1.1.1 The Town of Bon Accord (the “Town”) is seeking innovative Proposals from interested parties for the following:
The Town of Bon Accord, a peaceful community of just under 1,500 residents located 20 minutes north of Edmonton, is seeking a qualified supplier to deliver comprehensive managed IT services for its municipal operations. With a workforce of approximately 20 employees and facilities that include the Town office, fire hall, arena, public works buildings, and water and wastewater treatment plants, the Town requires robust, reliable, and responsive IT services to support its operations. The Town operates on a Monday to Friday basis from 8:00AM to 4:00PM.
Currently, managed IT services are contracted externally, covering all components of IT service delivery. As the existing contract approaches its conclusion, the Town is issuing this Request for Proposals (RFP) to identify a capable vendor who can meet the needs of the organization with a combination of on-site and remote services. Proponents are encouraged to present innovative solutions, including flexible service arrangements and corresponding pricing.
This RFP aims to ensure the Town of Bon Accord maintains efficient, secure, and scalable IT operations across all facilities, fostering an environment of excellent service delivery and technological resilience. Detailed requirements and the Scope of Work are outlined in Schedule “A” (“the Work”).
1.1.2. If the Town receives a Proposal acceptable to it, the Town will select one (1) or more parties who submitted a Proposal (the “Proponents”) with whom the Town, in its sole and unfettered discretion, will negotiate regarding the terms of a Contract (the “Contract”) to perform the Work.
1.2 Project Schedule The schedule for this project is as follows: - RFP Issuance July 2, 2025 - Deadline for Questions and Addenda August 7, 2025 @ 2:00:00 p.m. Mountain Standard Time - Closing Date August 14, 2025 @ 2:00:00 p.m. Mountain Standard Time - Notice of Award October 1, 2025 - Estimated Service Start Date November 1, 2025 - Estimated Service End Date November 1, 2028 - Extension Term Two (2) one-year service extensions
1.2.1 ELECTRONIC BID SUBMISSIONS ONLY. Proponents shall submit their Proposal marked “Town of Bon Accord Request for Proposal for IT Managed Services” (the “Proposals”) on or before 2:00:00 p.m. (Mountain Standard Time) on August 14, 2025 (the “RFP Closing Time”).
1.2.2 No faxed or physical submitted Proposals will be accepted by the Town.
1.2.3 Proposals will be opened following the RFP Closing Date. No Proposal(s) submitted after the RFP Closing Date will be accepted.
1.2.4 Each Proponent may submit only one (1) Proposal. Collusion between Proponents will be sufficient cause for the affected Proposal(s) to be rejected outright by the Town without further consideration.
1.2.5 Proponents should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the Legislative Services and Communications Supervisor on or before the Deadline for Questions on August 7, 2025.
1.2.6 Each Proponent shall designate within five (5) days of the receipt of this RFP, and no later than seven (7) calendar days prior to the RFP Closing Date, one (1) person to whom any additional information, as may be deemed relevant to this RFP by the Town, may be communicated.
1.2.7 The Town is under no obligation to respond to any inquiry submitted to it in respect of this RFP.
1.2.8 If the Town, in its sole and unfettered discretion, determines that a written response to an inquiry is warranted, a written response will be prepared and distributed to all Proponents who have requested a copy of this RFP and completed the acknowledgment form. Such written response(s) will be issued in the form of an addendum to this RFP and will be deemed to be part of this RFP.
1.2.9 No inquiry submitted to the Town will be responded to after August 7, 2025.
Schedule A: Scope of Work The Town of Bon Accord requires the following general services from a preferred vendor for Information Technology (IT) Managed Services. The Scope of Work includes, but is not limited to, the following:
A. Network Support and Maintenance (both on-site and off-site) and Maintenance Records. I. Ensure continuous support for network operations, including on-site and off-site maintenance, with accurate records of all activities performed.
B. Support/Response Timeframe to provide level of services and after-hours/emergency support. I. Define service levels, including response times for regular, after-hours, and emergency support situations.
C. Procurement Management I. Selection of commercially rated equipment of appropriate quality for the application, order placement, order tracking and shipping, in accordance with Town Purchasing Policy. II. Provide technical specifications and support for all tendered procurement in accordance with Town Purchasing Policy.
D. Warranty and Break-Fix Services. I. Provide support for warranty management and resolve hardware issues quickly and effectively.
E. Familiarity with Software Services, Software Upgrades, PC Management, Software Integration Management, and Licensing Management. I. Manage software services, upgrades, PC management, integration, and license tracking to ensure compliance and efficiency.
F. Value-Added Services and Advisory Capabilities. I. Offer additional advisory and consulting services that enhance overall IT operations.
G. Network Security and Protection. I. Protect network infrastructure from threats through robust security measures and protocols. II. Provide a comprehensive IT security assessment that will include protection of private information as stipulated in the Alberta Access to Information Act (ATIA) and Protection of Privacy Act (POPA).
H. Supplementary Information – Provided by Respondent. I. Allow the respondent to provide additional relevant information to highlight their capabilities. I. Disaster Recovery of all servers and data in the event of significant natural or environmental events.
I. Maintain and oversee disaster recovery plans for all servers and data, ensuring business continuity after major events in accordance with the Town’s Cyber Security Incident and Disaster Recovery Plan Policy.
J. Asset Lifecycle Management. I. Oversee the lifecycle of IT assets, from procurement to disposal, ensuring optimal performance and cost-efficiency.
K. Audio Visual (AV) and Meeting Support I. Define ability to facilitate AV and Meeting support for Council, Committee of the Whole Meetings and other meetings as required, either virtually or in-person.
L. Printer/MFP Deployment I. Ability to manage the installation and support of all device types listed below, if required.
M. Reporting and Communication I. Ensure adequate reporting and communication on all assets, current activities, issues and project status reports, with a preference for monthly reporting.
N. Onsite Support I. Minimum of one (1) ON-SITE technician support visit per month, as needed.
Proponents must address each item in the Scope of Work in their Proposal and demonstrate their ability to meet these requirements effectively and efficiently.
The Town's current IT assets include, but are not limited to, the following: • Approximately 45 devices under management (servers, computers, network devices, cameras, etc.). • 21 endpoints (desktop/laptop/thin client). • 1 physical server (Hyper-V host). • 5 virtual servers - 1 on physical host, 4 In Cloud (Server 2019 Standard edition) • 3 Enterprise Watchguard firewalls. • 3 network switches (HP Office Connect). • 8 VLANs (5 main site, 2 Arena, 1 Public works). • 4 enterprise Wi-Fi APs (2 APs main site - 2 SSID, 1 Arena - 2 SSID, 1 Public Works - 1 SSID). • 2 network uninterruptable power supply unit management. • 3 Printers or MFP devices - management and/or coordination of support with printer vendors. • Assistance with mobile devices (mix of corporate owned and personal) - approx. 25, as needed. • Disaster recover & backup ->1.9 TB in offsite storage with disaster recovery capability. 1.7 TB for 4 cloud VMs. 200GB of offsite replication. 260GB of on-site storage for host + 1 VM. • Licensing for multiple Backup & Replication servers, and 6 servers or endpoints with licensing. • 3 physical buildings or locations with network equipment or tie ins. • Enterprise MDR/Antivirus platform + licenses (approx. 30 devices). • Microsoft 365 full management. • Full MSP management of all devices, including all day-to-day support requests from staff. • 24/7/365 monitoring on all core network, servers, and key line of business (LOB) services. • Network Operations/Helpdesk support with 24/7/365 management of servers and core management with service level agreement (SLA). • Network management licensing (Auvik). • Management of all 3rd party vendors. • Support on all primary line of business applications.
Proponents must refer to the full Request for Proposal at the link provided for full details.
