Parkview School District Request for Proposals

Parkview School District Request for Proposals Information Technology (IT) Management and Support Specifications 04/08/2013 Prepared by: Steve Lutzke District Administrator (608) 879-2717 Ext. 1 slutzke@email.parkview.k12.wi.us Page 1

TABLE OF CONTENTS Page 1.0 GENERAL INFORMATION...4 1.1 GENERAL INFORMATION...4 THE PURPOSE OF THIS DOCUMENT IS TO PROVIDE INTERESTED PARTIES WITH INFORMATION TO ENABLE THEM TO PREPARE AND SUBMIT A PROPOSAL FOR PROVIDING INFORMATION TECHNOLOGY (IT) MANAGEMENT AND SUPPORT FOR THE PARKVIEW SCHOOL DISTRICT. 4 1.1.1 Scope of the Project...4 1.1.2 Length of Contract...4 1.1.3 Clarification and/or revisions to the specifications and requirements 5 1.1.4 Vendor Conference...5 1.1.5 Calendar of Events...5 1.1.6 Evaluation Criteria...6 The criteria for the selection of the Contractor shall be at the District s sole discretion. The following table will be used as a guide in the decision making process....6 2.0 GENERAL REQUIREMENTS OF CONTRACTOR AND ADDITIONAL PROPOSAL/CONTRACT CLARIFICATIONS...6 2.1 CONTRACT LENGTH...6 2.1.1 Terms of Contract Agreement and Termination...6 2.1.2 Payment for Services...7 2.2 STATUS AS INDEPENDENT CONTRACTOR...7 2.3 CONTRACTOR COMPLIANCE WITH LAWS...7 2.4 OWNERSHIP OF SOFTWARE PROGRAMS DEVELOPED...7 2.5 CONFIDENTIAL INFORMATION...8 2.6 PROPOSAL COSTING...8 2.7 BOARD OF EDUCATION RIGHTS...8 3.0 SCOPE OF CONTRACT DUTIES...9 3.1 GENERAL INFORMATION...9 3.2 NETWORK SYSTEMS ADMINISTRATION: DESIGN, CONFIGURATION, MANAGEMENT, MONITORING, REPAIR AND SUPPORT, UPGRADE AND EXPANSION...9 3.3 SYSTEM PC AND PERIPHERAL SUPPORT...10 3.4 END-USER TECH SUPPORT FOR ALL DISTRICT SCHOOLS AND LOCATIONS...11 3.5 TECHNOLOGY-RELATED RFP DEVELOPMENT...12 3.6 TECHNOLOGY-RELATED PRICING, ORDERING AND VENDOR RELATIONS...12 3.7 MAINTAINING INVENTORY OF DISTRICT HARDWARE AND SOFTWARE...12 4.0 CONTRACTOR REQUIRED STAFFING LEVELS...13 4.1 GENERAL INFORMATION...13 4.2 BUILDING TECHNICIANS...13 4.3 SUPPORT MANAGER...14 Page 2

4.4 NETWORK AND TECHNICIAN SUPPORT SERVICES...14 4.5 ENGINEER(S)...14 4.6 ACCOUNT MANAGER...15 5.0 REQUIRED IN RESPONSE...15 5.1 NUMBER OF SETS...15 5.2 COMPANY INFORMATION...15 5.3 STAFF QUALIFICATIONS...16 5.4 REFERENCES...16 5.5 INSURANCE...16 5.6 COST SUMMARY SHEET...17 Page 3

1.0 GENERAL INFORMATION 1.1 General Information The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for providing information technology (IT) management and support for the Parkview School District. 1.1.1 Scope of the Project Provide IT management and support by providing the staffing and expertise necessary to accomplish the following: Network Systems Administration: Design, Configuration, Management, Monitoring, Repair and Support System PC and Peripheral Support End-User Tech Support for all District Schools and Locations Application Programming/Development Database Management Hardware Acquisition and Specification Software Acquisition and Specification Technology-Related RFP Development (when necessary) Technology-Related Pricing, Ordering, and Vendor Relations Installation and Set Up Maintaining Inventory of District Hardware and Software Monitoring Software Licensing Coordination/Utilization of District Staff Member, Technology Coordinator (The technology coordinator is the high school technician who remains a district employee.) Coordination/Utilization/Training of Business/Computer Technology Coop Student Intern(s) when applicable The Contractor is expected to furnish turnkey IT management and support for the Parkview School District. The Contractor will be the IT department and support for the Parkview School District. The Contractor will coordinate their activities with District administration primarily with the District Administrator. 1.1.2 Length of Contract The contract term will be for three (3) years from July 1, 2013, through June 30, 2016 with two (2) optional one-year extensions. Both the District and Contractor have to agree to an extension six months prior to the expiration of contract. Page 4

1.1.3 Clarification and/or revisions to the specifications and requirements Any questions concerning this RFP must be submitted in writing by mail, fax or e-mail on or before 04/23/13 to: Steve Lutzke District Administrator (608) 879-2717 Ext. 1 slutzke@email.parkview.k12.wi.us Please type PARKVIEW IT SUPPORT RFP Questions in the subject line. 1.1.4 Vendor Conference A voluntary vendor conference will be held on April 29 at 9:00 AM at the Parkview School District s District Office located at 106 W. Church St., Orfordville, WI to respond to written questions to date and to provide any needed additional instruction to vendors on the submission of proposals. 1.1.5 Calendar of Events Date April 8 April 23 April 29 May 6 May 13 to May 17 May 20 July 1 st Event Date of issue of the RFP Last day for submitting written inquiries Vendor conference 9:00 AM Parkview School District Office 106 W. Church St., Orfordville, WI Proposals due from vendors 4:00 p.m. Possible vendor interviews for finalists Notification of intent to award sent to vendors Contract start date Page 5

1.1.6 Evaluation Criteria The criteria for the selection of the Contractor shall be at the District s sole discretion. The following table will be used as a guide in the decision making process. Description Percent Cost 20 References 20 Vendor s Experience in a school environment 20 Vendor s Experience with a contract of this size and scope 15 Vendor s Staff s Qualifications and Certifications 15 Vendor s Ability to Follow RFP Procedures 5 Vendor s Corporate Partners or Affiliations (i.e. authorized service provider) 5 Totals 100 2.0 GENERAL REQUIREMENTS OF CONTRACTOR AND ADDITIONAL PROPOSAL/CONTRACT CLARIFICATIONS 2.1 Contract Length The contract term will be for three (3) years from July 1, 2013, through June 30, 2016 with two (2) optional one-year extensions. Both the District and Contractor have to agree to an extension six months prior to the expiration of contract. 2.1.1 Terms of Contract Agreement and Termination Either the District or the Contractor shall have the right to unilaterally terminate the agreement for any reason upon one hundred twenty (120) days prior written notice to the other party. The Contractor shall immediately notify the District if the Contractor is unable to complete the responsibilities outlined in the agreement, in which case the District shall have the right to immediately terminate the agreement. The District reserves the right to immediately terminate the agreement for cause if the Contractor materially breaches any of the provisions of the agreement. Page 6

2.1.2 Payment for Services Contractor shall provide District with a quarterly invoice. District shall have fourteen (21) days from receipt of invoice to pay Contractor. 2.2 Status as Independent Contractor Contractor is an independent contractor and shall not be considered an employee, partner or agent of the District and neither Contractor nor any of the Contractor s agents, employees, or subcontractors will be entitled to any proceeds, insurance, rights or benefits under the District insurance, pension or benefit plans or for purposes of any Workers Compensation law. Contractor agrees that it shall pay all wages, salaries, and other amounts due to its employees in connection with performing their obligations covered by this proposal and shall be responsible for all reports and obligations respecting the Contractors and its employees relating to social security, income tax withholding, unemployment compensation, workers compensation and similar matters. Contractor shall cover or insure all of its employees performing services related to this proposal in compliance with applicable laws relating to workers compensation and employer s liability insurance. Contractor is solely responsible for all applicable federal, state and local taxes and assessments and will pay the taxes and assessments required by the Internal Revenue Code and any state and local agency of similar concern. 2.3 Contractor Compliance with Laws Contractor shall comply with the Fair Labor Standards Act and the Occupational Safety and Health Act and all other applicable federal, state, county and local laws, ordinances, regulations and codes in the performance of duties related to this proposal. 2.4 Ownership of Software Programs Developed All software programs developed by the Contractor for the District shall be and will remain the District s property. Contractor irrevocably assigns to the District any rights of Contractor in software programs developed by the Contractor for the District and all other works for hire, as defined by U.S. Copyright Law. The Contractor may use the structural ideas of the software developed for the District with or for other clients and potential clients, but agrees to protect the District s property interest in their basic software. The District agrees that all such use by the Contractor of such structural ideas is fully authorized. Page 7

2.5 Confidential Information The Contractor will have access to Confidential Information. Confidential Information means all information of the District relating to the District s existing or potential non-public business strategies, existing or proposed bids, finance, marketing strategies and customers. In addition, Confidential Information includes all personal identification and information of District management, employees and students. At no time will any Confidential Information be disclosed to any person including, but not limited to legal or financial advisors and immediate family. Contractor agrees that all such information is confidential and that Contractor will not use or disclose such information to any outside person or entity for any reason whatsoever, with the District s express written consent. 2.6 Proposal Costing The Contractor is expected to furnish turnkey IT management and support for the Parkview School District. The Contractor will be the IT department and support for the Parkview School District. The Vendor proposal shall be a sum total proposal to provide turnkey IT management and support. No additional costs beyond the accepted proposal amount will be paid by the District should the IT management and support require additional time of the Contractor. (Additional clarification on staffing can be found in Section 4.0.) No additional costs beyond the accepted proposal amount will be paid for incidental expenditures such as mileage, postage, copies, etc The District is attempting through this document and the mandatory vendor conference to provide a thorough description of duties expected by the Contractor. Due to the nature and complexity of the relationship, all expected duties cannot be spelled out in exact detail. Contractors shall price their proposal accordingly to incorporate and anticipate contingencies for any variations. 2.7 Board Of Education Rights The Parkview School District reserves the right to reject any or all Proposals. Proposal award will not be made on the basis of price alone; additional criteria such as Vendor experience, references and staffing credentials will also be considered. The Parkview School District shall be the sole judge of these factors. In all instances, the decision rendered by the Parkview School District shall be final and not subject to contest by others. Page 8

3.0 SCOPE OF CONTRACT DUTIES 3.1 General Information This document is not intended to be an all-inclusive list of every duty and expectation required of the Contractor. Rather this document provides a summary of the major scope of work that is related to this contract and represents the primary responsibilities expected of the contractor. The Contractor is expected to furnish turnkey IT management and support for the Parkview School District. The Contractor will be the IT department and support for the Parkview School District. The Contractor will coordinate their activities with District administration primarily with the Superintendent. The Vendor s proposal shall encompass all duties necessary to furnish turnkey IT management and support for the Parkview School District. The Contractor is responsible for the oversight of other contractors working for the District in or associated with the technology department including any subcontractors employed by the Contractor. 3.2 Network Systems Administration: Design, Configuration, Management, Monitoring, Repair and Support, Upgrade and Expansion The current network infrastructure is primarily Cisco switching equipment. Fiber optic links provide MDF and IDF connectivity. WAN and IDF links are at 10Gbps, while all clients are at 100Mbps to 1Gbps. Network upgrades have been completed at the Parkview Jr/Sr High School and Parkview Elementary School. Parkview Primary School will be upgraded in future budget years. The High School has two VLANs implemented for Computer network and Telephony network. A Cisco Voice over IP system is implemented at this time for Telephony service throughout all district locations. The digital phone system will also be managed by the Contractor. Wireless access in the district is from one Cisco 5508 WLAN controller and 15 Cisco controller based AP s and there are a handful of consumer grade AP s still in use throughout the district. These will be replaced with Cisco AP s in the future as budget allows. This is a cross platform environment. Server operating systems include Windows 2003 Server, Windows 2008 Server and Linux. Primary authentication and file storage runs on Windows 2008 with Active Directory. There is one directory master and 1 directory replica. The replicas are also file servers. HP RAID units provide the primary file storage. Firewall services run on a Cisco ASA Firewall. Firewall and port lock down configurations are managed by Cisco ASDM-IDM Launcher. Page 9

The Contractor is responsible for maintaining and supporting users with the video security system in place at the high school. Currently there are approximately 20 analog security cameras. Videos are stored for 30 days on one of 2 Speco DVR s. Backups of all critical data are sent via Symantec Backup Exec 2010 nightly to an HP Tape backup machine located at the High School. Nightly snapshots are created every night for 5 days and archived backups are created every Friday. The student records databases are also backed up offsite on the terminal server at Parkview Primary School. 3.3 System PC and Peripheral Support Workstation counts per building: Building PC Workstations Apples Ipads Printers Parkview Primary 259 0 40 7 Parkview Elementary 100 0 85 11 Parkview Jr. High/High School 65 0 500 36 TOTAL 424 0 625 54 It is the goal of the District to stay with a 7-year workstation life cycle. Currently about 60% of the total PC workstations are running Windows XP, with the remaining 40% on Vista or 7. All of these workstations have been provided by Dell. The oldest systems are Dell OptiPlex 520s, which have had RAM upgrades installed in order for Windows XP to operate efficiently. The Contractor is responsible for maintaining the image of all workstations. This includes ensuring software installation is on a global and individual basis for systems throughout the district. Antivirus software is maintained on these systems and managed by a central server at the high school. The Contractor is responsible for the distribution of all newly purchased workstations throughout the district. Approximately 30-50 workstations per year are purchased based on budget allocation. Deployment of said machines is performed during the summer and around the summer school schedule. The Contractor is responsible for the installation and setup of all new hardware and software purchased for the network or end user. Including but not limited to, projectors, Smart boards, laptops, desktops, tablets, servers, switches, paging equipment, telephones, printers, TV s, DVD and VHS Players. The Contractor is responsible for disposing of machines and other technology equipment after their life cycle is complete. Page 10

The Contractor is responsible for managing and supporting the technical aspect of NWEA Maps testing. The Contractor is responsible for managing district wide email. Email is hosted through Google Apps. Responsible for archiving and recovery of archived Emails in accordance to state law. The Contractor is responsible for paging and bells systems. IP based system used primarily at Parkview High School but will be expanded to all buildings as current analog systems fail. The Contractor is responsible for managing the Web Content Filter to ensure safe and productive internet usage for students and staff. The Contractor is responsible for managing and supporting students and staff with 1:1 ipads. Manage settings, imaging, App purchasing and installation. The Contractor is responsible for occasional updating the district and school web pages and primarily responsible for supporting and training staff managing their own pages. 3.4 End-User Tech Support for all District Schools and Locations 1. Building level support is provided by a Building Technician. One technician is responsible for all buildings. 2. IT requests are submitted by staff members into an IT request portal. This application is currently used to issue response tracking. 3. Support is provided for all District applications used, including financial, student management and curriculum environments. Often these are software solutions provided by outside vendors. If the contractor is not able to resolve the issue with a vendor s software package and a support contract is in place with that vendor, the vendor will be contacted to provide additional support. This also includes updating software packages per the vendor s recommended upgrade path. A considerable amount of time is required by technicians to ensure that new or upgraded classroom and testing software are tested and working properly before rolling out to staff and students. 4. All members of the Contractor s technology department, including management, technicians, and engineers, attend scheduled meetings at the District Office. Members of the Parkview School District administrative team also attend. The goal of this meeting is to discuss open issues, brainstorm solutions, and hear any problems that need to be addressed. Page 11

5. The district utilizes Skyward Finance and Skyward Student Management for management in respective departments. A state mandate is requiring all districts to switch to Infinite Campus for student management and the Contractor would be responsible for managing and facilitating this transition. A Citrix client is used to connect to these clients, while a web browser is used to access other applications within the Skyward Suite. 6. The Contractor is responsible for providing training to District staff on new or upgraded hardware, peripherals or software. 3.5 Technology-Related RFP Development The Contractor, in conjunction with the Business Administrator, develops Request for Proposal (RFPs) to allow vendor proposals on technology-related items. The Contractor verifies that the technology will meet the needs of the project and will last throughout the life cycle expectancy. When proposals are received from vendors, a recommendation is made to administration based off technical aspects of the quote. All proposals are provided to administration for final review and decision making. The Contractor may be required to attend Board of Education and/or Finance Committee meetings to explain and review proposals. The Contractor is allowed to submit proposals and directly sell to the District hardware or software but must provide at least two bids. 3.6 Technology-Related Pricing, Ordering and Vendor Relations On non-rfp items, the Contractor gathers quotes from approved vendors directly. Quotes are input into the District s financial management system as a purchase order (PO). Once a PO is approved, the PO is sent to the vendor for ordering. The hardware or software is provided to the appropriate technician or staff member when received, if applicable, for installation. Approval of the vendor s invoice is also handled in conjunction with the business department. The Contractor is the primary contact for third-party technology vendor relations. 3.7 Maintaining Inventory of District Hardware and Software All hardware technical information is gathered, organized and recorded with an equipment identifier and location. Excess hardware inventory for repair and replacement usage is also organized physically into a large parts and small parts room. Software inventory is maintained by software, location/district licensing, and number of copies. The software information and installation discs are kept at a central location and physically stored in the software inventory room. Software licensing management is a continuous process. License tracking is maintained with the software inventory binder, WSUS and Windows KMS Server. Page 12

4.0 CONTRACTOR REQUIRED STAFFING LEVELS 4.1 General Information The staffing positions, qualifications and staffing levels (i.e. required staffing time) outlined in this section are the required staffing commitment required of the Contractor at the inception of the contract and shall be the basis for the Vendor s proposal. The staffing positions and levels are based upon the District s current assessment of staffing needs and budget allowances. The weekly staffing commitment for the Building Technicians and Support Manager are considered the minimal time requirements and additional time may be required on a weekly or seasonal basis depending on need. The weekly staffing commitments for the Network and Technician Support Services, Engineer(s) and Account Manager are considered the average annual requirements and will fluctuate up and down on a weekly or seasonal basis. The Vendor proposal shall be a sum total proposal to provide turnkey IT management and support. No additional costs beyond the accepted proposal amount will be paid by the District should the IT management and support require additional time of the Contractor. In the event the District requests that another position be added, a new staffing cost would need to be agreed to between the District and Contractor and the contract amended. The Vendor may include with their proposal proposed cost deductions in the event that during the course of the contract the District and Contractor agree to a reduction in staffing levels. Deduction amounts may be listed for each position and should be an hourly rate that would be applied to a reduction in hours. An alternate deduction amount for a full Building Technician position may also be submitted. 4.2 Building Technicians One Building Technician required for forty (40) hours per week onsite for 52 weeks in a year. (1x40x52) The Building Technician is the first and primary responders to end-user IT needs. Responsibilities include response to IT repair requests, assisting District staff with technology-related needs and installation and maintenance of work stations, peripherals and software. Minimum requirement is that the Building Technician has, or be progressing toward, an Associates Degree in Network Communications Specialist or Micro- Page 13

Computer Specialist or equivalents AND/OR have CompTIA A+ or CompTIA Network+ certifications. The Associates Degree is preferred. Good communication and interpersonal skills is required and additional certifications such as Microsoft certifications and/or Apple Certified Help Desk are a plus. 4.3 Support Manager One Support Manager required for eight (8) hours per week for 52 weeks in a year. Majority of time to be onsite. Some work may be done remotely. The Support Manager manages the Building Technician on IT repair system, coordinates and/or mediates the Building Technician s work with District s administrators, instructional staff and support staff, and is often the first responder for network and/or server related issues. Minimum requirement is that the Support Manager has an Associate Degree in Network Communications Specialist along with certifications for Apple Certified Help Desk and Apple Certified Technical Coordinator. Good communication, interpersonal and organization skills are required. Prefer additional certifications such as Microsoft certifications, Linux certifications and Cisco or HP Networking Certifications. 4.4 Network and Technician Support Services Eight (8) hours per week for 52 weeks in a year. Some work may be done remotely. Network and Technician Support Services are required for technical support for Building Technicians and the Support Manager in specialized areas such as specific third-party vendor hardware or software issues. Minimum requirements and preferences are the same as Support Manager with additional third-party hardware or software support certifications preferred. 4.5 Engineer(s) Four (4) hours per week for 52 weeks in a year. Some work may be done remotely. Engineers handle network and server-related issues and installations. They also may coordinate projects and/or design databases or programs to increase staff and network efficiencies. Page 14

Required certifications include Microsoft Certified Systems Engineer (MCSE), Apple Certified System Administration (ACSA), and Cisco or HP Networking certifications. Resume information should include knowledge of programming languages. 4.6 Account Manager Four (4) hours per week for 52 weeks in a year. Some work may be done remotely. The Account Manager coordinates all aspects of the contract with the District, is the primary contact for the District administration and District Director of Technology, oversees Contractor s staff, and collaborates with the District s Director of Technology and Business Administrator for long-range and annual strategic planning for network, hardware and software upgrades including the prioritization of technology budget and purchasing. It is required that the Account Manager have good communication and interpersonal skills along with management and project oversight experience. Preferred certifications include Microsoft Certified Systems Administrator or Apple Certified Technical Coordinator and Cisco, HP or Network+ Networking Certifications 5.0 REQUIRED IN RESPONSE 5.1 Number of Sets Provide thirteen (13) sets of proposal materials. 5.2 Company Information Provide the following company information: Company Legal Name Years in business Number of similar projects Main Contact Person Full Mailing Address Telephone Number Page 15

Fax Number Insurance Company Number of Full-Time Employees Number of Part-Time Employees 5.3 Staff Qualifications Provide personal data sheets describing the educational, work and project experiences for each of the staff members who would be assigned to the project. In addition, include any certifications individuals may have. Personal data sheets or resumes should be submitted for the following staff: Account Manager Network Engineer(s) Network or Technician Support Services Staff Support Manager Building Technicians (If some positions would need to be filled or added upon being awarded the contract, please describe processes and qualifications utilized to select individuals.) 5.4 References Provide Business/Entity Name and a Contact name with phone and/or email: Provide references for your three largest K-12 accounts. Vendors must possess extensive knowledge of network systems, equipment and software equal to or similar to what the Parkview School District currently operates with and must have at least three (3) year s experience with the same system(s) in a similar environment. Preference will be given to Vendors with references for IT support at organizations most similar in size or environment as the District. 5.5 Insurance Vendor must have General Liability and/or Owners and Contractors Protective Liability Coverage--$1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. The general aggregate shall be twice the required occurrence limit. Minimum general aggregate shall be no less than $2,000,000 per operation and/or location. Page 16

Worker s Compensation insurance as required by the Worker s Compensation statutes of the State of Wisconsin. Unemployment insurance as required by laws of the State of Wisconsin. A certificate of insurance showing proof of coverage shall be submitted with proposal. Upon being awarded the contract, the Contractor shall furnish the District with certificates of insurance naming the District, its officials, agents, employees and volunteers as additional insured. The certificates must be approved by the District prior to the start of the contract period. 5.6 Cost Summary Sheet 2013-14 2014-15 2015-16 2016-17 Extension 2017-18 Extension Annual Contract Cost Weekly Cost (Annual Cost/52) Building Tech Hourly Building Tech Full Position Support Manager Hourly Network & Tech Support Services Hourly Engineer(s) Hourly Account Manager Hourly Potential Deducts: Insert hourly or full position deduct rate Page 17