Was the library “RFQ” process fair and transparent?

Copy of email sent last month to Ocean Shores Mayor Crystal Dingler, librarian Keitha Owen and the library board. There was no response from Dingler and Owen to the questions posed.

At the July 2012 library board meeting, Keitha Owen was asked how she came up with the detailed requirements for the “Request for Qualifications” for a computer maintenance position. Owen said that she came up with the qualifications for the computer person that were approved at the June meeting. She noted that Jenny Belcher, the city’s purchasing representative, “found something similar on a web page.

“I also researched what King County and the North Olympic Library System had.”

The process of developing the RFQ occurred over a few weeks in June. Jim Mitchell of the library board said the RFQ was “in order to be completely transparent to the voters of Ocean Shores.”

The levy vote was on Aug. 7.

A review of public records requests shows that it is likely that Grant Midbrod’s “Computer Maintenance Proposal” sent to Owen on Oct. 11, 2011, was copy and pasted as a significant portion of the RFQ. (SEE BELOW)

Questions for Ms. Owen and Mayor Dingler:

-Was the Midbrod material of 2011 used in the RFQ of July 2012?

-If so, why was this not revealed at the board meeting?

-If so, why was this not provided in response to my subsequent request for all written materials used in the RFQ process?

-If the Midbrod material was used in the RFQ, did this give Mr. Midbrod an unfair advantage?

-Was the library board informed about this?

-Does the library board stand behind the RFQ process as open and fair?

-Does the mayor and City of Ocean Shores stand behind the RFQ process as open and fair?

 

 

 

 

FINAL DRAFT, RFQ:

City of Ocean Shores, Washington and the Ocean Shores Public Library Board of Trustees

Request for Statement of Qualifications for the Professional Management of the  Library’s Computer Maintenance Services.

The intent is to select one company to provide all computer and computer related maintenance services for the Ocean Shores Public Library by selecting a company through a competitive solicitation to assure the Library receives the services needed at a most efficient cost.

Qualification Statements will be received at the Purchasing Department for the City of Oceans Shores

Address all statements to

Jenny Belcher

P.O. Box 909    

800 Anchor Ave NW

Ocean Shores, WA 98569

360.289.2488  ext. 108

Deadline is July 16th   3:00 P.M.

 

Experience in the following qualifying criteria is needed:

Must provide documented experience record as a Network Manager.

Must have a Bachelor’s degree in Computer Engineering or Computer Science.

Must have Microsoft Certified System’s Engineer Certification or comparable like Microsoft Certified Network, IT Pro or Netware Certified Systems Engineer.

Must have at least 5 years of experience with an active directory domain and group policy administration.

Must have thorough knowledge to administer Cassie.

Must have thorough knowledge to administer Biblionix Apollo.

Must have knowledge of Threat Management Border Protection.

Must be certified for APlus or comparable for PC repairs.

Must be able to manage and administer wireless networks.

Must be able to communicate and train staff effectively including reports to the Director, handling general technical questions and computer tech consulting.

Must be familiar with virtualization technology.

Must provide proof of Ocean Shores business license.

Scope of Work to be Performed:

When notified of problem the company will respond in 2 hours or less.

The company shall provide maintenance and upgrades after or before library open hours.

Computer hardware includes (at this time) 26 Windows 7 workstations with ipcop, firewalls, Microsoft office 2010, Internet Explorer 9 and Firefox.

Company shall provide assistance in respect to software or network programming or any repair of any damage to equipment caused by software.

Company shall provide assistance in relocating equipment or repairing previously prepared site or station to make it operational.

Company will provide hot spare equipment for pc’s, servers, hubs, switches and wi-fi.

Operations Maintenance includes but is not limited to:

 

 

WAS THE FOLLOWING SECTION OF THE RFQ COPY AND PASTED FROM GRANT MIDBROD’S PROPOSAL EMAILED ON OCT. 11, 2011 (FROM: GMIDBROD@HOTMAIL.COM; SENT: TUESDAY, OCT. 11, 2:30 P.M.; TO: KEITHA OWEN; SUBJECT: RE: OS LIBRARY AGREEMENT; ATTACHMENT: OSLMAINTENANCE PROGRAM1.DOC; OCEAN SHORES LIBRARY MAINTENANCE STATUS.DOCX)

 

Hardware maintenance (dust out computers and monitor for failure).

Normal PC warranty.

Maintain Network cables (repair/replace bad/damaged network cables).

Installation of Microsoft security updates, patches and service packs.

Install of updated and renewed antivirus and Anti-spy-ware software and installation of version and signature upgrades.

Installation of replacement hardware (pc’s, printers, servers, hubs).

            Installation of additional pc’s, printers, servers, application software requires prorated addition

            Agreement (expansions or upgrades).

Fixing software problems and reloads of pc’s due to any cause covered (viruses and other software corruption issues).

Bi-weekly monitoring of server tape backups.

Monthly monitoring of event logs on all machines.

Monitoring of Backups to ensure data is kept safe.

Disaster recovery.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Jenny Belcher email to Keitha Owen, June 14, 2012, 3:30 p.m.

Subject: Sample

Attachments: RFP-ComputerMaintenanceServices08.pdf

 

Hello,

I have no record of the city doing this in the past. We used to have Lee, who was a city employee but he got too busy. We also used him when he had his own business but I don’t know process we used for hiring him back in that day. Here is a sample I found – we can maybe use some of it???

 

It is important that we see they are qualified for what they are charging. I believe taking the one who charges the least isn’t necessarily best as they also need to be qualified. We don’t want just anyone working on our computers. I am checking with some purchasing professionals but haven’t heard back as of yet.

 

Jenny

 

Attachment

 

Request for Proposal to Provide Computer Maintenance Services for the Tallahassee Housing Authority

 

Computer Maintenance Services Tallahassee Housing Authority April, 2008

 

Service Providers Qualifying Criteria/Attention Should be Paid to the Following Areas of Past Performance:

 

 

Must provide documented experience record in the maintenance of computer hardware and software.

Microsoft Certified System’s Engineer Certification in Windows 2003 and above preferred but not required.

Identify each person who will be assigned to computer contract. Provide the name of the primary contact person, address and telephone number(s).

Provide proof of business/professional liability, worker’s compensation, bodily injury and property liability insurance coverage.

Provide proof of business license and registration in the State of Florida.

 

 

Scope of Work to be Performed:

 

When notified of network server failure, provider will respond within four (3) business hours from notification of trouble. Upgrades to server should be performed after business hours to lessen downtime of agency staff.

Servicer Provider (firm) shall provide maintenance during normal business hours . . . to the customer’s (THA) computer hardware with a 24 hour response time.

Computer hardware includes but is not limited to, approximately 35 Windows 200 and XP workstations . . . one Windows 200 server, one windows terminal server and one additional back-up server.

Agency shall provide assistance in respect to software or network programming or any repair of any damage to equipment caused by software of firmware.

Agency shall provide assistance in relocating equipment or repairing a previously prepared site or station to make it operational.

 

 

 

From: Keitha Owen

Sent: Monday, June 18, 2012 11:34 a.m.

to: sensley@osgov.com, Jenny Belcher, Jim Mitchell

Subject: RFQ Computer maintenance operations

Importance: High

Attachments: RFQ Computer maintenance operactions.docx

 

Hi

Here is my draft for the RFQ – let me know what you think?

Next steps:

Present to Board on Thursday 21st for approval.

Have Jenny send out to prospective companies next Monday 25th and newspapers.

Date due July 9th? is that too far out – we do have a Holiday the week before.

Evaluate qualifications -Keitha

Request proposals from those selected as qualified – Jenny

Evaluate proposals – Keitha (Board)

Offer contract – Jenny

Issue contract – Jenny

 

 

 

attachment:

 

City of Ocean Shores, Washington and the Ocean Shores Public Library Board of Trustees

Request for Statement of Qualifications for the Professional Management of the Library’s Computer Maintenance Services.

The intent is to select one company to provide all computer and computer related maintenance services for the Ocean Shores Public Library by selecting a company through a competitive solicitations to assure the Library receives the services needed at a most efficient cost.

Qualification Statements will be received at the Purchasing Department for hte City of Ocean Shores.

 

Experience in the following qualifying criteria

 

 

 

 

 

 

 

final:

 

City of Ocean Shores, Washington and the Ocean Shores Public Library Board of Trustees

Request for Statement of Qualifications for the Professional Management of the  Library’s Computer Maintenance Services.

The intent is to select one company to provide all computer and computer related maintenance services for the Ocean Shores Public Library by selecting a company through a competitive solicitation to assure the Library receives the services needed at a most efficient cost.

Qualification Statements will be received at the Purchasing Department for the City of Oceans Shores

Address all statements to

Jenny Belcher

P.O. Box 909    

800 Anchor Ave NW

Ocean Shores, WA 98569

360.289.2488  ext. 108

Deadline is July 16th   3:00 P.M.

 

Experience in the following qualifying criteria is needed:

Must provide documented experience record as a Network Manager.

Must have a Bachelor’s degree in Computer Engineering or Computer Science.

Must have Microsoft Certified System’s Engineer Certification or comparable like Microsoft Certified Network, IT Pro or Netware Certified Systems Engineer.

Must have at least 5 years of experience with an active directory domain and group policy administration.

Must have thorough knowledge to administer Cassie.

Must have thorough knowledge to administer Biblionix Apollo.

Must have knowledge of Threat Management Border Protection.

Must be certified for APlus or comparable for PC repairs.

Must be able to manage and administer wireless networks.

Must be able to communicate and train staff effectively including reports to the Director, handling general technical questions and computer tech consulting.

Must be familiar with virtualization technology.

Must provide proof of Ocean Shores business license.

Scope of Work to be Performed:

When notified of problem the company will respond in 2 hours or less.

The company shall provide maintenance and upgrades after or before library open hours.

Computer hardware includes (at this time) 26 Windows 7 workstations with ipcop, firewalls, Microsoft office 2010, Internet Explorer 9 and Firefox.

Company shall provide assistance in respect to software or network programming or any repair of any damage to equipment caused by software.

Company shall provide assistance in relocating equipment or repairing previously prepared site or station to make it operational.

Company will provide hot spare equipment for pc’s, servers, hubs, switches and wi-fi.

Operations Maintenance includes but is not limited to:

 

WAS THE SECTION ABOVE COPY AND PASTED FROM GRANT MIDBROD’S PROPOSAL EMAILED ON OCT. 11, 2011 (FROM: GMIDBROD@HOTMAIL.COM; SENT: TUESDAY, OCT. 11, 2:30 P.M.; TO: KEITHA OWEN; SUBJECT: RE: OS LIBRARY AGREEMENT; ATTACHMENT: OSLMAINTENANCE PROGRAM1.DOC; OCEAN SHORES LIBRARY MAINTENANCE STATUS.DOCX)

 

Hardware maintenance (dust out computers and monitor for failure).

Normal PC warranty.

Maintain Network cables (repair/replace bad/damaged network cables).

Installation of Microsoft security updates, patches and service packs.

Install of updated and renewed antivirus and Anti-spy-ware software and installation of version and signature upgrades.

Installation of replacement hardware (pc’s, printers, servers, hubs).

            Installation of additional pc’s, printers, servers, application software requires prorated addition

            Agreement (expansions or upgrades).

Fixing software problems and reloads of pc’s due to any cause covered (viruses and other software corruption issues).

Bi-weekly monitoring of server tape backups.

Monthly monitoring of event logs on all machines.

Monitoring of Backups to ensure data is kept safe.

Disaster recovery.

 

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