CEMA Launches Search for IT Support

CEMA Launches Search for IT Support


Your Union is looking for an IT Contractor to help assess, upgrade and then maintain the IT infrastructure of our office.  While this is a very part time position if you know someone expert in providing such support to a small office environment please pass along our RFP below.




Information Services Contract






County Employees Management Association

Attn: Jim Piazza

1654 The Alameda #110

San Jose, CA 95126




CONTACT: Jim Piazza, Treasure

County Employees Management Association

(408) 799-8012











The County Employee Management Association (hereafter, “CEMA”) is requesting proposals from qualified suppliers to provide a IT Services Contract to support the CEMA operations.


CEMA is soliciting proposals from qualified firms of Information Systems support CEMA’s operations for the next three (3) subsequent fiscal years.


Your proposal should contain, but not be limited to the following considerations of how you will provide the follow:


  1. IT Support and Maintenance
  2. Provide overall and encompassing 24×7 IT support for a small business office setting consisting of PC’s and laptops, iPads and iPhones
  3. Provide overall and encompassing IT support for organization’s Office 365 environment, consisting of Exchange Online, Office desktop and mobile apps, and all associated functionality with regard to Office 365.
  4. Provide support for printing needs of the organization’s main office, including copier/printer/fax multifunction device.
  5. Provide support for various components of the organization’s Internet presence, including website and Office 365 hosting environments, DNS, email accounts and forwarding, etc.
  6. Manage data backups, both onsite and offsite using existing purchased tools such as Microsoft OneDrive and DropBox.
  7. On an ongoing basis, provide IT solutions that secure the data and flow of digital information for the organization.
  8. Technology Guidance and Consulting
  9. Provide general technology-based guidance to the organization with regards to information collaboration, sharing and dissemination.
  10. Perform a periodic audit of all information systems in and for the organization, and present results and suggestions for approval.
  11. Present suggestions for an annual IT budget for approval by the organization.
  12. IT Solutions and Implementation
  13. As required and requested, provide solutions to further enhance the technological presence of the organization, in keeping with ever-changing current methods.
  14. Provide project planning and execution to the organization with regards to technology and its many applications.
  15. Advise the organization on an on-going basis on ways to improve its grasp on technological solutions to improve its efficiency, communication, and effectiveness.
  16. Information of schedule for Service Levels support with associated cost.


  1. Your fee proposal to conduct the Information services function, along with your fee schedule for additional services that may be required beyond the scope of the engagement. The proposal should also state that any increase in fees will be immediately disclosed CEMA. This disclosure should include an estimation of the increased fees and the reason for the increase.


  1. Detail of expenses expected to be incurred, i.e. mileage, per diem, telephone, etc.


  1. Firms ability to produce statements and to print monthly reports.


  1. Proof that the firm has liability insured.


  1. List of companies that the firm has worked for in the past that CEMA may contact for references.



The final decision of the selection of the firm to provide IT services will be made by the CEMA Board of Directors. The final agreement will be in the form of a written contract. All proposals will become part of the requester’s files without obligation.








CEMA Reserves the Right:


  1. To reject any and all proposals submitted.


  1. To request additional information from all proposers.



Time Requirements


  1. Proposals delivered to the CEMA office by no later than 4:00 p.m. on 4/27/2018


  1. The CEMA Board of Directors have made no decision as to the date of the award of IT services contract. All proposers will be notified of the Board action in a timely manner.
  1. Once a contract has been signed, work may begin immediately a progress manner with costs to be billed to the CEMA s the charges generated by the proposer in accordance with the original agreement.





CEMA has designated its Treasurer as a Procurement Officer, responsible for the conduct of this procurement. Name, address, and telephone number are listed below:


Jim Piazza –  Treasure

County Employees Management Association-CEMA

1654 The Alameda #110

San Jose, CA 95126


Telephone: (408) 885-7469

Fax Number: (408) 938-2382

E-mail: Jim.piazza@hhs.sccgov.org


All deliveries via express carrier should be addressed as follows:


Jim Piazza –  Treasure

County Employees Management Association-CEMA

1654 The Alameda #110

San Jose, CA 95126

Main #: (408) 289-9691

Fax #: (408) 289-1128



Any inquiries or request regarding this procurement should be submitted to the Procurement Officer in writing. Offerors may contact ONLY the Procurement Officer regarding the procurement. Other CEMA employees do not have the authority to respond on behalf of the CEMA.