White Mountain Apache Housing Authority REQUEST FOR PROPOSAL For INFORMATION TECHNOLOGY SERVICES

Transcription

1 White Mountain Apache Housing Authority REQUEST FOR PROPOSAL For INFORMATION TECHNOLOGY SERVICES The White Mountain Apache Housing Authority (WMAHA) is seeking to enter into a Contract for Information Technology Services on the Fort Apache Indian Reservation. The White Mountain Apache Housing Authority is the Tribally Designated Housing Entity of the White Mountain Apache Tribe that administers the U.S. Department of Housing and Urban Development (HUD) Indian Housing Block Grant (IHBG) for low income housing under the Native American Housing Assistance and Self Determination Act of 1996 (NAHASDA). You are invited to submit a proposal to be received by Mr. Ermon Colelay, Procurement Manager, White Mountain Apache Housing Authority, PO Box 1270, Whiteriver, AZ 85941, no later than 4:00 pm on March 25, Applicable Laws The solicitation is being conducted in accordance with 24 CFR Part The Contractor must be able and willing to provide services to the WMAHA and be licensed to provide the required services. (please check with your legal department for any and all relevant Laws) RECEIPT OF REQUEST FOR BID DOCUMENT If you obtained this RFP document by notification through a newspaper advertisement or from our website, or you want to modify your contact information, please contact the White Mountain Apache Housing Authority Contact person identified on the front cover. INSURANCE REQUIREMENTS Before a contract can be executed, the successful bidder shall provide evidence of insurance coverage in accordance with the Insurance Provisions section of the Special Provisions contained within this solicitation document. Bidders and their insurance agent, broker or representative must review the insurance provisions to understand its requirements and cost to contract with the WMAHA. An insurance affidavit is included in this solicitation verify the bidder and their insurance agent, broker or representative will comply with the insurance provisions if a contract is awarded. By signing and submitting a proposal under this solicitation, the offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. The bidder or offeror further certifies that the contractor and any subcontractors will maintain these insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in the State of Arizona.

2 MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS: 1. Workers Compensation - Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Contractors who fail to notify the WMAHA of increases in the number of employees that change their workers compensation requirements under the Arizona statutes during the course of the contract shall be in noncompliance with the contract. 2. Employer s Liability - $100, Commercial General Liability - $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The WMAHA must be named as an additional insured and so endorsed on the policy. 4. Automobile Liability - $1,000,000 per occurrence. (Only used if motor vehicle is to be used in the contract.) Background: A map of the area is provided in Exhibit A. Specifications/Scope of Work: The successful contractor will be on call to provide technical assistance and system administration to the Organization. The contractor will be responsible for troubleshooting computer problems and maintaining the Organization s personal computer network to prepare for future needs and to prevent technical difficulties. Specific responsibilities include, but are not limited to, the following: Provide general professional services on an as-needed basis primarily during normal business hours M- F 8:00 a.m. to 5:00 p.m. Guarantee a 4-hour response time for emergency situations for 24x7x365 Evaluate the Organization IT system and develop a prioritized order of recommended hardware and software upgrades to make it and keep it current. Server management includes such as Active directory creation, Role base user segregation, Group Policy Management Server roles and feature installation and setup Server security management Network Security Management Server Monitoring Redundancy techniques Threat protection Data Encryption Event log management Reporting Certified and Experienced professional as support team Provide support and monitoring

3 Provide website creation, monitoring, maintenance and update Monitor network security and usage and perform necessary system housekeeping Document information system processes and procedures and assist with network security Provide telephone assistance for users with operational problems Coordinate the hardware and software purchases and assist in budget preparation for the IT function ADDENDUM TO THE IT SUPPORT SERVICES: Current Network in Production: 2 servers with 1 server running Window Server 2008 R2 having roles of Active Directory Domain Controller, DHCP, DNS and file services and the 2 nd server running VMWare with 2 copies of Windows Server 2012 R2 for Main Exchange 2013 and Windows RDS. 54 workstations consisting of 24 desktops with Windows XP, 34 desktops with Windows 7 and 8 Windows 8.1 Pro tablets and 6 Apple Ipads. Each desktop workstation has a Multi Function Printer. 8 networked MFP printers 2 Layer 3 switches and 2 additional Layer 2 switches Dell Sonicwall appliance for Firewall and content filtering FUTURE NEEDS OF WMAHA AND TRAINING NEEDS OF IT STAFF: New virtual server installation with VMware and Windows 2012 R2 Installation of storage server for backups and replication of virtual devices / servers Virtual server sprawl management Use of SSH for security purposes Recommendation of backup utility (i.e. ShadowCraft, Veeam, etc.) and implementation of schedule backup plan for disaster management / recovery Roles for virtual server management Network load balancing, application load balancing and clustering Troubleshoot (either remotely or on-site) hardware and software issues Certified and experienced professional support team Event log management Remote Desktop Services installation on a Windows Server 2012 R2 and remote devices (laptops, tablets, smartphone, etc.) for personnel remote connectivity

4 Remote site backup in addition to in-house backup solution Exchange Server 2013 mail support and monitoring Logbook documentation and recommended software tools of server event / activities Also require a disaster recovery plan implementation Training as needed for White Mountain Apache Housing Authority IT staff TERMS AND CONDITIONS of AWARD: Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each offeror so selected, the agency shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. The WMAHA may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous. Should the WMAHA determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor s proposal as negotiated.

5 REFERENCES: Bidders shall provide a list of at least 3 references where similar goods and/or services have been provided. Each reference shall include the name of the organization, the complete mailing address, the name of the contact person and telephone number ORGANIZATION ADDRESS CONTACT PERSON/TELEPHONE RENEWAL OF CONTRACT: This contract may be renewed by the WMAHA upon written agreement of both parties for three years under the terms of the current contract, and at a reasonable time (approximately 90 days) prior to the expiration of the contract. INDIAN PREFERENCE REQUIREMENTS Projects operated with assistance under the Native American Housing and Self-Determination Act of 1996 with implementing regulations at 24 CFR are subject to Section 7(b) of the Indian Self-Determination and Education Assistance Act (25 U.S.C. 450e(b)). Section 7(b) provides that any contract or subcontract pursuant to an Act authorizing grant to Indian organizations or for the benefit of Indians shall require that, to the greatest extent feasible, (1) preference and opportunities for training and employment shall be given to Indians, and (2) preference in the award of contracts or subcontracts shall be given to Indian organizations and Indian-owned economic enterprises as defined in Section 3 of the Indian Financing Act of 1974 (25 U.S.C. 1452). GENERAL REQUIREMENTS A. Personnel The Agreement and Letter of Transmittal shall identify the Management Contact (representative authorized to sign an agreement for your firm) and Project Manager (person responsible for day-to-day management of project). The successful proposer may change the Management Contact, Project Manager, and other supporting staff and specialists with prior written permission of the WMAHA. B. Right to Request Additional Information During the evaluation process, the WMAHA reserves the right, where it may serve the WMAHA s best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the WMAHA, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

6 C. Right to Reject Proposals The WMAHA reserves the right without prejudice to reject any or all proposals. D. Proposal Interpretations and Addenda Any change to or interpretation of the RFP by the WMAHA will be sent to each firm or individual to whom an RFP has been sent and any such changes or interpretations shall become a part of the RFP for incorporation into any agreement awarded pursuant to the RFP. E. Proposal become Property of the WMAHA All proposals submitted in response to this RFP will become the property of the WMAHA upon submittal. F. Additional Services The Scope of Work describes the minimum work to be accomplished. Upon final selection of the firm, the Scope of Work may be modified and refined during negotiations with the WMAHA. G. Conflict of Interest By signing the Agreement, the successful proposer declares and warrants that no elected or appointed official, officer or employee of the WMAHA has been or shall be compensated, directly or indirectly, in connection with the award of the Agreement or any work for the proposed project. For the term of the Agreement, no elected or appointed official, officer or employee of the WMAHA, during the term of his/her service with the WMAHA and for two (2) years following his/her termination of office or employment with the WMAHA, shall have any direct interest in the Agreement, or obtain any present, anticipated or future material benefit arising from the Agreement or his/her relationship to the Agreement. H. Confidential Information The WMAHA shall refrain from releasing Proposer's proprietary information ("Proprietary Information") unless the WMAHA's legal counsel determines that the release of the Proprietary Information is required by applicable laws of the White Mountain Apache Tribe, or federal law, or order of a court of competent jurisdiction, in which case the WMAHA shall notify Proposer of its intention to release Proprietary Information. Proposer shall have five (5) working days after receipt of the Release Notice to give WMAHA written notice of Proposer's objection to the WMAHA's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the WMAHA, and its officers, directors, employees and agents from and against all liability, loss, cost or expense (including attorney s fees) arising out of a legal action brought to compel the release of Proprietary Information. WMAHA shall not release the Proprietary Information after receipt of the Objection Notice unless either: (1) Proposer fails to fully indemnify, defend (with WMAHA's choice of legal counsel), and hold WMAHA harmless from any legal action brought to compel such release; and/or (2) a final and nonappealable order by a court of competent jurisdiction requires that WMAHA release such information.

7 Proposal Evaluation Criteria: Proposals should address each of the following criteria. Each proposal may be awarded up to the number of points identified: 1. Specialized Financial Management and Technical Competence 15 Evidence of the firm s knowledge of public accountancy and ability to perform the work, as indicated by profiles of the principal(s) and staff s professional and technical competence and experience. The key personnel who will be assigned to the project should be identified along with documentation of their relevant skills and abilities. Experience and working knowledge of Sage is required. 2. Capacity and Capability 20 Firm or person s capacity and capability to perform the services in the timeframe specified. i. The firm s past experience and performance on comparable private/tribal government/other government engagements. ii. The quality of the firm s professional personnel, including Independent Public Accountancy, to be assigned to the engagement and the quality of the firm s management support personnel to be available for technical consultation. iii. References relative to personnel assigned to this project. iv. Understanding of work to be done. v. Firm s statement on why it believes itself to be best qualified. 3. Past Performance Records 15 Firm or person s past performance record on similar projects, particularly with Indian housing, in terms of cost control, work quality and compliance with performance schedules. As part of their response, firms or persons should provide a list of at least three references with contact names and phone numbers. 4. Technical Approach to Providing the Services 20 Firm or person(s) should describe their approach to providing and managing the requested services with particular regard to building the financial management capacity of the WMAHA staff. 5. Indian Preference 10 Provide evidence showing fully the extent of Indian ownership and interest. (Note: No points will be awarded if preference cannot be evidenced.) 6. Project Cost 20 The Cost Proposal is opened for each firm who has received a score of at least 60 points after the qualitative review and the interview (discretion of the Executive Director). The Cost Proposal of the top ranked firm is evaluated to determine if it is reasonable. The primary tests of reasonableness are comparison to the WMAHA s estimated project cost and the WMAHA s project budget. Additional factors include prior experience, comparative costs of Sage software upgrades for mid-size ($250 million operating budgets) mission-driven organizations, professional judgment and comparison to the costs submitted by qualified Contractors for the proposed project. Provide a cost breakdown by principals and key personnel of estimated man-hours, and hourly rate including profit and overhead rates and reimbursable expenses and the total proposed ceiling for services. (Time estimate of six months to a year, to be re-evaluated at six months or one year.)

8 7. Interviews: zero The use of interviews to further evaluate the proposals will be at the discretion of the Executive Director of WMAHA; the Executive Director of WMAHA may request oral presentations from a subset of those firms with a minimum score of 60 points. If deemed appropriate, the interview will be conducted with selected firms and will include at least one principal and the proposed Project Manager. Submittal of Proposals and Additional Information: Total Points 100 Three (3) copies of the proposal must be received at the WMAHA office located at 50 W Chinatown, or by mail at PO Box 1270, Whiteriver, AZ 85941, no later than 4:00pm on March 25, 2015, and clearly marked, Proposal for Information Technology Service. The content and sequence of the information contained in each copy of the proposal shall be as follows: A. Letter of Transmittal Include your firm s understanding of the work to be performed. In addition, state why your firm believes itself to be the best qualified to perform the services requested. Also, state the Information Technology Contact Representative (representative authorized to sign an agreement for your firm). B. Table of Contents Include a clear identification of the material by section and by page number. C. Summary Sheet 1. This section of the proposal must include a fully-completed copy of the Summary Sheet included with this RFP (Appendix A). 2. Provide three service references and in experiences working with Tribally Designated Housing Entities. D. Certification of Proposal to the WMAHA 1. This section of the proposal must include a fully-completed copy of the Summary Sheet included with this RFP (Appendix B). Evaluation of the proposal will be by a selection committee prior to March 25, Under WMAHA s procurement policy, selection of a firm or person(s) will take place soon thereafter. A contract shall be awarded based on a complete submission. The WMAHA reserves the right to reject any or all proposals, and to waive technicalities in the best interests of the Housing Authority.

9 EXHIBITS EXHIBIT A- - SITE MAP

10 EXHIBIT B: SUMMARY SHEET Firm Name: Firm Parent or Ownership: Firm Address: Firm Telephone Number: Firm Fax Number: Number of years in existence: Management Contact (person responsible for direct contact with the WMAHA and services required for this Request for Proposal): Name: Title: Telephone Number: Fax: Propane Service Representative (Person responsible for day-to-day servicing of the account): Name: Title: Telephone Number: Fax: Types of services provided by the firm:

11 EXHIBT C: CERTIFICATION OF PROPOSAL TO THE WMAHA 1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the WMAHA in accordance with the Request for Proposal (RFP), dated, and to be bound by the terms and conditions of the RFP. 2. This firm has carefully reviewed its proposal and understands and agrees that the WMAHA is not responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them. 3. It is understood and agreed that the WMAHA reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the WMAHA. 4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated 5. This firm has carefully read and fully understands all of the items contained in Section (cite Section within RFP), General Requirements. This firm agrees to all of the general requirements except for those disclosed by the firm in project proposal, listed on an attachment. 6. The proposal shall be valid for 120 days from. Name of Firm: By: (Authorized Signature) Type Name: Title: Date:

12 CERTIFICATION REGARDING DRUG-FREE WORKPLACE: The CONTRACTOR certifies that he will provide a drug-free workplace by: (a) publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the CONTRACTOR s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) establishing a drug-free awareness program to inform employees about: (1) the dangers of drug abuse in the workplace; (2) the CONTRACTOR s policy on maintaining a drug-free workplace; any available drug counseling, rehabilitation, and employee assistance programs; and, (3) the penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of this Agreement be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under this Agreement, the employee will: (1) abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; (e) Notifying the OWNER within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted: (1)Taking appropriate personnel action against such an employee, up to and including termination; or (2)requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a),(b),(c),(d),(e) and (f). As the CONTRACTOR/duly authorized representative of the CONTRACTOR, I hereby certify the above: Signature: Date: Name (print): Title:

13 CERTIFICATION REGARDING LOBBYING The CONTRACTOR certifies, to the best of his knowledge and belief 1) that no Federal appropriated funds have been paid or will be paid by or on behalf of the undersigned to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan, or cooperative agreement; 2) if any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this contract, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form A-LLL Disclosure Form to Report Lobbying, in accordance with its instructions. This certification is a material representation of fact upon which reliance is placed when this transaction is made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. As the CONTRACTOR/duly authorized representative of CONTRACTOR, I hereby certify the above: Signature: Name (print): Date: Title:

14 CERTIFICATION REGARDING DEBARMENT Debarment, Suspension, Proposed Debarment and other Responsibility Matters: The CONTRACTOR certifies to the best of his/her knowledge and belief that the CONTRACTOR and/or any of his/her principals- (a) are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal Agency, or Tribe; and (b) have not within a 3 year period preceding this offer, been convicted of or had a civil judgment rendered against him for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion or receiving stolen property; and (c) are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with, commission of any of the offenses enumerated in (b) above of this provision; and (d) have not within a 3-year period preceding this offer had one or more public transactions (Federal, State or local) terminated for cause or default. Principals, for the purposes of this certification, means officers, directors, owners, partners, and persons having primary management or supervisory responsibilities within a business entity (e.g. general manager, plant manager, head of a subsidiary, division or business segment and similar positions). Signature: Name: Date: (Print) Title: 14

15 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION A. The bidder certifies that- (1) The prices in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other bidder or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered; (2) The prices in this offer have not been and will not be knowingly disclosed by the bidder, directly or indirectly, to any other bidder or competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated solicitation) unless otherwise required by law; and (3) No attempt has been made or will be made by the bidder to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. B. Each signature on the bid is considered to be a certification by the signatory that the signatory- (1) is the person in the bidder s organization responsible for determining the prices being offered in this bid or proposal, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (A)(1) through (A)(3) above; or (2) (i) has been authorized, in writing, to act as agent for the following principals in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (A)(1) through (A)(3)above (insert fill name of person(s) in the bidder s organization responsible for determining the prices offered in this bid or proposal, and the title of his or her position in the bidder s organization); (ii) as an authorized agent, does certify that the principals named in subdivision (B)(2)(i) above have not participated, and will not participate, in any action contrary to subparagraphs (A)(1) through (A)(3) above; and C. If the bidder deletes or modifies subparagraph (A)(2) above, the bidder must furnish with its offer a signed statement setting forth in detail the circumstances of the disclosure. As the CONTRACTOR/duly authorized representative of the CONTRACTOR, I hereby certify to comply with the above: Signature: Date: Name (print): 15 Title: