115 South Robinson Street Tehachapi, CA 93561 661-822-2200 www.tehachapicityhall.com Request for Qualifications IT Services Acquisition Schedule The Acquisition Schedule is as follows. The City of Tehachapi reserves the right to revise the Schedule or other portions of this as necessary. Description Date Release Solicitation Aug 19, 2014 On-site Evaluations by Vendors Sept 1-4, 2014 Statements of Qualifications (SOQ s) Due Sept 11, 2014 by 5:00 PM Anticipated Award Date Sept 17, 2014 Expected Period of Contract: An annual contract beginning September 29, 2014 through June 30, 2017. Option to Extend Contract Period: At its sole discretion and with agreement of the selected contractor, the City of Tehachapi may renew any contract awarded as a result of this for additional terms in whatever time increments the City of Tehachapi deems necessary.
BACKGROUND INFORMATION The City of Tehachapi is a municipal corporation that operates under an elected fivemember City Council. The City s Administration Department is responsible for providing Information Technology (IT) services to a staff of approximately 60 employees. The City of Tehachapi uses a wide variety of systems including but not limited to Windows SQL, Windows Server 2008, Microsoft Exchange Server, Cisco switches, routers & VOIP phone system, RIMS, Laserfiche, Linc Plus Access Control, Dell and HP enterprise level Servers, Mikrotik Routerboard 1200 Firewall, and Windows based desktop operating systems which consists of Windows XP, Windows 7 Professional and Windows 8. The City of Tehachapi has 8 locations and consists of approximately 85 user workstations (60 stationary & 25 mobile), 10 servers, and 3 local/remote SAN. OBJECTIVE The City of Tehachapi is soliciting Statements of Qualifications (SOQ s) from experienced and qualified vendors for Information Technology support services. The qualified vendor must show possession of skills necessary to maintain and improve our effectiveness, enhance our quality of services, minimize down time and support costs, ensure security of data and maximize return on investment in IT. It is the intent of the City to contract for said information technology services from a qualified contractor for an initial 3-year period. I. EXPERIENCE/QUALIFICATIONS Staff with MCSE Certifications. Staff with CCNA or CCNE Certifications. Staff with a CISSP or equivalent certification. Ability to demonstrate experience with Dell and Cisco hardware on previous engagements. Ability to demonstrate experience with Mikrotik Routerboard 1200 Firewall on previous engagements. Ability to demonstrate experience with Microsoft Office 2010, Exchange Server 2010, Windows Server 2008 (all versions), Microsoft SQL, and Linux on previous engagements. Ability to demonstrate experience with Cisco Telecommunications and 911 systems on previous engagements. Ability to demonstrate experience with RIMS software on previous engagements. Ability for assigned staff to pass a background check.
II. VENDOR SERVICE REQUIREMENTS The vendor must be able to provide services with regard to server and network management, network security, assistance in the continued implementation of business continuity and disaster recovery directives, and support to City of Tehachapi staff. The following details the minimum services to be provided to the City of Tehachapi in the area of information technology services: A. Annual Assessment i. With the assistance of City staff, compile an inventory of all information technology assets, assess system assets for viability, software and maintenance agreements, hardware warranties, and make recommendations for improving City-wide IT system performance and purchases for the upcoming fiscal year. B. Server Administration Services i. Administration of computer servers and associated hardware, software, communications and operating system necessary for the quality, security, performance, availability, recoverability, and reliability of the system. ii. Monitor server performance and capacity management services. iii. Ensure scheduled preventive maintenance on equipment is promptly performed; assist in development of backup plans and procedural documentation. C. Network Administration Services i. Management of network equipment including switched, firewalls, routers, VOIP phone system and other security devices. ii. Management of backups, disaster recovery and business continuity processes. iii. Management of group policy, software updates, the monitoring of network performance and capacity management services. D. Security i. Administration of virus/malware detection and spam reduction programs and hardware and email archive system. ii. Administration of Mikrotik Routerboard 1200 Firewall and UTM. iii. Administration of all City of Tehachapi servers which includes but is not limited to all versions of Windows Server 2008, Exchange 2010, and SQL. iv. Assist the City of Tehachapi in complying with best practices as well as Criminal Justice Information Systems (CJIS) requirements related to Police Department operations.
E. Strategic Planning i. Make recommendations for future purchasing and technology needs. ii. Assist with technology policy formation and application. F. Onsite Support i. Provide onsite support as work load dictates. G. Deliverable Reporting Annual Reports i. Annual Asset Inventory Assessment and Recommendations. ii. Annual Security Assessment Report. iii. Annual Strategic Planning Report. Monthly Reports i. Server Administration duties performed summary report. ii. Network Administration duties performed summary report. iii. Security and BCDR duties performed summary report. III. COMMUNICATION THROUGH ADMINISTRATION DEPARTMENT It is the responsibility of potential bidders to carefully read, understand and follow the instructions contained in this solicitation document and all amendments to the solicitation. Upon release of the RFQ, all Vendor communications concerning this acquisition must be directed to the coordinator listed below. Coordinator Ashley Whitmore Address 115 South Robinson Street, Tehachapi, CA 93561 Phone 661-822-2200 x 101 Fax 661-822-8559 E-mail awhitmore@tehachapicityhall.com On-site evaluations can be scheduled with Grace Benedict, Office Assistant at 661-822- 2200 x 103. The on-site evaluations will be available beginning Monday, September 1, 2014 and ending Thursday September 4, 2014. The times available for evaluations vary and are at the availability of the City of Tehachapi.
IV. PROPOSAL SUBMISSION A. Each Vendor may submit only one SOQ in response to this RFQ. B. You must respond to every section in the specifications except where otherwise noted. Your response must be sufficiently detailed to substantiate that services and staffing offered meet the requirements of the RFP. Vendors must respond to each item/paragraph using the same headings as detailed within this documents. Be succinct, concrete, and use quantified descriptions whenever possible. C. Please provide the following information for the City of Tehachapi: Company name, address and telephone number. Briefly state your understanding of the services to be performed and make a positive commitment to provide services as specified. Length of time in business. Total number of clients and total number of public sector clients. Number of full-time personnel and number specifically assigned for server and network support. Identify names and major certifications of key personnel who will actually provide the information technology services. Summarize the experience and technical expertise of these staff. Please reference section I. EXPERIENCE/QUALIFICATIONS and identify which personnel will meet these requirements. The local availability of the staff providing these services will be an important consideration, describe how this need be met by the support staff selected to service the City of Tehachapi account. Location of the office that would service the City of Tehachapi account. Describe the approach that will be implemented in order to provide the services as defined in each section of II. VENDOR SERVICE REQUIREMENTS Annual Assessment Server Administration Services Network Administration Services Security Strategic Planning Onsite Support Deliverable Reporting Server and Network Support Services
When is support available (indicate xx a.m. to xx p.m. and the days of the week)? How are charges for support structures documented and tracked? What is your problem escalation process? a) Initial problem identification. b) Determination of priority and severity of problem. c) Steps for resolving problem escalation when a solution is not forthcoming or an implemented solution is unsatisfactory. d) Indicate your response time goals and your statistics regarding meeting that goal. Explain your experience in the support of the specialized technology required in servicing Police departments at a municipal level. These technologies include the RIMS system, mobile technology that is utilized within the department vehicles and potential 911 systems. Describe your company s availability with regard to support services for this department. This department functions around the clock, 24/7, 365 days a year. Should an event take place that required immediate attention during non-routine business hours, how will this be responded to? References Vendors must also provide a minimum of three relevant references, preferably city, county or state agencies of recent clients for whom your firm has performed similar services within the past three (3) years, specifying: a) Client name b) Contact person and contact person s title c) Contact person s address, phone number, fax number and e- mail address The City of Tehachapi reserves the right to contact any references provided by the Vendor. D. Vendors must submit their Responses in both print and electronic formats as follows (no e-mail responses will be accepted): Two (2) complete hard-copies. One (1) complete electronic copy formatted in Microsoft Word version 2010. Ensure that the media is labeled with the date, title and Vendor s name and packaged with the original copy of the proposal. Do not submit in PDF format.
E. Proposals are due on Thursday, September 11, 2014 by 5:00 pm. Late proposals will not be accepted. All proposals and any accompanying documentation become the property of the City of Tehachapi and will not be returned. V. INCORPORATION OF PROPOSAL INTO CONTRACT An agreement with the highest rated firm will be negotiated. If an agreement cannot be reached, the second consultant will be approached. VI. COSTS OF PROPOSAL PREPARATION The City of Tehachapi will not pay any Bidder costs associated with preparing or presenting any proposal in response to this RFQ. VII. PROPOSAL EVALUATION The evaluation criteria for the RFQ will reflect a wide range of considerations. The primary objective of this RFQ is to select a reliable, experienced service provider who will provide comprehensive and responsive services required by the City of Tehachapi. After review by a panel of City employees, a select number of consultants will be contacted for interviews. A. The City reserves the right to reject any or all SOQ s. B. The City has the right to waive informalities or irregularities in a proposal received and to accept the proposal which in the City s judgment is in the City s own best interests. C. The City reserves the right to request clarification of information submitted and to request additional information from any proposer. VIII. EVALUATION OF CRITERIA Qualifications of personnel 30% Similar/Related experience 30% Approach to contract work 20% Proximity to Tehachapi, availability of staff & emergency response time 20%