RFP Info for IT Bids.docx
DOCX document 18 KB Posted
- Attached to
- NEW IT VENDOR
- Solicitation number
- PE-64555-NONST-2026-000000014
- Issued by
- Douglas County, Georgia
About this file
This is a Request for Proposal (RFP) information document from the City of Eastman, Georgia, seeking an IT vendor to provide comprehensive technology support, equipment leasing, and website management services across five municipal locations. The City of Eastman currently operates approximately 48 desktop computers distributed among City Hall, the Fire Department, Police Department, Wastewater Treatment Plant, and City Park, along with laptops in police vehicles and for business travel. The vendor must consolidate services currently provided by two separate IT providers and establish a unified network infrastructure. Required services include network connectivity across all offices, .gov domain registration, MS 365 Government Licenses, Windows 11 updates, antivirus and managed detection and response (MDR) protection, admin elevation protection, email spam filtering with ten-year archive capability, password management, backup and disaster recovery solutions, 24/7 customer and technical support, firewall management, and comprehensive website development and management. The vendor must facilitate the immediate lease of at least nine computers through a replacement program and manage owned equipment replacements through leasing as they become necessary. The City anticipates future expansion to include a computer lab with fifteen to twenty computers at City Park with associated security measures.
Bidders must submit detailed line-item estimates covering all one-time and recurring annual costs associated with transition, onboarding, conversion, and ongoing management of all services. The RFP requires vendors to address fourteen specific technical and operational questions, including support reporting mechanisms, response turnaround times, support hours, availability of local on-site technicians, conversion timeline and personnel, leasing program details with cost structure and buyout options, equipment specifications for each leased unit, computer processor types, administrative access parameters for City staff and website management capabilities, staffing capacity, GCIC sensitive information certification status, and relevant municipal government experience. The document does not specify response deadlines, contract award dates, or the contract term and renewal options. The City currently contracts with VC3 for website hosting and ownership; the new vendor must develop a replacement website according to City specifications with provisions for frequent updates due to the operational nature of municipal government services.
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| File | Type | Posted |
|---|---|---|
| IT notice.docx | DOCX document |
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Text version
BID INFORMATION FOR NEW IT VENDOR
The City of Eastman is looking for an IT company who can take over support of our current technology, lease equipment as replacements are needed, and provide website management as specified below.
· Five (5) locations with desktop computers and accompanying technology
· City Hall
· Fire Department
· Police Department
· Wastewater Treatment Plant
· City Park
· Currently 48 computers across the board
· Own all equipment
· Need to replace at least 9 of these immediately through a lease program
· Have laptops in all police vehicles and a handful for business travel that will also need to be included in this management
· As currently owned devices need replacement, these will be leased as well
· Currently have two IT vendors (one for Police and one for everyone else); will need to coordinate with both outgoing providers to ensure no interruption of services for our customers or employees
· Will need to ensure all users, computers, and/or locations have the following:
· Connect all offices on same network
· .gov Domain Registration (for e-mails and website)
· MS 365 Government License
· Windows 11 updates
· Antivirus/MDR Protection
· Admin Elevation Protection
· E-mail Spam Filtering with 10-year e-mail archive
· Password Management
· Backup/Disaster Recovery
· Customer/Tech Support
· Firewall
· Website development and management
· Current website was created by and belongs to VC3
· Need new website created according to the City of Eastman’s specifications
· Need consistent management of new site features, updates, changes, etc.
· Immediate updates are sometimes required due to the nature of our business
· Future anticipations
· Computer lab with 15-20 computers at City Park
· Will need security for these computers
INFORMATION REQUESTED FOR EACH BID:
1. Please provide a detailed line-item estimate for all one-time and annual costs associated with the transition, onboarding, conversion, and management thereafter of all items listed above. If you cannot provide any requested items listed above, please indicate this in your estimate.
2. When we have an issue, how do we report this?
3. What is your turnaround time for responding to requests and providing a solution?
4. What are your support hours?
5. Do you have local techs who can provide on-site support? If so, how quickly can they arrive at our location after responding to a support request?
6. Who will set up the new equipment and be on-site for our conversion?
7. How long will it take to complete the entire conversion/onboarding process?
8. How does your leasing program work with regards to cost, replacements, buy-out options, etc.?
9. What equipment is specifically provided for each leased desktop unit (e.g., one monitor, tower, wireless keyboard, wireless mouse, etc.)?
10. What type of computers and processors do you typically use for replacements?
11. Do you provide any admin access to the City of Eastman staff? If so, to whom and what are your parameters?
12. Do you allow someone with the City of Eastman access to make minor changes to the website information?
13. How many staff members/techs do you have to provide services to us?
14. Are you and your staff currently certified to access GCIC sensitive information? If not, will you and your staff be able to complete this certification, and how long will it take to get it?
15. Have you ever worked in the same capacity for a municipality or other governmental entity? If so, with whom?
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