REQUEST FOR INFORMATION STAFF AUGMENTATION/IT CONSULTING RFI NO.: DOEA 14/15-001 I. INTRODUCTION The Florida Department of Elder Affairs (DOEA) hereby issues this Request for Information (RFI) to all interested parties who conduct staff augmentation/information Technology Consulting in accordance with the tasks outlined below. The Department of Elder affairs recently installed a new network, Microsoft Office 365 (Office 365). The goal of the Department was to increase access, availability, and move from a server to a cloud thus eliminating space concerns and reducing, cost as a backup server would no longer be required. In order to understand the strengths and weaknesses of the current system and prepare for a possible Request for Quotes, DOEA is seeking information about the Office 365 infrastructure including public access and backup support. As used in this document, Vendor shall mean the individual or company submitting the response to this RFI. Individuals submitting a response on behalf of a company shall be the owner or controlling agent of the company described in the RFI response or an individual duly authorized to act on behalf of an entity responding to this RFI. Vendor shall also mean Respondent. II. III. PURPOSE OF AN RFI Rule 60A-1.042, Florida Administrative Code (F.A.C.), provides that an agency may request information by issuing a written RFI. Agencies are authorized to use an RFI in circumstances including, but not limited to, determining whether or not to competitively procure a commodity or contractual service; determining what solicitation process to use for a particular need; or researching general, special, and/or technical specifications for a solicitation. A Vendor s response to an RFI is not an offer, and the agency may not use the Vendor s submission to justify a contract with that Vendor without otherwise complying with Chapter 287, F.S. Vendors submitting a response to an agency s RFI are not prohibited from responding to any related subsequent solicitation. A Vendor s response to an agency RFI does not constitute a decision or intended decision that is subject to protest under section 120.57(3), F.S. BACKGROUND AND NETWORK STRUCTURE The Department converted to Office 365 to give the Department the familiarity and the power of Office 365 with the flexibility of the cloud. With Office 365 in the cloud, the Department s applications and files are available while working offline at a desktop, online, or on one of our devices. Being in the cloud also allows employees to edit files at a PC or Mac, email or share files from a tablet, or join an online meeting from our smart phone. RFI No.: DOEA 14/15-001 Page 1 of 5
As part of the conversion, the Department purchased 550 Microsoft Enterprise Agreement, G3 licenses for use by staff members across the state of Florida. G3 is a governmental offering that is HIPPA compliant. The Department also purchased as add-on products Microsoft Intune and Forefront to handle security management. IV. PURPOSE OF THE RFI The Department anticipates seeking additional services related to its Office 365 system. The Department has outlined a score of work in section IV. In seeking these additional services, the Department may use the draft scope of work, similar language, or take a different course. The purpose of this RFI to seek input from the vendor community related to needed system enhancements or additions to the system, and possible future delivery models for such services. V. REQUIREMENTS The Department has outlined a proposed scope of work below which may be part of a Request for Quotes or a solicitation to obtain a vendor for system enhancements. PROPOSED DRAFT SCOPE OF WORK The Contractor will provide the expertise necessary through staff augmentation/information Consulting in accordance with the tasks outlined below. Contractor will assist DOEA with the following high-level tasks: a) Perform Risk Assessment which includes, but is not limited to, identification of the following: Threats and vulnerabilities to network; Impact to the organization that may occur given the potential for threats exploiting vulnerabilities; Likelihood that harm will occur; Security control effectiveness & monitoring; Changes needed to information systems or environments of operations, and related change management requirements and needs; and Compliance verification activities. b) Evaluate the Department s Office 365 system and describe in detail: Systemic information security-related risks associated with organizational governance and management activities; Enterprise architecture; Mission/business processes; Funding of information for security programs. c) Determine and describe in detail appropriate action needed in response to identified risks and: Estimate costs associated to mitigate risks Recommend resources and training for staff. d) Develop a plan to communicate any changes to staff, and identify any training needs. Also, describe how training of staff will be handled. All task shall be conducted in compliance with the National Institutes of Science and Technology s Special Publication 800-30 Rev 1 (NIST SP 800-30 Rev1) Guide for Conducting Risk Assessments. VI. QUESTIONS FOR VENDORS In response to this RFI, please provide the following information as described below. Introduction: RFI No.: DOEA 14/15-001 Page 2 of 5
Provide the Vendor s primary point of contact and contact information (name, title, address, mailing address (if different from the physical address), telephone number(s), fax number, and e-mail address.) Questions from vendors and requested information: A. Please describe your organization and, if applicable, the names and qualifications of staff who will provide the information requested in the RFI related to the Microsoft Office 365 network. Please also describe any expertise your company has with other governmental projects of this nature. B. In consideration of the Proposed Draft Scope of Work (SOW), please identify and describe in detail any major deliverables that are missing from the SOW. C. Please describe a reasonable plan for a future delivery model to include the infrastructure and services to be provided. D. Please include a description and approximation of costs for the proposed deliverables. Please distinguish between initial or on-time costs and ongoing costs. E. Please describe any additional software, or other licensing needs, required by the proposed deliverables and approximate costs. F. Please describe any areas of concern or additional information that your firm would like to see address any procurement and that would assist the Department in obtaining the services desired or other considerations related to system improvement. VII. TIMELINE Listed below are important dates and times on which actions must be taken or completed. If the Department finds it necessary to update any of the dates or times noted, it will be accomplished by an Amendment to the Request for Information (RFI). Times listed below are local times in Tallahassee, Florida. DATE TIME October 3, 2014 2:30 PM Request For Information (RFI) Issued October 10, 2014 2:30 PM Questions are due to the Procurement Officer October 14, 2014 5:00 PM Responses to written questions received will be posted on the Vendor Bid System (VBS) at: http://vbs.dms.state.fl.us/vbs/search.criteria_form on or before 5:00 PM Eastern Time (ET) October 22, 2014 2:30 PM Vendor responses are due VIII. IX. AMENDMENTS TO THE REQUEST FOR INFORMATION (RFI) The Department will post any amendments to this RFI on the Florida Vendor Bid System at: http://vbs.dms.state.fl.us/vbs/search.criteria_form. Each Respondent is responsible for monitoring the VBS for new or changing information. RFI QUESTIONS AND CONTACT WITH THE STATE Questions regarding this RFI shall be submitted in writing to the Procurement Officer identified in Section XI, by the date and time specified in the Timeline or as amended by the Department. Questions may be submitted via email. Questions will not be answered via telephone. The Department will post answers to questions received on the Vendor Bid System by the close of business on the date stated in the timeline. RFI No.: DOEA 14/15-001 Page 3 of 5
Please direct any questions or issues regarding this RFI to the Procurement Officer identified herein. X. VENDOR RESPONSE SUBMISSION Please submit three (3) bound hardcopy originals and one (1) electronic copy (either a CD or via email) to the Procurement Officer noted in Section XI no later than the time and date noted in the Section VI. Hardcopy responses must reference the RFI No.: DOEA 14/15-001, title of the RFI, and name of respondent. Electronic copies must reference the same in the subject line of the email response submission. The Respondent shall organize the response submittal contents as follows: Introduction Questions for vendors and requested information. Estimated Costs and Additional Information or other areas of concern XI. CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL Any documents submitted to the Department in response to the RFI will be a public record unless exempt under Florida law. The Department performs its public records responsibilities as provided under Chapter 119, Florida Statutes, and Article I, Section 24 of the Florida Constitution. If the Respondent considers any portion of the documents, data, or records submitted in response to this RFI to be confidential, trade secret, or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution, or other authority, the Respondent must also simultaneously provide the Department with a separate redacted copy of its RFI on CD. The respondent must also briefly describe in writing the basis for claiming exemption from the public records law, including the specific statutory citation for such exemption. The redacted copy shall contain the Department s RFI name, number, and the name of the Respondent on the cover, and it shall be clearly titled Redacted Copy. The Redacted Copy shall be provided to the Department at the same time Vendor submits its response to the RFI and must only exclude or obliterate those exact portions which are claimed confidential, proprietary, or trade secret. The Vendor shall be responsible for defending its determination that the redacted portions of its RFI response are confidential, trade secret, or otherwise not subject to disclosure. Further, the Vendor shall protect, defend, and indemnify the Department for any and all claims arising from or relating to the Vendor s determination that the redacted portions of its Request for Information (RFI) response are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Vendor fails to submit a Redacted Copy with its response, the Department is authorized to produce the entire document, data, or records submitted by the Vendor in answer to a public records request for these records. XII. PROCUREMENT OFFICER Byron Saper, Purchasing Director Contract Administration & Purchasing Florida Department of Elder Affairs 4040 Esplanade Way, Suite 215 Tallahassee, FL 32399-7000 E-mail: Saperb@elderaffairs.org RFI No.: DOEA 14/15-001 Page 4 of 5
The Procurement Officer is the only authorized individual who can respond to RFI comments and questions. XIII. GENERAL RFI TERMS This is a request for information only and should not be construed as an intent, commitment, or promise to purchase a proposed solution by a vendor. The Department will not be obligated to any vendor as a result of this RFI or be responsible to any costs incurred by vendors. RFI No.: DOEA 14/15-001 Page 5 of 5