Will County 911 System Office. Request for Qualifications 911 Operational Audit

Transcription

1 Will County 911 System Office Request for Qualifications 911 Operational Audit Proposal #: Date Issued: July 17, 2015 Date Due: August 17, 2015 at 4PM 1

2 TABLE OF CONTENTS SECTION 1. REQUEST FOR QUALIFICATIONS...3 A. LEGAL NOTICE...3 SECTION 2. CURRENT SYSTEM INFORMATION...4 SECTION 3. DESIRED AUDIT FEATURES...4 SECTION 4. OTHER CONSIDERATIONS...5 SECTION 5. REFERENCES AND QUALIFICATIONS...6 SECTION 6. PRICING MODEL 6 SECTION 7. REVIEW PROCESS...6 A. SELECTION PROCESS AND BASIS OF AWARD...6 B. EVALUATION CRITERIA...6 C. TERMS AND CONDITIONS.. 6 SECTION 8. ADDITIONAL TERMS AND CONDITIONS...6 SECTION 9. SUBMITTAL INSTRUCTIONS

3 Section 1. Request for Qualifications Legal Notice Will County ETSB Request for Qualifications 911 Operational Audit June 17, 2015 The purpose of this Audit is to review the Will County 911 System, administration and support mechanisms to determine if the 911 System is being administered in the most effective and efficient manner and with the proper focus on our Citizens. In addition, the Audit should evaluate the preparedness of administration and support mechanisms to ensure they are properly aligned to address unique and upcoming challenges of the future. Qualified individuals/parties interested in providing such services should obtain the detailed Request for Qualifications package (of which this legal notice is a part). This package can be downloaded from the County s website at or requested via to cdemarco@willcounty9-1-1.com or obtained in hard copy format at the Will County 911 Administration Offices, 2561 Division Street in Joliet Illinois, between the hours of 8:30 A.M. and 4 P.M., Monday through Friday. There is no charge for the RFQ package. RFQ response statements should be addressed to: Caryn DeMarco 911 Administration Offices 2561 Division Street Joliet, IL Tel: (815) Fax: (815) cdemarco@willcounty9-1-1.com The closing date and time for receipt of RFQ response statements is August 17, 2015 at 4 P.M. prevailing time, after which time, additional submittals will not be accepted. 3

4 Section 2. Current System Information The 911 System to be audited was created by the Will County Emergency Telephone System Board (ETSB), formed per Illinois Statute in The ETSB, acting as an agency of the County, has oversight of the purchasing, hardware, software, maintenance, personnel and services provided by the 911 Department to two subsets of clients. The primary clients are the Public Safety Answering Points (PSAPs). The secondary clients are Agencies (Sheriff, Police, and Fire) served by the PSAPs. Some services and equipment are supplied directly to the Agencies. Three of the PSAPs have Boards made up of participating agencies; three of the PSAPs are managed by one specific agency. Section 3. Desired Audit Features It is anticipated that the Operational Audit will require the typical steps of such an audit, or similar process: a) Preliminary data collection b) Survey of environment, staff, leadership, and customer base (PSAPs and agencies) c) Assessment Development d) Audit presentation to ETSB Note that all materials are to be collected in manner that they will comply with ILCS 140/7.1.m. Please be sure to include a reasonably detailed outline of your typical process in your response. As the Operational Audit is intended to assess the current status of the 911 System and help the ETSB potentially make adjustments as we move ahead and address the ever changing needs of the public, there are a number of specific items that the ETSB expects to addressed as part of this audit: 1) Hardware Standards Does the System have sufficient and properly documented standards for hardware and to address hardware compatibility issues? 2) Software Standards Does the System have sufficient and properly documented standards for the procurement and implementation of new software? Are testing processes and assessment of known issues to be addressed and accurately considered as part of the procurement and implementation processes. 3) Policy Does the System have sufficient and documented policies regarding procurement, personnel, transparency, etc. for an organization of its size and mission? Are the policies surrounding project management sufficient to tackle upcoming and ongoing issues. Does the System follow those policies? 4) Procedure Does the System have sufficient and documented procedures regarding procurement, change management, abandonment of outmoded systems, assessment of 4

5 new technologies, etc? Are the procedures surrounding project management sufficient to tackle upcoming and ongoing issues? Does the System follow those procedures? 5) Infrastructure Has the organization properly positioned itself regarding infrastructure to provide its services. 6) Personnel Is the organization properly staffed by position and need? Does it have the correct number of people per function. Are there skill sets it is over or understaffed in? Are there more efficient ways to meet some staffing needs. Is there a sufficient succession plan for management and leadership in the agency? 7) Oversight Does the organization have sufficient oversight, by policy and procedure or as a matter of leadership? Is the current leadership and its organization appropriate to lead it ahead. Are the current methods of oversight, both between the ETSB and Administration as well as internal to Administration sufficient to carry the organization forward. Are there alterations to the oversight structure that can make the organization more effective? 8) External Support Is the System providing or over-providing support to the user agencies and PSAPs. Support includes IT support (helpdesk/call in procedures), hardware installation, financial assistance, etc. 9) Training Is the organization providing sufficient training externally and internally. Are there training methods that could be embraced that aren t being utilized currently? 10) Disaster Recovery Is the System properly positioned regarding Disaster Recovery? The ETSB expects not just review and comment, but actionable items (where warranted) to improve the organization and prepare it to move ahead. Section 4. Other Considerations The ETSB will give favorable consideration to vendors that have experience in assessing public safety organizations and ETSBs, or their equivalent, in particular. Cost and timeliness are also key considerations. Section 5. References and Qualifications Please provide four references for similar projects conducted by your company or agency in the previous five years, if available. 5

6 Section 6. Pricing Model Please provide information on your pricing model as it relates to this project. The estimate provided will become the property of Will County. Include any distinction between initial expense and any overage expenses. The pricing model shall remain in effect throughout the duration of the contract. Section 7. Review Process 1) The submitted responses will be reviewed for their completeness and compliance with Will County purchasing procedures by the Will County 911 Administration. 2) A Selection Committee, made up of interested Will County ETSB Members and assisted by 911 staff as required, will review the submitted proposals for compliance with their needs. From those proposals, Three top bidders will be selected and ranked, First, Second, and Third, based on an aggregation of the assessment of the individuals on the Selection Committee. 3) Those vendors may be asked to make demonstrations before the Selection Committee either before ranking or after ranking. 4) Negotiation will commence with the vendor ranked First by the Selection Committee. If an amicable agreement cannot be reached, negotiation will continue with the vendor ranked Second, and if that fails the vendor ranked Third. Negotions will include the complete Scope of Work and the costs for said work. All costs are to be presented as fixed prices, and should account for: a. Services provided b. Quality of services provided c. Other criteria as the Selection Committee deems necessary 5) The Selection Committee will recommend the lead vendor to the 911 Administrator who will negotiate terms for goods and services and make a final presentation to the full ETSB for award. (Unless the ETSB grants award authority to the selection group) Section 8. Additional Terms and Conditions. 1. Signature on Proposals The signature on proposal documents shall be that of an authorized representative of vendor. An officer or agent who is empowered to bind the vendor in a contract shall sign the proposal and any clarifications thereto. Each vendor, by making this statement of qualifications, represents that it has read and understands the documents. Any proposal not containing said signed documents shall be nonconforming and shall be rejected. 6

7 2. Tax Exemptions The Will County ETSB is exempt from federal, state and municipal taxes. 3. Compliance with Applicable Law In all aspects of its performance relating to this RFQ and any subsequent contract, vendor shall comply with all applicable federal, state and local laws. 4. Rejection of RFQ s The vendor acknowledges the right of Will County to reject any or all proposals, to waive any non-material informality or irregularity in any proposal received, and to accept the statement of qualifications deemed most favorable to Will County after all have been examined and evaluated. In addition, the vendor recognizes the right of Will County to reject a proposal if the statement of qualifications is in any way incomplete or irregular. 5. Freedom of Information Act Any and all submissions shall become the property of Will County and these and any late submissions will not be returned. Your proposal will be open to the public under the Illinois Freedom of Information Act ( FOIA ) (5 ILCS 140/1, et. seq.) and other applicable laws and rules, unless you request in your proposal that we treat certain information as exempt. We will not honor requests to exempt entire proposals. You must show the specific grounds in FOIA or other law or rule that support exempt treatment. If you request exempt treatment, you must submit an additional copy of the proposal with exempt information redacted. This copy must advise of the general nature of the material redacted and shall retain as much of the proposal as possible. In the event Will County receives a request for a document submitted, it shall provide notice to contractor as soon as practicable. Vendor shall be responsible for any costs, including reasonable attorneys fees, or damages associated with defending vendor s request for exempt treatment. Furthermore, vendor warrants that Will County s responses to requests for a document submitted that is not requested to be exempt will not violate the rights of any third party. Please be advised that if your proposal is accepted by Will County all related records maintained by, provided to, or required to be provided to Will County during the contract duration are subject to FOIA. In the event Will County receives a request for a document relating to vendor, its provision of services, or the arranging for the provision of services, Will County shall provide notice to vendor as soon as practicable and, within the period available under FOIA, vendor may then identify those records, or portions thereof, that it in good faith believes to be exempt from production and the justification for such exemption. Regardless, vendor shall be responsible for any costs or damages associated with defending the request for exempt treatment. Furthermore, vendor warrants that Will County s responses to requests for a document relating to vendor, its provision of services, or the arranging for the provision of services, or the arranging for the provision of services, will not violate the rights of any third party. 7

8 Please be advised also that FOIA provides that any record in the possession of a party with whom Will County has contracted to perform a governmental function on behalf of the county and that directly relates to the governmental function and is not otherwise exempt under FOIA is considered a public record of Will County for purposes of FOIA. 5 ILCS 140/7(2). As such, upon request by Will County, or any of its officers, agents, employees or officials, the contractor shall provide the county at no cost and within the time frames of FOIA a copy of any "public record" as required by FOIA and in compliance with the provisions of FOIA. After request by Will County, vendor may then identify those records, or portions thereof, that it in good faith believes to be exempt from production and the justification for such exemption. Regardless, vendor will be responsible for any costs or damages associated with defending the request for exempt treatment. 6. Awarding of Proposal The vendor acknowledges the right of Will County ETSB to reject any proposals not in compliance with the RFQ and the right to reject all proposals and the right to waive any nonmaterial informalities or irregularities for any proposal received and to accept the most responsible, responsive proposal after all proposals have been examined and evaluated. The proposal is expected to be awarded at the October 29, 2015 meeting of the Will County ETSB. Section 9. Submittal Instructions The RFQ response is required to be submitted in a standard 8-1/2 x 11 format for ease of review and reproduction. One original and ten (10) complete copies of the RFQ response statement, each including a cover letter, must be submitted in a sealed package to: Caryn DeMarco 911 Administration Offices 2561 Division Street Joliet, IL Tel : (815) Fax: (815) cdemarco@willcounty9-1-1.com Each package will be clearly marked on the outside of the envelope: 911 Operational Audit Attention: Caryn DeMarco, 911 Administration 8

9 This RFQ response package will be time stamped on or before August 17, 2015 on or before 4P.M. Any RFQ response statement received after this date and time will be refused. Any questions or clarification on any part of this RFQ are required to be submitted in writing to at least 7 days prior to the above due date and time. 9