RFP for Technology Service Provider for the City of Hallowell

Start Date: April 19, 2024
End Date: May 20, 2024
Type: Requests for Proposals (RFP)
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Introduction The City of Hallowell seeks to partner with a technology service provider capable of supporting and enhancing our digital infrastructure and services. This RFP is designed to solicit proposals from qualified vendors eager to work with a dynamic city administration to improve operational efficiency, cybersecurity, and public engagement through advanced technology solutions.

Scope of Services The selected vendor will be expected to provide a comprehensive suite of technology services, including but not limited to:

1. Management of City-Owned Computers and Hardware
   • Provide ongoing maintenance, support, and management for all city-owned computing devices and related hardware.
2. Hosting of Outlook Email, Calendar, and Cloud-Based Document Services
   • Facilitate hosting services for Outlook email and calendar, including cloud-based document sharing and storage solutions, ensuring seamless integration and user experience.
3. Digital Security Assessment
   • Conduct thorough digital security assessments to identify vulnerabilities and recommend and implement enhancements to protect against cyber threats.
4. Technology Training
   • Provide comprehensive technology training for city staff, tailored to the needs of various departments and roles.
5. Data Backup and Disaster Recovery
   • Implement or continue with existing robust data backup solutions and disaster recovery plans to safeguard city data against loss or damage from cyberattacks, hardware failures, and natural disasters.
6. Emergency Communication Systems
   • Enhance the city's emergency communication systems to ensure effective and timely communication with residents during emergencies.
7. Regulatory Compliance and Data Privacy
   • Assess and ensure compliance with relevant regulatory and data privacy standards and implement best practices for data protection.

Proposal Submission Guidelines

Proposals must be emailed by noon Friday May 17, 2024 to citymanager@hallowellmaine.org.  Please call City Manager Gary Lamb (430 - 4403) for any questions you have or to arrange for a City Hall visit at One Winthrop Street in downtown Hallowell.

Proposals should include your assessment of our existing hardware, software and security systems. Proposals should include descriptions of any recommended changes to our systems, a proposed timeline for implementation, and a complete budget breakdown for your recommended changes and all services.

Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Understanding of the City's needs.
• Experience and qualifications.
• Innovation and creativity in proposed solutions.
• Cost-effectiveness.
• References and past performance.

Terms and Conditions

The selected vendor will be required to comply with all local laws and regulations, maintain adequate insurance, and adhere to confidentiality agreements regarding city-data.

Attachment A: Vendor Qualifications and References

Please include:

• A brief history of your company and its qualifications.
• Biographies of the staff who will be involved in this project.
• At least three references from similar projects, including contact information.

Conclusion

This RFP represents a significant opportunity for technology service providers to collaborate with the City of Hallowell in enhancing our digital infrastructure and services. We look forward to receiving innovative and competitive proposals that will help us achieve our technological and operational goals.