Request for Proposal. Provision and maintenance of ACBDA s data storage, software and hardware requirements

Transcription

1 Request for Proposal Provision and maintenance of ACBDA s data storage, software and hardware requirements 30 th January 2015

2 TABLE OF CONTENTS 1 RFP PURPOSE BACKGROUND Office and Staffing Details OBJECTIVES SCHEDULE OF EVENTS GUIDELINES FOR PROPOSAL PREPARATION Bidders understanding of the RFP Good faith statement Communication RFP distribution to bidders Bidder registration of interest Bidder questions Response to bidder questions Bidder proposal submissions Notification of progression to next stage ACBDA notification of selected bidder METHOD OF AWARD Evaluation criteria SCOPE OF WORK, REQUIREMENTS AND SPECIFICATIONS RFP Response Format Introduction Commercial Background Vendor Organizational Structure Capability and Experience Customer References Service Delivery Model Technology Solution Key Assumptions Staffing Financial Proposal Administrative Account Management Billing Page 2 of 13

3 7.4 Service Delivery and Technology Service Level Agreement (SLAs) SLA Overview Mean Time To Repair Incident Management and Problem Escalation Incident Management Problem Escalation REQUIREMENTS Hardware Requirements Software Requirements Centralized Data Storage VENDOR CERTIFICATION SUPPORT FOR BERMUDA AC S EFFORTS Page 3 of 13

4 1 RFP PURPOSE The purpose of this Request for Proposal (RFP) is to solicit proposals for the provision and maintenance of a hardware, software and centralized data storage solution for the America s Cup Bermuda (ACBDA) organization. The RFP provides those interested in bidding with the relevant operational, performance and architectural requirements of the system. 2 BACKGROUND The America s Cup is coming to Bermuda, with the America s Cup World Series in October 2015 and the main events in For additional company information, please refer to our company website at ACBDA LTD (the Company), now proposes to obtain technical and cost proposals to supply the necessary software, hardware and centralized data storage solution that enables highly available, secure and effective operations for the ACBDA operations. What the ACBDA is, and what it isn t. ACBDA LTD is a private company formed by Government to deliver on the commitments contained in an agreement between the America s Cup Authority (ACEA) and Bermuda, to facilitate and liaise between the ACEA and all of the teams and Bermuda, to provide effective communication to the community of Bermuda and generally act as a one stop shop for the ACEA and AC teams in their interactions with Government. In essence, ACBDA delivers the venue, the ACEA delivers the events. As such, the ACBDA has limited sponsorship opportunities and any offer you make to ACBDA should not interfere, nor be confused with any sponsorship you might consider for any of the America s Cup events or organisations. The ACBDA will be completely funded through Government by the tax payers and while we hope you will be able to offer competitive terms of the ACBDA, we must make it clear that our ability to provide public recognition associated with the Ac is limited. 2.1 Office and Staffing Details ACBDA has facilities on the third floor of Windward place at the Renaissance House located at 12 Crow Lane Pembroke HM19. Currently, we believe that our maximum staffing will be approximately 8 full time, with some part time assistance. 3 OBJECTIVES The objectives of this RFP and incorporated RFP Requirements Worksheet are to: Communicate the full scope of the Company s requirements to prospective bidders. Elicit RFP submissions from prospective bidders. These submissions will form the basis for evaluation and selection for the second phase of selection. Page 4 of 13

5 4 SCHEDULE OF EVENTS The following is a tentative schedule that will apply to this RFP, but may change in accordance with the organisation s needs or unforeseen circumstances. We understand we are asking for a quick turnaround but this is a relatively simple set up and time is important! Event Date ACBDA distributes RFP to bidders. 2 nd February 2015 ACBDA receives notification of bidder interest (deadline). 4 th February 2015 ACBDA receives questions from bidders (deadline). ACBDA responds to all bidders about RFP questions. ACBDA receives proposals (deadline). ACBDA completes review of all proposals. ACBDA selects winning bid. (deadline) 6 th February h February th February th February th February GUIDELINES FOR PROPOSAL PREPARATION 5.1 Bidders understanding of the RFP In responding to this RFP, the bidder fully accepts their responsibility to understand the RFP in its entirety, and in detail, including making any necessary inquiries to the Company to gain such understanding. The Company reserves the right to disqualify any bidder who demonstrates less than full understanding. Furthermore, the Company reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if such an award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to the Company. 5.2 Good faith statement All information provided by the Company in this RFP is offered in good faith. Individual items are subject to change at any time. The Company makes no certification that any item is without error. The Company is not responsible or liable for any use of the information or for any claims asserted thereof. Page 5 of 13

6 5.3 Communication RFP distribution to bidders The Company will distribute the RFP to all identified vendors via on 2 nd February Bidder registration of interest Bidders who are interested in submitting a proposal to this RFP must respond no later than 5pm AST on 4 th February 2015 via e- mail to [email protected]. Please ensure that the subject line of this e- mail reads: ACBDA RFP: <Vendor > Registration of Interest. Failure to register interest by this time will disqualify the bidder from the RFP process. Any and all subsequent communication between the bidder and the company must be prefixed with the bidder s name and must read: <Bidder Name>: Subject matter. In addition, bidders will sign, scan and back the Vendor Certification by this date Bidder questions Bidders who would like to ask any questions about the RFP may submit them no later than 5pm AST on 6 th February via e- mail to [email protected]. Please ensure that the subject line of the e- mail reads: ACBDA RFP: Query. Queries must be kept as concise as possible and must be relevant to the requirements in this RFP. Any queries not deemed relevant to the Company s requirements will not be responded to. Please note that all responses will be shared with all bidders via a single worksheet containing all questions and responses Response to bidder questions ACBDA will respond with any questions to bids as soon as possible following receipt of questions Bidder proposal submissions Bidder proposals must be ed to [email protected] with Proposal in the subject line. These must be received by the Company prior to 5pm AST on 13 th February ACBDA will not accept hard copy proposals or proposals received by fax. Bidders should only include product literature if this is materially relevant to the stated requirements or if specifically requested in the RFP Requirements Worksheet. Only a single proposal will be accepted from each bidder. Bidders may include more than one solution within their proposal assuming these solutions meet ACBDA s requirements. Bidders who receive the RFP should respond directly in their own name to the RFP and submit a single proposal. If channel partners are proposed to be used by bidders during the implementation stage of the solution, these should be clearly stated in the proposal. Page 6 of 13

7 5.3.6 Notification of progression to next stage ACBDA will notify each bidder whether they have been selected, or whether further information is required by 5pm AST on 18 th February 2015, If presentations are required, a schedule of presentations for selected bidders will also be sent to each selected bidder. Presentations can be held at the ACBDA office in Bermuda, where bidders must attend and present in person. The use of video or phone conferencing will not be permitted by bidders ACBDA notification of selected bidder ACBDA will notify the successful bidder they have been selected to supply and implement the proposed solution by 20 th February. 6 METHOD OF AWARD The evaluation of each response to this RFP will be based on its demonstrated competence, compliance, format, and capability. The purpose of this RFP is to identify those bidders that have the interest, capability, and financial strength to supply the Company with a WAN Solution as identified in Section 7, Scope of Work. 6.1 Evaluation criteria The following elements will be the primary considerations in evaluation of all submitted proposals and in the selection of a bidder. These criteria are subject to change at the discretion of the ACBDA. The responses to this RFP will be scored according to the following methodology: Category Description Weight Features The ability to meet the requirements criteria 30% defined in the Requirements Worksheet contained within this document. Ability to provide support The capability of the bidder to provide the 25% necessary support for the solution. Cost Total cost of ownership as well as sticker price. 20% Bidder s ability to meet the The ability of the bidder to meet the timescales 10% Company s timescales specified by ACBDA in this document. Quality of Response The overall quality of the bidder s response and 5% perceived energy and enthusiasm for this project. Vendor Financials The bidder s stability, financial stability, 4% experiences, and record of past performance in delivering such services. Company Background History, customer references, experience in 3% education, thought leadership in enterprise project management. Vendor Roadmap The bidder s product development plans for the 3% Page 7 of 13

8 platform. The intention is to determine what type of additional and improved functionality will be added to the product in the near future. ACBDA may, at their discretion and without explanation to the prospective vendors, at any time choose to discontinue this RFP without obligation to such prospective vendors. 7 SCOPE OF WORK, REQUIREMENTS AND SPECIFICATIONS ACBDA s RFP requirements and deliverables are detailed in Section 8 Technical Requirements. Please follow the communication instructions already detailed in section 5.3 Communication, of this RFP document should you have any questions regarding these requirements, or comments regarding mistakes or oversights in the content of this worksheet. 7.1 RFP Response Format The questions that follow are about the Bidder s proposed solution, experience, and capability. The Bidder is requested to address the following in their Bid proposal Introduction Proposals are hereby being requested from Vendors for the supply, installation, and provisioning of a hardware, software and a centralized data storage solution for ACBDA. It is the objective of this RFP, using the process of solution and vendor evaluation and basis of selection/award methodology set out herein, to contract with a designated successful Bidder to provide some or all of the included services. The process of evaluation and basis of selection/award methodology described in this RFP are expected to result in the Company selecting the best value a combination of the best technical solution plus the best financial (prices) solution as described herein for these services Commercial Background Bidders should attach a copy of their most recent annual report or similar audited statement of financial condition to their RFP submission. They should also provide all published quarterly financial reports since the most recently published fiscal year end. Bidders shall state if they have ever filed or petitioned for creditor/bankruptcy protection (e.g., Chapter 11 in the US) and the circumstances surrounding that event; the timing of its exit from bankruptcy protection; as well as a summary of revenue performance since that time, including debt- to- earnings ratio and profit/loss quarter- to- quarter for the most recent five quarters reported and year- to- year for the most recent three years Vendor Organizational Structure Provide an overview of your organizational structure and resources (staff, third parties, or contractors) that will be involved in delivering and supporting your solution if you are the winning Bidder. Page 8 of 13

9 7.1.4 Capability and Experience Bidders should describe their experience in terms of the following key areas: 1) Project management, technical design, installation and commissioning of hardware solutions including: a. Laptop computers (or tablets) with office docking stations b. Network / Infrastructure Services c. Video Conferencing setup and maintenance d. Centralized Data Storage 2) Operations management for the scope or work defined in this proposal, including a. Organizational structure for infrastructure support b. Hours of operations c. Assigned support team to the ACBDA account d. Response time e. Escalation procedures and processes Customer References Bidders shall provide a list of three customers where similar services were provided as to the Company's request in this RFP Service Delivery Model Describe your service delivery model and support culture related to how ACBDA s services would be managed in terms of overall account management, operations management, design consultancy services, and hardware changes Technology Solution Describe (in less than 300 words) why you think your proposed technology solution has the best fit for ACBDA s business requirements. Identify significant advantages such as cost and performance efficiencies and any disadvantages that the Company should be aware of Key Assumptions Identify clearly any key assumptions that would have a material impact on your Bid proposal Staffing Please include biographies and relevant experience of key staff and management that would be co- operating on this bid process. Describe the qualifications and relevant experience of the types of staff that would be assigned to this project by providing biographies for those staff members. 7.2 Financial Proposal Briefly explain (less than 300 words) the mechanics of your proposed pricing and why the solution represents the best value option for the Company. Bidders are required to provide complete pricing information requested in the attachment provided. Page 9 of 13

10 The currency for responses submitted by Bidders shall always be BMD. Unless otherwise indicated, one- time charges shall include packing, delivery to the confirmed destination, unloading, unpacking, installation, and testing. Any charges not stated in the Vendor s RFP Bid response as being additional will not be allowed as charges against any transactions under any resultant contract. 7.3 Administrative Account Management Briefly describe your company's account management organization that will be assigned responsibility for project management regarding implementing the services provided as a result of a successful Bid, and your approach to account management for the type of services engagement included in this RFP Billing The questions in this section relate to billing. Vendors must provide their responses referencing the appropriate numbered (sub) section. Responses should be brief (less than 300 words). 1) Do you agree not to levy any charges erroneously or otherwise left out of the bid? 2) Will you guarantee that no additional markup charges in the use of third parties will be levied against ACBDA? 3) The Bidder must demonstrate the ability to maintain accurate records of all moves, adds, and changes (MACs) made to the services provided, and their impact on the billing process. Will you highlight on the bill all changes that have occurred since the previous billing period? 4) Will you only bill for services that have been approved by a Company nominated approver? 5) Will you provide monthly billing reports and quarterly billing summaries that can be provided in a common file format for customer manipulation and chargeback? 7.4 Service Delivery and Technology The questions in this section relate to service delivery and technology. Bidders must provide a brief response within the body of each numbered section (less than 300 words for each question). 1. Provide an overview of your infrastructure and centralized data solution for ACBDA, including a network diagram of the main network architecture elements and services and any requirements for leased circuits and leased or purchased equipment to be installed at Company sites. 2. Provide an overview of your hardware and software solution for ACBDA. 7.5 Service Level Agreement (SLAs) The questions in this section relate to the Bidder s SLA for the services included in this RFP, together with their SLA reporting and performance credits. Vendors are responsible for achieving agreed- upon service levels that will be defined in a Service- Level Agreement (SLA). Failure to achieve these defined levels may entitle ACBDA to financial remedies. Vendors also are required to demonstrate proof of their ability to provide and manage customized monitoring, Page 10 of 13

11 reporting, and operations management systems specific to the Company s SLA requirements that are jointly agreed upon by the Company and the successful Vendor. For example, the Bidder will monitor the provided services for chronic problems, which will be registered, analyzed, and reported during regular and scheduled service reviews, along with actions plans for permanently resolving persistent, chronic, or severe problems. Bidders also should provide a glossary of terms that includes definitions of SLA metrics and related technology or service- specific terms SLA Overview Provide a comprehensive description of your standard SLA for the solution included in your RFP Bid proposal. Explain any explicit exclusion, and describe any mandatory backup requirements or backup services Mean Time To Repair Describe your guaranteed minimum service level for mean time to repair (MTTR) defined herein as: the measure of time it takes the Vendor to resolve, to the satisfaction of ACBDA, any reported trouble whether detected by the Bidder s monitoring system or by the Company. Please describe in detail a mean time to repair that is based on a standard severity matrix? 7.6 Incident Management and Problem Escalation The questions in this section relate to incident management and problem escalation Incident Management 1. Describe how you will handle Company requests to open trouble tickets and providing trouble updates. 2. Can the Company open and track trouble tickets online? 3. How will you proactively initiate and follow through on customer- initiated trouble tickets? 4. How do you handle requests for details about open defaults, who reported, when reported, etc.? 5. When and how are Service tickets closed and reported? 6. Describe your problem escalation processes. 7. Will you agree that the escalation timeline will be at the discretion of ACBDA? 8. Describe the standard support mechanisms and organization that you will provide to the Company s locations Problem Escalation 1. Describe how problem escalation works when services managed by your company are provided using a third party, and when a joint investigation of a problem is required. 2. Describe your customer notification methodology, including reporting method options and frequency of repair/restoration status updates. 3. Describe your standard incident severity codes as they could apply to the services you are proposing. Page 11 of 13

12 8 Requirements 8.1 Hardware Requirements ACBDA desires the following equipment: 1) Up to Four laptop computers (or tablets), note, some may be required for travel 2) Up to Eight 27 monitors (two for each laptop/tablet) 3) Four docking stations or similar 4) Four keyboards 5) Four computer mice 6) Projector for use in conference room 7) Video conferencing equipment for conference room 8) Video conferencing equipment for desktop video conferencing a. Four individual web cameras b. Four headsets (including microphones) 9) All in one printer (Scanner, copier, fax, printer) Humphrey, Scott 1/25/ :45 PM Comment [1]: You mentioned 3 or 4, It s best to choose a single number so I chose 4, but happy to adjust if you d rather put in Software Requirements ACBDA desires cost- effective software solutions for the following: 1) Microsoft Office for all staff 2) Individual Video conferencing a. Including desktop sharing b. Including instant messaging 3) Conference room video conferencing 8.3 Centralized Data Storage ACBDA desires a centralized data storage solution with the following features: You should propose either a hardware or cloud solution and give rationale for your recommendation 1) Team access for all staff (eight users) 2) Support of varied security privileges 3) Backup solution for all data Page 12 of 13

13 9 Vendor Certification This certification attests to the vendor s awareness and agreement to the content of this RFP and all accompanying calendar schedules and provisions contained herein. The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company. This proposal is submitted in response to Request for Proposal issued by ACBDA. The undersigned, a duly authorized officer, hereby certifies that: 10 Support for Bermuda AC s efforts. Companies should specify whether they are willing to provide all or part of the equipment/services requested at a discount or without charge as a contribution to Bermuda s efforts. (Vendor Name) Agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 90 calendar days as of February 1 st The undersigned further certify that their firm (check one): IS IS NOT Currently debarred, suspended, or proposed for debarment by any government agency in any jurisdiction. The undersigned agree to notify ACBDA of any change in this status, should one occur, until such time as an award has been made under this procurement action. Person(s) authorized to negotiate on behalf of this firm for purposes of this RFP are: Name: Signature: Title: Date: Name: Signature: Title: Date: Page 13 of 13