WebEx Replacement Project, RFP # IT-072414-WXRP-CF

The Judicial Council of California presently uses Cisco WebEx WebOffice cloud based service to securely share files between the Judicial Council, the courts, contractors, and other third parties.  This business critical service for sharing documents securely with the Judicial Council’s business partners has been in use for 10 years and currently serves approximately 700 active users across the state.   Cisco WebEx has announced end of life of this service with no path forward and the Judicial Council must migrate to an alternative service provider before November 30, 2014.

The Judicial Council seeks to identify and retain the services of a Hosted Solution Subscription Services provider to replace the existing Cisco WebEx services, with the expertise needed to migrate all existing WebEx WebOffice folders, documents, users and their permissions  (Migration Services), to the newly selected, replacement hosted solution by October 15, 2014. The Judicial Council anticipates awarding a contract for these services.

The Migration Services portion of the agreement is anticipated to commence on September 15, 2014 and end on December 15, 2014. The Initial Term of the Hosted Solution Subscription Services portion of the agreement is anticipated to commence on September 15, 2014 and will expire on September 14, 2017. Two (2) additional one-year option terms, may be exercised at the sole discretion of the Judicial Council via bilateral amendment of the agreement, as agreed to by the parties.

Questions should be directed to <solicitations@jud.ca.gov> by no later than 1:00 pm (PDT) on August 19, 2014.

Proposals must be received by no later than 1:00 PM (PDT) on August 25, 2014.

Hard copy proposals must be delivered to:
Judicial Council of California
Administrative Office of the Courts
Attn: Nadine McFadden, RFP# IT-072414-WXRP-CF
455 Golden Gate Avenue, 6th Floor
San Francisco, CA 94102-3688

The Timeline and further information for this RFP are set forth, as listed below:

Timeline for this RFP
The Judicial Council has developed the following list of key events related to this RFP. All dates are subject to change at the discretion of the Judicial Council.

NO.

EVENT

DATE

1.

RFP issued

August 15, 2014

2.

Deadline for questions

August 19, 2014

3.

Questions and answers posted (estimate only)

August 21, 2014

4.

Latest date and time proposal may be submitted

August 25, 2014,
No later than 1:00 PM (PDT)

5.

Evaluation of non cost portion of proposals that meet required proposal content (estimate only)

August 26 - 27, 2014

6.

Anticipated interviews and demonstrations (estimate only)

August 28 – 29, 2014

7.

Evaluation results of non cost portion of proposals posted (estimate only) [Revised]

September 4, 2014

8.

Public opening of the cost portion of proposals (estimate only) [Revised]

September 5, 2014,
11:00 AM (PDT)
455 Golden Gate Ave., 6th Floor,
6427 Larkin Conference Room,
San Francisco, CA 94102
(See Receptionist for access)

9.

Evaluation of cost portion of proposals (estimate only) [Revised]

September 8, 2014

10.

Notice of Intent to Award posted (estimate only) [Revised]

September 10, 2014

11.

Negotiations and execution of contract (estimate only) [Revised]

September 15, 2014

12.

Contract start date for Migration Services (estimate only) [Revised]

September 20, 2014

13.

Contract end date for Migration Services (estimate only)

December 15, 2014

14.

Contract start date for Hosted Solution Subscription Services (estimate only) [Revised]

September 20, 2014

15.

Contract end date for Hosted Solution Subscription Services (estimate only) [Revised]

September 20, 2017


Request for Proposals, WebEx Replacement Project (Updated 8/20/2014)


Attachment 1 - Administrative Rules Governing RFPs (IT Goods and Services)


Attachment 2 - Contract Terms and Conditions


Attachment 3 - Proposer’s Acceptance of Contract Terms and Conditions


Attachment 4 - General Certifications Form


Attachment 5 - Small Business Declaration


Attachment 6 - Payee Data Record


Attachment 7 - Requirements and Specifications Form


Addendum 1


Questions and Answers


Evaluation Results of the Non Cost Portion of Proposals


Notice of Intent to Award


Notice of Award


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