Transcription
REQUEST FOR PROPOSALIT ServicesThe Rhode Island Commerce Corporation (Corporation) is soliciting proposals from a firm orfirms qualified to provide full-service support for desktop, networking, backup and recovery, andrelated services as well as CIO support.Project OverviewThe Rhode Island Commerce Corporation is seeking an IT firm to provide all aspects of ITSupport services. This includes CIO services in lieu of having Corporation staff performing thatfunction, as well as all aspects of desktop and network support for all technology aspects of theCorporation.Scope of WorkThe scope of the services for which this solicitation is issued is below. The Corporationrecognizes the changing environment of the technology space and expects that this scope willevolve over the duration of the engagement to match changes in hardware, software andpractices.The successful firm will be required to work closely with Corporation staff on coordination ofservices.It is expected that the CIO will meet a minimum of quarterly with Corporation executivemanagement but as frequently as needed to address emerging issues. The desktop supportactivity will perform duties as outlined below.1. CIO / IT Management Servicesa. Provide advice and counsel related to technology needs and trendsi. Securityii. Data retentioniii. User education / trainingiv. Collaboration toolsb. Review and provide input to policies and proceduresi. Acceptable internet useii. Use of personal computers and phonesiii. Email Spam Filteringiv. Offsite and on-premise Backups for Disaster Recoveryc. Develop recommendations for hardware selection to support new equipmentneeds
i. Desktopsii. Portable computersiii. Printersiv. Tabletsv. Serversvi. Networking Equipmentd. Identify modern technology for efficiencies, ergonomics, and securityi. Reception area tablet sign-inii. Cell Phonesiii. Dual monitorsiv. Email scanningv. Web filteringe. Software Selection and business process reviewsi. Accounting integration softwareii. Review of CRM platforms and upgradesiii. Reporting needsiv. Office 365 and expanding usage2. Desktop Supporti. Weekly on-site staff support at the Corporation’s officeii. Desktop and laptop troubleshooting, upgrade, and repair (TotalEmployees/Computers on the floor 60)iii. Tablet and cell phone troubleshooting and setup (13 Tablets, 6 CellPhones)iv. Physical Phone support for users and conference rooms (Total 71)v. Determining required hardware specifications and ordering hardware andsoftwarevi. Installation of new computers, servers, Network equipment, monitors,peripheralsvii. Handle intrusions (viruses, spam, malware)viii. Printer Setups (6 Networked Printers, 16 Local User Printers), maintainingthe Print Serverb. Infrastructure upkeep / upgradei. Physical servers: 4 physical servers. 2 DCs, SQL Server, File Server)ii. Storage Area Network (SAN) Cyberneticsiii. Update Windows Operating Systems (PCs, Macs, and Servers)iv. Update Tablets and Cell Phones Operating Systemsv. Microsoft SQL Server for Great Plains for the Accounting Departmentvi. Monitoring data backups – Barracuda Echovii. Monitoring the Enviromux Alert System for Water, Temperature, and/orhumidityviii. Upgrading firmware on network equipmentix. Physical server room upkeep and support1. A/C / temperature control2. APC Battery backup for Server roomc. Manage Disaster recovery and data retention
i. Local and cloud backup of servers3. Additional Servicesa. Procure and manage renewals, in conjunction with Corporation, for the followingrepresentative items:i. Web and email domainsii. SSL certificates for websitesiii. Software/Hardware, and subscriptions for departments1. Vimeo2. Zapier3. GoToMeeting4. Weboot5. Barracuda Echoplatform backup / recover6. Barracuda Email Spam Filter7. Cybernetics (SAN)8. Adobe Cloud9. SonicWALL/SonicPoints10. iPrism (Web Filter)11. HP Servers12. Phone System13. Office 36514. Envoy (Sign in and out for Visitors)b. License and warranty managementi. Office 365ii. Server Operating Systemiii. SonicWALL / SonicPointsiv. Cybernetics (SAN)v. iPrism Web Filteringvi. HP Servers Warrantyvii. Phone System and Support with RI Telephonec. Provide IT guidance for special projectsi. Planning for office move and/or redesignsii. Public Records requestsiii. Small business hotlined. Software Developmenti. Assist with integrations or custom development effortse. Websitei. Provide ad hoc technical support, development, and enhancements forwebsites developed in WordPress, and .NET platforms1. CommerceRI.com2. Steamengineusa.com3. Supplyrhodeisland.com4. Whereareyou.us5. Rismallbiz.com6. Riforamazon.com7. Wavemaker.commerceri.com
QualificationsFirms responding to this solicitation shall have a minimum of 15 years of experience workingwith similarly-sized organizations, including governmental and quasi-governmental agencies.Staff proposed for the effort shall be employees of the respondent and not contracted services(1099 employees). Special projects authorized during the term, by a separate work-order, maypropose contractors and will be subject to the approval of the Corporation prior tocommencement.Project TimelineThis engagement is contemplated to be a three-year contract with one (1) three-year extension, atthe discretion of the Corporation.The successful Proposer(s) will enter into a contract for services with the Corporation. Theduration of the initial contract between the Corporation and the successful Proposer is expectedto begin July 1, 2018.BudgetFirms responding to this RFP shall provide a monthly rate for desktop support and a monthly ratefor the CIO Function. Additionally, respondents shall provide a personnel schedule whichincludes job title and billing rate for any work which may be undertaken under this contract,whether described above or not yet contemplated.Firms shall also provide job titles and rates for any subcontractors that the respondent isincluding in this response.If the respondent contemplates any purchases or pass-through charges during the engagement,any mark-up rate above actual cost shall be identified as a separate line item in the budget.After hours, weekend and emergency situations may occur during this engagement. Respondentsshall provide the rate premium and any other fees as a separate line item in the budget.
Criteria for SelectionEVALUATION CRITERIAPoints40OVERALL EXPERIENCE OF COMPANY & DEMONSTRATEDRESULTSOur evaluation will include an assessment of the history of your company, yourexperience as it relates to the requirements within this RFP, evidence of pastperformance, quality and relevance of past work, references, and related items.QUALIFICATIONS OF PERSONNEL30Our evaluation will include an assessment of the qualifications and experience of yourmanagerial team, staff, subcontractors, and related items.BUDGET APPROACH/COST EFFECTIVENESS30Effective and efficient delivery of quality services is demonstrated in relation to thebudget allocation. The allocation is reasonable and appropriate.TotalMBE/WBE/DisBE Participation (additional potential points)1006 pts1. ISBE Participation Evaluation (see below for scoring)a. The Rhode Island Commerce Corporation encourages MBE/WBE/DisBEparticipation in this Request. In accordance with Title 37, Chapter 14.1, and Title37, Chapter 2.2 of the Rhode Island General laws, the Corporation reserves theright to apply additional consideration to MBE/WBE/DisBE up to six (6)additional points in the scoring evaluation as provided below:b. Calculation of ISBE Participation Ratei. ISBE Participation Rate for Non-ISBE Vendors. The ISBE participationrate for nonISBE vendors shall be expressed as a percentage and shall becalculated by dividing the amount of non-ISBE vendor’s total contractprice that will be subcontracted to ISBEs by the non-ISBE vendor’s totalcontract price. For example, if the non-ISBE’s total contract price is 100,000.00 and it subcontracts a total of 12,000.00 to ISBEs, the nonISBE’s ISBE participation rate would be 12%.ii. ISBE Participation Rate for ISBE Vendors. The ISBE participation ratefor ISBE vendors shall be expressed as a percentage and shall becalculated by dividing the amount of the ISBE vendor’s total contractprice that will be subcontracted to ISBEs and the amount that will beself-performed by the ISBE vendor by the ISBE vendor’s total contractprice. For example, if the ISBE vendor’s total contract price is 100,000.00 and it subcontracts a total of 12,000.00 to ISBEs and willperform a total of 8,000.00 of the work itself, the ISBE vendor’s ISBEparticipation rate would be 20%.c. Points for ISBE Participation Rate:i. The vendor with the highest ISBE participation rate shall receive themaximum ISBE participation points. All other vendors shall receiveISBE participation points by applying the following formula:
(Vendor’s ISBE participation rate Highest ISBE participation rate X Maximum ISBEparticipation points)For example, assuming the weight given by the RFP to ISBE participation is 6 points, if VendorA has the highest ISBE participation rate at 20% and Vendor B’s ISBE participation rate is 12%,Vendor A will receive the maximum 6 points and Vendor B will receive (12% 20%) x 6 whichequals 3.6 points.See Appendix A for information and the MBE, WBE, and/or Disability Business EnterpriseParticipation Plan form(s). Bidders are required to complete, sign and submit these forms withtheir overall proposal in a sealed envelope. Please complete separate forms for each MBE, WBEand/or Disability Business Enterprise subcontractor/supplier to be utilized on the solicitationDesignated Corporation staff or selected advisors will evaluate the written proposals. TheCorporation may at any time during the evaluation process seek clarification from Proposersregarding any information contained within their proposal. Final scores for each Proposer willreflect a consensus of the evaluations.Any attempt by a Proposer to contact a member of Corporation staff or selected advisors outsidethe RFP process, in an attempt to gain knowledge or an advantage, may result in disqualificationof Proposer.
Instructions and Notifications to Proposers1. Potential proposers are advised to review all sections of this RFP carefully and to followinstructions completely, as failure to make a complete submission as described elsewhere hereinmay result in rejection of the proposal.2. Alternative approaches and/or methodologies to accomplish the desired or intended results ofthis procurement are solicited. However, proposals that depart from or materially alter the terms,requirements, or scope of work defined by this RFP will be rejected as being non-responsive.3. All costs associated with developing or submitting a proposal in response to this RFP, or toprovide oral or written clarification of its content, shall be borne by the proposer. TheCorporation assumes no responsibility for such costs.4. Proposals are considered to be irrevocable for a period of not less than 120 days following thedate set for submission of proposals.5. All pricing submitted will be considered to be firm and fixed unless otherwise indicatedherein.6. Proposals misdirected to other locations, or that are otherwise not present at the Rhode IslandCommerce Corporation by the submission deadline for any cause will be determined to be lateand will not be considered. For the purposes of this requirement, the official time and date shallbe that of the time clock in the reception area of the Rhode Island Commerce Corporation.7. All proposals should identify the proposed team of professionals, including those employed bysubcontractors, if any, along with respective areas of expertise and relevantcredentials. Proposers should also provide a delineation of the portion of the scope of work forwhich each of these professionals will be responsible.8. All proposals should include the proposer’s FEIN or Social Security number asevidenced by a W9, downloadable from www.purchasing.ri.gov.9. All proposals must include a completed RFP Response Certification Cover Form, included inthis document.10. The purchase of services under an award made pursuant to this RFP will be contingent on theavailability of funds and made at the discretion of the Corporation.11. Awarding this RFP is based on the Evaluation Criteria set forth in this RFP. Vendors areadvised, however, that all materials and ideas submitted as part of this proposal and during theperformance of any award shall be the property of and owned by the Corporation, which may useany such materials and ideas.12. Interested parties are instructed to peruse the Corporation’s website (www.commerceri.com)on a regular basis, as additional information relating to this solicitation may be released in theform of an addendum to this RFP. Addenda will also be posted to the Rhode Island StateDivision of Purchases’ website at www.purchasing.ri.gov.
13. Equal Employment Opportunity (R.I. Gen. Laws § 28-5.1-1, et seq.) – § 28- 5.1-1Declaration of policy – (a) Equal opportunity and affirmative action toward its achievement isthe policy of all units of Rhode Island state government, including all public and quasi-publicagencies, commissions, boards and authorities, and in the classified, unclassified, and nonclassified services of state employment. This policy applies to all areas where State dollars arespent, in employment, public services, grants and financial assistance, and in state licensing andregulation.14. In accordance with Title 7, Chapter 1.2 of the General Laws of Rhode Island, no corporationorganized under the laws of another state or country shall have the right to transact business inRhode Island until it shall have procured a Certificate of Authority to do so from the RhodeIsland Secretary of State (401-222-3040). This is a requirement only of the successful firm.15. The Corporation encourages MBE/WBE/DisBE participation in this solicitation. Inaccordance with Title 37, Chapter 14.1, and Title 37, Chapter 2.2 of the General Laws of RhodeIsland, the Corporation reserves the right to apply additional consideration to offers, and to directawards to bidder’s other than the responsive bid representing the lowest price where:1.The offer is fully responsive to the terms and conditions of the Request;2.Firms with MBE/WBE/DisBE participation may to receive up to six (6) extrapoints in the scoring evaluation.3.The firm making the offer has been certified by the R.I. Department ofAdministration to be a small business concern meeting the criteria established tobe considered a MBE/WBE/DisBE. For further information, visit the websitewww.mbe.ri.gov.16. The Corporation reserves the right to award to one or more Proposers.Proposal RequirementsIn order to be considered responsive, proposals must at a minimum contain the following:Technical Proposal Elements1. Description of the proposed approach and work plan. Activities and timelines should bespecific, measurable, achievable, realistic, and time-oriented. Include a timeline of majortasks and milestones.2. Person who will be the primary point of contact with the Rhode Island CommerceCorporation.3. Qualifications of the respondent to provide the requested services including capability,capacity, similarly complex projects and related experience and client references.Certification of availability of individuals in proposal.4. A listing of the staff to be assigned to this engagement and their respective qualifications,past experience on engagements of this scope including resumes, and their role in thosepast engagements.5. Provide a description of the outcome monitoring and evaluation plan including a list oftools to track process, output and outcome measures for each component of theapplication.
Proposal SubmissionResponses to this RFP are due by Wednesday, May 9, 2018 by 2:00pm. One (1) electronic(PDF) version on thumb drive or disk and five (5) printed copies of the complete proposal mustbe mailed or hand-delivered in a sealed envelope marked:Rhode Island Commerce CorporationAttention: IT Services RFP315 Iron Horse Way, Suite 101Providence, RI 02908Note: No phone calls and late responses will be accepted and responses received viaelectronic submission only will be disqualified.Questions, interpretations, or clarifications concerning this RFP should be directed by e-mail tomike.walker@commerceri.com no later than 2:00 pm on Friday, April 27, 2018. Responses toquestions, interpretations, or clarifications concerning this RFP will be posted online viaaddendum at www.commerceri.com and www.purchasing.ri.gov on Monday, April 30, 2018 toensure equal awareness of important facts and details.The Rhode Island Commerce Corporation reserves the right to terminate this solicitation priorto entering into any agreement with any qualified firm pursuant to this Request for Proposal, andby responding hereto, no firms are vested with any rights in any way whatsoever.Rhode Island Commerce Corporation reserves the right to reject any or all proposals for notcomplying with the terms of this RFP.
APPENDIX APROPOSER ISBE RESPONSIBILITIES AND MBE, WBE, AND/OR DISABILITYBUSINESS ENTERPRISE PARTICIPATION FORMA. Proposer’s ISBE Responsibilities (from 150-RICR-90-10-1.7.E)1. Proposal of ISBE Participation Rate. Unless otherwise indicated in the RFP, a Proposermust submit its proposed ISBE Participation Rate in a sealed envelope or via sealedelectronic submission at the time it submits its proposed total contract price. The Proposershall be responsible for completing and submitting all standard forms adopted pursuant to105-RICR-90-10-1.9 and submitting all substantiating documentation as reasonablyrequested by either the Using Agency’s MBE/WBE Coordinator, Division, ODEO, orGovernor’s Commission on Disabilities including but not limited to the names and contactinformation of all proposed subcontractors and the dollar amounts that correspond witheach proposed subcontract.2. Failure to Submit ISBE Participation Rate. Any Proposer that fails to submit a proposedISBE Participation Rate or any requested substantiating documentation in a timely mannershall receive zero (0) ISBE participation points.3. Execution of Proposed ISBE Participation Rate. Proposers shall be evaluated and scoredbased on the amounts and rates submitted in their proposals. If awarded the contract,Proposers shall be required to achieve their proposed ISBE Participation Rates. Duringthe life of the contract, the Proposer shall be responsible for submitting all substantiatingdocumentation as reasonably requested by the Using Agency’s MBE/WBE Coordinator,Division, ODEO, or Governor’s Commission on Disabilities including but not limited tocopies of purchase orders, subcontracts, and cancelled checks.4. Change Orders. If during the life of the contract, a change order is issued by the Division,the Proposer shall notify the ODEO of the change as soon as reasonably possible.Proposers are required to achieve their proposed ISBE Participation Rates on any changeorder amounts.5. Notice of Change to Proposed ISBE Participation Rate. If during the life of the contract,the Proposer becomes aware that it will be unable to achieve its proposed ISBEParticipation Rate, it must notify the Division and ODEO as soon as reasonably possible.The Division, in consultation with ODEO and Governor’s Commission on Disabilities,and the Proposer may agree to a modified ISBE Participation Rate provided that thechange in circumstances was beyond the control of the Proposer or the direct result of anunanticipated reduction in the overall total project cost.B. MBE, WBE, AND/OR Disability Business Enterprise Participation Plan Form:Attached is the MBE, WBE, and/or Disability Business Enterprise Participation Plan form. Biddersare required to complete, sign and submit with their overall proposal in a sealed envelope. Pleasecomplete separate forms for each MBE, WBE and/or Disability Business Enterprisesubcontractor/supplier to be utilized on the solicitation.
M
6. Barracuda Email Spam Filter 7. Cybernetics (SAN) 8. Adobe Cloud 9. SonicWALL/SonicPoints 10. iPrism (Web Filter) 11. HP Servers 12. Phone System 13. Office 365 14. Envoy (Sign in and out for Visitors) b. License and warranty management i. Office 365 ii. Server Operating System iii. SonicWALL / SonicPoints iv. Cybernetics (SAN) v. iPrism Web .
