Planning Commission Mtg
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Fillmore City Request for Proposal for Information Technology Services: Fillmore City Request for Proposals For Information Technology Services Submittal Due Date: May 15, 2024 Fillmore City (“City”) is soliciting proposals from qualified professional vendors for Information Technology support services on a contractual basis. The qualified vendor will maintain the City’s network, servers and related services, and PC’s in good running order, answer questions or help staff when necessary and assist with other IT issues, including but not limited to,; security, training, wiring standards, and planning for the future. Qualified Professionals should be able to demonstrate active management of municipalities like Fillmore City and be familiar with all the required compliance standards the City is required to follow. Introduction/Background. The City is requesting proposals (sometimes referred to as “Request,” “Proposal” or “RFP”) from qualified firms/individuals (“Proposer”) to provide the information technology services (“IT Services”) for the City. The City was incorporated on January 12, 1867. The City is setting up an RFP to allow qualified vendors to apply to manage the City’s IT Services. The successful Proposer will need to be flexible and be able to provide turnkey IT Services, including but not limited to; installation, set up, security, communication, and maintenance of all computer system. Proposal Requirements.An electronic (PDF format) copy of the Proposal must be submitted via email to City Recorder/Administrator, Kevin Orton, as listed below, no later than 4:00 p.m. local time on May 15, 2024. Other than the PDF version of the Proposal, there is no specific format for use when submitting responses to this Request. Any response, modification, or amendment received after the due date and time is late. No late response, modification, or amendment will be accepted. No other Responses (facsimile, hard copy, or telegraphic) will be accepted. Proposals must include the following elements and be signed by an authorized representative of the Proposer: 2.1 Introductory Letter. An introductory letter expressing an interest in providing the IT Services should be included. The introductory letter should be addressed to: City Recorder/Administrator Kevin Orton recorder@fillmorecity.org Fillmore City 75 West Center St. Fillmore, UT 84631 Include an e-mail address for the primary contact of the Proposer. 2.2 Qualifications. The Proposer’s demonstrated ability to perform the required IT Services as described in this RFP. The Proposer’s indication of the understanding of the purpose and scope of the proposed IT Services shall be evidenced by the quality of the Proposal submitted. Identify the type of business (corporation, partnership, sole proprietor, etc.) under which the Proposer operates, date business started, and license number to do business in the State of Utah. Indicate the address for the office that would provide the IT Services and location of headquarter office. Indicate the number of employees in the office providing the IT Services. 2.3 Relevant Experience. Provide detailed relevant experience for services of similar scope and comparable size and complexity including other governmental agencies which shall include the following: name of client, contact person and current phone number, brief description of project, date, total contract amount, and any other pertinent information regarding the experience. The City may contact any or all of your clients for a reference. 2.4 Schedule. Provide a brief history of the Proposer’s past experience and the ability to complete projects in a timely manner. Provide a time schedule stating when the key tasks of your Proposal would be completed. This Section should demonstrate the Proposer’s ability to timely provide IT Services. 2.5 Cost. The Proposal must include a fixed fee for IT Services. An hourly rate should be listed for additional services should they be required. The City is not willing to pay an hourly fee for travel time. Identification of Anticipated Potential Problems. Proposer should identify and describe any potential problems with respect to providing the IT Services. Evaluation Criteria and Scoring Process. All Proposals received will be reviewed and scored by a Review Panel (defined below). Each evaluation criterion has been given a percentage based on its relative value as a whole. The criteria and each associated percentage are as follows: Evaluation Criteria Weight Qualifications 20% Project Team 10% Relevant Experience 25% Schedule 20% Cost 25% Total 100% Selection. Discussions may be conducted with Proposers determined by the City to be reasonably susceptible of being selected for the award. In addition, one or more Proposers may be invited to interview. Provided, however, that Proposals may be accepted without discussion or interview. The above criteria will be used unless modified in the interview evaluation. A Review Panel or individual(s) may be appointed to evaluate proposals and make recommendations (referred to hereinafter as “Review Panel”). The Review Panel reserves the right to modify the interview criteria during the course of this process. If such modification occurs, each Proposer being interviewed will be notified at least twenty-four (24) hours prior to the interview of the revised criteria. Based on the results of discussions, if any, interviews, if any, and proposal scoring, the Proposers will be rated by the Review Panel, and such recommendations will be forwarded to the City Recorder/Administrator and the City Recorder/Administrator will select and recommend the City Council approve a contract with the selected Proposer to provide the IT Services. General Information. The City reserves the right to reject any and all Proposals for any reason. The City reserves the right to amend, modify or waive any requirement set forth in this Request. Response to this Request is at the Proposer’s sole risk and expense. Proposers must comply with applicable federal, state, and local laws and regulations. Except for written responses provided by the contact person described below (“Contact Person”), the City has not authorized anyone to make any representations regarding the subject matter of this Request. All requests for clarification or additional information regarding this Request must be submitted, in writing, to the Contact Person no later than May 10, 2024. The Contact Person will endeavor to respond to such request for clarification or additional information; and if the Contact Person deems, in his sole and absolute discretion, that such response is of general applicability, his response, if any, will be emailed to all proposers. All materials submitted in response to this Request will become the property of the City and will be managed in accordance with the Government Record Access and Management Act. Terms of Contract. The successful Proposer will be required to enter into a written agreement with the City to provide the IT Services. If the selected Proposer and the City are unable to negotiate an acceptable agreement, then another Proposer(s) may be selected by the City. Contact Person. For further information or for American with Disabilities Act (ADA) accommodation, Contact Kevin Orton, City Recorder/Administrator, at 435.743.5233, or by emailing at: recorder@fillmorecity.org. Scope of Work Desktop Applications Support - Performs basic support functions including installing PCs, laptops, PDAs, MDTs, printers, peripherals, and office automation software; diagnosing and correcting desktop application problems, configuring laptops and desktops for standard applications and identifying and correcting end user hardware problems, and performing advanced troubleshooting. Maintain an up-to-date inventory of ALL City computer related hardware and make available to City personnel upon request. Assist designated City personnel with software and hardware purchases. Assist in development of software/hardware policies and procedures. Capability of supporting 20 endpoints ranging of Mac/Windows/iPhone/Android Tablet. Server Administration Services - Managing computer systems and networks to include complex application, database, messaging, web and other servers and associated hardware, software, communications, operating systems necessary for the quality, security, performance, availability, recoverability, and reliability of the system. Ensure scheduled preventive maintenance for equipment is properly and promptly performed; maintain the maintenance records on the equipment; develop operations, administrative, and quality assurance back-up plans and procedural documentation. Setup new users and edit or remove existing users on server. Server performance and capacity management services with reporting when specified thresholds are reached. Configuration management, including changes, upgrades, patches, etc. Support of Pelorus financial software and other specialized software products of Fillmore City as it relates to the server(s) and associated hardware. Knowledge and management of SCADA systems at the direction of the City Public Works Director. Management of user logins and security. Coordinate repair and maintenance work with contracted repair vendors and ensure repairs are conducted in a timely fashion. Management of 1 server (count subject to change) both physical and virtual across multiple subnets and physical locations. Network Administration Services – Scope of activity includes all City network equipment including switches, firewalls, routers, and other security devices. Primary installation and maintenance of printers, network copiers/scanners, etc. Primary maintenance including regular analysis, routine configuration changes, and installation of patches and upgrades. Alert notifications to designated City personnel in the event of failure. Knowledge and management of various VPN topologies and VPN software suites. Complete proactive monitoring of network equipment including bandwidth utilization, and other performance indicators, with reporting when specified thresholds are reached. Network performance and capacity management services, and network troubleshooting. Maintain network documentation and procedures. Maintain up to 15 VLANS for their respective departments. Maintain a Firewall ranging from small to enterprise level including HA. Manage wifi authentication and affiliated systems. Security – Maintenance of virus detection programs on City servers, email and all other City computers and laptops. Perform security audits as requested and notify City personnel immediately of suspected breaches of security or instruction detection. Configure City system to enable remote access in a secure environment and provide remote access administration as requested by designated City personnel. Strategic Planning – Engineering, planning, and design services for major system enhancements, including installations and upgrades of new or existing systems. Examples include major server upgrades, storage system upgrades, redesign of backup systems, etc. Provide technical leadership for server technology issues. Make recommendations for future purchasing and technology needs. Install new servers, software and hardware and transfer data when acquired. Strategic planning, design, and installation/upgrade of core network systems. Examples include major network upgrades, provider changes, IP schema redesign, installation of “core” network devices, etc. Submittal Requirements The following information shall be required in the RFP submittal: Letter of Transmittal – The letter is not intended to be a summary of the proposal itself. The letter of transmittal must contain the following statements and information: Company name, address, and telephone number(s) of the company submitting the proposal. Name, title, address, e-mail address, and telephone number of the person or persons to contact who are authorized to represent the company and to whom correspondence should be directed. Federal and state taxpayer identification numbers of the company. Briefly state your understanding of the services to be performed and make a positive commitment to provide the services as specified. The letter must be signed by a corporate officer or other individual who is legally authorized to bind the applicant to both its proposal and cost schedule. Statement which indicates “proposal and cost schedule shall be valid and binding for ninety (90) days following proposal due date and will become part of the contract that is negotiated with the City.” General Vendor Information – Please provide the following information: Length of time in business Length of time in business of providing proposed services Total number of clients Total number of public sector clients Number of full-time personnel in: Consulting Installation and training Network Engineering Security Engineering Sales, marketing, and administrative support Location of headquarters and any field offices Location of office which would service this account Describe how your company is positioned to provide the services listed above and provide a history of experience on providing similar services. 4. Describe your approach to providing these services and your methodology for providing on-going support. Provide the name, title, address, and telephone number of three references for clients whom you have provided similar services with municipalities as key focus. Please provide information referencing the actual services provided, customer size (number of users), and the length of tenure providing services to this client. Staff Resources – Identify names of principals and key personnel who will actually provide the information technology services. Summarize the experience and technological expertise of these staff. Describe the role and responsibilities that each of these individuals will have. The local availability of staff that will be providing these services shall be an important consideration. Support Services – Please answer the following: Is help desk support available? When is support available? (Indicate XX a.m. to XX p.m. in Mountain Time and the days of the week.) How are charges for support structured, documented, and tracked? Do you provide a toll-free support number? Please describe your problem escalation process, including: Initial problem identification (hand-off from help desk) Triage for priority and severity of problem Steps for resolving problem escalation when a solution is not forthcoming, or an implemented solution is unsatisfactory Final authority regarding conflicts Indicate your response time and goal and also your statistics regarding meeting that goal. Does your company have the ability to provide support for police, fire and public works Radios? Proposal Summary – Summarize your proposal and your firm’s qualifications. Additionally, you may articulate why your firm is pursuing this work and how it is uniquely qualified to perform it. Include other pertinent information that helps the City determine your overall qualifications. Your proposal summary is not to exceed two pages. Cost of Services The proposal must contain a fee schedule that includes a cost for IT services. It should also include hourly rates above the basic contract support for proposed services including any/all costs of after-hours. Describe how your services are priced, and any specific pricing you are able to provide. Define any additional charges (e.g. travel expenses). Do you have any state contracts that Fillmore City would be able to utilize?
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