ALAMEDA COUNTY FLOOD CONTROL AND WATER CONSERVATION DISTRICT, ZONE 7 100 NORTH CANYONS PARKWAY, LIVERMORE, CA 94551 PHONE (925) 454-5000 FAX (925) 454-5727
January 30, 2015 Request for Proposals Preparation of Information Technology Master Plan
Dear Consultant: Zone 7 is pleased to extend an invitation to your firm to submit a Proposal for the preparation of an Information Technology (IT) Master Plan. The enclosed Request for Proposals includes the anticipated scope of work. Proposals must be submitted by close of business (5:00pm) on February 20, 2015. Thank you for your interest and participation in this process. Please submit any questions on the Request for Proposals in writing to me at
[email protected]. I may also be contacted at (925) 454-5069.
Sincerely,
Tom Rooze Tom Rooze Associate Hydrogeologist Zone 7 Water Agency
Attachments to RFP: Exhibit A: List of Zone 7 Software and Hardware Exhibit B: Zone 7 Network Topology Exhibit C: (Sample) Services Agreement
ZONE 7 WATER AGENCY
REQUEST FOR PROPOSAL
PREPARATION OF INFORMATION TECHNOLOGY MASTER PLAN
January 2015
Mission Statement: Zone 7 Water Agency is committed to providing a reliable supply of high quality water and an effective flood control system to the Livermore-Amador Valley. In fulfilling our present and future commitments to the community, we will develop and manage the water resources in a fiscally responsible, innovative, proactive, and environmentally sensitive way. Vision Statement: To be recognized as the platinum standard water and flood control district in which to live, work and do business by enhancing the quality of life, economic vitality and environmental health of the communities we serve. Values: 1. OPEN AND TRANSPARENT – The Board’s meetings and communications shall be open and public, except when the Brown Act authorizes otherwise. 2. CUSTOMER SERVICE - Our commitment to the community requires prompt, respectful and courteous relations with our customers, both internal and external, as well as pursuing community partnerships and collaboration with other area public agencies when beneficial to the public. 3. INTEGRITY – We practice the highest ethical standards and maintain open, honest communications at all levels of the organization at all times. 4. FISCALLY RESPONSIBLE – We will operate in a productive, cost effective, transparent and efficient manner to ensure sound financial stability. 5. ENVIRONMENTALLY SENSITIVE – In carrying out our mission, we are dedicated to preserving and enhancing the environment while complying with regulations. 6. INNOVATIVE/PROACTIVE – We encourage innovation, creativity and ingenuity; seeking constant improvement; and keeping up with the latest economical technologies and management practices. 7. SAFETY – We are committed to public and employee safety to maintain a healthy work environment. We work safely and provide safe products and services. 8. EMPLOYEE DEVELOPMENT – We foster a respect for diversity, equality, a spirit of performance-based accountability and productivity along with personal and professional growth for all team members so as to achieve excellence through the collective energy that comes from a work environment where each employee can flourish and succeed to their highest potential.
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
1 GENERAL INFORMATION 1.1
Introduction
Zone 7, Alameda County Flood Control and Water Conservation District (Zone 7) is soliciting proposals for the creation of a five year strategic Information Technology (IT) Master Plan that outlines the effective use of technology and staffing to support the work of Zone 7. This Request for Proposal (RFP) describes the project, the anticipated scope of services, and the information that must be included in the proposal submitted.
1.2
Background
Zone 7 Water Agency is a dependent special district of Alameda County with an independently-elected Board of Directors. Zone 7 provides wholesale treated water to a population of about 220,000 residents and businesses in Dublin, Livermore, Pleasanton and the Dougherty Valley portion of San Ramon, untreated agricultural and irrigation water primarily to local vineyards and both regional flood protection services, and groundwater management throughout Eastern Alameda County. Zone 7’s revenues come from water sales, property taxes, development fees, drainage fees, and miscellaneous other small investments. Zone 7 employs approximately 100 full time staff at four separate sites connected through a Wide Area Network. In addition, one site is connected to the County of Alameda’s central network for accounting, payroll, human resources and purchasing applications. A list of Zone 7’s current software applications and business network hardware is available in Exhibit A. Exhibit B shows Zone 7’s existing network topology. Zone 7 also has a SCADA/Control network that is separate from its Business/IT network, but shares some hardware. Zone 7 has very few dedicated information technology positions: a single Associate Controls System Engineer, a Geographic Information Systems Analyst (currently vacant) and Instrument Technicians who focus on the Computerized Maintenance Management System (CMMS – one position) and/or the Supervisory Control and Data Acquisition System (one to two positions). Many other IT functions are performed by non-IT-dedicated staff (engineers, accounting managers, budget and financial staff, etc.), with some assistance provided by contracting for outside services (currently fulfilled by Lanlogic, Inc., primarily to support its desktop and network maintenance, application recommendations, and information technology policy and procedure advice). Technology has become pervasive in all aspects of Zone 7; with requests, needs, and demands for technology equipment and tools increasing almost on a daily basis. Zone 7 recognizes that a plan of this nature cannot predict all of the technology needs into the future nor can it predict how technology, itself, will change over the period covered by this plan. However, the plan can identify the major needs and give priorities based on how the solutions support the goals of Zone 7’s Mission, Vision, Values and Strategic Planning Priorities.
1.3
Objective
The objective of this RFP is to satisfy several of Zone 7’s Strategic Planning Priorities: 3.7 Increase staff productivity and effectiveness with greater use of modern technology, software, etc. 1
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
3.8 Develop a digital-based, integrated, secure, and remotely accessible database of engineering plans and drawings, project management data linked to cost factors, and other correspondence and information. 3.9 Assure adequate security and emergency preparedness are in place. 4.2 Evaluate the cost/benefits of functions traditionally performed by the Zone’s consultants and contractors. The Strategic Planning Priorities are available on the Zone 7 website at http://www.zone7water.com/images/pdf_docs/general/10-13_strat-plan-update.pdf. To accomplish this objective, the proposer must review Zone 7’s hardware (e.g., servers - some of which are approaching the end of their expected service life), software, existing programs, databases, reporting requirements, security issues, interests in transparency, business needs, current state-of-theart (and water industry standards), department interests, and most importantly the limited fiscal resources. Then the proposer must identify needs and priorities of technology for Zone 7 over a fiveyear period, establishing both short- (one to two years) and long-term priorities. The effort should focus on efficiently assessing Zone 7’s current capabilities and current and future needs to develop a plan and recommendation for technology investments that provide the greatest return on investment and benefit to Zone 7 and its customers.
1.4
RFP Outline
The RFP is organized into the following sections: Section 1: Contains general Information to Proposers. Section 2: Contains specifications for the RFP including the anticipated Scope of Work and required Proposal Contents. Section 3: Includes the process instructions including specific submittal instructions and a description of the proposal evaluation process.
2 RFP SPECIFICATIONS 2.1
Scope of Work
The selected vendor will prepare an IT Master Plan that will outline recommendations for technology and available IT resources, including hardware infrastructure, software, staff, capital, and operating funds for the next five years. Zone 7 anticipates the project may include the following activities; however, the contractor should propose plans and activities they feel will most effectively meet the objective. Zone 7 will consider alternate approaches.
Perform a series of interviews with Zone 7’s Core Managers to determine needs and business gaps;
Participate in at least one IT Committee Meeting without LanLogic present; 2
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Interview LanLogic, as needed;
Meet with key technology “customers” to identify ideas of desired technology end states for specific technology areas;
Review and evaluate Zone 7’s current technology environment, including services provided, infrastructure, funding, applications used, software licensing, and service methodology in terms of industry standards for like-sized water and flood control agencies. This evaluation should focus primarily on Zone 7’s existing Business/IT network and environment and not the SCADA/Control network.
Review and evaluate Zone 7’s current IT staffing structure in terms of industry standards for like-sized water and flood control agencies;
Considering limited fiscal resources, prioritize resource requirements (hardware, software and software licenses, staffing, etc.) based on Zone 7’s strategic planning priorities as well as business needs and goals, and discuss preferred and alternative approaches used in the industry for meeting those needs;
Include cost estimates for recommendations to assist staff in developing funding requests, implementation schedules and prioritizations;
Make recommendations that will help ensure Zone 7’s ability to effectively use technology to meet its Strategic Planning Priorities and support its business and operational needs;
Document and present findings and recommendations in Draft Information Technology Master Plan;
Receive comments from project manager and finalize IT Master Plan based on that input; and
Conduct at least two workshops outlining recommendations – one for staff and one for either a board committee or the full board.
2.2
Proposal Format and Content
A. Format Please submit five (5) copies of your Proposal, which shall be organized and prepared according to the Content section that follows, with attention given to the following:
The project team including the organization chart and commitment (hours/%) of the team during the course of the project. The Project Manager listed should be available for, and lead, the oral presentation.
A record of experience and qualifications of the project team members. Zone 7 is interested in the experience of the project members themselves in addition to the firm. Provide relevant examples of the project personnel experience as it relates to the Scope of Work.
3
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Any additional relevant services performed by your firm that were not outlined in the Scope of Work.
Submit one (1) copy of the itemized cost proposal in a sealed envelope, including all projected reimbursable cost for travel (telephone, reports, and direct man hour rates), professional services, supplies and other related cost.
B. Content
Summary and Overview - Use this section to summarize your approach to the topics identified in the Scope of Work, the strengths of your project team, and why your firm should be selected.
Team Personnel - Identify the key project personnel and their roles associated with the tasks listed in the Scope of Work. Identify the team and individual personnel experience as it relates to the Scope of Work. List other major projects the team or its personnel are involved with currently, including project title, percent workload, and project responsibility.
Comments to Scope of Work - Comments on the proposed Scope of Work. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would be helpful in achieving Zone 7’s goals and objectives.
Work Plan - Describe how the project team will fulfill the scope of work, including a detailed preliminary project schedule. Include a matrix of personnel, tasks and estimate of effort in hours. To illustrate your strategy, describe tools and techniques you will use, and challenges you anticipate, in addressing specific issues identified in the Scope of Work.
References - From recent applicable experience of the Project Manager and key staff, list up to five (5) relevant projects, and include the agency, staff contact name, address, and telephone number for each.
Resumes of the proposed project team may also be submitted.
The total Proposal length should not exceed 15 pages, excluding resumes.
3 INSTRUCTIONS TO PROPOSERS 3.1
Submittal Instructions
A. Examination of Proposal Documents By submitting a Proposal, the Proposer represents that it has thoroughly examined and become familiar with the work required under this RFP, and that it is capable of performing timely and quality work to the level of Zone 7's expectations and achievement of its objectives. B. Addenda/Clarifications Questions or comments regarding this RFP shall be addressed in writing to Tom Rooze, Zone 7 Water Agency, 100 North Canyons Parkway, Livermore, California 94551, or e-mailed to 4
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
[email protected]. Responses from Zone 7 will be communicated in writing or by e-mail to all recipients of this RFP. C. Submission of Proposals All Proposals shall be submitted to Tom Rooze, Zone 7 Water Agency, 100 North Canyons Parkway, Livermore, California 94551. Proposals must be delivered no later than close of business (5:00 pm) on Friday, February 20, 2015. Proposals received after this time will not be accepted and will be returned to the Proposers unopened. The Proposer shall submit the complete proposal in a sealed envelope, addressed as noted above, bearing the Proposer’s name and address, and clearly marked as “RFP for the Preparation of Information Technology Master Plan.” The envelope shall include:
five (5) copies of its Proposal, and one (1) copy of the cost proposal in a sealed envelope.
D. Proposal Documents Inclusion At the sole discretion of Zone 7, the Proposal Documents may be deemed a part of the contract resulting from this RFP, if awarded. E. Withdrawal of Proposals A Proposer may withdraw its Proposal at any time before the expiration of the time for submission of Proposals as provided in this RFP by delivering to Zone 7 Water Agency, attention Tom Rooze, 100 North Canyons Parkway, Livermore, California 94551, a written request for withdrawal signed by, or on behalf of, the Proposer. The time of delivery shall be the time such request is received in hand by Zone 7. The Proposer assumes the risk of any failed delivery. F. Rights of Zone 7 This RFP does not commit Zone 7 to enter into a contract, nor does it obligate Zone 7 to pay for any costs incurred in the preparation and submission of Proposals or in anticipation of a contract. Zone 7 may investigate the qualifications of any Proposer under consideration, require confirmation of information furnished by the Proposer, and require additional evidence of qualifications to perform the services described in this RFP. Zone 7 reserves the right to: 1. Reject any or all Proposals. 2. Issue subsequent Requests for Proposals. 3. Postpone opening for its own convenience. 4. Remedy technical errors in the Request for Proposals process. 5. Approve or disapprove the use of particular subcontractors. 6. Negotiate with any, all, or none of the Proposers. 7. Solicit best and final offers from all or some of the Proposers. 8. Award a contract to one or more Proposers. 9. Award a contract to a team created by Zone 7 from the Proposers and/or its subcontractors. 10. Award a contract to a Proposer other than the one with the lowest rates. 11. Waive informalities and irregularities in Proposals. 5
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
G. Contract Type It is anticipated that this contract will be a Standard Services Agreement with Zone 7 that will begin on the date it is signed by the Zone 7 General Manager. By submitting a Proposal to Zone 7 in response to this RFP, Proposer agrees that if selected by Zone 7 as the successful consultant, it will enter into this contract with Zone 7 containing the terms and conditions as set forth in the attached sample agreement (Exhibit C). Basis of payment will be on an hourly rate up to an amount not to exceed as negotiated by Zone 7 and the selected consultant. Mark-ups for other direct costs shall not exceed ten percent (10%) and mileage reimbursement shall be set at the Zone 7 internal rate (currently 57.5 cents per mile).
3.2
Proposal Evaluation and Selection
A. Evaluation Criteria The final award will be based on the best value to the Agency, meaning the proposal will be evaluated on, but not limited to, proposal completeness, ability to meet requested service needs, and experience in providing IT strategic and operation plans. The following criteria and allocations may be used to evaluate written Proposals that are submitted. 1.
General response to the RFP: Approach and understanding of Zone 7 goals (10%).
2.
Quality and experience: Technical experience in performing work of closely similar nature; qualifications of key personnel; key personnel’s level of involvement in performing related work; adequacy of labor commitment; concurrence in the restrictions on changes in key personnel; experience working with water supply, flood control, or other public agencies; record of completing work on schedule; strength and stability of the firm; technical experience and strength and stability of proposed subcontractors (30%).
3.
Comments on preliminary scope of work (25%).
4.
Demonstrated understanding of specific project requirements, potential problem areas, and project approach (30%).
5.
Assessments by client references (5%).
B. Evaluation Procedure A committee, generally made up of Zone 7 staff, will review the qualifications submitted, establish a list of finalists based on pre-established review criteria, interview the finalist firms, and select a Consultant based on demonstrated competence and necessary qualifications. The names of the Committee Members will not be revealed prior to the interviews. The individual or composite rating and/or evaluation forms prepared by the committee members will not be revealed. Negotiation of a contract, the detailed scope of work, and the fee are not within the scope of the Committee. Members of the Committee will review the Proposals and will determine if firms will be invited for an oral interview. It is expected that approximately 90 minutes will be allowed for each oral interview and questions and answers. Each Consultant’s Project Manager must lead the presentation before the 6
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Committee. Proposers should also be aware that award may be made without interviews or further discussion. C. Award When the Committee has completed its review, Proposers will be advised by March 20, 2015 of the number one selection. A contract will then be negotiated with the selected firm for the extent of services to be rendered and for the method of compensation. The IT Master Plan must be completed by the end of August 2015.
3.3
Calendar of Events
The project schedule is shown in the table below: Event Request for Proposal Issued: Deadline for Submittal of Proposals: Prospective provider Interviews (if needed): Contract Start Date: Delivery of Final IT Master Plan
7
Date January 30, 2015 February 20, 2015 March 2 to 13, 2015 April 2015 August 2015
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Exhibit A: List of Zone 7 Software and Hardware GENERAL OFFICE SOFTWARE Adobe Suite ESET Endpoint Antivirus Microsoft Exchange Microsoft Office Microsoft Visio Microsoft Office Project Microsoft SharePoint Server Symantec Backup Exec Veeam Backup Enterprise Manager Vmware Laserfiche (future) GEOGRAPHIC INFORMATION SYSTEMS, MAPPING, AND DATABASES ArcGIS Aquarius (Time Series Database) AutoCAD (Basic and Civil 3D) GISKey (Environmental Geology Database and GIS) HEC-RAS (Watershed Modeling) In-Situ METROSCAN Microsoft SQL Server Win-Situ FINANCIAL AND ACCOUNTING SOFTWARE Fundware New World Systems Logos.Net OTHER ArcSoft Panorama Maker MacroScheduler Tabware Python AMAG HARDWARE 1 Lenovo Laptop 31 Dell Laptops 77 Dell Desktops 5 PowerEdge 2950 1 PowerEdge R710 1 PowerEdge R720 1 PowerEdge R210 2 PowerEdge R210 II 1 PowerVault NX3000 5 VMWare Virtual Platform 1 Scale iSCIS SAN with 1 node Various network printers and multi-function copiers, scanners and fax machines 8
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Placeholder for Exhibit B: Zone 7 Network Topology
9
Zone7 Water Agency RFP #11-2014 Preparation of IT Master Plan
Placeholder for Exhibit C: (Sample) Services Agreement
10
