Request for Proposal Technology Services

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1 Avca Schl District 37 Wilmette, IL Request fr Prpsal Technlgy Services Netwrk and Systems Infrastructure Management Services December 5, 2013 Avca Schl District 37 is seeking an IT cnsulting firm t manage ur netwrk, servers, select PC and Mac schl district administratr cmputers, and technlgy infrastructure beginning in July 2014 June We need practive maintenance f ur systems t avid prblems that wuld therwise interfere with day t day peratins. All end user prblems shuld be addressed prmptly and the systems shuld be mnitred cntinuusly t ensure rapid respnse t emerging issues. Additinally the cnsulting firm wuld manage interactins with internet service prviders as well as ther third party applicatin develpers in rder t maintain all f ur services. We als seek services in making recmmendatins t cntinue ur grwth f technlgy withut disrupting speeds and perfrmance acrss the district. Submissin/Quantity Prpsal shall be submitted t: Gail Brwn District Technlgy Crdinatr Avca Schl District Illinis Rd Wilmette, IL Deadline fr submissins: 1/8/2014 Quantity: Three hard cpies One pdf file t Prject Descriptin We are seeking a cst effective way t manage ur netwrk, systems, and grwth frm an infrastructure standpint s that district emplyees can cntinue t fcus n classrm instructin and bringing technlgy t the hands f students. Avca Schl District Envirnment: 2 Buildings Avca West: grades K 5 (ipads and laptps n carts, plus 1 t 1 mac laptp prgram in grades 4 and 5) Marie Murphy: grades 6 8 (1 t 1 Mac laptp prgram) Ttal Student and Teaching Staff Machines: 837 Mac Laptps, 106 ipads 11 PCs and 2 Macs with Parallels managed cmpletely by IT cnsulting firm (Business ffice, and administratr cmputers)

2 14 Servers wned by Avca Schl District 37 but managed cmpletely by IT cnsulting firm Windws and Apple updates and patch management; Asset inventry Practive server management and anti virus prtectin Remte 24 x 7 server mnitring, alert remediatin Practive cmputer ptimizatin and anti virus prtectin Managed server backup lcal backup device Sme f ur business critical applicatins: PwerSchl Fllett Destiny Library System Lightspeed Webfiltering Mealtime Website (hsted ffsite) Skyward (hsted ffsite) Requirements: Server Mnitring 24/7 remte mnitring f cnnectivity, key Windws services and key event lgs. Mnitr key functins and establish perfrmance threshlds, including disk space, CPU utilizatin, and memry utilizatin. Respnd t all alerts and utages t prvide fr expedited reslutin f these server issues. Maintain the directry structure and perfrm ptimizatin n netwrk strage devices and drives. Server Management and Maintenance Perfrm preventative maintenance. Deplyment f apprved Micrsft patches tested cmpletely by IT cnsulting firm. Upgrades t the perating system and server applicatins. Ntificatins f service issues discvered thrugh mnitring and the reslutin. Maintenance f anti virus sftware and virus signature prfile. Regular disk defragmentatin and cleaning f temprary perating system files. Passwrd resets fr the supprted servers, server applicatins and services. Remte server management is cmpleted during pre apprved maintenance windws. Netwrk Devices Mnitr Firewalls, Ruters, Switches, Wireless, Spam/Cntent filter and ther netwrk devices. Manage and remediate any issues r prblems related t cvered netwrk devices, including internally managed netwrk switches, firewalls and ruters. Maintain firewall, filtering and security services. Maintain the cnfiguratin and updates f the firewall and filters t secure the netwrk accrding t manufacturer's specificatins. Filtering f suspected spam and viruses Web prtal fr Avca s review f filtered and quarantined items End User Cmputer Supprt Prvide supprt fr cnnectivity t servers, printers and the Internet. Inventry f cmputer hardware and sftware Liaisn fr line f business applicatin functinality with 3rd parties. Windws PCs Deplyment f apprved Micrsft patches tested cmpletely by IT cnsulting firm. Maintenance f ffered anti virus sftware and virus signature prfile.

3 Maintenance and updates f ffered anti malware prtectin sftware. Regular disk drive defragmentatin, while PCs are turned n. PCs save directly t servers which are backed up nightly as well. File Directry and Print Services Mnitr data strage threshlds and establish user directries fr file management. Establish netwrk printers n the netwrk and prvide user access t these printers. Remte Supprt Center (Help Desk) 13 Users A service ticket system is used t track and dcument each service level incident. Included during standard hurs, Mn Fri 7 a.m. t 7 p.m. Central Time, excluding public hlidays Remte supprt by phne and secure remte management sessins will be prvided fr all supprt needs related t the perating system, Internet cnnectivity, access and the crrect installatin and functining f applicatins. On Site Supprt Scheduled Mnthly On Site Visits frm a Systems Engineer We prefer t have ne assigned t ur district, nt a variety f peple Check equipment, prblem slving with district tech staff, future planning During regular hurs: 7:30 5:30 After hurs fr emergency issues: netwrk dwn, r ther issues that prevent ur verall peratins. Dispatch a Systems Engineer fr incidents nt able t be reslved remtely. Interactins with third parties Internet service prviders Applicatin develpers Act as supprt liaisn with third parties as necessary fr netwrk and server issues. Data Backup Mnitr and supprt autmated backup f file server data 24/7 Supprt Respnse We expect reactive services in accrdance with yur prblem priritizatin, management and escalatin prcesses. We expect that dcumentatin is used t track each service level incident. We shuld have access t all dcumentatin. The fllwing categries are used: Critical: A critical classificatin means that the incident has a severe verall business impact such as revenue generating web servers, netwrk, server, r hardware failure An engineer will begin wrking n these incidents within tw hurs and will cntinue until it is reslved. High: A High Pririty classificatin means that the incident has a mderate business impact r high individual impact such as applicatin nt wrking r persnal cmputer failure. An engineer will begin wrking n the incident within fur hurs and cntinue until the incident is

4 reslved. Medium: A Medium Pririty Classificatin means that the incident has a lw business impact r mderate individual impact such as printing issues r applicatin instability. An engineer will begin wrking n the incident within eight hurs and will schedule a time t reslve the prblem at the snest pssible date. Lw: A Lw Pririty Classificatin means that the incident has a lw business r individual impact such as minr printer prblems, new user creatin r any activity that can be scheduled fr the mst cnvenient time withut creating user hardship. An engineer will begin wrking n the incident in a cmmercially reasnable time. Qualificatins The firm must have existing clients in at least five schl districts. The firm must prvide the names, titles, addresses, and phne numbers f at least three public schl district clients fr whm the firm has perfrmed IT services within the last tw years similar in scpe as thse required by the District. Prpsal Frmat In rder t simplify the review prcess and btain the maximum degree f cmparisn, prpsals shuld be rganized in the manner stated belw: A. Title Page Shw the RFP subject, the name f the firm, lcal address, name and telephne number f cntact persn, and date f the prpsal. B. Table f Cntents Include a clear identificatin f the material by sectin and by page number. C. Letter f Transmittal Briefly state yur understanding f the wrk t be dne and make a psitive cmmitment t perfrm wrk. State the all inclusive annual fee fr each fiscal year fr which wrk will be dne. Please include prpsals fr a 3 year term, stating annual fee. State names f persns wh will be authrized t make representatins fr the firm, their titles, addresses, and telephne numbers. Include a signature by an authrized fficer f firm. D. Prfile f the Firm Prvide an verview f yur firm, size, lcatin and experience f the firm. E. Summary f Firm s Qualificatins Identify the persnnel wh wuld be wrking with Avca Schl District 37 and their jb titles. Describe the firm s staffing apprach t prvide quality service and cntinuity f persnnel.

5 Prvide a list f schl districts that are similar in scpe fr which the firm has prvided similar service. Please prvide a list f clients wh may be cntacted fr references. F. Services t be Prvided Express agreement t meet the requirements as stated in the Prject Descriptin sectin f these guidelines. G. Additinal Infrmatin Since infrmatin nt specifically requested must nt be included in the freging prpsal sectins, give any additinal infrmatin cnsidered essential t the prpsal in this sectin. If there is n additinal infrmatin t present, state in this sectin, There is n additinal infrmatin we wish t present. Evaluatin f Prpsals The prpsals will be reviewed and evaluated by the District Technlgy Crdinatr and the Business Manager. The tp candidates may be invited t participate in ral interviews. Finalists will be presented t the Bard f Educatin in March f It is understd that this is nt a cmpetitive bid, but rather a prpsal t perfrm technlgy services fr Avca Schl District N. 37. The Bard reserves the right t select an IT cnsulting firm n the basis f written infrmatin prvided and/r interview.

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