A REQUEST FOR BIDS
Sharepoint Deployment
February 13, 2009
DENVER REGIONAL COUNCIL OF GOVERNMENTS 1290 Broadway
SUITE 700
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I. INSTRUCTIONS FOR SUBMITTAL OF BIDS
A. Summary
The Denver Regional Council of Governments (DRCOG) is soliciting bids from individuals with experience in Windows Sharepoint 3.0 and/or Office Sharepoint 2007 deployments.
The provisions herein for the award of contracts and/or bids are solely for the fiscal responsibility of DRCOG, and confer no rights, duties or entitlements to any bidder or proposer.
B. RFB Schedule
Consideration of the responses will be governed by the following schedule:
Milestone Details Date
Distribution Requests for Bids will be forwarded to consultants and firms who have indicated an interest in participating in this project and/or who have displayed evidence of expertise in the Sharepoint Deployment The RFB will also be posted on DRCOG’s website at www.drcog.org.
Monday, February 13, 2009
Questions and Inquiries
Please use the DRCOG Q&A Web page
http://www.drcog.org/bids/faq/dsp_viewFAQs.cfm?quest iontype=2009sharepointdeployment to submit
questions. Questions can also be emailed to Paul Riker, IT Manager, at [email protected]. All questions and answers will be posted on this Web page for all interested parties to view.
Friday
February 20, 2009
Question Responses
DRCOG will only respond to questions and inquiries via the DRCOG Q&A web page
http://www.drcog.org/bids/faq/dsp_viewFAQs.cfm?quest iontype=2009sharepointdeployment
to ensure that all candidate individuals and firms have the same information. Responses to the final questions and inquiries will be posted by this date.
Wednesday, February 25, 2009
Submittals due Responses to this request must be received electronically in PDF format at the following email address by 5:00 PM Mountain Standard time:
[email protected] Monday, February 27, 2009 Interviews (optional)
Interviews, if required, will be held on or before this date. Notification of selection for an interview will be given on or before Monday, March 9, 2009.
Monday, March 9, 2009
Recommendation and Authorization
Following review of responses, DRCOG staff to prepare recommendation to proceed to contract with one (or
Monday, March 9, 2009
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more) of the responding vendors. DRCOG staff to seek approval from DRCOG’s Administrative Committee to proceed to contract with selected vendor(s)
Contract Execution
DRCOG staff to begin contract negotiations with selected vendor(s). DRCOG may contract with one or more vendors to complete the entire scope of work.
Monday, March 16, 2009
C. Tax Status
DRCOG is tax exempt (Colorado Tax Exempt# 98-02323). D. General Instructions
1. Inquiries - Please use the DRCOG Q&A Web page
http://www.drcog.org/bids/faq/dsp_viewFAQs.cfm?questiontype=2009sharepointdeploy ment to submit questions. Questions can also be emailed to Paul Riker, IT Manager, at [email protected]. All questions and answers will be posted on this Web page for all interested parties to view.
2. Signature Requirements - Bids must be signed by a duly authorized official of the respondent. Consortiums, joint ventures, or teams submitting bids will not be
considered responsive unless it is established that all contractual responsibility rests solely with one contractor or legal entity that shall not be a subsidiary or affiliate with limited resources. Each bid should indicate the entity responsible for execution on behalf of the team.
3. Return of Response – Responses may be emailed in PDF format to [email protected] by 5:00 p.m. Mountain Daylight Saving Time Friday, February 27, 2009. Only responses received by this deadline will be considered.
4. Experience Summaries – Please provide examples of recent customers your organization has worked with on hardware solutions.
5. References – Please provide us with at least 3 references, preferably recent (within the last 3 years) customers for whom you have provided similar products.
6. Rejection Rights - All respondents are notified that the issuance of a purchase order pursuant to this Request for Bids is dependent upon approval by DRCOG. DRCOG reserves the right to reject all responses and re-solicit if deemed by DRCOG to be in its best interests. Selection of a firm is also dependent on the negotiation of an
acceptable purchase order with the successful respondent.
7. Costs of Bid Preparation and Other Charges - No reimbursement will be made by the DRCOG for any costs incurred prior to a formal notice to proceed on an executed purchase order.
8. Request for Bids - All responses to this request become the property of DRCOG upon receipt and will not be returned to the respondent. Selection or rejection will not affect this right. DRCOG shall have the right to use any or all of the ideas or adaptations of
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the ideas contained in any RFB received in response to this solicitation.
Any proprietary information submitted in response to this request shall be clearly marked and will be handled in accordance with applicable federal and state
procurement regulations. Neither cost information nor the total response to this
RFB will be considered proprietary. This policy and award of bids provisions herein
are solely for the fiscal responsibility and benefit of DRCOG, and confer no rights, duties or entitlements to any bidders or respondents.
9. Payment – Payment will be processed once merchandise is delivered and invoice is received by DRCOG.
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II. DETAILED COSTS AND INFORMATION A. Introduction
DRCOG is looking for a consultant to analyze DRCOG’s business needs and help develop a Sharepoint Deployment plan. Phase I of the project will be the needs assessment and the deployment strategy. The deployment strategy will be broken down into phases and DRCOG can choose to perform the work, to outsource some of the work to one consultant or outsource some of the work to several consultants.
B. Objective and Goals
DRCOG currently utilizes several different technologies to meet business needs. We would like to try and consolidate these needs into one central location utilizing Sharepoint. Our goal is to decrease development time for new development, decrease development time required for administration of applications, streamline business processes, utilize existing applications we’ve paid for, and decrease the use of paper for business functions. 1. DRCOG currently uses Windows Sharepoint 2.0. There are technical issues with it that
prevent the Office integration from working. This includes collaborating on a document, linking to Excel, importing from Excel and linking to Outlook. We’ve installed a separate instance of Windows Sharepoint 3.0 and plan to migrate information from our 2.0 site to the site designed in the deployment plan.
2. DRCOG currently uses Windows File Sharing for document management. We would like to move away from a file server and utilize sharepoint for document management, including archiving of old documents.
3. DRCOG currently uses Microsoft Great Plains 9.0 for accounting. We are scheduled to upgrade to 10.0 in the next couple months. We would like to utilize Business Portal 4.0 as much as possible and any other 3rd party products that meet our needs.
4. DRCOG uses Docuware 5.1 for document archiving. Docuware has sharepoint integration built into it and we would like to utilize it.
5. DRCOG’s website runs on Coldfusion. The content on the website is a combination dynamic content from a Coldfusion built content management system and static coded pages. We would like to move from Coldfusion to .NET and possibly utilize the Web Content Management feature available with MOSS 2007.
6. DRCOG’s current intranet site is custom built with Coldfusion. It includes basic features like employee directory, document downloads (policies, procedures, etc.) and it also includes custom built applications (performance management system, training, event registration, mailing lists, etc.). We would like to migrate this to our new sharepoint infrastructure.
7. DRCOG currently has an initiative to decrease paper flow and streamline business processes electronically. We would like to investigate the use of Infopath and Forms Server to meet business needs.
C. Project Reference Sheet
Please provide a project reference sheet, like the one below, that identifies projects you have worked on that include technologies DRCOG is currently looking to use. Please also include a small write up of that work that you performed for that project and technology. Try to include what you did, if and what 3rd party software was used, the size of the project and the duration.
6 Project 1) 2.0 to 3.0 mi gration of data 2) File server to Sharepoint f ile migrat ion
3) GP10.0 integration and Business Portal 4.0 deployment 4) Docuware Sharep
oint Integration
5) Web Content Management System Migration 6) Custom Sharepoint Application Development 7) InfoPath and Forms Server Implementation
Company XYZ Y Y N N N Y Y
Company 123 Y Y Y Y N N N
Company XYZ
1. Company XYZ had 2 WSS 2.0 installation we consolidated into one. We utilized SoftwareABC to migrate the data.
2. Company XYZ had 3 files servers that we archived using Software123 and migrated to WSS 3.0.
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SHAREPOINT CONSULTING RESPONSE FORM Respondent Information Company:___________________________ Contact/Title:____________________________ Address:____________________________ Phone:_________________________________ ___________________________________ Fax:____________________________________ ___________________________________ E-mail:_________________________________ COST INFORMATION:
Please provide a fixed price bid to perform this phase of the project. Include personnel that will perform the work, the role they will have, tasks they will perform, estimated number of hours and hourly rate. Please provide it in this format:
Are there any other costs that should be included in this bid besides the costs listed above? If yes, what and how much? ____________________________________________
___________________________________________________________________________ ___________________________________________________________________________ Based on the above information, please provide us with a total bid for the project.
TOTAL COST: $_______________________
Bidder Signature:____________________________ Title:_______________________________________ Date:______________________________________
Responses will be sent via PDF to [email protected]
Name Role Task HRS Rate Cost
Bob Sled Business Analyst Needs Assessment 20 $150/hr $3,000
Larry Love Sharepoint Admin Demo Site 20 $125/hr $2,500
Deployment Plan 40 $125/hr $5,000
