REQUEST FOR QUALIFICATIONS (RFQ) IT Support Services. Date Issued: January 10, Response Due Date: January 31, 2014 by 4:00 p.m.

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1 REQUEST FOR QUALIFICATIONS (RFQ) IT Support Services Date Issued: January 10, 2014 Response Due Date: January 31, 2014 by 4:00 p.m. Contact: Send Statements of Qualifications Rebecca Calija, VS IT Support Services Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA Questions: Questions may be directed to Vikram Sharma at or by at The RFQ is available online at

2 Project Overview The San Joaquin Council of Governments (SJCOG) intends to contract with a firm to provide IT support services to the agency. Currently, IT is managed by SJCOG s Information Services Manager. The selected contractor will provide various services including maintenance of IT services in the absence of the Manager, support for server systems, day-to-day check of back-up systems, desktop support and HVAC assistance. SJCOG is a joint-powers authority comprised of the County of San Joaquin and the cities of Stockton, Lodi, Manteca, Tracy, Ripon, Escalon, and Lathrop. SJCOG serves as the regional transportation planning agency, which provides a forum for regional decision-making on issues such as growth, transportation, environmental management, housing, open space, air quality, fiscal management, and economic development. SJCOG also takes a look at population statistics, airport land use, habitat and open space planning, and other regional issues. SJCOG is overseen by a Board of Directors which makes allocations of funding to build transportation improvements. The Board also establishes regional transportation policies and programs. More information can be found at Qualifications Preference will be given to firms that possess the following professional qualifications: Expertise in Dell Windows-based servers both physical and VM Server configuration: o GIS, Domain Controllers (2), Exchange, SQL, Finance, Web, SharePoint, Print and Fileservers, VMWare Expertise with Symantec Backup Exec o Configured to back up all local servers on site o Day to day monitoring ensuring all servers backing up Remote Desktop support for up to 35 users o Day to day hardware/software troubleshooting o Standard Microsoft Office, Windows 7 environment o ArcGIS o Quickbooks, TH Enterprises Financial systems Hardware o Dell based switches o Cisco ASA Firewall o Understanding of cable routing via offices/patch bays, etc McAfee cloud based mail firewall services to maintain sjcog.org and soon to be commuteconnection.com addresses Coordination with Network Associates to maintain DNS entries and also maintain any third-party websites that they host for us Coordination with CivicPlus, off-site hosts of sjcog.org website Coordination with IIS, off-site hosts of commuteconnection.com

3 In order to be considered, responses must demonstrate experience in all related areas described above and project experience shall be provided to reflect the prime firm/individual s record of performance and operation in this field for a three (3) year period of time immediately preceding this RFQ. Submission Requirements All submittals must include the following information for consideration: 1. Description and Qualifications: Provide contact information including applicable qualifications, indicating relevant background and work experience. Include information on your ability to comply with all items listed in Attachment A, and any other relevant documentation. 2. References: Provide at least three client relevant references. 3. Cost Information: Provide pricing information on Attachment C, Proposal Cost Form. 4. Duns #: The DUNS number identifies an agency as registered to do business with governments agencies using federal funds. Submission Deadline SOQ s must be received no later than January 31, 2014 by 4:00 p.m. SOQ s may be mailed or delivered to SJCOG s offices. Please submit two (2) hard copies to: Rebecca Calija, VS IT Support Services Manager of Administrative Services San Joaquin Council of Governments 555 E. Weber Avenue Stockton, CA SJCOG Reception hours are 8-5 M-F Selection Process Statement responses will be evaluated by a panel of SJCOG staff. The panel will rank the responses based upon the following: 1. Best understanding of services needed by SJCOG; 2. Experience providing similar IT support services; 3. Firm s approach to providing services; 4. Ability to provide the required scope of services; and 5. Positive references and background check The most qualified firm will be notified that they have been selected for recommendation to the Board subject to successfully negotiating a contract. Firms submitting but not initially selected will be ranked and this list will be used if necessary in the future.

4 Questions Questions related to this RFQ should be directed to Vikram Sharma, IT Services Manager at or Solicitation Disclaimer This request is not a commitment or contract of any kind. SJCOG reserves the right to pursue any and/or all ideas generated by this request. Costs for developing the statements are entirely the responsibility of the applicants and shall not be reimbursed. SJCOG has the right to reject any or all of the Statement of Qualification received as a result of this request. Solicitation of statements in no way obligates SJCOG to contract with any company or individual. Disadvantaged Business Enterprise (DBE Policy) As SJCOG has established a Disadvantaged Business Enterprise (DBE) program in accordance with 49 CFR Part 26 and may utilize Federal Funds, this procurement may be subject to DBE regulations in accordance with Title 49, Code of Federal Regulations, part 26 (49CFR 26). The inclusion of a Disadvantaged Business Enterprise firm on the consultant team should be noted by name of firm and amount of budget expenditure for that firm. Caltrans commits to an annual DBE percentage goal on its federally-funded projects based upon a race neutral and race-conscious methodology. Therefore, a separate contract goal may be assigned on future procurements. Please refer to the following website for guidance For FTA Race Neutral requirements, please refer to the following website for guidance Nondiscrimination SJCOG will never exclude any person from participation in, deny any person the benefit of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR, Part 26 on the basis of race, color, sex, or national origin. SJCOG will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing the accomplishment of the objectives of the Caltrans DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin. Title VI of the Civil Rights Act of 1964: The selected consultant agrees to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued there under 49 CFR Part 21. Contract Assurance DBE regulations require the following contract assurance statement in every DOT-assisted contract and subcontract: The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of the contract. The contractor shall carry out applicable requirements of 49 CFR, Part 26 in the award and administration of DOT-assisted contracts. Failure by the contract to carry out these requirements in a material breach of this

5 contract, which may result in the termination of this contract, or such other remedy as recipient deems appropriate. Prompt Payment SJCOG requires contractors and subcontractors to be timely paid as set forth in Section of the California Business and Professions Code concerning prompt payment to subcontractors. The 10-days is applicable unless a longer period is agreed to in writing. Any delay or postponement of payment over 30 days may take place only for good cause and with the agency s prior written approval. Any violation of Section shall subject the violating contractor or subcontractor to the penalties, sanctions, and other remedies of that Section. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance, and/or noncompliance by a subcontractor. This clause applies to both DBE and non-dbe subcontractors. Prompt payment of Withheld Funds to Subcontractors SJCOG requires prompt and full payment of retainage from the prime contractor to the subcontractor within thirty (30) days after the subcontractor s work is satisfactorily completed and accepted. This shall be accompanied with the following provisions: The agency shall hold retainage from the prime contractor and shall make prompt and regular incremental acceptances of portions, as determined by the agency of the contract work and pay retainage to the prime contractor based on these acceptances. The prime contractor o subcontractor shall return all monies withheld in retention from all subcontractors within 30 days after receiving payment for work satisfactorily completed and accepted including incremental acceptances of portions of the contract work by the agency. Any delay or postponement of payment may take place only for good cause and with the agency s prior written approval. Any violation of these provisions shall subject the violating prime contractor to the penalties, sanctions, and other remedies specified in Section of the California Business and Professions Code. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the Consultant or Subcontractor in the event of a dispute involving late payment or nonpayment by the Consultant, deficient subcontractor performance, and/or noncompliance by a Subcontractor. This clause applies to both DBE and non-dbe Subcontractors. Insurance Requirements: Without limiting SJCOG's right to obtain indemnification from CONTRACTOR or any third parties, CONTRACTOR, at its sole expense, shall maintain in full force and affect the following insurance policies throughout the term of this Agreement: A. Comprehensive professional liability insurance in the minimum amount of at least $1,000,000 coverage per occurrence. Comprehensive professional liability insurance policies Page 7

6 shall name the SJCOG, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under this Agreement are concerned. Such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG, its officers, agents, and employees, shall be excess only and not contributing with insurance provided under the CONTRACTOR'S policies herein. B. Comprehensive automobile liability insurance with limits for bodily injury of not less than $25,000 per person, $250,000 per accident and for property damages of not less than $50,000, or such coverage with a combined single limit of $250,000. C. Workers compensation insurance as required by law. This insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. CONTRACTOR shall provide certification of said insurance to SJCOG within twentyone (21) days of the date of the execution of this Agreement. Such certification shall show, to SJCOG's sole satisfaction, that such insurance coverage s have been obtained and are in full force; that SJCOG, its officers, agents, and employees will not be responsible for any premiums on the policies; that as and if required such insurance names SJCOG, its officers, agents, and employees, individually and collectively, as additional insured (comprehensive professional liability only but only insofar as the operations under this Agreement are concerned; that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG, its officers, agents, and employees, shall be excess only and not contributing with insurance provided under the CONTRACTOR's policies herein; and that this insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG. In the event CONTRACTOR fails to keep in effect at all times insurance coverage as herein provided, SJCOG may, in addition to other remedies it may have, suspend or terminate this Agreement upon the occurrence of such event.

7 Attachment A Scope of Services Provide support for approximately Windows based servers Expertise in Dell Windows-based servers both physical and VM Server configuration: o GIS, Domain Controllers (2), Exchange, SQL, Finance, Web, SharePoint, Print and Fileservers, VMWare Expertise with Symantec Backup Exec o Configured to back up all local servers on site o Day to day monitoring ensuring all servers backing up Remote Desktop support for up to 35 users o Day to day hardware/software troubleshooting o Standard Microsoft Office, Windows 7 environment o ArcGIS o QuickBooks, Hardware o Dell based switches o Cisco ASA Firewall o Understanding of cable routing via offices/patch bays, etc McAfee cloud based mail firewall services to maintain sjcog.org and soon to be commuteconnection.com addresses Coordination with Network Associates to maintain DNS entries and also maintain any third-party websites that they host for SJCOG Coordination with CivicPlus, off-site hosts of sjcog.org website Coordination with IIS, off-site hosts of commuteconnection.com

8 Attachment B Statement of Interest Firm Name: Contact: Address: Web Site: Office Phone: Fax: Check either yes or no for each statement Yes No Does your firm have experience in providing IT services in the following areas? Expertise in Dell Windows-based servers both physical and VM Server configuration: GIS, Domain Controllers, Exchange, SQL, Finance, Web, SharePoint, Print and Fileservers, VMWare Expertise with Symantec Backup Exec-Configured to back up all local servers on site; Day to day monitoring ensuring all servers backing up Remote Desktop support for up to 35 users-day to day hardware/software troubleshooting; Standard Microsoft Office, Windows 7 environment; ArcGIS; QuickBooks Hardware: Dell based switches, Cisco ASA Firewall, Understanding of cable routing via offices/patch bays, etc. McAfee cloud based mail firewall services to maintain sjcog.org and soon to be commuteconnection.com addresses Coordination with Network Associates to maintain DNS entries and also maintain any third-party websites that they host for SJCOG Coordination with CivicPlus, off-site hosts of sjcog.org website Coordination with IIS, off-site hosts of commuteconnection.com Other (specify) The firm listed above can offer additional services: Name & Title of Authorizing Official: By signing below you acknowledge and agree to provide the required services, and comply with all the terms and conditions listed in this RFQ Authorized Signature: Date: