IT Managed Services

The Town of Ellicottville, New York is requesting proposals for consolidated IT Managed Services under RFP issued August 27, 2026, with proposals due September 18, 2026 at 4:00 PM EST. No set-asides or participation goals apply — SDVOB, MWBE, and DBE goals are all 0.00%.

The scope consolidates fragmented municipal IT infrastructure currently managed by two separate vendors — CMG IT Consulting and Hurricane Technologies — into a single unified agreement. The selected Managed Service Provider will deliver helpdesk and technical support, network and systems management, Microsoft 365 administration, cybersecurity services, backup and disaster recovery, firewall and network security, and development of a comprehensive Centralization and Migration Strategy to integrate all departments into unified architecture. The current environment consists of approximately 48 staff across multiple departments, 31 email-only users, 17 workstations, 12 printers/copiers, and 2 servers at Town Hall and Town Center. The scope explicitly excludes Village Public Works, Water, and Sewer Departments.

Vendors must provide proof of general liability insurance, professional liability/errors and omissions insurance, cyber liability insurance, and workers' compensation insurance. Contract term is negotiable between one and three years with possible renewal options upon mutual written consent and includes termination for convenience with 30 to 60 days written notice. Evaluation criteria: Organization's Experience and References (25 points), Technical Approach and Cybersecurity (25 points), Transition and Onboarding Plan (15 points), and Cost Proposal (35 points). Cost proposals must itemize monthly recurring service fees, third-party software and licensing, onboarding fees, network centralization and migration fees, and out-of-scope rate sheets. Evaluation runs September 18 through October 21, 2026, with notice of award October 22, 2026, and contract start December 1, 2026. Proposals must be submitted in one original and six copies to the Town Clerk's office.