REQUEST FOR QUALIFICATIONS INFORMATION TECHNOLOGY SERVICES DECEMBER 5, 2016

REQUEST FOR QUALIFICATIONS INFORMATION TECHNOLOGY SERVICES DECEMBER 5, 2016 Buffalo and Erie County Workforce Investment Board, Inc. 726 Exchange Str...
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REQUEST FOR QUALIFICATIONS INFORMATION TECHNOLOGY SERVICES DECEMBER 5, 2016

Buffalo and Erie County Workforce Investment Board, Inc. 726 Exchange Street, Suite 630 Buffalo. New York 14210 (716)504-1480 www.becwib.org

REQUEST FOR QUALIFICATIONS (RFQ) Information Technology Services

I.

Introduction The Buffalo and Erie County Workforce Investment Board, Inc. (BECWIB) is soliciting vendor qualification information to provide Information Technology (IT) maintenance and support services for their computer network (hardware, software and connectivity), located and operational at several Buffalo and Erie County locations. Support and Services to be provided beginning January 1, 2017.

II.

Proposal Submission Proposals shall be made upon company letterhead submitted in quadruplicate and shall address those areas noted within this RFQ. The signature on the proposal shall be an original in longhand by a principal officer of the company, authorized to duly bind the company. An original and three (3) copies of each proposal shall be submitted and delivered to: Buffalo & Erie County Workforce Investment Board, Inc. David Kaczor, Assistant Director 726 Exchange Street, Suite 630 Buffalo, New York 14202 Proposals should arrive no later than 4:00 PM Monday, December 19, 2016 Faxed and/or emailed proposals will not be accepted. The BECWIB reserves the right to reject any or all proposals, to waive any informality in awarding a contract in the best interest of the BECWIB. The BECWIB will grant due consideration to proposals meeting specifications of this RFQ submitted by vendors, and does hereby reserve the right to choose the vendor that, in its judgment is best suited for the intended purposes. All proposals and other material submitted become the property of the Buffalo & Erie County Workforce Investment Board. Inc.

III. Timeline RFP Release Date: Monday, December 5, 2016 Proposal Due Date: Monday, December 19, 2016 – 4:00 p.m. Award Announcements: Friday, December 23, 2016 Vendor Agreement Dates: January 1, 2017 – December 31, 2017

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IV. Contact Information For further information or questions, please contact: Buffalo & Erie County Workforce Investment Board, Inc. David Kaczor, Assistant Director 726 Exchange Street, Suite 630 Buffalo, New York 14202 Phone: (716)504-1480 Ext. 137 E-mail: [email protected]

V.

Background The BECWIB is a 501(c) (3) non-profit corporation, which oversees the design and delivery of workforce development services in Buffalo and Erie County. The administrative and fiscal agent for the BECWIB is the Buffalo and Erie County Workforce Development Consortium, Inc. (WDC) The WDC is also a 501(c) (3) corporation. The WDC provides a seamless system of employment and training activities via two One Stop Customer Service Centers located in Erie County. The intent of this RFQ is to secure a vendor to provide maintenance and support services to an existing information technology infrastructure.

VI.

System Technical Information Network Infrastructure ASA 5505 RV042 Adtran 3430 Linksys / 3com Switches PTP Tunneling Servers Windows 2000/2008 Server utilizing Hyper V– Power Edge Servers across 2 locations. Services hosted IIS, Active Directory, SQL 2000, DNS, DHCP, Exchange 2007, Backup Exec and SharePoint.

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Internet Internet connection is via Time Warner. System Locations BECWIB/WDC 726 Exchange Street, Suite 630 Buffalo, New York 14210 Buffalo Employment & Training Center 77 Goodell Street Buffalo, New York 14202 Desktop Workstations There are approximately 150 workstations across four locations. All networked PC’s have access to Internet and e-mail. Printers We are currently servicing 47 printers. Many of the printers are networked to permit multiple users. Operating Systems Microsoft Windows 7 pro is the current desktop operating system for most PC’s. Some desktop PC’s are using Microsoft Windows XP operating system (to upgrade). Microsoft Windows 2000 Server Microsoft Windows 2008 Server Microsoft Windows 7 Professional Microsoft Windows XP Professional Software The following is a partial list of applications utilized. Microsoft Office Sage MIP Fund Accounting McAfee AV OSOS Symantec Backup Exec Suite Deep Freeze Fax Software SharePoint IIS Exchange SQL

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VII. Scope of Work The successful vendor will be on call to provide technical assistance and system administration to BECWIB and the WDC. The contractor will be responsible for troubleshooting computer problems and maintaining the PC Network to prepare for future needs and to prevent technical difficulties. Specific responsibilities include, but are not limited to, the following: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22

Provide general professional services on an as-needed basis primarily during normal business hours: M – F 8:00 a.m. to 5:00 p.m. Guarantee a 2-hour response time for emergency situations. Provide (2) full working days during the week on site. Evaluate the system and develop a prioritized order of recommended hardware and software upgrades to make it “current.” Support the Local Area Network Troubleshoot (either remotely or on-site) hardware and software problems. Perform minor cabling work and maintain hardware/software inventory land license documentation. Perform the repairs and necessary maintenance of the PC network. Provide for system file backup for PC operations, which includes rebuilding the various databases in case of system malfunction. Monitor network security and usage and perform necessary system “housekeeping.” Document information system processes and procedures and assist with network security. Assist users with operational problems. Perform general maintenance on all software packages. Coordinate problem-solving with software vendors, contact support hotlines to resolve problems. Install initial files, directories, and security to accommodate department needs. Install hardware, software, and peripherals. Provide recommendations on solutions to issues, including cost estimates for repairs and/or replacement items. Research, evaluate, and advise management of enhancements/new releases of hardware and software technology. Set up new computer programs. Coordinate the hardware and software purchases and assist in budget preparation for the IT function. Provide assistance, as needed, as Network is updated. Provide, as requested, training for software applications. Provide timely. reliable and cost effective services

This RFQ contains the outline governing the proposal and the material to be included herein; mandatory requirements which must be met to be eligible for consideration; and other requirements to be met by each proposal. PRIOR to submission, it is recommended that any vendor submitting a qualifications statement for consideration visit the two sites and personally review the systems and equipment.

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VIII. Required Submission Information. 1. Approach and Methodology – A description of how the consultant will complete the scope of work describe in this RFP document. 2. Work Plan and Availability – Details on approach to the support required, how staff will be assigned, etc. 3. Profile – A profile of the consulting firm, including a description of business history, objectives and clients. 4. Project Staffing – Identification of the qualifications and experience of key staff who will be directly involved in this project. Indicate specific software and hardware familiarity and knowledge level. 5. Fees – Provide appropriate rate schedule that would be used to utilized to carry out the required scope of work. Include an hourly rate schedule and applicable administrative fees, if any. 6. References – Provide the names and contact persons of at least 3 client organizations where similar work has been provided as contained in this RFQ. 7. Statement of Material Litigation – Provide a statement on whether or not the company is currently involved with any material litigation, arbitration, or bankruptcy proceedings, or has been within the past three years directly or indirectly. 8. Compliance with General Terms and Conditions – As a point of information, the successful contractor will be required to meet the following conditions for a contract award: EEOC statement, Certificate of Insurance for Liability and Workman’s Compensation Insurance, and a Sexual Harassment Policy. IX.

Vendor Service Agreement A Vendor Service Agreement will be authorized after consideration of the suitability of goods and services proposed to satisfy these specifications, the total cost of such goods and or services including all cost elements, and the timeliness of the agreed delivery date. BECWIB reserves the right to incorporate standard BECWIB provisions into any vendor agreement resulting from this RFQ. The Applicant chosen will provide all services as an independent contractor, and all services shall be completed within the terms of the agreement. The BECWIB reserves the right to renew this service agreement, after the initial contract year, for an additional 3 years upon annual review.

IX.

Taxes The DCWIB is a tax-exempt organization. The proposal shall not include any Federal, State or Local excise, sales, transportation or other tax unless Federal or State law specifically levies such a tax on purchases made by a 501(c) (3) Corporation.

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X.

RFQ Costs and Obligation to Contract This RFQ does not in any way commit the BECWIB to reimburse the recipients of this request for any costs involved in the preparation and submission of the proposal or other additional presentation. The RFQ does not constitute a commitment by the BECWIB to accept any submitted proposals or to engage the services of any person or entity that submits a proposal for the purchase of the consultant services. The BECWIB reserves the right to:  Engage any Vendor who submits a proposal in response to this RFQ for a portion of the services offered for such consideration, as the BECWIB deems reasonable.  Negotiate a final scope, cost and schedule with the selected consultant.  Incorporate standard BECWIB and Erie County provision into any contract resulting from this RFQ.  Terminate the RFQ process at any time.

XI.

Proposal Evaluation Criteria Proposals will be evaluated based on the following criteria:  Detail and clarity of response to each of the items requested  Price – both for design and installation and for ongoing support and maintenance services.  Responses provided by those current and past clients contacted by the BECWIB during the evaluation period.  Responsiveness of the Vendor to requests for clarification to the proposal.

XII.

Selection Process Qualifications will be reviewed and ranked in accordance with the above criteria. Vendors may be asked to formally or informally present their proposals to the BECWIB staff. There is no commitment on the part of the BECWIB to accept the lowest cost proposal or the conditions imposed by the proposer as a requirement of acceptance. Although these are significant evaluation factors, the WDC reserves its unqualified right, without limitation, to consider any and all other factors that may significantly impact the proposal. The BECWIB is an equal opportunity employer and encourages all qualified minority and small business firms to respond.

XIII. Certification of Independent Price Determination By submission of this proposal, each Vendor certifies that in connection with this procurement:  The prices proposed have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter related to such prices with any other consultant or competitor.

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No attempt has been made or will be made by the Vendor to induce any other person or competitor to submit or not submit a proposal for the purpose of restricting competition.

XIV. Indemnification As a result of any contract resulting from this RFQ, the Vendor shall hold the BECWIB and its employees harmless from any and all losses, claims, liens, demands and causes of actions of any kind or character, including but not limited to, judgments, penalties, interest, court costs, and legal fees incurred by the BECWIB and the County on behalf of any party, in connection with or arising directly or indirectly from this Agreement. The Vendor shall investigate, handle, respond to, and defend any such claims, demands or suits at his sole expense, and shall bear all other related costs and expenses even if such claims, demands or suits are groundless, false or fraudulent. In 5-322.1 of the New York General Obligations Law or any other applicable legal prohibition, the foregoing provisions shall not be construed to indemnify the BECWIB for damage arising out of bodily injury to persons or property caused by or resulting from the sole negligence of BECWIB and its employees. The term “employee” shall include all officers, their agents, servants, advisory board members and/or volunteers serving the BECWIB. XVI. Payment Financial obligations of the BECWIB payable after the start of the fiscal year (July 1, 2016) are contingent upon funds being appropriated, budgeted, and otherwise made available. In the event funds are not available, any resulting contract will become null and void, without penalty to the BECWIB. Payments are issued for services rendered.

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