Competitive Contracting IT Consultant

THE CITY OF UNION CITY

REQUESTS COMPETITIVE CONTRACT PROPOSALS FROM INDIVIDUALS/FIRMS INTERESTED IN PROVIDING INFORMATION TECHNOLOGY MANAGEMENT AND COMPUTER CONSULTING SERVICES FOR COMPUTERS, PROGRAMS AND PERIPHERAL COMPUTER EQUIPMENT THROUGHOUT THE DEPARTMENTS OF THE CITY OF UNION CITY

Introduction

The City of Union City is requesting qualifications and proposals from individuals and/or firms for computer consulting services. It will be for a term of one (1) year which can be extended for up to four (4) additional (1) year periods, at the discretion of the City upon the same terms and conditions, and in accordance with applicable law. The City seeks Proposals in accordance with the Competitive Contract Procedures (N.J.S.A. 40A:11-4.1 et seq.).

Required Services:

The successful proposer shall be required to provide computer consulting service providers for computers, programs and peripheral computer equipment throughout the departments of the City of Union City.

The Proposer will be responsible to maintain the City’s computer system, programs and peripheral equipment including but not limited to:

Parking Authority

Servers:

1 physical running Windows Server 2008

2 virtual running Windows Server 2012

Copiers:

2 Copiers

Desktops:

15 Dell desktops

Software:

Filemaker

Microsoft Office 2010 2013 2016

Servers:

SQL  Virtual Server running Windows 2012 Time clock server

Edmunds Virtual Server running Windows 2012 New Edmunds server

UCNJ001  Vitual Server running Windows server 2000

Exchange Server New Dell Power Edge R420 Server running Windows server 2012 & Exchange 2013

UCNJ2k Old Dell Server running Windows server 2003

UCVMHOST Dell Power Edge 420 running server 2012 R2 Hyper-V running all the VM servers

Workstations:

100-125 Dell workstations including remote offices (Dell, IBM desktops and laptops)

Windows 7 Pro as well as 10 Copiers, and 25-30 HP Type Printers.

Internet:

Cablevision with 5 static IP Addresses

Optimum at 9 locations throughout the city

Firewall:

Sonicwall TZ210 Firewall

Sonicwall SOHO at 8 locations

Routers:

One (6) Routers

Faxes:

- Approximately 7 fax machines

Scanners:

- Some departments have a copier that is also a scanner most of them are on the network.

Software

Filemaker

Edmunds

Unix

Timetrax

Taxsys

Microsoft Office 2010

MS Exchange 2012

MS Server 2003

MS Server 2012

MS Hyper-V

Mitchell Humphrey Building Code Software

Fire Official Software

Please note that the City has implemented a new Edmunds software system for the Finance and Tax departments for Union City and Contractor will be working with the City to maintain these systems. Also the Contractor will work with the City’s web site developer as needed.

The successful candidate will be responsible for servicing, maintaining and providing technical support to the above listed computers, servers, peripherals and programs as well as any other computers, servers, peripherals and programs which may be acquired prior to the award of the contract or during the course of the contract term. The Contractor will provide timely written reports that track progress toward implementation of improved technology delivery, network stability and upgrade, hardware and software integration.

The City seeks Technology support service for the computer equipment as specified for approximately 520 hours per year. The City also requests the hourly rate for the services in excess of the 520 hours per year as needed. There is no minimum amount for these services or holiday rates. Additionally, a representative of the proposer shall be available to be in Union City, City Hall, at least 2 days per week as needed.

The successful proposer will provide monthly status report to the City that details the services performed during the month. The successful proposer will include in its report all information required by the City in connection with the services, and shall, at no additional cost or fee, revise any report to include any additional information requested by the City. Such report shall be provided no later than the first of the month for the services provided the previous month. By way of example, the report for services rendered in September shall be due no later than October 1, and so forth. Any revised report shall be provided within five (5) days of the City’s request.

Proposers should set forth in their proposals how the above services are to be accomplished and how the fees for those services will be paid. This includes identification of those fees which will be the direct responsibility of the City, i.e., veterinary fees, as opposed to reimbursing the successful proposer for those costs, as well as any materials and/or equipment which the City will be responsible for providing (if any). Proposers should also set forth what facilities they have available to provide the services.

Additional Requirements:

Each candidate shall submit proof of business registration with the New Jersey Division of Taxation (P.L. 2004, C.57) within the time permitted by law.  The registration must be effective as of the time and date for the submission of proposals.

The successful candidate shall be required to comply with the following insurance requirements:

1. The Contractor shall be required to carry full insurance including comprehensive general liability; workman’s compensation insurance; which shall cover all operations of the Contractor, its employees, agents and servants hereunder, and; motor vehicle and equipment used by the Contractor in connection with the Contractor’s operations under the Contract; Contractor shall provide  professional liability (errors& omissions) insurance for claims arising from any negligent performance of contractors’ services pursuant to the agreement in the amount of $1,000,000 per claim.  Said insurance, by endorsement, shall fully protect the City of Union City from liability.

1. Certificates naming the City of Union City as an additional named insured, and evidencing such insurance coverage, shall be filed with the City Clerk prior to the commencement of operations hereunder by the Contractor.

The following Certificates of Insurance must be furnished:

1. Worker’s Compensation;
   
   Part Two – Statutory

1. Comprehensive General Liability:
   
   1. Minimum limits: $1,000,000.00;
      
      Combined Single Limit Coverage to include: Premise / Operations; Independent Contractors;
      
      Product / Completed Operations;
      
      Contractual; Personal Injury;
      
      Broad Form Property Damage;
      
      City of Union City as additional insured.

B:   Comprehensive General Liability must be maintained for at least one year after completion of the contract and its acceptance by the City of Union City.

III.       If applicable, Professional Liability insurance in the amount of not less than $1,000,000.

The certificate of insurance shall designate the City of Union City as an additional insured and shall contain a thirty (30) day notice of cancellation whereby the City Clerk will be provided with a written notification of cancellation.  Said insurance must be paid for a minimum of six (6) months into the contract period at the time of the contract.

It is understood and agreed that the Contractor is an independent Contractor and not an employee of the City of Union City.

The Contractor agrees to indemnify and hold harmless the City of Union City, the Board of Commissioners of the City of Union City, and all of its officers, agents and employees of and from any and all liability for damages for injury to person and property, including death and against and from all suits and actions and all costs, damages and change of whatsoever kind of nature, including attorneys’ fees to which the City of Union City maybe put for or on account of any injury or alleged injury to person, including death, or property, resulting from the performance of the Contractor’s operations under this Contract, or by or in consequence of any neglect or omission on the part of the Contractor in the performance of operations under the Contract, whether such operations, or in the absence thereof, be by the Contractor or anyone directly or indirectly employed by or providing services on behalf of the Contractor.

The Contractor shall hold the City of Union City harmless for damages to the Contractor’s Equipment utilized during the term of this Contract.

The successful Contractor shall be required to execute the form of hold harmless agreement attached hereto.

Programs of self-insurance are not acceptable.

Professional Information and Qualifications

Copies of this standardized submission requirements and selection criteria are on file and available from the Office of the City Clerk.  Each interested candidate shall submit the following information within the time permitted by law:

1. Name of firm, business organization, shareholders and directors with more than a ten per cent interest in the organization;

1. Any licenses held by the Proposer or employees of the Proposer (provide copies of all licenses);

1. Address of principal place of business and all other offices and corresponding telephone and fax numbers for all individuals assigned to perform the services;

1. Description of the Proposer’s qualifications, number of years in business and a description of their experience with services similar to those described above.  This includes a similar description for all key personnel. Demonstrate ability to comply with requirements in “Required Services” section of this RFP;

1. Experience in providing similar services for municipalities, including a description of the services you propose to provide to the City to successfully implement the services;

1. At least three (3) references, two (2) of which must have knowledge of your service to public entities;

1. The organization’s ability to provide the services in a timely fashion (including staffing, familiarity and location of key staff);

1. Please fill out the attached Proposal Form. In addition, please provide any further (if any), cost details, including rates and fees, broken down into specific services to be provided, a flat fee or fee schedule, the names of each of the individuals who will perform the services and all expenses and costs for which the City will be responsible.  Also advise as to what facilities, materials and equipment the City will be responsible for providing (if any);

1. Any other information which the interested organization deems relevant;

1. Statement concerning Ethics Complaint (copy attached);

1. Statement of Ownership Disclosure (c.52:25-24.2) (copy attached);

1. Non-Collusion Affidavit (copy attached);

1. Proof of business registration with the New Jersey Division of Taxation (P.L. 2004 c. 57) (prior to award of contract);

1. If required by the City, criminal background check for all persons who will be assigned to provide services under this contract shall be provided to the City after the contract is awarded and the contract is contingent upon receipt by the City of satisfactory background checks;

1. Disclosure of Investment Activities in Iran form (prior to award of contract. Form attached); and

1. Certification of Non-Involvement in Prohibited Activities in Russia or Belarus form (prior to the award of contract. Form attached).

Evaluation of Proposals/Selection Criteria:

It should be understood by each company submitting a proposal that  the City must select a proposal that not only meets and conforms to the scope of work included in the RFP, but also offers clear and reasonable assurances of successfully meeting the City’s needs.  The criteria that will be considered in evaluating proposals are the criteria detailed in the table below.  They are weighted based on importance to the City.  The points awarded range from 0 to 5, with 5 being the highest score and 0 the lowest score.  After the points are awarded by the evaluator, the weighting factor will be applied and a total score will be calculated, which will then be recommended to the Board of Commissioners for the award of the contract.  Each area of the evaluation should be addressed in detail in the company’s proposal.  The criteria are as follows:

Criteria	Weighting Factor	Points 1-5 (5 is the highest)
TECHNICAL CRITERIA Vendor’s proposal demonstrates a clear understanding of the scope of work and related objectives	10%	1-5
MANAGEMENT CRITERIA History and experience in performing similar work. Availability of personnel, facilities, and equipment. Qualification and experience of personnel. Significant experience representing Government entities of similar budget.	25%	1-5
PAST EXPERIENCE & PERFORMANCE References, including Prior Experience in the City of Union City, or similar entity	40%	1-5
COST CRITERIA	25%	1-5

A contract, if awarded, shall be awarded as permitted by N.J.S.A. 40A:11-4.5 The City reserves the right to waive any informalities in, and/or reject any and all proposals as may be permitted by law. Under no circumstances shall the provisions of a proposal be subject to negotiation by the City.

Submission Requirements

Sealed RFPs will be publicly opened by the Acting City Clerk in Union City Hall, 3715 Palisade Avenue, Union City, at 10:15 a.m. on April 25, 2024.  Proposals must be received no later than 10:15 a.m. April 25, 2024 by:

Hilda Rosario

Acting City Clerk

City of Union City

3715 Palisade Avenue

Union City, New Jersey 07086

Please submit one original and two (2) copies of the RFP.  Use white 8 ½” x 11” paper.

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