Project Name: WCB IT Services
Company Name: Washington Counties Building
Address: 206 Tenth Avenue SE Olympia, WA 98501
Procurement Contact Person: Bridget Lockling
Telephone Number of PCP: 360.753.1886
Email Address of PCP: email@example.com
RFP Opens June 29, 2023
RFP Closes August 7, 2023 5:00 p.m.
Bidders Conference July 14, 2023 via Zoom: https://wsac-org.zoom.us/j/89741506172?pwd=MkNaY1FlU1R0Qk9YazkvMTZLcWpudz09&from=addon
Interviews August 16 – 18, 2023 (if necessary)
Final Selection and Contract Negotiations Sept 5 – 12, 2023 Contract Start Date – Nov 1, 2023 (negotiable)
Full Service Start Date December 18, 2023
The Washington Counties Building (WCB) is a separate entity created through a partnership with the Washington State Association of Counties (WSAC) and the Washington Association of County Officials (WACO) This joint venture agreement was created in 1984 to formalize the management of assets and maintenance needs of the property.
The Associations provide a variety of services to its member counties including advocacy, training, workshops and a forum to network and share best practices. The Associations serve elected county commissioners, council members and executives, treasurers, assessors, sheriffs, coroners, and auditors. WSAC also serves as an umbrella for affiliate organizations representing county road engineers, local public health officials, county administrators, emergency managers, county human service administrators, solid waste managers, clerks of county boards and others.
The Washington Counties Building is requesting proposals from qualified professional service providers to maintain our computer network and server, Office 365 licensing, VOIP phone system, provide ongoing desktop support coordination, and play an advisory role for the WCB in meeting its technology-related goals. This includes a detailed assessment of current configuration to recommend and implement beneficial system upgrades. The qualified vendor will assist the WCB in maintaining and improving information technology (IT) effectiveness, enhance its quality of services, minimize its support cost, and
maximize return on investment in IT. We are looking for a provider to replace our current vendor. We are required to abide by State regulations for the Public Records Act, so storage and retrieval of documents and emails is of significant importance.
The organization currently has the following setup and assets:
The following details the services requested by the WCB in the area of informational technology services:
A bidder’s conference will take place on Friday, July 14, 2023, from 10:00 a.m. to 11:00 a.m. This meeting will be held via Zoom and is open to all prospective bidders of the RFP to gain clarification on elements of the proposal. To facilitate a timely response to questions at the meeting, prospective bidders are encouraged to submit any questions in writing no later than July 10th. All questions and requests for an invitation to the webinar may be submitted to the following email address:
Subject Line: WCB IT Services Bidders Conference
Bidders Conference Zoom link: https://wsac-org.zoom.us/j/89741506172?pwd=MkNaY1FlU1R0Qk9YazkvMTZLcWpudz09&from=addon
Questions and answers from this meeting will be posted on the WSAC website within 5 business days of the meeting. We are accepting questions after the bidder’s conference through July 28th at 5:00 p.m. Responses to these questions will also be available on the WSAC website.
A diverse stakeholder committee will be formed to oversee and direct the project, including the contractor selection process.
Within 10 days of the submittal deadline, the stakeholder committee will review the proposals and if necessary, schedule one-hour, in-person interviews with each qualified responding firm. After the initial interviews, the stakeholder committee may recommend selection of a firm or may schedule subsequent interviews.
Final selection is anticipated no later than September 5, 2023, with notification and contract negotiations to begin at that time.
All submissions related to this RFP must be submitted by August 7, at 5:00 p.m. Submissions must be sent via email in .pdf format to the following email address:
Subject Line: WCB IT Services
All submissions must be received no later than the date and time listed above in this section in order to be considered responsive.
The contract period for this service is anticipated at five years with extensions if satisfactory services are provided and new contract terms are mutually agreeable.
All submissions must meet the requirements of this section to be considered. The response to this RFP must be complete. Partial or incomplete responses will significantly impact the scoring and consideration of the proposal. Responses should be concise, clear and relevant. Submittals must be on standard letter-size paper and pages must be numbered.
A submission must, at a minimum, include the following elements in the following order:
WCB reserves the right to reject any or all proposals and/or to waive technicalities and informalities at the sole discretion of WCB.
The successful firm will (in no particular order):
This RFP is not in itself an offer of work, it does not commit the WCB to fund any proposals submitted, nor is the WCB liable for any costs incurred in preparation or research of proposals. Submittal of a proposal does not constitute a contract with the WCB. The contract award will not be final until the WCB and the successful proposer have executed a mutually satisfactory contractual agreement. The WCB reserves the right to offer an award to the next highest rated proposal if a contract cannot be successfully negotiated, or to renegotiate or reissue an RFP.
Responders to the RFP will be notified via email upon successful selection of a proposal. Any concerns or appeals of the decision must be made in writing within 7 days of notification of selection to the procurement contact person.
There is not a set budget for these yearly services as it is dependent on the final selection of services. Value for service is a deciding factor in the selection of a provider.