Request for Proposal ******************

Transcription

1 Request for Proposal ****************** Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services February 2014 Project# 14/0011 MHMRA of Harris County Purchasing Department 7011 Southwest Freeway Houston, Texas 77074

2 INVITATION Mental Health Mental Retardation Authority of Harris County (MHMRA) is accepting Proposals from vendors Registered, State Certified, and capable to provide Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services. Mental Health Mental Retardation Authority of Harris County invites your firm to submit a Proposal. If you are interested in submitting a proposal, please adhere to the General Instructions and Requirements as outlined in the enclosed Request for Proposal. Vendors shall pay particular attention to all INSTRUCTIONS, REQUIREMENTS and DEADLINES indicated in the attached doc uments and should govern themselves accordingly. In accepting Proposals, MHMRA reserves the right to reject any and all Proposals, to waive formalities and reasonable irregularities in submitted documents, and to waive any requirements in order to take the action, which it deems to be in the best interest of MHMRA, and is not obligated to accept the lowest proposal. At the time and place established for receipt of the Proposal, MHMRA of Harris County will only release the names of the Independent Provider(s) and/or Provider Firm(s). No other information will be released until after MHMRA s Evaluation Team has evaluated the Proposals, and an award has been made and approved by Executive staff and MHMRA s Board of Trustees. We greatly appreciate your efforts and look forward to reviewing your submission. Nina Cook Nina M. Cook, MBA, CPPB Purchasing Manager MHMRA, Harris County Joycie Sheba Joycie Sheba Buyer II

3 Table of Contents Section Page I. Overview 1 II. Request For Proposal (RFP) Time 2 Line & Events III. General Instructions 3 IV. Proposal Stipulations & Requirements 6 V. Insurance Requirements 9 VI. Proposal Evaluation Process 11 VII. Proposal Questions 12 VIII. Specialized Services To Be Performed 13 IX. Proposal Contents 18 X. Proposal Reply Page 19 XI. Signature Page 21 XII. Attachment(s) 22 A. HUB Subcontracting Plan (Historically Underutilized Business) B. Deviation Form C. Notice Not to participate form D. Form W-9 - Request for Taxpayer Identification Number and Certification E. Sample Contract

4 SECTION I OVERVIEW BACKGROUND AND OBJECTIVES The Mental Health Mental Retardation Authority of Harris County (MHMRA) is a Community Center in Houston, Harris County, Texas providing Behavioral Health Services to approximately twenty-five (25) to (30) thirty thousand Harris County residents each year. MHMRA is the largest community based provider of clinical services to Mental Health and Intellectual Developmental Disabilities consumers in the United States. It maintains operations at over 25 facilities throughout all parts of Harris County and operates on an annual budget in excess of $231million. Our goal is to employ best practices and cost effectiveness. The Mental Health Mental Retardation Authority of Harris County (MHMRA) invites interested and qualified vendor(s) / firm(s) to respond to this RFP for the provision of Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services. The successful vendor(s)/firm(s) will be expected to provide datacenter design, project management, planning, coordination, and installation of all related datacenter relocation services for MHMRA of Harris County. MHMRA of Harris County acquired 9401 SW Freeway, a 214,000 square foot, 12-story office building with adjacent five-level parking garage located in Southwest Houston. The purpose of this RFP process is to identify qualified firms to provide datacenter design, planning, installation, and relocation of datacenter equipment from 7011 Southwest Freeway to 9401 Southwest Freeway, Houston, TX by August 31, 2014.

5 SECTION II - PROPOSAL (RFP) TIME LINE OF EVENTS Solicitation Packet issue date: Monday, February 10, Mandatory RFP Project Meeting Monday, February 17, 2014 (Prospective Participants are Invited 1:30 2:30 pm. Meeting to be held Attend a project discussion session with at 7011 Southwest Freeway, Houston, TX Representatives from MHMRA s Project Team) Receive Questions from Prospective Proposer: Monday, February 24, 2014 by 5:00 pm. Deadline to response to questions: Wednesday, February 26, 2014 by 5:00pm. Deadline for submission of RFP: Proposal Opening: Anticipated Award Date: Wednesday, March 5, 2014 at 10:00am Wednesday, March 5, A public Proposal opening will be held at 10:15am, 7011 Southwest Freeway, Houston, Texas Contingent upon Board Approval Page 2 of 35

6 SECTION III - GENERAL INSTRUCTIONS A. Project Meeting A project meeting will be held on: Monday, February 17, 2014 Time: 1:30 2:30 pm Location: MHMRA of Harris County 7011 SW Freeway, Houston, TX Upon arrival, all vendors/prospective participants to this RFQ are required to: Check-in at the front desk in the lobby of 7011 Southwest Freeway, Houston, Texas Obtain a visitors badge Remain in the lobby area until an MHMRA project team representative greets you B. Questions Deadline for questions from Providers: Monday, February 24, 2014 by 5:00 pm. Deadline for Response to Questions: Wednesday, February 26, 2014 by 5:00 pm. All questions concerning the PROPOSAL specifications must be submitted in writing and ed to the below listed team members. To ensure receipt of all questions in a timely manner, the preferred method is via . Joycie Sheba, Buyer II Office: (713) joycie.sheba@mhmraharris.org CC: Sharon Brauner, Buyer III Office: (713) sharon.brauner@mhmraharris.org MHMRA Purchasing Department Fax: (713) C. Submittal Procedure The Proposal, subject to all conditions and specifications attached hereto, must be signed in INK by a person or officer of the company submitting the Proposal that is authorized to enter into contractual agreements on behalf of the company. Proposals received unsigned will be deemed non-responsive and therefore; will not be accepted. Deadline to submit Final Proposal is Wednesday, March 5, 2014 by 10:00am. The original Proposal, signed in ink, five (5) additional photocopies and an electronic copy (Flash Drive) should be submitted in a SEALED ENVELOPE and delivered to the attention of: MHMRA of Harris County Purchasing Department Attn: Joycie Sheba, Buyer II 7011 Southwest Freeway, Houston, Texas Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services DO NOT OPEN UNTIL WEDNESDAY, MARCH 5, 2014 AT 10:00AM. Page 3 of 35

7 No Proposal will be accepted after the stated deadline. Respondents may mail or personally deliver their Proposals to the Purchasing Office of MHMRA at the above address. MHMRA will not be responsible for any Proposal(s) that is (are) lost in the mail or not delivered to the Purchasing Department by the stated deadline for any reason. Proposals shall include all documentation as requested in the Request for Proposal. D. Proposal Opening A Public Proposal Opening will be held at 10:15AM immediately following receipt of Proposals on Wednesday, March 5, 2014 at 7011 Southwest Freeway, Houston, Texas E. Non-Discrimination Policy Statement The Mental Health Mental Retardation Authority of Harris County does not discriminate against any individual or Vendor/Provider with respect to his/her compensation, terms, conditions, or award of contract because of race, color, religion, sex, national origin, age, disability, political affiliation, or limit, segregate, or classify candidates for award of contract in any way which would deprive or tend to deprive any individual or company of business opportunities or otherwise adversely affect status as a Vendor/Provider because of race, color, religion, sex, national origin, age, disability, or political affiliation. F. Immigration Reform and Control Act Of 1986 By submitting their proposals, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of G. References and Experience All interested parties are required to submit with their Proposal a comprehensive list of references. Interested parties are required to provide a minimum of four (4) references where interested party has provided services (within the last six months) that pertain to this type of service. References shall include company name, address, telephone number, fax number, contact person and address. The interested parties must agree to authorize clients to furnish any information required by MHMRA to verify references provided, and for determining the quality and timeliness of previous work performed. Vendor/Provider shall submit with their Proposal, documentation of past performance in projects of similar magnitude and resulting customer satisfaction particularly in the areas of professionalism, contract performance, quality of the personnel, responsiveness and flexibility, etc. H. Proposal Guarantee/Award Procedure It is anticipated that a recommendation for award for this Proposal will be made no more than thirty (30) days after the PROPOSAL DUE DATE. All interested parties are required to guarantee their Proposals as an irrevocable offer valid for one-hundred and twenty (120) days after the Proposal due date. Mental Health Mental Retardation Authority of Harris County in its sole and absolute discretion shall have the right to award Proposal(s) for any or all items/services listed in each Proposal, shall have the right to reject any and all Proposal(s) as it deems to be in its best interest, to waive formalities and reasonable irregularities in submitted documents, shall not be bound to accept the lowest Proposal and shall be allowed to accept partial or total Proposal(s) of any one vendor. Page 4 of 35

8 I. Permits Any and all permits as required by authorities having jurisdiction; local, state, county, and/or federal, are the total responsibility of the interested parties/vendor and must be obtained prior to commencement of any work or service. Any and all expense/cost related to obtaining required permits is the sole responsibility of the vendor J. Financial Information Vendor/Provider must submit a copy of their last AUDITED financial statement. A letter from your CPA is an acceptable alternative for Non Public companies, but must include a statement that financial solvency is adequate to meet expenditures for at least one year. K. Payments Vendor/Provider is to submit properly completed invoice(s) to the address specified on the purchase order. To insure prompt payment, each invoice should indicate purchase order number, discount terms and include Vendor/Provider's name and return remittance address. L. Price Adjustments Vendor/Provider will be required to honor their proposed prices for the term of the contract period. M. Historically Under-Utilized Business (HUB) This Agency shall make a good faith effort to utilize Historically Underutilized Businesses (HUB S) in contracts for construction, services, (including professional and consulting services), and commodities. Please submit proof of Historically Underutilized Business HUB state certificate. If your firm is not certified, please submit Attachment A, if you intend to subcontract services. If not, write none on Attachment A and submit it. N. Minority / Women and /or Disadvantaged Business This Agency shall make a good faith effort to utilize Minority/Women and/or Disadvantaged Businesses (M/W/DBE s) in contracts for construction, services, (including professional and consulting services), and commodities. Please submit proof of City of Houston M/W/DBE certificate. O. Direct or Indirect Assignment The successful Vendor/Provider will not be permitted to directly or indirectly assign rights and duties under the contract without express approval by MHMRA. P. Form W-9 Offerors are to complete Form W-9 and Submit with their Proposal documents. (Attachment D) Page 5 of 35

9 SECTION IV - PROPOSAL STIPULATIONS AND REQUIREMENTS A. Modification or Withdrawal of Proposals Any Proposal may be modified or withdrawn prior to the deadline, provided such modification or withdrawal is submitted prior to the deadline. Any modification received after the deadline shall be deemed late and will not be considered. B. Offer and Acceptance Period All Proposals must be an irrevocable offer valid for one-hundred and twenty (120) days after the Proposal opening. C. Late Proposals Proposal received after the stated deadline shall be deemed late and will not be considered. D. Irregularities in Proposals Except as otherwise stated in this Request for Proposal, evaluation of all Proposals will be based solely upon information contained in the Vendor/Provider's response to this Proposal. MHMRA shall not be held responsible for errors, omissions or oversights in any Vendor/Provider's response to this Proposal. MHMRA may waive technical irregularities, which do not alter the price or quality of the services. MHMRA shall have the right to reject Proposals containing a statement, representation, warranty or certification which is determined by MHMRA and its counsel to be materially false, incorrect, misleading or incomplete. Additionally, any errors, omissions, or oversights of a material nature may constitute grounds for rejection of any Proposal. The inability of a Vendor/Provider to provide one or more of the required components or specified features or capabilities required by this Proposal does not, in and of itself, preclude acceptance by MHMRA of the Proposal. All Proposals will be evaluated as a whole in the best interest of MHMRA. E. Oral Presentations Any Vendor/Provider that submits a Proposal in response to this request may be required to make an oral presentation for further clarification upon MHMRA s request. F. Amendments to the Proposal If it becomes necessary to revise any part of this Proposal package or if additional information is necessary to clarify any provision, the revision and/or additional information will be provided to each Vendor/Provider via faxed amendment or . G. Availability of the Proposal After opening, each Proposal, except those portions for which a Vendor/Provider has included a written request for confidentially (e.g., proprietary information), shall be open to public inspection. Page 6 of 35

10 H. Retention of Proposals All Proposals considered by MHMRA shall become the property of MHMRA and shall not be returned. I. Notice Not to Participate Form Vendors must respond to the Proposal request whether they can or cannot provide the products, supplies and/or services listed in the Proposal request. (See Attachment D Notice Not to Participate Form) J. Incurred Expenses MHMRA shall not be responsible for expenses incurred by a Vendor/Provider in the preparation and submission of a Proposal. This provision also includes any costs involved in providing an oral presentation of the Proposal. K. Deviation Form Each Proposal shall contain a Deviation Form, which states the perspective Provider s commitment to the provisions of this Request for Proposal. An individual authorized to execute contracts shall sign the Deviation form. Any exceptions taken to the terms and conditions identified in this Proposal Package including the sample contract must be expressly stated in the Deviation Form. (See Attachment B) L. Subcontractors All provisions and/or stipulations within this Request for Proposal also apply to any authorized subcontractors. M. Term of Contract The intent of the RFP is to award this contract to the qualified vendor who can provide and meet all specified requirements of this request for proposal. The contract shall commence with a tentative award date and shall remain in effect unless terminated, canceled or extended, as otherwise provided herein. N. Licensure The vendor shall submit, with their Proposal, a copy of any other license(s), certification(s), registration(s), permit(s), etc. as required by authorities having jurisdiction; local, state, county, and/or federal. O. Pricing Each vendor shall provide responses to Proposal Reply page with total pricing. P. Conflict of Interest Provision The Health and Human Services Commission organizational conflict of interest provision is applicable, in that vendors who develop of draft specifications, requirements, statements of work and/or RFP for a proposed procurement shall be excluded from Proposal or submitting a proposal to compete for the award of such procurement. (HHSC Uniform Contract Terms & Conditions Version 1.3). Page 7 of 35

11 Q. Indemnification To the extent permitted under the Constitution and the laws of the State of Texas, Contractor hereby agrees to indemnify and hold harmless the Agency and all of its directors, officers, employees, and agents from all suits, actions, claims, or cost of any character, type, or description brought or made on account of any injuries, death, or damage received or sustained by any person or persons or property, including but not limited to clients, arising out of or occasioned by any acts or negligence of Contractor or Contractor's personnel, if any, or its agents or employees whether occurring during the performance of the services hereunder or in the execution of the performance of any of its duties under this Agreement. R. Vendor Requirements and Responsibilities The Vendor agrees to perform all work and to take any required actions, including the furnishing of all supervision, labor, insurance, services, and transportation required for the accomplishment of Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services as described in these specifications. Services are to be rendered in a workmanlike manner, and in accordance with the provisions of this contract. Page 8 of 35

12 SECTION V - INSURANCE REQUIREMENTS A. Policies, Coverages, and Endorsements. Vendor agrees to maintain, or to cause its personnel providing services under this Agreement to maintain, at its sole cost and expense or the cost and expense of his personnel, the following insurance policies, with the specified coverages and limits, to protect and insure the Agency and Vendor against any claim for damages arising in connection with Vendor s responsibilities or the responsibilities of Vendor's personnel under this Agreement and all extensions and amendments thereto. 1- Commercial General Liability General Aggregate $2,000,000 Each Occurrence $1,000, Professional Liability General Aggregate $1,000,000 Each Occurrence $1,000, Workers Compensation & Employers Liability if applicable Medical & Indemnity Bodily Injury by Accident Bodily Injury by Disease Bodily Injury by Disease Statutory Requirements $500,000 Each Accident $500,000 Each Employee $500,000 Policy Limit Employers liability $500, Automobile Liability Including hired and non-owned Automobiles $2,000,000 Combined Single Limit A CURRENT CERTIFICATE OF INSURANCE MUST ACCOMPANY ALL PROPOSALS B. Insured Parties All policies shall contain a provision naming the Agency (and its officers, agents and employees) as Additional Insured parties on the original policy and all renewals or replacements during the term of this Agreement. C. Subrogation All policies must contain a Waiver of Subrogation endorsement to the effect that the issuer waives any claim or right in the nature of subrogation to recover against the Agency, its officers, agents or employees. Page 9 of 35

13 D. Proof of Insurance The policies, coverages and endorsements required by this provision shall be shown on a Certificate of Insurance on which the Agency must be listed as an Additional Insured party and the Certificate Holder and which should be furnished to the Agency prior to the commencement of this Agreement. All such insurance shall be secured and maintained with an insurance company, or companies, licensed to do business in the State of Texas. The Agency may withhold payments under the terms of this Agreement until the Contractor furnishes the Agency copies of all Certificates of Insurance from the insurance carrier, or carriers, showing that such insurance is in full force and effect. E. Cancellation New Certificates of Insurance shall be furnished to the Agency at the renewal date of all policies named on these Certificates. Contractor shall give the Agency thirty (30) days prior written notice of any proposed cancellation of any of the above described insurance policies. Page 10 of 35

14 SECTION VI PROPOSAL EVALUATION PROCESS Not all evaluation factors are equal in importance and each factor is weighted in accordance with its importance to MHMRA. Each item has been assessed a percentage upon which the final score will determined. A total of 100 percentage points for the following items will be considered a perfect score. The following will be significant factors in evaluating proposals, but the evaluation will not be limited to these items when making a final recommendation. A. B. Understanding of Agency and Project Experience and Capacity/ Coordination and Project Management Services 25% 30% C. Financial Condition 10% D. References 20% E. Cost 15% Indication that the vendor understands the nature of MHMRA services and constraints in providing those services. In addition, that the vendor has thoroughly analyzed MHMRA's needs and requirements. Evidence that the vendor has successfully completed work of comparable magnitude, complexity, scope, and has personnel who have demonstrated experience in completing a project of this size and magnitude. Verifiable proof of company financial viability and solvency. Provide the names, telephone numbers, s, and addresses of at least 4 business references that the vendor has provided the same or comparable level of service as described in this RFP. Particular attention will be given to the quality of the response from those references, particularly in the Houston area. Final cost may be negotiated with the successful proposer. Cost will only become a determining factor when all other conditions are equal. Page 11 of 35

15 SECTION VII: PROPOSAL QUESTIONS A Vendor s /Firm s proposal assessment will be based on the evaluation of a firm s datacenter design, planning, coordination, relocation capabilities, experience, technical skills, and references. 1. How do you price your data center migration/relocation services? There shouldn t be any costs outside of the RFP. 2. Do you have a certified Project Manager on staff? 3. What are the most important factors when you design a new datacenter? 4. Do you use a shipping company to sub-contract out the physical move or does your company move the hardware? 5. How many migrations has your company performed, and what were the sizes of the datacenters that needed to be relocated? (Number of servers, circuits, routers, switches, etc.) 6. Does your company have bonded or comprehensive insurance to cover accidents and what are the liability levels? 7. Do you have references from previous clients that your company has provided these services to before? If so, can they be provided upon request? 8. Do you have certifications from manufacturers like HP, DELL, etc. in reference to relocation services? 9. Does your company provide a detailed project plan, timelines, contingencies, testing & recertification? 10. What are the typical data center migration steps? 11. What should MHMRA do to best prepare for a data center move? 12. Can you provide us with a data center migration checklist? 13. Do you perform any prior testing for latency on systems before migration, and then moving to the new location can you perform tests to guarantee same or better performance? 14. Does your company perform a datacenter assessment prior and after the migration? 15. Is your company prepared to provide a dedicated point of contact, or office during the move to provide end-to-end migration, so that any moves this person or office can meet with key stakeholders so that the migration is planned & carried out effectively? Page 12 of 35

16 SECTION VIII SPECIALIZED SERVICES TO BE PERFORMED Scope of Services: Mental Heath Mental Retardation Authority of Harris County (MHMRA) is soliciting Proposals from vendors Registered, State Certified and capable to provide Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services. MHMRA is seeking the most qualified firm(s) to provide complete general or specific Agency Datacenter Design, Planning, Coordination, Relocation, Installation, and Project Management Services for current and future Scope(s) of Work. MHMRA currently houses its datacenter on the 3 rd floor at 7011 SW Freeway. The current datacenter is approximately 31 x 29, and it contains a glassed in office that is 11 x 9. The new datacenter at 9401 Southwest Freeway is on the 7 th floor, and it is approximately 60 x 20. It currently has a 10 ton CRAC, 4 wiring shelves, and an 8 x 8 wall for data connectivity. We are looking to move approximately 70 physical servers, 5 tape devices, SAN, HP C7000 server chassis, all network equipment, all VOIP equipment, and all data connections (please see attached inventory) to the new location with as little data interruption as possible. MHMRA is seeking the services of an experienced datacenter design and relocation management consultant to: 1. Assess the current datacenter at 7011 Southwest Freeway, and assist MHMRA IT staff with design and layout of the new datacenter. This will include new and currently owned equipment and where it would best be located in new Data Center. (Second CRAC, UPS, fire suppression, server racks, network equipment, phone equipment, etc.) 2. Provide PM to coordinate in the move of physical equipment, migrate data circuits, and work with all necessary vendors to facilitate a successful transition from 7011 to 9401 s Data Center. 3. Develop a comprehensive relocation plan with a detailed schedule to transition all equipment and services from 7011 SW Freeway/7033 SW Freeway to 9401 SW Freeway. 4. Provide services to move and reconnect all physical equipment from 7011 Southwest Freeway to 9401 Southwest Freeway. NOTE: Please be advised that MHMRA is permitted by its Policies and Procedures to expedite the contracting process by piggybacking/tagging on existing contracts a firm might have with other governmental entities. All proposals are to include firm and committed all-inclusive costs that remain valid until such time as the move has been completed. Competitive costs should be projected on a worst- case scenario to accommodate afterhours, weekend, and/or holiday man-hours. Page 13 of 35

17 SPECIFICATIONS Overview MHMRA of Harris County is in the process of planning and preparation for a pending move that should effectively relocate its central computer processing equipment, phone equipment, attached peripherals, storage, and network communications from their existing location at 7011 Southwest Freeway, Houston, TX to 9401 Southwest Freeway, Houston, TX. All vendors must understand and accept the possibility that by the time the planned relocation takes place, any attached equipment inventories may have been subjected to changes whereas older equipment may have been removed from the list and newer equipment may have been added to it. MHMRA reserves the right to make such changes to reflect its actual in-use inventory when prior written notification is made to the Contractor of such changes. MHMRA of Harris County is seeking the services of a qualified and knowledgeable vendor (hereafter referred to as the Contractor ) to provide a Project Manager (hereafter referred to as the PM ) to function as a single-point-ofcontact between MHMRA and multiple vendors that will be engaged and onsite during the move. Under the direction of the Contractor, the PM must work with MHMRA to research, plan, manage, provide consulting, test (as applicable) and coordinate the implementation of the resulting plan for moving the data center, as follows Research: The PM is to research MHMRA s computing environment and obtain an understanding of its complexities, applications, areas of support, hardware and software requirements, and Customer needs. Plan: From the information and data gathered in his research, the PM is to prepare a documented relocation plan that meets with the satisfaction of MHMRA of Harris County, its Information Technology department, and Customers. Using the plan that has been accepted by MHMRA, the PM is to coordinate with each required participant, engage their commitment for necessary services, establish a workable schedule with individual Customers, and ensure all elements of the plan are made ready for scheduled implementation. Test: From the developed plan, the PM is to schedule any testing that can be performed to a point of satisfactory completion prior to implementation. Implement: The PM is to be onsite and available at the time each phase of the finalized plan is implemented, serving as the single point of contact, coordinating all elements of the relocation effort, and reporting directly to IT management as necessary. The Contractor will also be responsible for contracting with and/or providing a qualified moving company that is experienced and specializes in the relocation of data centers and handling of high-dollar computing equipment. The moving company will, in turn, be responsible for providing the necessary moving vehicles, equipment, materials, and staff to effectively perform the work. The Contractor will be responsible for providing trained, knowledgeable, and experienced staff to effectively deinstall, package, oversee the transport, then re-install all equipment included in all phases of the move. Contractor must use MHMRA of Harris County s existing maintenance providers for equipment that is maintained under contract to ensure that those contracts are not compromised or invalidated. The Contractor will be responsible for contracting and scheduling with MHMRA of Harris County s existing equipment maintenance contractors for performing the de-installation, preparation for transport, overseeing the transport, unpackaging, setup, re-installation, diagnosing and testing (as needed), and turnover of specific equipment they typically maintain under contract with MHMRA. They are to also ensure the timely onsite repair or replacement of equipment that is damaged in the course of relocation. Page 14 of 35

18 A. The Contractor shall provide qualified data center movers who are trained and experienced in the relocation and transport of highly expensive and sensitive computer equipment. They should be professional in appearance, be recognizable (distinguishable colored T-shirts with company logos) have a proven background in data center relocations with a minimum of five (5) years continuous experience in data center relocation similar in size and scope as MHMRA of Harris County, and include all moving vehicles and supplies to ensure the equipment is properly wrapped, packaged or prepared for move. All costs associated with the hire of these movers, equipment and materials will be assumed by the Contractor. B. It is imperative that all computer technicians be present from the time of their scheduled equipment deinstallation, oversee the actual relocation by moving company personnel, and during the re-installation of equipment at the destination site. They are to remain onsite until power has been restored and the devices are restored to acceptable operating condition to the satisfaction of MHMRA of Harris County. C. The Contractor will be responsible for providing one (1) 2-person team who is knowledgeable and experienced in working with cabinet enclosures and de-installing servers and server-related devices, switches, storage devices, rail kits, etc. This team will be positioned at the old data center for the purpose of server deinstallation and preparation for transport, then turning the equipment over to the movers for transport to the new facility. D. The Contractor will be responsible for providing one (1) 2-person team who is knowledgeable and experienced in working with cabinet enclosures and re-installing servers and server-related devices, switches, storage devices, rail kits, etc. This team will be positioned at the new data center for the purpose of receiving the transported equipment, placement of the equipment cabinets in locations specified by MHMRA, and equipment re-installation. E. The Contractor will be responsible for providing one (1) 2-person team who is trained and experienced in cable management within equipment cabinets, labeling cables, and cable documentation of each cabinet. Both individuals will be positioned at the new data center to properly utilize existing cable management, dress out the wiring and cabling in each cabinet, ensure all cables are suitably and consistently identified with labels, documenting the cabling in each cabinet, then notifying MHMRA s Server Group representative to bring up each device and test, inspection of the cabinets, and final acceptance. Project Manager Responsibilities The PM s responsibilities include, but are not limited to, the following a) It is important to the MHMRA of Harris County that the PM functions as a knowledgeable intermediary between the Contractor, MHMRA of Harris County, and all applicable sub-contractors regarding all moverelated activities and concerns. b) The PM w i l l m a i n t a i n a historical r e c o r d o f a l l m o v e -related m a t t e r s, r e q u e s t s, responses, concerns, decisions and resolutions applicable to the move. A copy of this record will be made available to the MHMRA of Harris County upon request or upon completion of the move. c) The PM will provide necessary assistance during relocation planning, preparation and implementation. d) The PM will make themselves available, either by phone, fax, , or in person (in the manner requested and upon request of the MHMRA) in a timely manner to provide leadership and guidance during the planning and preparation for the move. e) The PM will be onsite and available for the purpose of overseeing the move and working with MHMRA of Harris County in coordinating all move-related activities. f) The PM will correct any noted problems with processes or personnel in a timely manner. Page 15 of 35

19 g) The PM will be responsible for remedying problems with their own staff (or employees, contractors, and subcontractors) in the manner the move is taking place (safety issues, poor quality work, personnel matters, etc). MHMRA of Harris County shall rely on the PM to remedy such issues rather than taking matters into their own hands. Conversely, MHMRA will remedy any noted problems being created by MHMRA personnel. h) The PM will make themselves available for necessary meetings and discussions applicable to move planning and preparation. This availability is to be either in person, by phone, or based on the needs of MHMRA of Harris County. i) The PM will perform additional duties necessitated by the relocation. Upon the request of MHMRA, the PM is to make their services available in the performance of other tasks or duties as deemed necessary to coordinate, streamline or hasten the relocation effort. j) The PM will be responsible for functioning as a single point of contact while coordinating the flow of work between the moving company and staff, onsite technicians, equipment installers, electricians, network administrators, facilities staff, cleanup personnel, and IT employees. The PM will report directly to IT management. l) The PM will coordinate the servicing or repair of equipment that fails to become satisfactorily operational immediately following the move using specific maintenance technicians contracted for the equipment they typically maintain. m) The PM will participate in a supervised tour of the existing data center to gather information applicable to the relocation and to better understand the scope of services to be provided. In addition, they will participate in a supervised tour of the new data center site to become familiarized with that facility and to obtain a better understanding of where the equipment will be positioned during the move. During this tour, they should note any observed problems or deficiencies that might impact the move, equipment locations, or lead to future problems. n) The PM will maintain an inventory check-list for each device that is de-installed and moved to the new facility. Each item on the inventory should reflect an origin time (when the device was moved from the existing data center, a destination time (when the device was delivered to the new data center location, and a completion time (when the device has been re-installed and verified fully operational to the satisfaction of MHMRA of Harris County. o) The PM shall be responsible for planning, developing, and implementing a move solution that offers acceptable levels of risk, produces minimal impact MHMRA s Customers, and results in nominal downtime. The solution must be based on Customer s business needs, the equipment and applications necessary to fulfill those needs, and include individual Customer s approvals for any downtime that is required. Responses that offer asset-based solutions (whereas minimal consideration is provided for the Customer s business requirements) will be unacceptable and will be deemed justification for rejection due to non-compliance to Specifications. The resulting plans must detail any risks, anticipated downtime, and/or concerns that MHMRA of Harris County should be aware of. p) The PM should have at least five years actual experience in planning, managing, overseeing, and implementing data center relocations. q) The PM will remain available and onsite during each phase of the relocation. r) The PM will perform other duties as assigned that are within the scope of this move. Page 16 of 35

20 Moving Company Responsibilities The moving company s responsibilities include, but are not limited to, the following a) Prior to the start of relocation activities, the moving company is to provide a team to prepare the pathways for both the origin and destination locations to reduce and minimize any possible damage in the process of moving equipment, to include (but not limited to) floors, walls, elevators, etc). This p r e p a r a t i o n s h a l l b e d o n e t o t h e satisfaction of MHMRA of Harris County. The Contractor will be responsible for the cost to repair damaged areas resulting from the move due to poor preparation, with their costs being recovered thru withheld payments to the moving company (as applicable). b) The moving company will follow the instructions and direction of MHMRA of Harris County and the contracted PM. c) The moving company representative is to review the condition of the originating and destination locations in the company of an M H M R A representative prior to the move and immediately after the move-in. These reviews are to be notated and signed by both representatives. The moving company will be responsible for any new damage discovered and reported during a walk-thru inspection of the same locations conducted after the move. d) The moving company employees are to be dressed in neat, clean uniforms that are identified in such a manner as to identify the moving company and wear ID badges while on MHMRA property. e) The moving company shall ensure that moving personnel are readily available as dictated by the readiness of equipment for removal and relocation as stated by the onsite technicians who are responsible for de-installing and preparing the equipment for the move. f) The moving company shall ensure that appropriate equipment and moving materials are provided and used to move the applicable computing equipment from their existing location, to the transport vehicle, and ultimately to the new installation location. All transport vehicles are to be enclosed and offer an air-ride suspension. g) The moving company shall ensure that all supervisory personnel assigned to the relocation effort are dedicated for the purpose of supervision responsibilities. Page 17 of 35

21 SECTION IX - PROPOSAL CONTENTS Title Page: Name of Vendor/Provider, local address, telephone number, fax number, address and contact name. Table of Contents: All Proposals must include the following information: Clear identification of information by section and page. List of at least three (3) references, including contact person, telephone number, fax number and address. Identification of all services provided. Proposal: Vendor/Provider must provide a brief history of company and ownership, date started business, current total number of employees, and include any special accommodations/services that could be provided. Description of services available under this Proposal. Must bear the original signature of a principal or authorized officer of the interested party. Must be typed. Must make provision to meet and comply with all applicable laws and regulatory criteria. Interested parties are encouraged to submit along with their Proposal any additional descriptive information about their services, which they believe, might be helpful. All Proposals must be submitted with one original and five (5) copies and an electronic copy (CD-ROM or Floppy), mailed or delivered in a sealed envelope to MHMRA of Harris County. Additional documents to be submitted: Please provide a sample copy of your purchase, contract, warranty and extended warranty agreement. Vendor must submit a copy of their latest AUDITED financial statement. A letter from your CPA is an acceptable alternative for Non Public companies, but must include a statement that financial solvency is adequate to meet expenditures for at least one year. Reference list must be comprehensive Reference List must be inclusive of contact name, telephone number, fax number and address. (Local and or Non-local) Documentation of experience addressing professionalism, contract performance, quality of personnel, responsiveness and flexibility, etc. to achieve overall customer satisfaction. Proof of Insurance Submit proof of Historically Underutilized Business HUB State Certificate and/or City of Houston M/W/DBE Certificate. (Attachment A) If your firm is not certified, provide a statement to the effect if you intend to subcontract or affiliate with a certified firm and what percentage of work will be given to them. Deviation Form (Attachment B) Notice not to participate Form (Attachment C) Policy & Procedure for criminal background checks of personnel or subcontractor that would gain entrance to or provide service to MHMRA properties. Completed Form W-9 Page 18 of 35

22 SECTION X PROPOSAL REPLY PAGE Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services ************ Proposal Opening: Wednesday, March 5, 10:15 a.m. Submitted by: QTY Equipment Type 70 Physical Servers SAN - (2) Fiber Switches, (2) Compellent Array Contollers 1 80 Virtual Servers running on VMWare 5.1 hosts 1 HP C7000 Chassis 2 Radware Load Balancers 1 Radware Intrusion Detection Device 1 Bluecoat Packetshaper 1 Checkpoint Firewall MGT Device 2 Checkpoint Firewalls 2 Internet Routers - AT&T, Comcast 1 Router - private connection 2 Cisco 6509e - setup in HSRP mode 9 Cisco rack switches 2 D2D backup devices Telco Room Equipment QTY Equipment Type 4 Servers - Running Shoretel Software 6 Shoretel SG220T1A, 5 with T-1 connectivity 1 Shoretel SG90 5 Shoretel SG24A - for analog connectivity 2 Servers - Phonetree and Higherground MHMRA Data Circuits QTY Equipment Type 8 Gigaman - AT&T 5 Opt-e-man - AT&T 6 T-1 - AT&T 2 Internet Connections - AT&T, Comcast 1 High Speed Internet Connection - Comcast Page 19 of 35

23 Description Unit per Price Total Cost Extension Design of the new datacenter Planning, and coordination of moving equipment and data circuits (PM role) Move, move oversight, and reconnection of all physical equipment from 7011 Southwest Freeway to 9401 Southwest Freeway. Other Expenses Total Project Cost $ $ $ $ $ $ $ $ $ $ **PLEASE INCLUDE ANY ADDITIONAL DESCRIPTIVE LITERATURE, WHICH MIGHT BE OF ASSISTANCE IN THE DECISION-MAKING PROCESS. ** Page 20 of 35

24 SECTION XI -SIGNATURE PAGE MENTAL HEALTH MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY IN ITS SOLE AND ABSOLUTE DISCRETION SHALL HAVE THE RIGHT TO AWARD CONTRACTS FOR ANY OR ALL MATERIALS LISTED IN EACH PROPOSAL, SHALL HAVE THE RIGHT TO REJECT ANY AND ALL PROPOSALS, AND SHALL NOT BE BOUND TO ACCEPT THE LOWEST PROPOSAL AND SHALL BE ALLOWED TO ACCEPT THE TOTAL PROPOSAL OF ANY ONE VENDOR. THIS SUBMISSION IS GUARANTEED AS AN IRREVOCABLE OFFER VALID FOR ONE-HUNDRED AND TWENTY (120) DAYS AFTER THE PROPOSAL OPENING DATE. Authorized Signature Vendor/Provider s Name Typed or Printed Name Number and Street Address Title City, State, Zip Code ( ) ( ) Telephone Number Fax Number Address This Proposal Will NOT Be Accepted If This Page is NOT Signed By An Authorized Representative Page 21 of 35

25 SECTION XII - ATTACHMENTS A HUB SUBCONTRACTING PLAN (Historically Underutilized Business) B DEVIATION FORM C - NOTICE NOT TO PARTICIPATE FORM D FORM W-9, Rev. August 2013, REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION E SAMPLE CONTRACT Page 22 of 35

26 ATTACHMENT A HUB SUBCONTRACTING PLAN HISTORICALLY UNDERUTILIZED BUSINESS (HUB-LOI IS USED BY POTENTIAL VENDOR/PROVIDER TO IDENTIFY SUBCONTRACTORS SELECTED FOR WORK ON THE CONTRACT) Vendor Vendor/Provider Identification Number: Address: Phone: - - Proposal Number: Contract Amount: Description of commodities/specifications: Duration of Contract: Name of Subcontractor/Vendor: Address: Phone: - - Is the subcontractor a certified HUB? Yes No If yes, enter the GSC Certificate (VID) number: Dollar amount of contract with subcontractor/vendor: $ Percentage amount of contract with subcontractor/vendor:% Description of materials/services performed under agreement with the subcontractor for amount indicated above: PLEASE SUBMIT A SEPARATE FORM FOR EACH SUBCONTRACTOR/VENDOR Page 23 of 35

27 ATTACHMENT B DEVIATION FORM All deviations to this Solicitation (RFP) must be noted on this sheet. In the absence of any entry on this Deviation Form, the prospective vendor/firm assures MHMRA of their full agreement and compliance with the Specifications, Terms and Conditions including all provisions of the Sample Contract. Each response to this Solicitation shall contain a Deviation Form, which states the prospective Vendor/Firm commitment to the provisions of this Solicitation and Sample Contract. An individual authorized to execute contracts must sign the Deviation Form. Any exceptions taken to the terms and conditions identified in this Solicitation Package including the Sample Contract must be expressly stated in the Deviation Form. (ATTACHMENT B) THIS DEVIATION FORM MUST BE SIGNED BY EACH PROSPECTIVE VENDOR WHETHER THERE ARE DEVIATIONS LISTED OR NOT, AND SUBMITTED WITH THIS SOLICITATION SPEC # Section # Or Page # DEVIATION Company Name Authorized Signature Date Page 24 of 35

28 ATTACHMENT C Dear Vendor NOTICE NOT TO PARTICIPATE FORM Please check the appropriate box below, complete the remainder of this form and return it PRIOR to the scheduled Date and Time: I/Our Company cannot provide the products, supplies and/or services listed in this request. Please MOVE my/our name and address to the following category(ies) so that we may Proposal at a later date: Category (ies): I/We have chosen NOT to submit a Proposal at this time, but would like to remain on your list for this Proposal category. We did not submit a Proposal because: Reason(s): Please REMOVE my/our name from all MHMRA Harris County lists until further notice. Reason(s): Independent Provider and/or Provider Firm Name: Representative: Please Print Address: Phone ( ) Fax ( ) PLEASE RETURN THIS FORM ONLY TO: MHMRA Harris County Purchasing Department Notice Not to Participate AGENCY DATACENTER DESIGN, PLANNING, COORDINATION, RELOCATION, AND INSTALLATION SERVICES 7011 Southwest Freeway Houston, Texas Authorized Signature: Title: Date: VENDORS WHO RESPOND TO THIS INVITATION WITH A COMPLETED PROPOSAL FORM WILL REMAIN ON OUR MAILING LIST. VENDORS MAKING NO RESPONSE MAY BE REMOVED FROM THAT LISTING. Thank you for your time and assistance. Page 25 of 35

29 ATTACHMENT D FORM W-9, Rev. August 2013, REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION / Link: Form W-9, Pages 1 4 Attached Vendor/Providers are to complete this form and submit with their Proposal documents. Go to attached link for W-9, if Proposal/Bid was ed. Page 26 of 35

30 ATTACHMENT E SAMPLE CONTRACT Contract ID No. STANDARD PROFESSIONAL SERVICES CONTRACT THIS AGREEMENT is made and entered into this, 2014 by and between the MENTAL HEALTH AND MENTAL RETARDATION AUTHORITY OF HARRIS COUNTY, at 7011 Southwest Freeway, Houston, Texas 77074, a community center and an agency of the State of Texas, under the provisions of Chapter 534 of the Texas Health & Safety Code Ann. (Vernon 1992), as amended, (the Agency ) and ( Contractor ) with offices at, Houston, Texas for the purpose of providing specialized services currently not available to the Agency through its present staff of employees. RECITALS WHEREAS, Agency is the state designated mental health and mental retardation community center established to provide, arrange for, and coordinate mental health and mental retardation services for the residents of Harris County, Texas; and WHEREAS, the Agency desires that Contractor provide Agency Datacenter Design, Planning, Coordination, Relocation, and Installation Services under the terms and conditions set forth in this Agreement; WHEREAS, each of the parties is committed to the delivery of services in an effective, cost efficient, and quality manner; and WHEREAS, this Agreement sets forth the terms and conditions evidencing the Agreement of the parties hereto; NOW THEREFORE, in consideration of the mutual covenants, rights, and obligations set forth herein, the benefits to be derived therefrom, and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows: I. PERSONNEL The Agency staff member authorized to approve billing is Ron Coots. responsible for overseeing this Agreement is Ron Coots The Agency staff member II. INDEPENDENT CONTRACTOR RELATIONSHIP BETWEEN THE PARTIES 1. Independent Contractor. The relationship between the Agency and Contractor shall be that of an independent contractor. The parties agree that none of the provisions of this Agreement are intended to create, nor shall be deemed or construed to create, any relationship between the Agency and Contractor other than that of independent parties contracting with each other solely for the purpose of effectuating the provisions of this Agreement. It is expressly agreed that Contractor and Contractor s personnel, if any, shall not for any purpose be deemed to be an employee, agent, partner, joint venturer, ostensible or apparent agent, servant or borrowed servant of the Agency. Contractor agrees that he will not hold himself out as an agent of the Agency to any persons. Page 27 of 35