Rfp For Information Technology Services (Mcminnville)

Feb. 17, 2012

Portland, OR

Confidential

REQUEST FOR PROPOSAL GUIDELINES for

Information Technology Service Provider

I. GENERAL INFORMATION

A) Purpose

This Request for Proposal (RFP) is to contract for an Information Technology Service Provider.

The contractor will provide routine and on demand support for all technical infrastructure systems of Head Start of Yamhill County. This includes software, hardware, network and operational support to ensure minimal down time and greatest staff productivity.

B ) Instructions on Proposal Submission

1. Closing Submission Date

Proposals must be submitted no later than February 29, 2012. Late proposals will not be considered. It is the responsibility of the Vendor to insure that the proposal is received by Head Start of Yamhill County by the date specified above.

2. Inquiries

Inquiries concerning this RFP and proposals should be directed to Lara Fritz, Head Start of Yamhill County, at 503-472-2000 extension 306

3. Right to Reject

Head Start of Yamhill County reserves the right to reject any and all proposals received in response to this RFP. A contract for the accepted proposal will be based upon the factors described in this RFP.

4. Notification of Award

It is expected that a decision will be made within two weeks of the closing date for the receipt of proposals. Upon conclusion of final negotiations with the successful company, all Vendors submitting proposals in response to this Request for Proposal will be informed of the name of the successful company.

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C) Description of Project to be Bid

The organization is comprised of 60 end users and one server located at our McMinnville administration site. Current systems include a global database (Child Plus), web-based systems (ADP, TS Gold, ECLKC), SAGE Nonprofit Accounting - formerly MIP, four school sites and an administrative office; it is exploring new avenues in information technology management.

As a learning organization, Head Start of Yamhill County empowers employees to solve most end-user technology problems by seeking resources within our organization. We aspire to continually improve our capacity to solve our own technology problems. We seek an Information Technology Service Provider to support that end goal, and to assist us in managing overarching infrastructure and long-range planning.

The Information Technology Service Provider is accountable to the IT Committee comprised of staff members and Head Start stakeholders. Technology purchasing decisions follows our Procurement Policy and requires approval by the IT Committee as well as the Finance Committee.

The term of this contract would be for one year and may be extended, if both parties are mutually agreeable and subject to continued future funding. Services provided and contract terms will be reviewed by a committee of staff representing a cross-section of employees on an annual basis or more frequently, if necessary.

1. SUPPORT

(1) User Support

(a) Provide support to Head Start sites and staff as approved through established processes, including:

Assessment of user skill level and recommendation of appropriate training.

Coaching of users through basic troubleshooting and use of automated support, and encourage employees to seek assistance within the organization.

Assistance to users with problem-solving related to hardware, software, and connectivity.

(b) Assure that all users are adequately able to back up data regularly and effectively; monitor backup systems reliability and use.

(2) Software/Hardware Support

(a) Assist in the coordination and purchase of software and hardware for personal computers and network. Install and implement purchased systems. Evaluate

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systems and databases in relation to specific user requests. Evaluate hardware and software. Test products to determine if performance meets stated specifications.

(b) Troubleshoot and successfully diagnose hardware and software problems of all levels of complexity.

(c) Maintain computer hardware, clean, repair, and replace as indicated.

(d) Maintain all software and implement major software upgrades.

(e) Works effectively with hardware and software vendors and partners to resolve problems and ensure functionality.

(3) Server/Network Support

(a)Ensures server environment is updated with current, stable versions of software products, operating system, and support software.

(b)Designs and ensures change management procedures and methodologies are implemented and followed.

(c)Provides support for business continuity by ensuring daily backup schedules are completed and provides onsite support for annual disaster recovery test.

2. PLANNING

(1)Provides consulting and recommendations for all IT systems, ensuring interoperability and adherence to HSYC's technology plans and policies.

(2) Performs capacity planning and purchasing recommendations for new hardware, software, and network upgrades; provides applications enough resources for their short-term and long-term growth.

(3) Provide input in annual budget planning and strategic planning processes as requested.

3. COMMUNICATION

(1) Ensures IT Committee and appropriate management is apprised of operational status of IT and related projects.

(2) Maintains log of maintenance, upgrades and repair.

(3) Works cooperatively and in consultation with IT Committee and other IT contractor(s).

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(4) Attends IT Committee meetings as requested.

(5) Participates in regular discussions, both in person and by telephone and electronic mail, with IT Committee members and Executive Director.

(6) Confidentiality: The Vendor agrees to keep the information related to all contracts in strict confidence. Other than the reports submitted to Head Start of Yamhill County, the Vendor agrees not to publish, reproduce or otherwise divulge such information in whole or in part, in any manner or form, or authorize or permit other to do so, taking such reasonable measures as are necessary to restrict access to the information, while in the Vendor's possession, to those employees on the Vendor's staff who must have the information on a "need-to-know" basis. The Vendor agrees to immediately notify, in writing, Head Start of Yamhill County's authorized representative in the event the Vendor determines or has reason to suspect a breach of this requirement.

II. REFERENCES

Provide a list of five comparable clients. Include for each:

contact name

telephone number

email address

brief description of products and/or services rendered and number of years the client has retained you/your firm

III. PROPOSAL EVALUATION

All responses received by the deadline will be evaluated by the Technology Committee. In some instances, the committee may request that an interview be included in the evaluation process.

Head Start of Yamhill County reserves the right to make an award without further discussion of the proposals submitted. Therefore, proposals should be submitted initially on the most favorable terms, from both technical and price standpoints, which the Vendor can propose.

Efforts will be made by Head Start of Yamhill County to utilize small businesses and minority-owned businesses. A Vendor qualifies as a small business firm, if it meets the definition of "small business" as established by the Small Business Administration (13 CFR 121.201).

It is anticipated that the evaluation and selection will be completed by March 30, 2012.

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IV. CERTIFICATIONS

On behalf of the Vendor:

1. The individual signing below certifies that he/she is authorized to contract on behalf of the Vendor.

2. The individual signing certifies that the prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition.

3. The individual signing certifies that the prices quoted in this proposal have not been knowingly disclosed by the Vendor to any other Vendor or potential Vendor prior to an award.

4. The individual signing certifies that there has been no attempt by the Vendor to discourage any potential Vendor from submitting a proposal.

Dated this _______ day of ____________, 20__.

___________________________________________

(Vendor's Firm Name)

___________________________________________

(Signature of Vendor's Representative)

___________________________________________

(Printed Name and Title of Individual Signing)