How To Find A Vendor For Parcc, Inc.

Transcription

1 1 Cover Page Date: January 28, 2015 Customer Name: Parcc, Inc. Vendor Name:

2 2 Section 1: Background, Purpose, and Scope Parcc, Inc. is a separate education policy nonprofit organization. Parcc, Inc. is looking for alternative information technology services vendor to support our staff of approximately 58 employees, based in Washington, DC and remotely across the country. The objective of this request for proposal (RFP) is to secure a managed information technology vendor to provide services to Parcc, Inc. The work to be performed by the vendor include, but not limited to the following: support for a mixture of 60 HP 840 and 8440p Elitebook laptops; docking stations and monitors; hardware maintenance and management (printers, cellphones, etc.); support for our cloud based server and recommendations for future set up; software maintenance and management; advising on best practices; data security and protection; staff training; and day- to- day troubleshooting for both DC based and remote employees. Equipment will need to be maintained according to organizational requirements including the use of maintenance utility software, and Vendor may also need to provide network, server, and storage. Services will be provided year round, during core business hours, evenings, weekends, and holiday periods. Scheduled trainings and all interactions with staff (via , phone, in person, etc.) should be easily understandable to end users, service providers, and management who may not be familiar with technology. We are interested in a firm fixed fee contract with an anticipated period of performance from March 1, 2015 to March 1, Parcc Inc. reserves the right, at its sole discretion, to accept or reject any or all proposals, in whole or in part, to reject or negotiate modifications to a Vendor s proposal, or parts thereof; to make award(s) based on the expertise of the Vendor and their capabilities to satisfy all of Parcc Inc. s needs. Parcc Inc. is not obligated to award a contract based on this RFP. The responses to this RFP will serve as the basis for any agreement. Parcc Inc. intends to award one contract following the receipt and review of proposals in response to this RFP. The Vendor s cost associated with developing a proposal and any subsequent meetings, presentations, and other activities shall be borne solely by the Vendor and shall not be reimbursable by Parcc Inc. Materials submitted by the Vendor will not be returned and will become the property of Parcc Inc. Vendors are expected to examine this RFP in its entirety. Responses shall follow the format specified in this RFP. Failure to do so may result in the rejection of the Vendor s proposal from any further consideration. Section 2: Period of Performance and Performance Locations The anticipated period of performance is one year. Vendor will be expected to provide services in the following locations: vendor site and Parcc, Inc. headquarters office in Washington, DC as needed. Vendor will not need to be present at Parcc, Inc. remote employee locations, however, Vendor will need to provide support to remote employees via remote session. Parcc, Inc. does not expect to have a full time vendor technician on site at headquarters. However, when there are urgent issues or emergencies that require an immediate presence, vendor staff must be able to reach HQ within one (1) hour during normal business hours.

3 3 Section 3: Scope of Work, Specifications & Requirements In order to support Parcc, Inc. s mission, projects, and systems requirements, Parcc, Inc. requires sophisticated information technology systems support services. The following section of the RFP describes the requirements and tasks that shall be accomplished to meet these requirements. Other tasks and services may be requested from the vendor on an ad- hoc basis by Parcc Inc. Vendor must have demonstrated experience and provide support to staff meeting the following requirements: Service Management: Describe the process by which formal Service Level Agreement (SLA) for managed services is being established Describe the process by which SLA is being monitored and evaluated Describe the process by which SLA is being reviewed and improved Service Report Indicate the types of service report that are provided Describe the process by which service reports are being generated and submitted Indicate the types of communication channels that are provided, such as onsite meeting and conference meeting Service Features Describe your proposed plan for supporting the following activities: o General office software including, but not limited to: Microsoft Suite Office 365 SharePoint, Adobe, and Microsoft Project o Advise on equipment and software purchases o Set up for new employees o Provide written instructions with appropriate screenshots and correct grammar o Advise on strategic consulting and recommendations o Advise on information and data protection o Support end- user troubleshooting o Advise on Video conferencing and projectors Service Support Describe your plan for customer support. Please ensure that your proposal addresses the following issues: o Provide live on- site and remote assistance o Sharing best practices with Parcc staff o Create and maintain a knowledge library for staff with best practices o Proactive approach to the detection and prevention of problems and issues o Proactive communication on risk management o Preparing weekly logs and monthly reports o Protecting confidentiality Section 4: Proposal Instructions Please submit a proposal electronically to contracts@parcconline.org. The proposal should include the following information:

4 4 1. Name, address and brief description of firm. 2. A one page narrative describing the vendors particular abilities and qualifications related to this project. 3. Describe other projects completed by this firm and key personnel pertinent to this project. Include reference contact information. 4. Your price and payment terms to perform services identified in the proposal. 5. The name and contact information for at least three references who can attest to past performance. The maximum length of the proposal should not exceed 5 pages. Section 5: Anticipated Schedule of Activities Vendor Questions Due Parcc Inc. responses provided to vendors (estimated) Proposal Submission Deadline Phone Interviews, as requested Proposal Review Period Completed Selection of Vendor Issue Notice of Award/Sign Contract: Jan 30, 2015 Feb 2, 2015 Feb 4, 2015 Feb 5 & 6, 2015 Feb 9, 2015 Feb 9, 2015 Feb 11, 2015 Section 6: Evaluation Criteria 1. Quality of solution as described in the narrative statement. 2. Price Comparison. 3. Past Performance. Narrative Evaluation Approach The technical evaluation process will consider the following: Understanding of the Problem: The extent to which the proposal demonstrates a clear understanding of all features involved in solving the problems and meeting and/or exceeding the requirements presented in the solicitation and the extent to which uncertainties are identified and resolutions proposed. Feasibility and Scalability of Approach: The extent to which the proposed approach is workable, expandable, and the end results achievable. The proposal will be evaluated to determine the level of confidence provided to Parcc Inc. with respect to the Vendor's methods and approach in successfully meeting and/or exceeding the requirements in a timely manner. Completeness: Whether the Vendor s methods and approach have adequately and completely considered, defined, and satisfied or exceeded the requirements specified in the solicitation. Completeness also includes the extent to which each requirement has been addressed (i.e., met and/or exceeded) in accordance with the proposal submission instructions of the solicitation. Price Comparison Approach The total price in the Vendor s Price Proposal shall reflect the proposed hours by resource, as well as any expenses required that comprise the associated costs. This contract will be a firm fixed price contract. Past Performance Evaluation Approach The past performance evaluation process will consider the following:

5 5 Parcc Inc. will evaluate the Vendor's past performance based on information obtained from Vendor s provided references. Performance risks are based upon Vendor's likelihood of successfully performing the acquisition requirements based on its past performance. Parcc Inc. will consider the currency and relevance of the information, source of the information, context of the data, and general trends in contractor's performance. The award will be based on the best overall value of the vendor s proposal. Diversity in Contracting Parcc Inc. is dedicated to fostering the continued development and economic growth of small, minority-, women-, and service- disabled veteran business enterprises. To this end, it is vital that small, minority-, women-, and service- disabled veteran business enterprises participate in Parcc Inc. s procurement process as both Contractors and Subcontractors in this solicitation. Small, minority-, women-, and service- disabled veteran business enterprises are strongly encouraged to respond to this solicitation, as a Vendor or as part of a team. Section 7: Points of Contact Parcc, Inc. points of contact: Kevin Days, Associate Director, Operations, , kdays@parcconline.org Steven Satterfield, , ssatterfield@parcconline.org