ADOPTION EXCHANGE ASSOCIATION, INC. REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY SERVICES AND COMMUNICATION SUPPORT SERVICES INTRODUCTION

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1 ADOPTION EXCHANGE ASSOCIATION, INC. REQUEST FOR PROPOSAL INFORMATION TECHNOLOGY SERVICES AND COMMUNICATION SUPPORT SERVICES INTRODUCTION The Adoption Exchange Association (AEA) is a 501(c)(3) non-profit membership organization based in Linthicum, MD. Founded in 1982, AEA is the country's premiere national association of adoption professionals. We connect our members with their peers and contribute to their learning by facilitating the exchange of best practices. We welcome organizations (private and public), retired professionals and students to join the network. Please click here to learn more about membership. AEA has a grant from the U.S. Department of Health and Human Services Administration for Children and Families (ACF) Children's Bureau to manage and oversee AdoptUSKids. The mission of AdoptUSKids is two-fold: to raise public awareness about the need for foster and adoptive families for children in the U.S. public child welfare system; and to assist U.S. States, Territories and Tribes in their efforts to recruit and retain foster and adoptive families and to connect them with children in foster care. AEA also has a grant from the U.S. Department of Health and Human Services Administration for Children and Families (ACF) Children's Bureau to manage the Adoption Recruitment Campaign and Response Initiative. The mission of this initiative is to establish a multimedia national Public Service Adoption Recruitment Campaign to promote the adoption of children from the public child welfare foster care system, to ensure that these children have permanent adoptive homes with loving families, and to establish a support system for States in the utilization of the newly established media resources and in appropriate recruitment response mechanisms. AEA operates AdoptUSKids as a collaborative enterprise along with five other organizations. As the lead agency for AdoptUSKids, AEA works closely with the Children's Bureau regarding the definition and revision of the activities to be performed across the project as part of the cooperative agreement, and is responsible for program and budget reporting to the Children's Bureau and ACF's Office of Grants Management. STATEMENT OF NEED The purpose of this RFP is to solicit proposals for services to: A. Support AEA s existing IT equipment, software and future IT needs; and B. Support AEA s VOIP communications system. A. Information Technology AEA has eight (8) full-time employees who work in its Linthicum MD headquarters (local staff) and three (3) who work more than 60%-100% from their home offices in Maryland, Nebraska, and California (remote staff). Five (5) Linthicum office staff are connected by cable and by wireless router to AEA s server (located in the Linthicum office) while they are working in the office and three (3) Linthicum staff use laptops. The employees in Nebraska and California use

2 laptops. The Linthicum office also has a laptop computer that is used for presentations in and outside of the office and can be used when assigned desktops are being repaired. 1. Current IT equipment and services: See Attachment IT services needed: Diagnose and repair all hardware/software problems by phone, remote access and/or in-office visits Provide and maintain antivirus and malware protection and updates on all computers Monitor AEA server to ensure optimal operation Ensure that all PCs are protected from intrusions, lost data and unauthorized access Ensure that all remote staff computers have access to AEA server Support peripherals, PDAs and tablets Provide software license management 3. Future IT services needed: Install software upgrades as needed Make recommendations for desktop/laptop replacements when needed Create and implement a standard software profile for all computers Inventory and evaluate all computers to ensure that they match the software profile Recommend other improvements to smooth operations, increase efficiency and increase uptime Audit AEA s technology inventory when requested and provide a carefully considered set of recommendations to upgrade AEA s infrastructure Recycling service: o Removal of obsolete computer equipment & peripherals o Certify destruction of proprietary data on hard drives o Provide a certificate of recycling/destruction as needed o Complete de-manufacturing and recycling of obsolete equipment and components o Inventory and issue a receipt for material o De-manufacture all non-usable monitors/televisions for recyclable materials o Ensure that no material is land-filled B. Communications AEA has a VoIP communication system with voic that is provided by icore Networks. It is used by all staff and by two employees of one of AEA s AdoptUSKids collaborating partners. The inventory consists of twenty-one (21) Polycom VVX 500 phones and one (1) Polycom Sound Station IP 6000 conference phone. The vendor who is selected to be AEA s IT service provider must be well versed in VoIP technology and will work together with icore to resolve any communications-related issues that involve AEA s IT system. VENDOR REQUIREMENTS Responding vendors should describe their organization and outline how this qualifies the organization to be responsive to all the requirements of the RFP. Vendors should include their company size, customer service structure, number of employees, technical licenses or certificates relative to the products and services being offered. AEA RFP for IT and Communication Support Services 1

3 Vendors should describe their staff experience in providing similar services and products described in the RFP in sufficient detail to demonstrate their ability to perform the activities outlined in the Statement of Need. Vendors shall provide a minimum of three (3) trade references including names of persons who may be contacted, position of person, addresses, and phone numbers where IT and communication products or services similar in scope to the requirements of this RFP have been provided. EVALUATION CRITERIA AEA is looking for one company to provide all of the services listed in the Statement of Need. Following receipt and review of the proposals by AEA, selected firm(s) may be invited to an interview at AEA s offices and to make on-site presentations of their proposed solution and to present their proposal in detail. Those directly responsible for the design of this project will be expected to attend. The decision to interview the respondents will be at AEA s sole discretion based on evaluation of each respondent's proposal. AEA reserves the right to reject any and all proposals, and to waive any irregularities of information in the evaluation process. The final decision is the sole decision of AEA and the respondents to the RFP have no appeal rights or procedures guaranteed to them. Although AEA may conduct interviews to select among the final candidates, it is not AEA s intent to seek extensive clarification of the proposals received. Therefore, it is to the benefit of the respondent to provide an explicit, detailed, and complete discussion of the work in the proposal. The successful vendor will be chosen through a qualitative review of these factors: 1. Companies should possess knowledge, expertise and experience in the planning, project management and execution of the services for which they are responding for. 2. Experience and past performance. 3. Capability of proposed solution. 4. Cost of services provided. A standard scoring sheet will be used to evaluation each proposal. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS The proposal shall clearly address all of the information requested herein. Since the written proposal will weigh heavily in the evaluation process, information submitted should be complete and provide a convincing case that the vendor can perform high quality work within schedule and budget constraints. Proposals are to be prepared at vendor s own expense. All vendor communications concerning the overall RFP and questions regarding specific sections of the RFP should be directed to the RFP Coordinator listed below. AEA RFP for IT and Communication Support Services 2

4 The proposal shall be sent to the RFP Coordinator Contact listed below, to be received no later than November 17, 2017 Contact Information: John Zabetakis Adoption Exchange Association, Inc. 605 Global Way, Suite 100 Linthicum, MD Telephone: The proposal must be submitted as a MS Word document and organized in the following manner with the subject headings and sequence indicated: 1. Introduction 2. Experience and Past Performance 3. Organization and Personnel 4. Proposed Solutions Based on Statement of Need 5. Pricing, Hourly rates and Other Fees 6. References SELECTION PROCESS SCHEDULE The schedule of the selection process is as follows: October 31, Release of the RFP November 17, RFP Responses Due December 1, Invitations to be sent to selected firms to present to AEA December 8, Notification of Selection Results January 1, Contract Starts ADDITIONAL INFORMATION AEA reserves the right to reject any and all proposals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate AEA to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate AEA to accept or contract for any expressed or implied services. The successful vendor must comply with AEA s equal opportunity requirements. AEA is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. AEA RFP for IT and Communication Support Services 3

5 ATTACHMENT 1 Desktop/Laptop Current In Use Make/Model OS Location Desktop HP Pavillion 500 Windows 8.1 MD Office Laptop Dell Inc. Inspiron 7573 Windows 10 MD Office Desktop Hewlett Packard t Windows 8.1 MD Office Laptop Dell Inc. Inspiron 5547 Windows 8.1 Remote Laptop Dell Inc. XPS 13 Windows 10 Remote Laptop HP Pavilion 15 Notebook PC Windows 8.1 MD Office Laptop Dell Inspiron Series 7437 Windows 10 Remote Laptop Dell Inc. Inspiron 7573 Windows 10 Remote Laptop Dell Inc. XPS 13 Windows 8.1 Remote/MD Office Laptop Dell Inspiron 15, 5000 series Windows 10 Remote Laptop HP Pavilion G6 Notebook PC Windows 8.1 MD Office Desktop/Laptop Out of Circulation Make/Model OS Location Laptop Vostro 1500 (Intel Dual Core) MD Storage Desktop Vostro 270 (i3 Intel) Windows 8.1 MD Storage Desktop HP Pavillon (i3 Intel) Windows 8.1 MD Storage Desktop Dell Optiplex 3020 (i5 Intel) Windows 8.1 MD Storage Desktop HP Pavillon (i3 Intel) Windows 8.1 MD Storage Desktop Vostro 270 (i3 Intel) Windows 8.1 MD Storage Desktop Vostro270 (i3 Intel) MD Storage Desktop/Laptop Server Make/Model OS Location Server Desktop Dell PowerEdge T320 Hyper V MD Office Server Desktop Dell PowerEdge T320 Hyper V MD Office Monitor and Accessories Make/Model OS Location Printer HP Laserjet 1020 Printer n/a Remote Monitor AOC E950SW 18.5" LED Monitor n/a Remote Monitor Acer S200HL 19" Monitor n/a Remote Printer HP Office Jet 8600 Printer n/a Remote Monitor Acer S230HL Monitor n/a Remote Printer HP Laserjet P1102W Printer n/a MD Office Monitor Dell P2417H Monitor n/a MD Office Printer HP Laserjet 1022n Printer n/a MD Office Monitor Dell P2017H Monitor n/a MD Office Printer HP Laserjet P1006 Printer n/a MD Office Monitor Dell S2440L Monitor n/a MD Office Printer HP Laserjet 1020 Printer n/a MD Office Monitor Dell P2417H Monitor n/a MD Office Printer HP Laserjet P1006 Printer n/a MD Office Monitor HP W2072a Monitor n/a MD Office Monitor Samsung 22333sw Monitor n/a MD Office Printer HP Laserjet P1102w Printer n/a MD Office Docking Station Targus Display Link Docking Station n/a MD Office Monitor Dell U2414H Monitor n/a Remote Printer HP Laserjet P1102w Printer n/a MD Office Monitor HP Pavillion 22xi Monitor n/a MD Office Docking Station Kensington Docking Station n/a MD Office Monitor GPX 17" Monitor n/a Remote Printer HP Laserjet 1018 Printer n/a MD Office Monitor Server only Dell M782P Monitor n/a Server Closet Monitor Server only Dell E1914H Monitor n/a Server Closet Printer Laserjet P1102w Printer (Small Conference Ro n/a MD Office Network Switch Switch for network connectivity Netgear Prosafe 24 port GIG switch Server Closet Firewall Connectivty bridge between internal assets and internet provider (Comcast) Watchguard XTM 25 W Server Closet Polycom Phones VOIP Phones (11 13) VVX500 Various Polycom Conference Phone VOIP Conference Phone Soundstation IP 6000 MD Office TV Conference TV/Video Samsung 58" MD Office Monitor Accessories Out of Circulation Monitor Acer x183hv x2 Monitor n/a MD Storage Monitor Acer V206HQL X3 Monitor n/a MD Storage Monitor Acer AL1916WA Monitor n/a MD Storage Monitor Acer G205HV Monitor n/a MD Storage Monitor Dell E198FPb Monitor n/a MD Storage Monitor Dell E1914H Monitor n/a MD Storage Monitor HP W2072a Monitor n/a MD Storage Printer HP Officejet 4500 Printer n/a MD Storage