City of Loveland, Ohio Request for Proposal (RFP) Information Technology (IT) Managed Services Provider Proposals are due by 4:30 PM, November 1, 2017 The City of Loveland is inviting qualified Information Technology (IT) managed service providers to submit proposals to provide management and support for the city s computing systems beginning January 1, 2018. The Successful proposer will include a plan for proactive maintenance and support to assure ongoing operations of the city s computer system without City of Loveland staff time, thus eliminating interference with day-to-day operations. Successful proposer will include recommendations for needed hardware and software upgrades to continue the city s technology growth in its service to the community. RFP Objective This request will be used to obtain proposals from qualified IT managed service providers. This information will allow the City of Loveland to review proposals and enter into negotiations with the firm whose proposal is most advantageous to the city in terms of price and the ability to provide the services requested. Following negotiation, the successful proposer will be asked to enter into a contract with the City of Loveland. The length of that contract is proposed to be three (3) years, renewable to a maximum of five (5) years. A sample contract is attached to this RFP. Project Description The City of Loveland currently outsources the management of their IT infrastructure and applications to an outside vendor. The support provided includes:
Network Internet Email Hardware Software/Application Management Infrastructure Support Network Security Emergency Response On Site and Remote Client Service 24/7 System Monitoring and Response On Site Services two (2) Days per Week (16 hours) IT infrastructure inventory Submittal of Proposals Proposals should be submitted following the guidelines listed in this RFP. Proposals become public record, so proposers should be careful when submitting proprietary information. Proposals are to be submitted in a sealed envelope with Proposal for IT Managed Services Provider on the envelope no later than 4:30 p.m. on November 1, 2107 to: City of Loveland IT Board 120 West Loveland Avenue Loveland, Ohio 45140 Proposals received following the deadline will not be considered. All proposals shall include a statement indicating that the submitter is authorized to offer this proposal by his/her company and may bind the company under contract if selected. Timeline The City of Loveland intends to finalize the selection process according to the following schedule: Note: Any changes in this schedule will be at the sole discretion of the City of Loveland. October 2, 2017: RFP available and advertised November 1, 2017: Proposals due January 1, 2018: Contract commences
Selection The City of Loveland is using a competitive negotiation process to award a contract to the successful proposer. Although cost is a significant criterion for selection, the City will be awarding based upon a number of criteria evaluated based upon the proposals submitted. IT Environment The successful bidder will have experience and/or knowledge with the components of the City of Loveland s technical environment. Sixty (60) Workstations Eleven (11) Servers, including virtual Microsoft environment, Apple environment, and SQL services on both local and cloud based servers. Tablets Insurance Proposers shall comply with City of Loveland insurance requirements (See contract template for specific provisions). Questions for Proposer Please respond to the following in your proposal. Please use the same order and titles to help facilitate scoring your proposal. 1. General Company Information Provide a profile of your company, including background and history, size, locations, certifications, credentials, etc. Please provide details of your company s practices for staying current on regulations, legislation, certifications, and public records, and government. Describe all staff that will be utilized to perform contractual duties under your proposal, and their certifications, experience, and duties. Provide references of similar sized or larger agencies that proposer is currently managing or has Managed, including any experience with governmental entities. 2. Security Describe your strategy for securing your clients data. Include your company s policies as well as any
security certificates that you possess. Explain how you will insure that the security clearances required are adhered to. All staff utilize to support the city must comply with Health Insurance Portability and Accountability Act (HIPAA) and leads requirements and may be subject to background checks prior to commencement of contract. 3. Client Relationship Management Resumes (including dates of all relevant experience) of all staff expected to support the City of Loveland. Describe your training program Describe all support staff that would be expected to serve the City of Loveland, including executive, project, and account staff Describe the responsibilities of each individual proposed to be assigned to the City of Loveland s account Describe the hours of operation for on-site staff as well as help desk staff. Describe how afterhours support would be available 4. Service Levels Describe service levels you will provide to the City of Loveland Describe your work order/trouble ticket system Describe availability of key staff during normal business hours Describe how staff is available 24/7 Provide your guaranteed response time for issues dependent upon severity and time of day Provide your average response time for after-hours issues Scheduled down times for routine maintenance How are scheduled down times determined; how communicated? Describe your communication strategy for keeping clients informed of system conditions and changes. Describe your plans for disaster recovery. 5. Monitoring Describe your monitoring tools and strategies to monitor and insure the stability of the computing environment in the City of Loveland. Describe how these monitoring results would be communicated to the City of Loveland. 6. Documentation and Records Describe how you would document and record maintenance, installation, performance, and changes to the system.
Describe the documentation that you would make available to the City of Loveland at the end of the contract period. 7. Fees Please provide all fees associated with the proposed contract for services. The following should be included in your base bid: Fees for service initiation. Ongoing monthly fees and what is included and excluded. Fees for connectivity to support site. Note, all proposals must identify the base year unit pricing, and then identify any price escalation in subsequent years as part of the proposal. Significant Evaluation Factors Responses shall be reviewed on these critical factors with the indicated relative importance factors. 1. Company experience, certifications, expertise, references from similar agencies. 20% 2. Client Relationship approach 20% 3. Service levels 30% 4. Management (Change Control, Monitoring, Documentation) 15% 5. Fees 15%
CONTRACT for CONSULTANT SERVICES THIS CONTRACT is (hereinafter the Contract ) made and entered into this, day of, 20 by and between THE CITY OF LOVELAND, OHIO, a municipal corporation organized under the laws of the State of Ohio (hereinafter the City ), and (hereinafter the Consultant ). W I T N E S S E T H: That said parties for and in consideration of their mutual promises and agreements hereinafter set forth, do hereby agree as follows: 1. Job Description. The Consultant agrees to perform the services as set out in Exhibit A 2. Time for Commencement and Completion. The work shall be commenced on and shall be complete by, unless a good cause extension of time is granted by the City in writing. 3. Termination of Contract for Cause. If, through any cause, the Consultant shall fail to fulfill in timely and proper manner its obligations under this Contract, or if the Consultant shall violate any of the covenants, agreements or stipulations of this Contract, the City shall thereupon have the right to terminate this Contract by giving written notice to the Consultant of such termination and specifying the effective date thereof, at least five days before the effective date of such termination. In such event, all finished or unfinished documents, data, studies, and reports prepared by the Consultant under this Contract and accepted by the City shall entitle the Consultant to receive just and equitable compensation for any satisfactory work completed on such documents, data, studies and reports. Notwithstanding the above, the Consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of the Contract by the Consultant, and the City may
withhold any payments to the Consultant for the purpose of setoff until such time as the exact amount of damages due to the City from the Consultant is determined. 4. Termination for Convenience of City. The City may terminate this Contract at any time by providing written notice to the Consultant. If the Contract is terminated by the City as provided herein, the Consultant will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Consultant covered by this Contract, less payments of compensation previously made: provided, however that if less than 50% of the services covered by this Contract have been performed upon the effective date of such termination, the Consultant shall be reimbursed (in addition to the above payment) for that portion of the actual out-of pocket expenses (not otherwise reimbursed under this Contract) incurred by the Consultant during the Contract period which are directly attributable to the uncompleted portion of the services covered by this Contract. If this Contract is terminated due to the fault of the Consultant, Section 3, relative to termination, shall also apply. 5. Changes. The City may, from time to time, request changes in the scope of the services of the Consultant to be performed hereunder. Such changes, including any increase or decrease in the amount of the Consultants compensation, which are mutually agreed upon by and between the City and the Consultant, shall be incorporated in written amendments to this Contract. 6. Personnel. (a) The Consultant represents that it has, or will secure at its own expense, all personnel required in performing the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the City. (b) All the services required hereunder will be performed by the Consultant or under its supervision and all personnel engaged in the work shall be fully qualified and shall be authorized or permitted under State and local law to perform such services. (c) No person who is serving sentence in a penal or correctional institution shall be employed or work under this Contract.
7. Compliance with Local Laws. The Consultant, at all times, agrees to observe and comply with all federal, state and local laws, ordinances and resolutions in any manner affecting the conduct of the work. 8. Indemnification. Consultant shall indemnify, hold harmless and defend the City, its officers, elected and appointed officials, employees, agents and volunteers against any and all liability loss costs, damages, expenses, claims or actions, including attorney s fees which the City, its officers, elected and appointed officials, employees, agents and volunteers may hereafter sustain, incur or be required to pay, arising wholly or in part due to any act or omission of the Company, its agents, servants or employees, in the execution, performance or failure to adequately perform contractor s obligations pursuant to this Contract. 9. Compliance with Worker s Compensation. The Consultant shall provide the City a copy of the Worker s Compensation certificate prior to the work commencing and a current certificate shall be kept on file the duration of the Contract. 10. Compliance with Anti-discrimination Laws. The Consultant agrees to both of the following: (a) That in the hiring of employees for the performance of work under the Contract or any subcontract, no contractor shall, by reason of race, color, religion, sex, age, handicap, national origin, or ancestry, discriminate against any citizen of this state in the employment of a person qualified and available to perform the work to which the Contract relates; and (b) That no contractor, subcontractor, or any person acting on behalf of any contractor or subcontractor shall, in any manner, discriminate against, intimidate, or retaliate against any employee hired for the performance of work under the Contract on account of race, color, religion, sex, age, handicap, national origin, or ancestry. 11. Subcontracting. None of the services covered by this Contract shall be subcontracted without the prior written consent of the City. The Consultant shall be as fully responsible to the City for the acts and omissions of its subcontractors, and of persons either directly or indirectly employed by it. The Consultant shall insert in each subcontract appropriate provisions requiring compliance with the labor standards provisions of this Contract.
12. Insurance. The Consultant agrees to procure and maintain insurance for the entire duration of the Contract against claims for injuries to persons or damage to property that may arise which complies with all of the following provisions: (a) The insurer shall have an AM Best rating of A-or better, unless otherwise agreed by the City in writing; (b) All insurance policies shall be written on an occurrence basis unless otherwise agreed in writing pursuant to Section 12(d) below; (c) The insurance shall have a commercial general liability policy limit of $1,000,000 per occurrence for bodily injury, personal injury and property damage and the minimum general aggregate shall be $2,000,000; (d) The insurance shall have an errors and omissions professional liability policy limit of $1,000,000 per occurrence and shall have a minimum general aggregate of $1,000,000. Such policy may be written on a claims made basis only if agreed to in writing by the City and provided that the such claims made basis policy contains a tail or an extended reporting period of a minimum period of three years in order to make a claim against the policy; (e) The automobile liability limit shall be at least $500,000 per accident for bodily injury and property damage where applicable; (f) $1,000,000 limit; The insurance shall have Ohio stop gap employer s liability with a (g) The Consultant shall name the City, its elected and appointed officials, agents, employees and volunteers as additional insureds to all insurance policies, except worker s compensation or errors and omissions professional liability insurance policies, and shall furnish the City with certificates of insurance naming such individuals and entities as additional insureds. The coverage shall be primary to the additional insureds and not contributing with any other insurance or similar protection available to the additional insured s, whether available coverage is primary, contributing or excess; (h) The Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each
subcontractor; provided that all coverages for subcontractors shall be subject to all requirements stated herein; and (i) All insurance coverages described above shall contain a 30-day written notice of cancellation, non-renewal and/or material changes addressed to the City. 13. Assignability. The Consultant shall not assign any interest in the Contract, and shall not transfer any interest in the same without the prior written approval of the City. 14. Interest of Members of City. No member of the governing body of the City, and no other officer, employee, agent or volunteer of the City who exercises any functions or responsibilities in connection with the carrying out of the project to which this Contract pertains, shall have any personal interest, direct or indirect, in this Contract. 15. Interest of Consultant. The Consultant covenants that it presently has no interest and shall not acquire any interest, direct or indirect, in the above described project or any other interest which would conflict in any manner or degree with the performance of its services hereunder. The Consultant further covenants that in the performance of this Contract no person having any such interest shall be employed. 16. Findings Confidential. All of the reports, information, data, etc., prepared or assembled, finished or unfinished, by the Consultant under this Contract are confidential and the property of the City, and the Consultant agrees that they shall not be made available to any individual or organization without the prior written approval of the City. 17. Certificate of Payment. The Consultant and the City further mutually agree that no certificate given or payment made under this Contract, except the final certificate of final payment, shall be conclusive evidence of the performance of this Contract, either wholly or in part, and that no payment shall be construed to be an acceptance of defective work or improper materials. 18. Price. The City further agrees to pay the Consultant for its services provided for in this Contract as outlined in Exhibit A.
19. Force Majeure Event. In the event that either party is unable to perform any of its obligations under this Contract or to enjoy any of its benefits because of (or if failure to perform the services is caused by) natural disaster, actions or decrees of governmental bodies (hereinafter referred to as a Force Majeure Event ), the party who has been so effected shall immediately give notice to the other party. Upon receipt of such notice, all obligations under this Contract shall be immediately suspended. If the period of non performance exceeds thirty (30) days from the receipt of notice of the Force Majeure Event, either party may terminate this Contract. IN WITNESS WHEREOF, the Consultant, by its and City, by David Kennedy, City Manager, have hereunto set their several signatures hereto on the day and year first above written. Date: THE CITY OF LOVELAND, OHIO By David Kennedy, City Manager CONSULTANT By
CERTIFICATION OF FUNDS I hereby certify that the funds necessary to meet the obligations of the City of Loveland under the attached Contract during the fiscal year 2018 are available, or in the process of collection to the credit of an appropriate fund, and that said funds are not and cannot be used for any other purposes. Date: Kelly Flanigan, Finance Director Approved as to Form: Joseph Braun, City Solicitor