ADDENDUM #1 ON-CALL INFORMATION TECHNOLOGY SERVICES for CANAVERAL PORT AUTHORITY August 13, 2015 This addendum is issued as part of the Bidding Documents for the above described project. The changes incorporated in this addendum shall be considered as a part of the documents and shall supersede, amend, add to, clarify, or subtract from those conditions shown in the original documents. The bidder shall take care to coordinate modifications herein with all trades and disciplines related to the work. The Bidder shall acknowledge receipt of this addendum on the Bid Form by addendum number and date. Failure to do so may subject Bidder to disqualification. SENT VIA HIGHTAIL 12 PAGES TOTAL (including attachments) (NAME OF YOUR COMPANY) NOTE: PLEASE SIGN AND RETURN THIS FIRST SHEET ONLY VIA E-MAIL OR FAX to KAREN PAPPAS. KPAPPAS@PORTCANAVERAL.COM or (321) 783-3522 Fax THIS VERIFIES THAT YOU HAVE RECEIVED THE ADDENDUM. GENERAL 1. THE QUALIFICATION PROPOSAL PACKAGE SUBMISSION DATE HAS BEEN CHANGED TO SEPTEMBER 9, 2015, 2015 at 2:00 PM (EDT). SPECIFICATIONS 1. All references to the qualification proposal package due date are changed from August 21, 2015 to September 9, 2015 at 2:00 PM-EDT. The dates for the selection committee meeting and Commission approval have also been changed. Please refer to the Revised PART VI- SCHEDULE provided with this Addendum. 2. Tab 4, 5 and 6 of the PROPOSAL PACKAGE GUIDELINES TABBED SECTIONS (REQUIRED FORMAT) have been changed. Please refer to the Revised PROPOSAL PACKAGE GUIDELINES TABBED SECTIONS (REQUIRED FORMAT) provided with this Addendum. 3. Criteria B on EXHIBIT A RFQ Selection Evaluation Criteria has been modified. Please refer to the Revised EXHIBIT A RFQ Selection Evaluation Criteria. QUESTIONS AND RESPONSES: Reference: Proposal Package Guidelines, Page: 8, Section: Tab 3 Firm Qualifications, Experience and References ADDENDUM 1/PAGE 1 OF 6
ON-CALL INFORMATION TECHNOLOGY SERVICES 1. CIF-001: What level of partnerships are you looking for from Microsoft and VMWare or others? Please specify the competencies as well. List any vendors apart from Microsoft and VMWare that you need our partnerships in. RESPONSE: Levels of partnership with manufacturers may vary from firm to firm. State if you are actively engaged in a partnership with any of the vendors listed in Attachment 2. Regarding competencies, as stated in tab 4: Provide a brief description of all key personnel and technical staff (including vendors, partners or subconsultants) to be involved and their relationship to the services to be provided. Include names, titles, licenses, certificates, fields of expertise, and relevant experience for all proposed personnel and staff. Proposers are not expected to have key personnel for every area listed in tab 4a and are not expected to perform work in all services listed in the Attachments, however, proposers need to specify any relevant experience including certification for the particular services they will be responding to. Proposers will only be scored on the services they specify. Reference: 3. REQUEST FOR QUALIFICATION REQUIREMENTS, Page: 5, Section: 3.1 Minimum Requirement 2. CIF-002: Under minimum requirements it is mentioned that the bidder should provide experience in similar size and scope of IT environments. How does your IT landscape look like currently? How are you defining size of your business? RESPONSE: Port Canaveral s approximate revenue is $65 million annually. The Information Technology Department (ITD) supports 200 users and 18 facilities. In addition there is a significant amount of technology deployed throughout the exterior site. Refer to section 1.3. Reference: PROPOSAL PACKAGE GUIDELINES, Page: 8, Section: Tab 4 Personnel and Staffing 3. CIF-003: Questions pertaining to a. Include names, titles, licenses, certificates, fields of expertise, and relevant experience for all proposed personnel and staff in the following areas where applicable 1) Should the proposed staff be from our company having the required expertise (on our payroll)? RESPONSE: Proposed staff does not have to be specifically from your company. Firms may use subconsultants as long as they provide that information in the proposed bid. 2) Are certifications in each technology required? RESPONSE: Certifications are not required for each technology listed; demonstrated experience and proficiency in said technologies is acceptable in lieu of certifications, and only for the particular services bidders are responding to. Refer to section 3.5 and 3.5a for clarification. Reference: PROPOSAL PACKAGE GUIDELINES, Page: 8, Section: Tab 4 Personnel and Staffing ADDENDUM 1/PAGE 2 OF 6
ON-CALL INFORMATION TECHNOLOGY SERVICES 4. CIF-004: Questions pertaining to b. Complete resumes for only the services list below should be provided in Tab 6 1) How many resumes should we be submitting per Job Title (Ex: IT Security Specialist, Security Systems Specialist etc)? RESPONSE: Firms should only provide resumes for the key personnel that will be utilized for the services they are responding to. 2) Can you provide detailed job descriptions/requirements? RESPONSE: No, job descriptions and requirements will vary depending on the services provided and on the project scope. 3) We are assuming that these are sample resumes. Please clear. RESPONSE: No, resumes should be for the key personnel that will be utilized for the services that the firm are responding to, not sample resumes. Reference: General, Page: N/A, Section: N/A 5. CIF-005: Multiple questions as follows: 1) Is this an existing contract? If so, please provide complete details. RESPONSE: No 2) What is the anticipated budget for this contract? RESPONSE: The budget will vary for each project. 3) Can we expect any extension to the due date for submission? RESPONSE: Submission due date has been changed to September 9, 2015 at 2:00 PM EDT Reference: PROPOSAL PACKAGE GUIDELINES, Page: 9, Section: Tab 5 Rates, Fees and Budget Control 6. CIF-006: Multiple questions as follows: 1) Do you have any not-to-exceed rates for the job titles? RESPONSE: No 2) Can you please elaborate on In addition, include hourly rates for all proposed team members.? RESPONSE: Omit from RFQ 3) What kind of response are you expecting for Discuss any budget control measures of your firm and proposed subconsultants? RESPONSE: Please explain your process for managing budgets within your firm. ADDENDUM 1/PAGE 3 OF 6
ON-CALL INFORMATION TECHNOLOGY SERVICES Reference: Attachment 1 & Attachment 2, Page: N/A, Section: N/A 7. CIF-007A: Attachment 1 Questions: 1) For the Job Titles listed, how many work hours are anticipated (minimum and maximum hours of work)? RESPONSE: The hours of work will vary depending on the project. 2) For the Job Titles listed, what experience level should we consider to provide our hourly rates (minimum and maximum number of years)? RESPONSE: Firms should base their rates of the maximum level of experience. 3) Can you provide the detailed descriptions for each of these job titles? RESPONSE: No, job descriptions and requirements will vary depending on the services provided and on the project scope. CIF-007B: Attachment 2 Questions: 1) For each of the services listed, are you looking for on-need basis resources or services to be provided as a company? RESPONSE: The objective of this RFQ is to provide the Port Authority with additional Information Technology (IT) capabilities by establishing contracts with on-call consultant(s) that can quickly provide services and systems to meet the Port Authority s technology needs when Port staff or expertise is not available. Services and related items may be required for urgent, unplanned, or necessary work. After approval of agreements by the Board of Commissioners, the IT Director will have authority to approve work on a specific project through the use of Project Directive Purchase Orders. The Project Directive Purchase Orders will define the scope of work, maximum cost, schedule, terms of payment, deliverables, work site, personnel or sub-consultant to be utilized, and other pertinent details. Projects in excess of $100,000 will be brought to the Board of Commissioners for consideration of approval. 2) If the services are to be provided as a company, can we just propose for Consulting for the Job Titles and not for the services mentioned in attachment 2? RESPONSE: Proposers must follow the proposal package guidelines and provide the required information stated for the tabbed sections of the RFQ, including the information that attachment 2 requests. Proposers are not expected to perform work in all services listed in the Attachments, however, proposers need to specify the services they are responding to and be specific to their interest, expertise, and concentration for that service. 3) As a company if we have placed candidates who has experience working on the services listed in Attachment 2, can we include that as our experience? ADDENDUM 1/PAGE 4 OF 6
ON-CALL INFORMATION TECHNOLOGY SERVICES RESPONSE: Only provide the level of expertise based on the firms current personnel, staff or subconsultants that would be available to service this contract. Reference: N/A, Page: 8&9, Section: Tab 4 8. CIF-008: Do you need the sample resumes for all positions listed in Tab 4: Personnel & Staffing, Point # B RESPONSE: See Revised PROPSAL PACKAGE GUIDELINES TABBED SECTIONS (REQUIRED FORMAT) included with this Addendum for modifications to Tab 4, 5 and 6. You should only include resumes for the services you will be responding to in tab 5. Reference: N/A, Page: N/A, Section: N/A 9. CIF-009: What is the anticipated budget for this contract? RESPONSE: The budget will vary for each project. 10. CIF-010: Is there any incumbent on this contract? Please provide pricing details. RESPONSE: No, there is not an incumbent. This is a new contract. The budget will vary from project to project. Contract and pricing details will depend on the services provided from the proposer. Reference: N/A, Page 4, Section: Attachment 2 11. CIF-011: Please describe your current Voice Environment including Manufacturer, Design, and current challenges. What replacement of VOIP systems are you anticipating, what timeframe, and have you chosen a Manufacturer? Are you looking for a Managed Voice solution or just hourly assistance as needed? RESPONSE: Manufacturer: Iwatsu Design: Hybrid VOIP/Digital PBX extended to most facilities. Challenges: Non-standard system, add/changes/moves difficult, not user friendly, and limited support options. Replacement within 2-3 years. Manufacturer is TBD. Currently hourly assistance as needed. May explore managed voice solution in the future. Reference: N/A, Page N/A, Section: Part VI-Schedule 12. CIF-012: Can a 30 day extension to the stated deadline be granted to allow all participants to better prepare their submissions? RESPONSE: Submission due date has been changed to September 9, 2015 at 2:00 PM EDT ADDENDUM 1/PAGE 5 OF 6
ON-CALL INFORMATION TECHNOLOGY SERVICES END OF ADDENDUM #1 Issued via Hightail (f/k/a U-Send-It) by authority of the Canaveral Port Authority ADDENDUM 1/PAGE 6 OF 6
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 PROPOSAL PACKAGE GUIDELINES - TABBED SECTIONS (REQUIRED FORMAT) Tab 1 Tab 2 Tab 3 Cover Transmittal Letter Provide a narrative which introduces the firm and team highlighting the special strengths of the firm to perform the work requested in this RFQ. The letter should be signed by an authorized principal of the proposing consulting firm. Table of Contents Firm Qualifications, Experience and References a. Provide Consultant Description Form(s) to include information on prime firm and all proposed subconsultants. b. For each service identified in Attachment 1, state Yes or No if your firm can provide the service. If your firm cannot directly provide the service, please indicate if service will be provided through a subconsultant. c. Provide a narrative describing the firm s qualifications to perform the work, described in Attachment 1, including: Information demonstrating your firm s relevant expertise and recent experience providing these services to organizations of similar size and scope of IT environment; At least three client references, with contact names and information; Qualifications and experience for proposed subconsultants should also be included; d. For each service identified in Attachment 2, state Yes or No if your firm can provide the service. If you do provide the service please rate your level of expertise on a scale of 1 to 5 (1 indicates that you have some level of experience, 5 indicates that you are fully proficient with providing this service and/or have certification level engineers on staff specific to this area of expertise). Please provide a written response to adequately explain any experience related to the service provided. e. Provide a list of the bidder s active partnerships with the manufacturer(s) whose products will be supported. Tab 4 Personnel, Qualifications, Experience & References The Bidder s technical resources must be properly trained and provide certifications or adequate references as to their skill level. Provide a brief description of all key personnel and technical staff (including vendors, partners or subconsultants) to be involved and their relationship to the services to be provided. a. Include names, titles, licenses, certificates, fields of expertise, and relevant experience for all proposed personnel and staff in the following areas where applicable (no resumes required): Windows Servers
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 IIS / Web master Microsoft SQL cluster / DBA skills Office365 Implementation & Administration Exchange PCI Compliance VMware Citrix Extreme Networks Palo Alto Unitrends NetApp ERP Telephony infrastructure Specific experience working with local telephony and network service providers Nice Vision VMS AMX Crestron Spinetix Tab 5 Resumes for Specialized Personnel Include resumes for only those services you are responding to or can provide from the following list: IT Security Specialist Security Systems Specialist (Nice VMS, Analytics, and Access Control) Certified Netapp Storage Architect/Engineer (OnTap, FAS Storage Arrays, FlexPod) Certified VMware Enterprise Architect (ESXi) Certified Citrix Enterprise Architect (CloudBridge & XenDesktop) Certified Microsoft Exchange/Office365 Specialist Database Administrator Communication Engineer Network Engineer (Extreme Networks and Palo Alto Experience required) Finance/ERP Specialist
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 Tab 6 Tab 7 Rates, Fees and Budget Control For each service in Attachment 1, provide the maximum hourly rate. In addition, include hourly rates for all proposed team members. Discuss any budget control measures of your firm and proposed subconsultants. Include Attachment 1 and 2 in this tab. Insurance (non-scored) Contractor agrees to maintain, on a primary basis and at its sole expense the following insurance coverages, limits, including endorsements described herein during the term of performance of services. The requirements contained herein, as well as Canaveral Port Authority review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Agreement. 1. Commercial General Liability: Contractor agrees to maintain Commercial General Liability coverage with a limit of not less than One-Million Dollars ($1,000,000.00) Each Occurrence combined single limit for bodily injury and property damage. Contractor agrees its coverage will not contain any restrictive endorsement(s) excluding or limiting Product/Completed Operations, Independent Contractors, Broad Form Property Damage, Contractual Liability or Cross Liability. Coverage must also include Premises and/or Operations Coverages. 2. Business Automobile Liability: Contractor agrees to maintain Business Automobile Liability coverage at a limit of not less than One-Million Dollars ($1,000,000.00) Each Occurrence combined single limit for property damage and bodily injury. Coverage shall include liability for Owned, Non-Owned, Hired and Any Auto if applicable. 3. Worker s Compensation Insurance and Employers Liability: Contractor agrees to maintain Worker s Compensation Insurance per Chapter 440, Florida Statutes, as amended from time to time, Workers Compensation Law of the State of Florida and all applicable federal laws. Policy shall include Employers Liability Insurance with minimum limits of Five Hundred Thousand Dollars ($500,000.00) each accident. Note: Elective exemptions or coverage through an employee leasing arrangement will satisfy this requirement, but must receive prior approval by Canaveral Port Authority Risk management Department in writing. 4. Professional Liability Insurance: Professional Liability insurance coverage is required for all design and engineering professionals with minimum limits of One Million Dollars ($1,000,000.00) per claim. Any deductible shall not exceed Fifty Thousand Dollars ($50,000.00) unless otherwise approved by CPA. Coverage shall remain in force for at least one year after the completion of services. 5. Fidelity Bond: To cover a CPA for losses related to employee theft, dishonesty, or fraud. Coverage limit no less than One-Million Dollars ($1,000,000.00)
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 6. Additional Insured: Contractor agrees to endorse Canaveral Port Authority as additional insured with either a CG 2020 Additional Insured Owners, Lessees, or Contractors or CG 2026 Additional Insured Owners, Lessees, or Contractors Scheduled Person Organization endorsement, or similar endorsements, to the Commercial General Liability. 7. Waiver of Subrogation: Contractor agrees by entering into this Contract to a Waiver of Subrogation in favor of Canaveral Port Authority for each required policy herein. When required by the insurer, or should a policy condition not permit Contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then Contractor agrees to notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others or its equivalent. 8. Contractor s Bond: The Canaveral Port Authority may require the contractor to provide financial assurances that the project be satisfactorily complete within the given timeframe. 9. Certificates of Insurance: Contractor agrees to provide CPA a Certificate(s) of Insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect. Contractor must provide proof of insurance in a timely fashion. Failure to comply within 15 days may result in termination of the award and agreement. Tab 8 Tab 9 Tab 10 Tab 11 Non-Collusion Clause (non-scored) Complete the non-collusion clause form included in this package. Public Entity Crimes (non-scored) Complete the sworn statement on public entity crimes form included in this package. Conflict of Interest Disclosure Form (non-scored) Complete the conflict of interest form included in this package. Certificate Regarding Debarment (non-scored) Complete the certificate regarding debarment included in this package.
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 PART VI - SCHEDULE Wednesday August 5, 12 & 19, 2015 Wednesday September 9, 2015 Wednesday September 9, 2015 Monday September 14, 2015 Legal Advertisements Responses to RFQ due 2:00 PM (EDT) Submittals Distributed to Selection Committee Members For Review Selection Committee Meeting to Review Proposals and Prepare Final Rank/Selections (no oral presentations are anticipated) Wednesday September 23, 2015 Approval of Final Ranking/Selections - Canaveral Port Authority Board of Commissioners Meeting
Canaveral Port Authority On-Call Information Technology Services Revised by Addendum 1 dated 8/13/15 EXHIBIT A RFQ SELECTION EVALUATION CRITERIA PROJECT: On-Call Information Technology Services SCORING GUIDELINES: Rater s Score: (Range 0-5) - 0=not included/non responsive; 1= Serious Deficiencies; 2=Marginal Abilities; 3=Adequate, 4=Well Qualified; 5=Exceptionally Qualified. Weighing Factor: A range of 1 through 6, with 1 being of relative lower importance and 6 being relative highest importance. Each number (1 through 6) may be used more than once; however, in establishing weights, the total of all the weighing factors (A D) must equal 20. Weighted Score= Rater s Score multiplied by (x) Weighing Factor. Totals should be calculated for each criterion. Total score = Sum of all weighted scores. CRITERIA TO BE RATED A. Firm Qualifications, Experience and References How long has the company been in business? Has the company done similar work? Level of expertise in subject matter areas? RATER S SCORE WEIGHING FACTOR 6 WEIGHTED SCORE B. Personnel and Staffing Qualifications Qualification and experience of proposed personnel for requested services? On-site availability of team and project manager? 6 C. Rates, Fees and Budget Control Competitive rates and fees proposed? Are proposed budget management and fees clearly defined? 5 D. Clarity and Comprehensiveness of the Proposal Is the proposal clear, comprehensive, and understandable? Maximum points possible=100 A+B+C+D =20 3 Total Points=