Request for Proposals For Information Technology Managed Services

Request for Proposals
For
Information Technology
Managed Services
City of Auburn
Finance Department
1225 Lincoln Way
Auburn, CA 95603
Date of Issuance:
July 18, 2026
Deadline to Submit Proposal:
August 3, 2026 at 12:00 P.M.

I. Introduction
The City of Auburn ("City") is requesting proposals from qualified information technology (IT) firms
(hereinafter the "Consultant") to provide daily, consistent, and comprehensive Managed IT
professional and advisory services, as well as ad hoc project planning and execution. The most
qualified firm will have the knowledge, expertise, staff, and availability to provide the required services
in a small municipal organization with diverse IT requirements that include public safety, wastewater
treatment plant facilities, airport, and general government operations.
Proposals must address the requirements of this Request for Proposals (RFP). For your proposal to be
considered, email the complete proposal in PDF format to ghoskins@auburn.ca.gov and submit one (1)
copy of the same proposal in a sealed envelope marked "Proposal for IT Managed Services" to:
City of Auburn
Finance Department
1225 Lincoln Way
Auburn, CA. 95603
The deadline to submit a proposal is listed on the first page of this document. If your proposal is not
received by the Finance Department on or before that date and time, then the proposal will not be
considered.
Sealed proposals may be submitted in person, via U.S. Mail, or by express courier at the address above.
Fax submittals will not be accepted.
Any questions regarding the RFP should be directed in writing to Gretchen Hoskins at
ghoskins@auburn.ca.gov

II. Background
The City of Auburn operates and maintains a full range of municipal services. It employs approximately
one hundred (78) full-time staff and eight (8) part-time staff and is organized into the following
departments:
* City Manager's Office
* Police Department
* Fire Department
* Airport
* Finance
* Human Resources
* City Clerk's Office
* Planning & Building
* Economic Development
* Public Works (Transit, Sewer, Streets, General)
The City does not currently employ any in-house IT staff. The City seeks a third-party IT managed
services provider who provides a range of day-to-day IT services to support the City's information
technology needs including emergency response functions that require 24/7 service such as Police,
Fire, Public Works, and Wastewater Management.
The Finance Director is responsible for overseeing IT managed services at the City as well as the City's
ERP software, strategic planning and coordination between various departments and the City's IT
managed service provider. The City Clerk is responsible for managing the City's phone and City Internet
solutions. A variety of software solutions are managed by their respective subject matter departments.
The City requires IT services at the following City of Auburn locations:
* City Hall: 1225 Lincoln Way
* Police Station: 1215 Lincoln Way
* Fire Station 1: 485 High Street
* Fire Station 2: 225 Sacramento Street
* Fire Station 3: 901 Auburn Folsom Road
* Public Works Corp Yard: 11500 Blocker Drive
* Municipal Airport: 13626 New Airport Road, Suite 101
* Wastewater Treatment Plant: 10441 Ophir Road
* Sewer Lift Stations: Various

Existing IT Infrastructure
There are a total of eight sites that house IT infrastructure within the City. Five of these locations are
currently operated by full-time City employees, two of the locations are not regularly staffed and one is
operated by independent contractors. The facilities that house the primary IT infrastructure are City
Hall, the Police Station, and the Airport while the remaining locations have infrastructure that provides
connections to the primary locations.

III. Purpose
The purpose for this Request for Proposals (RFP) is to evaluate qualified firms for providing a
comprehensive set of IT managed services necessary for day-to-day IT operations and the ongoing
implementation of our strategic goals and objectives. It is the City's desire to act affirmatively over the
next several years to align itself with best practices in government information technology.
Qualified firms are asked to prepare a proposal that addresses all value-added service requirements as
outlined below. The initial contract is anticipated for a period of three years with the option to renew
for two additional one-year periods.

IV. Scope of Services
The selected Consultant will manage the City's IT environment at all City locations. Overall, the
Consultant's scope of services includes, but is not limited, to the following:
A. Support Services
1. Systems Infrastructure
* Physical and virtual server monitoring and management. 24/7 monitoring of
hardware and software for errors, warnings, or noncompliance.
* Patching and compliance for operating systems and installed applications.
* Data protection with on-site and off-site disaster recovery.
* Workstations, notebooks, and mobile devices.
* Server software, operating system, and applications.
2. Network Administration
* Network access.
* Remote and mobile access.
* Internet and Wi-Fi support.
* Switches and firewalls.
* Network printers, copiers, faxes, and other devices.
* Network resource access.
* Network monitoring and management. 24/7 monitoring of City's network with
proactive communication and escalation protocols based on the severity of any
unscheduled outage.
* Network software.
* Virus protection.
3. Other Services
* Create, delete, and maintain user accounts, groups, mailboxes, and application
security for all applications including but not limited to Active Directory, Microsoft
365, and third-party applications.
* Email security and spam filtering.
* Document management.
* Domain administration.
* Backup and replication services.
* Cyber Security awareness training and recurring end user testing.
4. Help Desk Support (on-site and off-site computers and mobile devices)
* Software related issues (application and computer support).
* Hardware related issues (e.g., servers, workstations, notebooks, mobile devices,
printers, copiers, fax machines, etc.).
5. Maintain Server, Operating System Software, and Other Applications
* Installation, configuration, testing, updates, troubleshooting, and upgrades of server
and operating system software, applications, and related hardware.
* Operating system and application upgrades and patching (servers and computers).
* Review performance logs and monitor system performance.

6. Consultant will evaluate IT needs on a regular basis and evaluate, maintain, repair,
and/or recommend replacement of equipment and software as identified.
7. Manage the City's software licensing and administer hardware warranties.
8. Work with other IT consultants/vendors to resolve issues with software and hardware.
9. Communicate with the City's line of business application providers to facilitate technical
support, such as but not limited to Tyler Technologies ERP Pro and EPL.
10. Communicate with the City's public safety application partners and providers to
facilitate technical support.
11. Obtain quotes for IT purchases, when requested.
12. Attend in-person meetings when requested.
13. Participate in the City's budget process, when requested.
14. Maintain and update the City's IT inventory database and track service requests and
historical reports that can be accessed by authorized Staff.
15. Support the City's audio/video system in the Council Chambers.
B. Consulting and Project Management
The Consultant will provide strategic planning and oversight of the City's IT services and
inventory and contribute to the development and implementation of long-term goals, projects,
and objectives to achieve the City's technology priorities. Such advisory and project
management services include, but are not limited to, the following:
1. Conduct a review to identify and evaluate current systems including operating systems
and/or network software, hardware, methods, and techniques that can improve
systems/network reliability and performance. Present findings in periodic meetings
with Finance Director and other staff.
2. Perform an annual technology audit, which should include the current environment
infrastructure, completed projects, past and current service requests, and prioritized
recommendations for subsequent periods.
3. Review and recommend backup and redundancy solutions to ensure servers and data
are protected and operational in the event of an emergency, power surge, and/or
power shutdowns. Implement solutions, if endorsed.
4. Recommend and implement offsite backup solution.
5. Plan and coordinate the migration of data to new applications and technologies, if
endorsed. Provide or coordinate staff training on use of the applications and
technologies.
6. Recommend new or revised IT policies, procedures, and standards given expertise and
industry standards.
7. Participate in IT meetings along with City staff, to discuss, prioritize, and report on IT
initiatives.
8. Support efforts to comply with State and Federal regulatory mandates and standards,
including Criminal Justice Information Systems (CJIS).
9. Staff of selected proposer that will have access to systems, devices, data, or any
network related to the police department must successfully pass a fingerprint,
background check, and take the CLETS test.

C. Basic Service, Office Hours, and Staffing
1. The Consultant must provide onsite/offsite IT services City-wide during the City's
business hours, which are 8:00 A.M.-5:00 P.M. Monday through Friday and for the
Police and Fire departments a 24/7 business operation.
2. Consultant must provide preventative server and workstation maintenance service
outside of business hours (e.g., patches, updates, etc.).
3. Consultant must provide on-site and/or remote emergency support and maintenance
services outside their normal business hours, in the event of an emergency, or high
priority situation.
4. Consultant must also provide 24/7 disaster recovery and failover services.
The Consultant shall provide all labor, equipment, tools, fuel, materials, insurance, supervision, and all
other items needed to deliver excellent regular and non-regular IT managed services and advisement.
The duties listed in the Scope of Services are intended only as illustrations of the various types of work
that may be required. The omission of specific statements of duties does not exclude them from the
Scope of Services if the work is similar, related to, or is a logical assignment to any of the services
above.

V. Proposal Requirements
The proposal shall be based on the Scope of Services listed above and shall include, but not be limited
to, the following information:
A. Consultant's Background
1. General information about Consultant.
2. Name, title, experience, certifications, degrees, and other qualifications of the personnel
that will be assigned to the City to perform the Scope of Services.
3. A list of relevant past and current clients for IT consulting and support services similar to the
City in size and complexity and preferably other municipal government clients, if applicable.
Provide a brief description of the services provided and dates of service.
B. Proposal Summary
1. Provide a conceptual plan for meeting the Scope of Services, in a manner that you believe is
appropriate for the City. Indicate how the resources of your firm (e.g. number and type of
personnel allocated by hours) will be allocated. Include any service level agreements (SLA)
that the proposer is prepared to make (e.g. help desk response times, network up time, or
other measures).
2. Provide a statement describing the degree of work that is to be subcontracted, if any.
C. Communication
1. A description of how your firm communicates with clients regarding the status of your
assigned duties.
D. Cost
1. Total fixed annual cost for the first three (3) years, payable monthly, to provide routine,
emergency, disaster recovery, and other IT consulting and managed services for the City, as
described in the Scope of Services section. All fixed costs should clearly define which
services are included.
2. Provide detailed descriptions and costs for all value-added, in excess of the annual fixed
costs, services and their benefits.
3. A cost sheet for special projects and any additional work requested by the City and
performed with additional staff (e.g., new server installation, major workstation/software
rollout, etc.).
4. Proposal should include options for reducing or adding services.
E. References
1. List three (3) public sector references for which your firm has provided IT managed services
within the past five (5) years and where those services rendered were as similar as possible
to those being proposed in this document. Include the following for each reference:
* Name, address, and phone number.
* Size and description of the reference.
* Dates of service and brief description of the services provided.
F. Additional Information
1. Provide any additional information you believe will be helpful to assist in the review of your
proposal. Include any attachments, exhibits, or reports which may help us gain an
understanding of your firm's ability to provide IT managed services and advisory to the City.

*Please note that the City will require the selected Consultant to enter into a professional services
agreement. The City's professional services agreement template is attached hereto as Exhibit "A."