Bid #1066 - Information Technology _ Consulting Services.pdf

TOWN OF BRISTOL, RI

INVITATION FOR BID

BID #1066

INFORMATION TECHNOLOGY AND CONSULTING SERVICES

TOWN OF BRISTOL, RHODE ISLAND

10 COURT STREET

BRISTOL, RI 02809

TABLE OF CONTENTS

Page No.

I. Invitation for Bid

II. Instructions to Bidder

III. Terms and Conditions

IV. Special Provisions for Services

V. Background Information

VI. Minimum Bid Specifications

VII. Evaluation Criteria

VIII. Bid Documents to be Returned

IX. Bid Form (Attachment A)

X. Non-Collusion Affidavit (Attachment B)

XI. Insurance Coverage (Attachment C)

XII. Bidder Statement of Relevant Experience (Attachment D)

NOTICE TO BIDDERS

The Town of Bristol is requesting sealed bids for Information Technology and Consulting Services, in accordance with all terms and specifications contained herein. Sealed proposals will be received at the Town Clerk’s Office, Town Hall, 10 Court Street, Bristol, RI, until:

Twelve (12) o’clock P.M., Local Time Wednesday, May 28, 2025

All Bids received will be publicly opened at this time at Town Hall.

Proposals/Bids (1 original and 1 copy and 1 electronic USB) must be submitted in sealed envelopes addressed to the Town Clerk’s Office, Town Hall, 10 Court Street, Bristol, RI 02809, and must be plainly marked in the upper left corner, “Information Technology and Consulting Services” - Bid #1066”.

Individuals requesting interpreter services for the hearing impaired must notify the Town Clerk’s Office (401) 253-7000 three business days prior to the bid opening.

It is the bidder’s responsibility to see that the bid is delivered within the time and at the place prescribed. Bids received prior to the time of opening will be securely kept, unopened. Bids may be withdrawn upon written request (on the letterhead of the bidder and signed by the person signing the bid) if such request is received prior to the time fixed for opening. Bids may be modified in the same manner. No bid or modification thereof received after the time set for opening will be considered, even if it is determined by the Town that such non-arrival before the time set for opening was due solely to the delay in the mails for which the bidder is not responsible.

Any bidder taking exception to, or questioning any of the provisions, procedures, conditions or specifications herein stated should make such exceptions known to the undersigned, in writing, not less than five (5) days before the bid opening.

Any change or interpretation made as a result thereof will be published in an addendum and sent to all prospective bidders. Should a bidder still not be satisfied, he may, in the bid, set out and stipulate the exception, with enough explanation to be understood by the Town and, within the stipulation, the INCREASE or DECREASE in the bid price because of the exception shall be stated. The Town may, at its discretion, accept or reject any or all exceptions.

It is required that all supplies and services provided to the Town comply with applicable governmental laws and regulations.

Any payment discount offered shall be for payment within a period of not less than fifteen (15) days.

The work shall meet the requirements and satisfaction of the Town of Bristol, Rhode Island.

The right is reserved, as the interest of the Town may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof.

One copy of these papers is furnished to bidders. One complete copy must be attached to the bid if a bid is tendered.

INSTRUCTIONS TO BIDDER

ACCEPTANCE PERIOD. Unless otherwise specified herein, bids are firm for a period of 1 year. If the successful bidder and the Town of Bristol mutually agree, the period of service may be extended for an additional 2 years.

ADDENDA ACKNOWLEDGMENT. Each bid shall include specific acknowledgment in the space provided of receipt of all addenda issued during the solicitation period. Failure to acknowledge may result in the bid being rejected as not responsive.

AUTHORIZED SIGNATURES. Every bid must be signed by the person or persons legally authorized to bind the Bidder to a contract for the execution of the work. Upon request of the Town of Bristol, any agent submitting a bid on behalf of a Bidder shall provide a current power of attorney certifying the agent’s authority to bind the Bidder. If an individual makes the bid, his or her name, signature, and post office address must be shown. If a firm or partnership makes the bid, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the bid, the bid shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the Town of Bristol, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the bid to execute contracts on behalf of the corporation.

AWARD OF BID. Award will be made to the Bidder offering the lowest qualified, evaluated bid.

CANCELLATION OF SOLICITATION. The Town of Bristol may cancel this solicitation at any time.

COMPLIANCE WITH LAWS. All bids shall comply with current federal, state, and other laws relative thereto.

DEFINITION OF TERMS. For the purposes of this Invitation for Bid, the following definitions will be used:

a. Contractor. Same as Successful Bidder.

b. May. Indicates something that is not mandatory but permissible.

c. Must/Shall. Indicates a mandatory requirement. A bid that fails to meet a mandatory requirement will be deemed non-responsive and not be considered for award.

d. Bidder. The person or firm making the offer.

e. Bid. The offer presented by the Bidder.

f. Should. Indicates something that is recommended but not mandatory. Failure to do what "should" be done will not result in rejection of your bid.

g. Submittal Deadline. The date and time on or before all bids must be submitted.

h. Successful Bidder. The person, contractor, or firm to whom the award is made.

DOCUMENTS TO BE RETURNED WITH BID. Failure to completely execute and submit the required documents before the Submittal Deadline shall render a bid non-responsive. The documents that must be returned by the Submittal Deadline are listed on the form entitled "Bid Documents to Be Returned" and attached hereto.

INK OR TYPEWRITTEN. All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the bid.

NOMENCLATURES. The terms Successful Bidder, Successful Contractor, and Contractor may be used interchangeably in these specifications and shall refer exclusively to the firm with whom the Town of Bristol enters into a contract because of this solicitation.

NON-COLLUSION AFFIDAVIT. Bidders are required to submit a Non-Collusion Affidavit with their Bids. See Attachment B. If there is reason to believe that collusion exists among the Bidders, the Town of Bristol may refuse to consider bids from participants in such collusion.

OPENING OF BIDS. All bids, irrespective of irregularities or informalities, will be opened and the names of the Bidders and proposed prices will be publicly read aloud at the Submittal Deadline.

All interested persons are invited to be present at the opening and reading of bids.

a. Postponement of Opening. The Town of Bristol reserves the right to postpone the Submittal Deadline and opening of bids any time before the date and time announced in the Invitation for Bids or subsequent addenda.

PRICE DISCREPANCIES. In the event that there are unit price items in a bid schedule and the "amount" indicated for a unit price of an item does not equal the product of the unit price and quantity listed, the unit price shall govern and the amount will be corrected accordingly. If there is more than one item in a bid schedule, and the total indicated for the schedule does not agree with the sum of prices of the individual items, the prices given for the individual items shall govern and the total for the schedule will be corrected accordingly. The Bidder will be bound by said corrections.

PRICES. All Bids shall give the prices proposed, both in writing and in figures, shall give all other information requested herein, and shall be signed by the Bidder’s authorized representative.

Bid prices shall include everything necessary for the completion and fulfillment of the contract.

BID FORMS/SUBMITTAL. Bids should be clearly labeled and submitted in a sealed envelope or box bearing the name of the Bidder and Bid number. Bidder’s authorized representative must properly initial any erasures or alterations of any kind. Bids that contain omissions or improper erasures or irregularities may be rejected. No oral, electronic, telegraphic, or telephonic bids or modifications will be considered.

a. Forms. Bids must be submitted on the form in Attachment A.

b. Copies. One (1) original and one (1) copy must be submitted on or before the

Submittal Deadline. Bidders shall submit one (1) original bid marked “MASTER”, and the one (1) identical copy.

c. Discrepancies. If discrepancies are found between the original and copy, the original "MASTER" will provide the basis for resolving such discrepancies. If one document is not clearly marked “MASTER", the Town of Bristol reserves the right to use the original as the Master.

BID CONTENT. Bidder must describe in detail how they will meet the requirements of this Bid and may provide additional related information with his bid. Bids should be straightforward and concise. Emphasis should be concentrated on conforming to the Bid instructions, responding to the Bid requirements, and on providing a complete and clear description of the offer. If a complete response cannot be provided without referencing supporting documentation, the bidder must provide such documentation with the bid indicating where the supplemental information can be found.

The Town of Bristol is not liable for any costs incurred by Bidders before entering into a formal contract. Costs of developing the bids or any other such expenses incurred by the Bidder in responding to the Bid, are entirely the responsibility of the Bidder, and shall not be reimbursed in any manner by the Town of Bristol.

BID MODIFICATIONS. Any Bidder who wishes to make modifications to a bid already received by the Town of Bristol must withdraw their bid in order to make the modifications. Withdrawals must be made in accordance with the terms and conditions of this solicitation (see Bid Withdrawal). All modifications must be made in ink, properly initialed by Bidder’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Bidder to ensure that modified or withdrawn bids are resubmitted before the Submittal Deadline.

BID, REJECTION OF. The right is reserved, as the interest of the Town may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof. The Town reserves the right to reject the Bid of any Bidder who previously failed to perform adequately for the Town of Bristol or any other governmental agency. The Town expressly reserves the right to reject the Bid of any Bidder who is in default on the payment of taxes, licenses or other monies due the Town of Bristol.

BID WITHDRAWAL. Bidders' authorized representative may withdraw bids only by written request received before the Submittal Deadline.

BIDDER'S BACKGROUND. Bidder must provide a company profile. Information shall include:

a. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

b. Location of the company offices.

c. Number of employees both locally and nationally.

d. Location(s) from which employees will be assigned.

e. Name, address, and telephone number of the Bidder’s point of contact for a contract resulting from this Bid.

f. Company background/history and why Bidder is qualified to provide the services described in this Bid.

g. Length of time Bidder has been providing services described in this BID.

Please provide a brief description.

Bidder must include in their bid a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Bidder or in which the Bidder has been judged guilty or liable. Failure to comply with the terms of this provision will disqualify any bid. The Town of Bristol reserves the right to reject any bid based upon the Bidder’s prior history with the Town of Bristol or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

BIDDER'S REFERENCES. Bidders should provide a minimum of three (3) references from similar projects performed within the last five years. Information provided shall include:

a. Client/Business name;

b. Project description;

c. Project dates (starting and ending);

d. Client/Business project manager name and telephone number.

PUBLIC RECORDS. Rhode Island law provides that municipal records shall at all times be open for personal inspection by any person. Information and materials received by the Town of Bristol in connection with a Bid response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 10 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided. If the Bidder believes any of the information contained in his or her response is exempt from the Public Records Law, then the Bidder, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the Town of Bristol will treat all materials received as public records.

QUALIFICATION OF BIDDERS. Each Bidder shall be skilled and regularly engaged in the general class or type of work called for under the contract. The Bidder’s experience shall be set forth and submitted on the form provided herewith. It is the intention of the Town of Bristol to award a contract to a Bidder who furnishes satisfactory evidence that the Bidder has the requisite experience, ability, sufficient capital, and facilities to enable the Bidder to prosecute the work successfully and properly, and to complete it within the time specified in the contract. To determine the degree of responsibility to be credited to the Bidder, the Town of Bristol will weigh any evidence that the Bidder has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress. In selecting the lowest responsive and responsible Bidder, consideration will be given not only to the financial standing but also to the general competency of the Bidder for the performance of the work covered and/or specified in the contract documents. To this end, each Bid shall be supported by a statement of the Bidder’s experience on the form entitled “Bidder’s Experience”, which is a part of the contract documents.

QUESTIONS AND COMMENTS. Questions and comments regarding this solicitation must be submitted in writing, either by mail to Eric Dickervitz, Municipal Operations Manager, Town of Bristol, 10 Court Street, Bristol, RI 02809, or by email to Eric Dickervitz at edickervitz@bristolri.gov no later than five (5) days before the Submittal Deadline. The questioner's company name, address, phone and email, and contact person must be included with the questions or comments. Answers, if any, made by the Town of Bristol, will be posted to the ‘bidnetdirect.com’ website as an addendum. Electronic notification will be sent to all registered, prospective bidders.

REJECTION OF BIDS, WAIVER OF INFORMALITIES. The right is reserved, as the interest of the Town may require, to reject any or all bid proposals, to waive any technical defect or informality in bids received, and to accept or reject any bid or portion thereof. The Town reserves the right to reject the Bid of any Bidder who previously failed to perform adequately for the Town of Bristol or any other governmental agency. The Town expressly reserves the right to reject the Bid of any Bidder who is in default on the payment of taxes, licenses or other monies due the Town of Bristol.

SELL OR ASSIGN. The successful Bidder shall not have the right to sell, assign, or transfer any rights or duties under this contract without the specific written consent of the Town of Bristol.

SIGNATURES. An individual who is authorized to bind the Bidder must sign the bid.

SUBMITTAL DEADLINE. The Submittal Deadline is indicated on page 3 of this document. Bids must arrive in the Town Clerk’s Office, Town of Bristol, 10 Court Street, Bristol, RI 02809. The receiving time in the Town Clerk’s Office will be the governing time for acceptability of bids.

TAXES, EXEMPT. The Town of Bristol is exempt from Federal Excise and State Sales Tax. If requested, the Town of Bristol will furnish exemption certificates when the successful bidder submits invoices for payment.

TERMS OF THE OFFER. The Town of Bristol reserves the right to negotiate final contract terms with any Bidder selected. The contract between the parties will consist of the Bid together with any modifications thereto, the awarded Bidder’s bid, and all modifications and clarifications that are submitted at the request of the Town of Bristol during the evaluation and negotiation process. In the event of any conflict or contradiction between or among these documents, the documents shall control in the following order of precedence: the final executed contract, the Bid, any modifications and clarifications to the awarded Bidder’s bid, and the awarded Bidder’s bid. Specific exceptions to this general rule may be noted in the final executed contract. Bidder understands and acknowledges that the representations above are material and important, and will be relied on by the Town of Bristol in evaluation of the bid. Bidder misrepresentation shall be treated as fraudulent concealment from the Town of Bristol of the facts relating to the bid.

TERMS AND CONDITIONS

ASSIGNMENT OF RIGHTS OR OBLIGATIONS. Except as noted hereunder, Successful Bidder may not assign, transfer or sell any rights or obligations resulting from this solicitation without first obtaining the specific written consent of the Town of Bristol.

ATTORNEY FEES. In the event a suit or action is instituted in connection with any controversy arising out of this contract, the prevailing party shall be entitled to receive, in addition to its costs, such sum as the court may adjudge reasonable as to attorney’s fees and costs.

AUTHORITY OF THE TOWN. Subject to the power and authority of the Town of Bristol as provided by law in this contract, the Town of Bristol shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under this contract. The Town of Bristol shall decide the questions that may arise relative to the fulfillment of the contract or the obligations of the contractor hereunder.

CANCELLATION OF THE CONTRACT. Without cause, the Town of Bristol may cancel this contract at any time with thirty- (30) days written notice to the supplier/contractor. With cause, the Town of Bristol may cancel this contract at any time with ten (10) days written notice to the Bidder. Cancellation for cause shall be at the discretion of the Town of Bristol and shall be, but is not limited to, failure to supply the materials, or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Bidder may not cancel this contract without prior written consent of the Town of Bristol Town Administrator.

CHANGES IN WORK. The Town of Bristol may, at any time work is in progress, by written order, make alterations in the terms of work as shown in the specifications, require the performance of extra work, decrease the quantity of work, or make such other changes as the Town of Bristol may find necessary or desirable. The Contractor shall not claim forfeiture of contract by reasons of such changes by the Town of Bristol. Changes in work and the amount of compensation to be paid to the Contractor for any extra work as so ordered shall be determined upon mutual agreement with Contractor.

COMPLIANCE WITH OR DEVIATION FROM SPECIFICATIONS. Bidder hereby agrees that the material, equipment or service offered will meet all the requirements of the specifications in this solicitation unless deviations from them are clearly indicated in the Bidder’s response. Bidder may submit an attachment entitled “Exceptions to Specifications”, which must be signed by Bidder’s authorized representative. An explanation must be made for each item in which an exception is taken, giving in detail the extent of the exception and the reason for which it is taken. Bids failing to comply with this requirement will be considered non-responsive. Submittal of brochure or other manufacturer literature is desirable but may not be a substitution for this requirement.

CONTRACT INCORPORATION. This contract embodies the entire contract between the Town of Bristol and the Contractor. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein.

No changes, amendments, or modifications of any of the terms or conditions of the contract shall be valid unless reduced to writing and signed by both parties. The complete contract shall include the entire contents of the Bid solicitation, all addenda, all of Bidder’s successful submittal, supplemental agreements, change orders, performance bond(s), and any and all written agreements which alter, amend or extend the contract.

FORMATION OF CONTRACT. Bidder’s signed Bid and Town of Bristol’s written acceptance shall constitute a binding contract.

LAWS GOVERNING CONTRACT. This contract shall be in accordance with the laws of the State of Rhode Island and Providence Plantations. The parties stipulate that this contract was entered into in the County of Bristol, in the State of Rhode Island and Providence Plantations.

The parties further stipulate that the County of Bristol, Rhode Island, is the only appropriate forum for any litigation resulting from a breach hereof or any questions risen here from.

SEVERABILITY. If any provisions, or portion of any provision, of this contract are held invalid, illegal or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.

SPECIFICATIONS, CHANGES TO. The parties shall not be bound by or be liable for any statement, representation, promise, inducement or understanding of any kind or nature not set forth herein or by written amendment. No changes, amendments, or modifications of any of the terms or conditions of the specification shall be valid unless reduced to writing and signed by both parties.

SPECIFICATIONS, DEFINITION. The term "specification" or "Bid specification" as used in this solicitation shall be interpreted to mean all the pages that make up this solicitation.

SPECIAL PROVISIONS FOR SERVICES

CONTRACTOR, DEFINITION. The term "Contractor" refers to the party entering into a contract with the Town of Bristol as a result of this solicitation.

COOPERATION BETWEEN CONTRACTORS. The Town of Bristol reserves the rights to contract for and perform other or additional work on or near the work covered by these specifications. When separate contracts are let within the limits of any one project, each contractor shall conduct his work so as not to interfere with or hinder the progress or completion of the work being performed by other contractors. Contractors working on the same project shall cooperate with each other as directed. Each contractor involved shall assume all liability, financial or otherwise, in connection with his contract and shall protect and save harmless the Town of Bristol from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him because of the presence and operations of other contractors working within the limits of the same project.

COORDINATION WITH AGENCIES. The Contractor shall coordinate his activities with the proper regulatory agencies and have their representative on site at the proper times.

DAMAGE. The contractor shall be held responsible for any breakage, loss of the Town of Bristol’s equipment or supplies through negligence of the contractor or his employee while working on the Town of Bristol’s premises. The contractor shall be responsible for restoring or replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the Town of Bristol any damages to the premises resulting from services performed under this contract. Failure or refusal to restore or replace such damaged property will be a breach of this contract.

INSURANCE REQUIREMENT. Within ten (10) consecutive calendar days of award of contract, Successful Bidder must furnish the Town of Bristol with the Certificates of Insurance proving coverage as specified in “Bidder’s Statement Regarding Insurance Coverage” and naming the Town of Bristol, its officers and agents, Additional Insured by endorsement. The “Bidder’s Statement Regarding Insurance Coverage” is Attachment C.

REJECTION OF WORK. Contractor agrees that the Town of Bristol has the right to make all final determinations as to whether the work has been satisfactorily completed.

RIGHTS RESERVED. (a) Rejection of Work. Contractor agrees that the Town of Bristol has the right to make all final determinations as to whether the work has been satisfactorily completed. (b) Completion of Work. If Contractor fails to comply with the conditions of the contract, or fails to complete the required work or furnish the required materials within the time stipulated, the Town of Bristol reserves the right to purchase in the open market, or to complete the required work, at the expense of the Contractor.

BACKGROUND

Existing Facilities:

• Bristol Town Hall: 10 Court Street, Bristol, RI 02809 o Operating Hours: Monday-Friday 8:00am to 4:00 pm

• Office of Community Development: 235 High Street, Bristol, RI 02809 o Operating Hours: Monday-Friday 8:00am to 4:00 pm

• Quinta-Gamelin Community Center: 101 Asylum Road Bristol, RI 02809 o Operating Hours: Monday-Friday 8:00 am to 4:00 pm

• Bristol Maritime Center: 127 Thames Street Bristol, RI 02809 o Operating Hours: (Memorial Day to Columbus Day)

Monday – Sunday: 8:00 am to 9:00 pm o Operating Hours: (Columbus Day to Memorial Day)

Monday - Friday: 8:00 am to 4:00 pm Saturday & Sunday: Closed

• Bristol Police Department: 395 Metacom Avenue Bristol, RI 02809 o Office Hours:

Monday: 7:00 am - 4:00 pm Tuesday: 8:00 am – Midnight Wednesday: 7:00 am – Midnight Thursday: 8:00 am – Midnight Friday: 7:00 am – Midnight Saturday: 8:00 am - 4:00 pm Sundays & Holidays Closed

• Department of Public Works: 111 Mt. Hope Avenue Bristol, RI 02809 o Office Hours: Monday-Friday 7:30am to 4:00 pm

• Bristol Fire Department: 4 Annawamscutt Drive Bristol, RI 02809 o Office Hours: Monday-Friday 8:00 am to 4:00 pm

• Water Pollution Control: 2 Plant Avenue Bristol, RI 02809 o Office Hours: Monday-Friday 8:00 am to 4:00 pm

• Burnside Building: 400 Hope Street Bristol, RI 02809 (By Request Only)

• Rogers Free Library: 525 Hope Street Bristol, RI 02809 (By Request Only)

• Transfer Station: 6 Minturn Farm Road Bristol, RI 02809 (By Request Only)

• Animal Shelter: 10 Minturn Farm Road Bristol, RI 02809 (By Request Only)

• Walley School: 260 High Street Bristol, RI 02809 (By Request Only)

• Byfield School: 220 High Street Bristol, RI 02809 (By Request Only)

• Bristol Town Beach: 50 Asylum Road Bristol, RI 02809 (By Request Only)

Connectivity:

• Fiber network: OSHEAN

• Phone: Cox Business Services

User count: The users, devices, software, and peripherals listed in the following pages are meant to be a representation of the Town’s systems and interfaces, but may not be an exact representation due to the continual upgrades and replacement of hardware and software.

• Town Hall, Police/Animal Control, Parks & Recreation, DPW/Transfer Station, Water Pollution/Compost, Community Development, Harbor: 110

• Fire Department: 12

• Police Department: 40

Email: As of February 2025, all Town of Bristol departments operate on Office 365 EA G3.

Domain: The Town of Bristol website domain is www.bristolri.gov. The Town of Bristol website is currently managed through CivicPlus’ CivicEngage content management system.

Parks and Recreation also utilizes CivicPlus’ CivicRec platform.

Mobile Devices: Town of Bristol administrative personnel, such as the Town Administrator and Department Heads have iPhone and iPad devices for communication purposes.

Software and Applications:

The software application run/accessed varies based on the department. Key programs include:

Police Department

Central Square-Records & Data Management/IMC - (Switchover to CSI Technology Group CAD and Records Management System late 2025) Command Post (2-Cradle-point routers; 5 workstations) Thales Fingerprint machine Hyper-V Datto BCDR Datto EDR Genetec (security cameras)

Town Hall Zoom Room

Fire Department Genetec (Security Cameras Townwide)

General Office Microsoft Office 2010 Pro SP2 Office 365 GCC Exchange hNitro Pro v. 10 http://www.bristolri.gov/

Financial & Tax Sunstone Financial Systems Sunstone Tax Assessment System VGSI (Opal) Tax Collections AssessPro Real Property Appraisal Patriot Tyler-Munis Accounting software

Town Clerk Onboard- Clerkbase

IQS

Cemetery Find Civic Round table Bidnet Direct electronic bidding systems Municode meetings Management Microsoft Access- Probate database CVRS – RI Voter Registration / Election Management (online) RIVERS – RI Vital Records Requests (online) Curia Systems JCMS – Municipal Court ViewPoint Cloud- State of RI eLicensing (online) Sailpoint.RI.Gov

Community Development/Planning

ViewPoint Cloud- State of RI ePermitting (online) Axis GIS/CAI Technologies ESRI ArcGIS Online ESRI Survey123

Parks and Recreation MindBody Program Registration Civic Rec

Public Works/Transfer Station PC Scale Fuelmaster Facility Dude

Water Pollution Control Custom Microsoft Access Database Applications PC Scale

IT Management Software Microsoft Windows Server 2008, 2012, 2016 Microsoft SQL Server Express SonicWALL Comprehensive Security Suite AppAssure Backup Kaspersky Endpoint Protection Datto EDR RocketCyber

VSA X + VSA 9

Microsoft Windows Server 2022

Other Supported Systems OSHEAN Fiber Internet Network (Townwide)

Cox IP Centrex Genetec Security Cameras

Firewall(s)

Hostname Make Model Sonicwall Sonicwall TZ 300

Switches

Make Model Physical Location HP ProCurve 2910al-48G Switch (J9147A) Clerk's Office HP ProCurve 2910al-24G Switch (J9145A) Network Closet

Baseline Switch

2916 SFP PLUS 16port 3CBLSG16 Detectives Closet (PD)

Town of Bristol Switches

BPD

Managed Switch (HP ProCruve)

Compost

Netgear switch

Transfer Station

Netgear switch

Town Hall

IQS Switch – Town Clerk Department

Main Switches:

Switch 1 (Top Switch) Netgear GS752TPV2 Switch 2 (Bottom Switch) Netgear GS752TPV2

BFDHQ:

Trendnet switches 2 - PoE TRENDNET TPE-5240ws 48 port switches

DPW:

Netgear GS324TO

Parks & Rec - 101 Asylum:

Netgear GS324TP

Beach - 50 Asylum:

WPC:

Netgear GS716TPP

Reynolds:

Netgear GS752TPv2

Maritime:

Netgear GS724T

Byfield Building

Netgear M4250

Animal Control

Netgear Prosafe GS116 - 16ports

BFD Hope St

Trendnet POE 1620WS

Other Devices

Datto S5-4 backup devices (Fire Dept, Police Dept, and Town Hall)

Asset Inventory:

Facility Department / Location Class Manufacturer Model Town Hall Data Room Desktop/Laptop Dell Qty: 3 Town Hall External Storage Buffalo/NetGear Qty: 3 Town Hall Server Dell Qty: 3 Town Hall Switch Various Qty: 4 Town Hall Firewall DATTO Qty: 1

Town Hall Town Administrator Desktop/Laptop Dell Qty: 4 Town Hall Printer Various Qty: 3 Town Hall Switch GigiFast Qty: 1

Town Hall Finance/Tax/HR PC-Laptop|Desktop Dell Qty: 14 Town Hall Printers Various Qty: 7 Town Hall Check validator EPSON Qty: 6 Town Hall Town Hall Town Clerk Desktop/Laptop Dell Qty: 6 Town Hall Printers Various Qty: 9 Town Hall Plotter/Printer Canon Qty: 1

Town Hall Complex Community Development Desktop/Laptop Dell Qty: 8 Printers Various Qty: 3

Town Hall Complex Maritime Center/Harbor Desktop/Laptop Dell Qty: 5 Maritime Center/Harbor Printers Various Qty: 3 Data Room Switches Various Qty: 3

Town Hall Complex Public Works Desktop/Laptop Dell Qty: 7 Printers Various Qty: 4 Switches Various Qty: 2 Firewall SonicWall Qty: 1 Server Dell Qty: 1

Town Hall Complex Water Pollution Control Desktop/Laptops Dell Qty: 6 Printers Various Qty: 2 External Storage Buffalo Qty: 1

Parks & Recreation Parks & Recreation Desktop/Laptops Dell Qty: 8 Printers Various Qty: 2

Fire Department Headquarters Desktop/Laptops Dell Qty: 12

Police Department Headquarters Desktop/Laptops Dell Qty: 40

MINIMUM BID SPECIFICATIONS

SCOPE OF WORK

IT Assessment and System Lifecycle Management: Review, update and maintain an inventory of all IT-related assets, assess system assets and make recommendations for improving the Town’s IT performance through a maintenance and upgrade schedule.

Critical Systems Management and Monitoring (24/7/365): Provide 24 hours a day, 7 days a week, 365 days a year monitoring and alerting for all server/network related issues as necessary.

Ensure scheduled preventative maintenance for equipment is properly performed; develop and test back-up and disaster recovery plans and procedural documentation. Critical systems and programs include:

• Town Servers

• Firewalls

• Backup Systems

Data and Security Management (24/7/365):

• Maintenance of virus detection programs on the Town servers, email and all other Town computers and/or laptops.

• Alert and advise Town’s point-of-contact when potential cyber vulnerabilities and/or threats are identified.

• Review and enhance the security of the Town’s network and wireless devices.

• Perform security audits as requested and notify Town personnel immediately of suspected breaches of security or intrusion detection.

• Provide a method to track and identify IT assets by location or user, and the characteristics of each device. Devices should be physically tagged to match their electronic record. This should be updated whenever a new device is added or removed.

• Perform forensic analysis of IT systems when necessary.

• Provide sample processes for the restoration of data in the event of natural or man-made disaster and describe the role that the Town would play in such restoration if it occurs at a vendor site and not within the Town’s control.

Technical Support (As-Needed Basis):

• On-site set up of new users and edit or remove existing users when requested; thus managing the computer network, hardware, software, communications, and operating system necessary for the quality, security, performance, availability, recoverability, and reliability of the system.

• Perform basic support functions including the installation of PCs, laptops, printers and software – on-site and/or remote as requested.

• Diagnose and correct desktop application problems, configuring laptops, tablets, and desktops (or equivalent) for standard applications identifying and correcting hardware problems, performing windows patches and updates along with other preventative maintenance.

• Provide assistance with software and hardware purchases when requested by designated Town personnel.

• Install new servers, software and hardware and transfer data when acquired.

Consultation for Budgeting and Strategic Planning (As-Needed Basis):

• Provide technical and organizational leadership for technology related issues.

• Make recommendations for future purchasing and technology needs for the organization and specific departments as needed during the annual budget preparation process.

• Provide recommendations for potential savings/efficiencies in IT related matters.

• Coordinate all IT and Communication related support.

• Find efficiencies through the consolidation of equipment and software currently in use across various Town departments.

• As needed, conduct one-on-one trainings, procedure development group trainings, etc. on standard computer applications, including maintenance and user rights.

Help Desk and On-Site Support

• Must provide remote support, email support and on-site support during Town Hall’s normal business hours as requested.

• Manage, monitor and track all support related issues and provide monthly updates to the Town of significant support patterns or issues.

• Provide an online ticket submission service with commenting and request tracking capabilities. Historical support data should be available by user or issue type.

Technical Support Response: Support personnel must be available to meet all the needs associated with the parameters outlined in this RFP. This proposal should include a detailed response time for each type of service.

This proposal should clearly outline a response protocol including information such as:

• How are your varying levels of support defined?

• In the event a problem needs to be escalated, what is the escalation process you have in place along with a timeframe for resolving issues?

Any service that needs to be escalated must be started promptly and must be completed within an agreed upon timeframe between the Town and Contractor.

Disaster Response: Provide technical, communication and IT support services 24/7/365 in the event of an emergency.

This proposal should clearly outline the Bidder’s emergency response protocol including information such as:

• How are your varying levels of support defined?

• In the event a problem needs to be escalated, what is the escalation process you have in place?

• What is the disaster response protocol during non-business hours?

• What is your company’s capacity to handle a situation in which multiple customers are affected by the same emergency, whether it is geographic, technical or other?

Additional Company Requirements

This proposal should demonstrate your understanding of CJIS requirements and protocols.

This proposal should demonstrate your understanding of, and experience with, IMC public safety software, CSI Technology CAD, and Records Management system.

This proposal should demonstrate your understanding of and experience with IMC public safety software.

This proposal should demonstrate your understanding of and experience with HIPAA (Health Insurance Portability and Accountability Act of 1996), fire alarm radio box, such as Keltron, interface and applications, as well as mobile computing platforms such as Cradlepoint or Sierra wireless.

Technical Evaluation Criteria

Proposals will be evaluated using the following criteria. Bidders meeting the mandatory criteria will have their proposals evaluated and scored for both technical qualifications and price.

1. Bidder’s Qualifications and Experience: (20 Point Maximum) Qualifications and Experience will be determined based on Bidder’s portfolio of clients as well as past work that has been completed.

2. Personnel Capacity to Provide Services Successfully: (15 Point Maximum)

Capacity will be measured based academic background, training, certifications and experience/capacity of personnel.

3. Service Response Times: (15 Point Maximum)

Technical support will be evaluated based on the response time for each type of service as well as timeframe for issues requiring an escalation in support.

4. Reference Checks: (10 Points Maximum)

5. Disaster Response and Recovery Plan: (10 Point Maximum)

Disaster support will be evaluated based on clearly defined communication protocols and sample processes for data recovery.

6. RI Based Firm: (10 Points)

Cost Evaluation Criteria

1. Amount of Proposed Fees: (20 Point Maximum) Cost will be considered as an independent factor from the above evaluation factors. The cost proposal will be evaluated not only to determine whether it is reasonable, but also to determine the Bidder’s understanding of the magnitude of the Scope of Work and ability to complete the contract.

(Lowest Cost Proposal from all Submitted RFP Items/Cost Proposal In Question) x 20 Points. (20 Point Maximum)

For purposes of scoring, the Town will assume 625 hours of service per year.

BID DOCUMENTS TO BE RETURNED

The following documents must be completed and submitted on or before the Submittal Deadline for the Bid to be considered complete:

1. Bid Form

2. Non-Collusion Affidavit

3. Bidder’s Statement Regarding Insurance Coverage

4. Bidder’s Statement of Relevant Experience

Additional information to be provided:

1. Company ownership. If incorporated, the State in which the company is incorporated and the date of incorporation.

2. Location of the company offices.

3. Number of employees both locally and nationally.

4. Location(s) from which employees will be assigned.

5. Name, address, and telephone number of the Bidder’s point of contact for a contract resulting from this Bid.

6. Company background/history and why Bidder is qualified to provide the services described in this Bid.

7. Length of time Bidder has been providing services described in this Bid. Please provide a brief description.

Responses to Bids must be submitted on preprinted forms supplied with this Bid. One (1) original bid marked “MASTER” and one (1) copy must be submitted on or before the Submittal Deadline.

Attachment A (page 1 of 2)

BID FORM

Please provide a proposed dollar amount for the following IT related activities. Completion of this bid form is mandatory.

1. Critical Systems Management and Monitoring: $ _________ (annual)

2. Data and Security Management: $ _________ (annual)

3. Rate for remote technical support for staff (by desktop or phone):

$ _________/15 min. $ _________/30 min. $ _________/hr.

4. Rate for on-site technical support:

$ _________/hr.

5. Rate for on-site consultation and planning:

$ _________/hr.

6. Rate for consultation and planning by phone or email:

$ _________/hr.

If applicable, please attach pricing structure to this bid form.

Attachment A (page 2 of 2)

NAME AND ADDRESS OF BIDDING FIRM:

I herein agree to abide by all requirements as detailed in the “Invitation for Bid #”.

Signature: _______________________________

Printed Name & Title: ___________________________________

Date: __________________

ATTACHMENT B

Non-COLLUSION AFFIDAVIT

To Be Completed, Notarized, and Submitted With Bid

State of Rhode Island County of Bristol

“________________________________________________, Bidder, being first duly sworn, deposes and says that he or she is Owner of the party making the foregoing bid that the bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the bid is genuine and not collusive or sham; that the Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid, and has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or that anyone shall refrain from bidding; that the Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other Bidder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the bid are true; and further, that the Bidder has not , directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid."

Date (Signed at)

Bidder name Authorized Representative (Person, Firm, Corp.)

Address Representative's Name

City, State, Zip Representative's Title

ATTACHMENT C

BIDDER'S STATEMENT

REGARDING INSURANCE COVERAGE

BIDDER HEREBY CERTIFIES that the Bidder has reviewed and understands the insurance coverage requirements specified in the Invitation for Bid No. 899, Information Technology and Consulting Services. Should the Bidder be awarded the contract for the work, Bidder further certifies that the Bidder can meet the specified requirements for insurance and agrees to provide the Town with a certificate of insurance which names the Town of Bristol as an Additional Insured for the work specified.

Insurance Required:

• Workman’s Compensation in compliance with statutory limits

• Comprehensive General Liability Insurance of at least $1,000,000.

Name of Bidder (Person, Firm, or Corporation)

Signature of Bidder's Authorized Representative

Name & Title of Authorized Representative

Date of Signing

ATTACHMENT D

BIDDER STATEMENT OF RELEVANT EXPERIENCE

List three (3) references for which your firm provided service within the last five years.

I hereby certify that I have performed the work listed below.

Signature of Bidder

DESCRIPTION DATES CONTRACT

AMOUNT

CUSTOMER

CONTACT

CUSTOMER

TELEPHONE

ATTACHMENT C