REQUEST FOR PROPOSAL

TO PROVIDE COMPUTER SUPPORT SERVICES FOR THE DEPARTMENT OF INFORMATION TECHNOLOGY AND

TELECOMMUNICATIONS

RFP NO.:

14-6235

PROPOSAL RECEIPT DATE:

PROPOSAL RECEIPT TIME:

4:00pm CST

CITY OF KENNER DEPARTMENT OF PURCHASING

1801 WILLIAMS BOULEVARD KENNER, LOUISIANA 70062

(504) 468-7261

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TABLE OF CONTENTS

PART I. ADMINISTRATIVE AND GENERAL INFORMATION 1.1 Background ...........................................................................................................................4 1.1.1 Purpose ........................................................................................................................5 1.1.2 Goals and Objectives ..................................................................................................5 1.2 Schedule of Events ...............................................................................................................6 1.3 Proposal Submittal ...............................................................................................................6 1.4 Proposal Response Format ...................................................................................................7 1.4.1 Number of Response Copies .......................................................................................8 1.4.2 Legibility/Clarity.........................................................................................................8 1.5 Proposal Clarifications Prior to Submittal ...........................................................................8 1.5.1 Pre-proposal Conference .............................................................................................8 1.5.2 Written Inquiries .........................................................................................................8 1.5.3 Inquiry Period .............................................................................................................8 1.6 Required Signed and Notarized Affidavits .........................................................................9 1.7 Proposal Guarantee (if required) .......................................................................................10 1.8 Performance Bond .............................................................................................................10 1.9 Changes, Addenda, Withdrawals .......................................................................................10 1.10 Cost of Offer Preparation ...................................................................................................10 1.11 Non-negotiable Contract Terms .........................................................................................10 1.12 Taxes ..................................................................................................................................10 1.13 Proposal Validity ...............................................................................................................10 1.14 Prime Contractor Responsibilities ....................................................................................10 1.15 Subcontractor Responsibilities...........................................................................................11 1.16 Written or Oral Discussions/Presentations ........................................................................11 1.17 Acceptance of Proposal Content ........................................................................................11 1.18 Contract Negotiations ........................................................................................................11 1.19 Cancellation of RFP or Rejection of Proposals .................................................................11 1.20 Evaluation and Selection....................................................................................................12 1.21 Insurance Requirements .....................................................................................................12 1.22 Subcontractor Insurance.....................................................................................................12 1.23 Indemnification ..................................................................................................................12 1.24 Fidelity Bond Requirements (if required) .........................................................................13 1.25 Payment for Services .........................................................................................................13 1.26 Termination ........................................................................................................................13 1.27 Assignment ........................................................................................................................14 1.28 No Guarantee of Quantities ...............................................................................................14 1.29 Audit of Records ...............................................................................................................14 1.30 EEOC and ADA Compliance ............................................................................................14 1.31 Record Retention ...............................................................................................................15 1.32 Record Ownership ............................................................................................................15 1.33 Content of Contract/Order of Precedence ..........................................................................15 1.34 Contract Changes ...............................................................................................................15 1.35 Substitution of Personnel ...................................................................................................15 1.36 Force Majeure ....................................................................................................................15

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1.37 Governing Law ..................................................................................................................16 1.38 Claims or Controversies (if required) ................................................................................16

PART II. SCOPE OF WORK/SERVICES

2.1 Scope of Work/Services .....................................................................................................17 2.2 Period of Agreement ..........................................................................................................18 2.3 Price Schedule ....................................................................................................................18 2.4 Deliverables .......................................................................................................................19 2.5 Location .............................................................................................................................19 2.6 Proposal Elements ..............................................................................................................19 2.6.1 Technical Qualifications and Experience .................................................................19

PART III. EVALUATION

3.1 Financial Profile ................................................................................................................20 3.2 Technical Proposal .............................................................................................................20

ATTACHMENTS

Attachment A- Price Profile Attachment B- Insurance Requirements Attachment C- Professional Services Affidavit Attachment D- Corporate Resolution Attachment E- Advertisement/Public Notice

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REQUEST FOR PROPOSAL

TO PROVIDE COMPUTER SUPPORT SERVICES FOR THE DEPARTMENT OF INFORMATION TECHNOLOGY AND

TELECOMMUNICATIONS

PART I. ADMINISTRATIVE AND GENERAL INFORMATION 1.1 Background The Department of Information Technology and Telecommunications (hereinafter sometimes referred to as “IT Department”) for the City of Kenner (hereinafter sometimes referred to as “City” and/or “Kenner”) supports the operations of the administrative and legislative segments of City of Kenner government. The administrative segment is represented by the Mayor and his staff. The legislative segment is represented by the Kenner City Council and its staff. Operations of the Kenner Police Department are not a consideration of this Request for Proposal. The IT Department supports a data center at 1801 Williams Boulevard, Kenner, Louisiana 70062, and a data replication center at 1610 Reverend Richard Wilson Drive, Kenner, Louisiana 70062. The IT Department supports all server and network equipment located in these centers. The IT Department also supports all other remote Kenner government facilities including all resource centers and recreation facilities. The IT Department supports 298 computer users housed in 33 facilities throughout Kenner. Kenner staff, with the aid of contractor technicians, programmers and consultants, support over 43 Windows servers (version 2000 or newer) and 4 Linux servers. Most user PCs run Windows XP Pro SP3 or higher and Microsoft Office Pro 2003 or higher. Off-the-shelf and custom-written software applications use the following databases: PostgreSQL and MS SQL 2000 or higher. Dell 6200 Layer 3 switches and Watchguard firewalls to connect Kenner local and wide area networks. ESRI is the current city GIS software. GIS data is stored in a SQL database. The following is a list of the significant systems, services and software applications that are supported by the IT Department staff and the current computer support services vendor: Microsoft SQL database administration Microsoft SQL Application Server Dell Blade infrastructure and management GIS database support VMWare ESRI system support Tyler Technologies MUNIS Exchange 2010 Barracuda Mail Archiver Barracuda Spam Firewall Dell 6200 Layer 3 switches and related switches Watchguard firewall Management of network infrastructure (fiber, DSL, cable modem, copper, wireless)

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Active Directory DNS DHCP WSUS Group Policy Administration VPN Dell Equillogic San Storage Dell storage systems Sophos Antivirus Linell Access Control System Video surveillance and security systems Wire troubleshooting The City of Kenner is seeking specific proposals from interested firms (hereinafter sometimes referred to as “Firms,” “Proposers,” and/or “Vendors”) that are capable of providing necessary support to the IT Department described herein. One vendor technician supports high level equipment (servers, network equipment, specialty appliances) with an average billing of about 70 hours per month. The current computer vendor has staff members who can be called on an as needed basis to assist with programming needs, consulting, or to assist with peaks in support demand. If approved by the Mayor and the City of Kenner Council, Kenner will offer a two year contract to the selected vendor. The contract will have an annual cap of $90,000.00. It should be understood that a cap is the maximum annual value of the contract, unless the Mayor and the Council approve an increase during the term of the contract. Actual work is awarded based on need and annual budget, which does not guarantee that the annual cap will be reached. 1.1.1 Purpose The purpose of this Request for Proposal (RFP) is to obtain competitive proposals from bona fide, qualified vendors who are interested in providing the Scope of Work as defined in Part II hereof. 1.1.2 Goals and Objectives The City of Kenner IT Department currently has two systems specialists, one help desk specialist, one IT coordinator, one manager/producer (for public access television channel) and one videographer/editor (for public access television channel). This quantity of technical personnel is at the limit of what is necessary for adequate support. Additional technical resources are needed to assist with some daily activities and meet the needs of Kenner’s IT infrastructure. High level technical expertise is needed to support systems for which staff experience is lacking and to introduce new technology into the computer environment. A contractor with similar and additional skills would supplement staff efforts in support of Kenner computer users, assisting with support demand peaks beyond staff capabilities, and support for initiatives that require skills outside of the training of IT Department staff.

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The most qualified vendor, based on the criteria of this RFP, will be selected to provide necessary support to the IT Department, its staff, equipment, and systems referenced herein. 1.2 Schedule of Events

Date/Time (CST)

A. RFP Public Notice

July 17, 24, 31, 2014

B. Pre-Proposal Conference

August 7, 2014

B. Deadline to receive written inquiries

August 14, 2014

D. Deadline to answer written inquiries

3 days after receipt of inquiry

E. Proposer Receipt Date

August 21, 2014

F. Oral discussions with proposers, if applicable

To be scheduled

G. Selection of vendor

To be scheduled

NOTE: The City of Kenner reserves the right to deviate from these dates.

1.3 Proposal Submittal All proposals shall be received by the City of Kenner Purchasing Department no later than the date and time shown in the Schedule of Events (Section 1.2). Proposers mailing their proposals should allow sufficient mail delivery time to ensure receipt of their proposals by August 21, 2014 at 4:00pm, CST

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Important – Clearly mark outside of envelope, box, or package with the following information and format:

Proposal Name:

Proposal No.

Computer Support Services for the Department of Information Technology and Telecommunications

Proposal Receipt 14-6235

Date and Time:

The proposal package must be delivered at the proposer’s expense to:

City of Kenner Purchasing Department 1801 Williams Blvd., Bldg. C, 3rd Floor, Kenner, Louisiana 70062 Regardless of the options chosen for delivery, the proposer is solely responsible for the timely delivery of its proposal. Failure to meet the proposal closing date and time shall result in rejection of the proposal.

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Proposer is solely responsible for ensuring that its courier service provider makes inside deliveries to our physical location. The City of Kenner is not responsible for any delays caused by the proposer’s chosen means of proposal delivery. PROPOSALS SHALL NOT BE OPENED PUBLICLY.

PRICES SHALL NOT BE READ. Pricing schedules shall be submitted in separate, sealed envelopes and shall remain sealed until the RFP Evaluation Committee meeting.

1.4 Proposal Response Format Proposals submitted for consideration should follow the format and order of presentation described below: A. Cover Letter: Containing a summary of Proposer’s services and company profile. The

cover letter shall be signed by a person having authority to commit the Proposer to a contract. If proposer is an agency, corporation, partnership or other business entity, the president, vice-president, secretary, treasurer, or an authorized agent shall sign the proposal, and

satisfactory evidence of the authority of the person signing for the agency, corporation, partnership, or other legal entity such as a corporate resolution (see Attachment “F”), shall be attached to the proposal.

Proposers should exhibit their understanding and approach to the RFP and contract requirements and address how each proposal element outlined in Section 2.6 herein will be accomplished.

B. Table of Contents:

Organized in the order cited in this Section 1.4, the proposal response format outlined herein.

C. Proposer Qualifications and Experience

: History and background of the company; if applicable, history and background of any joint venture or collaborating companies.

D. Financial Information

: Financial strength and stability of the company and any joint venture or collaborating companies.

E. Technical Proposal

: Illustrating and describing compliance with the RFP requirements.

F. Innovative Concepts

: Present innovative concepts, if any, not discussed above for consideration.

G. Price Profile: Proposer’s fees and other costs, if any, shall be submitted in the format of Attachment A. The price profile shall include any and all costs the proposer wishes to have considered in the contractual arrangement with the City of Kenner.

Price profiles are to be submitted in a separate sealed envelope.

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1.4.1 Number of Response Copies Each Proposer shall submit one (1) signed original proposal response along with six (6) additional copies of the proposal response, including mandatory affidavits (signed and notarized) in original format. In addition, proposer must submit a copy on CD-R/CD=RW media as long as data on this disc is formatted for Microsoft Word or Adobe Acrobat. 1.4.2 Legibility/Clarity Responses to the requirements of this RFP in the formats requested are desirable with all questions answered in as much detail as practicable. The Proposer(s) response must demonstrate an understanding of the RFP requirements. Proposals prepared simply and economically, providing a straightforward, concise description of the Proposer(s) ability to meet the requirements of the RFP are also desired. Each Proposer is solely responsible for the accuracy and completeness of its proposal response. 1.5 Proposal Clarifications Prior to Submittal

1.5.1 Pre-proposal Conference

A pre-proposal conference will be held on August 7, 2014

, at a time and location listed in the “Schedule of Events.” Prospective proposers may participate in the conference to obtain clarification of the requirements of the RFP and to receive answers to relevant questions. Any firm intending to submit a proposal should have at least one duly authorized representative attend the pre-proposal conference.

Although impromptu questions will be permitted and spontaneous answers will be provided during the conference, the only official answer or position of the City of Kenner will be stated in writing in response to written questions in the form of addenda provided to all prospective proposers. 1.5.2 Written Inquiries The City of Kenner shall only consider written and timely communications from proposers. No negotiations, decisions, or actions shall be binding as a result of any oral discussions with any city employee or city consultant. Answers to questions that materially change or substantially clarify the RFP shall be addressed by addendum and provided to all prospective proposers. 1.5.3 Inquiry Periods An initial inquiry period is hereby firmly set for all interested proposers to perform a detailed review of the RFP documents and to submit any written questions relative thereto. Without exception, all questions MUST be in writing (even if an answer has already been given to an oral question during the Pre-proposal conference) and received by the close of business on the Inquiry Deadline date set forth in the Calendar of Events. Initial inquiries shall not be entertained thereafter.

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The City of Kenner shall not and cannot permit an open-ended inquiry period, as this creates an unwarranted delay in the procurement cycle and operations of our agency and departments. The City of Kenner reasonably expects and requires responsible and interested proposers to conduct their in-depth proposal review and submit inquiries in a timely manner. Further, we realize that additional questions or requests for clarification may generate from the City’s addenda responses to the inquiries received during the initial inquiry period. Therefore, a final 3-day inquiry period shall be granted. Questions relative to the addendum shall be submitted by the close of business three (3) working days from the date an addendum is posted. If necessary, another addendum will be issued to address the final questions received. Thereafter, all proposal documents, including but not limited to the specifications, terms, conditions, plans, etc., will stand as written and/or amended by any addendum issued as a result of the final inquiry period. Said written inquiries submitted in writing by an authorized representative of the proposer, shall clearly cross-reference the relevant RFP section. The City of Kenner shall respond to those inquiries received by the established deadline. Answers to questions that change or substantially clarify the solicitation shall be issued by addendum and provided to all prospective proposers. Inquiries concerning this solicitation may be delivered by mail, express courier, e-mail, hand, or fax to: Purchasing Department, City of Kenner 1801 Williams Blvd., Bldg. C, Suite 300 Kenner, Louisiana 70062 E-Mail: tnevels@kenner.la.us Phone: (504) 468-7261 Fax: (504) 468-6658 All inquiries are due no later than August 21, 2014 before 4:00pm CST

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1.6 Required Signed and Notarized Affidavits

The following signed and notarized affidavits are required in their original format:

a) Non-Collusion Affidavit b) Campaign Contributions Affidavit c) Sub-Contractors Affidavit d) E-Verify Affidavit

All persons or firms who are under contract which was awarded on a non-bid basis with the City of Kenner or with any of its agencies or divisions or who submit responses to any request for submittals to contract on a non-bid basis with the City of Kenner or with any of its agencies or divisions must identify all subcontractors and persons, excluding full time employees of the firm, who would assist in providing services or materials under the contract or who would share in any fees, commissions or other remuneration under the contract. Each such subcontractor or person shall submit all documents and information required by this section. Substitutions or subsequent

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addition of subcontractor(s) or other persons to this RFP and any ensuing contract must be requested in writing and approved by the Mayor. Said written request shall provide a detailed justification of the compelling need for such addition or substitution. Affidavit forms are located in Attachment C. 1.7 Proposal Guarantee (Not required for this RFP)

1.8 Performance Bond (Not required for this RFP)

1.9 Changes, Addenda, Withdrawals If the proposer needs to submit changes or addenda, proposers shall submit changes or addenda in writing, signed by an authorized representative of the proposer. All addenda and changes must cross-reference the relevant RFP section. Said changes or addenda shall be delivered prior to the RFP proposal receipt date and submitted in a sealed envelope to be opened contemporaneously with the proposal submission. Proposer’s request for withdrawal of response to this RFP must be submitted in writing and received prior to the RFP receipt date as set forth in the “Schedule of Events.” 1.10 Cost of Offer Preparation All submissions in response to this RFP shall be at the sole cost and expense of the proposer and shall not be subject to reimbursement by the City of Kenner. 1.11 Non-Negotiable Contract Terms Non-negotiable contract terms include but are not limited to taxes, assignment of contract, audit of records, EEOC and ADA compliance, record retention, content of contract/order of precedence, contract changes, force majeure, governing law, including ethics statements, claims or controversies, and termination based on contingency of appropriation of funds. The standard general terms and conditions used by the City of Kenner may be obtained via the City of Kenner Purchasing Department. 1.12 Taxes

Any taxes, if applicable, shall be assumed to be included within the Proposer’s pricing schedule. Pursuant to LSA R.S. 47:301 et seq., the City of Kenner is excluded from the payment of the state sales and use tax and the sales and use tax levied by any political subdivision. 1.13 Proposal Validity All proposals shall be irrevocable and considered valid from the RFP receipt date as set forth in the “Schedule of Events” until such time that an agreement is executed. 1.14 Prime Contractor Responsibilities The selected Proposer shall be required to assume responsibility for all items and services offered in his proposal whether or not he produces or provides them. The City of Kenner shall

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consider the selected Proposer to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. 1.15 Subcontractor Responsibilities If the proposer intends to subcontract for portions of the work, the proposer shall include the name of the subcontractor and specific designations of the tasks to be performed by the subcontractor. The minimum requirements and information requested of the proposer under the terms of this RFP shall also be required for each subcontractor and shall be included in the proposal. Unless specifically permitted in the contract with the City of Kenner, the prime contractor(s) shall not contract with any other party for furnishing any of the work herein contracted without the approval of the Mayor of the City of Kenner. 1.16 Written or Oral Discussions/Presentations Kenner may conduct written or oral discussions with Proposer(s) to clarify and/or enhance the City’s understanding of the submitted material. Any commitments or representations made during these discussions, if conducted, may become formally recorded in the final contract. Conversely, the City of Kenner may make awards based on initial offers. Neither negotiations nor changes to proposals will be allowed during these discussions. 1.17 Acceptance of Proposal Content Proposer’s submission to this RFP shall be construed as an acceptance to be bound by the terms and conditions stated herein. Any action in contradiction of this acceptance may result in rejection by the City of Kenner. 1.18 Contract Negotiations The administration shall negotiate the details of service delivery, the terms of contract, and the contract price with the proposer(s) selected by the City of Kenner and submit the contract, in final form and approved by the Mayor, to the Kenner City Council for ratification. If the price proposals were requested in the RFP, the administration shall use the price proposal submitted by the proposer selected by the Mayor as the starting point for price negotiations with the proposer, and shall offer the contract to the Kenner City Council for ratification with the negotiated price proposal that is most advantageous to the City of Kenner. In the event a contract cannot be successfully negotiated or if the Kenner City Council declines to ratify it, the evaluation committee shall seek authorization from the Mayor to negotiate a contract with another proposer under that RFP. 1.19 Cancellation of RFP or Rejection of Proposals Issuance of this RFP in no way constitutes a commitment by the City of Kenner to award a contract. The City of Kenner reserves the right to reject any or all proposals received in response

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to this RFP, or to cancel this RFP at any time, in its sole discretion, if it is in the best interest of the City to do so. 1.20 Evaluation and Selection All responses received as a result of this RFP are subject to evaluation by the City for the purpose of selecting the Proposer with whom the City may contract. All proposals will be reviewed to determine compliance with administrative and mandatory requirements as specified in the RFP. Proposals found not to be in compliance will be rejected from further consideration. The City of Kenner will notify rejected proposers via written notice. Following the evaluation process, a written recommendation for award shall be made to the Mayor of the City of Kenner for the Proposer(s) whose proposal(s), conforming to the RFP, will be the most advantageous to the City of Kenner, price and other evaluation factors considered. The City of Kenner reserves the right to reject any or all proposals if a determination is made that any one or all proposals are not in the best interest of the City. 1.21 Insurance Requirements Proposer shall furnish the City with certificates of insurance affording coverage(s) required by the RFP (See Attachment “B,” entitled “Insurance Requirements” which is incorporated herein and made a part hereof by reference). The certificates of each insurance policy are to be signed by a person authorized by the insurer to bind coverage on its behalf. The certificates are to be received and approved by the City before a contract is executed and prior to commencement of any work. The City reserves the right to require complete certified copies of all required policies, at any time. The City reserves the right to deviate from the requirements listed in Attachment “B” and/or waive certain requirements for insurance. 1.22 Subcontractor Insurance The Contractor shall include all subcontractors as insured under its policies or shall furnish separate certificates for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein and in Attachment “B” for the Contractor. 1.23 Indemnification Notwithstanding the above, the successful proposer shall protect, defend, indemnify, save and hold harmless the City of Kenner, all city departments, agencies, boards and commissions, its officers, agents, servants, and employees, including volunteers, from and against any and all claims, demands, expense and liability arising out of injury or death to any person or the damage, loss or destruction of any property which may occur or in any way grow out of any act or omission of the successful proposer, its agents, servants, and employees and any and all costs, expense, and/or attorney fees incurred by the successful proposer as a result of any claim, demands, and/or causes of action except those for claims, demands, and/or causes of action arising out of the negligence of the City, its agents, and/or employees. The successful proposer

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agrees to investigate, handle, respond to, provide defense for and defend any such claims, demand or suit at its sole expense and agrees to bear all other costs and expenses related thereto, even if it is groundless, false or fraudulent. 1.24 Fidelity Bond Requirements (Not required for this RFP)

1.25 Payment of Services The Contractor shall send invoice(s) to the City of Kenner Department of Information Technology and Telecommunications on a monthly basis.

Payments will be made by the City of Kenner through the City’s normal accounts payable process. The City processes vendor checks on Fridays for invoices received and approved by Wednesday of each week.

1.26 Termination The proposer affirmatively acknowledges and agrees that the terms of any ensuing agreement shall be binding upon the parties hereto until the work has been completed and accepted by the City of Kenner; but said agreement may be terminated under any or all of the following conditions:

a) By mutual agreement and consent of the parties hereto; b) By the City as a consequence of the failure of successful proposer(s) to comply with the

terms or quality of work in a satisfactory manner, proper allowance being made for circumstances beyond the control of successful proposer(s) provided the City of Kenner will give successful proposer(s) written notice of any such failure and ten (10) days (or more if authorized in writing by the City) to cure any such failure.

c) By either party upon failure of the other party to fulfill its obligation as set forth in the Agreement.

d) By the City for convenience by issuing successful proposer(s) thirty (30) days written notice.

Notwithstanding the foregoing, the City of Kenner may terminate the Agreement in the event false or misleading information is given to the City. The continuance of the contract is contingent upon the appropriation of funds by the Kenner City Council to fulfill the requirements of the contract. If the Council fails to appropriate sufficient monies to provide for the continuation of the contract, or if such appropriation is reduced and the effect of such reduction is to provide insufficient funds for the continuation of the contract, then the contract shall terminate at the beginning of the first fiscal year for which funds are not appropriated. The City of Kenner does not obligate itself to contract for or accept more that its actual requirements during the period of the agreement, as determined by actual needs and availability of appropriated funds.

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1.27 Assignment Proposer affirmatively acknowledges and agrees that any ensuing agreement shall be binding upon the successors and assigns for the parties hereto. The ensuing agreement being for the personal services of the successful proposer(s) shall not be assigned or subcontracted in whole or in part by said successful proposer(s) as to the services to be performed hereunder without the written consent of the City of Kenner, the granting of which shall be at the City of Kenner’s sole discretion. 1.28 No Guarantee of Quantities The quantities referenced in the RFP are estimated, based on past experience and need. In the event a greater or lesser quantity is needed, the right is reserved by the City of Kenner to increase or decrease the amount, at the unit price stated in the proposal. The City of Kenner does not obligate itself to contract for or accept more than its actual requirements during the period of this agreement, as determined by actual needs and availability of appropriated funds. 1.29 Audit of Records Proposer affirmatively acknowledges and agrees that pursuant to any ensuing contract, successful proposer shall maintain adequate books of account with respect to its services, in accordance with generally accepted accounting principles (GAAP) in a form and method acceptable to the City of Kenner. Successful proposer(s) shall permit Kenner and Kenner’s agents from time-to-time within forty-eight (48) hours written notice, to inspect, copy, and audit during successful proposer(s) normal business office hours, the books and records pertaining to the services provided under this agreement. Kenner’s right to audit, inspect, and make copies of the firm’s records shall be at the sole expense of the City of Kenner. At any time, the City of Kenner may require that the successful proposer(s) prepare and/or produce a report of the results of operations, as it pertains to any ensuring agreement, in the previous fiscal year prepared in accordance with generally accepted accounting principles (GAAP) within ten (10) days of receipt of a written request. The report must be prepared and certified by an independent certified public accounting firm. 1.30 EEOC and ADA Compliance The successful proposer agrees to abide by the requirements of the following as applicable: Title VI and VII of the Civil Rights Act of 1964, as amended by the Equal Opportunity Act of 1972, Federal Executive Order 11246, the Federal Rehabilitation Act of 1973, as amended, the Vietnam Era Veteran’s Readjustment Assistant Act of 1974, Title IX of the Education Amendments of 1972, the Age Discrimination in Employment Act of 1972, and the successful proposer agrees to abide by the requirements of the American with Disabilities Act of 1990. The successful proposer shall keep informed of and comply with all federal, state and local laws, ordinances and regulations which affect his employees or prospective employees.

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Any act of discrimination committed by the successful proposer, or failure to comply with these statutory obligations, when applicable, shall be grounds for termination of this contract. 1.31 Record Retention The successful proposer shall maintain all records in relation to this contract for a period of at least three (3) years. 1.32 Record Ownership All records, reports, documents, or other material related to any contract resulting from this RFP and/or obtained or prepared by the successful proposer in connection with the performance of the services contracted for herein shall become the property of the City of Kenner, and shall, upon request, be returned by the successful proposer to the City of Kenner, at the proposer’s expense, at termination or expiration of this contract. 1.33 Content of Contract/Order of Precedence In the event of a conflict among documents, the order of precedence which shall govern is as follows: 1) the final contract; 2) the Request for Proposal and related addenda; 3) the firm’s proposal. 1.34 Contract Changes Upon negotiation of a bona-fide agreement between the parties, no additional changes, amendments, or modifications may be completed without the prior written approval of the City of Kenner. 1.35 Substitution of Personnel The City intends to include in any contract resulting from this RFP the following condition: Substitution of Personnel: If, during the term of the contract, the firm cannot provide the personnel as proposed and requests a substitution, that substitution shall meet or exceed the requirements stated herein. A detailed resume of qualifications and justification is to be submitted to the City for approval prior to any personnel substitution. It shall be acknowledged by the firm that every reasonable attempt shall be made to assign the personnel listed in the firm’s proposal. 1.36 Force Majeure The successful Proposer and Kenner shall be exempted from performance under the terms and conditions of the negotiated agreement if the Proposer or Kenner is prevented from performing any services in whole or in part as a result of an act of God, strike, war, civil disturbance, epidemic or court order, provided the Proposer or Kenner has prudently and promptly acted to take any and all corrective steps that the Proposer or Kenner can perform. Subject to this provision, such nonperformance shall not be considered cause or grounds for early termination of the contract.

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1.37 Governing Law All activities associated with this RFP process shall be interpreted under the laws of the State of Louisiana. All proposal submissions shall be governed in accordance with the laws of the State of Louisiana and the City of Kenner, as well as purchasing rules and regulations, and standard terms and conditions, including specifications listed in this RFP. 1.38 Claims or Controversies Proposer, as evidenced by his signature, agrees that the agreement shall be made in accordance with the laws of the State of Louisiana. The proposer hereby agrees to the exclusive jurisdiction and venue of the 24th Judicial District Court for the Parish of Jefferson, State of Louisiana, and expressly waives any objections to jurisdiction and venue, regardless of proposer’s residence or domicile.

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PART II. SCOPE OF WORK/SERVICES 2.1 Scope of Work/Services

Anticipated Staffing Requirements

a) High Level System Operations and Programming-Vendor support is needed to assist in the management of City of Kenner network and network equipment. Management of network systems is best handled by a select few experienced technicians who are extremely familiar with the network infrastructure and layout. Kenner has installed Dell 6200 Layer 3 switches and routers throughout its local and wide area network. Kenner’s Information Technology and Telecommunications Department also supports 43 Windows servers (version 2000 or newer) and 4 Linux servers. These servers provide a variety of services including but not limited to the hosting of off-the shelf applications, storage of user files, Windows domain controllers, and domain name services. The City of Kenner has implemented virtual server software to reduce the number of physical servers, and will continue to expand its virtual environment. One technician, plus a backup for that technician, is required to support Kenner’s operations. Technicians must be highly experienced with Dell equipment, virtual server operations and virtual server backup. The objective of technician efforts is to more efficiently utilize hardware and improve disaster recovery capabilities. Kenner uses a Microsoft SQL 2000 or higher database system, along with PostgreSQL database system for much of its critical applications (See pages 2 and 3 of this RFP for detailed listing). An experienced technician and programmer are needed to support these systems and applications. Kenner’s IT Department supports 298 computer users housed in 33 facilities throughout Kenner. Knowledge of the aforementioned systems, as well as the listing on pages 2 and 3 of this RFP, is required to maintain efficient operation for the City of Kenner. All of the tasks previously mentioned require assistance on an as-needed basis.

b) Special Projects It is anticipated that additional resources will be required on an as-needed basis for software application creation, implementation, training, and support.

c) Staffing Activity Descriptions The following are position titles and descriptions that define activities required to support Kenner IT operations: Network and Server Technician-Strong knowledge of Dell routers, switches and firewalls; strong knowledge of Microsoft Exchange operations; strong knowledge of

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Windows operations, antivirus software (preferably Barracuda), and virtual server software in a Windows environment; experience with e-mail archiving devices and software, as well as e-mail anti-spam devices and software; experience with web monitoring and filtering devices or software. PC Technician

- Strong knowledge of Windows desktop software; experience with remote desktop software; experience connecting Windows PCs, printers, and peripheral devices in a Windows network environment; experience installing Ethernet wiring.

Programmer/Analyst

-Extensive experience writing programs using Visual Basic, Microsoft .Net, C#, and experience with HTML Programming.

Project Manager

-Ability to visualize and document processes, activities, and timelines; ability to communicate with and manage staff of technicians and programmers.

Application Software Support-Special Projects The City of Kenner utilizes Tyler Technologies MUNIS software and its modules for much of its departmental operations. The City of Kenner prefers to utilize MUNIS modules whenever such software is available to fit a need. In addition to MUNIS software, introduction of a new software application may require assistance with installation, configuration, training and initial support. Occasionally, no prepared software exists that meets the needs of the City of Kenner, which may result in the need to create a custom system. In this event, procurement of a custom system may be solicited and procured by the City of Kenner as a separate project under a separate contract. Collaboration of proposer with selected vendor of custom software will be required.

2.2 Period of Agreement The contract resulting from this RFP shall be for a term of two (2) years with one (1) two (2) year renewal option commencing on the date of contract execution by the Mayor of the City of Kenner. The City of Kenner reserves the right to extend the contract on a month to month basis if it is in the best interest of the City. There shall be no additional charges or fees due to the early termination of any contract between the firm and the City as it relates to the proposal. 2.3 Price Schedule Price schedules must be submitted in separate sealed envelopes which will remain sealed until such time after the evaluation committee makes its evaluation of the proposals on all factors and

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criteria as stated in the RFP. The pricing shall not be included in the criteria of the evaluation committee. 2.4 Deliverables The services requested in this RFP are the minimum expected to be provided. The successful proposer should provide a high level of expertise and should introduce innovative concepts to make Kenner operations more efficient and to better serve the community. 2.5 Location The locations service is to be performed are City of Kenner facilities. Many services provided will require personnel to be onsite in a Kenner facility, or would require frequent visits to Kenner facilities. 2.6 Proposal Elements 2.6.1 Technical Qualifications and Experience

a) As indicated in Section 1.4, C., detail the history and background of the company and the history and background of all proposed subcontractors.

b) Provide résumés for proposed staff, specifically indicating experience, education, and certifications pertinent to the environment as detailed in this RFP. Indicate years of experience and years of association with the proposer or subcontractor.

c) Provide information which best illustrates qualifications relevant to this RFP, including current and previous contracts, and the value and term of those contracts.

d) List references of companies or governmental agencies for which similar services have been contracted. Include a contact name, address, and phone number with each reference.

e) Provide any information that should be considered in the evaluation relative to the criteria of Section 3.2

(Remainder of this page intentionally left blank)

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PART III. EVALUATION OF PROPOSALS The following criteria will be evaluated when reviewing the proposals: The proposal will be evaluated in light of the material and the substantiating evidence presented to the City of Kenner, not on the basis of what may be inferred. 3.1 Financial Profile Prices should be submitted according to the format in Attachment A. Prices shall be firm.

3.2 Technical Proposal (Maximum of 200 Points)

Criteria Possible Points Professional training and experience both generally and in relation to the type and magnitude of work required for the particular project

100 points

Capacity for timely completion of the work, taking into consideration the person’s or firm’s professional and support manpower

20 points

Past and current accomplishments, for which references from clients or former clients and information gathered by inspection of current or recent projects may be considered

20 points

The nature, quantity and value of City of Kenner work previously performed and presently being performed by the person and/or firm submitting

10 points

Past performance by the person or firm on public contracts, including any problems with time delays, cost overruns, and/or design inadequacies in prior projects for which said person or firm was held to be at fault

10 points

An analysis of any work by the person or firm submitting which resulted in litigation between the public entity and the person or firm performing professional services, including but not limited to ongoing litigation with a public entity or involvement in litigation with a public entity in which the public

10 points

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entity prevailed Availability of staff to be at locations within the City where work will be performed

10 points

Percentage of Louisiana residents who will work on the project, with preference being given to firms employing at least 80% Louisiana residents to work on the project. For purposes of this subsection, a Louisiana resident shall be defined as a person who has resided in this state for at least one hundred eighty (180) days at the time of initial employment, evidenced by a valid Louisiana motor vehicle operator’s license or bill for utility services

10 points

Completeness of proposal response and adherence to required response format

10 points

TOTAL POSSIBLE POINTS

200

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ATTACHMENT A

PRICE PROFILE

The requested staff pricing on this form will be used to compare the cost of competing submittals. All work is assigned on an as-needed basis. Descriptions for job titles can be found in Section II of this RFP. It is acceptable for one person to perform more than one role.

Job Title Price Per Hour

Network and Server Technician

_____________/Hour

PC Technician

_____________/Hour

Programmer/Analyst

_____________/Hour

Project Manager

_____________/Hour

In addition to the hourly rates indicated above, price profile shall specify when the hourly rate commences and include any and all travel expenses that are deemed reimbursable.

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ATTACHMENT B

INSURANCE REQUIREMENTS

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ATTACHMENT C

PROFESSIONAL SERVICES AFFIDAVIT

STATE OF LOUISIANA PARISH OF JEFFERSON BEFORE ME, the undersigned authority, personally came and appeared, ______________________________________ , who after being duly sworn and deposed, said that he is the fully authorized ___________________________ of _____________________ hereinafter referred to as CONSULTANT:

(1) CONSULTANT has not and will not employ any person, corporation, firm, association, or other organization, either directly or indirectly, to secure the public contract under which they are to directly or indirectly receive payment, other than persons regularly employed by CONSULTANT, whose services in connection with the project or in securing the public contract are in the regular course of duties for CONSULTANT.

(2) No part of the contract price was paid or will be paid to any person, corporation, firm, association, or other organization for soliciting the contract, other than the payment of their normal compensation to persons regularly employed by CONSULTANT whose services with the project are in the regular course of their duties for CONSULTANT.

(3) Included herein is a list of all campaign contributions and value of in-kind contributions made to elected officials of the City of Kenner during the current term and past term and CONSULTANT has not made any contributions to or in support of elected officials of the City of Kenner through or in the name of another entity, either directly or indirectly.

CONSULTANT

By:

Print Name:

Title:

SWORN AND SUBSCRIBED TO ME THIS ______ DAY OF __________________, 2014. NOTARY PUBLIC PRINT NAME

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ATTACHMENT D

CORPORATE RESOLUTION

EXCERPT FROM MINUTES OF MEETING OF THE BOARD OF DIRECTORS OF _______________________, INCORPORATED. AT THE MEETING OF THE DIRECTORS OF _______________________________, INCORPORATED, DULY NOTICED AND HELD ON _______________________________, A QUORUM BEING PRESENT, ON MOTION DULY MADE AND SECONDED. IT WAS: RESOLVED. THAT _______________________________, BE AND IS HEREBY APPOINTED, CONSTITUTED AND DESIGNATED AS AGENT AND ATTORNEY-IN-FACT OF THE CORPORATION WITH FULL POWER AND AUTHORITY TO ACT ON BEHALF OF THIS CORPORATION IN ALL NEGOTIATIONS, BIDDING, CONCERNS AND TRANSACTIONS WITH THE CITY OF KENNER OR ANY OF ITS AGENCIES, DEPARTMENTS, EMPLOYEES OR AGENTS, INCLUDING BUT NOT LIMITED TO, THE EXECUTION OF ALL BIDS, PAPERS, DOCUMENTS, AFFIDAVITS, BONDS, SURETIES, CONTRACTS AND ACTS AND TO RECEIVE AND RECEIPT THEREFOR ALL PURCHASE ORDERS AND NOTICES ISSUED PURSUANT TO THE PROVISIONS OF ANY SUCH BID OR CONTRACT, THIS CORPORATION HEREBY RATIFYING, APPROVING, CONFIRMING AND ACCEPTING EACH AND EVERY SUCH ACT PERFORMED BY SAID AGENT AND ATTORNEY-IN-FACT.

I HEREBY CERTIFY THE FOREGOING TO BE A TRUE AND CORRECT COPY OF AN EXCERPT OF THE MINUTES OF THE ABOVE DATED MEETING OF THE BOARD OF DIRECTORS OF SAID CORPORATION, AND THE SAME HAS NOT BEEN REVOKED OR RESCINDED. ____________________________________ SECRETARY-TREASURER ____________________________________ DATE: _____________________________

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ATTACHMENT E

ADVERTISEMENT/PUBLIC NOTICE

REQUEST FOR PROPOSAL

RFP NO. 14-6235

The City of Kenner is soliciting Request for Proposals (RFP’s) from Firms interested in providing computer support services for the Department of Information Technology and Telecommunications. Proposals will be evaluated using the following criteria:

Criteria Possible Points Professional training and experience 100 points Capacity for timely completion of the work 20 points Past and current accomplishments 20 points The nature, quantity and value of City of Kenner work previously performed and presently being performed

10 points

Past performance by the person or firm on public contracts

10 points

An analysis of any work by the person or firm submitting which resulted in litigation between the public entity and the person or firm performing professional services, including but not limited to ongoing litigation with a public entity or involvement in litigation with a public entity in which the public entity prevailed

10 points

Availability of staff 10 points Percentage of Louisiana residents who will work on the project

10 points

Completeness of proposal response and adherence to required response format

10 points

Total Possible Points 200 points The following criteria will be evaluated when reviewing the proposals: The proposal will be evaluated in light of the material and the substantiating evidence presented to the City of Kenner, not on the basis of what may be inferred. Proposal packages with specifications are now available at the following location: CITY OF KENNER PURCHASING DEPARTMENT KENNER CITY HALL 1801 WILLIAMS BOULEVARD BUILDING C, 3rd FLOOR KENNER, LOUISIANA 70062 A copy of the Request for Proposals with specifications is also available at http://www.kenner.la.us/pages/section_2_75.asp as well as www.centralauctionhouse.com.

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Completed Proposals must be received no later than 4:00pm CST on August 21, 2014

at:

CITY OF KENNER PURCHASING DEPARTMENT KENNER CITY HALL 1801 WILLIAMS BOULEVARD BUILDING C, 3rd FLOOR KENNER, LOUISIANA 70062 Proposal or proposals scoring the highest total shall be considered to represent the best value and will be recommended to the City of Kenner for award. The City of Kenner reserves the right to accept or reject any and all proposals, in whole or part and waive informalities, pursuant to the law. Theresa Nevels Director Purchasing Department ADV. The New Orleans Advocate: July 17, 24, & 31, 2014