REQUEST FOR PROPOSALS

Transcription

1 REQUEST FOR PROPOSALS AUGUST 14, 2018 THE CHAUTAUQUA CENTER, INC. 319 Central Ave, Suite B, Dunkirk, NY

2 REQUEST FOR PROPOSALS I. INTRODUCTION A. General Information B. Proposal The Chautauqua Center Inc. (TCC) is soliciting proposals from qualified firms to provide internet services in Jamestown NY and Dunkirk NY. TCC is a Federally Qualified Health Center (FQHC) that services the Chautauqua County region providing Medical, Behavioral Health, Dental and other services to our client base. We are a 503C non-profit and tax-exempt agency. Five locations 319 Central Avenue, Dunkirk NY (3 POTS) 314 Central Avenue, Dunkirk NY (2 POTS) 1134 Central Avenue, Dunkirk NY (1 POTS) 110 E. 4 th St, Jamestown NY (2 POTS) 200 Harrison St, Jamestown NY (1 POTS) The proposed services may include the following (based on your ability to provide these services) Internet connections Point to point connection between offices through ethernet handoff, fiber, MPLS POT phone service (fax machines & security systems) The goals of the RFP are to (1) increase TCC s bandwidth; (2) economize; (3) utilize high quality, state of the art internet services; (4) contract with an experienced and effective ISP; (5) Provide secure communications in compliance with HIPAA standards: and (6) Enhance existing services based on services you can offer There is no expressed or implied obligation for TCC to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Any inquiries must be directed in writing via fax to (716) or to Jeff Embury, Director of Internet Services, at jjembury@thechautauquacenter.org.

3 Activity all times are EST Date RFP Issued on August 14, 2018 Deadline to Submit Questions August 27, 2018 at 4:00PM Deadline for submitted proposals September 10, 2018 at 4:00PM Evaluation of Proposals September 14, 2018 Award notification September 19, 2018 *estimated Service Estimated Start Date October 1, 2018 LATE PROPOSALS WILL NOT BE CONSIDERED All questions and proposal for service are to be submitted in writing to: The Chautauqua Center, Inc. Attention : Jeff Embury 319 Central Avenue, Suite B Dunkirk, New York II SCOPE OF SERVICES A. Specifications: i. ISP shall provide no less than one (20) MB of business class internet connectivity without bursting capabilities. TCC will also consider an add-alternative to include 50% bursting capability. ii. ISP shall provide bandwidth 24 hours per day, 356 days per year. iii. ISP shall have network engineering support 24 hours per day, 365 days per year. iv. ISP shall maintain network monitoring capability and notify TCC at the point of any disruption of service, at no time shall it take longer than thirty (30) minutes to send notification from the time the outage occurs. vii. ISP shall provide web-based bandwidth utilization reporting. viii. ISP shall grant TCC primary and authoritative control over the services. ix. ISP shall install all services and equipment included in the proposal. x. ISP shall guarantee quality of service minimum uptime % per month with minimum of four (4) hours response and resolution to problems, with documented discounts given for outages that exceed four (4) hours. TCC will allow for brief prearranged outages during off-hours for maintenance between the hours of 1:00 am and 4:00 am. xi. Network/Transit delay shall not exceed an average of 80milliseconds over a 5- minute period where the circumstances are under the ISP s control. xii. Packet loss shall not exceed an average of.1% over a 5-minute period where the circumstances are under the ISP s control. B. General Terms i. Contract Term. The ISP Services Contract will begin in October 2018 and last for one year with TCC having an option to renew the Contract for an additional year term. Contracts cannot be automatically renewed. TCC will be held harmless for any cancelation of contract if our funding streams change. (We are heavily dependent on funding streams for our budget)

4 ii. Pricing. Pricing shall be quoted on a one (1) year contract initial term and include an option to extend for an additional year. All proposed pricing shall include explanation of any taxes, fees of all types of additional costs imposed during the length of the contract. These are to include termination fees, fees imposed for service adjustment (such as if we wish to increase services) and all other fees that may be imposed. Fees for support of the provided services shall be explained in full. Pricing shall be quoted as a monthly cost and will note any potential discounts. For any addalternative option, pricing shall also be quoted as a monthly cost. Addition of multiyear contract pricing is encouraged. TCC reserves the right to reject any or all proposals submitted. During the evaluation and selection process, proposers should be prepared to provide additional information, executive summaries or make oral presentations, as requested. TCC reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this Request for Proposal. It is anticipated that the selection of a firm and contract negotiations will be completed during the month of September III. DESCRIPTION OF THE CHAUTAUQUA CENTER, INC. (TCC) A. Background Information TCC is a not-for-profit membership organization exempt from income tax under Section 501 (c) (3) of the Internal Revenue Code. TCC was incorporated on August 18, 2010 to deliver comprehensive high-quality patient-centered health services in the Chautauqua region. Our patient-centered service principals are access, treatment, education, and prevention delivered by friendly and professional clinic and administrative teams.

5 IV. REQUIRED FORM AND CONTENT OF PROPOSALS Proposals must be submitted in the following format and order. A. Cover Letter 1. The letter must contain a statement certifying that the proposer accepts the terms, conditions, requirements and scope of work of the Request for Proposal. 2. The letter will contain the name, title, address, telephone number, fax number and address of the firm s contact person for the proposal. 3. Out-of-pocket Expenses Included in the Total All-Inclusive Fixed Price and Reimbursement Rates - Out-of-pocket expenses for firm personnel (e. g., travel, lodging and subsistence) will be included in the firm s fixed price. Therefore, submission of requests for reimbursement of expenses shall not be necessary. B Contract Once a decision has been made by TCC, the selected firm will be requested to submit a formal contract for signature. Jeff Embury CIO/TCc Authorized Signature Date