Request for Proposals Information Technology Support Services
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1 VILLAGE OF HARWOOD HEIGHTS, ILLINOIS Request for Proposals Information Technology Support Services Posted March 2, 2007 Proposals will be received by the Village of Harwood Heights for Information Technology Support Services for the Village Hall, Police Department, and Public Works. Interested vendors shall submit an original and ten (10) copies of the proposal response documents and any additional information to: Village of Harwood Heights Attention: Manager of Finance and Information Technology 7300 W Wilson Avenue Harwood Heights, IL Proposals must be submitted by Friday, March 23, There will be an optional pre-proposal conference on Wednesday, March 7, 2007 at 10:00 AM. Vendors are cautioned to provide as much detail as possible in their proposal pertaining to their capability and experience among other considerations. The Village will use a qualification based selection process to select a vendor for this project. The Village of Harwood Heights reserves the right to reject any or all proposals, to waive informalities in the proposal process, or to accept any proposal considered most advantageous to the Village of Harwood Heights. Proposals will be public information after contract award. Please direct all inquiries to: Larry Noller Manager of Finance and Information Technology 7300 W Wilson Avenue Harwood Heights, IL nollerl@harwoodheights.org
2 VILLAGE OF HARWOOD HEIGHTS, ILLINOIS Request for Proposals Information Technology Support Services INTRODUCTION Overview The Village of Harwood Heights provides municipal services to approximately 8,300 residents. The Village has computer networks located in the Village Hall, Police Department and the Public Works building. The Village contracts with a consultant to provide ongoing support, maintenance and troubleshooting of existing systems and to assist with implementation of new technologies. The Village network runs on a Windows platform. Most workstations are running the Windows XP operating system. The Village currently utilizes Microsoft Outlook 2002 with one Exchange Server 2003 for its system. Village Hall Police Department Public Works Workstations Panasonic DVR Servers Laptops 1 29 Mobile Data Terminals 0 Users Printers 1 Dot Matrix 1 Dot Matrix 1 Ink Jet 4 Laser Jet 5 Laser Jet 8 Ink Jet 3 Laser Jet Internet Comcast Cable AT&T T1 Comcast Cable Connection Networking Primary Applications 2 Cisco Switches 1 Cisco Firewall MS Office Fundware MicroBiz Utility Billing 2 Cisco Switches 1 Cisco Router 1 Cisco Firewall 911 Communications MS Office Valor RMS PIPS RMS Digital Video Recording Bloodhound Mobile Crash Reporting None MS Office Scope of Work The successful contractor will be on call to provide technical assistance and system administration to the Village and provide general professional services on an as-needed basis primarily during normal business hours: Monday to Friday 8:00 a.m. to 5:00 p.m. Vendor must guarantee a 2-hour response time for emergency situations at all hours. The chosen vendor will work closely with the Manager of Finance and IT for Village Hall and Public Works operations and with the Police Commander for 911 Communication for the Police operations. The vendor must be familiar with local government and public safety technology.
3 Specific responsibilities include, but are not limited to, the following: 1. Desktop Applications Support Perform basic support functions including installing PCs, laptops, PDAs, printers, peripherals, and office automation software, diagnose and correct desktop application problems, configure computers for standard applications and identify and correct end user hardware problems, and perform advanced troubleshooting. 2. Server and Workstation Administration Services Manage computer systems and networks including complex applications, database, , web and other servers and associated hardware, software, communications, operating systems necessary for the quality, security, performance, availability, recoverability, and reliability of the Village systems. Ensure scheduled preventive maintenance for equipment is properly and promptly performed and maintain the maintenance records on the equipment. Manage changes, upgrades, and patches. Manage user logins and security. Coordinate repair and maintenance work with contracted repair vendors if needed and ensure repairs are conducted in a timely fashion. 3. Network Administration Services Maintain all Village network equipment including switches, firewalls, routers, and other security devices. Perform installation and maintenance of printers, network copiers/scanners, etc. Ensure maintenance of network including regular analysis, routine configuration changes, and installation of patches and upgrades. Perform minor cabling as needed. 4. Security Maintain virus detection programs on Village servers, and all other Village computers and laptops. Perform security audits as requested and notify Village personnel immediately of suspected breaches of security or instruction detection. Configure Village systems to enable remote access in a secure environment and provide remote access administration as requested by designated Village personnel. 5. Data Backups Ensure all Village data is backed up and available for restore when needed. Maintain offsite backups of all system data in a secure environment. Schedule of RFP Activities The following table presents the planned schedule for major activities associated with the RFP process. The Village reserves the right to change the schedule of activities. Activity Date Issue RFP to vendors March 2, 2007 Optional Pre-Proposal Conference at Village Hall March 7, :00 AM Proposal due from vendors March 23, 2007 Interviews with selected vendors Week of March 26, 2007 Recommendation to Village Board April 4, 2007 Contract award April 26, 2007
4 Evaluation of Proposals The Village plans to evaluate proposals based on the criteria listed below. Each vendor must include in their proposal a detailed response to all criteria. Proposals must specifically reference each criteria number. 1. Approach and Methodology: A description of how the consultant will complete the scope of work described in this RFP document. 2. Work Plan and Availability: Details on approach to the support required, how staff will be assigned. 3. Profile: Provide a description of company and its history. 4. Project Staffing: Identification of the qualifications and experience of key staff who will be directly involved in supporting the Village. Indicate specific software and hardware knowledge level. 5. Price: The Village is seeking a single contract price to cover the scope of work described in this proposal for the period of May 1, 2007 to April 30, 2008 with an option to renew for two additional years. The proposal price shall be broken down by amount attributed to Village Hall, Police Department and Public Works. Vendors must specifically list any services not covered in the proposal price. Vendors must list the total number of normal business hours and after hours service included in the contract for the Village Hall, Police Department, and Public Works. Vendors must also complete the Price Response Form included with this packet. 6. References: Provide the names and contact persons of at least five clients where similar work has been provided as contained in this RFP. 7. Statement of Material Litigation: Provide a statement on whether or not the company is currently involved with any material litigation, arbitration, or bankruptcy proceedings, or has been within the past three years directly or indirectly. 8. Compliance with General Terms and Conditions: The successful vendor will be required to meet the following conditions for a contract award: EEO statement, Certificate of Insurance for Liability and Workman s Compensation Insurance.
5 VENDOR NAME VILLAGE OF HARWOOD HEIGHTS, ILLINOIS Request for Proposals Information Technology Support Services Response Documents (Attach additional information as needed) CONTACT NAME CONTACT PHONE NUMBER CONTACT ADDRESS CONTACT FAX NUMBER CONTACT ADDRESS PROPOSAL PRICE Total: $ Village Hall: $ Police Department: $ Public Works: $ NUMBER OF BUSINESS HOURS SUPPORT INCLUDED IN PROPOSAL PRICE Total: Village Hall: Police Department: Public Works:
6 NUMBER OF AFTER HOURS SUPPORT INCLUDED IN PROPOSAL PRICE Total: Village Hall: Police Department: Public Works: FEE FOR ADDITIONAL HOURS OVER CONTRACT Business Hours: $ per hour After Hours: $ per hour I HAVE READ AND UNDERSTAND THE RFP INSTRUCTIONS AND AGREE TO THE TERMS DEFINED WITHIN. Signature: Date:
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