IT RFQ.pdf

Request for Qualifications - IT Managed Services Provider

City of Thomaston

TO: Prospective Vendors

DATE: November 22, 2024

SUBJECT: Request for Qualifications for IT Managed Services Provider

You are invited to submit your Statement of Qualifications for IT Managed Services Provider for the City of Thomaston, Thomaston, Georgia.

Attached hereto are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Request for Qualifications (RFQ) shall not be changed or superseded except by written addendum from City of Thomaston City Manager’s Office. Failure to comply with the written requirements for this RFQ may result in disqualification of the submittal by the City of Thomaston.

Submittals are to be sealed, marked with the submitting firms name and address, and labeled: “IT Managed Services Provider” and delivered to:

C/O City Manager 106 E. Lee Street

Thomaston, GA 30286 not later than Wednesday, December 10, 2024, at 12:00 PM, local time

The City of Thomaston reserves the right to reject any and all submittals, to waive any technicalities or irregularities and to award services based on the highest and best interest of the City of Thomaston.

Inquiries regarding this Request for Qualifications (RFQ) should be made to Lonnie Joyce, Assistant City Manager, Tel: 706-647-6633, Fax: 706-647-6583 or e-mail:

ljoyce@cityofthomaston.com

CITY OF THOMASTON, GEORGIA

REQUEST FOR QUALIFICATIONS

for

IT MANAGED SERVICES PROVIDER

SECTION I – OVERVIEW OF REQUEST FOR QUALIFICATIONS

A. PURPOSE

The purpose of this Request for Qualifications (RFQ) is to seek qualified IT Managed Services Provider to provide IT managed services to the City of Thomaston.

B. INFORMATION TO SUBMITTING FIRMS

1. RFQ TIMETABLE

The anticipated schedule for the RFQ is as follows:

RFQ Available : 11-22-24

Deadline for questions: 12-6-24

Submittal deadline 12-10-24 12:00PM local time

2. BID SUBMISSION:

One (1) original and two (2) copies of the complete signed submittal must be received by December 10, 2024 by 12:00 PM ET. Qualifications must be submitted in a sealed envelope stating on the outside, the submitting firm’s name, address, telephone number, and title (IT Managed Services Provider) to:

City of Thomaston

C/O City Manager 106 E. Lee Street Thomaston, GA 30286

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:30 a.m. and 4:30 p.m. ET, Monday through Friday, excluding holidays observed by the City of Thomaston Government.

Submitting firms are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

The Submittal must be signed by a company officer who is legally authorized to enter into an agreement by the submitting firm.

3. CONTACT PERSON:

Submitting firms may contact Lonnie Joyce, Assistant City Manager, 106 E. Lee St., Thomaston, GA 30286, Fax: 706-646-2653, or e-mail: ljoyce@cityofthomaston.com to clarify any part of the RFQ requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing, via facsimile or email. Any unauthorized contact shall not be used as a basis for responding to this RFQ and also may result in the disqualification of the submitting firm’s submittal.

4. ADDITIONAL INFORMATION/ADDENDUM

The City of Thomaston will issue responses to inquiries and any other corrections or amendments it deems necessary in written addendum issued prior to the due date.

Addendums will be posted on the City website. Submitting firms should not rely on any representations, statements or explanations other than those made in this RFQ or in any addendum to this RFQ. Where there appears to be a conflict between the RFQ and any addendum issued, the last addendum issued will prevail.

5. LATE SUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWLS

Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. The City of Thomaston assumes no responsibilities for the premature opening of a statement of qualifications not properly addressed and identified, and/or delivered to the proper designation.

6. REJECTION OF QUALIFICATIONSS

The City of Thomaston may reject any and all statement of qualifications and reserves the right to waive any irregularities or informalities in any qualifications or in the submittal procedure.

Submittals received after said time or at any place other than the time and place as stated in the notice will not be considered.

7. MINIMUM RFQ ACCEPTANCE PERIOD

Statements of qualifications shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of statements.

8. NON-COLLUSION AFFIDAVIT

By submitting a statement, the submitting firm represents and warrants that such statement is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the submitting firm has not directly or indirectly induced or solicited any other firm to put in a sham statement, or any other person, firm or corporation to refrain from submitting and that the submitting firm has not in any manner sought by collusion to secure to that submitting firm any advantage over any other submitting firm. By submitting a statement of qualifications, the submitting firm represents and warrants that no official or employee of City of Thomaston Government has, in any manner, an interest, directly or indirectly in the statement or in the contract which may be made under it, or in any expected profits to arise therefrom.

9. COST INCURRED BY SUBMITTING FIRMS

All expenses involved with the preparation and submission of the RFQ to the City of Thomaston, or any work performed in connection therewith is the responsibility of the submitting firm.

10. RFQ OPENING

Submitted RFQs will not be opened or read aloud publicly. A list of names of firms providing RFQs may be obtained from Lonnie Joyce, Assistant City Manager, after the RFQ due date and time stated herein.

11. TAXES

Selected vendor will be provided with City of Thomaston’s Sales and Use Tax Certificate of Exemption number upon request.

C. GENERAL PROCUREMENT INSTRUCTIONS

1. City of Thomaston must receive all RFQs not later than the date and time listed on the cover sheet of this RFQ. RFQs must be sealed with “IT Managed Services Provider” clearly marked on the outside of the envelope. 3 copies of the RFQ must be received from each submitting firm (1 original, 2 copies). Each statement of qualifications must be signed and dated by an official authorized to bind the firm. Late statements will not be considered for award. Electronic RFQs (fax, email, etc.) will not be considered.

2. RFQs will be evaluated according to the completeness, content, experience with similar projects, ability of the broker and its staff. The selected statement of qualifications does not mean that the other submittals lacked merit, but that, all factors considered, the selected submittal was deemed to provide the best value to the City of Thomaston.

3. Elaborate submittals in the form of brochures or other presentations beyond that necessary to present a complete and effective statement qualifications are not desired.

4. Any costs incurred by broker in preparing or submitting offers are the broker’s sole responsibility. City of Thomaston will not reimburse any broker for any costs incurred prior to award.

5. Statements of qualifications must be submitted in accordance with the requirements of the

RFQ. Failure to include any required information may cause rejection of the RFQ.

SECTION II – GENERAL CONDITIONS

1. Purpose:

The purpose of this Request for Qualifications (RFQ) is to seek qualified an IT Managed Services Provide to assist the City of Thomaston with:

Network and email system monitoring – 24/7 monitoring of the City of Thomaston’s network and email services with proactive communication and escalation protocols based on the severity of any detected issues.

Remote back-up – Executing a nightly backup plan for all servers, included a regularly-tested recovery process.

Maintain – Maintain the City of Thomaston licensing of all programs, hardware, software and any other program associated or used electronically at the city.

Procurement management – Selection of commercially rated equipment, order placement, order tracking, shipping, returns, and installation of all electronic equipment for the City of Thomaston.

Problem Resolution – On-site and remote assistance for all electronic equipment issues as reported.

Move, Add, Change – Changes to the locations or configurations of existing equipment or software/hardware and installation of additional equipment.

Technical Support – Ability to support the City of Thomaston’s inquiries as required, via a help desk type call, including support for remote users.

Reporting and communication – Ensuring monthly detailed reporting of all authorized purchases, assets, current activities and issues; and project status reports.

IT Policy review and development – Development of customized policies related to the use of technology.

Unit evaluation and testing – Formal evaluation of new hardware.

Implementation planning and guidance – Assistance in deployment planning and execution.

Image development and management services – Assistance in planning designing standard images.

Image loading – Prior to delivery and installation.

Configuration – Full assembly of hardware and software, including testing and burn-in.

PC deployment – Delivery and setup of machines on-site.

On-site implementation of business applications – Installation of non-image software.

Asset inventory management – Tagging, tracking, and management of warehousing and inventory.

Life cycle management of hardware units. – Process for end-of-life notification, replacement, and asset decommissioning/disposal Software licensing control – Oversight of automatic renewal of software applications and maintenance of appropriate documentation.

2. IT Managed Services Provider Period:

The IT Managed Services Provider which results from the awarding of this RFQ shall begin services immediately following notification of qualifications approval. The term of service shall continue until any subsequent (Request for Qualifications) RFQ for the same services is issued and awarded, or a 90-day advance notice given by either party to severe services.

3. Respondent Qualifications/IT Environment:

City of Thomaston requires qualified respondents to this RFQ to have articulated experience and knowledge adequate to manage:

Equipment (+/-):

Six different locations (City Hall (Admin. HR, Community Dev, Finance, Code Enforcement), Fire Department, Police Department, Electric Department, Parks/Public Spaces/Streets Departments, Water & Sewer Department).

4 Server(s) – 3 at City Hall and 1 at Police Department (multiple virtual servers on these physical servers)

55-PC’s, 45-Laptops, 11-IPads, 50-Cell phones (set up remote access) Remote access for specified positions Antivirus/Security suites Wi-Fi Microsoft Office Suite Web access (internet) Raid 5 – Police Server BSA (Payroll and Financial system) Courtware WatchGuard EL4 Unifi camera systems at above locations and the parks Numerous Printers, Scanners, CD players/burners Other added as needed

License/Background/References:

IT Certification Must pass NCIC background check Must provide names, addresses and phone numbers of three (3) business references

4. Insurance:

IT Managed Services Provider must maintain and show proof annually of $1,000,000 liability insurance.

5. Scope of Work:

IT Managed Services Provider to City of Thomaston under any agreement ensuing from this RFQ includes all aspects of the essential technology functions including assessments, analysis, recommendations, technical tasks and timely response to all issues. The overall objectives are to assist the City of Thomaston with maintaining its technology infrastructure and information systems, in a secure manner, as well as management of all IT projects. This includes the need to provide technical advice, support, repair, installation, and consulting services as needed.

6. IT Managed Services Provider Qualifications Questionnaire:

The submittal response must clearly demonstrate the required qualifications, expertise, competence and capability of the vendor. Please provide a concise description of your firm’s ability to provide the services required in the Scope of Work section of this document. Costs incurred by firms responding to this RFQ are solely their responsibility. Additionally, please include the answers to the following questions (Address each by letter):

A. General Company Information- Provide a profile of your company, including background and history, size, location(s), certifications, and credentials. Please provide details of how your company stays current on regulations, legislation, certifications and compliance especially as it relates to HIPPA, public records, and government. Describe all staff that will be utilized to perform contractual duties under your qualifications, and their certifications, experience and duties.

B. References – Provide a minimum of three (3) business references including name, address, phone number, services provided to them and years you worked with them.

C. Security/Open Records – Describe your measures for securing your clients data. Include your company’s policies as well as any security certificates you possess. Explain your company’s security expertise and experience with providing electronic data in Open Records Requests.

D. Client Management - Describe how your company would manage a customer relationship with City “clients”. Include here the flow chart of contact for the City of Thomaston with your company. Describe the responsibilities of each individual proposed to be assigned to work with the City of Thomaston. Describe the hours of operation for on-site as well as help desk or off-site assistance. Describe how your company will report to the City any and all major breaches of systems security.

E. Monitoring - Describe your company’s monitoring tools and strategies to insure the stable technology environment and secure storing of confidential data at the City of Thomaston.

Include information if cloud backups are used, how the data is secured, who has access to data.

7. Criteria for Evaluation:

All statement of qualifications will be evaluated according to, but not necessarily limited to, the following:

Your firm’s indicated ability to provide a level of service (including response time) sufficient to meet the City of Thomaston’s needs, as stated in your response to Section II, 5. (Scope of Work) and II, 6. (IT Managed Services Provider Questionnaire).

Extent and success of previous work your firm has provided to organizations similar in nature and size to City of Thomaston, as determined by City of Thomaston’s contact with references provided in Section II, 6.(B).

The statement of qualifications itself as an example of your firm’s work product.

Qualifications/experience of key personnel to be assigned to the project as stated in Section II, 6.(D).

Adherence to RFQ requirements, including: completion of all required forms; provision of all requested information; adequacy of responses, and return of the RFQ by the stated deadline.

8. Pricing:

Provide your pricing rates and fees for all services in the following manner:

Monthly o Workstation (set up, maintenance, issues) o Networks (maintenance, issues) o Programs/Software (purchase, installation, maintenance issues) o Server (maintenance) o Server Backup o Offsite Backup o Help Desk support o Data retrieval

Hourly o After hours (after 5 pm and before 8 am Monday – Friday) o Hourly rate for services not included in the monthly service rate

Response Time: Describe the expected operational time frame for providing services to the City of Thomaston

9. Oral Presentations:

During the evaluation process, City of Thomaston may at its discretion, request oral presentations from any or all respondents for the purpose of clarification or amplifying the materials presented.

However, respondents are cautioned that the City of Thomaston is not required to request clarification; therefore, all statement of qualifications should be complete and reflect the most favorable terms available from the IT Manager Services Provider.

10. Final Selection:

Following review of all qualified RFQs, a suitable vendor will be recommended to the City of Thomaston Mayor and Council. The selected vendor should be prepared to commence working as the IT Managed Services Provider immediately following qualifications award.

Note: City of Thomaston reserves the right to accept the response that is determined to be in the best interest of the City of Thomaston and its employees. The City of Thomaston reserves the right to reject any and/or all RFQs

EXECUTION OF QUALIFICATIONS

DATE: ___________

The potential Vendor certifies the following by placing an "X" in all blank spaces:

___ That this statement of qualifications was signed by an authorized representative of the firm.

___ That the potential Vendor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

___ That all labor costs associated with this project have been determined, including all direct and indirect costs.

___ That the potential Vendor agrees to the conditions as set forth in this Request for Qualifications with no exceptions.

Therefore, in compliance with the foregoing Request for Qualifications, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this statement of qualifications is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Business Contact Representative

Operational Contact Representative

Vendor’s Name Federal ID #

Address Phone Fax Email

Authorized Signature Date

Typed Name & Title

Contractor Affidavit under O.C.G.A. §13-10-91 (b) (1)

By executing this Affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of the City of Thomaston has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C. G. A. §13-10-91. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period and the undersigned Contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an Affidavit to the Contractor with the information required by O.C.G.A. §13-10-91 (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Contractor Name of Project Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on __________, ______. 2024, in _________________(City), _____________ (State)

Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _____ DAY OF _______________, 2024.

Notary Public

My Commission Expires: