Great Northern Corporation Request for Proposal for Network Server Installation and Service

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Kerry Fox
5 years ago
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1 Great Northern Corporation Request for Proposal for Network Server Installation and Service

2 Background Purpose The purpose of this Request for Proposal (RFP) is to invite prospective vendors to submit a proposal to install and maintain a network server for Great Northern Corporation (GNC). This RFP provides vendors with the relevant requirements for the service. GNC currently does not have a network server. In the past GNC has not had the funding to install a server. Because of state funding and changes in their computer systems, GNC must now purchase and install a server. The Organization Great Northern Corporation is a private non-profit organization providing assistance to communities and individuals in Siskiyou County. Great Northern Corporation currently employs 20 full time and 2 part time positions. Of these positions 21 require workstations, 25 workstations are available with the anticipation of expanding by 5% in the future. All workstations will need to connect to a central server including interfacing with our phone system. Proposal Preparation Instructions Schedule of Events The following is a tentative schedule that will apply to this RFP but may change in accordance with the organization s needs or unforeseen circumstances. Issuance of RFP August 19, 2013 Technical Questions/Inquiries Due Proposal Due August 26, :00 p.m. PST September 9, :00 p.m. PST Final Award Notification By September 20, 2013 Original RFP Document GNC shall retain the RFP, and all related terms and conditions, exhibits, and other attachments in original form in an archival copy. Any modification of these, in the vendor s submission, is grounds for immediate disqualification. The RFP may not be distributed without prior written permission of GNC. Vendor s Understanding of the RFP In responding to this RFP, the vendor accepts the responsibility to fully understand the RFP in its entirety, and in detail, including making any inquiries to GNC as necessary to gain such understanding. GNC reserves the right to disqualify any vendor who demonstrates less than such understanding. Furthermore, GNC reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award if award 2

3 has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to GNC. Good Faith Statement All information provided by GNC in this RFP is offered in good faith. Individual items are subject to change at any time. GNC makes no certification that any item is without error. GNC is not responsible or liable for any use of the information or for any claims asserted there from. Communication Verbal communication shall not be effective unless formally confirmed in writing by Angela Nathan who is in charge of managing this RFP process. In no case shall verbal communication govern over written communication. Vendor s inquiries, questions, and requests for clarification related to this RFP are to be directed by or fax to: Great Northern Corporation Angela Nathan Attn: Server P.O. Box 20 Weed, CA anathan@gnccorp.org Fax: Informal Communications shall include, but are not limited to: requests from/to vendors or vendors representatives in any capacity, to/from any GNC employee or representative of any kind or capacity with the exception of GNC for information, comments, speculation, etc. Inquiries for clarifications and information that will not require addenda may be submitted verbally to the named above at any time. Inquiries for clarifications/information that will not require addenda may be submitted verbally to the representative named above at any time during this process. Formal Communications must be submitted in writing and shall include, but are not limited to: Errors and omissions in this RFP and enhancements: Vendors shall bring to GNC any discrepancies, errors, or omissions that may exist within this RFP. With respect to this RFP, vendors shall recommend to GNC any enhancements, which might be in GNC s best interests. Inquiries about technical interpretations Addenda: GNC will make a good-faith effort to provide a written response to each formal question or request for clarification that requires addenda within two business days. All addenda will be posted to our website only 3

4 Proposal Submission Proposals must be delivered sealed to: Great Northern Corporation Attn: Server P.O. Box S. Davis Ave Weed, CA GNC will not accept proposals received by fax or . Vendors are to submit one original of proposal marked Original AND one copy, marked Copy. Original and copy must be individually bound and placed in a sealed envelope marked SEALED BID-SERVER. All submitted proposals become the property of GNC. The purpose of this RFP is to identify those suppliers that have the interest, capability, and financial strength to supply GNC with a server and services identified in the Scope of Work. Each response will be evaluated on the following Capability of vendor to meet or exceed requirements set forth in Scope of Work 15 points Proposal for maintenance, service and security contract 15 points Typical response time 10 points Service territory 5 Points Years in business 5 points Small, woman or minority-owned business enterprise certificate 5 points Selection & Notification Vendors determined by GNC to possess the highest points will win the contract. Upon a tie GNC will go into negotiations with each vendor. Written notification will be sent to these vendors via or fax. Those vendors not selected for the negotiation phase will be notified via unless GNC is given a fax number. 4

5 Scope of Work, Specifications & Requirements Overview of Proposed Solution Provide a high-level description of the installation of proposed network server as well as its basic elements (documentation, expansion options, testing, software and industry standards referenced). Describe in general terms the critical attributes of the server which will have a major impact on GNC meeting our overall goals as stated in the Background section above. Technical Specifications Please describe in detail how the proposed server will meet or exceed each of the following baseline requirements: 1. Network server hardware and software with capability of handling 25 wired/remote location connections. 2. We currently have hardwired internet service for 25 workstations and a wireless router. 1 DSL line and are adding a second. Assess if this is the most effective and efficient service for the bandwidth required. Seven workstation users preform 90% of their work and time through internet based software. 3. Ability for all workstations users to communicate effectively and efficiently and share files. 4. Internet security for sensitive data and workstations. 5. Ability to login in and work from server from remote locations consistently and efficiently. 1 workstation is not hardwired due to location and others work from offsite locations occasionally. 6. Backup for network server and ALL GNC workstations. Describe method of backup and frequency and options for offsite or secure storage options for catastrophic failure situations. 7. Security for network server and all connected workstations including but not limited to firewall and other typical security features. 8. UPS sufficient to provide surge protection and proper amount of time to shut down system during extended power outages. Include UPS protection for existing equipment and phone system. 9. Ability to login and service server from remote locations. 10. Establish and/or review current security and other appropriate policies and procedures for company tablets. The protocols should be able to be implemented on an ongoing basis by appropriate staff. 11. Proposal for maintenance, service and security services with an ongoing yearly subcontract. 12. Describe any other requirements needed in order for GNC to have an effective and efficient network. 5

6 13. All state requirements must be met. See below for requirements: State of California Community Service Department System Security Requirements. Describe any equipment or labor that needs to be included in this proposal that is above and beyond what is listed above in order to meet state requirements. 14. The bidder will take due precaution to protect systems against any loss of data/ information from any Server/ Desktop/Laptop A Main Equipment Room (MER)/ Telecommunications Room (TR) - area has been established. Vendors should also indicate how their solution meets grounding and bonding requirements. Vendor Qualifications & References All vendors must provide the following information in order for their proposal to be considered: 1. Vendor information Full legal name of the company. Year business was established. Number of people currently employed. Provide a copy of vendor s California business license. Must be insured and bonded and be able to provide copies. Copy of current SAM listing from (this is to let GNC and CSD know that your company is not on the federal debarred list) Small, woman or minority-owned business enterprise certificate (if applicable) 2. Service Information: Hourly labor rate, indicate if there is: Service territory a minimum service call amount, travel charges if applicable, there is a difference in charges for onsite verses offsite services Average response time for a service call.. All vendors must provide a cost breakdown for the implementation of the server solution for GNC s project as described in this RFP. The vendor must agree to keep these prices valid for 120 days as of 8/31/13. Terms for 90 day pay for invoice 6

7 3. Information on current clients, including: Total number of current clients. A list of clients with similar needs using the same solution. Evidence of successful completion of a project of a similar size and complexity. A list of at least 3 professional references. (Vendor Name) agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFP and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFP. The proposal shall remain in effect for a period of 120 calendar days as of the Due Date of the RFP, September 20, The undersigned further certify that their firm IS NOT currently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agree to notify Great Northern Corporation of any change in this status, should one occur, until such time as an award has been made under this procurement action. Signature of Authorized Officer: Name: Signature: Title: Date: 7

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