IT Administrative Services

Date Issued: December 3, 2025
Proposal Due Date: 11:00 AM, December 30, 2025 – SEALED BIDS ONLY

1. Introduction

The City of Moberly is seeking bids for comprehensive IT administration services for its technology infrastructure throughout the City facilities. Services include, but are not limited to, maintaining servers, network appliances, firewalls, PC’s, printers, installation of new equipment, ensuring timely software updates, and troubleshooting.

2. Term of service

The service contract will be for a two-year period beginning February 1, 2026.

2. Background

1) IT assets are located in multiple facilities throughout the city of Moberly, detailed in Schedule A.
2) An inventory of PC’s, laptops, & printers is included in Schedule B.
3) An inventory of network routers/switches, firewalls, and speed tests is included in Schedule C.
4) Servers are 6-8 years old and in need of replacement, basic information regarding the replacement hardware is included in Schedule D.

3. Items for consideration when preparing bids
1) The City’s facilities are scattered throughout the Moberly area, vendor may be required to travel site-to-site to accomplish tasks.
2) Vendor’s personnel must be available 24/7/365 and may be required to quickly respond to facilities to address issues. If additional fees are required for responses after regular working hours or holidays, indicate those fees in the bid document.

4. Basic requirements
1) Maintenance, monitoring, and incident response for network equipment including 4 servers plus 3 virtual servers operating on the server hardware.
2) Maintenance, monitoring, and incident response for approximately 105 desktop, laptop, and tablet computers, and approximately 35 printers of various brands and models.
3) Maintenance, monitoring, and incident response for approximately 125 Microsoft 365 and Exchange licenses.
4) Maintenance, monitoring, and incident response for network devices such as firewalls, switches, routers, ethernet cabling, and wireless connectivity devices.
5) Data backup services for all servers, NAS devices, and individual PC’s as needed.
6) Provide disaster recovery software and hardware capable of serving the City’s requirements.
7) Provide consultation and advice regarding resolution of issues, hardware replacements/upgrades, hardware lifecycle planning, and ongoing cyber security training and testing for City staff.
8) Configure and install new equipment and retire old assets.
9) Ensure timely and complete installation of software and firmware updates.
10) Develop lifecycle maintenance plan for data processing assets.
11) Assist with conversion of existing PBX telephone system located in the downtown facilities to VoIP system to include all City facilities.
12) Data backup services, specifications will be provided upon request from qualified bidders.

These requirements are meant to be general guidelines and are not all inclusive.

5. Excluded items
Bidder will not maintain the following systems in City facilities:
1) Telephones (current PBX or VoIP after installation)
2) Facility security systems
3) Facility access control system
4) Cellular telephones

6. Minimum Requirements
Vendors must meet the following requirements:
1) Minimum of 4 years of experience providing IT administration services.
2) Must provide 24/7/365 support services.
3) Demonstrated experience working with municipal or public-sector clients.

7. Proposal Requirements
Proposals must include:
1) Company Information Company name, address, years in business, and point of contact.
2) Pricing
- Breakdown of all costs (fees for basic services, after-hours, holiday fees, etc.).
- Cost and brand name of anti-virus software.
- Cost of Microsoft 365/Exchange licensing.
3) References Minimum of three customer references including a contact person for each.
4) Contract Terms Sample contract or service agreement.

8. RFP Timeline

RFP Issued: December 3, 2025
Proposal Submission Deadline: 11:00 AM, December 30, 2025 – SEALED BID ONLY
Presentation of Bids to City Council: Moberly City Council meeting, 6:00 PM, January 5, 2026
Selection and Award: Moberly City Council meeting, 6:00 PM, January 20, 2026

9. Submission Instructions

Deadline: 11:00 AM, December 30, 2025. Late submissions will not be considered.

Bid Format: Sealed bid only, must be clearly marked with “IT Administrator”. No e-mails or unsealed documents will be accepted.

Submit To: City of Moberly City Clerk 101 W. Reed St. Moberly, MO 65270

10. Terms and Conditions

1. The City of Moberly reserves the right to reject any or all proposals.
2. This RFP does not commit the municipality to award a contract.
3. All costs incurred in proposal preparation are the responsibility of the vendor.
4. The selected vendor must comply with all applicable local, state, and federal regulations.

11. Contact for RFP Questions:
Greg Hodge
Assistant to the City Manager
101 W. Reed St.
Moberly, MO 65270

RFP Doc & Specs
City facilities - SCHEDULE A
Data processing assets - SCHEDULE B
Network switches-firewalls by location - SCHEDULE C
Server configurations - SCHEDULE D