2026-04-21 RFP IT.doc

REQUEST FOR PROPOSALS

INFORMATION TECHNOLOGY

Date of Request:

April 21, 2026 Project Title:

INFORMATION TECHNOLOGY

Submittal Due:

4 PM Local Time, Wednesday, May 27, 2026. There will not be a public opening for this RFP.

Late Proposals:

Any proposal received by the City after the exact time and date specified will not be considered. Proposers are responsible to assure delivery prior to the deadline. Do not assume that a guarantee by a mailing service will ensure that the proposal is received by the deadline.

Required Submittal:

Two (2) bound copies and One (1) digital copy in PDF format of the proposal are to be submitted for evaluation by the City in accordance with the instructions in the section “Proposal Requirements.” No faxed or electronic submittals will be accepted.

City of Prairie du Chien

City Hall

214 East Blackhawk Avenue

PO Box 324

Prairie du Chien, Wisconsin 53821

Withdrawal of Proposals:

Proposals may be withdrawn by written notice received at any time prior to the proposal closing date and time. Proposals may also be withdrawn in person by an officer or by a representative of the firm, provided that the representative signs a receipt for return of the proposal.

Contact Person:

Chad Abram

City Administrator

Prairie du Chien City Hall

214 East Blackhawk Avenue

Prairie du Chien, WI 53821

608-326-6406 cabram@prairieduchien-wi.gov Inquiries: Questions/clarifications regarding this RFP must be in writing and sent via the U.S. Mail, Fax, or e-mail to the City Administrator up to three (3) days before the proposal is due. After this date questions involving the content or intent of the proposal will not be answered. All questions will be responded to in writing, provided to all parties requesting an RFP for which the City has contact information, and treated as an addendum to the proposal packet.

Proposer Responsibility: Interested proposers have the responsibility of understanding what is required by this solicitation. The City shall not be held responsible for any firm’s lack of understanding. The City shall not be liable for any costs incurred to prepare or submit a proposal for this project.

Non-Discrimination Statement:

The City of Prairie du Chien does not discriminate on the basis of race, color, religion, age, marital or veterans’ status, sex, national origin, disability, or any other legally protected status in the admission or access to, or treatment or employment in, its services, programs or activities.

City of Prairie du Chien Rights:

The City of Prairie du Chien reserves the right to reject any or all proposals. Proposal award will not be made based on price alone; additional criteria such as vendor experience, vendor history with the city, vendor staff qualifications and customer service, and vendor's experience in a municipal environment will also be considered. The City of PDC shall be the sole judge of these factors. In all instances, the decision rendered by the City of PDC shall be final and not subject to contest by others.

This document is not intended to be an all-inclusive list of every duty and expectation required of the Vendor. Rather this document provides a summary of the major scope of work that is related to this contract and represents the primary responsibilities of the Vendor.

The Vendor is responsible for the oversight of other contractors working for the City in or associated with the technology department including any subcontractors employed by the Vendor.

Lobbying:

Vendors are not to contact members of the Prairie du Chien Common Council, Mayor, other elected and appointed officials, or the review committee. Any lobbying by vendors during the RFP process will result in disqualification from consideration.

Term of Engagement:

A three (3) year contract with annual renewals is contemplated, subject to satisfactory negotiation of terms and the concurrence of the Board of Education. The contract shall be effective on the contract execution date and shall run for three years.

The Vendor shall immediately notify the City if the Vendor is unable to complete the responsibilities outlined in the agreement, in which case the City shall have the right to immediately terminate the agreement. The City reserves the right to immediately terminate the agreement for cause if the Vendor materially breaches any of the provisions of the agreement.

Payment for Services:

Vendor shall provide the City with a monthly invoice. City shall have thirty (30) days from receipt of invoice to pay Vendor. Other invoicing and payment arrangements can be made if mutually agreed to by both parties.

Status as Independent Contractor:

Vendor is an independent contractor and shall not be considered an employee, partner or agent of the City and neither Vendor nor any of the Vendor's agents, employees, or subcontractors will be entitled to any proceeds, insurance, rights or benefits under the City insurance, pension or benefit plans, or for purposes of any Workers Compensation law.

Vendor agrees that it shall pay all wages, salaries, and other amounts due to its employees in connection with performing their obligations covered by this proposal and shall be responsible for all reports and obligations respecting the Vendors and its employees related to social security, income tax withholding, unemployment compensation, workers' compensation, and similar matters. Vendor shall cover or insure all of its employees performing services related to this proposal in compliance with applicable laws related to workers' compensation, employee health insurance, and employer's liability insurance.

Vendor is solely responsible for all applicable federal, state, and local taxes and assessments and will pay the taxes and assessments required by the Internal Revenue Code and any state and local agency of similar concern.

Vendor shall comply with the Fair Labor Standards Act, Affordable Care Act, and the Occupational Safety and Health Act and all other applicable federal, state, county, and local laws, ordinances, regulations, and codes in the performance of duties related to this proposal.

Confidential Information:

The Vendor will have access to confidential information. Confidential information means all information of the City relating to the City's existing or potential non-public business strategies, existing or proposed bids, finance, marketing strategies, and customers. In addition, confidential information includes all personal identification and information of City management, employees, and students. Vendor agrees that all such information is confidential, and that Vendor will not use or disclose such information to any outside person or entity for any reason whatsoever, without the City's express written consent.

Proposal Cost:

The Vendor is expected to furnish turnkey IT management and support for the City of Prairie du Chien. The Vendor will be the IT department for the City. This includes helpdesk up through CTO. In addition, it requires all senior engineering support for servers and network is included. Also, all server, network, workstations, and hardware projects are included. Finally, it requires a staffed remote helpdesk support team to fill any gaps of technicians not being onsite or being available for urgent issues with a phone number for staff to call from 7 AM – 5 PM Mon - Friday. In addition, there will be after hours on call available. This requires remote control software on EVERY server and workstation with MFA Connectivity. The Vendor proposal shall be a total sum proposal to provide turnkey IT management and support. No additional costs beyond the accepted proposal amount will be paid by the City should the IT management and support require additional time of the Vendor. No additional costs beyond the accepted proposal amount will be paid for incidental expenditures such as mileage, postage, copies, etc.

The City is attempting through this document to provide a thorough description of duties expected by the Vendor. Due to the nature and complexity of the relationship, all expected duties cannot be spelled out in exact detail. Vendor shall price their proposal accordingly to incorporate and anticipate contingencies for any variations.

Primary Responsibilities:

· Network systems administration including design, configuration, management, monitoring, repair and support, upgrade and expansion pertaining to firewall, switching, and wireless systems.

· Provide maintenance on all servers and support on all backend infrastructure systems. Oversee backup and recovery processes as well as the cybersecurity tools/protections for all workstations and servers throughout the City.

· Maintain the image of all workstations, deployment of applications, and maintenance of antivirus software and Internet filtering on all City devices.

· Support and deploy City-owned devices, and peripheral hardware, including support of City police Toughbook devices.

· Facilitate repair with third-party vendors.

· Ensure connectivity to various City platforms for all departments

· Create and maintain accounts and the organizational structure in City platforms such as Microsoft Active Directory and Microsoft Azure.

· Update email groups and accounts as necessary in M365.

· Maintain and update device and peripheral hardware inventory which includes daily maintenance, asset tagging and tracking, replacement schedule, and warranty life cycles.

· Provide onsite and virtual end-user tech support for all City locations. This includes providing and utilizing a work order/trouble ticket system for staff members to report/request needed service and to provide analytics of support services.

· Provide a staffed remote helpdesk support team to fill any gaps of technicians not being onsite or being available for urgent issues with a phone number for staff to call from 7 AM – 5 PM Mon – Friday. After hours support number for emergencies as well. This requires remote control software on EVERY server and workstation with MFA Connectivity

· Member(s) of the Vendor's management will attend meetings at the City Office or other location and virtually as requested. The goal of the meeting is to discuss the budget cycle, open issues, brainstorm solutions, and hear any problems that need to be addressed.

· Provide training to City staff on new or upgraded hardware, peripherals, or software.

· Assist City with developing Request for Proposal (RFP) to allow vendor proposals on technology-related items. The Vendor will be the primary contact for third-party technology vendor relations.

· Ensure connectivity and provide support with third party vendors such as the following: City cameras and recording server, VOIP/ phone system, ISP

· Assist with application and securing state and federal funding for hardware as needed.

· Assist the City with ensuring the IT infrastructure requirements and software purchases are inline with city objectives.

· Onsite services as needed

· 24x7 server monitoring/patching/problem resolution

· 24x7 NOC for server issue remediation and updating taking place after hours

· Scheduled hardware & software upgrades

· Emergency on call after hours for downed servers/systems

· Fill the entire role of CTO/IT Director including –

· Budgeting - 5-year plan

· Review all IT Functions (Software, hardware, vendors, etc.) for CBA (Cost Benefit Analysis)

· Work with vendors for price negotiation purchasing, etc. to ensure IT needs are met.

· It is expected that quotes will be acquired from multiple vendors and support company is not the only vendor quoting the equipment to avoid any conflict of interest.

· Fill the entire role of CTO

· Provide all senior server work

· Provide all senior network work

· Provide efficiencies to the depts to make sure that work/tasks are done correctly

· Make sure that the IT Dept is serving the needs of the city

· Provide senior technicians as needed

· Cyber Protection Services Provided

· Provide Cyber Protection for all servers – 4 servers – Must include

· 24x7 SOC monitoring all tools and remediating issues for all servers

· 24x7 NOC monitoring all server logs and remediating issues for all servers

· EDR tool on all servers

· MDR tool on all servers

· Zero Trust tool on all servers

· Provide Cyber Protection for all workstations – Approximately 40 workstations – Must include

· 24x7 SOC monitoring all tools and remediating issues for all workstations

· EDR tool on all workstations

· MDR tool on all workstations

· Zero Trust tool on all workstations

· Cybertraining and Phishing Emails for staff with emails – 51 Staff

· Monthly Online, Automated, and tracked training

· Monthly simulated phishing assessments to all staff

· Licensing that MUST be included – 51 Staff

· MS Teams with Audio Conferencing

· Office 365 G3 – 50 licenses

· Email and M365 backup – 50 licenses

· Email archiving with 7 year retention – 50 licenses plus the ability to keep users that are no longer with the city

· MS Entra ID P1 – 50 licenses

· MS Enterprise Mobility + Security G5 – 1 license

· MS Azure Plan – 1 license

STAFFING:

The staffing positions, qualifications, and staffing levels outlined in this section are the required staffing commitment required of the Vendor at the inception of the contract and shall be the basis for the Vendor's proposal. The staffing positions and levels are based upon the City's current assessment of staffing needs and budget allowances.

The Vendor may include with their proposal proposed cost deductions if, during the course of the contract, the City and Vendor agree to a reduction in staffing levels. Deduction amounts may be listed and should be an hourly rate that would be applied to a reduction in hours.

The Vendor will provide a technician and remote helpdesk. It is expected that a technician will be onsite as needed. If the primary technician is unable to make a visit, another technician will fulfill aforementioned duties or the designated technician will coordinate with the City to schedule.

Page | 2