RFP MANAGED IT SERVICES

REQUEST FOR PROPOSALS
Managed IT Services
City of Coweta
Coweta, Oklahoma
RFP No. 2026-02
Due Date: October 2, 2026, 1:00 pm local time

City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
REQUEST FOR PROPOSAL (RFP) and CONTRACT TERMS AND CONDITIONS
1) CONTRACTING ENTITY and AGENCY: Shall mean the City of Coweta and the Coweta Public Works
Authority, together. The term "City" refers to both the City of Coweta and the Coweta Public Works
Authority.
2) PROPOSAL ACCEPTANCE PERIOD: Proposals received after the opening date and time will not be
considered.
3) EXECUTION OF PROPOSAL: The proposal must contain an original signature of an authorized
representative in the spaces provided. Proposal must be typed or printed in ink. Use of erasable
ink and penciled proposals will not be accepted. ANY AND ALL CORRECTIONS MADE BY
CONTRACTOR TO ITS PROPOSAL MUST BE INITIALED.
4) ONLY ONE PROPOSAL ACCEPTED: No contractor may submit more than one (1) proposal. Two
proposals under different names, but with the same or a majority control of the same business
principals, will not be considered from one firm or association.
5) ADDENDA AND EXPLANATIONS: Explanations desired by prospective contractors shall be
requested of the City in writing no later than six (6) days prior to the date fixed for the submission
and opening of proposals. If explanations are necessary, a reply shall be made in the form of an
addendum, a copy of which will be forwarded to each contractor. Every request for such an
explanation shall be in writing, addressed to the City Clerk. Any verbal statements regarding the
same by any person before the award shall be non-binding.
6) COMPETENCY OF CONTRACTOR: The opening and reading of the proposal shall not be construed
as an acceptance of the contractor as a qualified, responsible contractor. The City reserves the
exclusive right to determine the competence and responsibility of a contractor.
7) OPENING: Proposals will be distributed to the department(s) selected to review and make a
recommendation for award. It is the contractor's responsibility to ensure that their proposal is
delivered on the proper date and location, as specified in the City's RFP documents. Proposals,
which for any reason are not so delivered, will not be considered. NOTE: Proposal files may be
examined during normal working hours by appointment. Proposal tabulations will not be provided
by fax or email. Individuals wishing to review a proposal file may do so at the Office of the City
Clerk during regular business hours.
8) PAYMENT: The City's review and payment of a contractor's invoices shall be processed and payable
within 30 calendar days of submission to the City unless the City contests an invoices correctness
and then payment shall be made as soon as possible when a resolution with the contractor has
been finalized.
9) PROPOSAL PRICE/MISTAKES: The contractor shall show in the proposal both the unit price and
the total amount on items as indicated in RFP documents. In the event of a discrepancy between
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
the unit price and the extension total, THE UNIT PRICE SHALL PREVAIL. Prices shall be extended in
decimals.
10) INVOICING AND PAYMENT: The contractor shall be paid upon submission of proper certified
invoices to the ordering agency at the prices stipulated in the contract. Invoices shall contain the
purchase order number. THE CONTRACTOR SHALL ACCEPT NO ORDER WITHOUT A PURCHASE
ORDER NUMBER FROM THE CONTRACTING ENTITY. The City's standard payment terms are Net 30
days, including weekends and holidays.
11) TAXES: The purchase of certain items which may be used by the contractor are exempt from the
payment of excise, transportation, and sales tax imposed by the Federal, State, and/or City
governments. Such taxes must not be included in proposal prices. Upon request, applicable
exemption certificates will be furnished.
12) AWARDS: The City reserves the right to make award(s) upon individual item, group of items, all or
none, or any combination thereof; on a geographical base and/or on a statewide basis with one
(1) or more suppliers; to reject any and all proposals or waive any minor irregularity or technicality
in proposals received. Contractors are cautioned to make no assumptions unless their proposal
has been evaluated as being responsive. The City reserves the right to delete any item from this
contract when deemed to be in the best interest of the City.
13) SERVICE AND WARRANTY: Unless otherwise specified, the contractor shall define any warranty,
service, and replacements that will be provided during and subsequent to this contract.
Contractors must explain on an attached sheet which warranty and service facilities are provided.
14) SAMPLES: Samples of items, when called for, must be furnished free of expense. Each individual
sample must be labeled with the contractor's name, manufacturer's brand name and number,
contract number, and item reference, or as specified in the attached special conditions.
15) NONCONFORMANCE TO CONTRACT CONDITIONS: Items may be tested for compliance with
specifications by appropriate testing laboratories. The data derived from any tests for compliance
with specifications are public records and open to examination in accordance with the Oklahoma
Statutes. Items delivered not conforming to specifications may be rejected. Any violation of these
stipulations may result in the supplier's name being removed from the City's contractor list.
16) TESTING: In cases when material fails to meet specifications the cost of testing shall be borne by
the contractor, both on samples and delivered materials.
17) PRICE ADJUSTMENTS: Manufacturers' price increases, or other increases in the cost of doing
business may not be passed on to the City unless so specified in the Invitation to Bid, nor may
the contractor withdraw or cancel the contract, or any part of the contract, for these reasons.
Contractors may cancel the contract only if a contractor cancellation clause is included as a part
of the Invitation to Bid, and then only if the contractual obligation has been fulfilled by the
contractor in accordance with the terms stated in the Invitation to Bid. Any price decrease effective
during the contract period by reason of market change shall be imparted to the City.
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
18) LIABILITY: The successful contractor shall hold and save the City, its officers, agents, and
employees harmless against claims made by third parties resulting from the contractor's breach
of contract, or the contractor's negligence.
19) WAIVER: The City reserves the right to waive any General provisions, Special Provision, or minor
specification deviation when considered to be in the best interest of the City.
20) QUANTITIES: Quantities of commodities or services to be purchased are outlined in the
specifications at specified numbers or estimates. Items of estimated quantities will be awarded on
a "NO GUARANTEE" basis.
21) INSURANCE AND BONDING REQUIREMENTS: Must provide the following,
* Commercial General Liability Insurance:
Minimum coverage of $1,000,000 per occurrence and $2,000,000 aggregate.
The City shall be named as additional insured.
* Automobile Liability Insurance:
Minimum coverage of $1,000,000 per accident.
Applies to all company-owned, non-owned, and hired vehicles.
* Workers' Compensation and Employers' Liability Insurance:
As required by Oklahoma law for all employees engaged in the project.
Employers' Liability coverage minimum of $500,000.
The City shall be named as an additional insured where appropriate.
SUBMITTAL INSTRUCTIONS
Sealed proposals (hard copy) must be delivered by 1:00 pm local time on October 2, 2026 to:
City Clerk
Coweta City Hall
310 S. Broadway
Coweta, OK 74429
Or by certified mail to:
City Clerk
City of Coweta
P.O. Box 850
Coweta, OK 74429
Envelopes shall be marked "RFP 2026-02 - MANAGED IT SERVICES"
Proposals received after this deadline will not be considered. Proposals must be submitted
in compliance with all requirements in this RFP.
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
SECTION 1: INTRODUCTION
The City of Coweta, Oklahoma ("City"), is soliciting proposals from qualified Information
Technology (IT) firms "Contractor" to provide comprehensive managed IT services, cybersecurity
support, network administration, help desk services, strategic technology planning, and related
professional services.
The City seeks an experienced technology partner capable of supporting municipal operations,
improving cybersecurity resilience, maintaining reliable technology infrastructure, and providing
strategic guidance for future technology initiatives.
The selected contractor will serve as the City's primary IT services provider and shall work
collaboratively with City Administration, Police, Fire, Public Works, Public Library, and other
municipal departments.
The City of Coweta is a growing municipality located in Wagoner County, Oklahoma. The City
utilizes a variety of technology systems to support municipal services, including:
* Administrative operations
* Finance and utility billing
* Police, Fire, and Ambulance public safety operations
* Public Works operations
* Geographic Information Systems (GIS)
* Website and online citizen services
* Email and collaboration platforms
* Network infrastructure and telecommunications
The City desires a proactive IT partner that emphasizes operational reliability, cybersecurity,
regulatory compliance, and customer service.
The City seeks to:
1. Improve reliability and performance of all IT systems
2. Strengthen cybersecurity protections
3. Reduce downtime and operational disruptions
4. Provide responsive technical support
5. Support future growth and technology initiatives
6. Ensure disaster recovery and business continuity readiness
7. Maintain compliance with applicable laws, regulations, and industry standards
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
SECTION 2: SCOPE OF SERVICES
GENERAL REQUIREMENTS
The Contractor shall provide all labor, management, supervision, software tools, equipment,
and expertise necessary to perform the following services:
* Help Desk Services
* Cybersecurity Services
* Risk Management
* Backup and Disaster Recovery
* Cloud Services Support
* Public Safety Technology Support
* Strategic Technology Planning
* Technology Projects
2.1 MANAGED IT SERVICES
2.1(a) Network Management
* Monitor and maintain network infrastructure
* Configure and manage switches, routers, firewalls, and wireless networks
* Monitor network performance and availability
* Manage VPN and remote access solutions
* Maintain network documentation
2.1(b) Server Administration
* Manage physical and virtual servers
* Install patches and updates
* Maintain operating systems and applications
* Monitor server health and performance
* Perform capacity planning
2.1(c) Workstation Support
* Desktop and laptop support
* Device deployment and configuration
* Hardware troubleshooting and repair coordination
* Software installation and updates
* Mobile device management
2.2 HELP DESK SERVICES
2.2(a) Help Desk Services - Provide Help Desk Services including:
* Remote support
* On-site support
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
* Incident management
* Service request management
* User account administration
* Password resets
* System troubleshooting
2.2(b) Service Hours
Minimum support requirements include:
* Standard business hours support for City Hall, Public Works, and Library
(Monday through Friday, 8am to 5pm)
* Emergency after-hours support, particularly for Police and Fire
* 24/7 response capability for critical incidents
2.3 CYBERSECURITY SERVICES
2.3(a) Security Monitoring
* Endpoint monitoring
* Threat detection
* Security event monitoring
* Incident response support
2.3(b) Security Management
* Firewall management
* Endpoint protection management
* Vulnerability assessments
* Patch management
* Multi-factor authentication support
2.3(c) Risk Management
* Cybersecurity assessments
* Security policy review
* Security awareness training
* Annual risk reports
* Cybersecurity improvement recommendations
2.4 BACKUP AND DISASTER RECOVERY
2.4(a) Services shall include:
* Backup management
* Recovery testing
* Disaster recovery planning
* Business continuity planning
* Documentation and reporting
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
Contractor shall demonstrate the ability to recover critical systems within agreed recovery
objectives.
2.5 CLOUD SERVICES SUPPORT
Support may include:
* Microsoft 365 administration
* Azure services support
* Cloud migrations
* Identity and access management
* Email security
* Collaboration services
2.6 PUBLIC SAFETY/PUBLIC WORKS TECHNOLOGY SUPPORT
Support may include systems used by:
* Police Department
* Fire Department
* Emergency communications
* Water/Wastewater SCADA systems
Experience supporting public safety technologies is preferred.
2.7 STRATEGIC TECHNOLOGY PLANNING
The Contractor shall provide:
* Annual IT assessments
* Technology roadmaps
* Budget recommendations
* Hardware lifecycle planning
* Capital improvement recommendations
* Annual strategic meetings
2.8 TECHNOLOGY PROJECTS
Project work may be authorized separately under the resulting contract. Examples Include:
* Network upgrades
* Server replacements
* Wireless improvements
* Cybersecurity projects
* Cloud migrations
* Disaster recovery initiatives
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
SECTION 3: SERVICE LEVEL AGREEMENTS
The City expects service levels that include:
Priority Example Response Time
Critical Network outage, public safety impact 1 Hour
High Major system impairment 4 Hours
Medium Individual user issue 1 Business Day
Low Routine request 2 Business Days
Contractors should provide proposed service level commitments and escalation procedures.
SECTION 4: CYBERSECURITY REQUIREMENTS
Contractor shall maintain a security program aligned with NIST CSF, CIS Controls, or ISO 27001.
Annual risk assessments, vulnerability scanning, patch management, endpoint protection,
phishing awareness, and cybersecurity reporting are required.
SECTION 5: DATA PRIVACY REQUIREMENTS
All City data remains City property. Contractor shall protect confidential information, financial
data, employee records, and utility customer information using appropriate protocols such as
encryption, MFA, least-privilege access controls, logging, retention controls, and secure disposal
procedures.
SECTION 6: DISASTER RECOVERY AND BUSINESS CONTINUITY
Contractor shall maintain backup monitoring, recovery testing, documented recovery
procedures, and annual testing.
SECTION 7: CONTRACTOR QUALIFICATIONS
Contractor shall demonstrate:
* Minimum five (5) years providing managed IT services.
* Experience serving municipalities, counties, or governmental entities.
* Experience with Microsoft 365 environments.
* Experience with cybersecurity management.
* Ability to provide on-site support within a reasonable response time.
* Adequate staffing and technical resources.
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City of Coweta - Managed IT Services
RFP No. 2026-02
Due Date: 1:00 p.m. local time October 2, 2026
SECTION 8: PROPOSAL FORMAT
Proposals shall include the following sections.
Appendix A - Contractor Questionnaire
Appendix B - Contractor Pricing Form
Appendix C - Non-Collusion Certification
SECTION 9: EVALUATION CRITERIA
Proposals may be evaluated using the following criteria:
Criteria Weight
Qualifications and Experience 35%
Pricing 25%
Municipal/Government Experience 20%
Technical Approach 15%
References 5%
SECTION 10: CONTRACT TERMS AND conditions
The City reserves the right to reject all proposals, negotiate terms, request clarifications, and
award in the City's best interest. The selected Contractor must comply with all applicable federal,
state, and local laws.
Appendix A - Contractor Questionnaire
Detailed questions covering staffing, cybersecurity controls, incident response procedures,
cloud architecture, subcontractors, and municipal experience.
Appendix B - Pricing Forms
Tables for recurring services, project services, optional services, and one-time transition costs.
Appendix C - Non-Collusion Certification
Certification form for proposer execution.
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