Information Technology Business Impact Analysis Consulting Services

Transcription

1 P.O. Box 3529 Portland, Oregon REQUEST FOR PROPOSALS for Information Technology Business Impact Analysis Consulting Services SOLICITATION NUMBER July 13, 2012 PROPOSALS DUE: NOT LATER THAN 11:00 AM August 3, 2012 LATE PROPOSALS MAY NOT BE ACCEPTED

2 TABLE OF CONTENTS 1. OVERVIEW Introduction Background Statement of Work PROPOSAL PROCESS General Pre-Proposal Interpretation of Contract Documents Intergovernmental Cooperative Purchasing Public Disclosure of Proposals Submission of Proposals RFP Schedule Protests PROPOSAL CONTENT AND EVALUATION CRITERIA Preparation Format... 7 Exhibit A Exhibit B Exhibit C Exhibit D Exhibit E Proposal Form Port Technology Environment Port Organization Structure Fee Schedule Sample Contract Solicitation No Page i

3 1. OVERVIEW 1.1 Introduction The Port of Portland (Port) is soliciting proposals from experienced firms and individuals capable of providing consulting services to perform a comprehensive Business Impact Analysis (BIA) for the Port s Information Technology Department (IT). The objective of the BIA is to identify and prioritize Port business requirements for IT systems and services availability and recovery. The BIA report will be used as a basis for discussion with Port Directors regarding options and associated costs for implementation of an overall IT backup and recovery strategy. Compilation and implementation of a Business Continuity Plan (BCP) is not in the scope of this solicitation. Proposers must complete the Proposal Form Exhibit A and include it as the first page of their proposal. 1.2 Background The Port of Portland is a regional government agency, spanning the tri-county area of Clackamas, Multnomah, and Washington counties while serving the broader Pacific Northwest region providing transportation infrastructure services. The Port owns and operates Portland International Airport, Hillsboro and Troutdale Airports, several marine terminals (parts of which are leased), and a variety of industrial property. As a strategic partner in the organization, Port IT manages the Port technology and communications infrastructure, business applications and system development, and provides IT Services which support approximately 800 employees who use a combination of enterprise solutions and desktop software products in their daily work. See Exhibit B for a description of the Port s Technology Environment and Exhibit C for a summary of the Port s Organization Structure. To support business and operational functions, the Port has hundreds of computer systems. Critical systems and Port data are backed up daily on tape and tapes are sent to off-site storage for recovery purposes, based on a defined tape rotation which includes daily vendor pickup and delivery. Since the last Business Impact Analysis / Disaster Recovery Plan was completed for the Port IT department, systems have been added and retired, servers and technology have changed, and the Port consolidated its offices and moved the corporate headquarters from downtown to its new location at the Portland International Airport. As a separate effort from this IT Business Impact Analysis, the Port is also soliciting proposals for a Business Continuity Plan (BCP), the scope of which shall address the people, processes, systems and infrastructure needed to continue to perform essential functions following a disaster or major incident. In order to avoid duplication, the BIA consultant will be expected to coordinate efforts and share information with the BCP consultant for the identification, availability, and redundancy of Port IT systems to support internal and external stakeholders at the level required for the overall emergency response planning Statement of Work The successful proposer shall assist the Port by conducting the BIA and present the report of findings that meets the requirements and deliverables detailed in this solicitation to Port management. The BIA shall include evaluation of the Port s catalog of computerized systems, services, information, and business processes which are most important to Port operations and administration. The BIA will identify key interdependencies, connectivity requirements, and upstream / downstream data flows. The BIA will outline system outage business impacts and assign recovery priority based on analysis findings. It is expected that the work will be completed predominately on-site at the Port of Portland headquarters location. There may be other site visits required to operational locations, however all Port facilities are located in the Portland metro area therefore travel outside of the area will not be required. Solicitation No Page 1

4 It is estimated that the Port currently has 120 medium to critical priority applications with approximately 60 Port business owners. These may include applications and systems that are hosted by third party vendors or other public agencies. The BIA deliverables include the following: Establish the BIA process and methodology a. Deliver a sustainable, repeatable survey process, methodology, and toolset; b. Provide survey template specific to Port systems and operations; c. Work with Port project manager to refine project scope and parameters; d. BIA evaluation tool should be configurable for Port parameters and ranking requirements Plan, coordinate, and conduct data gathering interviews on-site a. Review catalog of all Port IT business systems and services; b. Identify critical supported business functions, processes, services, data requirements by operational area and IT system; c. Identify IT and operational resources (including vendors) required for restoration in an outage event for each critical system/service; d. Identify required technologies and location of backup media or equipment; e. Determine existing system, data, operational, vendor, and facility dependencies including downstream/upstream data processors; f. Identify and prioritize hosted applications, solutions, or shared systems either hosted by the Port or by other 3rd parties Complete the Business Impact Analysis and Findings Report which will at minimum: a. Identify and evaluate the impacts resulting from key systems, applications, or services interruption; including Port fiscal, customer relationship, and customer/vendor financial impacts as well as the severity level ranking or direct costs estimate associated with an outage; also include review of sufficiency of backups to conform to recovery point and time; b. Identify overall net loss from total system outage and identify facilities or sites that are at greatest risk; c. Itemize final ranking of systems and services as determined by restoration priority, recovery time and point objectives with identification of location of backups and technologies required to restore systems and services to an operational level; d. Identify process or system related electronic content, documents, system manuals required for interim operations and recovery efforts; e. Review findings, areas of concern, recommendations, and draft presentation materials with IT project team and IT Management group in order to incorporate comments and feedback into final report BIA Report Presentation to Port Management a. The consultant will conduct an onsite presentation of the final BIA findings and results to Port management. Solicitation No Page 2

5 b. At the end of the consulting engagement, the survey forms and templates, raw and compiled data, survey and analysis tools, reports, and other work product will be retained by the Port The Port s desired timeline is for work to begin in September, and be completed by November Solicitation No Page 3

6 2. PROPOSAL PROCESS 2.1 General Evaluation. Proposals will be evaluated by a Port evaluation team. The evaluation will be in accordance with Section 3.2.2, Required Submissions and Evaluation Criteria, and may include requests by the team for additional information, oral discussions, site visits, and inquiries into the experience and responsibility of the proposer Obligation to Award. The issuance of this RFP, and the receipt and evaluation of proposals does not obligate the Port to award a contract. The Port will not pay any costs incurred in responding to this RFP. The Port may cancel this RFP or reject any or all proposals in accordance with ORS 279B Commencement of Work. The successful proposer may not commence work until receipt of a fully executed contract Questions. All questions pertaining to this RFP must be submitted through the Port s Business Opportunities Vendor Portal at Questions received fewer than five (5) days prior to the deadline for receipt of proposals may not be considered. 2.2 Pre-Proposal Interpretation of Contract Documents Changes to RFP The Port reserves the right to make changes to the RFP. Changes will be made by written addendum which will be issued to all prospective proposers on the Port s list of RFP holders Prospective proposers may request or suggest any change to the RFP by submitting a written request. The request shall specify the provision of the RFP in question, and contain an explanation for the requested change. The request must be submitted at least five (5) calendar days prior to the date set for receipt of proposals The evaluation team will evaluate all requests submitted, but reserves the right to determine whether to accept the requested change Amend or Withdraw Proposal. A proposer may amend or withdraw its proposal any time prior to the time and date established for submission of proposals. 2.3 Intergovernmental Cooperative Purchasing The proposer submitting this proposal may agree to extend identical prices and services under the same terms and conditions to all public purchasing contracting agencies as defined in ORS 279A.200(1)(h). Quantities stated in this proposal reflect the Port s usage only. Each participating agency will execute its own contract for its requirements. Any proposer, by written notification included with its proposal, may decline to extend the prices and terms of this proposal to any and/or all other public agencies. 2.4 Public Disclosure of Proposals Any information provided to the Port pursuant to this RFP is subject to public disclosure pursuant to Oregon s public records laws (ORS to ) The general requirement for public disclosure is subject to a number of exemptions. Each page containing information deemed by the proposer to remain exempt from public disclosure after proposals have been evaluated (e.g., pages containing trade secret, economic development information, etc.) should be plainly marked. A general statement Solicitation No Page 4

7 that all or certain parts of the proposal are exempt from public disclosure will not be effective unless each page on which those parts appear has been marked in accordance with this section The fact that a proposer marks certain information as exempt from disclosure does not mean that the information is necessarily exempt. The Port will make an independent determination regarding exemptions applicable to information that has been properly marked. Information that has not been properly marked may be disclosed in response to a public records request. When exempt information is mixed with nonexempt information, the nonexempt information must be disclosed. The Port will redact pages that include both exempt and nonexempt information to allow disclosure of the nonexempt information Unless expressly provided otherwise in this RFP or in a separate communication, the Port does not agree to withhold from public disclosure any information submitted in confidence by a proposer unless the information is otherwise exempt under Oregon law. The Port considers proposals submitted in response to this RFP to be submitted in confidence only until the Port s evaluation is complete, and agrees not to disclose proposals until the Port has completed its evaluation of all proposals and publicly announced the results. 2.5 Submission of Proposals Requirements. Each proposer s submission in response to this RFP must: 2.6 RFP Schedule Include one original (marked as such), 7 copies of the original proposal, and a copy of the proposal on CDROM in Microsoft Word, Excel or Adobe Acrobat format; Be submitted in a sealed envelope that is plainly marked Proposal to Information Technology Business Impact Analysis Consulting Services and that bears the proposer s name and address; and Be received by the Port s Contracts and Procurement Manager, Craig Johnsen, at 7200 N.E. Airport Way, Portland, OR (Mailing address: PO Box 3529, Portland, OR 97208). The Port, at its option, may decline to consider late submissions Deadlines. The following schedule is tentative and subject to change at the sole discretion of the Port: July 13, 2012 RFP Advertised August 3, a.m. for receipt of proposals August 22-23, 2012 Interviews (if required) August 29, 2012 Selection of apparent successful proposer announced September 14, 2012 Contract begins Period of Irrevocability. Proposals will be offers that are irrevocable for a period of sixty (60) days after the time and date proposals are due. Proposals will contain the name, address and telephone number of an individual or individuals with authority to bind the company during the period in which the proposal will be evaluated. Solicitation No Page 5

8 2.7 Protests Objections or Protests. A proposer or prospective proposer who wishes to object to or protest any aspect of this procurement must deliver a written protest to the Manager of Contracts and Procurement, 7200 N.E. Airport Way, Portland, OR 97218; mailing address, PO Box 3529, Portland, OR 97208; or Facsimile (503) Timeliness If the protest relates to matters that are apparent on the face of the solicitation documents or that are otherwise known or should have been known to the protester, the protest must be delivered no fewer than five (5) business days prior to the deadline for the Port s receipt of offers If the protest relates to other matters, including but not limited to the award of the contract, it must be delivered as soon as possible, and in no event less than five (5) business days, after the protester knows or reasonably should have known of the award of the contract, the Port s intent to award the contract, or other matters to which the protest is addressed Delivery. A protest is delivered, for the purposes of this paragraph, when it is actually received by the Port s Contracts and Procurement Department staff Late Protests The Port may decline to review a late protest A protest shall be deemed to include only the documents timely delivered pursuant to this paragraph. It must clearly state all of the grounds for the protest and must include all arguments and evidence in support of the protest. Testimonial evidence may be submitted by affidavit. The Port may investigate as it deems appropriate in reviewing the protest, and will issue a written response to the protest. The Port may proceed with contract award, execution, and performance while a protest is pending. Solicitation No Page 6

9 3. PROPOSAL CONTENT AND EVALUATION CRITERIA 3.1 Preparation Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer s ability to satisfy the requirements of this RFP. Submissions of technical literature, display charts, or other supplemental materials are the responsibility and within the discretion of the proposer. The Port will not be liable for any expense incurred in the preparation of proposals. Firms interested in being considered for this work must submit the following written information for review by the evaluation team Proposers are encouraged to provide complete information in their written proposals. Except as provided otherwise below, a proposal response to section shall be in a font size no smaller than 10 points. Double-sided printing of the hard copy is encouraged. Pages should be numbered consecutively and fastened in the upper left-hand corner only. There should be no other bindings, such as comb-binders, presentation folders, 3-ring binders, etc. 3.2 Format Proposals shall conform to the following format: Part I - Proposal Form. The proposal form follows this section of the RFP. Proposers must complete the Proposal Form (Exhibit A) and include it as the first page of their proposal Part II - Required Submissions and Evaluation Criteria. Proposals will be evaluated by the Port s evaluation team based upon the criteria shown below. If no criteria weighting is shown, then the criteria are listed in their relative order of importance. Although some of the criteria may be given more weight than others, each proposer is expected to provide the Port with a comprehensive proposal which allows the Port to do a complete evaluation Qualifications of Proposer - Weight 35 (a) Provide a brief summary of your firm s qualifications, including number of years in business, size, names and descriptions of parent companies (if any), industrial focus, vision, and depth of staffing; (b) Describe your firm s experience and capabilities to perform all tasks necessary to complete this project, including the tasks necessary to guide many stakeholders. Include your experience in providing business impact analysis services for clients of similar size and type, especially public agencies or port authorities with marine and airport facilities; (c) Describe the successful completion of at least three BIA or BCP projects by your firm within the last five years. Indicate on which projects each proposed staff member has worked. Work performed for a port authority, medium-to-large airport or seaport is preferred; (d) Identify the project manager and the names, titles, and responsibilities of all other key personnel who will be assigned to this project. Identify whether your proposal includes the use of any sub-consultant(s) and if so, identify the roles and responsibilities of the sub-consultant(s); (e) Provide the resumes of key personnel that will be assigned to the project. The individual resumes must show the employees relevant experience and qualifications to deliver and/or manage the contracted services. The combined resumes for all employees that the proposer and sub-consultant firms will assign Solicitation No Page 7

10 to the project must demonstrate prior experience in programmatic management of similar projects or services; (f) Describe the primary work assigned to each person and the percentage of time each person will devote to this work Project Approach and Survey Methodology - Weight 30 (a) Describe the approach to managing the project including roles and responsibilities and assumptions; (b) Provide a project plan including the ability to meet the Port s desired implementation timeline (Section 1.3.5); (c) Describe the methodology and tools used for gathering and analyzing survey data; (d) Provide samples of proposed forms, questionnaires, templates, data inputs, final reports, and presentation materials; (e) Identify analysis tool foundational standard and/or basis of its calculations used to assign priority rankings; (f) Identify anticipated responsibilities for the Port staff in order to ensure a successful implementation; (g) State where and how the proposal deviates from the general requirements of the RFP Cost/Fees - Weight 25 (a) Submit the fee schedule Exhibit D; identify any recommended services and costs not specified in the Exhibit ; (b) Any reimbursable expenses contemplated for this work must not conflict with the Port Consultant Travel and Expense Policy attached to the sample contract Exhibit E Small Business Participation Program - Weight 10 (a) The Port is committed to increasing small business participation in Port contracts. The Port has elected to define small business as a for-profit small business enterprise that has been certified by the Oregon State Office of Minority, Women, and Emerging Small Business (OMWESB) or by the Washington State Office of Minority and Women s Business Enterprises (OMWBE). The Port defines certified small business enterprise as inclusive of minority-owned business enterprise (MBE), women-owned business enterprise (WBE), emerging small business (ESB), and disadvantaged business enterprise (DBE). A listing of certified firms is available on the OMWESB and the OMWBE websites at OMWESB/index.shtml and certification_mwbe.shtml. (b) For fiscal year , the Port s overall small business participation target is 10 percent participation of small businesses as a percent of contract dollars awarded directly and as subcontracts; and 25 percent participation of small businesses as a percent of the total number of contracts awarded directly and as subcontracts. The Proposer s ability to help the Port achieve its small business participation target will be considered during the Port s evaluation of proposals. The proposal shall address the following: Solicitation No Page 8

11 (i) Is the Proposer certified by the state of Oregon or state of Washington as a minority-owned, women-owned, disadvantaged, or emerging small business? (ii) Provide a narrative description of the proposer s experience in promoting small business participation as partners, subcontractors, or suppliers on previous projects. Describe any innovative or successful measures that the proposer has undertaken to increase small business participation on projects. Include a list of small businesses with which the proposer s firm has had a contractual relationship during the last 12 months. (iii) Describe portions of the work the proposer will subcontract, and identify work items that could be performed by small businesses. Describe the actions and strategies the proposer will take to increase small business participation in this work. Include names of small businesses that will be subcontractors on this project and identify/describe what work scopes the named small business subcontractors will perform References (not weighted, but used to verify information provided in the proposal). Provide the names and current contact information of three references having direct knowledge of the Proposer s work related to this RFP Evaluation Procedures Competitive Range. An evaluation team will determine which proposals are within the competitive range in accordance with the evaluation criteria set forth in Section 3. Only those proposals determined to be within the competitive range will be considered for award Evaluation Team Members. One or more evaluation team members may conduct an initial evaluation of all proposals, using the evaluation criteria set forth in Section 3, and may identify a subset of proposals as finalists for further evaluation by the evaluation team. After the initial evaluation, members of the evaluation team may perform any of their functions individually, or as a group consisting of two or more evaluation team members. If particular functions are performed by individual evaluation team members or by a group consisting of less than the full evaluation team, the evaluation team members performing the functions shall report to the full team a summary of the information gathered or conclusions reached. A report of final evaluation results and any recommendation regarding award of a contract may be made to the Executive Director or the Executive Director s designee without the participation of all evaluation team members, provided that a majority of evaluation team members participate Interviews. Selected proposers may be invited to participate in an interview stage of the evaluation process. Proposers should be prepared to respond to questions related specifically to their proposals and other pertinent matters with respect to the RFP. Solicitation No Page 9

12 EXHIBIT A Proposal Form Port of Portland Information Technology Business Impact Analysis Consulting Services Solicitation No The undersigned proposer submits this proposal in response to the Port s Request for Proposal (RFP) for the contract named above. The proposer warrants that the proposer has carefully reviewed the RFP and that this proposal represents proposer s full response to the requirements described in the RFP. The proposer further warrants that if this proposal is accepted, the proposer will contract with the Port, agrees to all terms and conditions found in the attached sample contract, and will provide all necessary labor, materials, equipment, and other means required to complete the work in accordance with the requirements of the RFP and contract documents. The proposer further warrants that the proposer has not and will not discriminate, in violation of ORS 279A.110, or any other local, state or federal law, against any minority, women or emerging small business enterprise or other protected individuals, in the development or presentation of this proposal, or in obtaining any required subcontract. The proposer hereby acknowledges the requirement to carry or indicates the ability to obtain the insurance required in Section 13 of the Sample Contract Exhibit E. Indicate in the affirmative by initialing here: The proposer hereby acknowledges receipt of Addendum Nos.,,,, to this RFP. Name of Proposer: Business Address: Telephone Number: Fax Number: Address: Authorized Signature: Printed/Typed Name: Title: Date: Solicitation No Page 10