Okaloosa County BOCC — September 3, 2013 — RFQ IS-02-14 — reading text

INFORMATION TECHNOLOGY SERVICES FOR OKALOOSA COUNTY INFORMATION SYSTEMS RFQ #: IS 02-14 RFQ DUE: October 11, 2013 @ 4:00 P.M. THE INTENT OF THIS RFQ IS TO OBTAIN INFORMATION TECHNOLOGY SERVICES FOR OKALOOSA COUNTY INFORMATION SYSTEMS  REQUEST FOR QUALIFICATIONS INFORMATION TECHNOLOGY SERVICES OKALOOSA COUNTY INFORMATION SYSTEMS The Okaloosa County Board of County Commissioners under the provisions of Section 287.055, Florida Statutes and County policy, request qualifications from professional firms for professional information technology services including but not limited to: networking, networking equipment, fiber connections, design, VoIP, routing, switching, administration, analysis, installation, security, storage, virtual environments and email. The nature of the service will be to provide ongoing support and coordination in order to enhance and ensure proper implementation of the aforementioned system components. Services of the consultant shall be under the general direction of the County Department Director initiating the work or his or her designee, who shall act as the County’s representative during the performance of the scope of services. Information technology firms desiring consideration should provide an original and six (6) copies of their Request for Qualifications (RFQ) with the firm’s areas of expertise identified. Selected firm(s) will not be required to have expertise in all the areas specified above. Guidelines detailing form and content requirements for the RFQ are available by contacting Don Vanderhoek, Director, Information Systems Department, 1804 Lewis Turner Blvd., Suite 402, Ft. Walton Beach, FL 32547 or call 850-651-7570. The RFQ may be downloaded from our website @ www.co.okaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities); this links you to the Florida Panhandle Purchasing Group website where our bid specifications will now be posted. RFQs must be delivered to the Okaloosa County Purchasing Department at the address below no later than 4:00 p.m., October 11, 2013 in order to be considered. All RFQs must be in sealed envelopes reflecting on the outside thereof “Request for Qualifications for Information Technology Services for Okaloosa County Information Systems”. All RFQs should be addressed as follows: Okaloosa County Purchasing Dept Attn: Richard Brannon 602-C North Pearl St Crestview FL 32536 Richard L. Brannon Purchasing Director BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FL Don R. Amunds Chairman 1  GUIDELINES FOR REQUEST FOR QUALIFICATIONS (RFQ) INFORMATION TECHNOLOGY SERVICES FOR OKALOOSA COUNTY INFORMATION SYSTEMS The purpose of this Request for Qualifications is to provide interested consultants with guidelines and information to enhance their submission of RFQs on the project entitled “INFORMATION TECHNOLOGY SERVICES FOR OKALOOSA COUNTY INFORMATION SYSTEMS”. It is expected that the consultants’ contract will consist of fixed hourly costs for all positions required to complete any information technology projects for professional information technology services including but not limited to: networking, networking equipment, fiber connections, design, VoIP, routing, switching, administration, analysis, installation, security, storage, virtual environments and email. The nature of the service will be to provide ongoing support and coordination in order to enhance and ensure proper implementation of the aforementioned system components. Services of the consultant shall be under the general direction of the County Information Technology Department Director initiating the work or his or her designee, who shall act as the County’s representative during the performance of the scope of services. For any federally-funded projects, the attached requirements apply, and in particular, the highlighted portions: 1) 44 CFR 13, 2) 32 CFR 33, and 3) Federal Agency Rule on Lobbying. These negotiations will conform to the Florida Consultants Competitive Negotiation Act (CCNA) Chapter 287.057, Florida Statutes and County policy. Once these fixed hourly costs are negotiated and the contracts signed, each miscellaneous project will be negotiated relative to the number of hours required by each position to accomplish the scope of work. The information technology costs will be based on time and expenses with a not to exceed limit based on the negotiated hours and expenses. The results of this negotiation will result in a Task Order for the miscellaneous project. The County’s standard form of consulting agreement will be utilized. The term of this contract will be for three (3) years. The County reserves the right to renew any contract for one (1) additional three-year contract period. Renewal of the contract period shall be recommended by the Information Systems Department. The Board of County Commissioners reserves the right to accept or reject any or all statement of qualifications/proposals or to waive any informality existing in any proposal, or to accept the proposals which best serves the interest and intent of this project and is from the most responsive and responsible firms. An original and six (6) copies of the Requests for Qualifications (RFQ) will be required with all copies having been signed by a company official with the power to bind the company in its contract. All must be completely responsive to the Request for Qualification guidelines for consideration. 2 The content of the RFQ of the successful firms will become a basis for contractual negotiations. The selected consultants shall be required to assume responsibility for all services offered in their RFQ. The selected consultants will be the sole point of contact concerning contractual matters including payments of any charges resulting from the contract. Payment schedule and basis for payment will be negotiated, but will be based upon documented work completed. Public Entity Crime Information - A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. The engagement of certain professional services, including those required by this Request for Qualifications, is exempt from the provisions of the Administrative Procedure Act, Chapter 120, Florida Statutes, as amended, and therefore are not to be subject to the appeal process therein described at any time during the solicitation period. Submittals MUST be submitted in the format described below: 1. Letter of interest including information on location of the firm’s office that will be the lead office for this contract. 2. Business Credentials – Provide a synopsis of the consultant’s qualifications, to include nature of business, specific capabilities of the firm and length of time in business. 3. Certifications – 4. Areas of Expertise – Provide list of your company’s area of expertise. Include listing of projects verifying same. Firms are not required to have expertise in all areas to be considered. 5. Project Management Organization – Describe the organizational structure that will be used to manage projects. The consultant must identify key personnel to be assigned to projects with a brief background summary. 6. References – List three (3) references representative of related past experience to include, as a minimum, a contact person, company name, phone number, and a brief description of the project. References from past or current employees of Okaloosa County will not be considered as part of the qualification submittal. 3 7. Additional Information & Comments – The contents under this heading are to be left to the discretion of the consultant. Material must be pertinent to the RFQ but not be otherwise requested in the Request for Qualifications. 8. No Contact Clause - The Okaloosa County Board of County Commissioners have established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal bids, Request for Proposals, Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences when the procurement document is received and terminates when the Board of County Commissioners approves an award. Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 9. Conflict of Interest Disclosure Form – The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their submittal the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the RFQ, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse’s or child’s interest and the nature of the intended business. Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 10. Drug Free Workplace Certification – Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals that are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 11. Liability & Indemnification Form – To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement. 4  Note: For proposer’s