Request for Qualifications INFORMATION TECHNOLOGY SERVICE PROVISION October 19, 2017 Issuing Entity: Contact: City of Pico Rivera 6615 Passons Blvd Pico Rivera, CA 90660 Questions regarding this solicitation should be directed to: Michael Solorza, Director of Administrative Services (562) 801-4392 msolorza@pico-rivera.org
Request for Qualifications INFORMATION TECHNOLOGY SERVICE PROVISION The City of Pico Rivera is inviting consultants to submit their qualifications to provide the City with information technology services for a set time period to assist during a time of organizational restructure and staffing challenges. All qualifications must be received before 5:00 p.m. on Monday, November 6, 2017, addressed to the Department of Administrative Services, ATTN: Michael Solorza, 6615 Passons Blvd, Pico Rivera, CA 90660. Qualifications received after that date and time will not be considered. Applications submitted in response to this request for qualifications (RFQ) will be reviewed by a team of City representatives. The team will review all complete, eligible qualification submittals received by the deadline. Upon evaluating the qualifications provided in the applications, the team will identify top vendors who may be invited for finalist interviews. The review team reserves the right to make a final decision without an in-person interview. The RFQ package and additional information may be obtained free on the City s website at http://www.pico-rivera.org/depts/admin/clerk/city_projects/default.asp or by contacting Michael Solorza at (562) 801-4392 or emailing Esther Yera at eyera@picorivera.org.
Request for Qualifications Table of Contents A. DESCRIPTION OF WORK... 2 1. PURPOSE... 2 2. BACKGROUND... 2 3. PROJECT SCOPE... 3 4. OBJECTIVES AND DELIVERABLES... 3 B. QUALIFICATIONS SUBMITTAL... 5 1. FORMAT... 5 2. WHERE AND WHEN TO SUBMIT... 5 3. SUBMITTAL LENGTH AND COPIES... 6 4. QUALIFICATIONS REVIEW AND AWARD SCHEDULE... 6 C. EVALUATION CRITERIA... 7 D. EXISTING TECHNOLOGY ENVIRONMENT... 8 1. EXISTING INFRASTRUCTURE OVERVIEW... 8 2. EXISTING APPLICATIONS... 8 E. SUBMITTAL FORMS... 10 1. QUALIFICATIONS SUBMITTAL FORM WITH APPLICATION CHECKLIST... 11 2. REFERENCES... 12 F. QUESTIONS... 14 1
A. DESCRIPTION OF WORK 1. PURPOSE The City is interested in consultant services to augment existing City staff to provide day-to-day information technology services and assistance for a fixed period of time. Such help would include standard help desk assistance (i.e., responding to help tickets) as well as assistance with monitoring systems and network operations, conducting inventories of existing assets, and other related duties. Such assistance could be provided utilizing on-site as well as off-site staffing. This assistance would be provided for a set period of time while the City looks to develop a longer term strategic plan addressing the provision of information technology services. This RFQ seeks consulting services that can provide the dayto-day assistance to augment existing information technology staff (one full time City of Pico Rivera employee) and help with associated duties. The City would be open to any staffing model that would provide the proper amount of top-notch, white glove customer service for the organization. 2. BACKGROUND The City The City of Pico Rivera is located in Los Angeles County, California approximately 11 miles southeast of downtown Los Angeles. The City has a population of approximately 64,000 encompassing approximately 8.9 square miles. The City of Pico Rivera s fiscal year begins on July 1 and ends on June 30. The City is a general law city incorporated in 1958, operates under the Council/Manager form of government and is a contract city (i.e., public safety is provided by the Los Angeles County Sheriff and Fire Departments). The City employs approximately 140 full-time staff and 100-150 part-time/seasonal staff. The five members of the City Council are elected at-large. They serve staggered fouryear terms, with the Mayor being selected annually from amongst and by the Council Members. The Council meets on the second and fourth Tuesday of each month. The firm s principal contact with the City of Pico Rivera will be Michael Solorza, Director of Administrative Services, (562) 801-4392 or msolorza@pico-rivera.org. All questions related to this RFQ must be received by Michael Solorza no later than 5:00p.m. Friday, October 27, 2017. Proposal questions received after this deadline will not be answered. City Hall is located at 6615 Passons Boulevard, Pico Rivera, California 90660. The telephone number is (562) 801-4392. The City website address is www.picorivera.org. 2
The City s Information Technology Resources The City has recently re-organized, with the Information Technology function now being part of a combined Administrative Services Department (i.e., Finance / Human Resources / Information Technology) which is overseen by the Director of Administrative Services. In addition to this re-organization, the City recently downsized Information Technology staffing from three (3.0) full-time staff to one full-time staff member all who were/are City of Pico Rivera full-time employees. With these organizational and staffing changes, the City is looking to eventually conduct a thorough review of its entire information technology infrastructure, service model, hardware and software needs and security liabilities. This review would help provide City management with a clear road map of what is needed to provide ongoing, daily information technology services to its employees. However, before the City can undertake this strategic review, it is necessary to augment the existing full-time staff member and provide assistance with normal daily duties in order to move from a reactive to a more pro-active model. The ultimate goal of this RFQ is to identify a firm that could provide such day-to-day assistance in an economical manner while providing excellent customer service and which would allow management to focus on developing a strategic vision of what the City s information technology services should look like in three to five years. Provision of these services could involve a combination of on-site and off-site staffing, as well as utilizing appropriate staffing classifications depending on the City s need. The City s incumbent Information Technology Technician (full-time employee) would serve as contract/project manager and would provide day-to-day supervision and direction to consultant staff. 3. PROJECT SCOPE The IT Service Provision agreement will utilize consultant services to respond to help desk tickets, monitor network operations, assist with troubleshooting network/systems issues, conducting an inventory of IT assets (i.e., desktop computers, cell phones, etc.) and generally provide all needed assistance to the current full-time employee that would keep the City s basic information technology services functioning. 4. OBJECTIVES AND DELIVERABLES The objective of the request for qualifications (RFQ) is to identify consultants capable of delivering information technology service provision with the following components: 3
Assess the City s current IT environment, including infrastructure, hardware, software, and database applications in order to recommend a proper staffing augmentation model (i.e., number and type of consultant staff, on-site vs. off-site, etc.) Present a staffing augmentation model that adequately addresses the City s service needs Provide IT staffing assistance to the one full-time City of Pico Rivera Information Technology Division employee Interview department representatives to identify immediate and future departmental service needs Prepare policies for use of internet, smart phones, email, and remote access Assist with conducting an inventory of IT related assets (i.e., desktop computers, cell phones, etc.) Provide as needed assistance with all IT Division duties, projects, and tasks Report to the Information Technology Technician 4
B. QUALIFICATIONS SUBMITTAL 1. FORMAT Your qualification submittal must include the following information: a. Qualifications submittal form with Application Checklist (see Section E for form) b. Table of Contents c. Firm Profile State whether your firm is local, national, or international. Also include the following for the office this work would originate from: 1) Size of the Firm and size of local office 2) Location of the office, where the work on this engagement is to be performed 3) Number and nature of the professional staff to be assigned to this project on a full-time basis. 4) Number and nature of staff to be assigned to this project on a part-time basis. 5) Identify the supervisory and management staff who will be assigned to the engagement and provide resumes for each person that will be assigned to this engagement as well as provide any substantiated complaints against the firm in the last 3 years and any outstanding litigation. d. Qualifications Details 1) Provide experience of your firm in providing IT service provision to other similar governmental agencies with similar populations. 2) Provide samples of IT staffing models you have implemented/provided for other similar governmental agencies (not to be included in total proposal length). 3) Provide in detail how your firm would add value to this process. Set forth a work plan, including the methodology and processes to be followed to perform the services as identified in Section A Objectives and Deliverables. 4) Provide the availability of your firm to begin working on the project beginning no later August 1, 2017 5) Provide any other information that would assist us in evaluating your qualifications. e. References Provide references from at least three companies and/or municipal agencies for which you have provided similar services. (see Section D for form) Note: For ease of electronic preparation, vendor may prepare their own submittal forms as long as they contain the same information in a similar format. 2. WHERE AND WHEN TO SUBMIT Please send a completed qualifications package to the City of Pico Rivera, Department of Administrative Services, ATTN: Michael Solorza, Director, RE: Information Technology Services RFQ Response, 6615 Passons Blvd, Pico Rivera, CA 90660. The deadline for submittals is Monday, November 6, 2017 before 5:00 p.m. Each qualifications package must be submitted in the format described in the RFQ specifications Section B and accompanied by any other required submittals or supplemental materials. 5
3. SUBMITTAL LENGTH AND COPIES Please provide the City with five (5) hard-copy sets of the proposal. Proposals must be complete and include all attachments, and supplemental materials necessary for the City to make an informed decision. The proposal should be prepared simply and economically, providing a straightforward, concise presentation of the information requested. 4. QUALIFICATIONS REVIEW AND AWARD SCHEDULE The following is an outline of the anticipated schedule for qualification review and contract award: Schedule Item Deadline RFQ release October 19, 2017 RFQ questions submitted to msolorza@pico-rivera.org October 27, 2017 RFQ questions answered by Michael Solorza to all firms October 31, 2017 that provide an with email address RFQ submission deadline November 6, 2017 Selection of Semi-Finalists * TBD Selection of Consultant TBD *The City may select a firm without interviews. At the discretion of the City, interviews may be arranged with the semi-finalists to assist in making a final selection. Selection shall be based upon evaluation criteria, the committee s recommendations, and subject to City Manager approval. It is the City s intention to select one firm to perform all services. 6
C. EVALUATION CRITERIA City staff will evaluate the RFQ submittals based on several factors. These factors are as follows: Experience and Expertise Previous related work experience and qualifications in the subject area of personnel assigned Demonstrates a clear knowledge of IT and operations as they pertain to public sector (i.e., government) organizations Demonstrates a clear understanding of scope of work and other technical issues related to this project Demonstrates a clear understanding of public sector operations and the provision of information technology services to public sector staff Proven track record of providing excellent customer service to public sector organizations, its employees and governing body (i.e., elected officials) Overall Methodology Overall approach to the project. Additional services, innovative staffing models, cost-saving measures, products, etc. will be considered for their usefulness or contribution to the project Resources Availability of essential personnel based on current workload and future commitments including how many hours each person will dedicate to the project Adequacy of amount and quality of resources Appropriateness of resources (i.e., remote vs. on-site staff, staff classifications, etc.) to City of Pico Rivera s needs References References and recommendations of previous clients History and performance of firm/project team on similar projects. 7
D. EXISTING TECHNOLOGY ENVIRONMENT 1. EXISTING INFRASTRUCTURE OVERVIEW The City s current IT infrastructure is comprised of the following components: Users 160 Workstations 160 Physical Servers 8 Virtual Servers - 25 Microsoft Office applications 2007 Professional and 2010 Professional Database software Unidata/Wintegrate, SQL Server 2008/2012 Server Operating Systems Windows Server Standard / Enterprise 2003/2008/2012 Computer Operating Systems - Windows XP, Windows 7, Windows 8.1, Windows 10, Mac OS Network infrastructure 100M line at City Hall, Fiber line at City Yard, Fiber line at Senior Center, Fiber line at Pico Park, Point to point VPN at Rivera Park, Point to Point VPN at Rio Hondo Park, Point to Point VPN at Streamland Park 2. EXISTING APPLICATIONS The following list includes the City s Primary Applications essential for the City to function and Other Software Applications used to support City publications and other needs. Primary Applications Type Name of System Hosted/ In-house Server Records Management Software: Questys In-house Financial Database Application: New World In-house Legacy Financial Database: Unidata / Wintegrate In-house Card Access Security Software: Galaxy In-house Public Works Work Order System: Cititech In-house Printer Management Software Papercut In-house InfraMAP Software: IWater Hosted Water Management Software: Scada In-House Website Content Management: Civica Hosted Public Housing Software: Emphasys Hosted Broadcasting: Leightronix Hosted Microsoft Outlook: Exchange In-house Business License: HDL Hosted 8
Recreation Management Software: ActiveNet Hosted Printing Software: Capella In-House Signage / Kiosk Software Site Remote Hosted Citizen Request Management Software: Nead Apps Hosted Message Display Software: Daktronics In-House Other Software Applications Adobe Acrobat Standard Adobe Creative Suite 6 Design Standard Adobe After Effects Adobe Fireworks Adobe InDesign Adobe Premier Pro Adobe Illustrator Adobe Photoshop Adobe InCopy ArcGIS Desktop 10 Autodesk Network License Manager Autodesk Civil 3D 2016 Autodesk AutoCAD 2016 9
E. SUBMITTAL FORMS Request for Qualifications for IT Service Provision Along with other information about your qualifications to provide the City with IT Service Provision as outlined in Section B, include the following forms in your submittal: Qualifications submittal form with Application Checklist References (at least three [3]) For ease of electronic preparation, vendor may prepare their own submittal forms as long as they contain the same information in a similar format. 10
1. QUALIFICATIONS SUBMITTAL FORM WITH APPLICATION CHECKLIST The authorized representative identified below declares that she or he: 1. Has carefully examined the Request for Qualifications 2. Is thoroughly familiar with its contents. 3. Is authorized to represent the proposing firm. Firm Name and Address Contact Name Phone Email Authorized Representative Name Title Date Checklist Qualifications Submittal Form with Application Checklist (this page) Table of Contents Firm Profile Qualification Details References 11
2. REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name or by the principal assigned to this engagement: years. Describe fully the last three contracts performed by your firm or the principal assigned to this engagement that demonstrates your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Email Address Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2 Customer Name Contact Individual Email Address Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome 12
Reference No. 3 Customer Name Contact Individual Email Address Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Request for Qualifications for IT Service Provision 13
F. QUESTIONS Request for Qualifications for IT Service Provision Please submit all questions to Michael Solorza, msolorza@pico-rivera.org. The question and the answer will then be forwarded to all firms that provide an e-mail address. All questions must be submitted no later than October 27, 2017. Responses will be provided by October 31, 2017. 14