Information Technology Services Bid

STATEMENT OF QUALIFICATIONS / REQUEST FOR PROPOSALS

INFORMATION TECHNOLOGY SERVICES Township of Grosse Ile

I. INTRODUCTION

The Township of Grosse Ile is soliciting proposals from qualified information technology consultants to provide comprehensive information technology support services for Township operations and public safety departments. The selected consultant will provide support services for the following departments and facilities: * Police Department * Fire Department * Township Hall * Recreation Department * Department of Public Services The Township currently operates Microsoft Windows Server environments including Server 2019 and Server 2022, utilizing VMware virtual server infrastructure. The Township also maintains wired and wireless network infrastructure, including guest Wi-Fi systems, mobile laptops, desktop computers, and public safety technology systems subject to LEIN compliance requirements. The Township currently maintains approximately 50 desktop computers and 30 laptop computers across all departments. The successful consultant must possess the experience, staffing, certifications, and availability necessary to provide responsive and comprehensive technical support services within a municipal government and public safety environment. There is no expressed or implied obligation for the Township to reimburse responding firms for any expenses incurred in preparing proposals in response to this Request for Proposals (RFP).

A. General Information

The Township reserves the right to request additional information or clarification from proposers, to permit corrections of errors or omissions, and to request oral presentations from selected firms during the evaluation process. The Township reserves the right to reject any or all proposals, waive any non-material irregularities, and accept any proposal deemed to be in the best interest of the Township. The Township's current IT services agreement expires in November 2026. The intent of this RFP is to secure IT services beginning immediately following the expiration of the current agreement.

II. NATURE OF SERVICES REQUIRED

The Township of Grosse Ile is soliciting the services of qualified consultants to provide information technology support for the Township's computer systems, servers, public safety infrastructure, and network environment. The Township supports approximately 60 full-time and part-time users. Consultant services shall include both regular operational support and emergency response support for public safety systems.

III. SCOPE OF TECHNICAL SERVICES

"Regular IT Support" shall include, but not be limited to, the following services: 1. Help Desk Support * Software-related support and troubleshooting * Hardware support for servers, workstations, and mobile data computers * Remote and on-site support services 2. Network Administration * Network access management * Network printing support * Resource and file access administration * Email administration and hosting * Server maintenance and updates * Firewall administration and support * Documentation of network infrastructure 3. Hardware and Software Services * Computer replacement and repair * Server upgrades and updates * Hardware and software installation 4. Security and Protection Services * Virus protection administration * SPAM filtering administration * System monitoring and integrity testing * Backup system administration 5. General IT Services * Resolution of infrastructure issues * Coordination with third-party vendors and consultants * Attendance at meetings as requested * IT budgeting assistance when requested * Procurement assistance and vendor quotations * Recommendations for infrastructure improvements and technology modernization * Access to a ticketing system for tracking support requests The consultant shall be available Monday through Friday from 8:00 a.m. to 5:00 p.m. for general Township support services. Emergency support for Police and Fire must be available 24 hours per day, 7 days per week. If on-site service is required, the consultant must be able to respond within two (2) hours for critical public safety systems. The consultant must comply with all LEIN-related requirements and applicable State of Michigan regulations.

IV. PROPOSAL RESPONSE PRICING REQUIREMENTS

The Township recognizes that multiple service delivery models may be available. Consultants shall submit pricing proposals utilizing the following structure: A. PUBLIC SAFETY SERVICES - SEPARATE PRICING REQUIRED The proposal must separately identify all pricing associated with the following departments: * Police Department * Fire Department B. MUNICIPAL OPERATIONS - SEPARATE PRICING REQUIRED The proposal must separately identify all pricing associated with: * Township Hall * Recreation Department * Department of Public Services * Any additional non-public safety Township departments Consultants must provide pricing under the following models: Model A - Blended Hourly Rate Provide a single hourly rate for all work associated with network administration, maintenance, troubleshooting, and technology projects. If website maintenance or specialized services are billed separately, provide those rates independently. Model B - Fixed Monthly Rate Provide a fixed monthly rate covering routine operational support services. Consultants must also provide hourly rates for work outside the scope of the monthly agreement and clearly define what services are included within the fixed monthly fee. The Township reserves the right to evaluate proposals using the pricing structure determined to be in the best interest of the Township.

V. MINIMUM QUALIFICATIONS

All employees assigned to Township work must satisfy the following requirements: * HIPAA certification for Fire Department-related systems * LEIN certification for applicable public safety systems * Successful completion of LEIN background checks * Fingerprint checks through FBI, State, and Local agencies * Compliance with all Department of Justice requirements * Drug-free workplace compliance * Non-discrimination workplace policies Preferred qualifications include: * Four-year degree or equivalent related field experience * Microsoft Certified Professional certifications preferred * Experience with: - Microsoft 365 - Windows 11 - Windows Server 2022 - VMware 6.x - Hyper-V 2019 - LAN/WAN connectivity and routing * Municipal government IT experience preferred * Strong communication and customer service skills * Strong troubleshooting and problem-solving abilities

VI. GENERAL CONDITIONS

For questions regarding the RFP for Police and Fire Departments, contact Chief of Police Todd Brozek at 734-676-7100. For Township Hall and associated departments, contact Township Deputy Clerk Bryan Friel at 734-676-4422 ext. 241.

A. Inquiries All questions regarding this RFP must be submitted in writing to: Township Deputy Clerk Bryan Friel Township of Grosse Ile 9601 Groh Road Grosse Ile, MI 48138 The Township reserves the right to issue written addenda as necessary. B. Proposal Requirements Proposals shall include the following: 1. Cover Letter 2. Table of Contents 3. Company Profile 4. Description of Proposed Services 5. Qualifications and Experience 6. Staffing Plan 7. References from Municipal Clients 8. Background Check Procedures 9. Description of Ticketing and Support Systems 10. Separate Sealed Cost Proposal C. Proposal Deadline The Township will establish final submission deadlines and selection timelines through formal public notice and/or addendum. D. Exceptions Any exceptions to the terms or requirements of this RFP must be clearly identified within the proposal. E. Miscellaneous Conditions The Township reserves the right to reject any or all proposals, request clarifications, negotiate pricing and services, and waive non-material irregularities.

VII. TERM

The Township anticipates entering into an agreement for an initial one-year term beginning upon expiration of the current IT services agreement in November 2026, with options for renewal upon mutual agreement. Either party may terminate the agreement upon ninety (90) days written notice, with or without cause.

VIII. SELECTION CRITERIA

Proposals will be evaluated based on, but not limited to, the following criteria: * Technical qualifications and experience * Municipal and public safety experience * Staffing capabilities and responsiveness * References from similar governmental clients * Approach to support and infrastructure management * Cost and pricing structure * Compliance with proposal requirements The Township reserves the right to request interviews, demonstrations, or additional information from selected firms.

IX. TENTATIVE TIMELINE

The Township anticipates issuing final proposal deadlines and review schedules in advance of the November 2026 contract transition. Tentative dates may include: * Release of RFP * Deadline for Questions * Distribution of Responses * Proposal Submission Deadline * Committee Review and Interviews * Township Board Review and Approval * Commencement of Services

Township of Grosse Ile Request for Proposals - Information Technology Services

X. INSURANCE AND INDEMNIFICATION REQUIREMENTS

The selected Consultant shall maintain, at its sole expense, insurance coverage with companies licensed to do business in the State of Michigan and acceptable to the Township of Grosse Ile. Proof of insurance shall be provided prior to execution of any agreement and maintained throughout the duration of the contract. Minimum insurance requirements shall include: * Commercial General Liability Insurance with limits of not less than $1,000,000 per occurrence and $2,000,000 aggregate. * Workers' Compensation Insurance in accordance with Michigan statutory requirements. * Employer's Liability Insurance with limits of not less than $500,000. * Automobile Liability Insurance covering owned, non-owned, and hired vehicles with limits of not less than $1,000,000 combined single limit. * Cyber Liability and Data Breach Coverage with limits appropriate to the scope of services being provided. * Professional Liability / Errors and Omissions Insurance with minimum limits of $1,000,000. The Township of Grosse Ile, its elected officials, employees, departments, and agents shall be named as additional insureds on all applicable policies. The Consultant shall indemnify, defend, and hold harmless the Township of Grosse Ile, its officers, employees, boards, commissions, and agents from and against any and all claims, damages, losses, lawsuits, liabilities, judgments, costs, and expenses arising out of or resulting from the Consultant's performance of services, negligent acts, errors, omissions, or failure to comply with applicable laws, regulations, or contractual obligations. The Consultant shall be responsible for the security and confidentiality of Township data and systems and shall comply with all applicable federal, state, CJIS, LEIN, HIPAA, cybersecurity, and data protection requirements.