Released February 3, 2021. Revised February 26, 2021. Revised March 12, 2021.
The Board of Child Care (BCC) is seeking a vendor to conduct an assessment of the organization-wide IT infrastructure. The ideal candidate will provide recommendations to address identified deficiencies, resolve business pain points and create system modernizations for the future. Through the assessment and recommendation process, BCC intends to identify whether that firm can also provide both break/fix support for the IT department in addition to project-based support as an outsourced partner.
Download the RFP and Submission Instructions (PDF)
Deadline for proposals is Monday, March 31, 2021 at 5:00pm*
*The deadline as published in the original RFP from February 3 was March 1. Note on February 26, 2021, this deadline has now been extended to March 31.
Notice to Apply
It is helpful for BCC if you can send a brief note to Kristian Sekse, Chief Operating Officer, with your intention to respond to the RFP. His email address is email@example.com. This will allow him to message out to you when updates are posted below.
March 12, 2021
A clarification to the timeline with the RFP has been made. In the original RFP the stated assessment completion goal date was August 1. The deadline for RFP responses was later shifted by 30 days, but the August 1 date was missed in shifting the timeline of the project. The new desired assessment completion date is September 1, 2021. The attached PDF of the RFP has the correct timeline noted.
February 26, 2021 – The due date for the RFP is changed from March 1 to March 31. In addition, responses to the following questions were posted
Question 1 – Are you looking for a single vendor to complete both parts, or will you accept RFP responses from vendors who specialize in either Goal 1 OR Goal 2?
Answer 1 – Choosing a support vendor prior to completing the IT assessment would be, in our view, putting the cart before the horse. BCC is not accepting RFP responses at this time from vendors who only respond to Goal 2.
The background reasoning for why BCC wrote this RFP seeking one vendor to deliver on the goals stated is as follows. First, BCC feels from a customer service perspective, it will be more successful to have one single vendor to go to when things are broken, or end of life and key strategic decisions need to be made. A scenario where two separate vendors are responsible for different goals as outlined in the RFP means BCC may find itself chasing (and or paying) two vendors for answers, one vendor changing something but not updating the documentation (and thus hampering the other vendor’s ability to execute on their scope of work), or generally landing in a murky situation where the strategy vendor feels X is the appropriate course of action, but the break-fix daily support vendor strongly recommends Y. Second, BCC understands that to really support us in the way we are asking for in this RFP, we need to pay a vendor for their time and energy to complete discovery. A vendor has every right to feel that they have a lay of the land before agreeing to support our infrastructure. We would feel less efficient paying two vendors to complete discovery separately, no matter how good the documentation handoff from vendor 1 to vendor 2 is.
Question 2 – Will BCC entertain joint RFP responses? For example, a vendor who could execute on goal 1 and a different vendor who could execute on goal 2 responding together.
Answer 2 – BCC is very familiar with this type of partnership RFP response (as we do this in the non-profit world when pursuing RFP’s for new programs – we look for partners). BCC will consider this arrangement for the IT support RFP, but we ask that any joint RFP response add an additional narrative section that addresses the concerns outlined in Answers 1 and 3.
Question 3 – What brands of equipment or systems does BCC currently use? My team is certified as (list of certifications), but we are not sure what your infrastructure is currently, and therefore are not sure if we are a good fit.
Answer 3 – Here is some background on why we didn’t provide a detailed list of brands and current equipment in use today.
As BCC states in the RFP, we are open to a wide variety of suggestions, internal BCC team configurations, and innovative vendor responses to deliver on our stated objectives. We know we will learn a lot from this RFP experience and interviewing vendors. BCC certainly appreciates that a match between the platforms and equipment we’re operating now and the vendor’s internal expertise creates a strong starting point for working together. However, BCC is looking to the future. We would raise the concern that just because a vendor’s team may be a good match with our platforms today, how would you deliver on truly objective, IT strategic advice given our business needs long-term? We are seeking a vendor (especially in regards to Goal 1 in the RFP) that can provide recommendations that are the best fit for our business objectives, growth, budget, and geographic footprint and are not limited by a narrowly defined list of brands or certifications. Please see the RFP section where BCC discusses its history of poor IT investment, explosive recent growth, and 2019 merger that have put a strain on our current IT infrastructure for additional context here.
February 16, 2021 – Clarification/request for vendors to tell the COO if they intend to respond to the RFP is posted so as to aid in communication when additional updates are posted.
Read more from RFP – Information Technology Assessment