Provide Information Technology Support Services

The City of Ellsworth, located in Ellis County, Kansas, is soliciting proposals for comprehensive Information Technology (IT) support services through a Request for Proposal (RFP) issued on October 3, 2022, with proposals due by November 7, 2022. The procurement seeks a fully outsourced IT management provider to deliver proactive maintenance, support, and IT-related functions across city departments. Key deliverables include initial system assessment, desktop application support, server and network administration, security management, strategic technology planning, help desk support, on-site support, public records assistance, and computer inventory management. The city currently utilizes systems such as Computer Information Concepts accounting software, Office365, Orion Software Suite, Fuel Master, Time Clock Plus, and department-specific systems for police, water treatment, and the golf course. The evaluation criteria will weight proposals based on cost (35%), personnel experience (25%), availability (25%), understanding of city needs (10%), and client satisfaction (5%). Prospective vendors can schedule facility and network infrastructure tours by contacting the City Administrator, and must provide at least three references with their proposal.

There are no specific set-aside designations or restrictions on the types of organizations that can respond to this RFP. The Q&A document indicates that while the solicitation is not limited to local Kansas businesses, the city expects the selected vendor to provide service as if they were a local provider, emphasizing responsiveness and accessibility. The contract is anticipated to be a two-year agreement with options to renew for two additional one-year periods, with the current IT provider's contract terminating no later than December 31, 2022. The selected vendor will be required to maintain general aggregate insurance with limits of not less than $1,000,000 and provide a detailed fee schedule with either hourly rates or a flat monthly rate. While specific budget ranges are not explicitly stated, the city reserves the right to reject any or all proposals and seeks a professional service delivery aligned with industry standards. Potential bidders should be prepared to demonstrate comprehensive IT support capabilities, with a focus on minimizing downtime, ensuring data security, and maximizing return on investment for the city's technology infrastructure.