Information Technology Support and Maintenance Tender - 40293081

Procurement Summary

Country: Liberia

Summary: Information Technology Support and Maintenance Services

Deadline: 19 Feb 2020

Posting Date: 05 Feb 2020

Other Information

Notice Type: Tender

TOT Ref.No.: 40293081

Document Ref. No.:

Financier: United States Agency for International Development (USAID)

Purchaser Ownership: -

Tender Value: Refer Document

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Tender Details

Quotation are invited for Information Technology Support and Maintenance Services.

Request for Quotation – Number 003-2020

Education Development Center, Inc. (Hereafter referred to as “EDC”)

Request for Quotation

For Information Technology Support and Maintenance Services in Liberia

For the USAID Accelerated Quality Education Project Monrovia, Liberia

Date of Issuance

February 3, 2020

Education Development Center, Inc. (EDC) is an international non-profit organization that develops, delivers, and evaluates innovative programs to address some of the world’s most urgent challenges. Our work includes research, training, educational materials and strategy, with activities ranging from seed projects to large-scale initiatives. EDC enjoys a worldwide reputation for its excellence in program and fiscal management and for the impact of its work.

The Accelerated Quality Education Project (AQE) provides educational opportunities to learners in Liberia. EDC’s work on AQE is funded by the United States Agency for International Development (USAID); organizations submitting quotations in response to this Request for Quotations (RFQ) have no relationship with USAID under the terms of this RFQ or any resultant contract. All communications regarding this RFQ must be directed to USAID AQE, Liberia.

Section 1: Purpose and Eligibility

1.1 Purpose

The purpose of this RFQ is to invite prospective offerors to submit quotations for Information Technology Support and Maintenance Services for the EDC USAID Liberia AQE office, Gibson Avenue, 21st Street, Fiamah, Liberia and field office locations. EDC is seeking a professional and reliable Information Technology services firm to provide customer-focused End-to-End information technology support for its offices in Monrovia and in field offices.

The selected Information Technology Services Provider:

? Provides technology support to all of the EDC offices listed in Section 3 and is responsible for the maintenance and support of Information Technology Equipment including: OS X Server, Windows server, network devices, workstations, printers, scanners, and other peripherals.

Additional equipment will be added as EDC expands its operations.

? Sets up and troubleshoot wireless network in each office.

? Is availability during business hours from 8:00am to 5:00pm.

? Reports and work closely with the EDC IT team in the United States and the Finance and Administration Director in Liberia to maintain, support and implement new technology for improved reliability, security and governance.

? Required to work with the EDC IT Team in resolving technical issues.

For more additional information, see Section 3: Technical Specifications and Requirements

1.2 Eligibility

This procurement is open to offers from organizations which are incorporated or legally organized under the laws of Liberia, operating as a going concern in Liberia and either (1) is managed by a governing body, the majority of whom are citizens or lawful permanent residents of Liberia or (2) employs citizens or lawful permanent residents of Liberia in more than half its permanent full-time positions and more than half of its principal management positions.

Offers from organizations which are incorporated or legally organized under the laws of the any country which is sanctioned by the US government shall not be considered

Section 2: General Information

2.1 Original RFQ Document

EDC shall retain the RFQ, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the offeror’s submission or subsequent contract, is grounds for immediate disqualification.

2.2 RFQ Provisions
1. All information provided by EDC in this RFQ is offered in good faith. EDC makes no certification that
any item is without error. EDC is not responsible or liable for any use of the information or for any
claims asserted there from.
2. This RFQ does not under any circumstances commit EDC to pay any costs incurred by the offeror in
the submission of a quotation. This is the offeror’s responsibility.
3. All materials submitted in response to this RFQ shall become the property of EDC upon delivery to
EDC.
4. Additional documentation may be required prior to selection.
5. All quotations in response to this RFQ and other communications related must be done in English.
2.3 Schedule of Events
The following schedule applies to this RFQ but may change in accordance with AQE’s needs or
unforeseen circumstances. Changes will be announced as formal modifications to the RFQ.
TIME DATE Time Table
4:00 pm
Monrovia,
Liberia
time
February
10,
2020
Deadline for request for any clarifications from EDC.
Questions must be submitted in writing via email to
LiberiaRFQ@edc.org
4:00 pm
Monrovia,
Liberia
time
February
12,
2020
Estimated date for issuance of any clarifications by EDC.
4:00 pm
Monrovia,
Liberia
time
February
19,
2020
Deadline for submission of proposals
Section 3: Technical Specifications & Requirements
3.1 Specifications
All of the requirements listed in Section 3.1 must be met by the Offeror. The following requirements and
responsibilities must be reflected in the Offeror’s quotation:
A. End User Support
The Offeror will support end users on the network including email setup and use with Microsoft
Outlook. Also, software; client upgrades and patches; installation and testing printers and backup
devices; while carrying out end user support, the Offeror is required to inform EDC of any
preventative maintenance issues that are required.
B. Server Backups
Server will be configured by an EDC Technician to backup automatically to external hard drive.
These backups must be verified on a weekly basis by the Offeror. Weekly backups of external server
on Fridays; in the event that a public holiday falls on a Friday, back up can then be done on the
Thursday preceding that Friday or the Monday. This must be done in coordination with the
office. Scan backups for viruses prior to transfer of data to sever.
C. Back up computers
The Offeror will ensure that all project related data is saved on the server or locally in a designated
folder on each computer and backed up to an external drive on a weekly basis. Backups must be
scanned for viruses prior to being transferred to the server. The Offeror will check, and where
4
necessary, configure EDC staff laptop and desktop computers to save all project related data on the
server or locally in a designated folder on each computer.
D. Perform basic servicing of computers
The Offeror will be required to ensure defragging is carried out once a month and should not
be done on computers with SSDs (Solid State Drives). The Offeror must also do Disk Clean-up on all
computers once a month.
E. Virus protection
The Offeror must ensure that all (networked and not networked) computers have updated antivirus
and anti-spyware software (Kasperski or Windows Defender); the antivirus software will have
a set schedule for updates but should be checked once a month to make sure the latest has been
installed. A virus scan is automated and should be set to run a full scan weekly. Any new programs
that are download are immediately scanned for viruses. Antimalware software such as Super
AntiSpyWare and Malwarebytes need to be updated and run manually and these must be
conducted biweekly.
F. Check and service printers, as required
The Offeror will check and service project printers. The Offeror will clean each project printer on a
monthly basis as part of preventative maintenance. Other than ink cartridge and paper
replacement, it is rare for printers to require service. Most network printers will prompt when
service or maintenance is required.
G. Deploy, remove and service client machines to/from the network, including hands-on cabling
and wiring, and basic TCP/IP troubleshooting
The Offeror will ensure that each new or serviced machine should work by design like all the other
machines. Any issue that results in a stoppage of work for the user should be address, escalated,
and resolved within a timely fashion.
H. Server Maintenance
The Offeror will provide initial technical assessments of problems and solutions as the technical
support specialist.
I. Bandwidth Monitoring
The Offeror will continuously monitor the accurate bandwidth use and limits for Monrovia and all
County Offices.

EDC’s Responsibilities are as follows:
1. Server configuration
2. Configuration of servers to back up automatically to external hard drive
3. Provision of external hard drive for backups; on days when there are no backups to be
performed this will be held by the COP in a safe location away from the office
4. Provision and or purchase of licensed software and hardware, approval for purchase of the
same
5. Provide all information as needed for The Vendor in carrying out its work.
6. Provide technical support and inputs to IT issues related to this contract that The Vendor may
need additional clarifications or approvals.
Other issues
The AQE Project Offices hours are 8:00am to 5:00pm. The Offeror will provide technical support
three days per week at the start of the contract based on a schedule agreed with EDC during
5
project office hours for the Monrovia Office. For the field offices, the Offeror will provide technical
support one day every two weeks (bimonthly). It may also be necessary to adjust the number of
days per week based of changing project requirements. The staff assigned by the Offeror will
coordinate all activities with the Finance and Administration Director based in the Monrovia office.
Depending on the issue, EDC may require additional technical support outside of regular work
hours, including on weekends. Where this is requested or agreed, a daily rate, which the Offeror
will reflect in the price quotation.
EDC

Documents

 Tender Notice