REQUEST FOR PROPOSAL (RFP) NUMBER : RFP- IT- 2017-11- IMA SERVICES REQUESTED : Comprehensive IT Infrastructure Management and Network Services CONTRACT TYPE : TBD ISSUANCE DATE : November 1 st, 2017 DEADLINE FOR RESPONSES (Date of Receipt) : November 21 st, 2017 LAST RECEIPT DATE FOR QUESTIONS : November 9 th, 2017 CONTENTS OF RFP : Cover Page Scope of Work Instructions to Bidder(s) CONTACT : Stephen Rigamu 1730 M St NW, Ste 1100 Washington, DC 20036 Stephenrigamu@imaworldhealth.org cc zkific@gmail.com 1
REQUEST FOR PROPOSAL (RFP) - RFP- IT- 2017-11- IMA SCOPE OF WORK IMA World Health is seeking comprehensive managed infrastructure and network services. The winning vendor will provide, 24/7 hardware (server, desktop/laptop), network, and software support and monitoring, servers hosting, help- desk, back- ups, remote access and on- site support, security, and disaster recovery. To accomplish this, it is expected that the winning vendor will be able to work effectively with other vendors (such as proprietary software vendors and internet service providers) to make the IT System a seamless process to the end user. It is also expected that the winning vendor will assist management with long- term planning to keep systems current and functional in the most cost- effective manner possible. Additionally, they will work with IMA World Health IT Manager to develop and implement a day- to- day tracking and prioritization system for IT requests from the various departments. The overall goal of this RFP is to procure long- term, comprehensive, reliable, timely, proactive IT management and support that will promote the mission of IMA World Health. Organization Background IMA World Health is a global, faith- based nonprofit that helps developing communities overcome their public health challenges. The organization is based in Washington, DC with satellite offices in Kenya, Tanzania, South Sudan, The Democratic Republic of Congo, Haiti, and Indonesia. Founded in 1960 as Interchurch Medical Assistance, today's IMA World Health works alongside governments, non- governmental organizations, faith- based and secular agencies to bring the best in science and public health programming to some of the world's most challenging environments. With offices in six countries and more than $100 million in annual revenue, IMA World Health is a vibrant, growing agency working to achieve health, healing and well- being for all. IMA World Health offers sustainable and efficient solutions to health- related problems that are far too common in the developing world. IMA World health believes all people are children of God and thus deserve to lead healthy and productive lives. The founding members of IMA World Health, Protestant Churches and church- based organizations, chose to be intentionally ecumenical to provide health services and to build healthy communities around the world. We can do more together than alone; that spirit of joint action remains foundational to IMA World Health today 2
Overview of Current IMA World Health Technical Environment Number of users: 50 US- based users and at least 300 International based users Network Environment: Hybrid environment Servers: Three servers located in Washington DC office, two in Tanzania Office, two servers in the Kenya office and four servers hosted by the current vendor. Backup: Nightly backup in 5 locations Service Requirements As part of this RFP, the following services are the current priority items for IMA World Health Remote backup Executing a nightly backup plan for the critical servers, including a regularly- tested recovery process. Current data quota is 2. 5 TB Security- Antivirus/malware licensing management SSL VPN Access - For 50 US- based users Server Hosting and Management 7 servers (vendors host 3 of those) Technical support Ability to support IMA World Health s inquiries as required, via help desk, including support for remote users. Workstation Management Approximately 140 users Reporting and communication Ensuring monthly reporting on all, current activities and issues, and project status reports. Implementation planning and guidance Assistance in deployment planning and execution of new technology. Technology strategy planning Working with current IT staff to develop a long- term strategic technology plan. The plan will take advantage of new and existing technologies to produce a pragmatic and effective future roadmap that enables the organization to fulfill its overall mandate in the community. Solution design Solution packages (e.g., hardware, software, licensing) and associated consolidation of data Network monitoring 24/7 monitoring of IMA World Health s network in Washington DC, Kenya, Tanzania and the Democratic Republic of Congo, with proactive communication and escalation protocols based on the severity of any unscheduled outages. 3
Warranty, break fixes and installation Planned and on- call services, including emergency response to server issues. Detailed and Itemized Pricing Include a fee breakdown based on your pricing model. What is the pricing model? Fixed fee, hourly rate, hybrid, other? What services are included in the pricing? Address specifically the following (and feel free to include anything not included in this list): Ø On- site time Ø Help- desk support Ø After- hours support Ø Response time/problem resolution time Ø Travel time Ø Training o Regular in- person business review Ø Regular reporting on system health in business terms Ø Response to major system problems or outages Proposed Approach and Solution Please provide a proposed work plan for migration to your Company as an IMA World Health s preferred vendor. Specifically, provide the following information: i. Key activities ii. Timing iii. Information/resource requirements from IMA World Health iv. Deliverables v. Key milestones, checkpoints, and other decision points Communications and Responses Stephen Rigamu is the designated IMA World Health representative for this initiative. For any information relative to this RFP, please direct all inquiries to: Stephen Rigamu Stephenrigamu@imaworldhealth.org CC zkific@gmail.com 4
References Provide three current corporate references for which you perform similar work. At least one of the references should be a Non- profit comparable to IMA World Health in size and requirements. 5
INSTRUCTIONS TO BIDDERS 1. RFP. This RFP constitutes an invitation to prospective Bidder(s) ( Bidder ) to submit proposals ( Proposal ) for the services described herein. It consists of (1) Cover Page, (2) Scope of Work (3) Instructions for Bidder(s) 2. An open period for submitting questions will begin on the issuance date of the RFP. All questions MUST be submitted to the RFP contact email (Stephenrigamu@imaworldhealth.org / cc: zkifc@gmail.com) no later than close of business on November 9, 2017. Questions will be compiled and responses sent to all Bidders by November 14, 2017. 3. All Proposals must be in the English language, signed and dated by an authorized employee of the Bidder. In additional to require documents requested, proposals can include additional items such, i.e., templates, brochures, media, etc. 4. In order to be considered, the proposals must be received by email (procurement@imaworldhealth.org) no later than November 21, 2017. 5. Bidders are solely responsible to ensure the timely receipt of their proposals. Proposals received after the date and time required will, generally, not be considered unless no other proposals are received. 6. Prospective Bidders are under no obligation to prepare or submit proposals in response to this RFP and do so solely at their own risk and expense. IMA World Health will not reimburse any costs incurred related to this RFP. 7. Proposals may not be altered or corrected after the Date of Receipt, except when IMA World Health at its sole discretion, may permit correction of arithmetic errors, transposition errors, or other clerical or minor mistakes, in cases in which IMA deems that both the mistake and the intended proposal can be established conclusively on the face of the proposal. 8. Proposals must be valid for at least thirty (30) days from the Date of Receipt. 9. In evaluating the proposals, IMA World Health will seek the best value for money. Specifically, proposals will be evaluated on the basis of the following: 6
Technical Proposal Evaluation: a. Quality of project approach, proposed strategy and required resources b. Technical Experience in IT infrastructure management and network services c. Qualifications- Business licenses, credentials, etc. Financial Proposal Evaluation: a. Rates for proposed approach to tasks in scope of work for services rendered. 10. If at any time prior to award IMA World Health deems there to be a need for a significant modification to the terms and conditions of this RFP, IMA World Health will issue such a modification as a written RFP amendment to all competing Bidders. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any RFP term or condition, and no Bidder shall rely on any such statement. 11. IMA World Health is not bound to accept the lowest bid or any proposal and reserves the right to accept any proposal in whole or in part and to reject any or all proposals. 12. IMA World Health shall not be legally bound by any award notice issued for this RFP until a contract is duly signed and executed with the winning Bidder. 7