MINUTES. RFP Evaluation Committee Meeting #1. RFP#ELCMDM Enterprise Network Support and Hosting Services for Miami-Dade and Monroe Counties

Transcription

1 MINUTES RFP Evaluation Committee Meeting #1 RFP#ELCMDM Enterprise Network Support and Hosting Services for Miami-Dade and Monroe Counties Tuesday, November 4, :00 am ELC Board Room Attendees: Yasmin Wong-Peraza (ELC Contract Manager); Santiago D. Echemendia (Board Counsel); Trudy Azarsepandan (Director of Contracts and Procurement); Danica Myrie (Contracts Manager); Jason Johnson (ELC Network Administrator); Hubert Cesar (ELC Network Administrator); Diana Lane (ELC Media Coordinator); Humberto Lee (Tenet Health); Gus Valdes (PC Depot); Harry Valdes (PC Depot); Carlos Valdes (PC Depot); Ives Zamora (PC Depot) I. Welcome and Introductions Trudy Azarsepandan, ELC Director of Contracts and Procurements T. Azarsepandan called the meeting to order and welcomed everyone. T. Azarsepandan asked that each person introduce himself/herself and state his/her position. Each attendee introduced himself/herself (see attendees listed above). II. Board Counsel Overview S. Echemendia reviewed the Conflict of Interest Form; Cone of Silence (see Section 2.3 of the RFP and Code of Conduct. S. Echemendia asked the evaluators if they completed the Conflict of Interest Form, if not to please complete the form. Evaluators confirmed that they read and completed the Conflict of Interest Form. S. Echemendia asked the Evaluation Committee if they understood the Cone of Silence (see Section 2.3 of the RFP). He stated that the evaluators are not permitted to confer with each other about the RFP. He then stated that if an evaluator is approached about the RFP, the evaluator can also say that it is in the best interest of the proposer not to speak about the RFP, as the proposer may be disqualified as being non-responsive. He also stated that any questions or issues the evaluators may have should be sent directly to Trudy Azarsepandan. 1

2 III. Review of Evaluator Documents S. Echemendia discussed the documents included for Evaluation Committee Members in proposal packet. S. Echemendia discussed the Committee Members must make sure numbers are correct on scoring sheet. He instructed the evaluators to score 0 for unresponsiveness and score 1 for low marks. IV. Due Date Evaluation Score Trudy Azarsepandan, ELC Director of Contracts and Procurements T. Azarsepandan stated scores due on November 14, 2014 at 12:00pm and the next meeting will be held on November 19, Y. Wong-Peraza stated that a hard copy scoring criteria sheet is included in packet and an electronic scoring criteria sheet will be provided to Evaluation Committee members via before the end of the day. V. Oral Presentations PC Depot C. Valdes gave a brief history of PC Depot. He stated the Early Learning Coalition of Miami-Dade/Monroe is the biggest client of PC Depot and has serviced the Coalition for over 12 years. He also stated that 80% of PC Depot s clients are nonprofits. C. Valdes stated that PC Depot promotes the Private Cloud integrated with Microsoft and Apple which allows two important functions: (1) Keep governance of data and (2) Ability to work offline. C. Valdes explained that ELC Portal that PC Depot supports runs on Microsoft Windows and EFS runs on Linnux. He also stated that PC Depot has integrated our operating system and has been proactive in monitoring of the network that runs from Key West, FL to Miami Gardens, FL, while working with IT staff. C. Valdes stated that PC Depot has a strong management team and responds with 100% positive requests, under budget and on time. C. Valdes also stated that support is provided online and onsite. VI. Proposer Questions/Answers S. Echemendia asked PC Depot for the definition of a Cloud and asked if there have been security issues in the past with the Private Cloud. C. Valdes explained that a Cloud means that your server is on the internet it is synonymous with the virtualization of a server. 2

3 S. Echemendia asked PC Depot what makes the Cloud secure. C. Valdes explained that the Cloud is secure because it is encrypted and it has password security. S. Echemendia asked PC Depot how many security breaches have there been in the past? C. Valdes explained that PC Depot has had three breaches in the past, one with Linnux. S. Echemendia asked PC Depot when the last security breach of the Private Cloud was. C. Valdes explained that the last security breach was over three years ago. S. Echemendia asked PC Depot if they were a minority owned business. C. Valdes confirmed that PC Depot was a minority owned business. H. Lee asked PC Depot if they followed a procedure in the event of a breach. C. Valdes explained that PC Depot has a procedure in the event of a breach. S. Echemendia asked PC Depot if and what lessons have been learned from the past security breaches they have experienced. C. Valdes explained that PC Depot has learned to keep records up to date. J. Johnson asked PC Depot how many years have they utilized a Private Cloud. C. Valdes explained that PC Depot has utilized a Private Cloud for the past 12 years. V. Oral Presentations Acu Services Group, LLC Services Group, LLC S. Echemendia welcomed all attendees and asked that everyone introduce themselves. ACU SERVICES GROUP, LLC (ASG) stated that the initial step would be to come and meet with the MIS Department. ACU SERVICES GROUP, LLC (ASG) further stated that they would need to see the total amount of data that needs to be moved. T. Azarsepandan asked if ACU SERVICES GROUP, LLC (ASG) prepared a presentation. ACU SERVICES GROUP, LLC (ASG) stated that no presentation was prepared as they received an with instruction to not prepare a presentation only conduct a conference call. 3

4 T. Azarsepandan asked if this concluded their presentation. ACU SERVICES GROUP, LLC (ASG) confirmed yes. VII. Proposer Questions/Answers ACU SERVICES GROUP, LLC (ASG) stated that they have an office located in Miami, FL. H. Cesar asked where is the data located ACU SERVICES GROUP, LLC (ASG) explained that they have three locations in South Florida. J. Johnson asked what the response time was. ACU SERVICES GROUP, LLC (ASG) explained that response time depends on the issue. ACU SERVICES GROUP, LLC (ASG) further explained that Staff vets the issue and prioritizes, accordingly. ACU SERVICES GROUP, LLC (ASG) explained that their response to emergencies and priorities are one hour or less and an onsite person will come out. H. Cesar asked if there are server collaborations. ACU SERVICES GROUP, LLC (ASG) explained that they host a ticketing system and can generate s to IT staff. ACU SERVICES GROUP, LLC (ASG) will work to resolve the issue. However, IT staff can work on issues in house but they recommend notifying ACU SERVICES GROUP, LLC (ASG) so work is not duplicated. H. Cesar stated that Coalition currently uses an open source firewall and asked if ACU SERVICES GROUP, LLC (ASG) had any experience with open source firewalls. ACU SERVICES GROUP, LLC (ASG) explained that they do not have experience with open source firewalls but their technicians are well versed in other firewalls and can provide support. H. Cesar asked if there is Level 1 support tech availability to go to any one of our service centers. ACU SERVICES GROUP, LLC (ASG) replied they will send a technician out as needed. D. Lane stated that the Coalition has locations in Monroe County and asked if ACU SERVICES GROUP, LLC (ASG) would send a tech to Monroe County. ACU SERVICES GROUP, LLC (ASG) confirmed that they dispatch out to locations in Monroe County. 4

5 VII. Closing Comments S. Echemendia advised evaluators to look at proposals and analyze both proposers. D. Lane stated that proposers should keep in mind who will provide support during the off hours. H. Lee asked how to gauge the scoring. S. Echemendia replied scoring is a personal decision. Y. Wong-Peraza collected Conflict of Interest forms from evaluators. IX. Adjourn S. Echemendia adjourned the meeting 5