Introduction
The Alexandria Economic Development Partnership (AEDP) is a 501(c)6 public-private partnership dedicated to promoting the City of Alexandria as a premier destination for businesses of all sizes, entrepreneurs, nonprofits, and cutting-edge institutions of science and learning. Our mission involves showcasing Alexandria’s transportation capabilities, workforce, location, scale, and livability to help #growALX. AEDP is led by an independent board of directors and collaborates closely with city management and elected officials to achieve our shared vision.
To support this mission, AEDP seeks proposals from qualified IT services firms for comprehensive IT management and support, IT security, and advisory services. This Request for Proposals (RFP) outlines our technical requirements, expectations for potential vendors, and the vendor selection process. Key values we desire in our partner include subject matter expertise, reliability, a customer-focused approach, and innovative solutions.
The prospective vendor’s initial contract period will be a consecutive twelve-month term, with an option of two, twelve-month extensions for a total of 36 months. For FY 2025 (July 1, 2024-June 30, 2025) AEDP has allocated up to $50,000 for our IT Managed Services contract.
This RFP outlines the organization’s identified technical requirements, expectations of potential vendors, current IT infrastructure and equipment, and the selection of vendor process. AEDP welcomes bids that include innovative ideas that meet today’s complex and ever-changing IT environment.
Questions from prospective bidders may be submitted in writing via email to Teresa Garrison at garrison@alexandriaecon.org. Bids are due no later than October 31, 2024.
Background
AEDP is a 501c6 public-private partnership that serves as the primary economic development agency for the City of Alexandria. The organization is funded by the City of Alexandria with a FY 2025 budget of $3.9 million and has a workforce of 17 full-time positions, numerous independent contractors and seasonal interns.
AEDP is currently operating in a hybrid work environment, with an expectation for employees to report approximately 3 days in-office and 2 days remotely. All staff members are assigned a laptop computer and use Microsoft O365 to complete their work. All electronic files are stored and backed-up on cloud-based storage, SharePoint. The organization does not operate servers or run any proprietary software or databases.
AEDP’s internet provider is Comcast with ethernet dedicated internet 100 Mbps (FIOS), and the facility is currently wired for Wi-Fi with two wireless access points per floor. The phone service (VOIP) is provided by 8×8 Inc. and there are three networked copiers on-site. AEDP’s facility has one meeting and events space with a wall mounted TV, camera and microcomputer. The other meeting room is equipped with TV, laptop and a mobile laptop cart.
Since 2015, AEDP has held a contract with an IT firm based in the D.C. region who has provided end-to-end IT management and support with unlimited 24/7 help desk support, IT security, managed email hosting, and project management for several large IT upgrades.
Scope of Work
We are seeking vendors who can assist us in the areas of IT management and support, IT security, and advisory services. While we have provided definitions for each of these categories below, we encourage respondents to recommend additions or amendments based on their subject matter expertise, knowledge of emerging IT issues, and understanding of AEDP’s needs following initial discovery.
IT Management & Support – We want a partner who will leverage their deep expertise and commitment to customer service to manage our daily IT needs seamlessly and reliably so we can focus on our mission of bringing business investment and jobs to Alexandria. Examples of services include:
- 24/7 help desk support
- Microsoft 365 hosting
- Network design and maintenance.
- On-site support
- Software and operating system updates/patches
- Account management
- Hardware inventory management
- Backup and disaster recovery
IT Security – We understand that having a robust cybersecurity plan is critical to protecting our IT infrastructure and data. We seek a partner who will help us stay ahead of threats and respond quickly and effectively when intrusions are detected. Examples of services include:
- 24/7 monitoring and threat detection to identify and stop cyberattacks against our network.
- Recovery mechanisms
- Framework standards
- Malware, antivirus, and spam filtering solutions
- Education on options for cyber insurance, cyber security awareness training
Advisory Services- As a small organization, we do not have the time or expertise to stay updated on emerging technology issues. We desire an IT partner that can serve as an advisor on our IT strategy, enable us to optimize our existing IT solutions, and assist with decisions about investments in technology.
*Impending Office Move-AEDP plans to move office spaces in the next calendar year. We ask that respondents consider this factor when submitting proposals. We will require guidance and suggestions of needs from the current to new, unidentified space. *
AEDP’s total budget for the Scope of Work described above is $50,000 annually.
Current IT Infrastructure and Equipment
Below is an overview of AEDP’s current technology and equipment. A comprehensive inventory list that details all workstation models, status, operating system version, and warranty is also available. Respondents will be invited to visit AEDP’s office to inspect and discuss our current equipment for the purpose of preparing their proposals.
Computer Workstations
- 16 laptops currently in use (Dell products)
AV Support
- One mobile laptop cart with TV screen
- One wall mounted TV with the ability to connect to a computer.
- One marketing center is equipped with a TV, fixed cameras, and audio.
Phone System
- VOIP system for domestic & international calling is provided by 8×8 Inc.
- Nearly all staff are utilizing phone services through 8×8’s desktop and/or mobile applications. Network
- 6 Wireless Access Points
Copiers & Printers
- 3 networked Konica Minolta Biz Hub C3601 Color.
Selection Process and Criteria
The bid process is scheduled to commence on October 17, 2024, and will conclude on October 31, 2024. This period includes three phases: Discovery, Response, and Evaluation/Selection.
Discovery
During this phase, prospective bidders are welcome to schedule a meeting and/or site visit to learn more about AEDP’s existing IT infrastructure, visit our office, and seek answers to clarifying questions about the RFP. All meeting requests and/or questions must be sent to Teresa Garrison by email at garrison@alexandriaecon.org. Phone calls, unless previously scheduled, are not permitted. AEDP will do our best to accommodate requests and questions from bidders.
Response
To be considered, prospective bidders are required to submit a written proposal by no later than 11:59PM on Thursday, October 31, 2024. All bids and any supporting materials must be submitted in a PDF format to Teresa Garrison via email at garrison@alexandriaecon.org.
Written bids should provide detailed responses to the following topics. Failure to provide a comprehensive response will result in the rejection of a bid.
- AEDP’s Values – explain how the company’s culture and team align with AEDP’s values of subject matter expertise, reliability, customer-focused, and innovation.
- Services – provide a detailed explanation of how the company will meet the three service areas identified in the Scope of Work. Please include descriptions of the unique skills, capabilities, tools, programs, and expertise that will be offered and distinguish the company from its competitors.
- Team –provide a list of all team members that will work on AEDP’s account that includes their title/role and a professional bio that highlights each members’ demonstrated success in the IT field. Please also identify who will be the lead account representative.
- Experience – demonstrate the company’s experience by providing examples of how they successfully assisted customers of similar size and need. Feel free to mention any recent awards and recognitions the company has received.
- Budget – provide a budget for the contract period (initial 12 months + up to 2 twelve-month extension periods) that includes detailed pricing and an estimated breakdown of hours of work per month. The budget should include all fees, if any, that will be billed back to AEDP each month (e.g., hosting, subscriptions, etc.).
- Barriers to Success – identify any challenges that would prohibit the company from successfully executing an IT managed services contract for AEDP and how they would overcome those barriers.
- Other Items
- Business address
- 3 references from current or recent customers (within the last 5 years)
- Proof of insurance.
AEDP will not be liable for any costs incurred by the bidder in the preparation and presentation of proposals submitted in response to this RFP.
Evaluation and Selection
AEDP’s Director of Operations Sydney Aulffo, will lead an evaluation team. During the evaluation process, the Director of Operations may request interviews from one or more of the Bidder(s) for further information and/or to clarify contents within the proposal.
AEDP anticipates the review process to take approximately 7-10 business days. Each proposal will be evaluated and scored using the following criteria:
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Criteria
|
Maximum Points |
|
The company demonstrated how they align with AEDP’s four key values of subject matter expertise, reliability, customer focus, and innovation
|
20 |
|
The company demonstrated through detailed written explanations and interviews that they are capable of meeting AEDP’s three service requirements of IT Managed Services, IT Security, and Advisory Services
|
20 |
|
The company identified a team of IT experts who are highly qualified and have demonstrated experience in the field.
|
20 |
|
The company provided compelling examples of their success in meeting customers’ needs
|
15 |
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The company provided a detailed budget and explanation of pricing that was within AEDP’s defined budget
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15 |
|
The company described barriers to success and offered ideas on how those barriers would be overcome
|
5 |
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The company’s headquarters is located within the municipal boundaries of the City of Alexandria, Virginia
|
5 |
Finalists will be asked to conduct an interview with AEDP’s evaluation team beginning the week of November 4, 2024. AEDP hopes to make a verbal offer to the successful bidder no later than December 9, 2024.
Contract Start Date
AEDP intends to have a new contract in place effective December 31, 2024.