The Center for Health Care Services

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1 The Center for Health Care Services Request for Proposal Data Center Hosting Services Project# August of 12

2 THE CENTER FOR HEALTH CARE SERVICES Data Center Hosting Services Request for Proposal ( RFP ) Project # TABLE OF CONTENTS 1.0 TABLE OF CONTENTS 2.0 PURPOSE 3.0 BACKGROUND 4.0 TIMELINE 5.0 PERIOD OF PERFORMANCE 6.0 PROPOSAL SUBMITTAL 7.0 GENERAL REQUIREMENTS FOR PROPOSALS 8.0 REQUIRED FORMAT OF PROPOSALS 9.0 EVALUATION CRITERIA 10.0 EVALUATION PROCESS 11.0 INTERPRETATION OF RFP 12.0 CONTRACTUAL DEVELOPMENT 13.0 CANCELLATION OF PROCUREMENT PROCESS 14.0 CONFIDENTIALITY AND PROPRIETARY INFORMATION EXHIBIT A SCOPE OF SERVICES EXHIBIT B COMPANY PROFILE EXHIBIT C ASSURANCES EXHIBIT D EVALUATION WORKSHEET 2.0 PURPOSE The Center for Health Care Services ( CENTER ) is seeking Proposals for co-located Data Center Hosting Services. For specifications, see EXHIBIT A, SCOPE OF SERVICES. Vendors interested in submitting a Proposal should pay particular attention to all Instructions, Requirements, and Deadlines indicated in this RFP document and should respond accordingly. 3.0 BACKGROUND The Bexar County Board of Trustees for Mental Health Mental Retardation Services d/b/a The Center for Health Care Services is a 980+ employee, multi-facility community mental health and mental retardation center created under the authority of Section of the Texas Health and Safety Code by its sponsoring agencies Bexar County and the Bexar County Hospital District d/b/a the University Health System. The CENTER has been providing services to Bexar County residents experiencing mental health, intellectual developmental disabilities and/or substance abuse issues for over forty years and is the Texas Department of State Health Services-designated Local Mental Health Authority for Bexar County, Texas. The CENTER is considered a quasi-governmental entity, a political subdivision of the state of Texas, but is not a Texas state agency. The CENTER S administrative offices are located at 3031 IH-10 West, San Antonio, Texas of 12

3 4.0 TIMELINE Activity Date/Time Location RFP Issuance August 1, or by to Technical Assistance Questions Due (by ) August 12, :00 p.m. (CST) with cc: to CENTER S Response to Technical Assistance Questions Proposals Due Proposal Opening Presentation of Vendor Presentations/Demonstrations to Evaluation Committee, if requested August 15, :00 p.m. (CST) August 21, :00 p.m. (CST) August 21, :30 p.m. (CST) August 25, 2014 August 27, 2014 Estimated Contract Award September 19, IH 10 West, San Antonio, Texas IH 10 West, San Antonio, Texas IH 10 West, San Antonio, Texas or online/webcast 4.1 Questions. Proposers may submit Technical Assistance Questions pertaining to this RFP no later than August 12, 2014, at 5:00 p.m. (CST). Questions must reference the page and section numbers and title from the RFP. Questions must be in writing, ed to with a cc: to and with CHCS RFP # referenced in the subject line. Please refrain from contacting the CENTER s Board of Trustees members or management during the search process and direct all inquiries to the contact person listed above. A written response to questions will be posted to the CENTER s website at no later than 5:00 p.m. on August 15, Only those written questions received prior to the submission deadline will be addressed. 5.0 PERIOD OF PERFORMANCE The period of performance shall be for four (4) years, comprised of an initial one year term and up to three (3) additional one year renewal terms at the sole option of the CENTER. 6.0 PROPOSAL SUBMITTAL 6.1 The Proposal submission shall include one (1) original and six (6) bound copies of the Proposal and a virus-free USB/flash drive which contains the Proposal in Microsoft Word format or PDF. 6.2 The Proposal submission must be signed by an authorized agent and placed in a sealed package clearly marked PROPOSAL FOR RFP # The Proposal submission must be delivered by regular mail, special carrier, or hand delivery. Submission of Proposals by telephone, facsimile transmission, or will not be accepted. 3 of 12

4 6.4 PROPOSALS MUST BE SENT TO: The Center for Health Care Services Attention: James Chapman RFP # IH-10 West San Antonio, TX GENERAL REQUIREMENTS FOR PROPOSALS 7.1 Proposals must be submitted in accordance with the standards and specifications contained within this Request for Proposal (RFP) and must contain a cover page with a certification of intent to meet the requirements specified. 7.2 The cover page of a responsive Proposal must be signed appropriately and completed with the date, company name, and name and title of a company officer/owner authorized to sign on behalf of the company. 7.3 The Center reserves the right to reject any and all Proposals, in part or in whole; to waive, at its discretion, any technicalities or irregularities which the Center deems reasonably correctable or otherwise not warranting rejection of the Proposal; and to negotiate on the basis of the Proposals received for the most favorable terms and best service for the Center. 7.4 The Center shall not pay any costs incurred or associated in the preparation of this or any Proposal or for participation in the procurement process. 7.5 Proposers may withdraw their Proposals at any time prior to the submission deadline. 7.6 Proposals must be typed or machine printed uniformly on letter size (8.5 x 11 ) sheets of white paper, single sided, each section clearly titled, with tabs A-F, and each page clearly and consecutively numbered. Proposals must be clean and suitable for copying. Proposals must be specific unto themselves. For example, See Enclosed Manual will not be considered an acceptable Proposal. Proposer s receipt of all Center-issued addenda related to this procurement, if any, must be acknowledged in the Proposal. 7.7 Late Proposals will not be accepted. Postmarks will not be accepted in lieu of this requirement. Proposals submitted to any other Center office or address will be rejected. 7.8 Any information contained in the Proposal that is deemed to be proprietary in nature must clearly be so designated in the Proposal. Such information may be subject to disclosure under the Public Information Act on opinions from the Texas Attorney General s office. 8.0 REQUIRED FORMAT OF PROPOSALS Please complete all questions in the order that they are presented in this Request for Proposal ("RFP"). Include all questions and question numbers in your responses. Any additional comments or information may be provided at the end of your answers to all proposal questions. If a question does not apply to 4 of 12

5 the Proposer, simply and clearly document N/A. Scoring and evaluation is based on completed questions. Unanswered questions will be considered omissions. The CENTER reserves the right to review only completed Proposals. The CENTER reserves the right to hold subsequent face to face or telephone interviews for clarification and/or negotiation purposes. Interviews will not be solicited for the purpose of completing incomplete Proposals. Multiple omissions and/or incomplete responses may result in disqualification. Proposals must contain the following sections, in order: A. Proposal Cover Page B. Table of Contents C. Company Profile D. Description of Services E. Cost Proposal F. Assurances A. Proposal Cover Page The individual(s) who is (are) authorized to bind the Proposer contractually must sign a cover page, which will be considered an integral part of the Proposal. This cover page must indicate the signer is so authorized and must indicate the title or position that the signer holds in the Proposer s firm. An unsigned cover page shall cause the proposal to be rejected. The cover letter must contain the following: 1. The Proposer s name, address, and telephone and facsimile number 2. The Proposer's Federal Employer Identification Number and Corporate Identification Number, if applicable 3. The name, title or position, and telephone number of the individual signing the cover letter 4. A statement indicating the signature is authorized to bind the Proposer contractually 5. The name, title or position, and telephone number of the primary contact and/or account administrator, if different from the individual signing the cover letter 6. A statement to the effect that the proposal is a firm and irrevocable offer, good for three years and that the fee quote will remain firm/unchanged for 120 days from the RFP due date 7. A statement expressing the Proposer's willingness to perform the services as described in this RFP 8. A statement expressing the Proposer's availability of staff and other required resources for performing all services and providing all deliverables within specified timeframes. B. Table of Contents This section shall include a comprehensive table of contents that identifies material by sections A-F (in the order listed above) and by sequential page numbers. C. Company Profile Please tell us about your firm by inserting here a complete response to all information requested in the attached Exhibit B, Company Profile. Information and answers provided shall correspond to the order of questions in Exhibit B and shall be numbered or lettered correspondingly. 5 of 12

6 D. Description of Services Please tell us about your product and services by inserting here a complete response to all information requested in the attached Exhibit A, Scope of Services. Information and answers provided shall correspond to the order of questions in Exhibit A and shall be numbered or lettered correspondingly. E. Cost Proposal In this section, please provide details of the Cost of Services in your Proposal cost per square foot, and/or per number and size of racks, power requirement costs, additional bandwidth costs, and costs of other optional and/or value added services, etc. Proposers may also include any other documents as information to explain the proposed costs. Proposals must fully describe all costs to be charged to CENTER as part of this project. Proposers must provide fully inclusive blended rates, which include all of the Proposer s project-related or supported expenses. Note: the CENTER is exempt from paying sales and use tax; such costs cannot be passed on to the CENTER in any form. F. Assurances The Proposer shall sign and insert here the attached Exhibit C, Assurances. 9.0 EVALUATION CRITERIA Proposals will be evaluated according to the criteria stated in Exhibit D, Evaluation Worksheet EVALUATION PROCESS It is the CENTER s intent to evaluate Proposals in order to achieve the best value for CENTER employees and operations. All Proposals will be given a thorough review. Interviews, presentations, demonstrations, or onsite visits may be conducted to further evaluate some or all Proposals and to select one or more Proposers as finalists for consideration for award of a contract. Each firm which submits a complete Proposal but is not awarded a contract will be notified in writing that its Proposal is no longer being considered. All communication between Proposers and CENTER during the evaluation process must be made through the CENTER S Purchasing Department only. Attempts by the Proposer to contact any other CENTER representative or trustee may result in disqualification of the Proposer. The CENTER reserves the right to split or make the award that is most advantageous to the CENTER INTERPRETATION OF RFP The Proposer must make careful examination and understand all of the requirements, specifications, and conditions stated in the RFP. If any Proposer planning to submit a Proposal finds discrepancies in or omissions from the RFP, or is in doubt as to meaning, a written request for interpretation or correction must be given to the CENTER. Any changes in the RFP will be made only by written addendum and may be posted on the CENTER s website at 6 of 12

7 12.0 CONTRACTUAL DEVELOPMENT If a Proposal is selected for award, the CENTER will enter into a contractual relationship with the Successful Proposer. The contract shall be subject to approval by the CENTER s Board of Trustees or other designated approval authority and no contract shall be deemed to exist between the CENTER and any firm until a mutually acceptable, comprehensive and binding agreement has been executed by the CENTER and that firm. In the contract with the Successful Proposer, the CENTER will not agree to waive its governmental immunities, agree to engage in binding arbitration or agree to indemnification of the contractor or limitation of contractor s liability. A countersigned copy of a Proposal or any other preliminary written agreements shall not suffice to bind the CENTER to any legal obligation of any kind whatsoever with regard to the work considered herein. If an agreement cannot be reached, negotiations with the second ranking Proposer shall commence CANCELLATION OF PROCUREMENT PROCESS The CENTER may cancel the procurement process at any time. All Proposals become the property of the CENTER. The CENTER reserves the right to amend or modify the project Scope of Services prior to the award of contract, as necessity may dictate, and to reject any and all Proposals hereunder. This Request for Proposal does not commit the CENTER to award a contract or to pay any costs incurred in the preparation of a proposal in response to this request. The CENTER reserves the right to accept or reject any or all Proposals received as a result of this request, to negotiate with any qualified source or to cancel in part or in its entirety this RFP if it is in the best interest of the CENTER CONFIDENTIALITY AND PROPRIETARY INFORMATION The entire response to this RFP shall be subject to disclosure under the Texas Public Information Act, Chapter 552 of the Texas Government Code. If the Proposer believes information contained therein is legally exempted from disclosure under the Texas Public Information Act, the Proposer should conspicuously (via bolding, highlighting and/or enlarged font) mark those portions of its response as confidential or proprietary. Such information may still be subject to disclosure under the Public Information Act depending on determinations of the Texas Attorney General s office. The assertion of any defenses or exemptions to release of information shall be the duty of the Proposer, upon notification from CENTER that an information request has been made. 7 of 12

8 EXHIBIT A SCOPE OF SERVICES 1. Describe the Proposer s ability to provide the following contract service specifications/requirements: 3-42U Racks, contiguously located Redundant 208 Power to each rack Generator/battery backup 24/7 unfettered secure access to equipment for customer Secure parking included Access to loading/unloading area Staging Area AT&T Services required Multiple service providers available 5 Copper cross-connects 1 Fiber cross-connect Remote hands on/ remote support services Access monitoring Access to conference room Optional 50Mb internet bandwidth Tier 3 Data Center 2. What are the addresses of the Proposer s Bexar County or other data center hosting facilities to be provided under the contract, and how long has the Proposer been located at each facility location? Preference may be given to Proposers with facilities located in San Antonio or Bexar County. 3. Describe the physical security set up and procedures at the Proposer s facilities, including rules and processes for customer access. 4. Describe backup systems and processes in place at the Proposer s facilities. 5. Describe the Proposer s telecom access options to the Internet and for remote access. Which telecom companies/services does the Proposer have current arrangements with? 6. Describe any optional and/or value added services provided by Proposer. 8 of 12

9 EXHIBIT B COMPANY PROFILE Please tell us about your Company. 1. Company name (including d/b/a) and address. 2. If Company is a subsidiary of another entity, please name the entity. 3. Year founded. 4. Number of employees. 5. Public or private company. 6. Is Company a certified HUB, SBE, M/WBE, or VBE? If yes, please attach all applicable current certifications. 7. Provide a brief history of your company. 8. What is your primary business focus? 9. If you have other areas of business, when did you enter the data hosting services business? 10. Explain your company culture. 11. Describe your target market. 12. Describe your experience, if any, providing data hosting services to governmental entities. 13. What is the average size (employee population) of your clients? 14. Provide at least three customer references of mid-sized corporate customers. Include a contact name, telephone number, and address for each reference. 15. Has the Company ever filed a voluntary petition seeking bankruptcy protection? If so, explain. 16. Is any litigation pending against the Company? If so, explain. 17. Is the Company in arrears upon a contract or debt? If so, explain. 18. Company s annual gross revenue range: $100 K or Less; $101K-$500K; $501K-900K; $901K-$2.5 M; or $2.5 M-Over 19. Name of principal financial institution for financial responsibility reference. Include: name of bank; address; name of bank officer familiar with Proposer s account (with telephone and/or address); and Proposer s Federal taxpayer I.D. number. 9 of 12

10 EXHIBIT C ASSURANCES The Proposer assures the following (signature required): 1. That all addenda and attachments to the RFP as distributed by CENTER have been received. 2. No attempt will be made by the Proposer to induce any person or firm to submit or not to submit a Proposal, unless so described in the RFP document. 3. The Proposer does not discriminate in its services or employment practices on the basis of race, color, religion, sex, sexual orientation, national origin, disability, veteran status, or age. 4. That no employee of CENTER or Department of State Health Services ( DSHS ), and no member of CENTER s Board of Trustees will directly or indirectly receive any pecuniary interest from an award of the proposed contract. If the Proposer is unable to make the affirmation, then the Proposal must disclose any knowledge of such interests. 5. Proposer accepts the terms, conditions, criteria, and requirements set forth in the RFP. 6. Proposer accepts CENTER s right to cancel the RFP at any time prior to contract award. 7. Proposer accepts CENTER s right to alter the timetables for procurement as set forth in the RFP. 8. The Proposal submitted by the Proposer has been arrived at independently without consultation, communication, or agreement with another party for the purpose of restricting competition. 9. Unless otherwise required by law, the information in the Proposal submitted by the Proposer has not been knowingly disclosed by the Proposer to any other Proposer prior to the notice of intent to award. 10. No claim will be made to CENTER for payment to cover costs incurred in the preparation of the submission of the Proposal or any other associated costs. 11. CENTER has the right to complete background checks and to verify information submitted by a Proposer. 12. The individual signing this document and the contract is authorized to legally bind the Proposer. 13. The address submitted by the Proposer to be used for all notices sent by CENTER is current and correct. 14. All cost and pricing information is reflected in the Proposal documents or attachments. 15. That the Proposer is not currently held in abeyance or barred from the award of a federal or state contract. 16. That the Proposer is not currently delinquent in its payments of any franchise tax or state tax owed to the state of Texas, pursuant to Texas Business Corporation Act, Texas Civil Statutes, Article Proposer shall disclose whether any of the directors or personnel of Proposer has either been an employee or a trustee of CENTER within the past two (2) years preceding the date of submission of the Proposal. This requirement applies to all personnel, whether or not identified as key personnel. If such employment has existed, or term of office served as trustee, the Proposer shall state in an attached writing the nature and time of the affiliations as defined. 18. Proposer shall identify in an attached writing any trustee or employee of CENTER who has a financial interest in Proposer or who is related within the second degree by consanguinity or affinity to a person having such financial interest. Such disclosure shall include a complete statement of the nature of such financial interest and the relationship, if applicable. Moreover, Proposer shall state in an attached writing whether any of its directors or personnel knowingly 10 of 12

11 has had a personal relationship with employees or officers of CENTER within the past two (2) years that may interfere with fair competition. 19. No current or former employee or officer of a federal, state, or local governmental agency, and/or the CENTER directly or indirectly aided or attempted to aid in the procurement of Proposer s services. 20. Proposer shall disclose in an attached writing the name of every CENTER key person with whom Proposer is doing business or has done business during the 365 day period immediately prior to the date on which the Proposal is due; failure to include such a disclosure will be a binding representation by Proposer that the natural person executing the Proposal has no knowledge of any CENTER key persons with whom Proposer is doing business or has done business during the 365 day period prior to the immediate date on which the Proposal is due. 21. Under Section of the Texas Family Code, the vendor or Proposer certifies that the individual or business entity named in this Proposal is not ineligible to receive the specified grant, loan, or payment and acknowledges that this contract may be terminated and payment may be withheld if this certification is inaccurate. 22. Proposer has no conflict of interest and meets the standards of conduct requirements pursuant to Texas Administrative Code Section (c). 23. That all information provided in the Proposal is true and correct. Company Name: Contact Person: Address: Telephone: Signature: Printed Name of Signing Authority Date 11 of 12

12 EXHIBIT D EVALUATION WORKSHEET This worksheet is to be used to document the CENTER S evaluation of the Proposer s qualifications. Points within the ranges specified are to be assigned to the below-listed criteria as a means for quantifying the relative strengths and weaknesses of the various proposals. In the event that vendor presentations or interviews are necessary to break a tie or for making final clarification in the evaluation process, additional points may be awarded. It should be understood that while the total score is a significant factor, the CENTER reserves the right to consider other factors in making a final selection. When all other factors are equal, the CENTER will select goods and services provided by local (Bexar County) vendors. Proposal Requirement Maximum points Cost of services 30 Proposer s experience and ability to meet RFP specifications 50 Proposer s size (number of personnel) 10 Proposer s financial resources 10 HUB, SBE, M/WBE, or VBE (1 point each, maximum 5 points) 5 Total Maximum Points of 12

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