REQUEST FOR PROPOSAL FOR Nonprofit Technology Assessment

Transcription

1 REQUEST FOR PROPOSAL FOR Nnprfit Technlgy Assessment Issued: Nvember 17, 2017 Prpsals due n r befre: December 15, P a g e

2 Table f Cntents Intrductin... 3 Purpse fr RFP... 3 Intrductin t Three Rivers Cmmunity Actin... 3 Missin Statement... 3 Lcatins... 3 Existing Technlgical Envirnment... 3 Request fr Prpsal (RFP)... 4 Purpse f RFP... 4 Descriptin f Prject and Deliverables... 5 Inquiries/Cntact Infrmatin... 5 Timeline... 6 Prpsal Submissin Requirements... 6 Prpsal Delivery and Due Date... 6 Evaluatin Criteria... 7 Award f Cntract... 7 Rejectin f Prpsals... 7 Cnfidentiality... 8 Prject Deliverables... 8 Cst f prpsal P a g e

3 Intrductin Purpse fr RFP Three Rivers Cmmunity Actin, Inc. is seeking a cnsultant t help the agency determine its technlgy needs and frmulate a technlgy implementatin plan. Three Rivers invites qualified prviders t submit a prpsal and statement f qualificatins fr a nnprfit technlgy assessment. The assessment will include an evaluatin f the agency s current technlgy, an analysis f Three Rivers technlgy needs, and the design f a technlgy implementatin plan. The technlgy plan will help Three Rivers design a technlgy system that maximizes resurces available at free r reduced cst t nnprfits. The plan will include specific recmmendatins n implementatin including assistance with hiring recmmended staff. Intrductin t Three Rivers Cmmunity Actin Three Rivers Cmmunity Actin (hereafter referred t as Three Rivers r the Agency) is a private nnprfit crpratin that has been in existence since The agency prvides services t address basic human needs in ur primary service area f Olmsted, Gdhue, Wabasha and Rice Cunties in sutheastern Minnesta. We als prvide limited services acrss 20 cunties in sutheastern and suth central Minnesta. Three Rivers prvides many services designed t end pverty and create a path t self-sufficiency. Head Start prvides educatinal services and family supprt fr husehlds with yung children. Transprtatin (Hiawathaland Transit) cnnects peple t services and emplyment. Energy prgrams reduce utility csts thrugh emergency assistance and hme system imprvements. Supprt services help residents wrk ut f pverty and hmelessness. Three Rivers als wns and develps affrdable husing, prvides financial caching and hmebuyer readiness assistance, and facilitates the reginal Cntinuum f Care. Missin Statement The missin f Three Rivers Cmmunity Actin, Inc. is t wrk with cmmunity partners t address basic human needs f peple in ur service area, thereby imprving the quality f life f the individual, family and cmmunity. Lcatins Staff, and technlgy, are lcated at 4 main ffice lcatins Zumbrta, Plainview, Rchester and Faribault, MN. We als have specialized staff in ther wrk space in Faribault, Nrthfield, Red Wing, Wabasha, and Winna, MN, as well as Pittsburgh, PA, with 14 staffed lcatins in ttal. Existing Technlgical Envirnment Three Rivers is currently using Marc as a managed IT prvider with clud hsting. Marc hsts the agency s data n 5 servers in their data center. The clud hsts sftware, file strage (individual and shared), and user prfiles. Staff call Marc supprt fr any technlgy issues they have, with mst issues reslved remtely. As needed, Marc prvides n-site supprt t ffice lcatins. Marc als has the agency s telephne supprt cntract. Three Rivers has a technlgy team made up f 6 staff members wh meet mnthly t analyze, strategize and trublesht the agency s technlgy. We currently have 1 full time IT staff persn wh supprts the transprtatin department s specific infrastructure needs. 3 P a g e

4 The current Three Rivers IT structure is missing several things: An IT expert t lead agency technlgy planning and prblem slving Smene t design and implement HIPPA and data privacy safeguards, and ther IT plicy A persn t deply new technlgy Management f shared resurces Currently, the Agency s technlgy encmpasses: 160 staff, 100 f these jbs require cmputers 13 netwrked lcatins 53 desktp cmputers 71 laptp cmputers 11 netwrk printers, leased frm Marc 100 agency telephnes and a Mitel server & system with switches in Zumbrta and Faribault A transprtatin system and dispatch center that perates 20 hurs per day, every day f the week 30 cell phnes and 80 tablets assigned directly t staff Specialized sftware currently in use includes: Micrsft SharePint fr Website and internal site Office 365 includes Skype fr Business fr web meetings Adbe Acrbat Orin financial reprting Laserfiche - wrkflw fr the Energy Assistance department Trapeze ruting fr the Transprtatin department MFiles Fiscal and HR wrkflw and strage Childs Plus tracking database fr early childhd department CAP60 tracking database (nline) fr all agency clients Husing Develper Pr sftware fr husing department Wx Assistant sftware fr weatherizatin department Cisc Irn Prt encryptin and spam filtering sftware Several internet based, prgram specific sftwares perated by varius funders Request fr Prpsal (RFP) Purpse f RFP Three Rivers Cmmunity Actin is sliciting prpsals fr a cntractr t cnduct an analysis and assessment f the agency s technlgy needs and frmulate a technlgy implementatin plan. The selected agency r cmpany will identify pprtunities fr imprvement and prpse tactical recmmendatins fr immediate remediatin as well as a lng term technlgy rad map. The main deliverable will be the cmpletin f a Technlgy Assessment Reprt that includes recmmendatins fr implementatin f technlgy strategies. 4 P a g e

5 Descriptin f Prject and Deliverables Prject Deliverables under this cntract will cnsist f: Weekly, r as ften as deemed necessary, meetings with leadership staff persn(s) at Three Rivers t discuss prgress and unique issues that may arise Develpment f understanding f agency supprt needs A Technlgy Assessment Reprt Detailed analysis and assessment f existing IT systems Develp an implementatin plan with practical recmmendatins, including cst and time frame f implementatin. The plan will lay ut alternative ptins as applicable. Identify high risk IT issues needing immediate attentin and develp a plan t address them including cst and time frame f implementatin. Deliver a detailed technlgy rad map t address lng term slutins fr hsting, netwrking, telephnes, and Website, including cst, and time frame f implementatin. Recmmend specific staffing and/r cnsultant relatinships fr the implementatin Reprt shuld cnsider: Accessibility f technlgy slutins and ability t share infrmatin acrss lcatins and departments Cyber security needs Cnsideratins fr future grwth, including additinal staff, new sites, etc. Ptential fr telecmmuting Training needs f users Maintenance needs Equipment replacement needs Cst effectiveness f slutins including utilizing technlgy that is ffered fr a free r reduced price t nn-prfits Gd value rather than just inexpensive Simple and user-friendly slutins Identified csts are traceable t the users and/r prgrams that they supprt in rder t cst allcate technlgy slutins t prgrams Assistance in prcuring staff r services recmmended in the reprt A presentatin t the Technlgy Team including review f the Technlgy Assessment Reprt Inquiries/Cntact Infrmatin Questins abut this RFP may be directed t Kindra Papenfus, CFO at (507) r kpapenfus@threeriverscap.rg 5 P a g e

6 Timeline Issue RFP t vendrs: Nvember 17, 2017 Prpsals due at Three Rivers Cmmunity Actin: December 15, :00 p.m. CST Award f Cntract: December 29, 2017 Prject Implementatin: January 2, 2018 March 31, 2018 Prpsal Submissin Requirements Please submit the fllwing items with the prpsal: 1. Letter f Transmittal, including: a. Letterhead, cntaining Cmpany Name, address and Telephne numbers b. Name, Title, address, address and telephne number f the persn t cntact wh is authrized t represent the firm and t whm crrespndence shuld be directed c. Federal taxpayer ID fr the firm d. A brief statement f yur understanding f the services t be perfrmed e. Signature f an fficer r ther individual wh is legally authrized t bind the applicant t the prpsal cst and schedule 2. General Vendr infrmatin, including length f time in business, length f time prviding the prpsed services, ttal number f clients, number f persnnel and lcatin f ffice that wuld service this accunt. 3. Describe hw yur firm is psitined t prvide the services listed abve and a histry f yur experience prviding similar services. Explain any histry yu have wrking with nnprfits, including knwledge f resurces available t nnprfits. 4. Describe yur apprach and methdlgy fr prviding these services. 5. Prvide the name, title, address and telephne number f three references fr clients whm yu have prvided similar services. Please prvide infrmatin n the actual services prvided, custmer size, and length f tenure prviding services t this client. Nnprfit references preferred. 6. Staff Resurces identify the names f principal staff and key persnnel wh will prvide the service. Please submit resumes r qualificatins fr each key staff persn, summarizing their experience and expertise. Describe each persn s rle and respnsibility with the prject. Any substitutins f staff upn cntract award must be dne at the apprval f Three Rivers. 7. Prpsed timeline fr the prject 8. Ttal prpsed prject cst Prpsal Delivery and Due Date Prpsals are due n r befre 4:00 p.m. n Friday, December 15, Delivery f prpsals shuld be made electrnically t Dnna Stamschrr at dstamschrr@threeriverscap.rg with Technlgy Prpsal in the subject line, PDF frmat preferred. Yu will be sent an receipt. If yu d nt 6 P a g e

7 receive a receipt within 2 business days, please cntact ur ffice t inquire. If yu have large file size items, please prvide a file sharing link (Drpbx r equivalent) with instructins fr accessing the prpsal materials. Evaluatin Criteria Prpsals will be evaluated upn the cntractr s respnsiveness t the RFP, qualificatins and the ttal price quted fr all items cvered by the RFP. The fllwing elements will be reviewed, scred and a decisin made based n the respnses: Skill and experience f firm and its key persnnel Demnstrated experience with similar prjects, particularly wrk with nnprfits Cmpliance with administrative requirements f the request fr prpsal frmat, due dates, etc. Descriptin f Services Timeline f prject, including infrmatin gathering and final reprt prductin Budget/Cst Results f cmmunicatins with references supplied by cntractr Ability/cmmitment t meeting time deadlines Cntractr s financial stability The successful cntractr may be asked t participate in negtiatins and may be asked t make revisins t their prpsal based n their negtiatins. In submitting a prpsal, each cntractr acknwledges that they have read and understand these requirements. Award f Cntract Award f the cntract resulting frm this RFP will be based upn the mst respnsive cntractr whse ffer will be the mst advantageus t Three Rivers in terms f cst, functinality, experience, quality f past wrk, and ther factrs as specified elsewhere in this RFP. Three Rivers reserves the right t: Cnsider prpsals based n their relative merit, risk, and values t the rganizatin; Negtiate with all respndents t the RFP; Reject any r all ffers and discntinue this RFP prcess withut bligatin r liability t any ptential cntractr, when it is in the Agency s best interest; and Accept ther than the lwest priced ffer. Cmpetitive prpsals will be cnsidered and will result in a Fixed Price Cntract. Selectin will be made n r befre December 29, Rejectin f Prpsals Three Rivers Cmmunity Actin reserves the right t accept r reject any and all prpsals and t waive any minr discrepancies r technicalities in the prpsal r specificatins, which are required t cmplete this prject, r when deemed t be in the best interest f Three Rivers Cmmunity Actin, Inc. 7 P a g e

8 Cnfidentiality All infrmatin presented in this RFP, including infrmatin subsequently disclsed by Three Rivers Cmmunity Actin, Inc. during the prpsal prcess, shall be cnsidered cnfidential and shuld nt be released t utside parties. This dcument represents a request fr prpsal nly and in n way shuld be cnstrued as a cntract r letter f intent. Prject Deliverables All recmmendatins identified during this engagement will be dcumented and reviewed with Three Rivers Cmmunity Actin, Inc. management. All deliverables prduced during the engagement are fr the sle use f Three Rivers Cmmunity Actin, Inc. management. All wrk papers, analyses and final reprts will remain the prperty f Three Rivers Cmmunity Actin, Inc. Cst f prpsal The Respndent shall bear all csts assciated with the prpsal meeting(s), interview(s), preparatin and submissin f the bid and Three Rivers Cmmunity Actin, Inc. shall in n case be respnsible r liable fr thse csts, regardless f the cnduct r utcme f the slicitatin. 8 P a g e