Request for Proposal (RFP) for Household Hazardous Waste Management Information System

Transcription

1 Request for Proposal (RFP) for Household Hazardous Waste Management Information System Issued by: Washington County Department of Public Health and Environment Date: October 10, 2014 The issuance of this RFP constitutes only an invitation to submit a Proposal to the COUNTY. It is not to be construed as an official and customary request for bids, but as a means by which the COUNTY can facilitate the acquisition of information related to the purchase of a Household Hazardous Waste (HHW) information system. Any Proposal submitted, as provided herein, constitutes an indication to negotiate and NOT A BID. Proposals will be accepted no later than 4:30 PM Central Standard Time (CST) on November 21, Telephone calls will not be accepted regarding this Request for Proposal.

2 TABLE OF CONTENTS Introduction... 3 Description of Washington County... 3 Purpose of RFP... 3 Project Background... 3 Objective... 3 Instructions to Vendors... 4 Anticipated Schedule of Events... 4 RFP Questions and Clarifications... 4 RFP Amendment... 4 Proposal Submission... 5 Proposal Rejection or Acceptance... 5 Public Records... 6 Proposal Costs... 6 RFP Response Format... 6 Proposal Evaluation... 6 Anticipated Project Implementation Timeline... 8 Vendor Proposal... 9 Contract Terms... 9 Vendor Profile and Qualifications... 9 Functional Requirements... 9 Narrative Response to Requirements Scope of Professional Services Cost Analysis Worksheet - Fixed Cost Analysis Worksheet - Recurring Experience and Customer References Recommended Hardware Configuration Certificate of Insurance Financial Statements Additional RFP Response Information Vendor Attachments Exhibit A: Washington County Infrastructure Washington County Hardware Minimum Standards Washington County Security Standards Exhibit B: Re-TRAC Interface Requirements Re-TRAC System Overview Exhibit C: JD Edwards Interface Requirements JD Edwards System Overview Exhibit D: Information Technology Acceptable Use Policy

3 Introduction Description of Washington County As one of Minnesota's original nine counties, Washington County is located on the eastern edge of the Twin Cities Metropolitan area and is composed of 423 square miles of land. The County seat is located in Stillwater, Minnesota, along the scenic St. Croix River. The Washington County Department of Public Health and Environment (PHE) is the issuing entity for the Request for Proposal (RFP). The mission of PHE is to protect, promote, and improve the community s health and the environment. In addition to providing individual and family health services, disease prevention services, WIC services, and community public health support, PHE provides environmental services including but not limited to waste management services. PHE is responsible for collecting and managing Household Hazardous waste, electronics, and recyclables from residents of the county and neighboring metropolitan counties. Each year approximately 35,000 customers drop off waste either at the Washington County Environmental Center (WCEC) or at remote events. For each customer, the county needs to collect a unique set of data that includes type of materials dropped off and address of the customer which is electronically obtained from the participant s driver s license. The latter is used to invoice other metropolitan counties whose residents drop off materials at the WCEC through a reciprocal use agreement. The information from the driver s license is also used for program planning and analysis. The system also stores and manages the inventory, shipping and financial transactions of the WCEC and its collected materials. Purpose of RFP Washington County s objective is to identify and select the most appropriate contractor to provide a combined hardware and software solution for Household Hazardous Waste information collection, management and reporting. Project Background Objective The HHW application implemented will enable the organization to collect, manage and report on household hazardous waste information collected at the WCEC located in Woodbury, MN. The new system will collect data at the facility via a mobile device as well as web-based PC systems. A central database or repository will store the data for reporting, invoicing and marketing efforts. For purposes of this RFP, the system must consist of three major function components: 1. Hazardous Waste Intake Application(s) at the facility. a. The physical data collection device. b. Other workstations or mobile device interfaces. c. The software on the device. 2. Facility Storage and Shipping System. a. The database management software, hardware and software needed for the graphical user interfaces. 3. Reporting and Analytics Application(s). a. Graphical User interface for back office applications. Overall, the County seeks to have the following abilities: User-friendly software solutions. 3

4 An accurate and efficient means to access and retrieve data. Integrated solutions for data sharing. A system which will serve the County s needs for at least the next 5 years. Inquiry and reporting tools. A Vendor that provides effective, initial and ongoing application support, training, and enhancements Washington County invites interested parties that meet the qualifications listed in this document to submit proposals regarding their product and related service offerings. All information shall be submitted in the format stipulated in this RFP. Instructions to Vendors Anticipated Schedule of Events RFP released to Vendors 10/10/2014 RFP Q&A period ends 4:30 pm CST 10/22/2014 Extended to 4:30 pm CST 11/14/2014 RFP Q&A published 10/23/2014 Extended to 11/18/2014 RFP responses due by 4:30 pm CST 11/21/2014 RFP evaluation begins 11/24/2014 RFP evaluation ends 12/12/2014 Vendors chosen for onsite, in-depth demonstrations 12/15/2104 A tour of WCEC facility in Woodbury, MN would be available to the Vendor during this time. Vendors onsite, in-depth demonstrations begin 12/22/2014 Vendors onsite, in-depth demonstrations complete 1/30/2015 Vendor chose 2/2/2015 Reference checks complete 2/15/2015 Contract negotiations begin 02/23/2015 The County reserves the right to adjust the timeline as needed. RFP Questions and Clarifications Inquiries concerning any aspect of this RFP should be in writing and submitted by postal service or . The closing date for receipt of questions is 4:30 PM CST on October 22, 2014 November 14, Questions received after this deadline will not be considered. All questions received before the deadline will be compiled and responded to as identified in the schedule of events. Each question should begin by referencing the RFP page number and section number to which it relates. Questions concerning this RFP should be sent to: Carrie Josephson Washington County Department of Public Health and Environment nd St. N. PO Box 6 Stillwater, MN carrie.josephson@co.washington.mn.us All questions and requests for clarification, and the County s response, will be posted on the County website at RFP Amendment Washington County reserves the right to amend this RFP at any time. Changes to the RFP, if any, will be posted at 4

5 Proposal Submission Proposals will be accepted at the Washington County Department of Public Health and Environment until 4:30 PM CST on November 21, Vendors' proposals can be mailed to: Carrie Josephson Washington County Department of Public Health and Environment nd St. N. PO Box 6 Stillwater, MN carrie.josephson@co.washington.mn.us Vendor s proposals can be hand delivered to the address below. Hand delivered responses will be collected but will not be opened and read at that time. Washington County Department of Public Health and Environment c/o Carrie Josephson nd St. N., Suite 4600 Stillwater, MN Please note that it is the Vendor's responsibility to ensure that the proposal and all other required documents are received at the address named above by the closing date and time specified above. 1. All proposals shall be submitted and the attachments provided in the forms native format. All blank spaces may be filled in electronically and the form must be fully completed when submitted. All proposals by corporations shall bear the official seal of the corporation, if applicable, along with the signature of a duly authorized officer of the corporation. 2. Vendors must submit five (5) complete hard copies of their proposal and one (1) electronic copy on CD or Flash Drive. The original and copies must read exactly the same. 3. At least one printed copy should contain an original signature by a person, or persons, duly authorized to bind the Vendor to contracts. 4. The Vendor should submit only (1) one copy of the requested annual reports and attach them to the original signed copy. 5. The response should be submitted in a sealed envelope clearly displaying the company name. An electronic copy on CD or Flash Drive should accompany the printed copies and be contained in the same sealed envelope. Proposals sent via will not be accepted. 6. Include with your proposal a table of contents that includes page number references. The table of contents should be in sufficient detail to facilitate easy reference to the sections of the proposal as well as separate supplemental information. 7. All documents should be 8 ½ x 11 whenever possible except on specified spreadsheets. Bind copies in a manner that facilitates easy handling (stapling, three ring binder, etc.) and reading. Do not circular bind documents. 8. Proposals received after the due date/time will not be accepted and will be marked LATE and shall be returned to the Vendor. All proposals submitted prior to the deadline become the property of the County and will not be returned. Proposal Rejection or Acceptance Washington County reserves the right to accept or reject any or all proposals and to waive any defects or technicalities or to advertise for new proposals where the acceptance, rejection, waiving, or advertising of such would be in the best interest of the County. The County reserves the right to reject proposals based on the evaluation of submitted materials and to accept proposals other than the lowest cost proposal. The 5

6 County reserves the right to disqualify any proposal, before or after opening, if there is evidence of collusion with intent to defraud, or other illegal practices upon the part of the Vendor, or for noncompliance with the requirements of these documents. In participating in this proposal process, all Vendors agree to keep their offers open to February 23, However, a proposal may be withdrawn any time prior to November 21, Public Records Washington County is aware that information contained in the proposals indicates the Vendor's current operations. Proposals submitted become a matter of public record. All data collected, created, received, maintained, or disseminated for any purposes by the activities of the Vendor because of this RFP is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. Proposal information is private or non-public until the responses are opened; once opened, Vendor s name becomes public. Upon completion of the evaluation process, the remaining data becomes public but for trade secrets. If any Vendor deems information they submit as trade secret, it must be clearly indicated as such within the RFP response. Proposal Costs Vendors shall bear all costs associated with preparing and submitting responses to this RFP and the subsequent evaluation phase. The County will, in no way, be responsible for these costs, regardless of the conduct or outcome of the prequalification process. RFP Response Format Vendors must address all information specified by this RFP. All questions must be answered completely. The County reserves the right to verify any information contained in the Vendor's RFP response, and to request additional information after the RFP response has been received. Washington County is not responsible for locating or securing any information that is not identified as the proposal and reasonably available to the County. To insure that sufficient information is available, the Vendor must furnish as part of the proposal all descriptive material necessary for the County to determine whether the proposal meets the requirements of the RFP. Washington County may make such investigations as it deems necessary to determine the ability of the Vendor to furnish the services outlined herein, and the Vendor shall furnish to the County all such information and data for this purpose as the County may request. The County reserves the right to reject any proposal if the evidence submitted by, or the investigation, of such Vendor fails to satisfy the County that such Vendor is properly qualified to carry out the obligations of the contract. Marketing brochures included as part of the main body of the RFP response shall not be considered. Such material must be submitted only as attachments and must not be used as a substitute for written responses. In case of any conflict between the content in the attachments and a Vendor's answers in the body of the proposal, the latter will prevail. Proposal Evaluation A panel representing the County will evaluate proposals. Other agencies and consultants of the County may examine documents and may participate in the process. Merits and features will be reviewed against the requirements identified in the RFP. Evaluation will be based on the Vendor s ability to meet defined functional requirements, meet technical requirements, show demonstrated experience and proposed costs. Evaluation will be based on the supporting information provided by the Vendor. 6

7 RFP Evaluation The RFP evaluation will be comprised of the following requirements: 1. The ability of the Vendor to provide a proven and stable solution that meets the requirements and goals outlined in this RFP. 2. The proposed system has successfully been implemented in Environmental Health environments. 3. The proposed system s ability to integrate with Re-TRAC and JD Edwards. 4. The proposed system s ability to provide a remote solution to access and update HHW data. 5. The proposed system s compliance with the County s technology and implementation requirements. 6. The Vendor s ability to comply with the County s contract terms and reference checks. Vendor s Qualifications The Vendor s qualifications will be assessed by evaluating the Vendor s experience and other qualifications of the Vendor and its project team in the area of Environmental Health and HHW technology and the Vendor s track record of successfully implementing these systems in City or County environments. Qualifications shall contain pertinent information relative to the firm s background, experience and qualifications to accomplish the tasks set forth in the RFP. In addition, the Vendor should provide at least three customer references. References should be for customers with environments similar to those of the County. The County reserves the right to contact these references and discuss the client's level of satisfaction with the Vendor and its products. Complete Attachment 8 Experience and Customer References. Overall Cost The Vendor s cost structure will be based on costs associated with One time purchase price Third Party product costs Service fees (Implementation, Conversion, Interface Development, Training, Travel, etc.) Ongoing support and maintenance fees Additional hardware costs needed Product Selection After completing the evaluation phase of the process, the County intends to enter into contract negotiations. The final selection will be based on the satisfactory outcome of these negotiations; however the County reserves the right not to award a contract if the negotiations are not satisfactory. The award shall be made to the responsible Vendor whose proposal is determined, at the County s sole discretion to be the most advantageous to the County. The lowest cost will not be the sole determining factor. After the contract has been awarded, the County will notify the proposal submitters of the outcome. System Usage Expectations The database management system is expected to be used during the following business hours. Monday-Saturday, 8:00 am 5:00 pm. The mobile application is expected to be used during current WCEC business hours: Tuesday: Noon - 7 pm Thursday: 9 am - 2 pm Saturday: 9 am - 2 pm 7

8 These business hours are subject to change in the future. In addition the mobile application will be used for remote events that are periodically scheduled throughout the county. As mentioned earlier, each year approximately 35,000 customers drop off waste either at the WCEC or remote events. The goal of the implementation of the new system would to provide timely support as the number of customers is expected to grow in future years. Approximately 3 simultaneous users Up to 400 drivers per day at WCEC Approximately 5 categories of waste per driver Washington County has a contract Vendor who manages and staffs the WCEC site. Anticipated Project Implementation Timeline Washington County s implementation timeline is as follows. The dates can be modified during the contract process to ensure a successful implementation plan created between the County and the chosen Vendor. February 2015: Contract negotiations April October 2015: Hardware purchase and installation, system design, implementation, customization and testing November - December 2015 Run in production parallel with current system, staff training January Go Live! 8

9 Vendor Proposal The Vendor will complete the following components in response to the RFP. Vendors must address all information specified in each of the attachments. In total there are eleven (11) required attachments and one (1) optional attachment. All questions must be answered completely. Contract Terms This section outlines the County s contract terms. Read the terms and sign the acknowledgement. (See Attachment 1 Contract Terms). Vendor Profile and Qualifications This section of your proposal should contain a narrative response outlining your qualifications (see Attachment 2 - Vendor Profile and Qualifications). Functional Requirements This section of your proposal should contain your detailed response to the functional requirements checklist (Attachment 3 - Vendor Response to Functional Requirements). The requirements are listed in a Microsoft Excel spreadsheet and must be completed electronically. A Functional Decomposition diagram is also attached to show module functionality. Instructions 1. The functional requirements checklist (Attachment 3) contains multiple columns to indicate your response to each requirement listed. Check the cell which represents the product s ability to meet each of the County s requirements. Function Exists in Function exists in the current release as a standard feature. No Current Release Function is Enabled through System Configuration Future Release Function Requires Customization Requires Integration with Third-Party Vendor Function Unavailable customization or modification is required. Function is enabled through system configuration which does not require custom programming. It is assumed the Vendor will configure the product with some knowledge transfer to staff at no additional cost to the County. Function will be provided as a standard feature in a future release at no additional cost to the County. The Vendor MUST indicated the estimated release date in the Vendor's Comments column. Function is provided by the Vendor, but requires customization. The function can be accomplished with the Vendor's product, but needs customizing or a work around. Identify any areas where modification will affect the application upgrade path. The Vendor MUST fill out the Cost of Customization column. Function will be provided through integration with a third-party Vendor. The Vendor has established a relationship with a business partner to provide this function, but it needs customizing or a work around. Identify any areas where modification will impact the application upgrade path. Indicate the name of the application recommended in the Third-Party Vendor column. The Vendor MUST fill out the Cost of Customization column. Functionality is not provided and is not planned to be part of the Vendor's product. 2. Any additional cost must be included in the Cost of Customization column. The Cost of Customization column must be completed for all responses with a Vendor reply of Function Requires Customization or Requires Integration with Third-Party Vendor. 9

10 3. Indicate the system and the module that will provide the function in the System Module Proposed column. If systems are proposed by Vendors other than the prime Vendor, it must be clear which system is responsible for the function. 4. Indicate the third-party application that will provide the function. 5. To further clarify your response to the requirements and to document your assumptions, you are encouraged to use the Proposers Comments column. Narrative Response to Requirements This section of the proposal should contain your narrative detailed response to each item outlined in this section (Attachment 4 Vendor s Narrative Response to Requirements). Scope of Professional Services As part of this project, the selected Vendor shall be expected to perform certain services to assist with the design and implementation of the HHW Management System. Vendors may also suggest additional services as part of their response. In Attachment 5 Scope of Professional Services, outline your approach, assumptions, tasks, and estimates needed to complete the activities. Cost Analysis Worksheet Fixed The cost proposal should include all items that pertain to the scope of this project as described in the RFP. Vendors should provide all costs associated with software, licensures, and services required. Within the worksheet provided, fixed costs related to each element of the proposal should be outlined. Costs should include all applicable taxes, shipping and handling costs. Attachment 6-Cost Analysis Worksheet-Fixed should be used if the system is to be hosted at the County. Attachment 6a-Cost Analysis Worksheet-Fixed should be used if the system is to be hosted by the Vendor. As part of the cost proposal, provide detailed information regarding your software licensing approach and requirements, including the basis for licensing (e.g., number of users, per module pricing, etc.) in order to provide the County a method for determining future software licensing costs as a result of implementing your system. In addition, indicate any software licenses that must be renewed after a specific time (e.g., five year license) and the cost of such renewal. Professional Services costs, which need to be incorporated into the fixed costs, will comprise of three components: 1. The Professional Services costs associated with customization as outlined by you in the Attachment 3 Vendor Response to Functional Requirements. 2. The Professional Services costs associated with the implementation/deployment as outlined in Attachment 5 Scope of Professional Services. 3. The Professional Services costs associated with development of defined system interfaces as outlined in Attachment 5 Scope of Professional Services. 10

11 Cost Analysis Worksheet Recurring Within the worksheet provided, recurring costs related to each element of the proposal should be outlined. Costs should include all applicable taxes, shipping and handling costs. Recurring costs include but are not limited to annual maintenance fees, licensures, upgrade costs, and/or hosting costs. Attachment 7-Cost Analysis Worksheet-Recurring should be used if the system is to be hosted at the County. Attachment 7a-Cost Analysis Worksheet-Recurring should be used if the system is to be hosted by the Vendor. Experience and Customer References Washington County prefers that the Vendor provide at least three (3) references that are similar type, size and operation as the County where the Vendor has successfully implemented the proposed system. If multiple Vendors are involved, include three references for each Vendor included in the proposal. Customer References are to be outlined in Attachment 8 - Experience and Customer Reference. Recommended Hardware Configuration Vendors must provide initial hardware configuration recommendations based upon the County s Environmental Health technical environment. Outline your response in Attachment 9 Recommended Hardware Configuration. If specific hardware items are proprietary or must be specifically configured to operate your application software, indicate this information within your response. Please attach a diagram depicting the Vendor s recommended network design. Certificate of Insurance Vendors must carry a Certificate of Insurance to do business with the County and maintain that insurance throughout the project. Enclose a certificate of insurance and title this as Attachment 10 Certificate of Insurance. Note: Insurance Requirements are outlined in Attachment 1 Contract Terms. Financial Statements Provide one (1) copy of your annual report and related financial statements for the past three (3) years. The one copy can be enclosed with the original signed copy of the proposal. Enclose the annual reports under a header of Attachment 11 Financial Statements. Additional RFP Response Information Vendors can attach any additional information that they feel would help the County evaluate their submission at the end of the RFP response. Please title this Attachment 12 Additional RFP Response Information. 11

12 Vendor Attachments Vendor's proposal will consist of completion or acknowledgment of the following attachments. All attachments are required with the exception of Attachment 12. All questions must be answered completely. Attachment 1 Contract Terms (Vendor to read Washington County contract terms and sign the acknowledgement) Attachment 2 Vendor Profile and Qualifications (Vendor to complete form) Attachment 3 Vendor Response to Functional Requirements (Vendor to answer questions) Attachment 4 Vendor Narrative Response to Requirements (Vendor to answer questions) Attachment 5 Scope of Professional Services (Vendor to answer questions) Attachment 6 Cost Analysis Worksheet Fixed if County Hosts (Vendor to complete spreadsheet) Attachment 6a Cost Analysis Worksheet Fixed if Vendor Hosts (Vendor to complete spreadsheet) Attachment 7 Cost Analysis Worksheet Recurring if County Hosts (Vendor to complete spreadsheet) Attachment 7a Coast Analysis Worksheet Recurring if Vendor Hosts (Vendor to complete spreadsheet) Attachment 8 Experience and Customer References (Vendor to complete form) Attachment 9 Recommended Hardware Configuration (Vendor to complete form) Attachment 10 Certificate of Insurance (Vendor to attach) Attachment 11 Financial Statements (Vendor to attach) Attachment 12 Additional RFP Response Information (Optional) (Vendor to attach) 12

13 Exhibit A: Washington County Infrastructure Washington County Hardware Minimum Standards The proposed solution must integrate with the County s current technology configuration. While options outside of these standards may be considered, adherence to the standards will be given additional weight in the evaluation process. Additional costs for acquiring products and resources outside of the standards will also be factored into the evaluation process. Final hardware decisions will be made by the County Department of Information Technology (DoIT) staff. Network Wired Cisco switches, routers and firewalls (ASA) only. 100MB to the desktop. CAT 6 cabling only. Servers Rack mount servers only. HP DL 360 G7 or above or BL 460 G4 or above (blade enclosure may need to be provided) only. All servers should be quoted with a minimum of Dual Quad-Core CPU s, 8GB RAM/CPU minimum, Battery Backed Write Cache Controller, 2 hard drives for the OS + a minimum of 3 hard drives for storage (RAID 5), Optical drive (blades excluded), Redundant Power Supplies, Redundant NICs, ILO Advanced pack with ILO support to match lifecycle of server, 5 years, 24x7, 4-hour response on-site support to match the life cycle of the server. SAN If disk space on existing SAN is required, please calculate required space using RAID10. Operating Systems Washington County currently supports running all new servers on Windows Server 2008 R2 or Server ALL servers should be fully patched prior to rollout. OS should not be quoted with hardware. DoIT will supply the OS based on the County s Enterprise Agreement with Microsoft. Note: Washington County currently does not support Linux, Unix, AIX, MacOS, Windows Desktop versions in a server environment or Windows Server 2000 & Database Standard Washington County is currently running Microsoft SQL Server 2008 R2 or above. The County currently has a SQL farm. Any new instances should be able to perform in a farm environment when possible. Proposed applications SQL requirements need to be clearly identified prior to instance installation. If an independent SQL solution is required DoIT will license the SQL servers with per CPU licensing. Virtualization Washington County DoIT maintains a VMWare infrastructure for server virtualization. When possible please consider virtualization for your solution. Virtual server costs provided based on CPU, VRAM and storage requirements. The County currently does not virtualize SQL Server. Anti-Virus Trend Micro OfficeScan for Servers is the only version of A/V software the County allows. All servers will have anti-virus installed prior to go live. The DoIT Server Group will assist in the installation. Redundancy - Washington County has a primary and secondary data center connected by fiber. Redundant solutions should take this into account during the design phase. Current HHW Mobile Platform The current mobile platform at the WCEC site includes the bullet pointed list below. It is not required that the new system support or use this same technology platform. 13

14 Exhibit A: continued Washington County Security Standards Washington County has the following application security requirements: Full Active Directory integration Login security provided by Active Directory The system must maintain a security log of all user activity System must support data encryption meeting HIPAA requirements Must comply with the County Technology Acceptable Use policy The County Board of Commissioners approved Acceptable Use Policy requires password modification every ninety (90) days. Notification of pending password expiration will be received starting fourteen (14) days prior to expiration. Secure Password Standards: Must be a minimum of eight (8) characters in length, maximum of ten (10) Must start with an alphabet character Must contain at least one (1) number Must not contain a complete dictionary word Must not contain consecutively repeated characters (srtty984 or srty9984-can use srtyt984) Must not re-use the previous six (6) passwords Must contain one (1) upper and one (1) lower case letters All vowels are acceptable Only letter not allowed is Q Should be something that only you know (no names of people, pets or objects) Should not contain usernames, department names, Washington or County Should also contain a special, non-alphanumeric character (accepted characters are $@#_ ) Three (3) failed unauthorized login attempts lock a Windows/Active Directory account or vary off an AS400/iSeries account. Windows/Active Directory accounts remain locked for fifteen (15) minutes unless unlocked by the Department of Information Technology (DoIT) Service Desk. AS400/iSeries accounts remain varied off until varied on by the DoIT Service Desk. 14

15 Exhibit B: Re-TRAC Interface Requirements The information provided in this exhibit is to give you sufficient information to prepare an interface estimate between the County s Re-TRAC system and the proposed HHW Management System. The Vendor s estimate should be documented in Attachment 6 (6a) Cost Analysis Worksheet - Fixed. Re-TRAC System Overview Washington County partners with other neighboring Minnesota counties in the use of Re-TRAC for their solid waste management system. Re-TRAC tracks recycling and solid waste, develops reports to provide insights to programs success, and allows each county to share data to better promote partnership in environmental efficiencies. The integration with the Re-TRAC System is expected to be a bi-directional interface; meaning data will be passed in both directions between the HHW system and the Re-TRAC System. Currently, Washington County keeps a variety of spreadsheets that track quantities of hazardous waste collected at the WCEC. Portions of this data are then manually entered into the Re-TRAC system which is then used to develop reports for other areas and departments within the county. It is expected the new HHW system will have an electronic integration with the Re-TRAC system to eliminate duplicate entry of information into the Re-TRAC system. An example of the data manually entered into a spreadsheet that is then entered into Re-TRAC is below: 15

16 Exhibit C: JD Edwards EnterpriseOne Interface Requirements The information provided in this exhibit is to give you sufficient information to prepare an interface estimate between the County s JD Edwards EnterpriseOne and the proposed HHW Management System. The Vendor s estimate should be documented in Attachment 6 (6a) Cost Analysis Worksheet - Fixed. JD Edwards EnterpriseOne System Overview JD Edwards EnterpriseOne is the system of record for Washington County financial information. The HHW system will have functionality that invoices and tracks invoice payment from WCEC stakeholders. While the HHW system will not be the system of record for WCEC financial information, it will be used to enter, update and report on financial information. Currently, the WCEC invoicing information is manually entered into spreadsheets and then re-entered in the JD Edwards system for county financial management. The HHW system is expected to automate the integration with JD Edwards for county financial management. The integration with the JD Edwards EnterpriseOne System is expected to be a bi-directional interface; meaning data will be passed in both directions between the HHW system and the JD Edwards EnterpriseOne System. Currently, invoice and financial information is limited to: 1. County Reciprocal Use (RU) program 2. Very Small Quantity Generator (VSQG) program 16

17 Exhibit D: Information Technology Acceptable Use Policy All employees and agents of Vendors and contractors who will access Washington County information technology in the course of their work for Washington County ( Vendor personnel ) are required to sign this document indicating their willingness to comply with Washington County Policy #3001 Acceptable Use Policy for Utilizing Information Technology Systems and Resources, prior to accessing any Washington County Information Technology tools, systems or services. The term Information Technology tools, systems or services is defined as any equipment (device or software) that is used to access the county s network, electronic messaging (ex. Voice messaging and telephony services, radio, , etc.), storage, transmission, or use of all computer files, and all activities relating to the concept of the Internet (includes the county s intranet, and all external networks accessible to users). 1. Vendor personnel have no expectation of privacy in any electronic communications, use of Washington County property, or Internet access. Washington County reserves the right to review, audit, or monitor any information technology used by Vendor personnel. 2. All Vendor personnel shall use only accounts authorized by Washington County. 3. Vendor personnel may access only those resources for which they are specifically authorized. 4. All user-level system access, (ex. Network login, , desktop computer, application system, etc.), must occur through a password protected account that conforms to the following guidelines: a. All user-level passwords must include a mix of numbers, letters, and special characters, and must be at least 8 characters in length. b. All system administration passwords must include a mix of numbers, letters, and special characters and must be at least 10 characters in length. c. Passwords shall remain confidential. Passwords are not to be shared, except as specifically requested by individual department heads. d. Passwords shall never be displayed, printed, or otherwise recorded in an unsecured manner. User account and password information must not be inserted into any form of electronic communication or storage, (ex. , or electronic document), without using encryption methods and tools approved by the Information Technology Department. e. Passwords shall be changed every 90 days. f. A standard, default password is not to be used for groups of users. 5. Vendor personnel are personally responsible for safeguarding their account and log-on information. 6. Vendor personnel are not permitted to script their user IDs and passwords for log-on access. 7. Vendor personnel are not permitted to allow another person to log-on to any computer utilizing their personal account, nor are they permitted to utilize someone else's account to log-on to a computer. Authorized system or service accounts may be used by multiple people. 8. Vendor personnel may not leave their workstation logged onto the network while away from their area. Vendor personnel may elect to lock the workstation rather than logging off when leaving for very short time periods. 9. Vendor personnel shall maintain a log, left with the computer, of all software loaded onto any Washington County computer. The software must have been approved in writing by the Director of Information Technology or designee. 10. Vendor personnel shall execute only applications that pertain to their specific contract work. 11. Vendor personnel shall promptly report log-on problems or any other computer errors to the IT Help Desk ( ). 12. Vendor personnel shall promptly notify the Director of Information Technology, or designee, if they have any reason to suspect a breach of security or potential breach of security. 13. Vendor personnel shall promptly report anything that they deem to be a security loophole or weakness in the computer network to the Director of Information Technology or designee. 14. Vendor personnel shall not install or use any type of encryption device or software on any Washington County hardware, which has not been approved in writing by the Director of Information Technology or designee. 15. Vendor personnel shall not attach any device to the Washington County network without written approval from the Information Technology Director or designee. 16. Vendor personnel may not remove any computer hardware from a Washington County building for any reason, without prior written approval from the Director of Information Technology or designee. 17. Vendor personnel shall not delete, disable, or bypass any authorized encryption device, or anti-virus or other software program, installed on Washington County hardware. 18. Vendor personnel shall not attach any network or phone cables to any Washington County device without written approval from the Director of Information Technology or designee. 19. Vendor personnel may not copy any data and/or software from any Washington County resource for personal use. 20. Washington County data and/or software shall not be removed from a Washington County building without prior written approval from the Director of Information Technology or designee. 21. Vendor personnel may not utilize Washington County computer systems or networks for any of the following reasons: a. Game playing; b. Internet surfing not required for their work activity; c. Non-related work activity; or d. Any illegal activity. e. Downloading of files from the Internet. If files are needed for your work, contact Washington County Information Technology personnel. 22. Vendor personnel are prohibited from intercepting or monitoring network traffic by any means, including the use of network sniffers, unless authorized in writing by the Director of Information Technology or designee. 23. Vendor personnel may not give out any Washington County computer information to anyone. Exception: other Vendor personnel needing the information to complete tasks and who have signed this agreement. Information includes but is not limited to: IP addresses, security configurations, etc. 24. All data storage media shall be erased or destroyed prior to disposal. 25. Vendor personnel may not remove or delete any computer software without the written approval of the Director of Information Technology or designee. 26. Vendor personnel shall not attempt to obtain or distribute Washington County system or user passwords. 27. Vendor personnel shall not attempt to obtain or distribute door pass codes/passkeys to secured rooms at any Washington County facility for which they are not authorized. 28. All equipment issued to Vendor personnel will be returned in good condition to Washington County upon termination of the Washington County/Vendor personnel relationship. 29. Vendor personnel may not use Washington County information technology to send or receive threatening, obscene, abusive, sexually explicit language or pictures. 30. Vendor personnel are prohibited from causing Washington County to break copyright laws. 31. Use by Vendor personnel of any Washington County information technology will acknowledge acceptance of the above-referenced policies. Any Vendor employee who violates any of these policies shall be subject to disciplinary action, including total removal from the Washington County project as well as being subject to Minnesota civil and criminal liability. Disciplinary action may include Washington County requesting the Vendor consider demotion, suspension and termination. Printed Name: Signature: /Date 17