Township Council Meeting — Packet

2.20 Insurance: 1. Provide a copy of a Certificate of Insurance verifying your firm's coverage for Professional Liability for one million dollars. 2. Worker’s Compensation pursuant to New Jersey Statues. 3. General Liability in the amount of Two million with Township of West Orange named as additional insured. 27

SECTION III – COST PROPOSAL 3.1 INTERVIEW/DISCUSSION SESSION: Interview/Discussion Sessions (“Discussion Session”): The Township may entertain scheduling a discussion with all qualified submitters (qualified submitters are those who submitted a letter of interest, submitted a proposal in a timely manner and are deemed responsive by the Township’s Qualified Purchasing Agent. If desired, the date and time of the Discussion Sessions. These sessions are anticipated to be held in person possibly via webinar. If scheduled, the actual time on these date(s) will be verified with the applicable proposers at the time it is requested. The purposes of the Interview/Discussion Session are as follows: (a) to provide an opportunity to present an overview of Network Managed Services to meet the needs of the TOWO (b) to provide an opportunity to clarify the scope of services for this contract and discuss any items addressed in the Technical Proposal that may require additional clarification. If scheduled, the Interview/Discussion Session forum will be informal as the Township is not interested in a marketing presentation; rather, TOWO is requesting an interactive discussion with the proposing firms. Ample time is to be available for the Township and the Proposing Firm to ask questions and discuss issues/concerns related to the product, the scope of the services, and the firm’s capabilities/qualifications. We anticipate that each session will be approximately 60 to 90 minutes in length. Minutes of the Interview/Discussion Session will be made and any questions which answers determined to be shared with other proposers will be noted. Any significant information that is revealed that changes the scope of the Request for Proposal will result in an addendum specifying the change(s) and any impact on the response date. 3.2 PRICE PROPOSAL REQUIREMENTS A Price Proposal must be submitted in a sealed envelope with the proposal. The envelope shall have the Proposer's name, the contract name and the RFP number prominently displayed, together with the words "PRICE PROPOSAL." It is the intent of the Township that the Price Proposal will consist of the following: • Describe how pricing was calculated. • Quote rates for recurring monthly services provided for a 12-month period. • Quote pricing for any one-time installation or start-up costs. • Provide a listing of new hardware and/or

lculated. • Quote rates for recurring monthly services provided for a 12-month period. • Quote pricing for any one-time installation or start-up costs. • Provide a listing of new hardware and/or software that may be required to implement the proposed solution, if any. The Township reserves the right to procure software/hardware for installation/maintenance by the awarded vendor from the lowest possible sources whether it be 28

the awarded vendor, competitive bids, state contract, regional co-operative or other lower cost vendors. • Quote pricing or pricing policies for project-based work. • It is the Township’s desire to enter into a multiple year contract. Furnish information on any pricing incentives for longer term contracts. • Ensure any governmental discounts are included in all prices quoted. • Pricing should be broken down by category as per the price quote attached to this proposal. This quoted pricing must be good through December 31, 2022 and for any additional periods proposed. It is the intent of the Township that any predictable recurring services consist of monthly recurring amount for services, with explanation of calculation, any one-time installation or start-up costs, pricing or pricing policies for project-based work and any hardware and software required to implement the proposed Solution. Since the Township reserves the right to award a single vendor or select a number of vendors that meet the Township’s needs, price proposals should include separate pricing for Police/Fire network maintenance/monitoring proposals, Police/Fire help desk proposals, non-uniformed network maintenance/monitoring proposals, non-uniformed help desk proposals, specific project based proposals and general services should the Township decide it is in its interest to name multiple vendors. Since the Township may or may not select a single vendor for all services, other pricing alternatives are anticipated to be submitted. Specifically, all Police/Fire services, all non-uniform services, specific project based proposals and general services are being requested. Lastly, since the Township may award a single contract for all services, the Township is requesting pricing for ALL services. Multi-year pricing for all of these alternative is also requested. The Township may consider alternative pricing structure if submitted as well. 3.3 EVALUATION AND SELECTION PROCESS: Evaluation and Selection Committee. All Contractors’ proposals received by the closing deadline will be reviewed. The Procurement Officer shall establish an Evaluation and Selection Committee to review and evaluate the proposals. The Committee may request additional technical assistance from any source. The Procurement Officer shall first review each proposal for compliance with the requirements of this RFP. Failure

proposals. The Committee may request additional technical assistance from any source. The Procurement Officer shall first review each proposal for compliance with the requirements of this RFP. Failure to comply with any requirement will disqualify a Contractor’s proposal. The Contractor must assume responsibility for addressing all necessary technical and operational issues in meeting the objectives of the RFP. Each section of the proposal will be evaluated according to the criteria listed 29

below. Proposals cannot be modified, supplemented, cured, or changed in any way after the due date and time for technical proposals, unless specifically requested by the Township. The intent of this RFP is to provide Network Managed Services Firms an opportunity to present their qualifications, experience, and conceptual approach to providing the scope of services in relation to the needs of TOWO. The manner in which the proposing team presents their qualifications will be regarded as an indication of how well the Proposer’s philosophy, approach, organizational culture, working style and communications style fit with the Township’s. Submittals that concisely present the information requested in the order and the manner requested will be considered more favorably than a submittal from a Proposer of commensurate qualifications that displays a lack of organization, conciseness or attention to detail. 3.4 Technical Evaluation: After compliance with the mandatory requirements in this RFP has been determined, the Committee shall conduct its evaluation of the technical merit of the proposals in accordance with the Evaluation Criteria. Proposals are evaluated to determine which proposal is most advantageous to the Township. The process involves applying the evaluation criteria contained in the RFP, comparing the proposals to each other, and then, at the conclusion of the technical evaluation, ranking the final shortlist of proposals from most to least advantageous. If used in the evaluation process, numerical point scores will be useful guides, but will not be the sole factor in determining the award. The decision for the award will not be made solely by the raw scores themselves, but rather by the strengths, weaknesses, advantages, and deficiencies that the scores represent. The criteria that will be used by the Committee for the technical evaluation of the proposals for this specific procurement are listed below. Each committee member will evaluate the proposals on each major criterion. Factors are listed in order of importance. Minor irregularities in proposals, which are immaterial or inconsequential in nature, may be waived wherever it is determined to be in the Township’s best interest. Technical Evaluation. An evaluation and ranking of the Technical and Price Proposals will be conducted by the Township’s Evaluation and Selection Committee. Final Ranking and

Township’s best interest. Technical Evaluation. An evaluation and ranking of the Technical and Price Proposals will be conducted by the Township’s Evaluation and Selection Committee. Final Ranking and Selection. Following evaluation of the technical proposals and the price proposals, the Evaluation and Selection Committee will prepare and send a ranking of the proposals submitted to the Township Council in writing, recommending an award of the contract(s) to the responsive Offeror(s) whose proposals are determined to be the most advantageous to the Township based on the results of the final technical and financial evaluation in accordance with the State of New Jersey Public Contracting Law. That recommendation will be made based upon all financial and non-financial factors identified in this Request for Proposal and may or may not be awarded to the proposer with the lowest cost proposals. 30

3.5 The Township reserves the right to: • Reject all proposals or issue modified Requests for Proposals at any time before an award • Meet with proposing vendors to review proposals and obtain clarification of proposal details • Award a single vendor or select a number of vendors that meet the Township’s needs • Procure software/hardware for installation/maintenance by the awarded vendor from the lowest possible sources whether it be the awarded vendor, competitive bids, state contract, regional co-operative or other lower cost vendors. All information included in this proposal is considered to be accurate but subject to clarification and/or correction. 31

SECTION IV – PROPOSAL PROPOSAL INSTRUCTIONS: Any vendor wishing to submit a proposal must provide a letter of intent by : Thursday, May 19, 2022 @ 11:00 A.M. Please email intent letter to: John O. Gross Chief Financial Officer jgross@westorange.org with a copy to: Panayiota Reynolds Purchasing Agent preynolds@westorange.org Any vendor who does NOT submit a letter of intent stating its intention to submit a proposal on or before Thursday, May 19, 2022 @ 11:00 A.M. will NOT be considered qualified for an award pursuant to this Request for Proposal. All qualified vendors may attend pre-proposal meeting if it is determined by the Township if one is needed. All will be notified. No verbal questions will be entertained. Written answers to any and all questions received from any vendor(s) will be provided to all vendors who have submitted a Letter of Intent by Thursday, May 19, 2022 @ 11:00 A.M. via email. At the discretion of the Township, an in person or video meeting of all of the qualified vendors may be scheduled in order to address any complex issues that arise. All qualified vendors wishing to propose these services must submit their proposal and complete the following Network Managed Services Questionnaire in its entirety, and return both in a sealed envelope to the attention of: Panayiota Reynolds, Purchasing Agent Township of West Orange 66 Main Street West Orange, New Jersey 07052 No later than Wednesday, June 8, 2022 @ 10:00 A.M. Faxed and/or emailed proposals will not be accepted. 32

Vendor Qualifications to Support Technologies Currently in Use: please respond yes or no to each of the following: Uniformed & Non-Uniformed Networks • Please indicate whether Vendor is Microsoft Certified Partner, Silver or Gold. Yes / No • Please indicate whether Vendor is a Microsoft Certified Systems Engineer MCITP- • Enterprise Admin on staff full time. Yes / No • Please indicate whether Vendor is Dell SonicWALL Partner with a CSSA on staff Yes / No • Please indicate whether Vendor is Dell EqualLogic Certified Partner Yes / No • Please indicate whether Vendor is VMware Enterprise Partner V5.x with a VCP on staff Yes / No  Please indicate whether Vendor is Datto Certified partner Yes/ No • Please indicate whether Vendor is a minimum of 6, W2 employees to ensure support coverage Yes / No • Vendor will supply a minimum of 3 government references where they are currently performing similar services. Yes / No • Vendor’s headquarters and support staff are located in New Jersey. Yes / No • All work will be performed by vendor’s full time employees - not sub-contractors Yes / No • Vendor has been in business for at least 10 years Yes / No • Vendor has never declared Bankruptcy Yes / No • Vendor has a system in place to provide the City with periodic detailed audit reports of all time billed with dates, time spent and issues addressed. The City may request these audit reports at any time. Yes / No Uniformed Network • Has Vendor Installed/Upgraded/Maintained any systems in the last 3 years in accordance with the CJIS security policy? Yes / No 33