THE TOWN OF ENFIELD, CONNECTICUT
REQUEST FOR PROPOSAL FOR TECHNOLOGY CONSULTING SERVICES
1. PURPOSE
The Town of Enfield, Connecticut is soliciting proposals for the purpose of obtaining the services of a qualified technology consultant to act as the Town's technology advisor. The consulting services are required for the purpose of discovery in merging technical activities and operations of the IT departments of the Enfield Public School System and the Town of Enfield. Some of the areas requiring definition follow:
- Technology Planning.
- Strategies to be employed.
- Changing Organizational Roles.
- Data Management and Storage.
- Software Selection.
- Systems and Data Security.
- Communication Networks and Infrastructure.
Computing Platforms
The Town of Enfield has established a Joint Technology Committee with the following mission:
The mission of the Joint Technology Committee shall be to determine areas where the Town of Enfield and Enfield Public Schools can realize higher efficiency in the acquisition of, the application of, and the management of Information Technology; estimate the expected cost benefit from the additional consolidation of Information Technology based upon current and known future IT requirements; and recommend a strategy to both governing bodies that optimizes the use of taxpayers’ funds.
2. BACKGROUND INFORMATION
The Town of Enfield, Connecticut has a population of 45,925 and an area of 33.8 square miles located east of the Connecticut River along the Interstate 91 corridor 18 miles north of Hartford, Connecticut and 9 miles south of Springfield, Massachusetts. The Town operates under a Council-Manager form of government. The Town’s approved General Fund operating budget for the Fiscal Year 1999-2000 is $89,287,910.
Enfield Public Schools supports approximately 6800 students at twelve schools. The schools consists of nine elementary schools, one middle school, two secondary schools and administrative offices The Town operates in the following buildings: Town Hall, Public Safety Complex, Stanley Jablonski Center, Angelo Lamagna Activity Center, Water Pollution Control Plant, Senior Center, Child Daycare, Adult Daycare, Town Hall Annex, Central Library, and other small buildings.
The school system consists of 700 full and part-time employees, with seven different unions and nonunion employees. The Town has 420 full and part-time employees, five different unions and nonunion employees.
The Town of Enfield and Enfield Public Schools began the merging of technology systems and services in approximately 1975. The systems and services provided were for accounts payable and payroll. Other applications were developed by consultants and by Town of Enfield staff.
In 1985 the Town of Enfield provided the communication equipment, hardware and operating system software to the middle school and the two secondary schools. Enfield Public Schools purchased the application software and the Town of Enfield staff provided system services and support.
In 1989 the Enfield Public School’s Data Processing department, consisting of two employees was merged with the Town of Enfield’s Data Processing department. Development, system services and support continued. The charge to the Town’s Data Processing Department, by Board of Education and Town Council resolution, was to provide administrative technology services to Enfield Public Schools.
Collaboration over the years has overlapped into instructional areas as well as administrative areas. Network management for administrative and instructional purposes, is provided by the Town of Enfield. The Town also provides systems and support for most administrative areas. Day to day operational and problem solving support, and mentoring is also provided. The Town is responsible for all administrative servers, operating systems and server based application software.
Technology in the schools is being implemented based on a three-year technology plan that was instituted in 1996. Some of the funding for this technology has come from a State of Connecticut Infrastructure Grant and from E-rate funding. Funding is also provided from the Town’s General Fund and the Capital Improvement Fund.
Curriculum issues are addressed by the Curriculum Committee, school administrators and approved by the Board of Education. State and Federal Educational requirements must be observed.
Technology in the Town is based on a five-year technology plan that began in the late eighties. Funding is from the Town’s General Fund and Capital Improvement Fund.
3. SCOPE OF SERVICES
The technology consultant shall provide services to the Town with respect to technology within the Town. The following services may be awarded individually and/or independently of one another. Please note that reference to the Town includes the Town of Enfield and Enfield Public Schools.
Items A. and B. of Scope of Services will be awarded together and results must be available no later than the end of April 2000. Required with items A and B. of the Scope of Services is to estimate an expected cost benefit from the additional consolidation of Information Technology based upon the current and the known future IT requirements.
A. Review the Information Technology organization currently in use and recommend a structure that clarifies priorities, responsibilities, communications, consistency, and education.
B. Advise in the setting of Town wide technology direction and defining a vision for the application of Information Technology.
C. Recommend a model for IT organization that will sustain the Town as a leader in the 21st century. This model will establish architectural concepts and arrangements using process management under which Information Technology will operate within the Town of Enfield.
- Recommend the way we plan, fund and manage Information Technology to reflect a total Town perspective.
- Recommend an Information Technology infrastructure to support current services, new services and service delivery methods.
- Recommend information management practices to support the complexity of multi-organizational cooperative services.
- Recommend the realigning of Information Technology resources to maximize the impact on the delivery of technology enabled services.
- Recommend Information Technology resources required to implement and sustain the IT model.
- Recommend training requirements for all employees and technology initiatives.
- Recommend maintenance, obsolescence and replacement schedules.
D. Assist the Town in developing Information Technology policies, procedures, standards and guidelines to support the IT model.
4. PROPOSAL CONTENT
The Proposal itself shall be organized in the following format and information sequence (any deviation from this format or sequence will render your proposal as non-responsive):
Section I. Introductory Section: Provide a letter of introduction signed by an authorized representative of the firm (2-3 pages maximum) that identifies position sought and provides executive summary highlighting major points of the proposal.
Section II. State full name and address of your organization. Include names of lead professional personnel, titles, qualifications, and departments to be assigned to the Town project.
Section III. Provide a brief description of your firm including qualifications, experience, and depth of staff, quality control, ongoing employee training programs and the demonstration of your ability to be the Town's technology consultant. Identify special licensing or registrations held by professional(s) assigned.
Section IV. Include a resume and list of engagements of those individuals who will act in an advisor capacity for the Town.
Section V. Provide a list of references inducing names, addresses, phone numbers, and contact person.
Section VI. Describe in summary the various projects your firm has handled in the field of technology consulting. Please provide the scope of service and the date the consulting service was provided.
Section VII. Describe any successful experience your firm had in assisting a municipality, public school system, and/or corporation in technology planning, funding, management and organization.
Section VIII. Provide the pricing schedule that your firm will use to charge the Town for providing services as outlined in the Scope of Services. This schedule should include a description of the manner in which compensation to the firm would be determined for services rendered as the Technology Consultant as follows:
- The entire scope of services.
- Each part of the scope of services.
- Advice and consulting services not directly related to any specific item detailed in the Scope of Services section.
- Any other costs associated with the project or parts of the project.
Section IX. What are the factors that you believe that the Town should emphasize in selecting its Technology Consultant? Why does your firm best meet the Town's Technology Consultant needs?
Section X. Include any topics not covered in the Request for Proposal you wish to disclose to the Town which further describes your firm's level of qualifications as a Technology Consultant.
Prior to the opening of proposals, proposers may correct, modify, or withdraw their proposals. A Proposer who wishes to withdraw a Proposal must make the request in writing to the Town's Director of Finance. Any correction or modification to a Proposal must be submitted in writing and in a sealed envelope clearly identifying the envelope as being a correction or modification to the Proposer's Proposal. 5. BASIS FOR THE AWARD
The Town shall conduct a preliminary evaluation of all proposals on the basis of the information provided with the proposal, the ability of the offeror to perform, past performance, ability to meet time requirement, principals assigned to the project, technology capabilities and an understanding of the work to be performed and the needs of the Town. Based on initial evaluation, the Town may select proposers whose services most closely meet the Town's needs.
Each submission will be initially evaluated in accordance with the criteria set forth below:
A. Qualifications , experience and activity of the personnel to be assigned in meeting the scope of services. These criteria include the ability to meet the scope of services of the RFP and any special considerations that the offeror feels may increase its ability to perform the contract.
B. Technical approach of the work. Emphasis here is on the techniques for providing the services requested and the offerors capability to deliver desired services on schedule. Please include samples of work plans, surveys to be used, etc.
C. Reasonableness of Cost. Efficiency and economy are very important to be Town. This area will not necessarily be the primary deciding factor in the selection process. 6. SCHEDULE FOR SELECTION
The Town anticipates that the process for selecting a Technology Consultant and awarding a contract will be according to the following tentative schedule:
| Advertise and Issue RFP |
November 1, 1999 |
| Written questions submitted by proposers |
No later than November 15, 1999 |
| Written responses to proposers’ questions mailed/faxed |
November 22, 1999 |
| Proposal Due Dates |
November 29, 1999 by 11am (EST) |
| Oral Presentations |
To be scheduled by invitation |
| Selection & Notification |
December 27,1999 |
| Contract Executed |
January 19, 2000 |
As evidenced by the above schedule, the Town will accept questions or requests for clarification on this RFP only in writing. Proposers must mail or fax their questions in the manner as described in section 17 below. Questions/requests for clarifications must be received by the Town's Director of Finance no later than Monday, November 15, 1999. Written responses to the questions/requests for clarifications will be sent to all potential proposers via first class mail or fax on November 22, 1999.
NO PHONE CALLS PLEASE. 7. SUBMISSION OF PROPOSALS
Each Offeror must submit THREE (3) copies in a sealed envelope bearing on the outside the name of the firm, full address, name of the project for which the proposal is submitted and date and time proposal is due. If forwarded by mail, the sealed envelope containing the proposal must be enclosed in another envelope addressed t
Gregory Simmons, Director of Finance
Town of Enfield
820 Enfield Street
Enfield, CT 06082
ATTENTION: Proposal for Technology Consultant
These proposals must be received by the Town no later then November 29, 1999at 11am EST. Proposals received after the date and time prescribed shall not be considered for contract award and shall be returned unopened to the offeror. Proposals in the form of telegrams, telephone calls, facsimiles or telex messages will not be accepted. 8. AWARD
The Town of Enfield, Connecticut reserves the right to accept or reject any proposal to best serve its interest, or to hold the proposals for ninety (90) days before rendering a decision. Acceptance of any firm’s response does not place the Town under any obligation to accept the lowest response. 9. CONTRACT PERIOD
The agreement for Technology Consulting services shall become effective immediately upon execution of an agreement by all parties and shall remain in effect unless terminated by either party by not less that sixty (60) days written notice (certified mail, return receipt requested) to the other party. 10. COSTS & COMPENSATION
This solicitation does not commit the Town to pay any costs incurred in the preparation and submission of proposals nor to procure or contract for services. The firm selected to be the Town’s Technology Consultant shall agree to provide an itemized billing based on the agreed upon fee schedule. In order to receive payment for services rendered as Technology Consultant, invoices shall be submitted to the Town with supporting documentation including hours worked and hourly rates, and all other costs related to the contract. 11. TERMINATION
Following implementation, should the Town find that the firm has failed in any material respect to perform it agreed upon obligation under the agreement, the agreement shall be canceled by the Town, as being in the best interest of the Town. In the event of termination of this agreement as a result of a breach by consultant hereunder, the Town shall not be liable for any fees and may at its sole option, award an agreement for the same services to another qualified firm with the best proposal, or call for new proposals and award the agreement thereunder. The consultant shall be responsible for direct and consequence damages as a result of its breach, including, but not limited to, extra costs required under the new agreement for similar services. 12. INDEMNIFICATION
To the fullest extent permitted by law, the Consultant, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless the Town of Enfield, Connecticut, including but not limited to, its respective elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the consultant during the Consultant’s performance of the Agreement or any other agreements of the Consultant entered into by reason thereof. The Consultant shall indemnify and defend the Town of Enfield, Connecticut, including, but not limited to, its respective elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the Consultant, its subcontractor, agents, servants, officers, or employees and any and all loses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the Agreement relating to insurance requirements. The Consultant agrees that it will procure and keep in force at all times at it own expense insurance in accordance with these specifications. 13. INSURANCE
The Consultant shall provide a certificate of insurance naming the Town of Enfield, Connecticut as an ''additional insured'' in the minimum amounts as specified herein. Said insurance shall be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Connecticut. It is the responsibility of the Consultant to ensure that any and all approved subcontractors meet the minimum insurance requirements.
A. Workers' Compensation limits as required by the Labor Code of the State of Connecticut.
B. Employer's Liability; limits of:
| $100,000 each |
- bodily injury |
| $500,000 disease |
- policy limit - disease limit |
| $100,000 disease |
- each employee - disease each |
C. General Liability; limits of::
| Bodily injury |
- |
$500,000 |
each occurrence |
| |
|
$500,000 |
policy aggregate |
| Property Damage |
- |
$500,000 |
each occurrence |
| |
|
$500,000 |
policy aggregate |
| Combine Single |
- |
$1,000,000 |
BI/PD Policy Aggregate |
D. Professional Liability – Financial Advisor's minimum recommended amount of $1,000,000 combined single limit, occurrence form preferred. If issued on claims-made basis insurance, coverage shall be maintained for the duration of the contract and for two (2) years following completion.
E. The consultant shall furnish the Town with certificates of insurance effecting coverage required by this clause. The certificates and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the Town before work commences. Renewal of expiring certificates shall be on file thirty (30) days prior to expiration.
14. CONFLICT OF INTEREST
Explain in detail any existing or potential conflicts of interest that would be created by your firm’s representation of the Town of Enfield. 15. PENDING OR EXISTING LITIGATION OR INVESTIGATION Is there any current or pending litigation against your firm? Any investigations by any regulatory agency? If yes, provide a detailed explanation. 16. EQUAL OPPORTUNITY – AFFIRMATIVE ACTION
The successful consultant shall comply in all aspects with the Equal Employment Opportunity Act. Each Consultant with fifteen (15) or more employees shall be required to have an Affirmative Action Plan which declares that the consultant does not discriminate on be basis of race, color, religion, sex, national origin, or age, and which specifies goals and target dates to assure the implementation of equal employment. Each consultant with fewer than fifteen (15) employees shall be required to have a written equal opportunity policy statement declaring that it does not discriminate on the basis of race, color, religion, sex, national origin, or age. Findings of noncompliance with applicable state and federal equal opportunity laws and regulations could be sufficient reason for revocation or cancellation of this contact. 17. CONTACT FOR PROCEDURAL OR TECHNICAL MATTERS
Any inquiry regarding this RFP shall be directed IN WRITING ONLY t
Gregory Simmons
Director of Finance
820 Enfield Street
Enfield, CT 06082 or
Faxed to (860) 253-6311. NO PHONE CALLS PLEASE.
The End of RFP
COMPANY
REPRESENTATIVE
PHONE
ADDRESS
INSURANCE IS REQUIRED.
I AGREE TO COMPLY WITH THE AMERICANS WITH DISABILITIES ACT (ADA) TO THE EXTENT REQUIRED BY LAW.
VENDOR/CONSULTANT
The Town of Enfield requests the following information. You are required to answer these questions.
Has your business been in existence for one (1) full year?
Is your company based in Connecticut?
Have the gross receipts for your company been less than $1,000,000; between $1,000,000 and $5,000,000; or more than $5,000,000 for the most recently completed fiscal year?
Do minorities/women play an active role in the day-to-day affairs of the business?
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