directly or indirectly assign rights and duties under the
contract without express approval by MHMRA.

O.

Form W-9

Vendors are to complete Form W-9 and Submit with their Proposal documents. http://www.irs.gov/pub/irspdf/fw9.pdf (Attachment D)

5 of 39

SECTION IV - PROPOSAL STIPULATIONS AND REQUIREMENTS

A.

Modification or Withdrawal of Proposals

Any Proposal may be modified or withdrawn prior to the deadline, provided such modification or withdrawal is
submitted prior to the deadline. Any modification received after the deadline shall be deemed late and will not be
considered.

B.

Offer and Acceptance Period

All Proposals must be an irrevocable offer valid for one-hundred and twenty (120) days after the Proposal
opening.

C. Late Proposals
Proposal received after the stated deadline shall be deemed late and will not be considered.

D.

Irregularities in Proposals

Except as otherwise stated in this Request for Proposal, evaluation of all Proposals will be based solely upon
information contained in the Vendor/Provider's response to this Proposal. MHMRA shall not be held responsible
for errors, omissions or oversights in any Vendor/Provider's response to this Proposal. MHMRA may waive
technical irregularities, which do not alter the price or quality of the services.
MHMRA shall have the right to reject Proposals containing a statement, representation, warranty or certification
which is determined by MHMRA and its counsel to be materially false, incorrect, misleading or incomplete.
Additionally, any errors, omissions, or oversights of a material nature may constitute grounds for rejection of any
Proposal.
The inability of a Vendor/Provider to provide one or more of the required components or specified features or
capabilities required by this Proposal does not, in and of itself, preclude acceptance by MHMRA of the Proposal.
All Proposals will be evaluated as a whole in the best interest of MHMRA.

E.

Oral Presentations

Any Vendor/Provider that submits a Proposal in response to this request may be required to make an oral
presentation for further clarification upon MHMRAs request.

F.

Amendments to the Proposal

If it becomes necessary to revise any part of this Proposal package or if additional information is necessary to
clarify any provision, the revision and/or additional information will be provided to each Vendor/Provider via
faxed amendment or e-mail.

G.

Availability of the Proposal

After opening, each Proposal, except those portions for which a Vendor/Provider has included a written request
for confidentially (e.g., proprietary information), shall be open to public inspection.

H.

Retention of Proposals

All Proposals considered by MHMRA shall become the property of MHMRA and shall not be returned.
6 of 39

I.

Notice Not to Participate Form

Vendors must respond to the Proposal request whether they can or cannot provide the products, supplies and/or
services listed in the Proposal request. (See Attachment C Notice Not to Participate Form)

J. Incurred Expenses
MHMRA shall not be responsible for expenses incurred by a Vendor/Provider in the preparation and submission
of a Proposal. This provision also includes any costs involved in providing an oral presentation of the Proposal.

K. Deviation Form
Each response to this Solicitation shall contain a Deviation Form, which states the prospective contractors
commitment to the provisions of this Request for Proposal. An individual authorized must sign the Deviation
Form. Any exceptions taken to the terms and conditions identified in this Solicitation Package must be expressly
stated in the Deviation Form. (See Attachment B)

L.

Subcontractors

All provisions and/or stipulations within this Request for Proposal also apply to any authorized subcontractors.

M. Term of Contract
The intent of the RFP is to award this contract to the qualified vendor who can provide and meet all specified
requirements of this Request for Proposal. The contract shall commence with a tentative award date and shall
remain in effect unless terminated, canceled or extended, as otherwise provided herein.
Each vendor shall provide responses to Proposal Reply page with their costs detailed as per the Cost Schedule
template Unit Price Schedule by Commodity and/or Service provided by MHMRA. If your pricing is
government pricing please provide copy of your agreement with specific state, federal or local organization. (Ex:
GSA, DIR, TBPC)

N. Licensure
The vendor shall submit, with their Proposal, a copy of any other license(s), certification(s), registration(s),
permit(s), etc. as required by authorities having jurisdiction; local, state, county, and/or federal.

O. Pricing
Each vendor shall provide responses to Proposal Reply page with total pricing.

P. Conflict of Interest Provision

The Health and Human Services Commission organizational conflict of interest provision is applicable, in that
vendors who develop of draft specifications, requirements, statements of work and/or RFP for a proposed
procurement shall be excluded from Proposal or submitting a Proposal to compete for the award of such
procurement. (HHSC Uniform Contract Terms & Conditions Version 1.3).

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SECTION V - INSURANCE REQUIREMENTS

A.

Policies, Coverages, and Endorsements.

Vendor agrees to maintain, or to cause its personnel providing services under this Agreement to maintain, at its
sole cost and expense or the cost and expense of his personnel, the following insurance policies, with the specified
coverages and limits, to protect and insure the Agency and Vendor against any claim for damages arising in
connection with Vendors responsibilities or the responsibilities of Vendor's personnel under this Agreement and
all extensions and amendments thereto.
1-

Commercial General Liability

General Aggregate
Each Occurrence

$1,000,000
$500,000

Note: Limits shown above shall apply to Abuse and Molestation claims without sub-limits or exclusions.
2-

Professional Liability
General Aggregate
Each Occurrence

3-

$2,000,000
$1,000,000

Business Automobile if transporting our consumers

Combined Single Limit Bodily Injury &
Property Damage

4-

Workers Compensation & Employers Liability if applicable

Medical & Indemnity
Bodily Injury by Accident
Bodily Injury by Disease
Bodily Injury by Disease

5-

$500,000

Statutory Requirements
$500,000 Each Accident
$500,000 Each Employee
$500,000 Policy Limit

Cyber Security & Privacy Liability Insurance

Corporate Liability
Event Management Liability
Crisis Fund Liability

$3,000,000 Policy Limit

$1,000,000 Policy Limit
$50,000 Policy Limit

A CURRENT CERTIFICATE OF INSURANCE

MUST ACCOMPANY ALL PROPOSALS

B.

Insured Parties

All policies shall contain a provision naming the Agency (and its officers, agents and employees) as Additional
Insured parties on the original policy and all renewals or replacements during the term of this Agreement.

C.

Subrogation

All policies must contain a Waiver of Subrogation endorsement to the effect that the issuer waives any claim or
right in the nature of subrogation to recover against the Agency, its officers, agents or employees.

D.

Proof of Insurance
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The policies, coverages and endorsements required by this provision shall be shown on a Certificate of Insurance
on which the Agency must be listed as the Certificate Holder and which should be furnished to the Agency prior
to the commencement of this Agreement. All such insurance shall be secured and maintained with an insurance
company, or companies, licensed to do business in the State of Texas. The Agency may withhold payments under
the terms of this Agreement until the Vendor furnishes the Agency copies of all Certificates of Insurance from the
insurance carrier, or carriers, showing that such insurance is in full force and effect.

E. Cancellation
New Certificates of Insurance shall be furnished to the Agency at the renewal date of all policies named on these
Certificates. Vendor shall give the Agency thirty (30) days prior written notice of any proposed cancellation of
any of the above described insurance policies.

F.

Indemnification

To the extent permitted under the Constitution and the laws of the State of Texas, Vendor hereby agrees to
indemnify and hold harmless the Agency and all of its directors, officers, employees, and agents from all suits,
actions, claims or cost of any character, type, or description brought or made on account of any injuries, death, or
damage received or sustained by any person or persons or property, including but not limited to clients, arising out
of or occasioned by any acts or negligence of Vendor or Vendors personnel, if any, or its agents or employees
whether occurring during the performance of the services hereunder or in the execution of the performance of any
of its duties under this agreement.

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SECTION VI PROPOSAL EVALUATION PROCESS

Not all evaluation factors are equal in importance and each factor is weighted in accordance with its importance to
MHMRA. Each item has been assessed a percentage upon which the final score will determined. A total of 100
percentage points for the following items will be considered a perfect score.
The following will be significant factors in evaluating proposals, but the evaluation will not be limited to these
items when making a final recommendation.

A. Overall Program Concept

20%

B.

20%

C.

Project Management
Methodology
Understanding

10%

D.

Financial Condition

10%

E.

History and Description

of Firm

10%

F.

Credentials of Staff

10%

G.

References

10%

H.

Cost

10%

Indication that the vendor has a well-defined concept and program

structure for all components of service desired by MHMRA...
(Including equipment, availability and start-up time)
Indications of Project Management Capabilities for Large Scale Data
Center; focus on solution and timeline, and achieve desired result.
Indication that the vendor understands the nature of MHMRA
services and constraints in providing those services and that the
vendor has thoroughly analyzed MHMRAs needs and requirements.
Include a copy of your latest annual report or other comparable
document. As evidenced by the financial information requested of
each vendor, indication that the vendor, or vendors, is financially
stable and able to provide related services in its entirety.
Provide a brief history and description of your firm. The description
should include the size (number of employees) and areas of
specialization.
Describe any special expertise your firm has working with not-forprofit or other MHMRA'S related organizations.
Provide the names, telephone numbers, emails and addresses of at
least three business references; preferably, from similar not-for-profit
entities located in Texas. Particular attention will be given to the
quality of the response from references, particularly those in the
Houston area and other MHMRA Centers of similar scope and
premium value. Issues that will be addressed include contract
performance, quality of the personnel, responsiveness, etc.
Final cost may be negotiated with the successful Vendor. Cost will
only become a determining factor when all other conditions are equal.

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SECTION VII SPECIALIZED SERVICES TO BE PERFORMED

Overview:
MHMRA of Harris County is soliciting proposals for a Microsoft Exchange 2010 migration from
Microsoft Exchange 2007. This will also entail upgrading a Blackberry Enterprise Server, a Symantec
Enterprise Vault 7.5 server to version 10 (or later), and the installation of a Microsoft Lync for agency
use.
MHMRA would like all Exchange 2007 email moved into an Exchange 2010 messaging system, as
well as upgrade and transfer all archived email from Enterprise Vault version 7.5 to Enterprise Vault
version 10 (or later).
The following is an overview of current environment:
1. 3 Exchange 2007 Mail Servers (all physical), 2 CAS/HUB Servers (1 vm and 1 physical)
2. 2425 Exchange 2007 accounts
3. 220 Distribution Lists
4. 266 Mail Contacts
5. 2 hosted domains for email mhmraharris.org, topaztx.org
6. 1 Trustwave SendSecure Email Server
7. Approximately 1200 PCs and 800 laptops
8. 1 Parent Domain where all email is stored
9. 1 Child Domain where all user accounts and distribution lists are stored
10. 1 Blackberry server v 5.0.0 MR2
11. 1 Symantec Enterprise Vault server v7.5 with MS SQL 2005
12. 10 domain controllers 4 in parent domain (2 windows 2000, 2 windows 2003), 6 in child
domain (2 windows 2000, 4 windows 2003)
13. 1 Exchange 2000 Server first exchange server in farm
14. (1) C7000 Chassis with (2) HP Virtual Connect FlexFabric 10G/24- Port Modules
15. (2) BL460c blades Gen 8, 8 core Xeon E5-2650 Proc, 32GB ram
16. 10 TB Storage SAN Compellent SAN connected via fiber to Brocade 320 fiber switch
Users access agencys email system using either Outlook 2007 or 2010. When offsite, users use OWA,
Blackberries, or Exchange Active Sync to access email. The Blackberry and Active Sync users
synchronize email, contacts, and calendars on phones or other mobile devices. MHMRA also has in
place 1 physical Microsoft Windows 2008 server running Trustwave SendSecure Email Gateway v
7.1.2.5326. This server filters all incoming email for spam/virus, and can encrypt outgoing email based
on policy or manual action.

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Scope of Work:
MHMRA uses a phased approach in implementing projects. Include in a proposal the following phases:
Assessment (including discovery)
Design (including tool selection)
Build:
o Hardware, Software, and Tool setup and configuration
o Client configuration and setup, Enterprise Vault Setup, and Exchange Setup
o Connectivity Testing, Testing of tools, and equipment testing
o Pilot migration to include active data, archives, and establishing connectivity between
Exchange 2007 and internet
Final Migration, Implementation, Documentation, and Training
MHMRA will provide staff in the following roles:
Project Manager
Systems Administrators/Engineers
Systems (Desktop) Technicians
A. Project Phases:
I.
Assessment:
The Assessment Phase consists of determining MHMRAs current environment, and may be
completed by using a combination of discovery workshops, tools, surveys, and forms to
understand the technical, organizational, and operational environments.
The scope of this project includes Microsoft Exchange 2007, Microsoft Lync, Symantec
Enterprise Vault, and RIM Blackberry Enterprise Server.
The Assessment Phase will include, but not be limited to the following:
- Review the overall environment, including Operating Systems, network
and Active Directory
- Technical/Functional requirements
- Review of IT staff skills and knowledge
- Review of Change Control Process
- Identification of Risks
- Review of Microsoft Domain and Server stability and health
- Review of Exchange 2007 infrastructure:
o Post Office
o Mailboxes
o Client configurations
o SMTP configurations
- Review of Symantec Enterprise Vault:
o Archives
o Microsoft SQL 2005 health
o Server stability and health
- Review of existing directory application such as Blackberry Enterprise
server and LDAP
- Review of LAN architecture
- Review of WAN architecture
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Review of Firewall architecture and layout

Review of data migration requirements to include:
o Email
o Archives
o Calendar Appointments
o Notes
o Tasks
o Contacts

Assessment Deliverables:
- Written Assessment of Findings and Recommendations
II.
Design:
The Design Phase includes the design of the a Windows Exchange 2010 and Symantec
Enterprise Vault architectures that will provide MHMRA with the greatest possible scalability,
performance, reliability, and availability while also providing flexibility in migration and
management.
The Design Phase will include, but not be limited to the following:
-

Review User Network Requirements

Review Backup and Recover Architecture
Identify and define Functional Requirements
Review AD Design
Design of Redundant Exchange servers/databases, example: Clustered
Exchange DB Servers (redundant servers will be located at a remote DR
location which is connected via point to point gig-a-man to the main
datacenter location)
The design can be so that the CAS and HUB servers can run on MHMRAs
VMware VSphere 5.1 environment (optional)
Review and define services such as:
o DNS
o DHCP
o WINS
o Global Catalog Placement
o Policies
o Logon Scripts
Define Messaging Solution to include:
o Firewall Rules
o Message Routing
o DR Message Routing
o SMTP
o Global Catalog requirements
o Exchange Server 2010 Server Design (Topology, SMTP routing,
Virtual Servers, Clustering)
o Microsoft Lync Server Design
o 3rd Party Tool requirements
o Outlook Web Access
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Monitoring requirements
Message and IM (Lync) archiving and search functionality
Define backup and recovery requirements
Error notification to be sent using SNMP traps and email messages
to administrators
Recommendations for Exchange system maintenance plans and procedures
Recommendations for industry standard configurations and functionality
Assist with defining applicable security requirements (Active Sync
policies)
Determine Migration Method
Deliver Microsoft operational best practices
Define toolset:
o Work with MHMRA staff to select tools based on an evaluation of
features, demos, and when possible, live hands on testing
Define the AD and Exchange migration approach
Define migration timelines and migration approach for pilot
MHMRAs recover time objective in the event of a catastrophic failure is 4
hours, including weekends and holidays
Develop a document to include:
o Anticipated migration and cut-over process in outline form
o Server/storage installation and solution configuration process
o Exchange 2010 design document
o Microsoft Lync design document
o Enterprise Vault archive manager design document
o Tool selection
o Draft Exchange 2010 Project Plan
o
o
o
o

Design Deliverables:
-

Design Document to include:

o Hardware (server, storage) design
o Exchange design
o Lync design
o Enterprise Vault design
o Active Directory design
o Blackberry Enterprise Server (if needed)
o Exchange Security recommendations
Migration process for pilot

III.
Build
This phase combines four steps:
- Hardware, Software, and Tool setup and configuration
- Client configuration and setup, Archive Manager setup, Exchange Setup,
Lync Setup
- Connectivity Testing, Testing of tools, and equipment testing
- Pilot migration to include active data and archives and establishing
connectivity between Exchange 2007 and Exchange 2010 systems
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The following is included, but not limited to:

- Hardware Deployment Schedule
- Exchange Deployment Schedule
- Enterprise Vault Deployment Schedule
- Microsoft Lync Deployment Schedule
- Implementation of necessary Active Directory modifications including:
o Modification of Windows 2003 DCs (if necessary)
o DNS changes
o WINS changes
o DHCP changes
o Complete with a documented approach and verified test procedures
- Installation of migration tools and supporting systems
- Installation of Exchange Hardware:
o HP C3000 chassis and all associated modules
o HP Blade Servers and firmware updates
o Compellent Storage
o All networking and storage allocations for solution to chassis and
servers
- Installation of Exchange 2010 server software, and may include:
o Back-End servers (cluster if applicable)
o Front-end server (OWA) software
o Configuration of Exchange 2010 and Exchange 2007 Coexistence
o Configuration of monitoring systems (if necessary)
- Installation/Configuration of Enterprise Vault Archive Solution including:
o Server Installation
o Configuration of Software
o SQL Database configuration
- Installation of Microsoft Lync Server including:
o Server Installation
o Configuration of Software
o SQL Database configuration
- Configuration/Integration of other servers:
o Blackberry Server (if needed)
- Perform one successful pilot conversion from Exchange 2007 to Exchange
2010 to include:
o Final migration of up to 50 Exchange 2007 accounts to Exchange
2010, including archives, email, notes, tasks, appointments, and
contacts
o Transfer required data into Enterprise Vault
o Configuration and successful test of OWA
o Test of Records Retention/Archival system
o Test Microsoft Lync client on 5 workstations
o Test Blackberry Enterprise Server synchronization between
Exchange 2010 and a Blackberry device (if necessary)
o Test Microsoft Exchange 2010 Active Sync between Exchange
2010 and alternate device (IPhone or Android Phone)
- Knowledge Transfer with MHMRA staff
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Build Deliverables:
-

IV

Validated Migration Process

Installed and configured HP C3000 chassis at BC/DR site with all
firmware updates
Installed Compellent Storage
An upgraded and configured Symantec Enterprise Vault archive solution
A deployed Exchange 2010 Environment with up to 50 users in production
with the ability to send and receive email from the remaining Exchange
2007 users
Test of Exchange cluster replication and ability to fail over to BC/DR site
and fail back to main datacenter
5 users able to utilize Microsoft Lync for IM and other basic functionality
Test of encrypted email to email addresses outside of mhmraharris.org
Mutually agreeable acceptance test for a production system
Provide a list of all components of the new system, including hardware,
software, and configuration items
Provide an Exchange 2010 migration checklist
The vendor will run the Exchange Best Practice Analyzer tool that is
included with Exchange 2010. Items deemed by the tool and MHMRA to
be out of compliance will be made to comply with Microsofts best
practice guidelines or the differences are to be documented and agreed to
by MHMRA
Provide guidance and plans for a proof of concept for migrating
MHMRAs Blackberry Enterprise Server (if necessary)

Final Migration, Implementation, Documentation, and Training

After a successful migration of data in the pilot phase, the vendor will:
- Migrate remaining Exchange 2007 user email and resources to Exchange
2010
- Migrate all remaining Enterprise Vault version 7.5 data to Enterprise Vault
solution
- Implement fully functioning Microsoft Lync Server with auditing and
archiving functionality
- Passing of the acceptance test designated in the build phase
- Install all necessary and related Microsoft Exchange 2010 and Microsoft
Lync integrated management tools
- Knowledge Transfer and High Level Documentation

Final Migration, Implementation, and Training Deliverables

The following summarizes the list of deliverables that will be provided under this statement of work:
-

Brief Assessment of Findings and Recommendations

Finalized Design Document in Visio and PDF for
o Exchange 2010
o Enterprise Vault (newest version)
16 of 39

o Microsoft Lync
o Active Directory design
o Blackberry Server (if needed)
o Exchange Security recommendations
Migration Process for pilot
Validated Migration Processes
An upgraded and configured Symantec Enterprise Vault archive solution
A deployed Exchange 2010 Environment with all users in production
Migration of all accounts to Exchange 2010 to contain all email, calendar
appointments, tasks, notes, contacts, and all resources that existed in the
Exchange 2007 environment
Migration of Enterprise Vault version 7.5 to new Enterprise Vault solution
Integrated Blackberry Server (if needed)
Training of MHMRA staff to perform basic and midlevel administration on
all systems
60 hours Post Implementation Support (onsite and remote)
VMware training class VMware vSphere: Install, Configure, Manage
[V5.1] for one person from MHMRA

17 of 39

SECTION VIII - Exchange Upgrade RFP Amendments

Due to the amount of Professional Services associated with moving all users from Microsoft Exchange
2007 to a new Microsoft Exchange 2010 environment, MHMRA of Harris County is changing the
scope of work for Professional Services for the Exchange Upgrade RFP. Changes have been made to
the original RFP to reflect less work that will be performed by the Contractor, and more work to be
done by MHMRA of Harris County employees. Changes to the RFP occur on the following pages,
sections, and lines. They are as follows:
Page 16 Build Deliverables lines 5 and 6
- A deployed Exchange 2010 Environment with up to 100 users in
production with the ability to send and receive email from the
remaining Exchange 2007 users
- A deployed Enterprise Vault Environment with up to 10 users in
production with the ability view archived email
Page 16 IV. Final Migration, Implementation, Documentation, and Training Description
After a successful migration of data in the pilot phase, the vendor will migrate 100 Exchange
2007 accounts to Exchange 2010; migrate 10 users with archived data from Symantecs
Enterprise Vault 7.5 to new Enterprise Vault system; add 5 users to Lync Server
Page 16 Migration, Implementation, and Documentation Deliverables - lines 1, 2, and 3
- Migration of 100 Exchange 2007 user accounts and resources to
Exchange 2010
- Migration of 10 current users of Enterprise Vault version 7.5 to new
Enterprise Vault solution
- Add 5 MHMRA users to Lync Server for IM
Page 17 Deliverables lines 7 12
- Migration of 100 accounts to Exchange 2010 that contain all email,
calendar appointments, tasks, notes, contacts, and all resources that
existed in the Exchange 2007 environment
- Proven and documented process that shows MHMRA staff how to
migrate users, both individually and in bulk to new 2010 environment
(can include scripts to help automate process)
- Migrate 10 users from current Enterprise Vault version 7.5 to new
Enterprise Vault solution
- Proven and documented process that shows MHMRA staff how to
migrate users, both individually and in bulk to new Enterprise Vault
environment (can include scripts to help automate process)
- Add 5 pilot users to Lync Server for IM capabilities
- Proven and documented process on how to add users to Lync Server
- Consultant to return after MHMRA staff migrate all users to new
environment and remove Exchange 2007 servers and Enterprise Vault
7.5 server
18 of 39

SPECIFICATIONS:
Storage:
Part Number
DS-SAS6-35600X15K7-D
EN-SAS6-1235
SW-CORE-EXP
SW-RIRA-EXP
PA-CBL-SAS-.6M-DSP
CONV-KITSASENCL35-SC8000
HW-Coterminus
SW-Coterminus

Server Enclosure:
Part Number
658960-S21
488100-B21

Description

QTY

Dell 600GB, SAS, 6GB, 15K7 HDD

Dell Enclosure, SAS, 6GB, 3.5" 12 Bay
Dell Storage Center SW Bundle, Exp License
Dell SW, Remote Instant Replay Asynchronous Expansion
Library
Dell 6GB SAS Cable, 0.6M, Qty 2

12
1
2

Dell Conversion Kit, 3.5" SAS Enclosure, SC8000 Series

Dell Copilot Hardware Support Co-Term
24x7 Support Center w/ Priority On-Site (4 hour) - 1 year
Dell Copilot Software Support Co-Term
24x7 Support Center w/ Priority On-Site (4 hour) - 1 year
Installation and Configuration

1
1

2
1

1
1

QTY
1
1

571956-B21

Description
HP C3000 Chassis 1x6120XG 6PS 6 Fan 8 IC LIC - S-Buy
HP BLc3000 Dual Onboard Administrator
HP Virtual Connect FlexFabric 10GB/24-Port Module
Switch

Servers:
Part Number
666159-B21
668066-B21
647899-B21
652611-B21

Description
HP BL460 Gen 8 8-Core Xeon E5-2650 2.0 32GIG Ram
HP BL460c Gen8 E5 2650 Kit
HP 8GB 1Rx4 PC3-12800R-11 Kit
HP 300GB 6G SAS 15K 2.5in SC ENT HDD

QTY
8
12
12
10

Miscellaneous Parts:
Part Number
AJ716B
AF520A
453154-B21
336047-B21
AZ870A
AF617A
336047-B21
AF605A
SURTD5000RMXLT3U

Description
HP SFP + Transceiver Module
HP Intelligent Modular PDU
HP BLc Virtual Connect 1GB RJ-45 Small Form Factor
HP USB Interface Adapter
HP TFT7600 G2 Monitor and Keyboard
HP Server Console 0x2x16 Port Analog Switch
HP KVM CAT5 1-pack USB Interface Adapter
HP Blade System c-Class KVM Interface Adapter
ACP Smart-UPS RT 5000VA Rank Tower 208V

QTY
2
1
8
2
2
2
2
2
1

19 of 39

Software:
Part Number
IPI0WZF0-ZZZGS
IPIWZZ0-EI1GS
XEULWZF0-XXXGS
XEULWZZ0-EI1GS
3DENWZF0-EI1ES

Description
Symantec EVAULT STORAGE MGT EXCH 10 STD
Symantec EVAULT STORAGE 10 STD ESS
Symantec EVAULT File System Archiving 10 STD
Symantec EVAULT File System Archiving ESS
Symantec Backup Exec 2012 Agent for Applications and
DBs
Microsoft Exchange Server 2010 Enterprise - Charity Pricing
Microsoft SQL Server ST per server license - Charity Pricing
Microsoft Lync Server - Charity Pricing
Microsoft Lync Client CALS - Standard - Charity Pricing

QTY
300
300
150
150

Description
Professional service hours to complete project
Post Implementation Support

QTY

1
5
2
2
300

Professional Services:

60 hours

Training:
Description

VMware training class VMware vSphere: Install,

Configure, Manage [V5.1]

QTY
1

(Please note if FOB: Destination -Free On Board to Destination) Freight

If your pricing is government pricing please provide copy of your agreement with specific
state, federal or local organization. (Ex: GSA, DIR etc.)

20 of 39

SECTION IX- PROPOSAL REPLY PAGE

MHMRA OF HARRIS COUNTY
MICROSOFT EXCHANGE 2010 UPRGRADE

***********
Proposal Opening: Wednesday, June 05, 2013 @ 10:00 A. M
Submitted by:
The vendor/contractor is allowed to submit a response to all or part of this Proposal. The
contract period would begin with the execution of the Purchase Order. Vendor must include all
listed hardware, installation costs, and warranty, maintenance/support agreement. MHMRA of
Harris County is not obligated to purchase from a single vendor.
By signing the Proposal Reply Page, undersigned agrees to provide equipment or services

in _____________ calendar days after receipt of Purchase Order.

If your pricing is government pricing please provide copy of your agreement with specific
state, federal or local organization. (Ex: GSA, DIR etc.)

Unit Price Schedule by Commodity and/or Service. Vendor must provide

itemized pricing.
(Quote as Each at $XXX Unit Price = $ Extension)

SPECIFICATIONS:
Storage:
Part Number
DS-SAS6-35600X15K7-D
EN-SAS6-1235
SW-CORE-EXP
SW-RIRA-EXP
PA-CBL-SAS-.6M-DSP
CONV-KITSASENCL35-SC8000
HW-Coterminus

SW-Coterminus

Description
Dell 600GB, SAS, 6GB, 15K7 HDD
Dell Enclosure, SAS, 6GB, 3.5" 12 Bay
Dell Storage Center SW Bundle, Exp License
Dell SW, Remote Instant Replay Asynchronous
Expansion Library
Dell 6GB SAS Cable, 0.6M, Qty 2
Dell Conversion Kit, 3.5" SAS Enclosure, SC8000
Series
Dell Copilot Hardware Support Co-Term
24x7 Support Center w/ Priority On-Site (4 hour) 1 year
Dell Copilot Software Support Co-Term
24x7 Support Center w/ Priority On-Site (4 hour) 1 year
Installation and Configuration

Price

QTY

Extended

12
1
2
2
1
1
1

21 of 39

Server Enclosure:
Part Number
658960-S21
488100-B21
571956-B21
Servers:
Part Number
666159-B21
668066-B21
647899-B21
652611-B21

Description
Price
HP C3000 Chassis 1x6120XG 6PS 6 Fan 8 IC LIC S-Buy
HP BLc3000 Dual Onboard Administrator
HP Virtual Connect FlexFabric 10GB/24-Port
Module Switch

QTY

Description
HP BL460 Gen 8 8-Core Xeon E5-2650 2.0 32GIG
Ram
HP BL460c Gen8 E5 2650 Kit
HP 8GB 1Rx4 PC3-12800R-11 Kit
HP 300GB 6G SAS 15K 2.5in SC ENT HDD

QTY

Miscellaneous Parts:
Part Number
AJ716B
AF520A

Description
HP SFP + Transceiver Module
HP Intelligent Modular PDU
HP BLc Virtual Connect 1GB RJ-45 Small Form
453154-B21
Factor
336047-B21
HP USB Interface Adapter
AZ870A
HP TFT7600 G2 Monitor and Keyboard
AF617A
HP Server Console 0x2x16 Port Analog Switch
336047-B21
HP KVM CAT5 1-pack USB Interface Adapter
AF605A
HP Blade System c-Class KVM Interface Adapter
SURTD5000RMXLT3U ACP Smart-UPS RT 5000VA Rank Tower 208V
Software:
Part Number
IPI0WZF0-ZZZGS
IPIWZZ0-EI1GS
XEULWZF0-XXXGS
XEULWZZ0-EI1GS
3DENWZF0-EI1ES

Description
Symantec EVAULT STORAGE MGT EXCH 10
STD
Symantec EVAULT STORAGE 10 STD ESS
Symantec EVAULT File System Archiving 10 STD
Symantec EVAULT File System Archiving ESS
Symantec Backup Exec 2012 Agent for
Applications and DBs
Microsoft Exchange Server 2010 Enterprise Charity Pricing
Microsoft SQL Server ST per server license Charity Pricing
Microsoft Lync Server - Charity Pricing
Microsoft Lync Client CALS - Standard - Charity
Pricing

Price

Extended

1
1
1

Extended

8
12
12
10

Price

QTY
2
1

Extended

8
2
2
2
2
2
1

Price

QTY

Extended

300
300
150
150
1
5
2
2
300
22 of 39

Professional Services:
Description
Professional service hours to complete project
Post Implementation Support

Price

Description

Price

QTY

Extended

60 hours

Training:

VMware training class VMware vSphere:

Install, Configure, Manage [V5.1]

QTY

Extended

23 of 39

SECTION X - PROPOSAL CONTENTS

Title Page:
Name of Vendor/Provider, name of product, mailing address, telephone number, fax number, e-mail
address, and contact name.
Table of Contents:
All Proposals must include the following information:

Clear identification of information by section and page.

List of at least three (3) references, including contact person, telephone number, fax number and
email address.
Identification of all services provided.

Proposal:
Must be typed.
Description of services available under this Proposal.
Must bear the original signature of a principal or authorized officer of the interested party.
Must make provision to meet and comply with all applicable laws and regulatory criteria.
Interested parties are encouraged to submit along with their Proposal any additional descriptive
information about their services, which they believe, might be helpful.
All Proposals must be submitted with one original and five (5) copies and an electronic copy
(CD-ROM or Floppy), mailed or delivered in a sealed envelope to MHMRA of Harris County.
Additional documents to be submitted:
Vendor must submit a copy of their latest AUDITED financial statement. A letter from your CPA
is an acceptable alternative for Non Public companies, but must include a statement that financial
solvency is adequate to meet expenditures for at least one year.
Reference list must be comprehensive Reference List must be inclusive of contact name,
telephone number, fax number and e-mail address. (Local and or Non-local)
Vendor must include all listed hardware, installation costs, and warranty, maintenance/support
agreement.
Documentation of experience addressing professionalism, contract performance, quality of
personnel, responsiveness and flexibility, etc. to achieve overall customer satisfaction.
Proof of Insurance
Submit proof of Historically Underutilized Business HUB State Certificate and/or City of
Houston M/W/DBE Certificate. (Attachment B)
If your firm is not certified, provide a statement to the effect if you intend to subcontract or affiliate
with a certified firm and what percentage of work will be given to them.
Deviation Form (Attachment C)
Notice not to participate Form (Attachment D)
Policy & Procedure for criminal background checks of personnel or subcontractor that would gain
entrance to MHMRA properties.
If your pricing is a government/county pricing please provide copy of your agreement with specific
state, federal or local organization. (Ex: GSA, DIR, TXMAS, Harris County).
Completed Form W-9 (Attachment E)
**PLEASE INCLUDE ANY ADDITIONAL DESCRIPTIVE LITERATURE, WHICH MIGHT
BE OF ASSISTANCE IN THE DECISION-MAKING PROCESS.**
24 of 39

SECTION XI -SIGNATURE PAGE

MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF HARRIS

COUNTY IN ITS SOLE AND ABSOLUTE DISCRETION SHALL HAVE THE
RIGHT TO AWARD CONTRACTS FOR ANY OR ALL MATERIALS LISTED
IN EACH PROPOSAL, SHALL HAVE THE RIGHT TO REJECT ANY AND ALL
PROPOSALS, AND SHALL NOT BE BOUND TO ACCEPT THE LOWEST
PROPOSAL AND SHALL BE ALLOWED TO ACCEPT THE TOTAL
PROPOSAL OF ANY ONE VENDOR.

THIS SUBMISSION IS GUARANTEED AS AN IRREVOCABLE OFFER VALID

FOR ONE-HUNDRED AND TWENTY (120) DAYS AFTER THE PROPOSAL
OPENING DATE.

Authorized Signature

Vendor/Providers Name

Typed or Printed Name

Number and Street Address

Title

City, State, Zip Code

(
)
Telephone Number

(
)
Fax Number
_____________________________________

E-Mail Address

This Proposal Will NOT Be Accepted If This Page is NOT

Signed By An Authorized Representative

25 of 39

SECTION XII - ATTACHMENTS

A - HUB SUBCONTRACTING PLAN
(Historically Underutilized Business)
B - DEVIATION FORM
C - NOTICE NOT TO PARTICIPATE FORM
D FORM W-9, Rev. December 2011, REQUEST FOR TAXPAYER
IDENTIFICATION NUMBER AND CERTIFICATION

26 of 39

ATTACHMENT A - SAMPLE CONTRACT

Contract ID No. _______

STANDARD PROFESSIONAL SERVICES CONTRACT

THIS AGREEMENT is made and entered into this __________, 2013 by and between the MENTAL
HEALTH AND MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY, a community
center and an agency of the State of Texas, with offices at 7011 Southwest Freeway, Houston, Texas
77074, under the provisions of Chapter 534 of the Texas Health & Safety Code Ann. (Vernon 1992), as
amended, (the Agency) and ____________ (Contractor), with offices at Houston, Texas ______, for
the purpose of providing specialized services currently not available to the Agency through its present staff
of employees.
RECITALS
WHEREAS, Agency is the state designated mental health and mental retardation community center
established to provide, arrange for, and coordinate mental health and mental retardation services for the
residents of Harris County, Texas; and
WHEREAS, the Agency is committed to providing services that are customer friendly and consumer
focused;
WHEREAS, Contractor desires to contract with Agency to provide Microsoft Exchange 2010 Upgrade
software services;
WHEREAS, this Agreement sets forth the terms and conditions evidencing the agreement of the parties
hereto;
NOW THEREFORE, in consideration of the mutual covenants, rights, and obligations set forth herein, the
benefits to be delivered therefrom, and other good and valuable consideration, the receipt and sufficiency of
which are acknowledged, the parties agree as follows:
I.
PERSONNEL
The Agency staff member authorized to approve billing is Ronald Coots, Director of IT. The Agency
staff member responsible for overseeing this Agreement is Ronald Coots, Director of IT.

II.
INDEPENDENT CONTRACTOR RELATIONSHIP BETWEEN THE PARTIES
1. Independent Contractor. The relationship between the Agency and Contractor shall be that of an
independent contractor. It is agreed that Contractor and Contractors personnel will not be considered an
employee, agent, partner, joint venturer, ostensible or apparent agent, servant or borrowed servant of the
Agency.
Contractor understands and agrees that Agency:
a)
Will not withhold on behalf of Contractor any sums for income tax, unemployment insurance,
social security, or any other withholding;
b)

Will not give to Contractor any of the benefits given to employees of Agency.

2. Professional Judgment. Contractor and its personnel shall exercise its own professional judgment in
the performance of services to the persons served.

27 of 39

III.
OBLIGATIONS OF CONTRACTOR
1. Services. The Learning Management System services to be provided by Contractor to persons
referred by the Agency; the schedule of hours Contractor will deliver such services; and the locations
where such services shall be delivered by Contractor are set forth in Exhibit A and A1.
2. Qualifications. Contractor will comply with relevant Texas Health and Human Services Commission
(HHSC) rules and community standards, certifications, accreditation's, and licenses and any other
professional and educational qualifications.
3.
Agency Approval of Contractor Personnel. Contractor agrees not to contract any services until
approval of such subcontractor is obtained from the Agency. Any subcontractor or employees of
Contractor are the direct responsibility of Contractor.
4.

Representations.

(a)

Contractor represents and warrants that it is not currently an employee of the Agency.

(b)

Contractor agrees that it shall comply with all applicable federal and state laws, rules and
regulations including Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation
Act of 1973, the Americans with Disabilities Act of 1990 (ADA) and the Age Discrimination in
Employment Act of 1967.

5.
Receipts and Records. Contractor agrees to provide the Agency, upon request, with original
receipts for the purchase of all goods and services involving the use of Agency funds as well as all other
financial and supporting documents and statistical records. Contractor shall retain these and any other
records pertinent to the services for which a claim or cost report was submitted to the Agency, for a period
of six (6) years.
6.
Disclosure. Contractor declares that neither Contractor nor any of its subcontractors or employees
rendering services pursuant to this Agreement is held in abeyance or barred from the award of a federal or
state contract at the time of executing this Agreement; and Contractor will give immediate notification to
the Agency if such occurs anytime during the term of this Agreement.
7.
Immigration Reform and Control Act. Contractor agrees to maintain appropriate identification
and employment eligibility documents and complete a W-9 form to meet requirements of the Immigration
Reform and Control Act of 1986.
8.
Required Reporting Regarding Licensure. Contractor shall report to Agency any allegation
that a professional licensed or certified by the State of Texas and employed by the Contractor has
committed an action that constitutes grounds for the denial or revocation of the certification or license.
Contractor will further report to Agency if any professional has had his/her professional license revoked. If
Contractor's employee has such a denial or revocation, and Contractor fails to remove such employee, then
this Agreement may be terminated without prior notice.
9.
Contractor's Governing Body. Contractor agrees to provide Agency with a list of the members
of Contractor's governing body, if applicable.
10.
Access. Contractor agrees, pursuant to Texas Health and Safety Code, Section 534.060, that the
Agency and its representatives, including independent financial auditors, shall have unrestricted access to
all facilities, service providers, records, data, and other information under the control of the contracting
entity or its Contractors/subcontractors as necessary to enable the HHSC or the Agency to audit, monitor,
and review all financial or programmatic activities and services associated with this Agreement.

28 of 39

In compliance with Section 2262.003, Government Code, as amended by House Bill 905 of the 79 th
Regular Session of the Texas Legislature, effective on June 18, 2005, the Mental Health Mental
Retardation Authority of Harris County (MHMRA) and the Contractor do hereby agree that:
(a)
The State Auditors Office (SAO) may conduct an audit or investigation of any entity receiving
funds from the state directly under the contract or indirectly through a subcontract under the contract;
(b)
Acceptance of funds directly under the contract or indirectly through a subcontract under the
contract acts as acceptance of the authority of the state auditor, under the direction of the legislative audit
committee, to conduct an audit or investigation in connection with those funds; and
(c)
Under the direction of the legislative audit committee, an entity that is the subject of an audit or
investigation by the SAO must provide the state auditor with access to any information the state auditor
considers relevant to: (A) evaluating the entitys performance under the contract or subcontract; (B)
determining the states rights or remedies under the contract; (C) evaluating whether the entity has acted in
the best interest of the state.

IV.
OBLIGATIONS OF THE AGENCY
1.

Payment.

(a)
In consideration of the obligations undertaken by Contractor, the Agency agrees to pay Contractor,
in accordance with the fee schedule attached as Exhibit A.
(b)
The payment amount will be based on a monthly invoice, which shall reflect the services provided
by the Contractor, and is approved by the Agency employee(s) authorized to approve billing(s) as set forth
above. Invoices or claim forms for services rendered are to be submitted by the fifth (5) calendar day of the
month following that in which the services were rendered.
(c)
Invoices or claim forms for services must be received no later than 45 calendar days after
the end of the month in which services were rendered. Invoices or claim forms for services received
later than 45 days after the end of the month in which the services were rendered will not be paid.
Invoices shall be submitted in duplicate as follows:
(i)
Weekly invoices must include a MHMRA purchase order number, which
will be indicated on the final fully executed copy of the contract.
(ii)
Original sent to Agency staff member authorized to approve billing
(iii)
Duplicate to be marked Duplicate sent to Accounts Payable as follows:
Mental Health Mental Retardation Authority of Harris County
P.O. Box 25381
Houston, Texas 77265
Attn: Accounts Payable
Fax (713) 970-7681
(d) Payment shall be made 45 days after receipt of goods, services, or invoice, whichever is latest.
Payment may be delayed, adjusted or withheld, where a deficiency is noted in goods, services, or invoices
received. MHMRA retains the right to offset payments for prior invoices paid where a deficiency is noted
after payment has been processed.
2. Staff and Facilities. The Agency agrees to allow Contractor the use of its staff and facilities necessary
for carrying out the services provided by the Contractor.
3. Franchise Tax. If Contractor is a corporation and is or becomes delinquent in the payment of its
Texas franchise tax, then payments to the Contractor due under this Agreement may be withheld until such
delinquency is remedied.

29 of 39

V.
INSURANCE
A.

Policies, Coverages, and Endorsements.

Contractor agrees to maintain, or to cause its personnel providing services under this Agreement to
maintain, at its sole cost and expense or the cost and expense of his personnel, the following insurance
policies, with the specified coverages and limits, to protect and insure the Agency and Contractor against
any claim for damages arising in connection with Contractors responsibilities or the responsibilities of
Contractor's personnel under this Agreement and all extensions and amendments thereto.
1-

Commercial General Liability

General Aggregate
Each Occurrence

2-

Professional Liability
General Aggregate
Each Occurrence

3-

Statutory Requirements
$500,000 Each Accident
$500,000 Each Employee
$500,000 Policy Limit

Cyber Security & Privacy Liability Insurance

Corporate Liability
Event Management Liability
Crisis Fund Liability

B.

$500,000

Workers Compensation & Employers Liability if applicable

Medical & Indemnity
Bodily Injury by Accident
Bodily Injury by Disease
Bodily Injury by Disease

5-

$2,000,000
$1,000,000

Business Automobile if transporting our consumers if applicable

Combined Single Limit Bodily Injury &
Property Damage

4-

$1,000,000
$500,000

$3,000,000 Policy Limit

$1,000,000 Policy Limit
$50,000 Policy Limit

Insured Parties.

All policies excluding professional liability shall contain a provision naming the Agency (and its officers,
agents and employees) as Additional Insured parties on the original policy and all renewals or replacements
during the term of this Agreement.
C.

Subrogation.

All policies excluding professional liability must contain a Waiver of Subrogation endorsement to the
effect that the issuer waives any claim or right in the nature of subrogation to recover against the Agency,
its officers, agents or employees.

30 of 39

D.

Proof of Insurance.

The policies, coverages and endorsements required by this provision shall be shown on a Certificate of
Insurance on which the Agency must be listed as an Additional Insured party (except for professional
liability and the Certificate Holder and which should be furnished to the Agency prior to the
commencement of this Agreement. All such insurance shall be secured and maintained with an insurance
company, or companies, licensed to do business in the State of Texas. The Agency may withhold payments
under the terms of this Agreement until the Contractor furnishes the Agency copies of all Certificates of
Insurance from the insurance carrier, or carriers, showing that such insurance is in full force and effect.
E.

Cancellation.

New Certificates of Insurance shall be furnished to the Agency at the renewal date of all policies named on
these Certificates. Contractor shall give the Agency thirty (30) days prior written notice of any proposed
cancellation of any of the above described insurance policies.

VI.
INDEMNIFICATION
To the extent permitted under the laws of the State of Texas, Contractor hereby agrees to hold harmless the
Agency and all of its directors, officers, employees, and agents from all suits, actions, claims, or cost of any
character, type, or description brought or made on account of any injuries, death, or damage received or
sustained by any person or persons or property, including but not limited to clients, arising out of or
occasioned by any negligent acts of Contractor or Contractor's personnel, if any, or its agents or employees
whether occurring during the performance of the services hereunder or in the execution of the performance
of any of its duties under this Agreement.

VII.
TERM AND TERMINATION
1.

Term. This Agreement is effective from _____________, 2013 to ________, 2013.

2.
Renewal Options. This Agreement may be renewed at the sole discretion of Agency for up to
(__) one-year renewal options at the rates and placement fees specified in Exhibit A.
3.
Immediate Termination. Agency may terminate this Agreement immediately if
(a)
Agency does not receive the funding to pay for designated services under this Agreement from the
Texas Legislature;
(b)
Agency has cause to believe that termination of the Agreement is in the best interests of the health
and safety of the mentally disabled persons served under this Agreement,
(c)
Contractor has become ineligible to receive Agency funds;
(d)
Contractor has its Texas license or certification suspended or revoked;
(e)
In the case of the Contractor providing direct services to clients, failure to disclose a criminal
conviction;
(f)
If the Contractor submits falsified documents or fraudulent billings, or if the Contractor makes
false statements.
4.
Termination Upon Default. Either party may terminate this Agreement after sixty (60) days
written notice if the other party is in default of any of the provisions herein and/or any of the provisions in
the bid forms or specifications, which are attached hereto and incorporated herein by reference as if set out
in full. Such termination shall be ineffective if within said sixty (60) day period Contractor cures such
default to the satisfaction of the Agency. The Agency at its sole discretion may extend the period to cure
31 of 39

the default for a reasonable time if the Agency determines that the Contractor has initiated action to cure
the default within the sixty (60) day period. The Agency reserves the right to suspend services provided by
the Contractor and payment for services not authorized during the sixty (60) day cure period, if at the
Agencys sole discretion it is determined that suspension is in the best interest of the Agency and/or its
consumers.
4.
Termination Without Cause. This Agreement may be terminated by either party, without cause,
after thirty (30) days written notice to the other party.
5.

Termination by Mutual Consent. This Agreement may be terminated by the mutual consent of
both parties after thirty (30) days written notice to the other party.
VIII.
MISCELLANEOUS

1.
Nondiscrimination. Each party to this Agreement agrees that no person, on the basis of race,
color, national origin, religion, sex, age, handicap, or political affiliation, will be excluded from
participation, be denied the benefits of, or be subject to discrimination in the provision of any services
hereunder. The parties hereto agree to comply with the Civil Rights Act of 1964, the Americans with
Disabilities Act of 1990 and the Civil Rights Act of 1991 as amended.
2.
Business Ethics. During the course of pursuing contracts, and the course of contract performance,
MHMRA will maintain business ethics standards aimed at avoiding real or apparent impropriety, abuse,
fraud, waste, or conflicts of interest. No substantial gifts, entertainment, payments, loans or other
considerations beyond that which would be collectively categorized as incidental shall be made to any
employees or officials of Contractor by MHMRA employees, directors, officers and agents. At any time
Contractor believes there may have been a violation of this obligation or any business ethics standard,
Contractor shall notify MHMRA of the possible violation.
3.
Certification of Non-Violation. Under Texas Government Code 2261.053, Contractor certifies
that Contractor has not been convicted of violating federal law in connection with contracts relating to
relief, recovery, or reconstruction as a result of Hurricane Rita, Hurricane Katrina, or any other disaster
occurring after September 24, 2005.
4.
Amendment. Unless otherwise specifically provided herein, this Agreement may be amended or
changed only by mutual written consent of an authorized representative of the Agency and Contractor.
5.
Entire Agreement. This Agreement constitutes the sole and only agreement of the parties hereto
and supersedes any prior understandings, written or oral agreement between the parties respecting the
subject matter herein.
6.
Electronic or Facsimile Signatures and Duplicate Originals. Pursuant to the requirements of
the Uniform Electronic Transactions Act in Chapter 322 of the Texas Business and Commerce Code and the
Federal Electronic Signatures in Global and National Commerce Act (beginning at 15 U.S .C. Section 7001),
the Parties have agreed that the transactions under this Agreement may be conducted by electronic means.
Pursuant to these statutes, this Agreement may not be denied legal effect or enforceability solely
because it is in electronic form or because it contains an electronic signature. This Agreement may be
executed in duplicate counterparts and with electronic or facsimile signatures with the same effect as if the
signatures were on the same document. Each multiple original of this document shall be deemed an
original, but all multiple copies together shall constitute one and the same instrument.
7.
Additional Requirements. If Contractor is required to comply with an additional requirement
pursuant to compliance with HHSC rule, state or federal law, or community standard, regulations,
resolutions, settlements, or plans, and compliance results in a material change in Contractor's rights or
obligations under the contract or places a significant financial burden on the Contractor, the Contractor
may, upon giving sixty (60) days notice of such intention, be entitled to renegotiate the Agreement.

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8.
Governing Law and Venue. This Agreement shall be construed and enforced in accordance with
the laws of the State of Texas, and venue shall lie in Harris County, Texas.
9.
Notices. Any required notice shall be in writing and shall be sent, postage prepaid, by certified
mail, return receipt requested, to Agency or Contractor at the address below. The notice shall be effective
on the date of delivery indicated on the return receipt.
If to the Agency:
Steven B. Schnee, Ph.D.
Executive Director
MHMRA of Harris County
PO Box 25381
Houston, Texas 77265-5381
If to Contractor:
___________________
___________________
___________________
___________________
10.
Remedies. All rights, powers, and remedies granted either party by any particular term of this
Agreement are in addition to, and not in limitation of, any rights, powers, or remedies which it has under
any other term of this agreement, at common law, in equity, by statute, or otherwise, and all such rights,
powers, and remedies may be exercised separately or concurrently, in such order and as often as may be
deemed expedient by either party. No delay or omission by either party to exercise any right, power, or
remedy shall impair such right, power, or remedy or be construed to be a waiver of any breach or default or
an acquiescence therein. A waiver by either party of any breach or default thereunder shall not constitute a
waiver of any subsequent breach or default.
11.
Dispute Resolution. In the event a dispute arises between the parties involving the provisions or
interpretation of any term or condition of the Agreement, and if both parties desire to attempt to resolve the
dispute prior to termination or expiration of the Agreement, or withholding payments, then the parties may
refer the issue to a mutually agreeable dispute resolution process.
12.
Severability. The invalidity or unenforceability of any term or provision hereof shall not affect
the validity or enforceability of any other term (s) or provision (s).
13.
Exhibits. All Exhibits referred to in this Agreement and attached hereto are incorporated herein
by this reference.

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The Contractor warrants and assures MHMRA of Harris County that it possesses adequate legal authority
to enter into this Agreement. The Contractors governing body, where applicable, has authorized the
signatory official(s) to enter this Agreement and bind the Contractor to the terms of this Agreement and any
subsequent amendments hereto.

CONTRACTOR
_______________________________________
Signature
Printed/Typed Name: _______________________________________
Title: _______________________________________
Date: _______________________________________

MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY

___________________________________________
Steven B. Schnee, Ph.D.
Date
Executive Director

___________________________________________
Approved As To Form By
Date
MHMRA General Counsel
UNIT(S) TO BE CHARGED: 1130-540500

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EXHIBIT A

CONTRACTOR:
CONTRACT ID#:
CONTRACT PERIOD:

To be determined upon selection of contractor.

SERVICE:

Microsoft Exchange 2010 Upgrade Software, Professional

Support Services and Training classes.

SERVICE DESCRIPTION:

Contractor shall provide Microsoft Exchange 2010 migration

software services from the Agencys current Microsoft
Exchange 2007. This will also entail upgrading a Blackberry
Enterprise Server, a Symantec Enterprise Vault 7.5 server to
version 10 (or later), and the installation of a Microsoft Lync
for Agency use. Contractor shall also provide 60 hours of post
implementation support services onsite and remote and
training classes.
Contractor shall provide services for the Exchange 2007 email
to be moved into an Exchange 2010 messaging system, as well
as upgrade and transfer all archived email from Enterprise
Vault version 7.5 to Enterprise Vault version 10 (or later) as
described in the specifications of the RFP attached as Exhibit
A1.

RATE AND
RATE DESCRIPTION:

To be determined upon selection of contractor.

NOT TO EXCEED:

To be determined upon selection of contractor.

UNITS INVOLVED:

1130

PAYMENT DOCUMENTATION:

Contractor will be paid through submission of an invoice.

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ATTACHMENT B

HUB SUBCONTRACTING PLAN

HISTORICALLY UNDERUTILIZED BUSINESS

(HUB-LOI IS USED BY POTENTIAL VENDOR/VENDOR/PROVIDER TO

IDENTIFY SUBCONTRACTORS SELECTED FOR WORK ON THE CONTRACT)
Vendor_________________ Vendor/Provider Identification Number: _____________________
Address: _________________________________________________________________
Phone: ____-____-____ Proposal Number: _____________Contract Amount: __________
Description of commodities/specifications: ______________________________________
Duration of Contract: _______________________________________________________
Name of Subcontractor/Vendor: ______________________________________________
Address: _________________________________________________________________
Phone: ____-____-____ Is the subcontractor a certified HUB? _____Yes______No
If yes, enter the GSC Certificate (VID) number: __________________________
Dollar amount of contract with subcontractor/vendor: $____________________
Percentage amount of contract with subcontractor/vendor:%________________
Description of materials/services performed under agreement with the subcontractor
for amount indicated above:

_____________________________________________________________________________
_____________________________________________________________________________
PLEASE SUBMIT A SEPARATE FORM FOR EACH SUBCONTRACTOR/VENDOR

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ATTACHMENT C
DEVIATION FORM
All deviations to this Solicitation (Proposal and Sample Contract) must be noted on this sheet. In the
absence of any entry on this Deviation Form, the prospective contractor assures MHMRA of their full
agreement and compliance with the Specifications, Terms and Conditions including all provisions of the
Sample Contract.
Each response to this Solicitation shall contain a Deviation Form, which states the prospective contractors
commitment to the provisions of this Solicitation. An individual authorized to execute contracts must sign
the Deviation Form. Any exceptions taken to the terms and conditions identified in this Solicitation
Package must be expressly stated in the Deviation Form. (Attachment C)
THIS DEVIATION FORM MUST BE SIGNED BY EACH PROSPECTIVE CONTRACTOR
WHETHER THERE ARE DEVIATIONS LISTED OR NOT, AND SUBMITTED WITH THIS
SOLICITATION

SPEC #
Section #
Or Page #

Company Name

DEVIATION

Authorized Signature

Date

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ATTACHMENT C

NOTICE NOT TO PARTICIPATE FORM

Dear Vendor
Please check the appropriate box below, complete the remainder of this form and return it PRIOR
to the scheduled Date and Time:

I/Our Company cannot provide the products, supplies and/or services listed in this
request. Please MOVE my/our name and address to the following category(ies) so
that we may Proposal at a later date:
Category (ies):

I/We have chosen NOT to submit a Proposal at this time, but would like to remain on
your list for this Proposal category. We did not submit a Proposal because:
Reason(s):

Please REMOVE my/our name from all MHMRA Harris County lists until further
notice.
Reason(s):

Independent Provider and/or Provider Firm Name:

Representative:
Please Print
Address:

Phone (

E-mail:

Fax ( )

PLEASE RETURN THIS FORM ONLY TO:

MHMRA Harris County
Purchasing Department
Notice Not to Participate MICROSOFT EXCHANGE 2010 UPGRADE
7011 Southwest Freeway
Houston, Texas 77074
Authorized Signature: __________________________________________________________
Title: __________________________________________ Date: ________________________
VENDORS WHO RESPOND TO THIS INVITATION WITH A COMPLETED PROPOSAL FORM WILL REMAIN ON OUR
MAILING LIST. VENDORS MAKING NO RESPONSE MAY BE REMOVED FROM THAT LISTING.

Thank you for your time and assistance.

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ATTACHMENT D FORM W-9, Rev. December 2011, REQUEST FOR

TAXPAYER IDENTIFICATION NUMBER AND
CERTIFICATION

Form W-9, Pages 1 4

Attached

Vendor/Providers are to complete this form and submit with their Proposal
documents. Go to attached link for W-9, if Proposal was emailed.
http://www.irs.gov/pub/irs-pdf/fw9.pdf

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