RFP026-52_PC_Imaging_&_Deployment.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/meridenct

City of Meriden

Purchasing Department

142 East Main St. Room 210

Meriden, CT 06450

RFP026-52 PC IMAGING & DEPLOYMENT

Project ID: RFP026-52

RELEASE DATE: March 20, 2026

RESPONSE DEADLINE: April 2, 2026, 11:00 am

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #RFP026-52

Title: RFP026-52 PC Imaging & Deployment

Table Of Contents

1. LEGAL NOTICE

2. INFORMATION TO PROPOSERS

3. SCOPE OF SERVICES

4. EVALUATIONS/QUALIFICATIONS

5. VENDOR SUBMISSION FORMS

Attachments:

A - Professional Services- Sample Agreement

B - COI Required

LEGAL NOTICE

REQUEST FOR PROPOSALS

The City of Meriden is accepting electronic proposals for:

RFP026-52 PC Imaging & Deployment

The City of Meriden is seeking proposals from qualified vendors to assist with the imaging and deployment of

400 end-user PC devices.

Proposals shall be submitted as electronic responses per specifications obtained via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct and on the State of Connecticut

Department of Administrative Services website (https://webprocure.proactiscloud.com).

Proposals may be received up to but not later than 11:00 am, Thursday, April 2, 2026 via the City eProcurement Portal located at https://procurement.opengov.com/portal/meridenct. The City eProcurement

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. Please submit electronic responses via the City eProcurement Portal: https://procurement.opengov.com/portal/meridenct by way of the eProcurement Portal, responses will be locked and digitally encrypted until the submission deadline passes.

The Consulting firm will be evaluated and selected based on and technical competence, qualifications of staff, the capacity and capability to perform the work required, past record performance, knowledge of

Federal, State, and Municipal procedures and proposed rates and fees. Firms responding to this request should be of adequate size and sufficiently staffed to perform the assignments briefly described herein.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden. No proposer may withdraw its proposal within sixty (60) days of the date of the opening.

The City reserves the right to reject any or all proposals and may waive any informality.

The City of Meriden is an Affirmative Action/Equal Opportunity Employer. Disadvantaged, minority, small, and women business enterprises are encouraged to respond.

Rawle Dummett Purchasing Officer City of Meriden, CT 06450-8022 Dated: March 20, 2026 https://procurement.opengov.com/po1tal/meridenct https://webprocure.proactiscloud.com/

INFORMATION TO PROPOSERS

1. SUMMARY

The City of Meriden is seeking proposals from qualified vendors to assist with the imaging and deployment of

400 end-user PC devices. This project includes creating multiple images, implementing a remote management tool (NinjaOne), and configuring Group Policies across all devices. The City is considering using PDQ Deploy to image the PCs but is open to other viable solutions. Additionally, a staff member from the awarded vendor will be required to be onsite for three months, working 40 hours per week, with the possibility of further services as project priorities shift.

2. TIMELINE

Release Project Date: March 20, 2026

Question Submission Deadline: March 26, 2026, 4:00pm

Response Submission Deadline: April 2, 2026, 11:00am

3. PROPOSAL PROCEDURES

The City will only be accepting electronic submissions of proposals. Please submit electronic responses via the

City eProcurement Portal: https://procurement.opengov.com/portal/meridenct. By way of the eProcurement

Portal, responses will be locked and digitally encrypted until the submission deadline passes. Proposals are due for submission no later than 11:00 am, Thursday, April 2, 2026.

4. PROPOSALS/QUALIFICATIONS

A. Proposals shall be submitted in two sealed parts: Qualifications; Part A and Fees/Proposal; Part B.

B. Proposals must be made out and signed in the corporate, or other, name of Proposer, and must be fully and properly executed by an authorized person.

C. Proposals received later than the time and date specified will not be considered.

D. Amendments to or withdrawal of Proposals received later than the date and time set forth in the proposal opening will not be considered.

5. EXAMINATION OF DOCUMENTS

Proposers are to examine all documents and visit the site in order to make a thorough examination of the conditions so that they may familiarize itself with all of the existing requirements, conditions, and difficulties that will affect the execution of the work in order to determine the amount of work necessary to carry out the true intent of the specifications and work shown on the drawings.

The City of Meriden and its agents do not have any responsibility for the accuracy, completeness, or sufficiency of any proposal document obtained from any other source other than from the City eProcurement Portal:

https://procurement.opengov.com/portal/meridenct. Obtaining documents from any other source(s) may result in obtaining incomplete and inaccurate information. Obtaining documents from any other source may also result in failure to receive any addenda, corrections, or other revisions to the documents that may be issued.

No request shall be honored if such request is made less than seven (7) calendar days prior to the date fixed for the opening of proposals. Any and all such interpretations, and any supplementary instructions, will be in the form of a written addenda to the specifications which, if issued, will be made available via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct for addenda. Failure of any proposals to receive any such addenda shall not relieve any proposals from any obligations under its proposal as submitted.

Proposers shall submit all inquiries regarding this proposal via the City eProcurement Portal, located at https://procurement.opengov.com/portal/meridenct. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City eProcurement Portal. Proposers may also click “Follow” on this document to receive an email notification when answers are posted. It is the responsibility of the proposer to check the website for answers to inquiries.

6. AWARD OF CONTRACT

The Purchasing Officer reserves the right to reject any or all proposals or parts thereof for any reason, to negotiate changes to proposal terms and to waive minor inconsistencies with the RFP. The Purchasing Officer reserves the right to make a selection on the basis of qualifications, experience in providing similar services elsewhere, the proposal’s responsiveness to the Request For Proposal requirements; and to negotiate a contract with the Consultant(s).

The contract will not be awarded to any corporation, firm, or individual which/who is in arrears to the City of

Meriden by debt or contract, or who is in default as security or otherwise by any obligation to the City of

Meriden.

The right is reserved to reject any or all proposals, in whole or in part, to award any item, group of items, or total proposal, and to waive informality or technical defects, if it is deemed to be in the best interest of the City of Meriden.

7. TAXES

The City of Meriden is exempt under Connecticut General Statutes from the payment of the excise taxes imposed by the federal government and the Sales and Use Tax of the State of Connecticut; such taxes should not be included in the proposal price. Upon request, exemption certificates will be furnished to the successful

Proposer.

8. FAIR EMPLOYMENT PRACTICES

The Contractor shall agree that neither it or its subcontractors, except in the case of a bona fide occupational qualification or need, to refuse to hire or employ or to bar or to discharge from employment any individual or to discriminate against such individual in compensation or in terms, conditions or privileges of employment because of the individual's race, color, religious creed, age, sex, gender identity or expression, marital status, national origin, ancestry, present or past history of mental disability, intellectual disability, learning disability, physical disability, including, but not limited to, blindness or status as a veteran. The aforementioned terms are obtained from Connecticut General Statutes Section 46a-60, et seq., entitled “Discriminatory employment practices prohibited,” as amended.

9. NON-COLLUSION STATEMENT

Each proposer submitting a proposal to the City of Meriden for any portion of the work contemplated by the documents on which bidding is based shall execute and attach thereto the sworn Non-Collusive Statement, to the effect that the proposal has not colluded with any other person, firm, or corporation in the submission of the proposal/qualifications.

10. FORM OF AGREEMENT BETWEEN CITY OF MERIDEN AND CONSULTANT

The Agreement for the work will be via Purchase Order and Standard Professional Services Agreement.

11. CITY OF MERIDEN CODE OF ETHICS

The City of Meriden has adopted a Code of Ethics located in Chapter 21 of the Code of the City of Meriden, sections 21-1 through 21-15, inclusive, which are expressly incorporated herein by reference. The terms of the

Code of Ethics shall constitute a part of any contract or agreement entered into by the City of Meriden as a result of this proposal as if those terms were fully set forth in such contract or agreement.

Proposers are specifically advised that the Code of Ethics prohibits public officers and employees, as well as their immediate families and businesses, with which they are associated from participating in any transaction which is incompatible with the proper discharge of official duties or responsibilities. Proposers are also advised that the Code of Ethics contain provisions with respect to paid contractors and former employees and officials.

PROPOSERS SHOULD NOTE THAT PROPOSALS, CONTRACTS, AND AGREEMENTS ENTERED

INTO OR AWARDED IN VIOLATION OF THE CODE OF ETHICS ARE VOIDABLE BY

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MERIDEN.

Copies of the Code of Ethics may be obtained from the office of the City Clerk or may be found online on the

City of Meriden’s website.

12. ASSIGNMENT OF CONTRACT

No contract may be assigned without the written consent of the Purchasing Officer or designee.

13. PRICE AND PAYMENT

The City of Meriden is exempt from the payment of the excise taxes imposed by the Federal government and the Sales and Use Tax of the State of Connecticut under Connecticut General Statutes; accordingly, such taxes shall not be included in the pricing.

The City of Meriden, unless stated otherwise in the documents or Contract, will make payment to the

Contractor not less than thirty (30) days following completion of services.

14. INSURANCE

The successful consultant shall be required to provide a Certificate of Insurance denoting general liability, automobile liability, workers compensation liability, and other coverage required by the City’s Risk Manager.

15. LICENSES AND CERTIFICATIONS

The successful firm(s) shall ensure that any appropriate licenses or certifications required by the State of

Connecticut are maintained for the duration of the project. The firm must meet all municipal, state and federal affirmative action and equal employment opportunity practices.

16. TERMS AND CONDITIONS

The selected consultants must have the capability to provide the City of Meriden with expertise in performing other functions, such as, but not limited to, preparation of permit applications, liaison functions and clerical assistance. The following are some potential services which the selected Consultant may be required to provide.

It is also understood that the selected consultant will be required to complete all direct or indirect responsibilities associated with the assigned task so that the intent and desired goal of the City can be achieved.

These services may include, without limitation, reviewing drawings and specifications, providing individuals or sub-consultants with specialized knowledge, assisting in the preparation of legal proceedings, appearance before

Courts or Commissions, providing expert opinions, or conclusions as well as performing investigations of technical matters.

SCOPE OF SERVICES

PROJECT INFORMATION/EXPECTATION

1. GENERAL SCOPE OF WORK

The selected vendor will be responsible for the following tasks:

• PC Imaging:

o Create multiple standard and specialized images for 400 end-user PCs.

o Ensure compatibility and seamless deployment of images across various hardware configurations.

• Remote Management Tool Implementation:

o Deploy and configure the NinjaOne remote management tool for ongoing management and monitoring of the deployed PCs.

• Group Policy Configuration:

o Implement necessary Group Policies to ensure security, compliance, and consistent configuration across all devices.

• PC Deployment:

o Work with City staff to deploy 400 end-user PCs to end-users across various locations.

o Provide troubleshooting and support during the deployment phase.

• Onsite Support:

o Provide an onsite staff member for a three-month period, working 40 hours per week, to assist with imaging, deployment, and troubleshooting.

• Additional Services:

o Other services may be requested as the project evolves, including configuration adjustments or additional deployment support

2. REQUIRED QUALIFICATIONS AND EXPERIENCE

To be considered for this project, vendors must demonstrate the following qualifications:

• PC Imaging and Deployment Expertise:

o Proven experience in imaging and deploying large volumes of end-user PCs (400+ devices).

• Technical Proficiency:

o Proficiency with PC imaging tools (e.g., PDQ Deploy, Microsoft Deployment Toolkit, or other suitable solutions).

o Experience with remote management tools, specifically NinjaOne or equivalent alternatives.

o Expertise in the creation and management of Group Policies within a Windows environment.

• Project Management Skills:

o Ability to manage and coordinate large-scale projects, ensuring timely delivery and minimal disruption to City operations.

• Onsite Support Capability:

o Ability to provide an onsite team member for the duration of the project (3 months, 40 hours/week).

o Strong troubleshooting skills and experience in dealing with technical issues during deployment.

3. PROPOSAL REQUIREMENTS

Vendors should submit a proposal that includes the following:

• Executive Summary:

o A brief overview of the vendor’s approach to the project and how the requirements will be met.

• Detailed Work Plan:

o A timeline outlining the approach to imaging, deployment, and configuration.

o A clear breakdown of tasks and milestones, including projected completion dates.

• Technical Approach:

o A detailed explanation of the tools and technologies you propose to use for the imaging, deployment, and management of the devices, including alternatives to PDQ Deploy if applicable.

• Qualifications:

o Documentation of the vendor’s experience with similar projects, including references from other municipal or large-scale deployments.

• Cost Proposal:

o A detailed breakdown of costs, including:

1. Fees for imaging and deployment services

2. Costs for the implementation of remote management tools

3. Hourly rate for onsite support staff

4. Travel and other incidental expenses (if applicable)

• Staffing Plan:

o Identification of key staff to be assigned to this project, including their roles, responsibilities, and qualifications.

4. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

• Technical Approach and Solution Fit:

o The proposed solution’s ability to meet the project’s technical requirements and the compatibility with existing City systems.

• Experience and Qualifications:

o Vendor experience with similar projects, technical expertise, and qualifications of the proposed staff.

• Cost Effectiveness:

o Overall value of the proposal, including pricing and any additional services offered.

• Timeline and Project Management:

o Ability to meet the City’s timeline and manage the project effective

EVALUATIONS/QUALIFICATIONS

No. Evaluation Criteria Scoring Method Weight (Points)

1. DEMONSTRATES UNDERSTANDING OF

SCOPE

Points Based 20

(20% of Total)

2. DEMONSTRATED ABILITY OF KEY

PERSONNEL EXPERIENCE

Points Based 25

(25% of Total)

3. QUALIFICATIONS & EXPERIENCE Points Based 25 (25% of Total)

4. DETAILED PRICING Points Based 18 (18% of Total)

5. REFERENCES OF PAST CLIENTS Points Based 12 (12% of Total)

VENDOR SUBMISSION FORMS

1. NON-COLLUSIVE STATEMENT/AFFIDAVIT*

Please download the below documents, complete, and upload.

• Non-Collusive_Bid_Statement...

*Response required

2. QUALIFICATIONS & EXPERIENCE*

Do NOT provide pricing information here!

*Response required

3. PRICE PROPOSAL*

*Response required

4. Additional Information https://government-project.s3.us-west-2.amazonaws.com/196784/702c7dfa-5aaa-4f75-8268-1eb67e4e69da_Non-Collusive_Bid_Statement.pdf