1-RFQ for Strategic IT Consulting Final.pdf

REQUEST FOR QUALIFICATIONS

FOR INFORMATION TECHNOLOGY STRATEGIC

CONSULTING SERVICES

SUSQUEHANNA RIVER BASIN COMMISSION

PROCUREMENT NUMBER 2026-001

DATE OF ISSUANCE

4/01/2026

No. 2026-001 -2- April 1, 2026

A. BACKGROUND

The Susquehanna River Basin Commission (SRBC) is a federal-interstate compact agency created by Congress, Maryland, New York, and Pennsylvania to coordinate management and protection of the Susquehanna River Basin's water resources. SRBC operates with approximately 60 employees headquartered in Harrisburg, Pennsylvania. The SRBC also maintains an office in Sayre, Pennsylvania that houses 5 employees. The SRBC is responsible for water resource planning, permitting, regulatory oversight, and environmental monitoring throughout the 27,500-square-mile basin.

Under the authority of the Susquehanna River Basin Compact, the SRBC receives funding through state appropriations from member states and administers various federal and state grants. The SRBC maintains complex, sometimes customized information technology (IT) systems to support water resource management, permitting operations, environmental data collection, financial management, and administrative functions.

B. PURPOSE

SRBC invites your firm to submit a proposal for IT Strategic Consulting Services in accordance with this Request for Qualifications (RFQ). The purpose is to conduct a strategic information technology assessment that will evaluate the current state of the SRBC's IT framework and infrastructure, identify gaps and risks, and provide a prioritized roadmap aligned with organizational goals and budget realities as described in this RFQ. Proposals must adhere to the format and content of this RFQ. Proposals will not be evaluated unless all parts requested are submitted in a complete package. The information set forth is the minimum required in order to qualify for consideration. The successful Offeror shall enter a contract with the SRBC, a copy of which is provided as a part of this package as Appendix A.

C. ISSUING OFFICER.

The Issuing Officer and sole point of contact in the SRBC for this RFQ shall be Jason Oyler, 4423 North Front Street, Harrisburg, Pennsylvania 17110, joyler@srbc.gov. Please refer all inquiries to the Issuing Officer via PennBid contact information.

D. CALENDAR OF ACTIVITIES

The SRBC will strive to adhere to the following schedule:

Activity Responsibility Date Dissemination of RFQ SRBC 4/1/2026 Submit questions via PennBid Offeror 4/17/26 by 4 PM EST Response to questions and clarifications SRBC 4/22/2026 Proposals submitted to SRBC Offeror 4/29/2026 by 4 PM EST Proposal selected and Offeror notified SRBC 5/11/2026 mailto:joyler@srbc.gov

RFQ 2026-001 -3- April 1, 2026

The SRBC reserves the right to modify the foregoing schedule.

E. SCOPE OF WORK

Conduct a strategic information technology assessment that will evaluate the current state of the SRBC's IT framework and infrastructure, identify gaps and risks, and provide prioritized recommendations aligned with organizational goals and budget realities. The Offeror shall conduct a high-level strategic assessment of SRBC's information technology environment focusing on Organizational Capacity and IT Governance, Infrastructure and Cloud Environment, Cybersecurity Risks and Compliance, Software Application and IT Service Management and Operations. This assessment will inform SRBC's multi-year IT planning, personnel complement, budget development, and investment decisions. The selected Offeror will provide an independent, objective evaluation that considers industry best practices, federal and state compliance requirements, and the unique needs of a multi-state water resource management agency. This assessment should be completed within 60-90 days.

The Offeror shall evaluate the following domains at a strategic and high level, identifying gaps and providing actionable recommendations appropriate for an agency of SRBC's size, mission, and operational context.

IT Governance Assess how the SRBC plans, manages, and oversees its technology function.

Evaluate alignment between technology decisions. Provide recommendations for improving governance frameworks, policies, performance measures, and accountability mechanisms.

Infrastructure and Cloud Environment Assess the SRBC's physical, virtual, and cloud infrastructure, including network architecture. Evaluate capacity, performance, lifecycle management, and the SRBC's ability to support current and future operational needs to ensure a stable, scalable infrastructure foundation.

Applications and Data Environment Evaluate the software applications supporting SRBC operations, assess support and maintenance arrangements. Review the use of AI tools and associated security controls. Include an evaluation of websites, web portals, content management systems, and their integration with internal systems. Provide recommendations on effectiveness, security, and fitness for current and future needs.

IT Service Management and Operations Evaluate how IT services are delivered and supported, including help desk operations, service quality and responsiveness, change management practices, business continuity and disaster recovery planning, and documentation and knowledge management. Provide recommendations for improving service delivery and operational resilience.

Cybersecurity, Risk, and Compliance Assess the SRBC's security posture, including identity and access management, security monitoring and incident response, compliance with applicable federal and state requirements, security awareness and training, and risk and vulnerability management. Identify gaps and provide recommendations for strengthening controls and reducing risk.

Staffing and Organizational Capability Evaluate the IT team structure, roles, and competencies including contractor-supported functions relative to the SRBC's operational needs. Identify staffing or capability gaps, assess workload distribution and role clarity, and evaluate training and professional development practices. Provide recommendations for improving the IT organizational

RFQ 2026-001 -4- April 1, 2026 structure, staffing levels, or capability development to meet current demands and emerging technology trends.

The SRBC anticipates that some of the work can be done remotely, but some will be more effectively done on site at the SRBC’s Harrisburg, PA headquarters.

Deliverables. The contractor shall prepare a report for each assessment area (or to include each assessment area) that includes the current state of the SRBC’s environment and any key observations, identified gaps and risks, and prioritized recommendations for improvement.

The SRBC desires a timeline for deliverables within 60-90 days of the engagement; however, the Offeror is responsible for providing a timeline as part of item G.3.

F. GENERAL REQUIREMENTS

1. Contract

SRBC intends to enter into a Contract for Professional Services (Appendix A) with the successful Offeror. Offerors should provide separate all-inclusive pricing for this service.

2. Conditions

All Offerors are hereby advised that this RFQ is an informal solicitation and is not a commitment or offer to enter into an agreement or engage in any competitive bidding or negotiation pursuant to any statute, ordinance, rule, or regulation.

Offerors understand and agree that submission of a proposal constitutes acknowledgement and acceptance of, and a willingness to comply with, all of the terms, conditions, and criteria contained in this RFQ.

False, incomplete, or unresponsive statements in connection with a proposal will be sufficient cause for the rejection of the proposal. SRBC reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFQ.

SRBC is not liable for any costs the Offeror incurs in preparation and submission of its proposal, or in participating in the RFQ process. This includes fees assessed by PennBid which are charged to the winning Offeror.

SRBC has included the Contract for Professional Services that will be used as Appendix A. This Contract contains the specific conditions applicable to successful Offeror and should be reviewed by each Offeror before submitting a proposal.

The Offeror understands that all cost information must be separately submitted and sealed (via PennBid) and that the technical proposal cannot contain any information regarding costs. If cost information is included in the technical proposal in any form or format, the proposal will be rejected without exception.

RFQ 2026-001 -5- April 1, 2026

To be considered, Offerors must submit to the SRBC a complete response to this RFQ, using the PennBid website. No other distribution of proposals will be made by the Offeror. Each proposal page should be numbered for ease of reference. Proposals must be signed by an official authorized to bind the Offeror to its provisions. For this RFQ, the proposal must remain valid for at least ninety (90) days. Moreover, the contents of the proposal of the selected Offeror will become contractual obligations if agreement is entered into.

Offeror will provide a technical proposal and cost proposal. Cost proposals must be separate from technical proposals. Technical proposals cannot contain any elements or mentions of costs or the entire proposal will be rejected.

3. Certifications

By submitting a proposal, the Offeror certifies that it meets the following requirements:

a. Has a minimum of five (5) years experience providing IT consulting services.

b. Has completed, within the past five (5) years, a minimum of three (3) projects of similar nature and scope to the work being proposed.

c. Has access to all necessary equipment and has the organizational capacity and technical competence necessary to do the work properly and expeditiously.

d. Has fully read the RFQ and that Offeror understands the Proposal requirements and has full knowledge of the scope, nature and quality of work to be performed.

e. The price amount of this proposal has been arrived at independently and without consultation, communication or agreement with any other Offeror or potential Offeror.

f. The Offeror is not currently under suspension or debarment by the Commonwealth of

Pennsylvania, or any other state, or the federal government.

G. PROPOSAL REQUIREMENTS

Responses to this RFQ must be made according to the requirements set forth in this section for content and sequence. Failure to adhere to these requirements, or to include conditions, limitations, or misrepresentations in the submittal, may be cause for rejection. The deadline will not be extended to accommodate any correction and resubmission.

Proposals must be written using Times New Roman 12-point font or larger, single spaced, with 1-inch margins. This requirement includes all project summaries and resumes submitted as part of the proposal.

Proposals must include the following items:

RFQ 2026-001 -6- April 1, 2026

1. Cover Sheet

A cover sheet, as set forth in Appendix B, which requires contact information, including the name and address of the Offeror; the name, telephone number, facsimile number, and e-mail address of the individual(s) responsible for the preparation of the proposal who may be contacted in the event of questions or notification.

2. Offeror’s Organization and Experience

The Offeror will provide a comprehensive review of your firm’s capabilities and relevant client experiences. Minimum qualifications to be a qualified bidder include at least 5 years of company providing strategic IT consulting services. This section is limited to no more than six (6) pages.

a. Firm capabilities. Please provide a summary of your company’s history, size and organizational culture. Proposals should include: Years in business providing IT consulting services, financial stability information and demonstrated experience assessing hybrid infrastructure environments, including on-premises systems integrated with cloud platforms such as Microsoft 365 or Azure. Provide all organizational IT certifications held by your firm.

b. Relevant Client Experiences. Please provide an overview of the following: your current client base (i.e., number of clients, typical size, industries and organizations served); Experience with government and quasi-government entities (preferred) or non-profit entities; Experience supporting organizations with 50-100 users; Outline a minimum of three (3) similar projects within the past five (5) years. Proposals should describe the scope, size and outcomes of comparable engagements.

3. Assessment Plan and Timeline

The Offeror will provide a concise assessment plan and timeline of how it would propose to conduct this strategic assessment. Proposals must include a description of any assessment methodology(ies), key deliverables and proposed timeline. This section is limited to no more than three (3) pages.

4. Staff Qualifications and Experience

The Offeror will provide the resumes of up to five (5) qualified professionals who will be assigned to conduct the assessment and provide the deliverables. Resumes should include educational background, related experience in conducting strategic assessments, relevant industry certifications, and relevant roles and responsibilities as related to the work which may be required.

This section is limited to no more than ten (10) pages.

5. Small Diverse Business

The Offeror will provide details of the firm’s qualifications for Small Diverse Business (SDBs), including Minority-Owned and Women-Owned Small Business Enterprises as defined by the Commonwealth of Pennsylvania in 4 Pa. Code § 58.302, if applicable.

RFQ 2026-001 -7- April 1, 2026

6. Separate Cost Submittal

As a separately sealed part of this Proposal, Offerors should provide a single all-inclusive price for this service. If any cost information is included in the technical proposal, the Offerors propsoal will be summarily rejected with no opportunity to cure.

7. Proposal Submission

An electronic proposal, inclusive of all requested information and supporting documents must be submitted via PennBid Program (https://pennbid.procureware.com). Proposals must be received by the time and date as provided in D. Calendar of Activities.

H. EVALUATION OF PROPOSALS

SRBC will screen proposals based on eligibility criteria and completeness. All eligible and complete proposals will be evaluated and ranked based on the criteria outlined below. Because this is a contract for professional services, factors other than cost can be considered. Items H.1 through H.3 below will comprise 65% of the available evaluation points, item H.4 will comprise 5% and item H.5 will comprise 30% of the available evaluation points.

1. Offeror’s Organization and Experience

a. The experience of the Offeror in conducting similar projects and similarity of those entities to the SRBC;

b. The relevancy of the projects submitted to those that may be procured.

c. The breadth and scope of any relevant organizational certifications.

2. Assessment Plan and Timeline

The adequacy and clarity of the assessment plan, any proposed methodologies, and proposed timeline. Adequacy, clarity, relevance and breadth of the proposed deliverables. SRBC’s review will also evaluate whether the plan is realistic and achievable and relevant to its organizational needs.

3. Staff Qualifications and Experience

a. The background, qualifications, certification, skills, and experience of the Offeror’s staff;

b. Demonstrated experience with conducting this time of IT Strategic Assessment.

4. Small Diverse Business Assessment

Offerors who are qualified as a Small Diverse Business (SDBs), including Minority-Owned and Women-Owned Small Business Enterprises as defined by the Commonwealth of Pennsylvania or who use such entities as part of their team will receive preference in the SRBC’s evaluation.

https://pennbid.procureware.com/

RFQ 2026-001 -8- April 1, 2026

5. Cost

The competitiveness of the price as compared to other Offerors will be considered.

I. QUESTIONS AND ANSWERS

All questions related to this RFQ must be submitted via PennBid (https://pennbid.procureware.com). Offerors should monitor PennBid for all communications regarding the RFQ.

All questions and responses are considered as addenda to, and part of, this RFQ. SRBC shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFQ or formally issued as an addendum by SRBC.

https://pennbid.procureware.com/

APPENDIX A

CONTRACT FOR PROFESSIONAL SERVICES

AGREEMENT FOR PROFESSIONAL SERVICES

THIS AGREEMENT, Contract No. _____________entered into this day of _, 2026, by the Susquehanna River Basin Commission, party of the first part, hereinafter called “Commission” and party of the second part, _______________________________, hereinafter called “PROFESSIONAL”.

WHEREAS, the Commission is the federal interstate agency with the purpose of managing the water resources of the basin (Susquehanna River Basin Compact (Compact) § 1.3 ) and;

WHEREAS, the Commission may provide for the internal organization and administration of the Commission and enter into contracts necessary to carry out those duties (Compact § 15.1(a)(1) and (b)(3)) and;

WHEREAS, the Commission issued a Request for Qualification (“RFQ”) for the Project on April 1, 2026, and the PROFESSIONAL was chosen for this project based on their submittal to that RFQ (“RFQ submittal”) and;

WHEREAS, the PROFESSIONAL is qualified and equipped and agrees to perform such services, and;

WHEREAS, it is in the best interest of the Commission to obtain the assistance of the PROFESSIONAL in connection with said work and services.

NOW, THEREFORE, the parties hereto intending to be legally bound do mutually agree

Article 1 Character and Extent of Services. The PROFESSIONAL shall conduct a strategic information technology (IT) assessment that will evaluate the current state of the Commission's IT framework and infrastructure, identify gaps and risks, and provide a prioritized roadmap and other deliverables as outlined in the RFQ. The RFQ and the RFQ submittal are incorporated herein by reference, except to the degree any part of the RFQ and RFQ submittal are inconsistent with the terms in this Agreement, in which case the Agreement shall take precedence.

a) The PROFESSIONAL shall perform the assessment tasks identified and provide the required deliverables in the attached Scope of Work and Schedule, Attachment A.

b) All deliverables under this Agreement shall be provided in a format as specified by the Commission.

Article 2 Changes. The Commission may, at any time, by written amendment, make any changes to the Scope of Work which may either increase or decrease the work and services hereunder. If such change causes an increase or decrease in the cost of or the time required for performance of this AGREEMENT, an equitable adjustment shall be made and the AGREEMENT shall be modified in writing accordingly.

Article 3 Term. The term of this AGREEMENT shall be for f o u r ( 4 ) m o n t h s from the date of this AGREEMENT. The Commission reserves the right, upon notice to the Professional, to extend the term of the Contract for up to two (2) months upon the same terms and conditions.

Article 4 Compensation to the PROFESSIONAL. The amount payable shall be $__________. The PROFESSIONAL will be paid upon completion of all deliverables, unless an alternative payment schedule is agreed to by the Commission.

Article 5 Method of Payment. Payment will be made upon submission of an invoice to the Commission’s Director of Administration & Finance.

Article 6 Deliverable Are Property of COMMISSION. The PROFESSIONAL agrees that all deliverables produced in the performance of this AGREEMENT shall be the sole property of the Commission, including all rights therein of whatever kind and whether arising from the common or civil law, equity, or the statutes of the United States or any State thereof.

Article 7 Termination.

a) The Commission may terminate this AGREEMENT at any time and for any cause by a notice, in writing, to the PROFESSIONAL. Upon receipt of such notice, the PROFESSIONAL shall, unless the notice directs otherwise, immediately discontinue all work and services.

b) If the AGREEMENT is terminated for the convenience of the Commission, payment to the PROFESSIONAL will be made promptly for that portion of work and services actually performed, less any payment previously made.

c) If this AGREEMENT is terminated because of the failure on the part of the PROFESSIONAL to fulfill his undertakings under this AGREEMENT, the Commission may take over the work and services and prosecute the same to completion by AGREEMENT or otherwise, and the PROFESSIONAL shall be liable to the Commission for any excess cost occasioned to the Commission hereby.

Article 8 Officials not to Benefit. No official of the Commission shall be admitted to any share or part of this AGREEMENT or to any benefit that may arise therefrom, but this provision shall not be construed to extend to this AGREEMENT if made with a corporation for its general benefit.

Article 9 Insurance. The PROFESSIONAL shall secure and maintain the following coverage at its sole cost and expense.

PROFESSIONAL LIABILITY INSURANCE. Proof of Professional Liability Insurance shall be provided to the Commission in an amount of at least $500,000 per occurance.

GENERAL LIABILITY INSURANCE. P r o o f o f Commercial General Liability Insurance shall be provided to the Commission in an amount of at least $1,000,000 per occurrence.

WORKERS COMPENSATION INSURANCE. Workers Compensation Insurance sufficient to cover all of the employees working to fulfill this Agreement.

Article 10 Commission Saved Harmless.

With regard to any claim, protest, or litigation arising from or related to the PROFESSIONAL’s performance in connection with or incidental to this Agreement, the PROFESSIONAL agrees to defend, indemnify, protect, and hold the Commission and its agents, officers, Board members, and employees harmless from and against any and all claims, including, but not limited to prevailing wage claims against the PROFESSIONAL or its subcontractors, asserted or established liability for damages or injuries to any person or property, including injury to the PROFESSIONAL or its employees, agents, or officers, which arise from or are connected with or are caused or claimed to be caused by the negligent, reckless, or willful acts or omissions of the PROFESSIONAL and its agents, officers, or employees, in performing the work or services herein, and all expenses of investigating and defending against same, including attorney fees and costs; provided, however, that the PROFESSIONAL’s duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the Commission, its Board of Commissioners, agents, officers, or employees.

Further, the PROFESSIONAL shall be aware of and assume full responsibility for compliance with all Federal, State and local laws, ordinances and regulations, including but not limited to those governing, relating or referring to employment of labor, hours of work, workers’ compensation, unemployment compensation, safety and health, environmental protection, working conditions, payment of wages or benefits, deductions for taxes, etc. PROFESSIONAL agrees, to the fullest extent permitted by law, to indemnify, defend and hold the Commission harmless from and against any and all damages and claims arising or resulting from, relating to, or in connection with, the failure to comply with said laws, ordinances and regulations for work performed under this Agreement.

Article 11 Integration and Amendment. The AGREEMENT, including all referenced documents and attachments, constitutes the entire agreement between the parties. No agent, representative, employee or officer of either the Commission or the Grantee has authority to make, or has made, any statement, agreement or representation, oral or written, in connection with the AGREEMENT, which in any way can be deemed to modify, add to or detract from, or otherwise change or alter its terms and conditions unless otherwise explicitly stated within the AGREEMENT. No negotiations between the parties, nor any custom or usage, shall be permitted to modify or contradict any of the terms and conditions of the AGREEMENT. No modifications, alterations, changes, or waiver to the AGREEMENT or any of its terms shall be valid or binding unless accomplished by a written amendment signed by both parties.

Article 12 Nondiscrimination/Sexual Harassment Provisions. In accordance with all applicable state and federal laws, regulations or executive orders, the PROFESSIONAL shall not discriminate against any employee, applicant for employment, independent contractor, or any other person because of race, color, religious creed, ancestry, national origin, age, gender, sexual orientation or handicap. The PROFESSIONAL’S obligations pursuant to this provision are ongoing from and after the effective date of the contract through the termination date.

Accordingly, the PROFESSIONAL shall have an obligation to inform the Commission if, at any time during the term of the contract, it becomes aware of any actions or occurrences that would result in a violation of this provision.

Article 13 Small Diverse Business Requirements. [May be added if the PROFESSIONAL is a SDB or proposed to use an SDB for part of the contracted work]

Article 14 PROFESSIONAL Responsibility Provisions. For the purpose of these provisions, the term PROFESSIONAL is defined as any person, including, but not limited to, a bidder, offeror or contractor who has furnished or seeks to furnish goods, supplies or services or who has performed or seeks to perform construction activity under contract or subcontract with the Commission, or with a person under contract or subcontract with the Commission.

a) The PROFESSIONAL certifies for itself and all its subcontractors, as of the date of its execution of any Commission contract, that neither the PROFESSIONAL, nor any subcontractors, nor any suppliers are under suspension or debarment by any governmental entity, instrumentality, or authority.

b) The PROFESSIONAL must also certify, in writing, that as of the date of its execution, of any Commission contract it has no tax liabilities or other similar obligations.

c) The PROFESSIONAL’S obligations pursuant to these provisions are ongoing from and after the effective date of the contract through the termination date thereof.

Accordingly, the PROFESSIONAL shall have an obligation to inform the Commission if, at any time during the term of the contract, it becomes delinquent in the payment of taxes, or other similar obligations, or if it or any of its subcontractors are suspended or debarred by the federal government or any state or governmental entity. Such notification shall be made within 15 days of the date of suspension or debarment.

d) The failure of the PROFESSIONAL to notify the Commission of its suspension or debarment by any state or the Federal government shall constitute an event of default of the contract with the Commission.

Article 15 Public Access to Records. The Commission’s Public Access to Records regulation, 18 CFR § 801.14, applies to this Agreement. The Commission, as an independent compact agency, is not subject to any of its member jurisdictions’ laws regarding public access to records. Nevertheless, the Commission wishes to assure, to the maximum extent practicable, the availability of Commission records consistent with the Susquehanna River Basin Compact.

Article 16 Applicable Law. The PROFESSIONAL agrees that this Contract shall be governed by and interpreted and enforced in accordance with the laws of the Commonwealth of Pennsylvania (without regard to any conflict of laws provisions) and the decisions of the Pennsylvania courts. The Contractor consents to the jurisdiction of any federal courts in Pennsylvania, waiving any claim or defense that such forum is not convenient or proper. The Contractor agrees that any such court shall have in personam jurisdiction over it, and consents to service of process in any manner authorized by Pennsylvania law.

[Signature Page to be Added]

APPENDIX B

COVER PAGE

For: Susquehanna River Basin Commission located at

4423 N. Front Street Harrisburg, PA 17110

I have received and carefully examined the Request for Qualifications document (No. 2026-001) issued by the Susquehanna River Basin Commission on April 1, 2026.

As an officer, I hereby certify that I am authorized to sign on behalf of:

Company Name: __________________________________________

Street Address: __________________________________________

City/State/Zip: ___________________________________________

Telephone #: ________________________________

This offer shall remain in effect for 60 days from the due date of the proposal document.

Signature: ______________________________________

Print Name: ______________________________________

Title: ______________________________________

Date: ____________________

The individual responsible for the preparation of this proposal who may be contacted in the event of questions or notifications is:

Name: __________________________________________

Title: ___________________________________________

Telephone #: _____________________________________

Email Address: ___________________________________

Fax #: __________________________________________