REQUEST FOR PROPOSAL (RFP) INFORMATION TECHNOLOGY SERVICES MISSISSIPPI ACTION FOR PROGRESS, INC. 1751 MORSON RD. JACKSON, MS 39209 NOVEMBER 30, 2017
TABLE OF CONTENTS 1. SUMMARY AND BACKGROUND... 2 2. PROPOSAL GUIDELINES... 2 3. PROJECT PURPOSE AND DESCRIPTION... 2 4. PROJECT SCOPE... 3 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE... 3 6. BUDGET... 4 7. BIDDER QUALIFICATIONS... 4 8. PROPOSAL EVALUATION CRITERIA... 4 1
1. SUMMARY AND BACKGROUND Mississippi Action for Progress, Inc. (MAP) is currently accepting proposals for vendors to provide information technology services that will enable the agency to run effectively and efficiently. The purpose of this (RFP) is to solicit proposals from various candidate organizations, conduct a fair and extensive evaluation based on criteria listed herein, and select the candidate who best represents the direction MAP wishes to go. MAP is a comprehensive, community-based child development and family services program for primarily preschool children of low income families. Our services include: Standard Part Year/Part Day Center-based Model for children 3 and 4 years of age Early Head Start for infants, toddlers and pregnant women Full Year/Full Day Center-based Model for children 3 and 4 years of age Childcare Partnerships 2. PROPOSAL GUIDELINES This represents the requirements for an open and competitive process. Proposals will be accepted until 5pm CST December 11, 2017. Any proposals received after this date and time will be returned to the sender. All proposals must be signed by an official agent or representative of the company submitting the proposal. All costs must be itemized to include an explanation of all fees and costs. Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to review by MAP legal department and will include scope, budget, schedule, and other necessary items pertaining to the project. 3. PROJECT PURPOSE AND DESCRIPTION The purpose of this project is as follows: MAP believes that by taking full advantage of technology integration into our operations, we can provide our clients and potential clients with more efficient service, increase effectiveness, and increase staff productivity. Project Description: MAP is seeking a provider to deliver a set of comprehensive managed technology services, including network, server, and PC support, for all MAP locations. The set of managed services should include IT strategy, account management and customer service, and should be highly available, secure, flexible, and easy to use. 2
4. PROJECT SCOPE The scope of this project includes all of the components necessary to provide ongoing comprehensive managed technology services, as desired by MAP. The environment consists of 600 computer systems across 59 locations in 26 counties, including the main office in Jackson, MS. The selected bidder will be responsible for providing services to manage the following areas, Customer Services, Infrastructure Services, Application Services, and IT Planning. The following criteria must be met to achieve a successful solution: 1. Customer Services 1.1. Provide access to 24/7 Help Desk via phone or chat 1.2. Handle user issues on-site or remotely 1.3. Provide after-hours emergency response for critical issues 1.4. Provide patches and updates for systems on an ongoing basis 1.5. Maintain all company-issued workstations, servers, and network devices 1.6. Provide anti-virus/anti-malware protection for systems 1.7. Conduct regular site visits 2. Infrastructure Services 2.1. Help ensure uptime of services critical to MAP s operations 2.2. Manage and maintain firewalls, routers, and internet connections 2.3. Manage logs and backup processes 2.4. Manage vendors and service providers 2.4.1. Internet 2.4.2. Email 2.4.3. Any other needed applications 2.5. Provide DNS filtering as needed 3. Application Services 3.1. Perform technical upgrades for key business applications 3.2. Manage user accounts on infrastructure systems and applications 4. IT Planning 4.1. Manage the current business continuity/disaster recovery solution 4.2. Develop a new IT disaster recovery plan 4.3. Assist in selection and ordering of new hardware and software 4.4. Maintain complete documentation of the technology environment 4.5. Conduct regular IT strategy review sessions 4.6. Create project plans to address business needs and technology changes 5. REQUEST FOR PROPOSAL AND PROJECT TIMELINE Timeline: All proposals in response to this RFP are due no later than 5pm CST December 11, 2017. 3
Evaluation of proposals will be conducted from December 12, 2017 until December 15, 2017. If additional information or discussions are needed with any bidders during this two week window, the bidder(s) will be notified. The selection decision for the winning bidder will be made no earlier than December 18, 2017. Upon notification, the contract negotiation with the winning bidder will begin immediately. Contract negotiations will be completed by December 19, 2017. Notifications to bidders who were not selected will be completed by December 19, 2017. Project Timeline: The onboarding process for the delivery of comprehensive managed technology services will begin January 4, 2018. Immediately following the onboarding process, the services will commence and be ongoing. 6. BUDGET All proposals must include proposed costs to complete the tasks described in the project scope. Costs should be stated as one-time or non-recurring costs (NRC) or monthly recurring costs (MRC). Pricing should be listed for each of the following items in accordance with the format below: Customer Services NRC MRC Infrastructure Services NRC MRC Application Services NRC MRC IT Planning NRC MRC NOTE: All costs and fees must be clearly described in each proposal. 7. BIDDER QUALIFICATIONS Bidders should provide the following items as part of their proposal for consideration: Description of existing service offering created by bidder that will serve as the foundation for the ongoing project List of how many full time, part time, and contractor staff in your organization Anticipated resources you will assign to this project (total number, role, title, experience) Timeframe for completion of the project Project management methodology 8. PROPOSAL EVALUATION CRITERIA 4
MAP will evaluate all proposals based on the following criteria. To ensure consideration for this, your proposal should be complete and include all of the following criteria: Overall proposal suitability: proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner Organizational Experience: Bidders will be evaluated on their experience as it pertains to the scope of this project Value and cost: Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project Technical expertise and experience: Bidders must provide descriptions and documentation of staff technical expertise and experience Each bidder must submit 5 copies of their proposal to the address below by December 11, 2017 at 5pm CST: Mississippi Action for Progress, Inc. reserves the right to reject any and all bids. Mississippi Action for Progress, Inc. Attn. Dr. Dorothy Foster 1751 Morson Rd Jackson, MS 39209 5