REQUEST FOR PROPOSAL
Solicitation Number: 15-01 Service: Internet Service Provider
Date Issued: January 6, 2015 User Department: IT
Request for Proposal Deadline: Friday, January 23, 2015 prior to 3:00 pm. Central Time
The enclosed REQUEST FOR PROPOSAL and accompanying SCOPE OF WORK are for your convenience in submitting an offer for the enclosed referenced service for the Texas Municipal League Intergovernmental Risk Pool.
Please return responses electronically to .
or
Return one original and four copies of the entire packet along with any descriptive literature to the following address:
Texas Municipal League
Intergovernmental Risk Pool
Purchasing Department
1821 Rutherford Lane, First Floor
Austin, Texas 78754
Attention: Jonathan Herrera
The Texas Municipal League Intergovernmental Risk Pool appreciates your time and effort in preparing this proposal. All proposals must be received at the designated location by the deadline shown. Proposals received after that deadline will be considered void and unacceptable.
If you do not wish to submit a proposal at this time but wish to remain on the source list for this service, please submit a "NO OFFER" by the same time and at the same location as stated above. If a response is not received in the form of an "OFFER" or a "NO OFFER" for three consecutive Requests for Proposal, the offerer shall be removed from our source list for that service. If you are submitting a "NO OFFER", we ask that you indicate any requirement of this Request for Proposal which may have influenced your decision to submit a "NO OFFER".
If you have any questions or concerns contact Jonathan Herrera, at (512) 491-2492 or at .
TEXAS MUNICIPAL LEAGUE INTERGOVERNMENTAL RISK POOL
INTERNET SERVICE PROVIDER
REQUEST FOR PROPOSAL No. 15-01
1. PURPOSE: The Texas Municipal League Intergovernmental Risk Pool (TMLIRP) is requesting proposals for qualified firms to provide internet services. This Request for Proposal must be completed in its entirety.
2. BACKGROUND: The Texas Municipal League Intergovernmental Risk Pool is a unit of local government offering workers’ compensation, liability, and property protection to Texas political subdivisions including:
Municipalities Fire Districts
Water Districts Housing Authorities
Councils of Government Hospital Districts
Tax Appraisal Districts Other Special Districts and Authorities
As of September 30, 2013, TMLIRP had 2,786 members. TMLIRP currently has a staff of 241 employees with departments consisting of Executive, Legal, Subrogation, Finance, Human Resources, Accounting, Information Technology, Underwriting, Loss Prevention, Member Services, Liability/Property Claims, and Workers’ Compensation Claims. In addition to its headquarters in Austin, TMLIRP has field offices in Mesquite, Corpus Christi, Harlingen, Houston, Lubbock and San Antonio.
3. MISSION: The mission of TMLIRP is to provide Texas municipalities and other units of local government with a stable source of risk financing and loss prevention services at the lowest cost consistent with sound business practices.
The objectives of TMLIRP are to:
§ Provide a stable risk financing system.
§ Educate members about avoiding and reducing risks.
§ Control losses with effective legal defense and claim handling.
§ Serve as an expert source of information on risk management for cities, other units of local government and the Texas Municipal League.
4. SUBMISSION OF PROPOSALS: Proposals shall be submitted in accordance with the following:
4.1 Proposals and changes thereto being electronically submitted shall be submitted to . The solicitation number, the phrase “Internet Service Provider,” and the date and hour of the proposal closing shall be typed in the subject line of the email.
4.1.1 Electronic submissions shall be any combination of the following formats: Microsoft Word, Microsoft Excel, Microsoft PowerPoint, or Adobe Acrobat. Multiple documents should be submitted in one message. Please zip files if necessary.
4.1.2 Electronic submissions shall be in accordance with the deadline set forth in the solicitation document. Any submissions received after the deadline will not be considered. The time of the email will serve as the receipt timestamp.
4.2 Proposals and changes thereto which are being submitted to the physical address shall be enclosed in sealed envelopes, addressed with the date and hour of the proposal closing and the services being proposed shall be typed or written on the outside of the envelope.
4.3 Facsimile proposals will not be accepted.
4.4 Proposals should be returned in sufficient time to be received prior to the proposal closing date and time.
4.5 Proposals received after the stated proposal closing time and date will not be considered for award.
4.6 Receipt of an addendum or amendment must be acknowledged by signing and returning the addendum/amendment with the proposal or under separate cover prior to the time set for the proposal closing.
5. INQUIRIES: Any questions regarding this proposal should be submitted a minimum of 5 business days before the proposal deadline. Questions should be submitted to:
Jonathan Herrera
Purchasing Agent
TMLIRP
1821 Rutherford Lane, 1st Floor
Austin, Texas 78754
PH: 512-491-2492
All questions or requests for information should be submitted in writing and the person submitting the request will be responsible for its prompt delivery to TMLIRP. Any interpretation of the request for proposal will be made only by a written addendum issued.
The following is a tentative schedule that will apply to this RFP, but may change in accordance with TMLIRP’s needs or unforeseen circumstances.
Item / DateIssuance of RFP / January 6, 2015
Technical Questions/Inquiries Due / January 16, 2015
RFP Closes / January 23, 2015
Complete Initial Evaluation / January 30, 2015
TMLIRP award notification / February 2, 2015
6. METHOD OF SOURCE SELECTION:
6.1 The criteria below are to be used in the evaluation of qualifications for development of a short list of offerers to be considered for interviews and potential negotiations. Individual criteria will be reviewed at TMLIRP’s discretion to reflect relative importance. Offerers are required to address each evaluation criteria and be specific in presenting their qualifications.
6.1.1 Quality and applicability of service requested including internet speed and capacity and the ability to scale up or down according to Pool needs.
6.1.2 Project approach including ease of transition, use, and integration
6.1.3 Expertise and experience of firm
6.1.4 Financial soundness of firm
6.1.5 Proposed cost of services
6.2 Texas Municipal League Intergovernmental Risk Pool expressly reserves the right to:
6.2.1 Waive as an informality minor deviations from the scope of work;
6.2.2 Waive any informality in any proposal or proposal procedure;
6.2.3 Reject all proposals whenever it is deemed necessary;
6.2.4 Reissue a request for proposal.
7. AWARD OF CONTRACT:
7.1 TMLIRP shall give written notice to the contractor if any of the following conditions exist:
7.1.1 The contractor does not provide service in compliance with the specifications and/or within the time schedule specified in the proposal.
7.1.2 The contractor makes an unauthorized assignment for the benefit of any creditor.
Upon receiving written notification from TMLIRP that one of the above conditions has occurred, the contractor must remedy the problem within ten days, to the complete satisfaction of TMLIRP, or the contract will be immediately cancelled.
8. PAYMENT AND INVOICING:
8.1 Invoices to TMLIRP will be paid within 30 days of acceptance of services and receipt of invoices.
8.2 Discount terms, if any, will be computed from the date of receipt and acceptance of services.
8.3 All invoices must be legible. Items or services billed on the invoice must be specific.
8.4 Invoices should be addressed to:
Texas Municipal League
Intergovernmental Risk Pool
Attn: Accounts Payable
P.O. Box 149194
Austin, Texas 78714
9. INSTRUCTIONS TO OFFERERS: Your proposals must address:
9.1.1 Recommend a solution(s) that will provide the Pool with the most advanced technology in internet service (Fiber Optics) that will provide the Pool with high speed, high capacity and reliable internet connectivity with the ability scale up or scale down bandwidth on demand to meet the Pool’s requirements.
9.1.2 Provide detailed description of latest advancements in technology related to providing internet service at the Pool’s location.
9.1.3 Provide average response and resolution times for technical service calls.
9.1.4 Provide documented statistical analysis of provider network ‘uptime’.
9.1.5 Provide detailed Service Level Agreements including details on compensation for downtime.
9.1.6 Provide detailed approach and time line for service implementation.
9.1.7 Vendor qualifications and references.
9.1.8 Cost of services provided.
9.2 Provide an organizational chart that states the representatives that would be assigned to the Pool’s account. ie: Account Rep., Customer Service Rep., Technical Service Rep., etc.
9.3 Provide a description of experience with similar projects and provide references.
9.4 Describe all resources TMLIRP will be asked to provide in order to complete this project.
10. SCOPE OF SERVICES:
The intent of this RFP is to enter into a contract for internet service for a three (3) year period with two (2) each one (1) year period options at the Pool’s discretion. The Pool will award RFP based on best value and what is in the best interest of the Pool. The Pool is interested in reviewing and evaluating any and all proposed solutions that will help to increase its productivity. Solution(s) must efficiently support two hundred sixty (260) users and must support VOIP technology.
Existing Internet Service Environment
The following is a description of TMLIRP’s current internet service environment.
Austin Office - 10G-20G Fiber Connection – AT & T, Number of employees (210)
Harlingen (4) , Corpus Christi (4), San Antonio Offices (5) – 35x5 Cable
Mesquite Office (18) – 50x5 - Cable
Lubbock Office (5)– 20x5 - Cable
11. SIGNING PROPOSALS: All proposals must be signed by an officer of the proposer’s firm duly authorized to bind the company to the proposal submitted. All requirements of this proposal must be completed and included in the response submitted to TMLIRP. Failure to properly sign the proposal and include all required information may result in the rejection of the proposal.
TEXAS MUNICIPAL LEAGUE INTERGOVERNMENTAL RISK POOL
INTERNET SERVICE PROVIDER REQUEST FOR PROPOSAL No. 15-01
PROPOSED FEE SHEET
*****PLEASE PROVIDE SEPARATE PRICING SHEET FOR EACH SOLUTION*****
Fee Description / Fee$
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$
$
$
$
$
$
$
$
$
$
$
Proposal Total / $
Proposal fee sheet must be signed by an authorized representative.
Company Name: ______
Address: ______
City, State, Zip: ______
Telephone Number: ______
Name of Authorized Agent: ______
Email: ______
Signature: ______
Title: ______
Date: ____________
The proposal shall conclude with the following assurance:
“The information in this Proposal is true and correct, and the Officer Signing Below is Duly Authorized to Bind this company to such Proposal.”
Signed this ______day of ______, 2014.
By:Name of Officer:
Title of Officer:
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