RFQ_P_City of Canton IT Services _Final.pdf

City of Canton 110 Academy Street Canton, Georgia 30114

(770)704-1500 www.cantonga.gov

REQUEST FOR

QUALIFICATIONS / PROPOSALS

for

MANAGED INFORMATION TECHNOLOGY

(IT) SERVICES

66114-27-RFP-0707

Issued on: July 7, 2026

Deadline for Questions: August 7, 2026, 5:00pm

City’s Response to Questions: August 12, 2026

Due Date for Proposals: August 27, 2026, 3:00pm

Request for Qualifications / Proposals for Managed IT Services

July 7, 2026

I. GENERAL INFORMATION / OVERVIEW

Project Background

The City of Canton is requesting Proposals from qualified Information Technology Service Providers to provide Managed IT Services related to the RFP 66114-27-RFP-0707. Copies of the RFP are available at the City of Canton, 110 Academy Street, Canton, Georgia 30114, and can be found on the City’s website at https://www.cantonga.gov/government/departments/finance/rfps-bids.

Proposals are due on Thursday, August 27, 2026 at 3:00 PM Local Time and proposals will be accepted via hard copy only. Questions regarding this RFP shall be submitted via email to rfp.review@cantonga.gov no later than August 7, 2026 at 5:00 PM Local Time. Questions submitted after this time will not be answered.

Community Overview

With an estimated population approaching 40,000, the City of Canton, Georgia provides a high quality of life in North Georgia. Incorporated in 1834 along the Etowah River at the foothills of the Blue Ridge Mountains, the historic yet dynamic downtown, successful business parks, and safe neighborhoods served by ample parks and natural areas have resulted in considerable loyalty and community pride among residents. The residences, businesses, and commercial areas are connected with a transportation and green space network that accommodates cars, bikes, and pedestrians. The beautiful Etowah River is a focal point of the downtown area. Historic buildings thoughtfully blend with new development to provide a mix of housing, employment, shopping, dining, and entertainment.

The City of Canton employes approximately 150 staff and has an internal IT Department of two (2) full-time individuals who manage day-to-day helpdesk support and end-user interactions. The City seeks a strategic partner to provide a “co-managed” IT environment. The selected vendor will be responsible for high-level infrastructure management, cybersecurity, and strategic procurement, acting as a seamless extension of the City’s internal IT staff.

Project Description

1. The purpose of this Request for Proposal is to identify and retain a qualified Information Technology

Firm to provide professional IT Managed Services to the City of Canton. The RFP/Q invites experienced firms to demonstrate their qualifications, proposed approach, and fee structure for the scope of services as indicated below.

2. This Request for Qualifications / Proposals (RFQ/P) describes the project in general, the required scope of services, the selection process, and the minimum information that must be included with the proposal. Failure to submit information in accordance with the requirements and procedures listed herein may cause disqualification.

3. The information contained in this RFQ/P is the City’s best understanding of the current needs and approach on how to address them, but the City may be open to modifications to the scope of services described herein based on the contractor’s professional expertise in these subject areas.

If the consultant believes there is a better way to achieve the City’s goals, then that should be reflected in their proposal.

II. SCOPE OF SERVICES

The selected firm shall provide comprehensive managed IT services to the City of Canton described below.

2.1 End-User On-Site Support

The selected firm shall provide full on-site and remote technical support for City staff as follows:

• Dispatch of a qualified technician to City Hall when remote support efforts are unsuccessful in resolving covered incidents.

• Normal support hours: Monday through Friday, 8:00 AM to 5:00 PM Eastern Time, excluding City-observed holidays.

• A documented ticketing system must be used for all support requests.

• Service Level Agreements (SLAs): Vendor must meet the following minimum response times:

Critical: 30-minute response High: 1-hour response Standard: 4 business hours

2.2 Network & Systems Monitoring and Management

The selected firm shall provide comprehensive 24x7x365 proactive monitoring, alerting, patching, and maintenance of the City’s IT environment, including:

• Servers and network infrastructure, including automated alerting and human review/response.

• FortiGate Firewalls (6).

• Workstations for covered users (approximately 250).

• Microsoft 365 Tenant administration and management.

• Proactive identification and remediation of performance, security, and reliability issues.

• Patch management reporting — vendor must provide regular reporting on patch compliance across all covered devices.

2.3 Cybersecurity

The selected firm shall provide or administer the following security services as part of the base managed services package:

• Managed Detection and Response (MDR) endpoint protection for all covered end users (approximately 250).

• 24/7 Security Operations Center (SOC) monitoring included as part of MDR service.

• Firewall advanced threat protection and next-generation firewall management.

• Vendor must maintain a documented incident response plan and provide it to the City upon request.

• Security event log retention — minimum 90 days.

• Security incident notification — vendor must notify the City within one (1) hour of a confirmed security incident.

2.4 Cloud Administration

The selected firm shall administer the City’s cloud platforms as part of the core managed services scope.

• Azure and Veeam support for all covered users and network devices.

2.5 Emergency After-Hours and Holiday Support

The selected firm shall provide emergency support for incidents classified as Critical outside of normal business hours, subject to the following conditions:

• Remote support must be exhausted prior to dispatching an on-site technician.

• After-hours or holiday support for non-critical issues shall be billed separately at applicable professional service rates.

• “Critical” incidents are defined as: network outage, cybersecurity incident, ransomware event, firewall failure, or loss of core business systems (e.g., email, file access).

• Proposers shall clearly define their on-call escalation path and response time for a Critical (P1) incident in their proposal.

2.6 New and Replacement Technology Support

The selected firm shall provide labor for the setup and configuration of new or replacement servers, switches, and firewalls.

2.7 Vendor Management

The selected firm shall serve as liaison or consultant with authorized hardware and software vendors on behalf of the City to repair, replace, and/or remediate issues related to equipment or services covered under the managed services agreement. The vendor must document and communicate resolution details for all vendor interactions affecting City systems.

2.8 Network Health Reviews

The selected firm shall conduct quarterly network health reviews of the City’s managed environment, which shall include:

• Plain-language summary reports of environmental health, security posture, system continuity, and warranty status.

• Vulnerability or network scanning assessments, either internal or external, as applicable.

• Identification of equipment approaching end-of-life.

• Clear recommendations with estimated costs when action is required.

2.9 Technology Alignment

The selected firm shall provide a dedicated technology alignment resource to:

• Document and maintain a current inventory and understanding of the City’s managed IT environment.

• Review technology configurations for alignment with industry and vendor best practice standards.

• Report findings and recommendations to the City Information Technology Director.

2.10 Virtual Chief Information Officer (vCIO) Services and Support The selected firm shall provide strategic IT advisory services through a dedicated vCIO, including:

• Collaborative strategic consulting to support the City’s technology goals and priorities.

• Periodic analysis of data gathered through technology alignment, remote support, and centralized services to proactively identify risks or areas for improvement.

• Support for budget planning and investment decisions related to IT infrastructure and services.

• Development of a technology roadmap aligned with the City’s organizational goals and recommended technical standards.

• Attendance at City staff meetings or briefings as needed (not to exceed 1–2 times per year).

• No out-of-scope work may be performed without prior written City approval.

2.11 Backup & Disaster Recovery

The selected firm shall maintain and oversee a backup and disaster recovery program for all covered systems, including:

• Backup frequency must occur no less than every eight (8) hours for all covered systems and data, with continuous or near-real-time incremental backups implemented to the extent technologically practicable, ensuring that changes to data and configurations are captured as they occur.

• Minimum data retention period must be clearly defined in the proposal.

• Vendor must define Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for covered systems.

• Annual backup restore testing required — results to be documented and provided to the City.

2.12 Professional Services — Out-of-Scope Work

Services outside the scope of the managed services agreement (including projects, adds/changes/removals, and any other non-covered services) shall be billed at the contractor’s stated hourly professional services rates. Proposers shall provide their standard, after-hours, and holiday hourly rates in their cost proposal.

2.13 Cloud Services — Billed Separately

Microsoft Azure cloud computing services and any other cloud consumption-based services shall be billed outside of managed services based on actual consumption as invoiced by the applicable provider. Proposers shall describe their billing process for such pass-through costs.

Proposers should feel free to include any other services not specified that they deem necessary to achieve the goals of this RFP.

III. SELECTION PROCESS

The RFQ/P process consists of a Qualifications portion and a proposal portion. Proposers shall submit a Statements of Qualifications and a Cost Proposal at the same time in response to the RFQ/P. The Cost Proposals shall be submitted in a sealed envelope. The proposals received in response to this RFQ/P will be screened by a selection committee. The selection committee will consider only the proposals which have been considered responsive to the RFP. Any proposal that fails to meet the RFQ/P's requirements will be regarded as non-responsive and may be rejected. A proposal, which is in any way incomplete, irregular, or conditional, at the City's discretion, may be rejected. The following criteria will be used in the evaluation of the potential consultants:

1. Qualifications

2. Approach

3. Experience and references

4. Proposed costs

Interviews and Finalist Selection

The City may meet or interview any or all of the proposers during the evaluation process. A contract will be negotiated with one or more qualified entities selected during the evaluation process.

Proposals not selected in the evaluation process may be awarded a contract should negotiations with the selected Proposer(s) prove unsuccessful. The City reserves the right to reject any and all proposals and reserves the right to waive any non-substantive defects in the proposals. The finalist proposers will be notified of a date and time for in-person interviews. The City of Canton will review the Pricing Proposals after interviews.

Questions and Clarifications

Any questions concerning this Request for Qualifications/Proposals should be directed to the person listed below. No interpretation or clarification of the meaning of the instructions or scope of services will be made orally except for general information that does not require clarification. Every request for such interpretation should be in writing, submitted by e-mail, and addressed to rfp.review@cantonga.gov shown below. Questions must be submitted by the date/time as listed in this document. All clarifications and any supplemental instructions will be posted on the City of Canton website at the following address: http://www.cantonga.gov. Firms should periodically check the website for updates to this Request for Proposals.

Address requests to:

RFP Review Committee City of Canton rfp.review@cantonga.gov

Schedule of Events for RFQ/P

1. Owner issues public advertisement of RFQ/P – July 7, 2026

2. Submission of written questions and requests for clarification deadline – August 7, 2026

3. Deadline for City responses to requests for clarification – August 12, 2026

4. Statement of Qualifications and Cost Proposals deadline – August 27, 2026 (3:00p)

5. Shortlist Interviews (Finalist Proposer’s) – Aug/Sep 2026

6. Provide Final Recommendation for Council Approval – September 2026

7. Professional Service Agreement Start Date – October 2026

Qualifications Proposal Submittal Requirements / Format

1. One (1) hard copy of the Statement of Qualifications and one (1) electronic copy (pdf) on a flash drive must be received by the City of Canton Main Office no later than the date/time as indicated on the coversheet of this document. The City will not be responsible for the lack of receipt of proposals by the date and time specified.

2. The Project name and Firm’s name and address must be shown on the outside of the sealed envelope, addressed to and delivered to:

RFQ/P Review Committee

RFP# 66114-27-RFP-0707

City of Canton 110 Academy Street Canton, GA 30114

3. Submittals will NOT be accepted or considered after the deadline. Paper copies of submission must be physical paper copies, appropriately bound; e-mailed copies will not be accepted.

Electronic copies of Statement of Qualifications shall be submitted on a flash drive.

4. The Qualifications Proposal must demonstrate specific expertise in the elements of work described herein. Proposals should be bound with the name of the Firm or firms and name of the Project visible on the outside cover. To allow the selection committee sufficient time to properly review all documents in their entirety, each proposal will be limited to 30 pages. The Title Page, Table of Contents, Letter of Transmittal, Section Dividers, and Resumes will not count against the page limits. The Proposal shall contain the following:

a. SECTION 1 ‐ INFORMATION: The Proposal shall include background information about the firm including its history, size, services offered and related information.

b. SECTION 2 - IDENTIFICATION OF PROPOSER: The Proposal shall include the names, offices, addresses, email addresses and phone numbers for individual(s) that are proposed to be involved in the project. The Proposal shall include a team member organizational chart and a listing and biography of key individuals proposed to be assigned to the project. The Proposal shall clearly indicate who will be in responsible charge of the project.

c. SECTION 3 - PROJECT OVERVIEW AND APPROACH: The Proposal shall provide an analysis of the methodology developed to perform all required services and your response to the scope of work as referenced above.

d. SECTION 4 – PROJECT TEAM:

e. SECTION 5 ‐ RELATED PROJECT EXPERIENCE: The Proposal shall include at least three (3) references, including name, address, telephone number, and Email, for whom similar services have been provided.

f. SECTION 6 – ADDITIONAL ITEMS: The following items must be included with each proposal received. Failure to include these items may be cause for disqualification.

i. Copy of current business license;

ii. Completed Contractor Information Form, Conflict of Interest Certification, E-Verify

Federal Work Authorization, and Vendor Statement of Tax Status (found at end of this RFP);

iii. Proof of commercial insurance, covering bodily injury, death, and property damage with a single limit not less than one million ($1,000,000) dollars;

iv. Prior to receiving a “Notice to Award”, the City will require the awardee to submit a Certification of Insurance and Workers Compensation.

Cost Proposal / Contract Fees

1. Submit one copy of your cost proposal in a separate sealed envelope, clearly marked.

Proposals that do not provide costs in a sealed envelope may be considered non-responsive and subject to disqualification. Include itemized costs for all services to be delivered. The City reserves the right to contact proposers on cost and scope clarification at any time throughout the selection and/or negotiation process.

2. Upon review of the qualification package from each proposer, unopened cost proposals will be returned to those firms deemed ‘unresponsive’ or fail to meet qualification requirements as provided by the City.

Evaluation Procedure

A. The City of Canton will review and evaluate Qualification proposals based on the following factors:

1. Qualifications of Firm and Personnel

a. Firm’s and personnel’s experience of completed comparable projects.

b. Organizational chart with qualifications, experience, and responsibilities of the key project personnel.

2. Project Approach and Understanding

a. Suggested approach and understanding of the project.

b. Innovative suggestions and identifying challenges.

3. Capacity and Capability of Firm

a. Present and projected workloads.

b. Past record of performance on contracts for delivery of work relevant to the project scope, including such factors as, control of costs and quality of work.

B. Selection Process:

1. Proposals will be evaluated on the criteria above as well as the cost proposals provided.

After receipt and review of qualification proposals, the City may elect to conduct interviews for some or all firms. The cost of the proposal, although not the sole determining factor, will be a significant determining factor regarding the final recommendation for award.

2. It is anticipated that a contract for the prescribed services will be entered into with the contractor that in the opinion of the City offers the most favorable combination of qualifications, approach, and capability.

3. The City will select the most qualified firm, in its opinion based on the evaluation criteria, and conduct negotiations for the final scope of services and associated costs.

D. Award of Contract

The City anticipates recommending to City Council, the award of this contract in September of 2026. The City reserves the right to reject any and all proposals submitted, to waive any informalities in the proposals submitted, and to award a contract only when it appears to be in the best interest of the City.

IV. SPECIAL CONDITIONS

a. This RFQ/P does not commit the City to procure or award a contract for work or to compensate Proposers for proposal preparation expense. All costs to prepare a response to this RFP shall be borne by the proposer.

b. All information submitted in response to this RFP shall become the property of the City, and as such, may be subject to public review as public record.

c. The City reserves the right to cancel, modify, supplement, add to, delete from or change any part or aspect of this project if it is believed to be in the best interest of the City.

d. The City reserves the right to request additional data, information or clarification pertinent to this solicitation after the submittal date, provided that such information is germane to evaluation of the firm’s qualifications from any or all members of submitting consultants.

However, the City shall not be required to request missing information from the submittal which may cause them to be considered non-responsive.

e. The City shall provide the release of all public information concerning the project, including selection announcements and contract awards. Those desiring to release information to the public must receive prior written approval through the City.

f. Members of the consultant teams, their agents, lobbyists, attorneys and others shall not contact members of the City Council, any employee of the City other than the contact person or any member of the Selection Committee regarding this project or process. Any such contact shall be grounds for automatic disqualification of the consultant team submittal.

g. The City, at its sole discretion, reserves the right to reject any and all submittals, waive any and all irregularities, and disregard any and all non- conforming or counter submittals.

h. The City may accept or reject any or all information submitted as part of the RFP.

i. All proposals will be held in confidence until award.

V. EQUAL EMPLOYMENT OPPORTUNITY

The City of Canton is an equal employment opportunity employee. The City endeavors to do business with firms sharing the City’s commitment to equal opportunity and will not do business with any firm that discriminates on the basis of race, religion, color, ancestry, age, gender, sexual orientation, disability, medical condition or place of birth.

VI. ATTACHMENTS

a. Contractor Information Form

b. Vendor Conflict of Interest Certification

c. Vendor Statement of Tax Status

d. E-Verify Form

City of Canton

Contractor Information

1. Company Name

2. Address

3. Phone Number

4. Name of contact person

5. E-mail Address:

6. Number of years in business

7. Number of people employed on a regular basis.

8. List at least three (3) references in which your company has provided the services requested within the past two (2) years.

Company Name: ________________________________________________

Address: ______________________________________________________

Phone No.: _____________________________________________________

Contact Name: _________________________________________________ e-mail: _______________________________________________________

Phone No.: _____________________________________________________

Phone No.: _____________________________________________________

Phone: 770.704.1500 | Fax: 770.704.1538 | 110 Academy Street | Canton, Georgia 30114 cantonga.gov

VENDOR CONFLICT OF INTEREST CERTIFICATION

The City of Canton, Georgia seeks to avoid business relationships which might conflict, or appear to conflict, with the best interests of the City. The purpose of this form is to identify such potential relationships with vendors.

Note that responses in the affirmative to the questions below do not automatically preclude a vendor from doing business with the City. Evaluations of the responses will be made by the appropriate City personnel on a case-by-case basis. Steps to mitigate the conflict or perceived conflict may be required by the vendor and/or City personnel as appropriate.

1. Does any current or former employee of the City of Canton, Georgia hold a financial interest of greater than 5% in your organization?

Yes No Unsure

2. Does any immediate family member of a current or former employee of the City of Canton, Georgia hold a financial interest of greater than 5% in your organization?

3. Has this organization or any of its principals been debarred, suspended or otherwise excluded by a duly authorized regulatory agency or had a transaction with any such agency terminated for any reason?

If your response to any of the questions above is yes or unsure, please attach a separate sheet describing the situation.

CERTIFICATION

I do hereby certify that all responses herein are true and correct to the best of my knowledge. I understand that the City of Canton, Georgia reserves the right to modify or terminate immediately any vendor or employee relationship (as appropriate) should it be discovered that the information provided herein was known to be false at the time of this certification.

Signature: _______________________________ Date: __________________

Printed Name and Title: ____________________________________________

City of Canton

2525 Ridge Road

Canton, Georgia 30114

Vendor’s Statement of Tax Status

(For Internal Financial Control Purposes)

Vendor:

D.U.N.S. #:

Remittance Address:

Street Address

City, State & Zip Code

Phone Number:

Fax Number:

Contact Information:

As an authorized representative to the above entity; I hereby certify to the best of my knowledge; no outstanding delinquent taxes are owed by said entity to the City of Canton, Georgia or any other government in the United States of America including but not limited to the United States Federal Government.

Name:

Title:

Date:

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

The undersigned contractor ("Contractor") executes this Affidavit to comply with O.C.G.A § 13-10-91 related to any contract to which Contractor is a party that is subject to O.C.G.A. § 13-10-91 and hereby verifies its compliance with O.C.G.A. § 13-10-91, attesting as follows:

a) The Contractor has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program;

b) The Contractor will continue to use the federal work authorization program throughout the contract period, including any renewal or extension thereof;

c) The Contractor will notify the public employer in the event the Contractor ceases to utilize the federal work authorization program during the contract period, including renewals or extensions thereof;

d) The Contractor understands that ceasing to utilize the federal work authorization program constitutes a material breach of Contract;

e) The Contractor will contract for the 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(a), (b), and (c);

f) The Contractor acknowledges and agrees that this Affidavit shall be incorporated into any contract(s) subject to the provisions of O.C.G.A. § 13-10- 91 for the project listed below to which Contractor is a party after the date hereof without further action or consent by Contractor; and

g) Contractor acknowledges its responsibility to submit copies of any affidavits, drivers' licenses, and identification cards required pursuant to O.C.G.A. § 13-10-91 to the public employer within five business days of receipt.

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 _________, _____, 20_____ 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 _____________, 20______.

NOTARY PUBLIC

My Commission Expires: _____________________________