RFP - Managed IT Services Contract - Final.pdf

REQUEST FOR PROPOSALS

IT MANAGED SERVICES

Issued By:

Assabet Valley Collaborative 28 Lord Road, Suite 125 Marlborough, MA 01752

Contact:

Jennifer Reyes, Finance Director jreyes@avcollaborative.org

Due Date:

1:00 PM (Local Time) – May 11, 2026

NOTICE TO PROPOSERS

Pursuant to Chapter 30B, Section 6 of the Massachusetts General Laws (M.G.L. c. 30B, §6), Assabet Valley Collaborative (“AVC”), acting through its Board of Directors, invites sealed proposals for IT Managed Services.

Sealed proposals will be received until 1:00 PM (local time) on the due date listed above at:

Assabet Valley Collaborative 28 Lord Road, Suite 125 Marlborough, MA 01752

Proposals must be submitted in two separately sealed envelopes labeled:

● “RFP: IT Managed Services – Non-Price Proposal”

● “RFP: IT Managed Services – Price Proposal”

Late proposals will not be accepted.

1. INTRODUCTION

1.1 About Assabet Valley Collaborative

Assabet Valley Collaborative (AVC) is an educational service agency serving Metrowest and Central Massachusetts. AVC provides school programs, wraparound services, transportation, professional development, and consulting.

AVC operates across multiple sites and supports approximately 100 staff and 100 students. AVC does not maintain internal IT staff and requires fully outsourced managed IT services.

1.2 Purpose

This RFP seeks a qualified Managed Service Provider (MSP) to deliver comprehensive IT services, strategic planning, and support aligned with AVC’s educational mission.

1.3 Procurement Rights

AVC reserves the right to:

● Reject any or all proposals

● Waive informalities

● Request clarification

● Cancel or amend this RFP

● Negotiate with vendors

● Award in the best interest of AVC

2. ENVIRONMENT OVERVIEW

AVC operates across six locations, including administrative offices, therapeutic schools, and district-leased classrooms.

Technology environment highlights include:

● Mixed Windows, Mac, and Chromebook devices

● Google Workspace (Education)

● Cloud-based student and financial systems

● Limited VPN access

● Aging infrastructure in some facilities

The information below outlines the general demographics of Assabet Valley Collaborative and our current technical environment.

Locations & Device Overview

Site Address Staff Students/Devices Key Notes

Main Office 28 Lord Rd, Suites 125 &

15 Staff devices only Dual monitors, guest WiFi, AV system, printers

Evolution 28 Lord Rd, Suites 267 &

15 30 students (20 Chromebooks)

Shared network, server onsite

Orchard Street Academy

57 Orchard St 30 60+ Chromebooks Aging infrastructure, multi-floor

REACH

(3 sites)

Southborough & Northborough

15 ~20 students District network, MSP supports devices

Cross-Dept Staff

All locations 10–15 Staff laptops Require seamless access

Device Mix

Device Type Approx Quantity Notes

Windows PCs Majority Windows 11

MacBook Airs Significant portion Managed via Jamf (not MSP currently)

Chromebooks ~100 shared Student use only

Mobile Devices Limited Phones/tablets require MDM strategy

Infrastructure Summary

Category Details

Servers 1 primary server (2023)

Network Mix of switches/APs; partial upgrades underway

Connectivity Verizon Fios + district-provided internet

Printers Canon leased + multiple wireless printers

AV Systems Projectors, interactive panels, whiteboards

Software & Systems

System Type Notes

Google Workspace Cloud Core platform

Tyler Infinite Visions Financial Hybrid/cloud access

Frontline Cloud Special education

Schoolbrains Cloud SIS

Health Office Cloud Nursing

Adobe Pro Desktop Limited users

Microsoft Office Desktop Not on all Macs

Zoom (incl. Phone) Cloud 20+ users

Jamf Device Mgmt Not MSP-managed (yet)

Security & Backup

Tool Function

Datto Backup/DR

Backupify Cloud backup

Google Vault Data retention

Breach Secure Now Security training

Key Challenges

● Aging infrastructure (OSA building)

● Mixed device ecosystem

● Limited internal IT resources

● Need for improved cybersecurity posture

● Need for scalable support model

3. SCOPE OF SERVICES

The selected MSP will provide fully managed IT services including, but not limited to:

● Technology Strategy Planning – Provide vCIO services to develop long-term strategic IT roadmap.

● Help Desk Support – 24x7x365 support across Tier 1–3.

● Server & Network Monitoring – 24x7 monitoring with escalation protocols.

● Patch Management – Ongoing updates and maintenance.

● Continuity & Disaster Recovery – Full recovery planning and testing.

● Remote Backup – Nightly backups with testing.

● Email System Management – Support Google Workspace.

● Cybersecurity – Antivirus, anti-phishing, threat protection.

● On-Site Support – Scheduled and as-needed onsite support, including office hours.

● Networking Support – Management of switches, firewalls, Wi-Fi.

● Security Monitoring – Firewall, intrusion detection, secure access.

● Vendor Management – Act as primary IT vendor liaison.

● Asset Management – Maintain inventory and lifecycle planning.

● Software Licensing – Manage renewals and compliance.

● Procurement – Hardware/software sourcing and purchasing.

● Device Deployment – Imaging and setup of PCs, Macs, Chromebooks.

● Device Support – Maintenance and repair.

● Printer Support – Network printing support.

● Standardization – Desktop and software standards.

● Lifecycle Management – Replacement planning and disposal.

● Break/Fix Services – Emergency and planned repairs.’

● Move/Add/Change – Equipment and configuration changes.

● Mobile Device Support – Secure provisioning and MDM strategy.

● Reporting – Performance, uptime, asset reporting.

● Account Management – Escalation and relationship management.

● Project Management – Technical project execution.

● Solution Design – Infrastructure and system design.

● Service Levels – SLA definition and reporting.

● IT Policy Development – Policy creation and updates.

● Hosting – Hosting or co-location options.

● Onboarding/Offboarding – Staff account/device lifecycle.

● Scalability – Flexible service scaling.

● MFA – Multi-factor authentication implementation.

● Security Training – End-user awareness training.

● Vulnerability Testing – Internal/external testing.

● Managed SOC – Security monitoring and response.

Special Projects:

● Network overhaul at older facility

● New program/site IT setup (FY27)

● eRate planning and application support

4. PROPOSAL SUBMISSION REQUIREMENTS

4.1 Sealed Proposal Requirements

Proposals must be submitted in two sealed envelopes:

● Non-Price Proposal

● Price Proposal

4.2 Copies Required

● Ten (10) hard copies

● One (1) electronic PDF copy of Non-Price Proposal

4.3 Required Documents

Proposals must include:

● Cover Letter

● Company Information (Attachment A)

● Responses to Questions (Attachment B)

● Technical Approach

● Staffing Plan

● Pricing Proposal

● References

● Sample Contract / MSA

4.4 Required Certifications

● Certificate of Non-Collusion

● Certificate of Tax Compliance

● Conflict of Interest Certification

● Corporate Proposer Certificate (if applicable)

● Non-Debarment Certification

● Certificate of Insurance

Failure to include required documents may result in disqualification.

4.5 Proposal Validity

Proposals must remain valid for sixty (60) days.

5. PROCUREMENT PROCESS

5.1 Procurement Schedule

The anticipated procurement schedule is as follows:

Milestone Date

Board Approval April 7, 2026

COMMBUYS Posting April 10, 2026

Goods & Services Publication

April 13, 2026

Pre-Proposal Meeting April 21, 2026 – 11:00 AM

Questions Due April 24, 2026 – 5:00 PM

Final Addendum Issued April 29, 2026 - 5:00 PM

Proposals Due / Bid Opening

May 11, 2026 – 1:00 PM

Proposal Review Period May 11–May 22, 2026

Interviews (if needed) Week of May 25, 2026

Selection Recommendation Late May 2026

Board Award Early June 2026

The Collaborative reserves the right to modify this schedule via addendum.

5.2 Pre-Proposal Meeting

A non-mandatory pre-proposal meeting will be held to review the RFP and answer questions.

Date: April 21, 2026 Time: 11:00 AM (Local Time) Location: Virtual via Zoom Link: https://avcollaborative-org.zoom.us/j/82853771362

Attendance is strongly encouraged but not required.

5.3 Questions

All questions must be submitted by Friday April 24, 2026 in writing to:

Cathy Cummins ccummins@avcollaborative.org

5.2 Addenda

Responses will be distributed via addenda to all known proposers and on COMMBUYS by April 29, 2026.

https://avcollaborative-org.zoom.us/j/82853771362 mailto:ccummins@avcollaborative.org

6. EVALUATION CRITERIA

6.1 Minimum Criteria

● Complete submission

● Compliance with RFP

● Demonstrated capability

6.2 Comparative Criteria & Scoring Rubric & Methodolgy

Proposals will be evaluated using a weighted scoring system to determine the most advantageous proposal in accordance with M.G.L. c. 30B. .

Evaluation Category Weight Highly Advantageous (3)

Advantageous (2)

Not Advantageous (1)

Technical Approach & Understanding

20% Comprehensive, detailed, innovative approach aligned to AVC needs

Adequate and complete approach

Lacks detail or understanding

Experience & Qualifications

15% Extensive experience with similar K-12/education clients

Relevant experience demonstrated

Limited or unrelated experience

Service Delivery Model 15% Clearly defined, scalable, proactive support model with strong onsite presence

Adequate support structure

Unclear or insufficient model

Cybersecurity Capabilities

15% Advanced, layered security approach with proactive monitoring and compliance alignment

Standard security offerings

Minimal or unclear security approach

Staffing & Personnel 10% Highly qualified team with dedicated resources and clear roles

Qualified staff identified

Limited or unclear staffing plan

References & Past Performance

10% Strong references with proven success on similar engagements

Satisfactory references

Weak or no references

Cost (Price Proposal) 15% Most cost-effective and clearly structured pricing

Competitive pricing High or unclear pricing

6.3 Price Evaluation

Price proposals will be opened after non-price evaluation and incorporated into final scoring.

6.4 Award

Award will be made to the responsive and responsible proposer offering the most advantageous proposal, taking into consideration both price and non-price factors.

7. CONTRACT TERMS

7.1 Term

Initial term: 3 years - July 1, 2026 - June 30, 2029

Renewal options: Two one-year renewal options: July 1, 2029-June 30, 2030 and July 1, 2030-June 30, 2031.

7.2 Insurance

Vendor must maintain:

● General Liability

● Professional Liability

● Cyber Liability

● Workers Compensation

7.3 Indemnification

Vendor shall indemnify AVC against all claims.

7.4 Independent Contractor

Vendor is an independent contractor.

7.5 Background Checks

All personnel must pass CORI background checks.

7.6 Compliance with Laws

Vendor must comply with all applicable laws including FERPA and Massachusetts data privacy laws.

8. ATTACHMENTS

● Attachment A: Company Information Form

● Attachment B: Questionnaire

● Attachment C: Price Proposal Form

● Attachment D: Non-Collusion Certificate

● Attachment E: Tax Compliance Certificate

● Attachment F: Conflict of Interest

● Attachment G: Corporate Certificate

● Attachment H: Non-Debarment

● Attachment I: Sample Contract

9. THANK YOU

Assabet Valley Collaborative appreciates your interest and looks forward to reviewing your proposal.

3. SCOPE OF SERVICES

4.5 Proposal Validity