RFP for IT Services

TOWN OF MADISON, NEW HAMPSHIREREQUEST FOR PROPOSALSManaged Information Technology Services, Microsoft 365 Migration, and Microsoft LicensingIntroductionThe Town of Madison is seeking proposals from qualified Information Technology firms to provide comprehensive managed technology services, cybersecurity, Microsoft 365 implementation, email migration, and ongoing technical support for municipal operations.The Town intends to enter into a professional services agreement with the vendor determined to provide the best overall value based upon qualifications, experience, proposed solution, service capabilities, references, and cost.The Town reserves the right to award all services to one vendor if determined to be in the Town's best interest.Scope of ServicesThe selected vendor shall provide all of the following services.Part A – Managed IT ServicesThe Town seeks ongoing managed services for its municipal offices, Police Department, Fire Department, and related facilities.Services shall include, at minimum:Network monitoring Firewall management Switch and wireless management Remote monitoring and management Server administration Workstation management Windows updates and patch management Antivirus / endpoint detection and response Managed Detection & Response (MDR) Application whitelisting Microsoft 365 security monitoring Backup monitoring Disaster recovery testing Asset inventory Lifecycle planning Help Desk support Remote support On-site support as needed The Town currently has approximately:3 managed networks 2 servers 17 workstations/laptops approximately 20 Microsoft users 3 Police8 workstations 11/12 email only Part B – Microsoft 365 MigrationThe Town intends to migrate from its existing legacy email environment to Microsoft 365.The successful vendor shall provide:Microsoft 365 tenant deployment Exchange Online configuration Email migration Migration of recoverable historical email Outlook configuration Microsoft Office installation MFA implementation DNS updates Mail flow testing SPF DKIM DMARC MX records End-user support Cutover assistance Post-migration validation The Town is also transitioning to a new .gov domain while maintaining continuity with its existing .org email addresses during the transition period. Part C – Microsoft LicensingThe Town requests pricing for Microsoft licensing.Vendors shall provide pricing for:Option 1Commercial Microsoft 365 LicensingIncluding:Exchange Online Microsoft Business Standard Microsoft Business Premium Microsoft Defender for Office 365 Option 2Government Community Cloud (GCC)Including:Exchange Online GCC Office 365 G3 GCC Microsoft 365 G3 GCC Microsoft Defender GCC If alternative licensing models are recommended, vendors shall explain why.Cybersecurity RequirementsThe Town places a high priority on cybersecurity.Proposals should include:Endpoint Detection and Response Managed Detection and Response Security Operations Center monitoring Email protection Web filtering Multi-Factor Authentication Vulnerability management Security recommendations Incident response procedures Backup and disaster recovery Experience supporting CJIS-compliant public safety environments is highly desirable.Vendor QualificationsVendors shall demonstrate experience providing services to:Municipal governments Public safety agencies Police departments Fire departments Government entities Preference may be given to firms with New Hampshire municipal experience.Proposal RequirementsProposals shall include:Company profile Years in business Municipal references Project team Proposed implementation schedule Scope of services Support model Service Level Agreements (SLAs) Cybersecurity approach Microsoft certifications Cost proposal Assumptions Exclusions Insurance certificates PricingPricing shall be submitted separately and shall include:One-Time CostsMigration Onboarding Setup Training Implementation Recurring CostsManaged Services Licensing Security Services Backup Services Monitoring Pricing shall clearly identify:Monthly recurring fees Annual costs Optional services Hourly rates for work outside the agreement Evaluation CriteriaProposals will be evaluated based upon:Qualifications and experience Municipal experience Technical approach Cybersecurity capabilities Customer references Support responsiveness Cost Overall value to the Town The Town reserves the right to interview vendors prior to award.Contract TermThe Town anticipates entering into an initial one-year agreement with options for annual renewal, subject to annual appropriation and approval by the Select Board.Proposal SubmissionProposals shall include one electronic copy and shall be clearly marked:RFP – Managed Information Technology ServicesTown of MadisonOffice of the Town AdministratorPO Box 248Madison, NH 03849