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COMMUNITY ACTION CORPORATION OF SOUTH TEXAS

Enterprise Wide IT Project Design, Implementation and Support

PROPOSALS DUE:5/29/2015

At the following location: 204 E. First St. Alice, TX 78332

Attn: Ann Awalt, Executive Director Community Action Corporation of South

Texas 204 E. First St.Alice, TX 78332

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I. INTRODUCTION

1. Background Information

The Community Action Corporation of South Texas (CACOST) is a private non-profit organization established in 1971 and funded through federal, state and local grants. Community Action Corporation of South Texas mission is to improve the quality of life, health and to promote self-sufficiency of the people of South Texas. CACOST programs include Head Start, Community Health Centers, Community Services, Early Childhood Intervention, and Congregate & Home Delivered Meals. CACOST has programs in Aransas, Bee, Brooks, Duval, Hidalgo, Jim Hogg, Jim Wells, Kenedy, Kleberg, Live Oak, McMullen, Nueces, Refugio, San Patricio, Starr, Webb, and Zapata counties. CACOST is governed by a fifteen member board of directors.

More information on CACOST can be obtained by visiting the CACOST web site atwww.cacost.or g .

2. INTENT

The purpose of this solicitation is to solicit proposals for Design, Implementation, and Support functions included in Attachment A.

Sealed proposals marked Enterprise Wide IT Project Design, Implementation and Support will be received by the Receptionist, Hilda Mendez, 204 E. 1st Street, Alice, Texas, 78332. Proposals will be accepted until March 29, 2015. Proposals submitted after this date and time will not be reviewed. CACOST will require strict compliance with the sealing, marking and timely delivery of all submittals. CACOST is not responsible for delays caused by the U.S. Postal Service.

Proposal responses sent by facsimile machines or email are not acceptable and will be rejected upon receipt. Vendors will be expected to allow adequate time for delivery of their proposal.

3. INQUIRIES

Questions about this RFP should be directed in writing, via e-mail, to Ann Awalt, Executive Director, at ann.awalt@cacost.org. Correspondence with individuals other than those listed herein will not be allowed. From the issuance date of this RFP until a firm/individual is selected and the selection is announced, firms are not allowed to communicate regarding this RFP with any CACOST director, employee, or consultant. Any inquiry regarding this RFP must be directed to the contact listed above. CACOST reserves the right to disqualify any Proposer who is found in violation of this provision. No questions other than written via email will be accepted, and no response other than written will be binding upon CACOST.

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4. INTERPRETATIONS AND ADDENDA

No interpretation or modification made to any respondent as to the meaning of the RFP shall be binding to CACOST unless submitted in writing and distributed as an addendum by CACOST. Interpretations and/or clarifications shall be requested in writing and directed to Personnel Director at the address or e-mail noted above. Information otherwise obtained will not be considered in awarding of contract. All addenda shall become part of the RFP.

5. SCOPE

Refer to Attachment A

II. PROPOSAL SUBMITTAL GUIDELINES

Proposals should be as brief and concise as possible, providing relevant information and excluding marketing materials. Responses are limited to 20 letter size pages, single sided. Charts and Exhibits may be a larger size but must be folded to the standard size when submitted. Each proposal must include all of the following content in each of the following sections:

Cover Letter: Brief one page cover letter should summarize key elements of the proposal.Cover letter should include the name, address and telephone number of the proposer and any key personnel that will assist in providing the requested work. The letter should be signed by an individual authorized to submit the required information to CACOST.

Individual/Company Experience and Qualifications: Provide a brief history of experience, including the number of years in business, bonding information (if applicable), and the number of years providing the type of proposed work.

A statement warranting that all persons providing work to CACOST are legally authorized to work in the United States.

References: Provide the names and contact person(s) of your firm’s three (3) most relevant references for which your firm has provided services comparable to the servicesdescribed herein over the past three years. At a minimum, the following information should be included for each reference:

o Name, address, and contact information, including email addresso Description and scope of work

III. PROPOSAL REQUIREMENTS

1. Submission of Proposals

The proposer must submit one (1) original hard copy and four (4) additional hard copies of the complete written proposal to:

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Ann Awalt, Executive DirectorCommunity Action Corporation of South Texas 204 E. First St.Alice, TX 78332

2. Schedule

Refer To Attachment A

3. Property of CACOST

All copies and contents thereof of any proposal, attachment, and explanation thereto submitted in response to this RFP, except copyrighted material, shall become the property of CACOST regardless of the proposer selected. All copyrighted material must be clearly marked indicating the copyrighted status. CACOST shall be held harmless from any claims arising from the release of proprietary information not clearly designated as such by the proposing firm.

4. Evaluation of Proposals

Proposals will be evaluated on the basis of their responses to all provisions of this RFP. CACOST may use some or all of the criteria in its evaluation and comparison of proposals submitted. The criterion listed is not necessarily an all-inclusive list. The percentages listed are intended to provide a basis for evaluation, but may change in the best interest of CACOST.

Refer to Attachment A for Evaluation Criteria.

5. Quiet Time

The Proposer and its agents, officers, principals, and employees will not engage in any written or verbal communication during the selection period between the Proposer, or any individual assisting the Proposer to be selected and the CACOST Board or any CACOST employee, whether or not such individual or employee is assisting in the selection of the Proposer, regarding the merits of the Proposer or regarding whether CACOST should retain or select the Proposer.

CACOST currently has individuals contracted to provide Enterprise wide IT Project Design, Implementation and support services. The current contractors are excluded from the restrictions above only for conducting normal business.

Violations of these Quiet Time provisions may result in disqualification.

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6. Selection Process

CACOST will review proposals and enter into negotiations with one or more finalists until a contract is signed.

IV. ADDITIONAL TERMS & CONDITIONS

1. Statement of Confidentiality

Proposer agrees that any information accessed or gained in performance of those duties will be maintained in absolute confidence and will not be released, discussed, or made known to any party or parties for any reason whatsoever, except as required in the conduct of duties required, or where disclosure is required by law or mandated by a court of law.

2. Incurring Costs

All costs incurred in preparing the Proposal, or costs incurred in any other manner by the respondent in responding to this RFP will be wholly the responsibility of the respondent. All materials, supporting materials, correspondence and documents submitted in response to this RFP will become the property of CACOST and will not be returned.

3. Negotiations

CACOST reserves the right to negotiate the terms and conditions of the contract with any of the evaluated Proposers. Should the successful Proposer and CACOST fail to come to an agreement, CACOST may at its sole discretion award work to any of the remaining Proposers. The Proposer to whom the contract is awarded shall be required to enter into a written contract with CACOST. This RFP and the proposal, or any part thereof, shall be incorporated into and made a part of the final contract.

4. Hold Harmless Agreement

Proposer agrees to protect, defend, indemnify and hold harmless CACOST and its Directors, Employees, and Agents from any and all costs, claims, and damages of every kind and nature made, including attorney’s fees rendered or incurred by or in behalf of every person or corporation whatsoever, including the parties hereto and their employees that may arise, occur, or grow out of any acts, actions, work or other activity done by the Proposer, its employees, sub-contractors or any independent contract working under the direction of either the Proposer or subcontract in the performance of this contract.

5. Guarantee

Proposer certifies by proposing, that he or she is fully aware of the conditions of work and purpose for which work included in this RFP are to be purchased, and that his or her offering will meet the requirements of work and purpose of CACOST and its Agent.

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6. Small and/or Minority‐Owned Businesses:

Efforts will be made by CACOST to utilize the work of small businesses and minority- owned businesses.

7. Non‐Discrimination and Equal Opportunity:

No person shall, on the grounds of race, color, religion, sex, national origin, age, handicap, political affiliation, or belief, be excluded from participation in, be denied the benefits of, be subjected to discrimination under, or be denied employment in the administration of, or in connection with, any program or activity funded in whole or in part, with funds made available under this contract.

8. Civil Rights Compliance and Enforcement:

In accordance with Federal law and the U.S. Department of Agriculture policy, this institution does not discriminate on the basis of race, color, national origin, sex, age, or disability.

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AT T AC H MENT A

SCOPE OF WORK

Background

CACOST is soliciting a proposal from a highly qualified organization to design, implement, and support a range of computer needs including standardization of software and hardware, management of software implementation and upgrades, assist in vendor negotiations, and provide support and education to CACOST IT staff.

CACOST's wide area network consists of over 80 locations with expected expansion in the near term, with an end user base of approximately 600.

Goals and Objectives

CACOST’s goal is to engage with one or more organizations to provide Project Design, Implementation and Support Functions. Organization(s) will be able to provide high quality project management skills and have good team and interpersonal skills.

Mini m u m Quali f ic a tions Organizations should have the following qualifications and skills:

Proven experience in managing enterprise-wide applications (as applicable) Bachelor’s degree in business or information technology and experience with IT Project Management and Administration. (as applicable)

Significant experience in healthcare software implementation, maintenance, and reporting. (as applicable)

Working knowledge of data storage & data integration practices. (as applicable) Proficiency using computers and exposure to IT infrastructure

components required. Strong analytical ability, particularly in a technology and healthcare environment. Excellent planning, organizational skills and ability to follow-through until

processes are completed. Exceptional customer service, verbal and written communication skill required. Proficient in Microsoft Office required.

General Contract Term & Option to Renew The term of the contract will be for a one year term with the option, at CACOST’s sole discretion, of four (4) additional one year option periods, with a maximum of five (5) years. The Contract Price shall be firm for the initial one year term.

ScopeWith information technology, it is important to CACOST that all project objectives make sense to end users. The organization will thus provide direction and input for defining a business and people friendly culture within the full time IT staff. This will help ensure a

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best practice of allowing end users to feel supported and empowered by the technology they use. As an added benefit, new technology and changes to processes will be better received and more easily implemented.

In adherence to CACOST’s continuity of business objectives (item 5), organization will also be responsible for developing policy and procedures for projects implemented in items 1-10 below. Policies and procedures will provide detailed instructions sets for the people and technical workflows required to maintain business processes through changes in staffing and contracted IT support vendors.

Contractor will provide the delivery of Information Technology Outsourcing services to CACOST. The Contractor(s) may provide support in any one, some, or all of the IT functional areas. The contractor(s) may also offer services in addition to those specified by CACOST. Contractor may work offsite, as the IT function allows.

1. Messaging Services are activities required to provide and support CACOST’s email and other interpersonal communications computing infrastructure. Messaging Services are defined as all activities associated with the provision of Software and support of the messaging environment, capable of connecting to CACOST’s Messaging Services infrastructure directly via local area network (LAN), through the Internet, or via wireless connectivity. The selected Organization(s) shall provide and support CACOST’s standard approved Messaging infrastructure environment, including desktops, laptops, and handheld devices with Services that include:a) Email messaging servicesb) Wireless messaging servicesc) Email distribution list managementd) Messaging content storage managemente) Mailbox managementf) Secure encrypted messagingg) Messaging Security Services, including content filtering for virus prevention and

spam managementh) Message compliance services, which includes policy enforcement and message

archivingi) Directory Services managementj) Messaging continuity servicesk) The following platforms, data and applications are provided as examples:

Enterprise messaging solutions (i.e., Microsoft Exchange Server) Web access to email Wireless email access Anti-virus services Directory Services

Messaging services also provides support and management of global distribution lists (DLs), mailboxes, generic mailboxes, customer recipientaddresses, etc.

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2. Desktop Computing Activities include hardware and software, project management support and enterprise desktop management systems for personal computing devices. Desktop Computing Activities are the activities required to provide and support CACOST’s desktop computing infrastructure. The selected organization(s) shall work with CACOST IT staff to develop and implement a standard approved desktop infrastructure environment that includes:

a. Desktop computing hardware devices and associated Operating System (OS)Software

b. Laptop or notebook computing hardware devices and associated OS Softwarec. Business productivity software and client computing applications that are

part of the CACOST standard approved computing device image(s)d. Network-attached printers, scanners, multi-functional devices

(printer/scanner/fax) and copiers that are attached to the local-area network (LAN)

e. Hand-held computing hardware devices and associated OS Software (i.e., smartphones, PDAs, hand-helds)

f. Locally-attached peripheral devices (e.g., personal printers, exclusive of consumables)

3. Help Deska. Organization to review current CACOST IT Help Desk function and provide

solutions in meeting the requirements of the Help Desk Services function including: Current Help Desk tracking software Monitor requests for services Resolution of common desktop support issues Coordinate the triaging of unsolved help desk issues

b. The types of calls handled by CACOST Help Desk include: Infrastructure Systems software Microsoft Office and related software Password resets Application password resets Enterprise Business Application related inquiries, in turn directed to the

Application Support staff.c. Review currently used Help Desk priorities

d. Design and implement self-help and FAQs features with search capabilities in order that users can search for a potential resolution to their issue

e. Review current reporting capabilities of Help Desk ticket software to determine if effective or offer a more robust solution.

4. Network, Infrastructure & Securitya. Wide Area Network (WAN)b. Local Area Network (LAN)-- Standardization across all CACOST sitesc. Remote Access

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d. Network Securitye. Bandwidth Analysis and Shaping, Quality of Service (QoS)f. Network Load Balancing

g. IP Space Managementh. Internet Domain Name Management

i. Server planning and deployment activities — Implement industry standard and business-critical servers, with minimal business disruption

j. Customization and Integration — Value-added customization, configuration and integration activities

k. Server Services — Preventive, diagnostic and remedial supportl. Server software support — End-to-end lifecycle services

m. Mission-critical and proactive support — Maximize availability and reduce downtime

n. Data center transformation services — Assist in accelerating business growth with recommending next-generation capabilities

o. Server virtualization and consolidation solutions — Optimize capacity utilization and contain cost

5. Business Continuity and Disaster Recovery Services --Selected organization shall facilitate, guide and collaborate with CACOST personnel in conducting a Business Impact Analysis (BIA) and creating an auditable Business Continuity Plan (BCP) and an auditable Disaster Recovery Plan (DRP). The selected organization shall document a comprehensive recovery process, which includes planning, prevention, preparation, annual testing, and training throughout the lifetime of mission-critical business functions, applications or systems.

6. Application Support Servicesa. Application Patch Services-- Patch installation includes installation, testing,

and monitoring of all Patch Bundles, Critical Security Patches and individual patches required to fix outstanding issues. All test and production environments are included. All activities will be coordinated with RRHA functional managers.

b. Application Upgrade Services --Upgrades to existing environments for new software versions as requested. Our strategy is to keep applications current and therefore assistance with upgrade and migration throughout all test and production environments will be required. All activities will be coordinated with the RRHA contract administrator.

c. Application Troubleshooting --In the event of issues with production environments, the selected organization shall provide assistance on-demand to troubleshoot, performance tune, and monitor our systems.

7. Web Servicesa. Recommend an approach to web services that centers on the redevelopment,

maintenance, enhancements and implementation of the CACOST’s web presence. The specific services that are required include, but are not limited to:

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b. Redesign and support of a Site Maintenance Application that will allow the CACOST to modify contents of a page without affecting the layout

c. Assume support and maintenance from existing web host, www.cacost.orgd. Reporting/Trend Tracking Site Application, Provision of Web Analysis Reporte. Installation/Management of support tools

8. Asset Tracking—Organization will design and or implement an asset tracking system for all IT equipment by programs, maintain an inventory list of equipment, manufacturer, serial number, location, and principal user. Contractor will work with CACOST IT staff to develop a process for reviewing IT equipment needs annually, requesting additional equipment and presenting to management for approval to include in upcoming budgets.

9. Report Writing—Contractor will setup customized reports for FQHC reporting requirements and key performing indicators.

10. Review and assess program specific processes used in reporting and make recommendations to change or better utilize current software and available data tools. Conduct staff assessment to determine skills and abilities in order to implement staff development training for reporting and analytics.

Cost/Price P roposed

This section shall contain estimated hours per month and work and budget/hourly rates to provide IT function included in scope of work. It is not a requirement to submit a proposal on all functions included in scope of services. NOTE: CACOST does not pay sales or use taxes. The awarded contract will be for an initial one year term, with an option to renew the contractual services annually at the discretion of CACOST. The amount submitted by the Proposer will not be negotiable after acceptance by CACOST. Accepted Proposal amounts shall be reflected in the awarded contract and shall not be negotiable during the term of the contract unless a material change in the business operations or service obligations of the parties occurs including, but not limited to, CACOST addition or removal of facilities from the scope of services with thirty days’ notice to the contracted vendor.

CACOST reserves the right to select multiple organizations. Attachment B includes schedule of locations of facilities.

References/Experience

Provide a list of at least three (3) references from customers with similar facilities to CACOST, preferably in the local area. Reference information must include company name, contact name, address, telephone, and email.

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EVALUATION CRITERIA

1. Previous experience in performing similar work. (25%)2. Cost for Services (30%)3. Thoroughness, quality, specificity, robustness, flexibility of Bidder’s approach/

methodology. (20%)4. Credentials and References (25%)

SCHEDULE

RFP Notification May 15, 2015Deadline for Questions May 22, 2015Sealed Responses due May 29, 2015Annoucement of intent to award June 01, 2015Estimated contract start date June 15, 2015

Refer any RFP Packet questions to Ann Awalt, Executive Director, via email.

Attachment B

Cacost Locations Hours of operation 8:00 to 5:00PM CST

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NAME LOCATION PHONE #Amanda Cardenas 410 S.E. Third St., Premont (361)664 01‐ 45Brooks HS 202 Nava, Falfurrias (361)664 01‐ 45Alfredo Arriola 602 S. King, Alice (361)664 01‐ 45Brooks Kitchen 200 W. Travis, Falfurrias Bldg 1 (361)325 56‐ 04Falfurrias SC 500 W. Travis, Falfurrias Bldg 2 (361)325 56‐ 04OG SC 116 Eugenia, Orange Grove (361)384 23‐ 57Premont SC 109 W. Main, Premont (361)348 39‐ 25Alice Kitchen 806 Alviar, Alice (361)664 01‐ 45Sandia SC Hwy. 359, Sandia (361)384 27‐ 47Sinton Clinic 621 E. Sinton, Sinton (361)222 02‐ 30Houston HS 600 E. Houston, Falfurrias (361)664 01‐ 45Los Amigos HS 3001 Old Kingsville Rd., Alice (361)668 72‐ 60Rancho Alegre 514 McMasters Rd., Alice (361)460 06‐ 63Mario Ramirez 207 W. Pundt, Orange Grove (361)384 28‐ 88Luciano Garcia 300 Stiles Plaza, Ben Bolt (361)664 01‐ 45Loma EHS 702 Loma, Alice (361)664 01‐ 45Falfurrias Resource 120 E. Rice, Falfurrias (361)664 01‐ 45Hector Serna 153 Hertiage Pl., Olmito, Alice (361)664 34‐ 53Ramiro Davila II 608 San Saba, Falfurrias (361)325 56‐ 31Ramiro Davila I EHS 610 San Saba, Falfurrias (361)325 56‐ 31Los Ninos HS Heritage Pl.,#189, Olmito St.,Alice (361)664 34‐ 53Tiny Tots HS 323 E. Corral, Kingsville (361)592 73‐ 19Arco Iris 958 N. Reynolds, Alice (361)664 01‐ 45Courts of Las Palomas 600 E. Cavazos, Kingsville (361)516 01‐ 14Laredo ECI 5709 Springfield, Laredo (956)724-5191Kingsville Resource 1020 S. 14th, Ste.A B,‐ Kingsville (361)701 28‐ 00Orange Grove II 115 S. Eugenia, Orange Grove (361)384 28‐ 88Orange Grove I 117 S. Eugenia, Orange Grove (361)384 28‐ 88Gustavo Barrera EHS 600 E. Houston, Falfurrias, SteB (361)664 01‐ 45Nolan Boyd HS/EHS 420 N. Texas Blvd, Alice (361)664 01‐ 45Mullen 204 E. First, Alice(Mullen Bldg) (361)664 01‐ 45Alice Clinic 700 Flournoy, Ste 2A, Alice (361)881 32‐ 65Alice Maintenance 112 E. First, Alice (956)251 27‐ 84Aransas Pass SC 250 13th Street, Aransas (361)758 53‐ 01Gregory SC 103 Granjeno, Gregory (361)438 50‐ 93Odem SC 700 Cook Street, Odem (361)368 28‐ 31Ingleside SC 2850 Main Street, Ingleside (361)776 34‐ 38Mathis SC 121 Bee Street,121 E Laredo Mathis (361)664 01‐ 45Portland SC 601 Wildcat Dr., Portland (361)777 33‐ 01Star HS 1003 Plum, Alice (361)664 00‐ 05

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Kings Crossing HS/EHS 1505 E. Corral, Kingsville (361)516 01‐ 14Kingsville CDC 400 E. Nettie, Kingville (361)882 61‐ 91Rockport HS 1 802 Wharf, Rockport (361)758 75‐ 81Rockport HS 2 644 E Market, Rockport (361)729 66‐ 77Aransas Pass EHS 254 N 13th, Aransas Pass (361)758 30‐ 32Aransas Pass HS 619 North Commercial,Aransas Pass (361)991 55‐ 25Gregory HS 107 Church, Gregory (361)882 61‐ 91Ingleside HS 2567 Second St., Ingleside (361)244 17‐ 99New Horizons 121 S Seventh St, Mathis (361)683 96‐ 59Odem HS 1 408 Willis St, Odem (361)668 36‐ 63Odem HS 2 418 Willis St, Odem (361)668 36‐ 63Portland HS 518 Elm St, Portland (361)643 49‐ 22New Discoveries 624 Ave B, Sinton (361)364 59‐ 75Sinton HS 1 520 Hall, Sinton (361)364 40‐ 50Sinton EHS 616 Hall, Sinton (361)364 40‐ 50Taft EHS/HS 414 Bravo St, Taft (361)882 61‐ 91

414 Bravo St, Taft (361)882 61‐ 91Sinton Resource 1133 E Sinton St, Sinton (361)854 22‐ 78Kingsville Clinic 415 S 6th St., Kingsville (361)522-5521Beeville Clinic 301 S. Hillside Dr. #5A, Beeville (361)881 32‐ 65El Paisano HS 312 S Dr EE Dunlap, San Diego (956)487 25‐ 85Las Palomitas EHS 310 W 3rd, San Diego (361)279 22‐ 64El Cenizo 511 E Santa Clara, Hebbronville (361)527 38‐ 49Aransas Pass Kitchen 609 N Commercial, Aransas Pass (361)991 55‐ 25ECI/Weatherization 65 N Wright (361)668 93‐ 32Benavides Clinic 115 W Main, Benavides (800)523 79‐ 18Brks Clinic 1400 S St Marys, Falfurrias (361)362 03‐ 07Alice Resource 2041 E.Main, Alice (361)664 56‐ 63Benavides Ctr 137 W. Mesquite, Benavides (361)256 49‐ 00Mathis Based Mathis ISD, 213 S. Duval, Mathis (361)547 42‐ 21ECI/Weatherization Office 301 S. San Patricio, Sinton (361)854 46‐ 26McAllen Office 944 W. Nolana Loop, Suite B, Pharr (956)668 00‐ 76Alice Senior Service Center 600 E. Front, Alice (361)664 34‐ 53