CUESTA COLLEGE SAN LUIS OBISPO COMMUNITY COLLEGE DISTRICT

Transcription

1 CUESTA COLLEGE SAN LUIS OBISPO COMMUNITY COLLEGE DISTRICT SERVING CUESTA COLLEGE/ NORTH COUNTY CAMPUS/ SOUTH COUNTY CAMPUS REQUEST FOR PROPOSAL Technology Consulting Services San Luis Obispo Community College District, Cuesta College Measure L General Obligation Bond The San Luis Obispo Community College District invites proposals from firms interested in providing Technology Consulting Services for the Measure L Bond Program and for multiple projects and campuses. Proposals should be submitted in accordance with the terms and conditions contained in this document. NO PROPOSALS WILL BE ACCEPTED AFTER: 2:00 P.M., THURSDAY JUNE 18, 2015 WHERE TO SUBMIT YOUR QUALIFICATIONS: OPTION 1, MAIL TO: SAN LUIS OBISPO COMMUNITY COLLEGE DISTRICT, CUESTA COLLEGE ATTN: TERRY REECE CUESTA COLLEGE P.O. BOX 8106, ATTEN: FACILITIES SAN LUIS OBISPO, CA OPTION 2, DELIVER OR SHIP TO: SAN LUIS OBISPO COMMUNITY COLLEGE, CUESTA COLLEGE CUESTA COLLEGE BUILDING 7400, ATTEN: FACILITIES ATTN: TERRY REECE HIGHWAY ONE SAN LUIS OBISPO, CA Printed on Recycled Paper

2 SAN LUIS OBISPO COMMUNITY COLLEGE DISTRICT, CUESTA COLLEGE Highway 1, San Luis Obispo, CA Request for Qualifications/ Proposal Technology Consulting Services San Luis Obispo Community College District, Cuesta College ( District ) invites proposals from qualified firms, partnerships, corporations, associations, or professional organizations to provide Technology Consulting services to the District. The District was established in 1964, initially offering only evening classes to the community. Classes were initially offered at Camp San Luis Obispo, but in 1970, ground was broken for the first of the college s permanent buildings on the current 150 acre site. The District currently includes one comprehensive college (Cuesta College) and two centers (North County Center and South County Center) and Central Services. The District serves a population of over 221,000 over the age of 16, encompassing all of San Luis Obispo County. Cuesta College, situated on the Central California Coast serves as a county seat and is an agricultural and manufacturing based economy. North County Center is located Paso Robles with an economy based on tourism and agriculture. The District student body is comprised of 8,000 students. The annual District budget is just over $40 Million. A Facilities Master Plan was presented to the Board of Trustees in 2011, and has been updated with focused planning during Voters in the District approved Measure L, the Cuesta College affordable education, job training and campus repair Bond, a $275 million general obligation bond for the repair, upgrade and new construction of Cuesta College and North County Center. SCHEDULE Issue Request for Qualifications May 23, 2015 Deadline for any questions May 28, 2015 Response issued to any questions June 2, 2015 Submissions due June 9, 2015 Tentative date for interviews (if required) June 17, 2015

3 Interested firms are invited to submit their qualifications as described below, with one (1) electronic and four (4) copies of requested materials to: ATTN: TERRY REECE DIRECTOR OF FACILITIES SERVICES, PLANNING AND CAPITAL IMPROVEMENTS SAN LUIS OBISPO COMMUNITY COLLEGE DISTRICT BUILDING 7400 HIGHWAY ONE SAN LUIS OBISPO, CA In order to control information disseminated regarding this Request for Proposals ( RFP ), firms interested are directed not to make personal contact with members of the Board of Trustees or District employees or consultants with the exception of either Mark Newton, Kitchell CEM (408) or Terry Reece, SLOCCD (805) This is not an offer by the District to contract with any party responding to this RFP. The District reserves the right to reject any and all responses to this RFP. All materials submitted to the District in response to this RFP shall remain property of the District and will not be returned. INSTRUCTIONS FOR SUBMITTING QUALIFICATIONS 1. GENERAL The District intends to select the firm that best meets the District s needs to perform the services as described in this RFP. The Goal is to prepare an Information Technology Master Plan, including overall goals for the system and specific implementation strategies that can be using moving forward on specific projects. The Consultant s services may include an Assessment of Existing Information Technology (Low Voltage) systems in place (data, phone, data storage/ distribution and security systems); development of a new District Information Technology Master Plan/ Standard for data communication distribution, storage and integration into the classroom and other learning environments; voice; wireless; intrusion security and audio visual systems; development of SMART CLASSROOM AND SMART OFFICE District Standard; The District program includes work at one college, Cuesta College and one center, North County Center. As part of this proposal, the District will discuss and obtain recommendations regarding the two sites and reserves the right to award subsequent work associated with the Information Technology Systems. As a deliverable, the consultant shall prepare a Technology Master Plan that will provide: Overall Goals for the different systems, approximate budgets for campus wide implementation and recommendations on the prioritization of the scopes to allow for conformance to bond budget constraints. 2. RESPONSIBILITIES OF CONSULTANT The firm selected as a result of this process ( Consultant ) shall be responsible for the following general categories of work, as applicable to the Project(s). Request For Proposal Technology Consultant Services Page 3 of 9

4 2.1. PROJECT CHARTER AND PROJECT MANAGEMENT PLAN Assess the proposed scope of work and make recommendations as to how best to work with district technology committee and the overall campus community to develop a master plan/ district standard and to obtain consensus for approval of concept Prepare necessary proposal amendments to include all recommended and accepted project approach scope additions Prepare project Charter and Project Management Plan, outlining the consultant s approach to complete all assigned tasks on schedule and within the project budget INVENTORY Comprehensive inventory and assessment of the existing IT infrastructure, including distribution, storage, wireless and equipment, and review: incoming services (MPOE locations), campus data center, server rooms, campus cabling MDF, building technology equipment rooms, campus backbone cabling pathways, outside plant cabling and horizontal cabling. The assessment of the existing conditions should not only contain detail on all aspects of the technology systems, but serve to provide the basis for short-term strategies the College could adopt to identify the operational opportunities within the existing systems, and understand fully any risks and vulnerabilities that may exist. This process may include, but not be limited to: Identification of components and systems that may cause service and performance issues for the College, particularly short-term. Identification of the associated risks with various components and systems. Identification of new instructional technology for improved learning outcomes leading to student success Current age and condition of existing systems and infrastructure Reliability and projected useful life Component and/or system vulnerability and vendor support Evaluation and recommendations on AV systems Evaluation and recommendations on access and security systems Campus standards for telecommunications equipment and infrastructure, inter and intra building infrastructure and systems, AV systems, Security systems and associated equipment Current, Short-term and/or Intermediate strategies Programming requirements for campus wide systems upgrades Associated budgets Phased implementation plan of the proposed recommendations The following groups of technologies will require evaluation: Telecommunications cabling - physical fiber and copper infrastructure Telephony Data Storage and distribution Request For Proposal Technology Consultant Services Page 4 of 9

5 Physical security Classroom and public space video technology Digital signage A/V Equipment distribution - A/V, Laptop and Tablet Communication Rooms, power management, HVAC and equipment special environments Computer Room, power management, HVAC and equipment Campus emergency paging system (Emergency Notification System) Security cameras/nvr s/dvr s and associated equipment/access Control Systems EMS/BMS/Fire Alarm systems 2.3. ANALYSIS Review existing as builts and conduct field investigation to determine existing current systems, practices and preferences. Include meetings with Technology Committee and IT Staff Prepare preliminary recommendations based on current best practices and foreseeable trends in technology Review recommendations with the Technology Committee to obtain committee acceptance Conduct campus wide forums to discuss technology approach and integration. Take any comments back to committee for discussion for inclusion in final standard Prepare a Technology Master Plan/ District Standard for Information Technology Systems, including any systems or elements deemed to require proprietary specifications. The standards are to be both hard copies and electronic copies for posting on web. Provide an electronically editable version for updates Prepare overall project budget and schedule for integration of new technology systems at all three campuses that is consistent with input from the Bond Team and the project list, EXHIBIT A. Prepare Phasing Plans Present Technology Master Plan/ District Standards for Information Technology Communications Systems to the governing board for acceptance. Assist in the preparation of any items requiring proprietary specifications for special board action Indemnification Pursuant to Public Contract Code section , any agreement with the Consultant shall include the following indemnity: To the furthest extent permitted by California law, the Consultant shall defend, indemnify, and hold free and harmless the District, its agents, representatives, officers, consultants, employees, trustees, and volunteers ( the Request For Proposal Technology Consultant Services Page 5 of 9

6 indemnified parties ) from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity ( Claim ), to property or persons, including personal injury and/or death, to the extent that any of the above are caused in whole or in part by the willful misconduct or negligent acts, errors or omissions of Engineer, its officials, officers, employees, subcontractors, consultants, or agents directly or indirectly arising out of, connected with, or resulting from the performance of the Services, the Project, or this Agreement, including without limitation the payment of all consequential damages. The Consultant shall pay and satisfy any judgment, award or decree that may be rendered against the indemnified parties in any Claim. Consultant shall also reimburse District for the cost of any settlement paid by District arising out of any Claim. Consultant shall reimburse the indemnified parties for any and all legal expenses and costs, including expert witness fees and consultant fees, incurred by each of them in connection therewith or in enforcing the indemnity herein provided to the extent caused by the above agreement to indemnify. Consultant s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the indemnified parties. District shall have the right to accept or reject any legal representation that Engineer proposes to defend the indemnified parties. 3. REQUIRED INFORMATION IN PROPOSAL 3.1.Executive Summary (limit 1 page) Provide an overview of the entire proposal describing the general approach or methodology the Proposer will use to complete the scope of work outlined in this RFP. Include services, milestones, and deliverables that will provide for the most cost effective and timely completion of project(s). 3.2.Firm Information (limit 2 pages) Provide a brief history of your firm, and, if a joint venture, of each participating firm. Identify legal form, ownership, and senior officials of company. Describe number of years in business and types of business conducted. Provide the location of primary offices and which office would have responsibility for the Project(s). Identify all community college projects performed by your firm(s) in the past 5 years. For each project, include the following information: Name of project and district Contact person and telephone number at district Firm person in charge of each project Dollar value of each project Request For Proposal Technology Consultant Services Page 6 of 9

7 3.3. Proposed Project Team (limit 3 pages) Identify the team leader and key personnel the firm would assign to the District s program for each phase of work, including their roles. Describe for each his or her experience with similar projects including identifying those projects for the past 5 years. List professional licenses, and expiration dates Proposed Methodology and Capabilities (limit 2 pages) Describe the proposed methodology to complete the scope of work, as defined in this request for proposal. 3.5 Professional Fee Schedule (limit 3 pages) The Consultant shall submit a fee schedule for three separate projects. 1) Cuesta College campus wide CEQA compliance/initial study 2) North County Center campus wide CEQA compliance/initial study. The fee schedule shall be based on a fixed fee lump sum contract with San Luis Obispo Community College District for the separate projects listed above. Reimbursable costs will be limited to the printing of the final document. The Scope of the proposed modifications to the campuses shall be based on the Bond Master Plan available on the SLOCCD website Update_NCC.pdf and 4. DISTRICT S EVALUATION PROCESS 4.1. District Investigations The District may perform investigations of proposing parties that extend beyond contacting the districts identified in the proposals. Following review of submittals, the selection committee will make recommendations to the District staff and the Board regarding the candidates, and selection of successful candidates. The criteria for these recommendations will include those identified above, as well as cost considerations Selection of Finalists Based on its evaluation of responses to this RFP, the District s selection committee will make recommendations of a finalist for consideration by the Administration and Governing Board. The criteria for selecting finalists may include, without limitation: Experience and results of proposed personnel Request For Proposal Technology Consultant Services Page 7 of 9

8 Proposed Approach Overall responsiveness of the proposal Cost of Proposed Services The District expects to select the finalist within two weeks of the closing date for the RFP Final Determination and Award The District intends to select a consultant for the proposed scope of services. The District reserves the right to contract with any entity responding to this RFP, to reject any proposal as non-responsive, and not to contract with any firm for the services described herein. The District makes no representation that participation in the RFP process will lead to an award of contract or any consideration whatsoever. The District reserves the right to seek proposals from or to contract with any firm not participating in this process. The District shall in no event be responsible for the cost of preparing any proposal in response to this RFP. The awarding of a contract is at the sole discretion of the District. The District expects to select a finalist for contract of the services identified in this RFP within two weeks of the deadline for submission. The District may, at it option, determine to award only portions of the scope of work. In such case, the successful proposing firm will be given the option not to agree to enter into the contract, and the District will retain the right to negotiate with any other proposing firm selected as a finalist. If no finalist is willing to enter into a contract for the reduced scope of work, the District will retain the right to enter into negotiations with any other firm responding to this RFP. 5. THE PROJECT (S): See Exhibit A for the District Project list Request For Proposal Technology Consultant Services Page 8 of 9

9 EXHIBIT A FIRST ISSUANCE- est New Multi-Disciplinary Classroom Building at Cuesta College- to replace existing classrooms in existing portables. New Campus Center at North County Center- to replace existing services in portable buildings. Temporary Classroom Replacement and new classroom/ facilities Repairs/ Upgrades (roofs, HVAC, aquatics center renovation) Technology Upgrades Debt retirement for capital/ construction projects SECOND ISSUANCE- est New Campus Center at Cuesta College- to replace existing services in existing buildings New Early Childhood Center at North County Center- to replace existing classrooms in portables Repairs and Upgrades to existing buildings- Modernizations Technology Upgrades Debt retirement for capital/ construction projects THIRD ISSUANCE- est New Job and Career Technology Center at North County Center Repairs and Upgrades Technology Upgrades (PC installation/ AV equipment) FOURTH ISSUANCE- est Repairs and Upgrades Technology Upgrades Request For Proposal Technology Consultant Services Page 9 of 9

10 ADDENDUM NO. 1 May 29, 2015 The following items shall be modified from the original Request for Qualifications. 1. Modify the Section Title Schedule as follows: Deadline for questions: 6/4/15 Response issued to any questions: 6/11/15 Submissions due: 6/18/15 Tentative date for interviews: TBD No proposals will be accepted after 2:00 PM Thursday June 18 th. 2. Amend Section to read: Comprehensive inventory and assessment of the existing administrative technology systems, data storage and distribution and IT infrastructure, including distribution, storage, wireless and equipment, and review: incoming services (MPOE locations), campus data center, server rooms, campus cabling MDF, building technology equipment rooms, campus backbone cabling pathways, outside plant cabling and horizontal cabling. The assessment of the existing conditions should not only contain detail on all aspects of the technology systems, but serve to provide the basis for short-term strategies the College could adopt to identify the operational opportunities within the existing systems, and understand fully any risks and vulnerabilities that may exist. This process may include, but not be limited to: ALL OTHER REQUIRMENTS AND CONDITIONS OF THE RFQ SHALL REMAIN THE SAME.