July 15, 2014 Re: Technology Project Management Services Request for Proposal # RFP. Notice to Proposers

Transcription

1 Purchasing Department Kristine Johnston, Director of Purchasing July 15, 2014 Re: Technology Project Management Services Request for Proposal # RFP Notice to Proposers Sealed proposals for Technology Project Management Services, Request for Proposal # RFP, addressed to the attention of Kristine Johnston, Director of Purchasing, Cypress-Fairbanks Independent School District, Windfern Administrative Annex, Windfern Rd., Houston, Texas , will be received at the above address until 2:00 p.m., Tuesday, July 29, Proposal forms and specifications may be obtained from the Director of Purchasing, phone , and/or downloaded from our website: Please check our website for any updates, addendums, or amendments to this proposal. Please prepare and submit one (1) original of the complete proposal document with signatures along with four (4) additional copies of the complete proposal document. The proposal containing the original signatures should clearly be marked Original. The original proposal and copies must be provided in the sealed proposal envelope. Proposal envelopes should be plainly marked, Sealed Proposal for Technology Project Management Services, Request for Proposal # RFP. Do not open until 2:00 p.m., Tuesday, July 29, Any proposal received later than the specified time shall be disqualified and returned to proposer unopened. The District reserves the right to reject any and/or all proposals, to accept any proposal deemed most advantageous to Cypress-Fairbanks Independent School District, and to waive any informalities in the proposals. Sincerely, Kristine Johnston Director of Purchasing KJ/ol Matt Morgan Assistant Superintendent of Support Services Jones Road, Suite 410, Houston, Texas P.O. Box / Houston, Texas Technology Project Management Services, Request for Proposal # RFP, Page 1 of 16

2 General Conditions 1.0 Scope of Proposal Cypress-Fairbanks Independent School District (CFISD) (District) seeks statements of Proposal from qualified technology project managers for: Technology Project Management Services 2.0 This proposal is in eleven (11) parts: Notice to Proposers, General Conditions, Special Conditions, Background Information, Proposal Format and Content, Proposal Acknowledge Form, Felony Conviction Notice, Conflict of Interest Questionnaire Requirement, Certificate of Residency, Resident Proposer Form, and No Proposal Notification Form. 3.0 Applicability These conditions are applicable and form a part of all contract documents and a part of the terms of all purchase orders for specifications and proposal forms issued herewith. 4.0 Assistance to Proposers Any person wishing to obtain additional information about the RFP or about the operations of CFISD may contact: Kristine Johnston Director of Purchasing Cypress-Fairbanks Independent School District Windfern Road Houston, TX Phone Fax kristine.johnston@cfisd.net A prospective Proposer may submit questions or request clarification of any aspect of the Request for Proposal. The District will only respond to questions submitted in writing. CFISD, in its judgment, may issue written addenda if it determines the answer to a question is relevant to all Proposers. Please check our website ( for any updates, addendums, or amendments to this proposal. CFISD shall not be obligated to respond to questions or requests for clarification received within five (5) working days prior to the deadline for submissions. In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only to CFISD s Purchasing Representative as identified above. Vendors that fail to adhere to this policy, risk having their Proposals disqualified. 5.0 Evaluation In awarding a contract, an evaluation team from the District will evaluate the proposals and award the contract to the vendor offering the best value to the District. Proposals shall be held open for sixty (60) days from the time of opening. 6.0 Terms of Payment Cypress-Fairbanks Independent School District will pay all invoices for accepted merchandise or service no later than forty-five (45) days from date of acceptance or delivery as set forth in the specifications for this proposal. 7.0 RFP Preparation Costs Issuance of this RFP does not commit CFISD, in any way, to pay any costs for the preparation and submission of the RFP. Nor does the issuance of the RFP obligate CFISD to award a contract or purchase. All costs related to the preparation and submission of a RFP shall be paid by the vendor. If the vendor makes an oral presentation to the District, all costs related to the oral presentation shall be paid by the vendor. Technology Project Management Services, Request for Proposal # RFP, Page 2 of 16

3 General Conditions (continued) 8.0 Confidentiality of Documents All documents submitted as part of the vendor s Proposal will be deemed confidential during the evaluation process. Vendor Proposals will not be available for review by anyone other than CFISD evaluation team or its designated agents. There shall be no disclosure of any vendor s information to a competing vendor prior to award of the contract. Following award of contract, all Proposals become public documents and are available for public viewing upon written request to CFISD. 9.0 Retention of RFP Documentation All RFP materials and supportive documentation submitted in response to this RFP become the permanent property of CFISD Rejection of Any or All RFPs CFISD reserves the right to reject any or all proposals and to waive any informalities or irregularities. The vendor s submission of a proposal is recognition of this right Appropriated Funds The purchase, which arises from this solicitation, is contingent upon the availability of appropriated funds. CFISD shall have the right to cancel this contract at the end of the then current fiscal period if funds are not allotted for the next fiscal year to continue this contract. If funds are withdrawn or do not become available, CFISD can cancel the service contract by giving the vendor written notice of its intention to cancel not less than thirty (30) days prior to the end of the term year without penalty. Upon cancellation of the contract, CFISD shall not be responsible for any payment of any services that are received or that occur after the end of the current fiscal year contract period Taxes CFISD is exempt from local, state and federal taxes. In the event that taxes are imposed on the items purchased by these specifications, CFISD will not be responsible for payment of the taxes. The vendor shall absorb the taxes entirely Additional Information The qualified firm shall furnish such additional information that the District may reasonably require Requirement to Meet All Proposal Provisions Each Proposer shall respond to all of the specifications and Proposal terms and conditions. By virtue of the Proposal submission, the Proposer acknowledges agreement with and acceptance of all provisions of the specifications except as expressly qualified in the Proposal. Non-substantial deviations may be considered provided that the Proposer submits a full description and explanation of and justification for the proposed deviations. Whether any proposed deviation is non-substantial will be determined by CFISD at its sole discretion Facsimile Proposals Cypress-Fairbanks Independent School District does not acknowledge receipt of faxed proposals. The attached RFP Acknowledgment Form in a sealed envelope is the only acceptable form of proposal submittal No Proposal Response A vendor choosing not to submit a proposal should return the No Proposal Notification form located on the last page of this document. Technology Project Management Services, Request for Proposal # RFP, Page 3 of 16

4 Special Conditions 1.0 Introduction The Cypress-Fairbanks Independent School District is requesting proposals from qualified technology consultants and/or project managers, to provide independent, highly-specialized technology project management services for the 2014 Bond Technology Projects. 2.0 Purpose The purpose of the Request for Proposal is to obtain the services of a technology consultants and/or project manager to successfully achieve the implementation of the 2014 Bond Technology Projects, which totals $217,256,054. The following is a list of technology projects included in the 2014 Bond. Organization of Oversight Project Project Description Technology Services 1 Install High Speed Wireless Access Infrastructure Technology Services 2 Install Network Electronics Infrastructure Technology Services 3 Upgrade Connectivity, Power, and Air Conditioning Technology Services 4 Upgrade Data Center and Infrastructure Technology Services 5 Replace Staff Technology and Telephone Systems Technology Services 6 Install Technology Infrastructure in New Schools Instructional Technology 1 Replace Standard Classroom Technology Instructional Technology 2 Install Student Mobile Technology Instructional Technology 3 Replace High School Labs - CTE, USH, etc. Instructional Technology 4 Install Library Technology Instructional Technology 5 Install Technology in Special Campuses Instructional Technology 6 Install Technology in New Campuses Instructional Technology 7 Provide Technology in Professional Development Technology Labs 3.0 Scope The Request for Proposal shall provide the District with the following technology project management services. 1. Set forth a strategic framework for managing the 2014 Bond Technology Projects. This will require managing many active projects concurrently with limited dependency on internal district staff. Current staff, specifically the Enterprise Communication Networks (ECN) and Network Management Operations (NMO) teams, will be required to sustain the operations of the district at the same time the technology projects are being implemented. 2. Serve as an independent, third-party resource in the overall project management that is augmented with Cy-Fair staff from a holistic value point of view for comparison and optimization purposes. 3. Provide a second set of expert neutral eyes to review implementation plans and the delivery of key milestones. 4. Assure the implementation plans consider sustainability in cross training of CFISD staff with a roadmap of tactical action plans to assure business continuity after the implementation of the 2014 Bond. 5. Validate technical strategies to take advantage of leading-edge technology advances as well as optimal designs that are integrated with key future technologies. 6. Confirm data privacy and cyber security approaches as a crucial priority in the implementation of all designs and manage risks accordingly. 7. Coordinate project reviews, including financial, technical, architecture, innovation, security, and readiness assessments, to support the following technology infrastructure related Request for Proposals (RFP) that were awarded on March 13, 2014 to support the 2014 Bond for technology infrastructure and included in E-Rate funding requests for Technology Project Management Services, Request for Proposal # RFP, Page 4 of 16

5 Technology Infrastructure Related RFP Awarded on March 13 th, 2014 to Support the 2014 Bond for Technology Infrastructure and Included in E-Rate Funding Requests for Bid: Co-location Facilities & Internet Related Services Est. Award: $667, Lumenate Technologies, LP Bid: Dark Fiber Service Est. Award: $365, Phonoscope Light Wave, Inc. Bid: Data Cabling Est. Award: $3,341, INX, LLC a wholly owned subsidiary of Presidio Networked Solutions, Inc. Bid: Enterprise Internet Est. Award: $288, Interfacing Company of Texas (ICTX) Bid: Enterprise Wireless System & Onboarding Device Access System Est. Award: $8,615, Layer 3 Communications, LLC Bid: Internet Infrastructure Components Priority Two E-rate Total Award: $1,220, Component: DNS/DHCP/IPAM Est. Award: $651, Solid Border, Inc. Component: Internet Gateway Router Est. Award: $229, INX, LLC a wholly owned subsidiary of Presidio Networked Solutions, Inc. Component: NextGen Firewall/UTM/Content Filter Est. Award: $338, M&S Technologies Bid: Network Equipment Est. Award: $13,173, INX, LLC a wholly owned subsidiary of Presidio Networked Solutions, Inc. LeTigre Solutions, Inc. dba LSI Solid IT Networks, Inc. Technology Project Management Services, Request for Proposal # RFP, Page 5 of 16

6 Bid: OnNet Internet with Internet & SIP Est. Award: $478, Cogent Communications, Inc. Windstream Corporation Bid: Telecommunication Services for PSTN, POTS and Managed VoIP Est. Award: $5,340, AT&T Corp.. Bid: Voice Messaging System Est. Award: $3,127, Lumenate Technologies, LP 3.1 Key Technology Areas of Expertise The Request for Proposal shall provide the District with substantiated, comparable references that exemplify the following highly-specialized technology skills. Wireless (WAN) Technology Large Enterprise Networking (Core, Distribution, Access, Power, and Backup) Project Management Competency Data Center Design and Build Cabling (Copper and Fiber) Virtualization of Data Center Technology Business Continuity and Disaster Recovery Voice over IP Telephony Cyber Security IP Network Management Cloud Experience Bring Your Own Device Experience Schools and Library Division E- Rate Funding Program 3.2 Project Management Deliverables The Request for Proposal shall provide the District with the following technology project management deliverables. Samples of deliverables and the process for managing the project must be described. Regular status for these types of managerial project management reporting: Project schedule for all projects, spanning the duration of the 2014 Bond, through the year Resource allocations for contractors and CFISD staff, including actual hours and estimated hours for scheduled implementations. Financial reporting allocations by major projects, by contracting team, and other combinations of reporting that will aid in the management of all projects and resources. Purchasing management including plans for purchased, received, scheduled, and installed technology components. Any other creative mechanism for managing all related projects. 4.0 Term of Technology Project Management Services A one-year contract is contemplated with an option for four (4) one-year extensions subject to the annual review and approval by the Board of Trustees, the satisfactory negotiation of terms including a fee acceptable to both the District and the selected firm, and the annual budget appropriation of District s funds. Technology Project Management Services, Request for Proposal # RFP, Page 6 of 16

7 Special Conditions (continued) 5.0 Oral Presentations The District may, but is not obligated to, request that the top ranking Proposers make an oral presentation to the District evaluation team reviewing the proposals. The purpose of the presentation will be to clarify and develop a mutual understanding of the Proposer s Proposal and services they propose to render. The presentation will be limited to one hour and will be scheduled at a mutually convenient time. 6.0 Evaluation Criteria used to evaluate the methodologies, products, and services are listed below. Evaluation will be completed by the District s evaluation team selected to review the proposals. The CFISD evaluation team will include but is not limited to the Chief Technology Officer, the Associate Superintendent of Business and Financial Services, and the Assistant Superintendent of Facilities and Construction. 6.1 Qualifications and Experience Demonstrated competence and experience of key staff Experience in performance of comparable engagements References 6.2 Technical Approach Proposal quality comprehension and clarity regarding meeting project objectives and quality of proposed approach for meeting those objectives Thoroughness and practicality of approach Creativity of approach 6.3 Management Approach Dedicated resources Demonstrated management competence of key staff Approach to use and management of subcontractors (if applicable) Availability of key personnel Extent to which the proposed schedule meets the Districts needs 6.4 Cost 6.5 Oral Interviews (if necessary) A sample-scoring matrix with the order and priority of criteria to be used by CFISD in its evaluation and selection process is shown below: Description Points Qualifications and Experience 30 Technical Approach 20 Management Approach 20 Cost 25 Oral Interviews (if necessary) Subcontracting Subcontracting of any portion of the technology project management process will not be allowed without the prior written consent of the District. Requests for subcontracting should be submitted to Frankie Jackson, Chief Technology Officer. 8.0 Indemnity The vendor shall protect, indemnify, and hold harmless CFISD and its administrators, employees, and agents, against all claims, damages, losses, and expenses arising out of or resulting from the actions of the vendor, vendor employees, or vendor contractors in the preparation of the RFP and the later execution of the RFP contract. Technology Project Management Services, Request for Proposal # RFP, Page 7 of 16

8 Special Conditions (continued) 9.0 Default Conditions If the contracted vendor breaches any provision, becomes insolvent, enters voluntary or involuntary bankruptcy or receivership proceedings, or makes an assignment for the benefit of creditors, CFISD will have the right (without limiting any other rights or remedies that it may have in the contract or by law) to terminate this contract with five (5) days written notice to the vendor. CFISD will then be relieved of all obligations, except to pay the value of the vendor s prior performance (at a rate not exceeding the contract rate). The vendor will be liable to CFISD for all cost exceeding the contract price that CFISD incurs in completing or procuring the service as described in this document. CFISD s right to acquire strict performance of any obligation in this contract will not be affected by any previous waiver, forbearance or course of dealing Cancellation of Agreements and Contracts The District reserves the right to cancel the contract for service for any reason it deems suitable to its best interest or for no reason. Such statements as are herein set forth shall be the terms of cancellation for any contract established for the annual financial audit. Such cancellation shall be noted in writing at least thirty (30) days before the service cancellation except in cases of emergency. Such a cancellation notice shall come from the office of the Director of Purchasing, and shall set forth the reasons for said cancellation of service Invalid, Illegal, or Unenforceable Provisions In the event that any one or more of the provisions contained in the Request for Proposal (or resulting purchase order) shall be held by a court of competent jurisdiction to be invalid, illegal, or unenforceable, such provisions shall not affect any other provision hereof, and this Request for Proposal (or any resulting purchase order) shall be construed as if the invalid, illegal or unenforceable provision(s) had never been contained herein Additional Information, Terms, and Conditions 12.1 Responses will be accepted only from parties that are free of all obligations and interests that might conflict with the best interests of CFISD and have the capacity to provide product and services on a timely basis CFISD reserves the right to contact references from the proposer s client list Responses submitted after the due date and time noted in this document shall not be considered Proposal Deadline Proposals must be presented sealed and identified clearly as follows: Sealed Proposal for Technology Project Management Services, Request for Proposal # RFP. Do not open until 2:00 p.m., Tuesday, July 29, Proposals must be submitted on or before the date and hour noted to be considered. Please prepare and submit one (1) original of the complete proposal document with signatures along with four (4) additional copies of the complete proposal document. The proposal containing the original signatures should clearly be marked Original. The original proposal and copies must be provided in the sealed proposal envelope Board of Trustee Approval A qualified firm should be selected on or before September 2014, barring a decision by the Board of Trustees to reject all firms submitting Proposal. Technology Project Management Services, Request for Proposal # RFP, Page 8 of 16

9 Background Information CFISD is one of the largest and fastest growing public school districts in Texas. The District is located in northwest Harris County covering 186 square miles. Approximately 13,336 District employees serve 86 campuses and about 18 administrative support service facilities. CFISD has an enrollment of approximately 111,000 students in grades pre-kindergarten to 12. The 84 campuses are comprised of 11 high schools, 18 middle schools, 53 elementary schools, and 4 special campuses. Since , the enrollment has increased by about 28,000 students with the annual growth rate of about 2% - 3% expected to continue. The District is governed by a seven member Board of Trustees elected at-large to three-year terms. The terms are staggered to ensure continuity. Two members are elected each year, and three members are elected every third year. The growth rate has called for the passage of a number of bond issues in order to build more facilities to accommodate CFISD students. Bonds were issued for $3.75 million in 1967; $14 million in 1970; $23.6 million in 1972; $35 million in 1976; $68 million in 1979; $90 million in 1983; $58 million in 1988; $98.5 million in 1990; $76.2 million in 1994; $265 million in 1998; $470.5 million in 2001; $713.2 million in 2004; $807 million in 2007; and $1.2 million in May More detailed information concerning CFISD can be found on the District s website at Technology Project Management Services, Request for Proposal # RFP, Page 9 of 16

10 Proposal Format and Content Proposers must use the following format (including the tab system) and address the content of each section. Please provide one original and four (4) copies of the proposal. Required: Responses shall be provided in a three-ring binder or report cover using 8.5 x 11 size paper clearly identified with the name of the respondents company and solicitation responding to on the outside front cover and vertical spine. All forms are to be completed electronically. Include a copy of all solicitation pages before section needing tabulation in response. Tabs should be used to separate the proposal into sections, as identified below. Respondents failing to organize in the manner listed may be considered non-responsive and may not be evaluated. Tab 1 Required Forms with Appropriate Signatures Tab 2 Company Profile Tab 3 Product / Services Tab 4 References Tab 5 Pricing Tab 6 Miscellaneous Checklist for Request for Proposal Certificate of Residency In an effort Resident to expedite Proposer the Form proposal evaluation process, please submit: One Bid (1) Acknowledgment original (signed) Form proposal response Two No (2) Proposal copies Notification of your proposal Form response One (1) copy in electronic format, CD or Flash Drive of your proposal response Felony Conviction Notification Conflict of Interest Questionnaire (located online) Certificate of Residency Resident Proposer Form RFP Acknowledgment Form No Proposal Notification Form Technology Project Management Services, Request for Proposal # RFP, Page 10 of 16

11 Proposal Acknowledgment Form Having carefully examined the Notice to Proposers, General Conditions, Special Conditions, Background Information, Proposal Format and Content, and Proposal Acknowledgment Form, the undersigned Bidder s Agent hereby proposes and agrees to furnish goods and/or supplies in strict compliance with the specifications at the prices quoted. The Proposer affirms that, to the best of his knowledge, the bid has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other bidders in the award of this bid. Firm Name Mail Bid to Address City, State, Zip Phone Number Fax Number Mail Purchase Order To City, State, Zip Phone Number Fax Number Remit to Address City, State, Zip Phone Number Fax Number Address Website Address Signature of Proposer Printed Signature Position with Company Signature of Company Official Technology Project Management Services, Request for Proposal # RFP, Page 11 of 16

12 Felony Conviction Notification State of Texas Legislative Senate Bill No. 1, Section , Notification of Criminal History, Subsection (a), states a person or business entity that enters into a contract with a school district must give advance notice to the district if the person or owner or operator of the business entity has been convicted of a felony. The notice must include a general description of the conduct resulting in the conviction of a felony. Subsection (b) states a school district may terminate a contract with a person or business entity if the district determines that the person or business entity failed to give notice as required by Subsection (a) or misrepresented the conduct resulting in the conviction. The district must compensate the person or business entity for services performed before the termination of the contract. This notice is not required of a publicly held corporation. I, the undersigned for the firm named below, certify that the information concerning notification of felony convictions has been reviewed by me and the following information furnished is true to the best of my knowledge. Please select one choice below: A. My firm is a publicly held corporation; therefore, this reporting requirement is not applicable. B. My firm is not owned or operated by anyone who has been convicted of a felony. C. My firm is owned or operated by the following individuals who has/have been convicted of a felony. Name of individual(s): Details of conviction(s): Date of conviction(s): Name of Vendor: Name of Company Official: (Please type or print) (Please type or print) Signature of Authorized Agent: Date: Note: This form must be executed and submitted with Bid Form. Technology Project Management Services, Request for Proposal # RFP, Page 12 of 16

13 Conflict of Interest Questionnaire Requirement The Texas Senate passed House Bill No. 914, adding Chapter 176 to the Local Government Code, and imposing new disclosure and reporting obligations on vendors and potential vendors to local government entities beginning on January 1, This requirement includes school districts. You are required to complete the online Form CIQ, Conflict of Interest Questionnaire prior to the bid opening date. The form and instructions can be found on our website under the tab Conflict of Interest, Note: This form must be executed electronically and must be completed each and every school year. CFISD must have one on file with a date of June 1, 2014 or after. Technology Project Management Services, Request for Proposal # RFP, Page 13 of 16

14 Certificate of Residency The State of Texas passed a law concerning non-resident contractors. This law can be found in Texas Government Code under Chapter 2252, Subchapter A, This law makes it necessary for the CFISD to determine the residency of its bidder. In part, this law reads as follows: Section: (3) Non-resident bidder refers to a person who is not a resident. (4) Resident bidder refers to a person whose principal place of business is in this state, including a contractor whose ultimate parent company or majority owner has its principal place of business in this state. Section: A governmental entity may not award a government contract to a nonresident bidder unless the nonresident underbids the lowest proposal submitted by a responsible resident bidder by an amount that is not less than the amount by which a resident bidder would be required to underbid the nonresident bidder to obtain a comparable contract in the state in which the nonresident s principal place of business is located. I certify that (Name of company bidding) is, under Section: (3) and (4), a Resident Bidder Non-resident Bidder If Non-resident Bidder is checked, does your residence state require bidders whose principal place of business is in Texas to under-bid vendors whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract? Yes No If yes, what is the amount or percentage? My or Our principal place of business under Section: (3) and (4), is in the city of in the state of. (Signature of authorized company representative) (Print name) Title Date Note: This form must be executed and submitted with Bid Form. Technology Project Management Services, Request for Proposal # RFP, Page 14 of 16

15 Resident Proposal Form If you or your company own real or personal property within Cypress-Fairbanks Independent School District boundaries, please provide the address(es) and HCAD tax account number(s). If none, please indicated under item B. A. Address HCAD Tax Account Number (13 digits) List additional account numbers on a separate page. Additional accounts are listed Yes No B. There is no real or personal property located in Cypress-Fairbanks I.S.D. boundaries to report. Signature of Authorized Agent Date I, the undersigned for the firm named below, certify that the information concerning notification of real or personal property located within Cypress-Fairbanks I.S.D. boundaries is true to the best of my knowledge and have completed either item A or B above. Vendor (Company) Name Signature of Authorized Agent Date Note: This form must be executed and submitted with Bid Form. Technology Project Management Services, Request for Proposal # RFP, Page 15 of 16

16 No Proposal Notification Please complete this page only if submitting a no proposal response and return prior to the proposal opening date. Check Below: We have chosen not to submit a proposal for the reason listed below but wish to remain on the vendor list. The products/services we represent should be listed in another category. (Specify) We wish to be removed from the vendor list for the reason listed below. Company Name: Attention: Proposal Mailing Address: City: State: Zip: Purchase Order Mailing Address: City: State: Zip: Phone Number: ( ) Fax Number: ( ) Address: Typed Name and Title: Signature: Date: Mail to: Kristine Johnston, Director of Purchasing, Cypress-Fairbanks Independent School District or deliver to the Windfern Administrative Annex, Windfern Road, Houston, TX Failure to return this No Proposal Notification or an actual proposal response will result in the removal of your company name from the vendor list. Thank you for your assistance. Technology Project Management Services, Request for Proposal # RFP, Page 16 of 16