Managed_IT_Services.pdf

REQUEST FOR PROPOSAL

2026-RFP-006

MANAGED IT SERVICES

RELEASE DATE: September 16, 2025

DEADLINE FOR QUESTIONS: October 1, 2025

RESPONSE DEADLINE: October 16, 2025, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/sjcog https://secure.procurenow.com/portal/%7bproject.government.code%7d

San Joaquin Council of Governments

REQUEST FOR PROPOSAL

Managed IT Services

I. Notification II. Introduction

III. Scope of Services IV. Submittal and Proposal Requirements V. Selection Process/Contract Award

VI. Evaluation Criteria VII. Contract Provisions

VIII. Bid Protest IX. Vendor Submission

Attachments:

F - SJCOG Sample Contract

Request For Proposal 2026-RFP-006 Title: Managed IT Services

1. Notification

To: All Interested Firms

From: Vik Sharma, IT Department

Date: Tuesday, September 16, 2025

Subject: Managed IT Services

San Joaquin Council of Governments (SJCOG), is soliciting proposals from firms interested in providing

Managed IT Services.

Firms interested in providing the services described in the enclosed Request for Proposals (RFP) must submit a proposal by Thursday, October 16, 2025 at 4:00 pm to the Council's e-Procurement Portal.

Bidders shall submit all inquiries regarding this bid via SJCOG e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on SJCOG e-Procurement Portal.

Bidders are encouraged to click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

2. Introduction

2.1. Summary

The San Joaquin Council of Governments (SJCOG) is seeking proposals from qualified firms to provide

Managed IT Services ("Services"), as further detailed in Section 3, Scope of Services. If approved by

SJCOG's Board of Directors, or designee, the successful Proposer will execute an agreement for a five (5) years base term with two (2) one year option terms. SJCOG currently has roughly 38 staff members.

SJCOG has a hybrid/remote work schedules. The selected Proposer will provide interdepartmental IT-managed services across the organization.

2.2. Background

SJCOG is the planning, financing and coordinating agency for the San Joaquin region overseeing transportation, housing and habitat conservation. SJCOG is a joint-powers authority with a board of directors comprised of elected representatives from Escalon, Lathrop, Lodi, Manteca, Mountain House, Ripon, San Joaquin County, Stockton, and Tracy. SJCOG’s broad range of responsibilities include managing the Measure K transportation sales tax program, collecting county demographic and economic data, airport land use planning, and regional air quality. SJCOG partners with a network of local government, private organizations and community groups to deliver a variety of local, state and federal programs that support the streets, roads, highways, public transit, and other transportation resources that help our residents get where they need to be. It is also responsible for assigning each city and the county its fair share of affordable housing.

2.3. Timeline

Release Project Date September 16, 2025

Question Submission Deadline October 1, 2025, 4:00pm

Proposal Submission Deadline October 16, 2025, 4:00pm

Proposal Review Completed by SJCOG Late October/Early November

SJCOG Board approval of Professional

Services Agreement

December 4, 2025

3. Scope of Services

3.1. Workstation and Remote Device Support

The following Scope of Services outlines the specific tasks and responsibilities to be provided to the agency. These services are designed to support, maintain, and enhance the organization’s IT infrastructure, ensuring operational efficiency, security, and alignment with business needs. The provider will be responsible for supporting a three-story building in Stockton, California, which has an IT server room on each floor with dedicated equipment that is connected via fiber.

Important Note:

Our organization is currently using Dell desktops as the primary office workstations; however, we have initiated a transition to Mac Minis to support our office environment. At present, approximately ten (10) users are fully operating on Mac devices, with the remainder of staff scheduled to transition in the near future. We anticipate that within two (2) years, all desktop workstations will be transitioned to Mac.

Accordingly, the selected Provider must be fully capable of supporting both Windows and Mac environments throughout this transition. This includes, but is not limited to, troubleshooting, maintenance, and user support across both operating systems to ensure a smooth migration and continuity of operations. It is imperative that the Provider be fully knowledgeable and proficient in Mac administration and support.

In addition, all staff members utilize MacBook Air or MacBook Pro laptops for remote work (no PCs are used remotely). These laptops are equipped with Office 365 and anti-virus/ransomware protection. The

Provider shall deliver seamless support for these remote Mac devices, including software updates, security management, and user assistance.

Critical Response Requirement – Provider must be located within 50 miles of SJCOG or be able to respond onsite within one (1) hour of notification and or ticket being opened. This requirement is intended to ensure timely resolution of service disruptions and maintain system reliability. All services must be performed by vendor employees only; subcontractors are not permitted. Vendor staff must be situate to reliably meet the the specified response time and distance requirements.

3.2. Managed IT Services

1. Helpdesk Support (M–F / 7–5)

Description: The provider shall offer helpdesk support during regular business hours (Monday through

Friday, 7:00 AM to 5:00 PM) to assist end users with IT-related issues and inquiries. This service ensures prompt resolution of technical problems and enhances user productivity.

Key Responsibilities

- Respond to user requests via phone, email, or ticketing system.

- Troubleshoot hardware, software, and peripheral issues.

- Provide guidance on system usage and escalate unresolved issues to advanced support tiers.

- Ensure high customer satisfaction through timely and effective resolutions.

2. Remote Support (M–F / 7–5)

Description: The provider shall deliver remote support services during regular business hours to address

IT issues without requiring onsite intervention. This service facilitates quick problem resolution and minimizes disruptions.

Key Responsibilities

- Use remote access tools to diagnose and fix issues on user devices and systems.

- Perform software updates, installations, and configurations remotely.

- Address network connectivity problems and monitor system performance.

- Provide remote assistance for user-reported issues efficiently.

3. Onsite Support (M–F / 7–5)

Description: The provider shall provide onsite support during regular business hours for IT issues requiring a physical presence, such as hardware repairs or complex troubleshooting.

Key Responsibilities:

- Conduct hands-on repairs, upgrades, or replacements of hardware.

- Troubleshoot network, server, and endpoint issues onsite.

- Set up and configure new equipment or systems as needed.

- Offer direct assistance to users for issues unresolvable remotely.

4. Continuous Inventory

Description: The provider shall maintain an accurate and current inventory of all IT assets, including hardware, software, and network components, to support asset management and planning.

Key Responsibilities:

- Update the inventory database with asset additions, changes, or disposals.

- Track asset locations, configurations, and assigned users.

- Monitor warranty statuses and facilitate vendor coordination for repairs.

- Provide periodic inventory reports for review.

5. Cloud-Based Printing

Description: The provider shall manage cloud-based printing solutions, enabling secure and flexible printing from any authorized device or location.

Key Responsibilities:

- Configure and maintain cloud printing infrastructure.

- Ensure secure access controls for printing services.

- Monitor printer performance and resolve printing issues.

- Optimize print workflows and support user needs.

6. SaaS Remote Desktop (As Needed)

Description: The provider shall offer Software as a Service (SaaS) remote desktop solutions on an as-needed basis, providing users with access to virtual desktops and applications from any location.

Key Responsibilities:

- Deploy and manage remote desktop environments as required.

- Secure access to virtual desktops and applications.

- Monitor performance and adjust resources to meet demand.

- Support users with setup and troubleshooting.

7. Continuous Network Monitoring

Description: The provider shall continuously monitor the organization’s network infrastructure to maintain performance, detect issues, and prevent disruptions.

Key Responsibilities:

- Use monitoring tools to track network health and usage.

- Identify and resolve potential issues proactively.

- Ensure network reliability through redundancy and failover systems.

- Provide performance reports and improvement recommendations.

8. Live Alert Validation and Triage

Description: The provider shall validate and prioritize real-time alerts from monitoring systems, ensuring critical issues are addressed swiftly.

Key Responsibilities:

- Assess alert severity and operational impact.

- Prioritize alerts based on urgency and escalate as needed.

- Initiate response actions for high-priority alerts.

- Document alert handling and outcomes.

9. Coordinated Incident Response

Description: Provider must be located within 50 miles of SJCOG or be able to respond on-site within one hour of a ticket being opened. All services must be performed by vendor employees only;

subcontractors are not permitted. Vendor staff must be local enough to reliably meet the specified response time and distance requirements.

Key Responsibilities:

- Maintain an incident response plan and execute it during disruptions.

- Lead resolution efforts and involve relevant teams.

- Communicate incident updates to stakeholders.

- Review incidents post-resolution to improve processes.

10. Server Backups (Local and Cloud)

Description: As part of the Managed IT Services, the Provider shall be responsible for performing and managing all backup activities, including the backup of files, servers, and related systems. These services are to be considered part of the base scope of work for IT management and included in the overall managed services fee.

In addition, the Provider shall identify and separately itemize any costs associated with third-party backup solutions or vendors utilized to provide the backup service. The intent is to clearly distinguish the

Provider’s managed service responsibilities from any pass-through or direct costs associated with third-party backup providers.

Key Responsibilities:

- Schedule and execute regular server backups.

- Verify backup success and integrity through testing.

- Maintain offsite cloud backups for redundancy.

- Perform data recovery as needed.

11. M365 SaaS Backup

Description: The Provider shall be responsible for ensuring that Microsoft 365 (M365) data—including but not limited to Exchange Online, SharePoint Online, OneDrive, and Teams—is backed up as part of the managed IT services scope. These activities are to be included in the Provider’s overall managed services responsibilities.

In addition, the Provider shall separately identify and itemize the costs associated with any third-party

M365 SaaS backup solution(s) used to deliver this service. The purpose of this requirement is to distinguish the Provider’s management responsibilities from any pass-through or direct costs associated with the licensing and maintenance of the third-party backup platform.

Key Responsibilities:

- Implement and manage M365 backup solutions.

- Schedule and monitor regular backups.

- Address backup failures promptly.

- Restore lost or corrupted M365 data as required.

12. Configuration Management

Description: The provider shall oversee the configuration of IT systems, ensuring consistency, compliance, and proper documentation.

Key Responsibilities:

- Establish and maintain configuration standards.

- Track and document changes to system configurations.

- Audit configurations for accuracy and adherence to policies.

- Correct configuration discrepancies as identified.

13. Renewals Management

Description: The provider shall manage the renewal process for IT licenses, subscriptions, and agreements to prevent service interruptions.

Key Responsibilities:

- Track renewal dates and provide advance notifications.

- Coordinate with vendors for timely renewals.

- Evaluate renewal options for cost efficiency.

- Maintain an updated renewal schedule.

14. Spam Protection

Description: The provider shall implement spam protection measures to secure email systems from unsolicited and malicious messages.

Key Responsibilities:

- Configure and maintain spam filtering systems.

- Monitor and refine spam detection accuracy.

- Support users in managing spam-related issues.

- Ensure email security aligns with best practices.

15. Advanced Endpoint Protection

Description: The provider shall deploy advanced endpoint protection to safeguard devices from malware, ransomware, and other cyber threats.

Key Responsibilities:

- Install and manage endpoint security software.

- Monitor devices for threats and respond to incidents.

- Update protection tools with the latest threat definitions.

- Ensure comprehensive device security coverage.

16. Firewall Management

Description: The provider shall manage firewall systems to protect the network from unauthorized access and threats.

Key Responsibilities:

- Configure and maintain firewall rules.

- Monitor firewall activity and logs for anomalies.

- Apply updates and patches to firewall systems.

- Conduct regular firewall performance reviews.

17. Security Awareness Training

Description: The provider shall provide ongoing security awareness training to educate employees on reducing cybersecurity risks.

Key Responsibilities:

- Deliver training on phishing, passwords, and safe practices.

- Conduct simulated threat exercises (e.g., phishing tests).

- Track training participation and effectiveness.

- Update training materials based on current threats.

18. Monthly Service Reports

Description: The provider shall deliver monthly reports summarizing IT service performance, incidents, and key metrics.

Key Responsibilities:

- Compile data on support tickets, resolution times, and uptime.

- Report on network and security performance.

- Include insights on inventory and renewals.

- Offer recommendations for service enhancements.

19. Periodic & Annual Business Review Meetings

Description: The provider shall hold periodic and annual review meetings to evaluate service performance and plan IT strategies.

Key Responsibilities:

- Schedule and facilitate review meetings.

- Present performance data and trends.

- Discuss challenges, opportunities, and upcoming needs.

- Align IT services with organizational goals.

20. IT Asset Lifecycle Analysis

Description: The provider shall analyze IT asset lifecycles to optimize management and replacement planning.

Key Responsibilities:

- Evaluate asset age, condition, and performance.

- Recommend replacement or upgrade timelines.

- Manage disposal of obsolete assets.

- Provide lifecycle cost analyses.

21. Annual Budgeting & Roadmapping

Description: The provider shall assist with annual IT budgeting and roadmapping to plan investments and projects.

Key Responsibilities:

- Identify IT priorities and estimate costs.

- Develop a budget and strategic roadmap.

- Collaborate on resource allocation plans.

- Adjust plans based on evolving needs.

22. Strategic Planning and Alignment

Description: The provider shall ensure IT strategies align with business objectives through proactive planning.

Key Responsibilities:

- Understand organizational goals and challenges.

- Develop IT strategies to support business success.

- Recommend technologies to enhance operations.

• Monitor trends for strategic opportunities.

23. Catastrophic Recovery & Management Plan

Description: The Provider shall prepare, maintain, and periodically update a comprehensive

Catastrophic Recovery & Management Plan. This plan ensures rapid recovery and continuity of operations in the event of a major system failure, natural disaster, or other catastrophic event.

Key Responsibilities:

- Develop and maintain a documented catastrophic recovery plan covering all critical infrastructure, applications, and services.

- Define Recovery Time Objectives (RTO) and Recovery Point Objectives (RPO) for all critical systems.

- Conduct annual testing (tabletop or live failover) of recovery procedures and provide documented results.

- Train IT staff and coordinate with stakeholders on recovery processes and responsibilities.

- Integrate disaster recovery strategies with backup and business continuity planning.

24. Vulnerability Management & Penetration Testing

Description: The Provider shall conduct proactive vulnerability management and periodic penetration testing to identify and mitigate security risks.

Key Responsibilities:

- Perform vulnerability scans of servers, endpoints, and network devices at least quarterly.

- Conduct penetration testing at least annually (or after major system changes).

- Provide detailed remediation reports with prioritized recommendations.

- Track resolution of identified vulnerabilities to closure.

25. Security Compliance Framework Alignment

Description: The Provider shall ensure that all IT services, processes, and policies are aligned with recognized cybersecurity and compliance frameworks.

Key Responsibilities:

- Demonstrate compliance with NIST Cybersecurity Framework (CSF), ISO 27001, and CIS Critical Security

Controls.

- Ensure compliance with HIPAA, CCPA, and/or other applicable state/federal privacy regulations.

- Maintain audit-ready documentation of security and compliance measures.

26. After-Hours Emergency Support (Optional Service)

Description: The Provider shall offer after-hours emergency support outside of standard business hours

(nights, weekends, and holidays). Vendors must present their approach and pricing for this service.

Key Responsibilities:

- Provide defined on-call escalation procedures and response times for critical incidents occurring after business hours.

- Offer tiered support/pricing models (e.g., pay-per-incident or flat-rate retainer) as part of the proposal.

- Ensure that after-hours support is delivered directly by vendor employees (no subcontractors).

27. Cyber Liability Insurance

Description: The Provider shall maintain and provide proof of active Cyber Liability Insurance with

SJCOG listed as an additional insured, to protect against potential financial losses resulting from data breaches, ransomware attacks, or other cybersecurity incidents.

Key Responsibilities:

- Maintain a minimum of $2 million in Cyber Liability Insurance coverage (or higher, as required by organizational policy).

- Provide a current Certificate of Insurance (COI) annually to SJCOG.

- Ensure that the policy covers data breaches, ransomware response, forensic investigation, notification costs, and business interruption.

- Notify SJCOG immediately of any lapse, reduction, or cancellation of coverage.

3.3. Current Equipment List

The following is a categorized list of the organization’s current IT equipment, which the provider will be responsible for supporting.

Networking Equipment

· Switches:

o Cisco C3850-48 (2) o Cisco 2960X-48TD (4) o Cisco 2960X-48TS (4) o Cisco C9200-48PXG (1) o Cisco C9200-48T (2)

· Firewalls:

o Fortinet 100F (2)

· Wireless Access Points:

o Cisco Meraki MR56 (10)

Server Equipment

· Physical Servers:

o HP ProLiant DL380 Gen10 (2)

· Network Attached Storage (NAS):

o Synology RS2416RP+ (2)

· Backup Appliances:

o DATTO S3P10000 (1)

· Server Virtualization Hosts:

o HP ProLiant DL380 Gen10 (2)

· Server Virtualization Control Planes:

o VMware VMware Virtual Platform (1)

Desktop Hardware

· Windows Desktops:

o Dell Precision 3630 Tower (10) o Dell Precision 3640 Tower (6) o Dell Precision 3650 Tower (9) o Dell Precision 3660 (13) o VMware VMware Virtual Platform (2)

· Mac Desktops:

o Apple Mac Mini (5) o Apple MacBook Pro/Air (35+)

VM Servers

· Windows Servers:

o VMware VMware Virtual Platform (7)

4. Submittal and Proposal Requirements

All submittals must include the following (no page limit but please be concise):

4.1. Proposal Format

The consultant is free to submit a response to this RFP in a sequence and format of their choosing if the end result is consistent with the stated intention of the project.

Proposal content and completeness are important. Clarity and conciseness will be considered in assessing the proposal. The Consultant Selection Committee will screen all consultant proposals submitted in response to this request. The committee will determine, through the screening process, which consultants will be invited (if deemed necessary) to make formal presentations and be interviewed by the selection committee. The Consultant Selection Committee reserves the right to make a final selection for recommendation to the Board of Directors without an interview.

4.2. Proposal Submittal Process

Submission of Proposal/Period of Acceptance: Proposals may be received up to but not later than

Thursday, October 16, 2025 and 4:00 pm via SJCOG e-Procurement Portal. The San Joaquin Council of

Governments e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections or submission issues. SJCOG strongly recommends completing your response well ahead of the deadline.

All proposals will remain valid for a period of ninety (90) days following the final date of submission. All proposals will become the sole property of SJCOG and a part of its official records without obligation on the part of SJCOG. This RFP is not to be construed as a contract of commitment on the part of SJCOG.

SJCOG reserves the right to reject all proposals, to seek additional information from each proposer, or to issue another RFP if deemed appropriate.

4.3. Submittal Requirements

In order to simplify the review process and maximize the degree of comparative analysis, the proposal should be organized in the following manner:

A. Transmittal letter: The transmittal letter should be signed by an official authorized to bind the consultant contractually and will contain a statement so that the proposal is a firm offer for ninety (90) days. The letter accompanying the proposal will provide the following: name, title, address, and telephone of individuals with the authority to negotiate and contractually bind the company.

B. Table of Contents: Include identification of the material by section and page number.

https://procurement.opengov.com/portal/sjcog

C. Overview: This section should clearly convey the consultant's understanding of the nature of the work and the general approach to be taken in its performance. This section should include, but not be limited to, a discussion of the purpose of the project, the organization of the project effort, and a summary of the proposed approach.

D. Detailed Work Plan: This section should include the following components:

1. Task Description: Include a full description of each step to be followed in carrying out the project. The work description should be presented in sufficient detail (tasks, subtasks, etc.)

to show a clear understanding of the work and the proposed approach. Identify proven methods applied to achieve successful consensus between opposing groups.

2. Deliverables: A description of the format, content, and level of detail that can be expected for each deliverable.

3. Schedule: A schedule showing the expected sequence of tasks, subtasks, etc. should accompany the work description. Important milestones should be identified on the schedule along with the expected time of completion.

4. Qualifications: Provide a short description of previous projects that significantly relate to your qualifications for this project. Provide names, addresses, and telephone numbers for at least three clients for whom your firm provided services like those described in this RFP.

E. Budget and Cost Breakdown: The budget for this project is estimated to not exceed $500,000 for the duration of the contract. SJCOG encourages all applicants to make their best effort to stay under $500,000. If the applicant deems $500,000 is not possible, SJCOG is still interested in receiving your proposal and SJCOG reserves the right to adjust the estimated budget.

1. The cost breakdown must itemize all items that will be charged to the SJCOG, including travel charges that will be involved, and included in the bid amount. No sub‐consultant or direct charge mark‐up will be accepted.

2. This section should also provide a full description of the expected expenditures of funds for the work described in this RFP. The cost breakdown should include, but is not limited to, the following:

a. Billing Rates: A schedule of billing rates by category of employee, to be used in computing the billing cost during the term of the contract. Billing rates should cover all cost associated with the employee.

b. Task Budget: The task budget should include a breakdown by task hours, billing rate charges, and the itemization of other direct costs attributed to the task.

c. Direct Costs: All direct costs (e.g., travel, printing, and postage) specifically attributed to the project and not included in the billing rates must be identified to be eligible for reimbursement. Once contractually authorized, direct cost budgets may not be substituted without the prior written consent of the SJCOG project manager(s).

4.4. Examination of RFP Document

The proposer shall be solely responsible for examining, with appropriate care, the RFP, including any addenda issued during the proposal period. The proposer shall also be responsible for informing itself with respect to any and all conditions that may in any way affect the amount or nature of the proposal or the performance of the work in the event the proposer is selected. Failure of the proposer to examine and inform itself in this manner shall be at the proposer’s own risk and no relief for error or omission shall be given.

4.5. Conflict of Interest

The prospective consultant shall disclose any financial, business, or other relationship with SJCOG that may have an outcome on the selection.

The selected Consultant will not be prevented from participating in future projects to the extent that no direct conflict of interest exists at the time. Consultants responsible for a project’s design may not participate in construction management/construction inspection of the project. The determination of a conflict of interest, direct or incidental, shall be at the sole discretion of SJCOG.

4.6. Signing of Proposal/Authorization to Negotiate

The proposal shall be signed by an official authorized to bind the proposer and shall contain a statement to the effect the proposal is a firm offer for a 90‐day period. The proposal shall provide the following:

name, title, address, and telephone number of individuals with authority to negotiate and contractually bind the company.

4.7. Modification or Withdrawals of Proposals

Any proposal received before the date and time specified above for receipt of proposals may be withdrawn or modified by un-submitting the proposal and making any necessary adjustments. To be considered, however, the modified proposal must be received by the proposal due date and time specified previously.

All verbal modifications to these conditions or provisions are ineffective for proposal evaluation purposes. Only written changes issued by proposers to SJCOG are authorized and binding.

Addenda Notification and Acknowledgement: Proposers are required to register for an account via SJCOG e-Procurement Portal hosted by OpenGov Procurement. Once proposer has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project.

Ultimately, it is sole responsibility of each proposer to periodically check the site for any addenda at

Portal.

4.8. Rejection of Proposals

Failure to meet the requirements for the RFP will be cause for rejection of the proposal. SJCOG may reject any proposal if it is conditional, incomplete, or contains irregularities or inordinately high‐cost rates. SJCOG may waive an immaterial deviation in a proposal. Waiver of an immaterial deviation shall in no way modify the Request for Proposals document or excuse the proposer from full compliance with the contract requirements if the proposer is awarded the contract.

4.9. Amendments to RFP

SJCOG reserves the right to amend the RFP by addendum or to waive minor irregularities. If necessary, the submittal deadline will be extended to allow proposers additional time to respond to the RFP addendum.

4.10. Ineligible Bidders

Each consultant must certify that it is not included on the U.S. Comptroller General’s Consolidated List of

Persons or Firms Currently Debarred for Violations of Various Public Contracts Incorporating Labor

Standards Provisions.

4.11. SJCOG Rights

SJCOG may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the work described in the RFP. SJCOG reserves the right to:

Reject any or all of the proposals if it deems such action is in the public interest;

• Issue subsequent Requests for Proposals;

• Cancel the entire Requests for Proposal;

• Remedy technical errors in the Request for Proposals process;

• Appoint an evaluation committee to review the proposals;

• Seek the assistance of outside technical experts in proposal evaluation;

• Approve or disapprove the use of particular subconsultants;

• Establish a short list of proposers eligible for interviews after review of written proposals;

• Negotiate with some, all, or none of the respondents to the RFP;

• Solicit best and final offers from all or some of the proposers;

• Award a contract to one or more proposers;

• Accept an offer other than the lowest price offer; and

• Waive informalities and irregularities in proposals and the bid process.

This RFP does not commit SJCOG to enter into a contract, nor does it obligate SJCOG to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a contract. All proposals will be subject to public disclosure as required by the California Public Records Act.

SJCOG reserves the right to investigate the qualifications of all firms under consideration to confirm any part of the information furnished by a proposer, or to require other evidence of managerial, financial, or other capabilities that are considered necessary for the successful performance of the contract.

4.12. Confidential Information/Public Record

All responses become property of SJCOG. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

SJCOG will treat all information submitted in a proposal as available for public inspection once SJCOG has selected a contractor. If you believe that you have a legally justifiable basis under the California

Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether SJCOG will assert your claim of confidentiality on your behalf shall be at the sole discretion of the SJCOG. If SJCOG makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

4.13. Proposer Objections

A proposer may object to any of the terms or provisions set forth in the RFP’s Scope of Work or to the selection of a particular proposer on the grounds that SJCOG’s procedures, the provisions of this RFP, or applicable provisions of federal, state, or local law have been violated or inaccurately or inappropriately applied by submitting a written explanation of the basis for the objection. Any objections or clarifications regarding the RFP must be submitted no later than 5 business days after RFP release date.

4.14. Submitting Questions and Receiving Responses

Proposers shall submit all inquiries regarding this proposal via SJCOG e-Procurement Portal. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on SJCOG e-Procurement

Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

5. Selection Process/Contract Award

5.1. Selection Process

Proposals will be judged exclusively on the criteria listed in "Evaluation Criteria." Consultant qualifications will be evaluated by a selection committee consisting of staff from SJCOG and various representatives of its member jurisdictions and agencies as determined necessary. The Selection

Committee will evaluate the proposals based on the outlined content requirements described below.

Each member of the Selection Panel will use the same evaluation criteria and categories to score the proposals.

Only those firms judged most qualified, based on their qualifications and proposal, will be invited to participate in the remainder of the selection process. Upon the completion of the evaluation of the proposal; SJCOG may invite a limited number of qualified firms, to participate in oral interviews. SJCOG will then select the most responsive firm with which to refine the Scope of Work. Assuming a successful negotiation process, the SJCOG Board will approve the selected consultant. If for any reason negotiations are unsuccessful, the second most qualified firm will be asked to refine the Scope of Work.

5.2. Contract Award

The actual award of the contract will be by the San Joaquin Council of Governments. Proposal opening does not constitute the awarding of a contract. The contract is not in force until it is awarded and executed by the Board identified SJCOG designees.

5.3. Disadvantaged Business Enterprise (DBE) Policy

SJCOG has established a Disadvantaged Business Enterprise (DBE) program in accordance with 49 CFR

Part 26 and may utilize Federal Funds. This project is subject to 49 CFR, Part 26 entitled “Participation by

Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”.

Although DBE participation goals have not been set for the agreement, SJCOG encourages the participation of DBEs, as defined in 49 CFR 26, in performing Agreements financed in whole or in part with federal funds. Disadvantaged Business Enterprises (DBE) are encouraged to submit proposals to ensure the participation of DBEs in the performance of agreements financed in whole or in part with

Federal Funds to achieve its federally mandated Statewide overall goal, as defined in 49 CFR 26.

Consultants who obtain DBE participation on this contract will assist Caltrans in meeting its federally mandated statewide overall DBE goal of 22.2%. Please refer to the following website for guidance:

https://www.transportation.gov/small-business/disadvantaged-business-enterprise-dbeprogram or http://www.dot.ca.gov/hq/bep/.

DBEs and other small businesses are strongly encouraged to participate in the performance of contracts financed in whole or in part with federal funds. The consultant should ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts. Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs.

5.4. Good Faith Efforts

The DBE policy requires contractors to follow Good Faith Effort Guidelines; however, they are limited to

UDBEs. UDBEs are limited to these certified DBEs that are owned and controlled by African Americans, Native Americans, Women, and Asian-Pacific Americans.

https://www.transportation.gov/small-business/disadvantaged-business-enterprise-dbeprogram http://www.dot.ca.gov/hq/bep/

5.5. Nondiscrimination

The Authority will never exclude any person from participation in, deny any person the benefit of, or otherwise discriminate against anyone in connection with the award and performance of any contract covered by 49 CFR, Part 26 on the basis of race, color, sex, or national origin. The Authority will not, directly or through contractual or other arrangements, use criteria or methods of administration that have the effect of defeating or substantially impairing the accomplishment of the objectives of the

Caltrans DBE Program Plan with respect to individuals of a particular race, color, sex, or national origin.

5.6. Title VI of the Civil Rights Act of 1964

The selected consultant agrees to comply with all the requirements imposed by Title VI of the Civil

Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued there under in 49 CFR Part 21.

6. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Approach & Methodology

Quality and clarity of the proposed approach to managing IT systems, supports hybrid

Windows/Mac environments, proactive Mac migration plan, includes a detailed

Catastrophic Recovery & Management Plan, and clear methodology for rapid onsite response.

Points Based 25 (25% of Total)

2. Experience & Qualifications

Demonstrated experience providing managed

IT services of similar size and complexity;

extensive experience with Windows & Mac, Fortinet, Cisco, VMware, Synology, Meraki;

direct employees only (no subcontractors) certifications (e.g., Microsoft, Cisco, ITIL); staff expertise.

Points Based 20 (20% of Total)

3. Service Delivery & Support

Clearly defined SLAs, excellent support model, M–F helpdesk, 24/7 monitoring, and demonstrated quick presence within 1-hour onsite response.

Points Based 15 (15% of Total)

4. Security & Compliance

Robust security framework including endpoint protection, firewall management, spam filtering, M365 SaaS backup, and employee training.

Points Based 15 (15% of Total)

5. Cost Proposal

Competitiveness, transparency, with clear separation of managed service fees vs. third-party pass-through costs.

Points Based 15 (15% of Total)

6. Innovation & Value-Added Services

Proposed enhancements beyond the minimum requirements, such as (strategic IT planning, budgeting, lifecycle analysis, proactive recommendations).

Points Based 5 (5% of Total)

7. References & Past Performance

Quality of references and past performance on similar organizations of similar size and complexity, including customer satisfaction and contract outcomes.

Points Based 5 (5% of Total)

7. Contract Provisions

7.1. Insurance Requirements

Without limiting SJCOG’s right to obtain indemnification from the consultant or any third parties, the selected consultant, at its sole expense, shall maintain in full force and affect the following insurance policies throughout the term of the contract.

Comprehensive general liability insurance with coverage of not less than $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. Comprehensive general liability insurance policies shall name SJCOG, its officers, agents, and employees, individually and collectively, as additional insured, but only insofar as the operations under the terms of the contract are concerned. Such coverage for additional insured shall apply as primary insurance or self-insurance and any other insurance, maintained by SJCOG, its officers, agents, and employees, shall be given excess only and not contributing with insurance provided under the Consultant’s policies herein.

Comprehensive automobile liability insurance with limits for bodily injury of not less than $25,000 per person, $250,000 per accident and for property damages of not less than $50,000, or such coverage with a combined single limit of $250,000. Professional liability insurance of at least $1,000,000 is required. Worker’s compensation insurance is also required by law.

This insurance shall not be canceled or changed without a minimum of thirty (30) days advance written notice given to SJCOG. The selected consultant shall provide certification of said insurance to SJCOG within twenty-one (21) days of the date of the execution of the contract. Such certification shall show, to SJCOG’s satisfaction, that such insurance coverage’s have been obtained and are in full force; that

SJCOG, its officers, agents, and employees will not be responsible for any premiums on the policies; that as and if required such insurance names SJCOG, its officers, agents and employees individually and collectively as additional insured (comprehensive and general liability only), but only insofar as the operations under the contract are concerned, that such coverage for additional insured shall apply as primary insurance and any other insurance, or self-insurance, maintained by SJCOG , its officer, agents, and employees, shall be excess only and not contributing with insurance provided under the consultant’s policies herein; and that this insurance shall not be canceled or changed without a minimum of thirty (30) days advance, written notice given to SJCOG.

In the event the selected consultant fails to keep in effect at all times insurance coverage as herein provided, SJCOG may, in addition to other remedies it may have, suspend or terminate the contract upon the occurrence of such event.

Contract Assurance: DBE regulations require the following contract assurance statement in every DOT-assisted contract and subcontract: "The consultant or subconsultant shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The consultant shall carry out applicable requirements of 49 CFR, Part 26 in the award and administration of DOT-assisted contracts.

Failure by the consultant to carry out these requirements is a material breach of this contract, which may result in the termination of this contract, or such other remedy as recipient deems appropriate."

Prompt Payment: Attention is directed to Section 7108.5 of the California Business and Professions

Code, which requires a prime consultant or subconsultant to pay any subconsultant not later than 7 days of receipt of each progress payment, unless otherwise agreed to in writing. In addition, Federal

Regulation (49 CFR 26.29) requires a prime consultant or subconsultant to pay a subconsultant no later than 30 days after receipt of each payment, unless any delay or postponement of payment among the parties takes place only for good cause and with the prior written approval of the agency. Section 7108.5 of the California Business and Professions Code also contains enforcement actions and penalties. These requirements apply to both DBE and non-DBE subconsultants.

7.2. Negotiations and Engagement

Following the selection of a consultant, the selected firm will participate in contract negotiations with

SJCOG staff. The final contract and Scope of Services will be negotiated. Consultants are encouraged to include in their proposal any comments relating to the Scope of Services and/or the terms and conditions of SJCOG’s standard contract. In addition, consultants are reminded that any comments regarding the Terms and Conditions of SJCOG’s standard contract must be noted in the proposal. SJCOG reserves the right to disqualify any firm that does not provide written discussions of any disagreements it has relative to SJCOG’s Terms and Conditions. SJCOG does not anticipate making any substantive changes to its Terms and Conditions.

8. Bid Protest

8.1. Standing for Protest

A. Only a proposer who has actually submitted a responsive proposal is eligible to submit a protest.

Subcontractors are not eligible to submit protests. A proposer may not rely on the protest submitted by another proposer but must timely pursue its own protest.

B. The protesting proposer must submit a non-refundable fee in the amount of five hundred dollars ($500.00). This fee must be submitted to SJCOG no later than the respective protest deadline defined below.

8.2. Grounds for Protest.

Protests shall be based only upon the following grounds:

A. SJCOG failed to follow the procedures and adhere to the requirements set forth in the Request for Proposal or Addendum thereto.

B. The Protestor alleges misconduct by SJCOG officials or evaluation team members.

8.3. Time for Filing a Protest

A. Any protest must be in writing and received by SJCOG at 555 East Weber Avenue, Stockton, CA

95202 before 5:00 p.m. no later than two (2) business days following the date the SJCOG Board awards the Contract.

B. For purposes of this Protest Procedure, a “business day” means a day that SJCOG is open for normal business, and excludes weekends and holidays observed by SJCOG.

8.4. Required Form of Protest

A. The protest must contain a complete statement of the basis for the protest and all supporting documentation. Material submitted after the applicable protest deadline will not be considered.

The protest must refer to the specific grounds of protest set forth above upon which the protest is based and include the form of relief requested. The protest must include the name, address, email address, and telephone number of the person representing the protesting proposer if different from the protesting proposer.

B. Public Records. All materials submitted relative to this RFP/RFQ will be kept confidential until such time as an award of Contract is made. At such time, all materials submitted must be made available to the public. All information contained in the proposal may be subject to the

California Public Records Act (Government Code sections 6250 et seq.), and the information’s use and disclosure are governed by this Act. Any information deemed confidential or proprietary should be clearly identified by the proposer as such. Such information may then be protected and treated with confidentiality to the extent permitted by state law.

8.5. Protest Resolution Process

A. The Executive Director will designate staff to investigate disputed factual allegations, if any, contained in the timely filed protest.

B. The designated staff will prepare a Proposed Decision with assistance from SJCOG General

Counsel as soon as possible. The Proposed Decision should contain a summary of the protest, an evaluation of the protest, and a recommendation as to whether the protest should be allowed or denied. The Proposed Decision will only address the issues raised in the protest. The

Proposed Decision shall be submitted to the Executive Director for approval.

C. If the Proposed Decision is approved by the Executive Director, the Proposed Decision is then transmitted to the SJCOG Board Members.

D. If a Member of the Board does not request full Board consideration of the protest within five (5) calendar days of receiving the Proposed Decision, the Proposed Decision becomes the Final

Decision of SJCOG and is mailed to the protestor and the proposer to whom award was authorized.

8.6. Exclusive Remedy.

The procedure and time limits set forth in this Section are mandatory and are the proposer’s sole and exclusive remedy in the event of protest. A proposer’s failure to comply with these procedures will constitute a waiver of any right to further pursue a protest, including filing a Government Code Claim or initiation of legal proceedings.

8.7. Right to Reject all Proposals.

The proposer’s filing of a protest shall not preclude SJCOG from rejecting all proposals and re-advertising a Request for Proposals. Rejecting all proposals shall render a protest moot and terminate all protest proceedings.

8.8. Right to an Award.

The SJCOG Board of Directors reserves the right to award the Contract to the proposer it has determined to be the responsive responsible proposer, and to issue a notice to proceed with the services notwithstanding any pending or continuing challenge to its determination.

8.9. Effect on Contracts.

The failure of an SJCOG employee or department to comply with the provisions stated in this Protest

Procedure shall in no way affect the validity of any contract entered into by SJCOG.

9. Vendor Submission

9.1. Confirm*

Did you read through and confirm that you met all of the proposal requirements?

☐ Yes

☐ No

*Response required

9.2. RFP File Upload *

*Response required

9.3. Upload a copy of certificate of insurance *

*Response required

9.4. Confidential

This section is ONLY if:

If you believe that you have a legally justifiable basis under the California Public Records Act

(Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any information, together with the legal basis of your claim in your proposal, and present such information separately.