Request for Quotation (RFQ) Provision of Information Technology Support. Finance 16-01

Transcription

1 (RFQ) Finance Page 1 of 8

2 Table of Contents Section Page 1.0 General Background The Project Scope of Work Information Required - Statement of Qualifications Information Required Respondent s Proposal Schedule of Events Pre-Submission and Other Information 6 Page 2 of 8

3 1.0 General Background The Township of Cavan Monaghan is seeking quotes from Information Technology providers for annual and individual costs relating to on-going management and support of the IT environment. This will be for a three (3) year term. The Township of Cavan Monaghan currently operates with a physical server hosting four (4) virtual servers, with on-going replication of virtual servers. There are approximately 28 workstations with applicable printers and scanners included in the network. Included in the workstations are four (4) satellite facilities that share access to server via Juniper VPN tunnels. All workstations are operating Windows 7, Microsoft 10, and Internet Explorer 10. Systems may include specialized software, including but not limited to Keystone, Fire Pro 2, Computrol/ProFuel, escribe and esolutions Website Management. The Director of Finance/Treasurer acts as the Manager of Information Technology (IT) services, including responsibility for: 1. Being the main point of contact with the IT Support Provider. 2. Prioritizing any outstanding or unsolvable Help Desk requests to the IT Support Provider to be addressed as either critical or when on site. 3. Management of IT expenditures. It is understood that the information in the Request for quotation shall be the general basis for the selection of a Respondent to complete the work as described in the Scope of Work. The Township shall consider each Respondent s: 1. Ability to perform the required service 2. Experience 3. Personnel assigned to the actual project 4. Costs of the project 5. List of references. The Township is requesting that all works are priced separately as the Township may select the items, either in whole or in part. The Township reserves the right not to accept any proposal and to select individual items specified in the scope of work. All proposals must include the original Finance RFQ document as reference in the submitted proposal, inclusive of any addendum. The original RFQ is available by download from or at the Township Municipal Office, 988 County Road 10, Millbrook, ON, L0A 1G0. Should the documents be downloaded from the website, please send a confirmation to [email protected] to be registered on the potential bidders list. Failure to register may result in your bid being disqualified. Page 3 of 8

4 2.0 The Project Scope of Work This support requirement includes: On-site contract commitment. Currently the on-site commitment is a minimum of 4 hours, three-four days/month, not including travel. Proactive management of the Information Technology Environment through continuous monitoring of services. This includes but is not limited to monthly updates and patches to IT infrastructure. The IT environment and network includes, but is not limited to: Performance & Capacity Management (CPU, Disk Space, Disk Queue Length, Memory, etc.) Connectivity Key Application Maintenance Active Directory Maintenance Exchange Maintenance Patch Management including 3 rd Party & OS. Ongoing Server Maintenance (Check Disk, Defragment, Delete Temporary Files, Firmware Updates, Remote Access Enabled, Sync time with Domain Controller, Backups) License & Asset Management Scheduled Preventative Maintenance Anti-Virus Monitoring & Management Network Printer & Copier connections Mobility & Website Support Workstation roll out including purchasing and configuration advice/management Consulting services for IT operations relating to business and collaboration on special projects Costing should include: 1. Annual contract Fees for on-site contract commitment and proactive management. Please propose fees for on-site commitment with the recommended number of scheduled hours per on-site visit and the number of on-site visits/month. 2. Proposed Service Level Agreement (SLA) including terms of contracted service, performance timelines and timeline for repair/recovery. 3. Hourly Rates for Prime Time Support with after hours and/or on-call rates including services or calls outside of the contract. Please include minimum number of hours billed for each rate and specify call-in (on-site) or provision of service (remote) differences in minimum hours if applicable. Page 4 of 8

5 4. Rates should detail: a) Contract Hourly Rate. Please detail, if different: a. Workstation Rate b. Server Rate b) Regular Hourly Non-Contract Rate (charged to consumers not on a contract) if applicable c) After Hours Rate (clearly indicating regular hours of service coverage and identifying weekday, weekend, holiday rates if different) d) Other Rates that may be applicable (pager, projects, specialized assistance, etc ) 5. Please present HST as a separate expenditure. Page 5 of 8

6 3.0 Respondent Information Required in this Request Statement of Qualifications Each Respondent must answer the following requests/questions in a clear and comprehensive manner. a) Provide the full name and main office address of the responding entity. b) Identify how many years engaged in providing this type of service, including highlights of similar service provision. c) Identify and set out the qualifications of any firms or individuals that the Respondent intends to subcontract or otherwise use to perform work on this project. d) Describe the Respondent`s specific and relevant experience related to the scope of this project. e) Identify the personnel who would take the lead position of this project and set out their particular qualifications and experience in carrying out this type of work. 4.0 Respondent s Proposal Each Respondent must respond to each of the following areas in a clear and comprehensive manner. a) Indicate expected payment schedule. b) Specifically identify any additional work or services that exceed the services requested herein and the associated costs thereof. c) Provide references for a minimum of two (2) equivalent size and scope projects. d) Clearly indicate the respondent s confidentiality practices. The approved bidder(s) will submit a WSIB Clearance Certificate and liability insurance coverage for all of the bidder employees and all subcontractors for this project. In lieu of WSIB coverage, the municipality will require documentation of $1,000,000 liability insurance coverage ensuring indemnification of the Township of Cavan Monaghan from any and all claims, due to injury or illness occurring to a supplier s employee under the performance of a supplier s obligation and duties under the contract. Page 6 of 8

7 5.0 Schedule of Events Item Date Request for quotation issued Thursday, March 3, 2016 Proposals submitted (deadline) 12:00 p.m. Thursday, March 24, 2016 Proposal opening 1:00 p.m. Thursday, March 24, 2016 Completion of evaluation, scoring and interviews Thursday, March 31, 2016 Commencement of services Thursday, April 14, 2016 Each Respondent must submit two (2) bound copies of the RFQ no later than 12:00 p.m., Thursday, March 24, 2016, and will be opened at 1:00 p.m. Thursday, March 24, 2016, addressed to the Township of Cavan Monaghan as follows: Township of Cavan Monaghan 988 County Rd 10 Millbrook, ON L0A 1G0 Attention: Kimberley Pope, Director of Finance/Treasurer The outside of the shipping carton/envelope must be clearly marked Finance together with the Respondent`s name and address. Any Proposals received after the above deadline will be returned unopened to the Respondent. 6.0 Pre-Submission and Other Information If any Respondent has questions concerning the request, finds discrepancies or omissions in the solicitation document, or requires clarifications, such matters should be submitted in writing to: Kimberley Pope Telephone Director of Finance/Treasurer Fax County Rd 10 Millbrook, ON L0A 1G0 Contact with Council members is prohibited and can be considered as grounds for disqualification from the selection process. The Township reserves the right to request additional data or information after the Proposal date if, in the Township s sole view, such data or information is considered pertinent to aid the review and evaluation process. Page 7 of 8

8 The Township reserves the right to supplement, add to, delete from and change this solicitation document. Respondents will be advised by fax or of any changes that are made. The Township reserves the right to reject any portion of any Proposal and/or reject all Proposals, to waive any informalities or irregularities in the Proposals, or to re-invite or to re-advertise. Any amendments and/or questions will be circulated to all registered on the potential bidders list. Page 8 of 8