RFP2M26-2 Professional Information Technology and Support Services for Alhambra Police Department

REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
CITY OF ALHAMBRA
POLICE DEPARTMENT
Request for Proposals
No. RFP2M26-2
for
PROFESSIONAL INFORMATION TECHNOLOGY
AND SUPPORT SERVICES
City of Alhambra - Police Department
211 South First Street
Alhambra, CA 91801
PROPOSALS DUE NO LATER THAN
5:00 P.M. ON WEDNESDAY, APRIL 15, 2026
RFP2M26-2 - Page 1

REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
1. INTRODUCTION
The City of Alhambra Police Department ("APD") is seeking proposals from qualified and experienced
consultants to provide Professional Information Technology ("IT") and Support Services to the APD.
The project scope of work requires professional support of IT services for the APD using current
technological expertise, including maintenance of the APD's computer network, planning for short-
term and long-terms IT goals, and the provision of excellent customer service.
2. RFP SCHEDULE AND PROCESS
The City anticipates the project schedule to be as follows:
Activity Dates
Release of Request for Proposals (RFP) March 17, 2026
Deadline for written RFP Questions March 26, 2026, by 5:00 pm (PST)
Responses to Questions posted on City's Website April 2, 2026, by 5:00 pm (PST)
Proposal Submittal Deadline April 15, 2026, 5:00 pm (PST)
City Council Award of Contract May 11, 2026
*These dates may be changed at the discretion of the City of Alhambra. Changes to the due date for
questions or due date for proposal submittal will be made by written addendum.
3. RFP QUESTIONS
The City has attempted to provide all information available in this RFP and no formal pre-proposal
conference or communication will be held. It is the responsibility of each consultant to review, evaluate,
and as necessary, request any clarification. Questions must be submitted via e-mail to May Ung,
Records Manager at mung@alhambrapd.org with the subject line of: RFP No. RFP2M26-2
Professional Information Technology and Support Services.
All questions must be received by City no later than 5:00 pm (PST) on March 26, 2026. Questions
received by the City after this designated time will not be answered. Only written questions submitted
will be accepted and no response(s) other than those posted on the City's website will be provided.
Responses by the City will be provided through the issuance of a formal Addenda to this RFP posted
on the City's website on April 2, 2026, by 5:00 pm (PST). The Addendum with responses to questions
or requests for clarification will be posted on the City's website at:
https://www.alhambraca.gov/bids.aspx.
It is the responsibility of interested parties to check the City's webpage regularly for any potential new
information as it relates to this RFP. Clarifications and/or addenda will be issued at the City's discretion.
The City reserves the right to amend or supplement this RFP before the deadline.
Failure to obtain clarifications and/or addenda from the City's website shall not relieve the consultant
from being bound by any additional terms and conditions in the clarifications and/or addenda or from
considering additional information contained therein in preparing your proposal. Any harm to the
respondent from such failure shall not be valid grounds for a protest against award(s) made based upon
this solicitation.
Respondents shall not contact any City personnel, outside of the protocol established herein, with any
questions or clarifications concerning this RFP from the date this RFP is released until a selection is
announced by the City. The City reserves the right to reject any proposal for violation of this provision.
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
4. PROPOSAL SUBMISSIONS
All proposals must be received by the Alhambra Police Department no later than 5:00 pm (PST),
April 15, 2026. Postmarks will not be accepted in lieu of this requirement. The consultant is solely
responsible for reading and completely understanding the requirements of the RFP.
Your submittal package shall include the following:
* One (1) original and three (3) printed hard copies of the proposal.
* One (1) electronic copy of your proposal in PDF format on a USB drive.
The proposal package must be sealed and clearly labeled to:
City of Alhambra - Police Department
Attention: May Ung, Records Manager
RFP- Professional Information Technology and Support Services
211 South First Street
Alhambra, CA 91801
DO NOT OPEN WITH REGULAR MAIL
Request for Proposals shall be couriered, hand-delivered or mailed. Request for Proposals will not be
accepted by facsimile transmission or other telecommunication or electronic means. Consultants
assume the risk of the method of dispatch chosen and any costs associated with delivery. Request for
Proposals arriving after the deadline will be returned unopened to the senders.
Request for Proposals may be withdrawn up and until the deadline date and time for final submission
as noted in the Request for Proposal.
Any contract awarded hereunder shall become effective or enforceable against the City of Alhambra
only when a formal written contract has been duly executed by the appropriate officers of the City of
Alhambra.
Each consultant shall specify whether such bidder is a corporation, a partnership, or an individual. If a
corporation, designate the name of the state of incorporation; if a partnership, the bidder shall state the
names and addresses of all partners.
The City of Alhambra reserves the right to accept or reject any or all bids, to waive any informality, to
negotiate separately with competing Bidders and to accept the proposal deemed to be in the best interest
of the City of Alhambra.
5. PROJECT BACKGROUND
The City of Alhambra Police Department is interested in receiving responsive and competitive proposal
from experienced and qualified Consultants to provide Professional Information Technology and
Support Services, specifically in the areas of desktop technician support, network analysis and
administration, software support, and computer/server operations. The APD is interested in creative,
cost-effective, and service-oriented proposals for the delivery of the described services. On-site support
for PC/Network tasks and all Public Safety tasks is a requirement. If programming support for the
remaining area is proposed to be other than on-site, the bidder must demonstrate how this has been
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
accomplished in the past while maintaining service levels equivalent to the APD's current service
levels.
The IT Division for the APD supports a 24 hours a day/7 days a week operation that operates 365 days
a year. Due to the needs for Public Safety support, all staff involved with this contract must be
DEPARTMENT OF JUSTICE/CLETS certified and pass an extensive background check prior to
employment. Due to the specialized nature of Public Safety software and systems, Consultants with
experience in this area are highly desirable. IT staff are also responsible for standby support with a
maximum response time of thirty (30) minutes outside of the normal work schedule.
The APD is requesting pricing information from Consultants for:
1. Maintenance and Support Services include help desk services; addressing hardware and
software issues related to computers, software, peripherals, and network infrastructure;
diagnostics, part replacements, software installs and patches; performing and verifying
backups, and regular maintenance at both the network and workstation levels, including
verifying or manually running anti-virus /spam protection.
2. Problem Resolution Services include working with third party vendors and maintenance
companies to diagnose and resolve hardware, software and communication issues; referral or
service requests to third party service companies as required (by existing contract, agreement,
or warranty); maintenance and support functions (where agreed upon with the third party
company); and working with service provides (local cable, fiber optic, internet, etc.)
3. System Management Service include documentation of the current system(s), verification of
operational levels of the current system (both hardware and software), evaluation and
recommendation of changes to the system (for inclusion in an Information Technology
Strategic Plan), and assistance in implementing corrections and changes to the system.
A. CURRENT INFORMATION TECHNOLOGY ENVIRONMENT
Currently the APD computer systems consist of eight (8) physical servers and thirty-seven (37)
virtual servers (VM). Networking equipment consists of hardware from Cisco, Dell, Palo Alto, and
HP. The department has about ninety-five (95) workstations and laptops. This includes thirty (30)
mobile data computers (MDC) for the patrol fleet. In addition, the department has about fifty (50)
VDI terminals.
The APD is using VMWare for virtualization of both servers and workstations. Veeam is being
used to backup critical infrastructure and includes cloud storage.
Workstations utilize a standard software suite, as well as specialized applications. The standard
workstation has the following configurations: Microsoft Windows 11, Microsoft Office 365, ESET
Antivirus, and Adobe Reader/Standard/Professional.
In addition to the standard software suite, the APD utilize specialized software:
* Laserfiche for optical imaging
* Motorola Spillman FLEX computer-aided dispatch (CAD) and records management system
(RMS)
* Axon Evidence.com for in-car cameras, body-worn cameras, and digital evidence
* inTime Scheduling Software
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
* MFA
* File-on-Q Evidence
* Justice Date Interface Controller (JDIC)
* Peregrine
* Flock
* Vigilant
* Genetec CCTV Software
*Software listing includes most commonly used but is not all inclusive
B. CONSULTANT REQUIREMENTS
* Participate in the analysis of hardware and software requirements, technology improvement
opportunities, and IT operational improvements.
* Improve network security and system back-ups and archival practices.
* IT Strategic Plan services.
* File server set-up and maintenance.
* Back-up server set-up and support.
* Cloud services.
* Mobile application management.
* Provide information and assistance in developing an enhanced mobile computing environment.
* Train Police Department personnel in use of desktop systems and implementations.
* Ensure high availability of systems across the LAN and WAN network.
* Ensure compliance with FBI's Criminal Justice Information Services (CJIS) and Department
of Justice's California Law Enforcement Telecommunications System (CLETS) policies and
procedures, industry standards, and best practices.
* Develop and maintain policies and procedures related to network security, servers and client
access, Active Directory, Exchange, Firewalls, VPN, Secure remote access, internet access,
virus protection, and security filtering.
* Ensure Communications and data security protocols, and protect against unauthorized access,
intrusion, modification, or destruction.
* Monitor and create reports on all servers, network, telecommunications, internet, and database
activity.
* Troubleshoot and resolve network access and communications problems.
* Management of LAN/WAN/Wireless, set-up internet connective, and iOS device support.
* Promote open and timely communication within and among department personnel.
* Maintain a high level of current knowledge regarding systems, technology, and
communication.
* Meet with department personnel to analyze IT needs and create solutions that are a good fit for
the organization and solve problems of computer systems by modifying and enhancing
hardware, software, printing and desktop publishing techniques, Customer Relationship
Management.
* On a weekly basis, submit a written description of any critical problems/issues that need to be
resolved to prevent a failure of network services; daily, if it is extremely critical.
* On a monthly basis, submit a report summarizing the performance of all servers, network,
telecommunications, internet, and databases, highlighting any problems, recurring errors, or
suspected security breaches. This report should be structured in a days/hours format so that it
can be tied back to the vendor's invoice(s).
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
6. SCOPE OF WORK
The project scope of work consists of comprehensive services designed to strengthen the cost-
effectiveness, quality, and productivity of the APD's IT services using current technological expertise,
including maintenance of the APD's computer network, planning for short-term and long-term IT goals,
and the provision of excellent customer service. The following is a list of some of the services required
but should not be seen as all inclusive.
1. Provide strategic planning and oversight of the APD's IT program.
a. Identify trends in use of IT for Public Safety. Identify solutions to support APD strategic goals
and objectives.
o Identify critical integration issues based on current projects and future initiatives.
o Recommend policies, procedures, and standards form implementations and use of IT.
o Provide input and review of Requests for Proposals (RFP) related to IT services. Assist
with vendor negotiations on IT projects.
o Provide recommendations for additional services to provide enhanced IT services when
needed.
o Assist APD with yearly budget recommendations, identifying hardware and software
needs, and recommending equipment and software upgrades.
2. Provide experienced project managers to provide management of projects on an as-needed basis
from vendor selection to implementation.
3. Provide desktop and network support to APD staff.
a. Desktop Support:
o Document and track all helpdesk tickets whether received from ticket tracking system,
phone input, email or in person.
o Ensure that a list of software and hardware inventory, license, and warranty expirations is
kept current.
o Provide ongoing hardware maintenance of the LAN(s) consisting of all computers, servers,
printers, and other peripherals.
o Provide system upgrades including but not limited to:
i. Operating system upgrades
ii. Application upgrades
iii. Hardware upgrades
iv. Cyber protection and threat prevention
v. Spam filtering
o Coordinate resolution of software problems with software vendor.
o Provide support for the APD's document imaging and scanning systems and other
applications as identified by the APD.
o Ensure efficient daily operation of PC's and networks.
b. Network Administration:
o Provide regular review and evaluation of the APD's network to ensure optimum
operations and security.
i. Network access including but not limited to:
Create new user accounts.
Disable or delete obsolete user accounts.
Assign security permissions.
Issue VPN access.
Create vendor accounts.
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
o Network printing
o 365 administration
o Documentation including change control
o Server maintenance
o Firewall administration support
o Internet support
o Network outages
o System Backup: The IT network, includes all files on the servers, are backup on a daily
basis. Consusltant shall ensure that bakup proceses are scheduled and performed
successfully and that backup media are accessible, and files can be successfully restored.
o Perform an external penetration test for the network annually.
c. Provide quotes for procurement of IT related equipment.
d. Provide installation and repair of all IT related equipment.
e. Provide reports with specified timeframes.
f. Provide quality information services and technological deliverables, including project planning
and execution.
g. Develop mechanisms for improving the APD's utilization of its current technological resources.
h. Improve the overall cost-effectiveness of City-wide operating expenses and capital outlays
associated with technological services.
i. Option to utilize Consultant for cloud back-up and end-point security (both must be in
compliance with CJIS and CLETS policies and procedures).
7. STAFFING REQUIREMENTS
* At least one Information Technology Specialist - minimum of six (6) hours a day, five (5) days a week.
Responsible for overall support ensuring efficient daily operation of PCs and network file servers. The
Specialist serves as a technology advisor for the APD and will work directly with staff to provide
exceptional customer care.
* Availably of unscheduled support or after hours and emergency services.
* Option for additional staff to include, but not limited to, Project Manager, System Engineer, Network
Engineer, and Software Developer and/or additional on-site hours as needed.
8. PROPOSAL CONTENTS
The response to this Request for Proposal shall be organized to include the following five (5) sections, each
physically tabbed and clearly marked. The contents of each section are listed below and must be presented
in the same order. The volume or size of the proposal should be concise without needless duplication of
marketing materials. The proposal shall be completed and submitted with the following information:
A. Cover Letter. Introductory letter expressing interest in the project. The letter provided will contain
the following:
* Name of submitting company/entity and identify the legal status of the submitting
company/entity (partnership, LLC, corporation, etc.)
* Name, title, address, telephone number, and email address of the person designated as the
primary contact for the submitting company or entity.
* The cover letter must be signed by a person authorized to represent and legally bind the firm.
B. Consultant's Qualifications. Provide a statement of qualifications of personnel assigned to this
project.
C. Experience and Approach (RFP page 11). Provide a task listing that shows the methodology to
be used on this project.
D. Hours and Rate (RFP page 12). Include an hourly rate schedule.
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
E. References. Provide five (5) relevant public agency references within which work or selected tasks
have been performed within the past five (5) years that are of a similar nature to the services
requested herein. Contact name, phone number and/or email address, brief description of services
performed, and date of services is required. References submitted without one of these will not be
accepted.
9. EVALAUTION CRITERIA
The City of Alhambra Police Department will review all proposals received to determine whether they meet
the essential requirements outlined in this RFP. Proposals will be evaluated based on the Consultant's
qualifications and proposed project staff qualifications and experience.
All competitive proposals shall be evaluated with respect to the completeness of data provided, support for
claims made, relevant experience, and the overall approach taken. The following equally weighted list of
evaluation criteria shall be utilized in the technical evaluation of each consultant's competitive proposal:
* Experience with similar projects involving municipalities and/or local government agencies,
particularly in the region (20 points);
* Knowledge of and hands-on experience with relevant government and public safety software
applications (20 points);
* Qualifications and experiences of proposed staff (20 points);
* Hours and Rates (20 points); and
* Responses from references (20 points).
10. ADMINISTRATION SPECIFICATIONS
A. The City of Alhambra Police Department's Rights to Proposals
All proposals, upon submission to the APD shall become its property for use as deemed appropriate. By
submitting a proposal, the Consultant covenants not to make any claim for or have any right to damages
because of any misinterpretation or misunderstanding of the specification, or because of any misinformation
or lack of information. The APD reserves the right to take one or more of the following actions as
determined in the best interest of the organization:
1. to accept or reject in whole or in part any or all proposals;
2. to cancel this RFP in whole or in part without prior notice. Thereafter, the APD may issue a
solicitation for new proposals;
3. The APD makes no guarantee as to the usage of the services by the APD;
4. to waive, at its discretion, any minor errors, informalities or irregularities, which the APD deems
correctable or otherwise not warranting rejection of the RFP;
5. to correct any arithmetic errors in any or all proposals submitted;
6. to negotiate with any Consultant as necessary to serve the best interest of the APD and to negotiate
the final contract(s) with the most responsive, responsible Consultant;
7. to investigate the qualifications of any Consultant under consideration;
8. to disqualify a proposal upon evidence of collusion with the intent to defraud or other illegal
practices on the part of the Consultant;
9. to utilize any or all the ideas from proposals submitted;
10. to change the proposal's due date upon appropriate notification;
11. to adopt any or all of a Consultant's proposal; and
12. to negotiate modifications to the scope and fee with selected Consultant prior to contract award.
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
B. Award of Contract
Issuance of this RFP and receipt of responses does not commit the City of Alhambra Police Department to
award a contract. This RFP and the selection process shall in no way be deemed to create a binding contract
or agreement of any kind between the APD and any respondent. The APD reserves the right, in its sole
discretion, to waive minor irregularities in proposals. A minor irregularity is a variation of the RFP, which
does not affect the funding request, or gives one party advantage or benefit not enjoyed by the other parties,
or adversely impacts the interest of the APD. Waivers, when granted, shall in no way modify the RFP
requirements or excuse the party from full compliance with the RFP specifications and other contract
requirements if the party is awarded the contract.
C. Business License Requirements
Upon Award of Contract, the consultant shall obtain a City of Alhambra Business License and maintain
one throughout the term of the contract.
D. Insurance Requirements
Upon Award of Contract by the City Council, the consultant shall provide the APD with required
Certificates of Insurance as clearly described in the Sample Agreement for Professional Services included
herein.
E. City Contract/Term
The selected consultant will be required to execute a standard City of Alhambra contract (Attachment A).
The initial term of the contract is for three years with two one-year extensions. Any changes to service
levels and rates will be mutually agreed upon before any extension is authorized. Submission of a proposal
indicates that the Proposer accepts the terms of the contract.
F. False or Misleading Statements
Any submittals containing, in the opinion of the APD, false or misleading statements will be rejected.
G. Prospective Vendor Costs
The APD shall not, in any event, be liable for any pre-contractual expenses incurred by any proposer or by
any selected proposer. The APD will not pay any costs incurred in the preparation, submission, printing,
interviews, meetings, or contract negotiation process.
H. Clarification of Proposals
APD reserves the right to obtain clarification on any item in any Consultant's submittal or to obtain
additional related information necessary to properly evaluate the submittal. Failure of a Consultant to
respond to a request for more information may result in the proposal being rejected.
I. Confidentiality
While the City of Alhambra Police Department understands the proposer may desire to treat certain
information as confidential, the City of Alhambra Police Department is bound by applicable law. The City
of Alhambra Police Department is a public body, and written correspondence may be subject to the Public
Records Act and the City of Alhambra Police Department may not be able to treat matters as confidential.
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REQUEST FOR PROPOSAL RFP NO. 2M26-2
PROFESSIONAL INFORMATION TECHNOLOGY AND SUPPORT SERVICES
Likewise, any agreement with the proposer must be approved at a public meeting. After the award of the
contract, all responses become public records subject to disclosure. Proposals will remain confidential until
the APD has authorized award of a contract.
J. Replacement of Incompatible Staff
The APD reserves the right to request and receive a replacement for any IT staff member whom the APD,
in its sole and absolute discretion, determines is not working effectively with the APD's staff assigned to
this project, or who is inadequately qualified to perform the services to be provided, or who is unsuitable
to be performing services in secure areas.
K. Security Check
All Consultant personnel are required to pass an extensive security background check before they will be
allowed to perform any services for the APD. The Consultant or individual employees of the Consultant
may be excluded from providing services based on the results of the background checks, in the sole and
absolute discretion of the APD. All proposals should acknowledge this fact, and project timelines should
reflect this fact.
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