Request For Proposals Information Technology Services IT Health Check 1.0 INTRODUCTION The City of Fort St. John is one of the fastest growing cities in Canada and is located in the Peace River Region of North Eastern British Columbia. The City s Information Technology infrastructure has grown over the years on an as needed basis and is now at the point of requiring re-architecting the overall IT architecture in a structured approach. The City is currently exploring options for the replacement of elements of its Information Technology infrastructure. The City of Fort St. John provides a comprehensive range of services to its citizens and businesses. The administrative component of the City is led by a City Manager, who is appointed by Council as the Chief Administrative Officer. The Finance Manager oversees the financial operation of the City. The City is comprised of Departments, each headed by a General Manager. The chart in Appendix A below illustrates the various departments. 2.0 SCOPE OF THE PROPOSAL The City is looking for an independent review followed by a set of recommendations that will improve the City's Information Technology infrastructure, establishing a solid utility for the delivery of innovative business process improvements and for effective and efficient delivery of high quality City services. The set of recommendations will allow for the planned replacement of elements of the City's Information Technology infrastructure, to progressively meet the current and future needs of its internal and external clients. 3.0 SCOPE OF CONSULTANT SERVICES 1) Document current and future state infrastructure (hardware and software) to gain an understanding of products and services cost and time estimates to close the gap. 2) Assess the health of the City s Information Technology infrastructure with specific focus given to cost of ownership, long term supportability, system complexity, funding capacity, systems performance, security, reliability, robustness and capacity for future growth. 3) Assess the City s current Information Technology infrastructure capabilities and management against the best practices of comparable and larger progressive jurisdictions and industry best practices. 4) Identify strengths and weaknesses of the City s existing and proposed Information Technology infrastructure and architecture for meeting the City s service requirements by conducting a preliminary evaluation, with a provision to provide a more detailed evaluation at a later date. 5) Provide a comprehensive proposal for services. 1
4.0 INFORMATION TECHNOLOGY INFRASTRUCTURE HEALTH CHECK OUTCOMES A set of recommendations that will position the City to progressively meet the current and future needs of its internal and external clients will include: 1) Optimal portfolio of infrastructure required for effective and efficient service delivery 2) Optimal level of security and privacy enhancements; 3) Any other matters that should be considered to ensure that a comprehensive analysis is undertaken and a complete set of recommendations emanate from the work. 4) Presentation of recommendations to the City. 5) Written report on the above complete with recommendations. 5.0 CURRENT INFORMATION TECHNOLOGY SERVICES The IT Department is responsible for enabling internal users with appropriate technology, information, applications, architecture, and business consultation to maximize business effectiveness through investment in Information Technology. The IT Department is responsible for providing City departments with business technology research, consulting, analysis, deployment, operations, maintenance, and related customer service. The IT Department provides high quality business technology services to support City operations and enable internal users with appropriate technology, information and applications to facilitate the efficient and effective delivery of City business services to external customers. Key services provided include: Management services to assist with the planning and delivery of solutions that City departments require Vendor Management to ensure high quality delivery from vendors is achieved Planning, management and sustainment of various IT business systems Integration of the various IT business systems to ensure a smooth flow of information within the organization Management and stewardship of the numerous IT and other assets that are administered on behalf of the organization Provisioning of a scalable, secure and high performing infrastructure to enable City IT business systems to run efficiently and effectively Provisioning of desktop, mobility, telephone and other technologies to enable easy and seamless access to IT business systems Service management to ensure clients have the ability to report issues and make requests for service 2
6.0 SUBMISSION REQUIREMENTS Please prepare your proposal in accordance with the following requirements. The RFP Process will follow the timeline as outlined below: RFP Posting July 8, 2016 Inquiries July 8 to July 15 Proposal Submission Deadline July 18, 2016 Score Vendor Submissions July 19 to July 28 Award Contract Aug 2, 2016 Completion of Work On our before September 30 A. Transmittal Letter The proposal shall be transmitted with a signed cover letter describing the Proponent s interest and commitment to the proposed opportunity. The letter should include the name, title, address, email address and telephone number of the individual to whom correspondence and other contacts should be directed during the consultant selection process. Address the proposal and cover letter as follows: ATTENTION: Mr. Martin Mesman IT Manager, Information Technology City of Fort St. John 10631 100th Street Fort St. John, BC. V1J 3Z5 B. Proposal The proposal shall not exceed a total of the equivalent of 20 single sided, 8.5 x 11 pages. The proposal should outline, in general terms, your understanding and proposed approach for providing the services, including a projected planning timeline related to the above noted deliverables. It is expected that the team would include 3-4 consultants on site and take no more than three to four weeks to complete. C. Experience and Qualifications Resumes and supplemental information should be included in an appendix. Provide a description of the Proponent s experience and qualifications that contribute to the success of the delivery of services. Provide information and descriptions of similar work in a Municipality that the Proponent has completed. D. References Provide at least three references (names and current phone numbers) from recent work (previous five years) similar to this project. E. Submission of Proposals All submissions must be received by the City by 4:00pm local time MST, July 18, 2016. Late submittals will not be accepted. Electronic proposals will be accepted and must be confirmed received prior to the above noted deadline to mmesman@fortstjohn.ca. 3
Hard copies of the proposal must not be hand written and shall be in a clearly marked envelope marked as Request for Proposals: IT Health Check and addressed to the City of Fort St. John, 10631 100th Street, Fort St. John, BC. V1J 3Z5, ATTN: Martin Mesman F: Scoring Matrix Vendor Profile Vendor qualifications for the scope of work 20% Cost for Services Overall budget / Cost 30% Resources Quality of practioner skills supporting project work in resume 20% Suitability References articulate knowledge of scope of work with 20% significant experience and demonstrated ability to complete the statement of work Value Add 10% G: Quote for Services $ H: Consultant Services (on Demand) The City may require additional consulting services to support projects after award through to completion of Services. Vendors should include in the hourly rate for all costs for travel, hotel and incidentals for any requested consultant services. I: Contract Extensions The City may extend the services for up to a maximum of 4 additional terms of one year each beyond the term of this agreement, at the sole discretion of the City. Consultant Types Project Manager (Senior) Project Manager (Junior) Business Analyst (Senior) Business Analyst (Junior) DBA (Senior) DBA (Junior) Network Analyst (Senior) Network Analyst (Junior) Management Consultant (Senior) Management Consultant (Junior) Software Analyst (Senior) Software Analyst (Junior) Hourly Rate The City reserves the right to reject any or all Proposals regarding this project, to waive irregularities and/or informalities in any Proposal, and to make an award in any manner, consistent with law, deemed in the best interest of the City. The City reserves the right to negotiate terms and conditions with the successful Proponent. 4
APPENDIX A City of Fort St. John Organization Chart 5
APPENDIX B - General Information The City has: Key areas of the City s technology infrastructure include: 210 employees, Wide Area Network Services 129 desktops / laptops Storage Area Network Services 78 mobile devices, Desktop Operating System 16 virtual servers, MS Office 2010-2013 14 physical servers, Exchange Email System 110 network devices Copy Print Scan Peripherals 145 VOIP phones Directory Services Over 30 applications and services System Management Services Data Centre Internet Service Provider Services Local Area Network Corporate Wireless Services Application Environments Database and Middleware Mobile Devices Management 6