Request for Proposals-Managed Information Technology Services
| Location: | South Dakota |
|---|---|
| Posted: | Nov 12, 2026 |
| Due: | Jan 15, 2027 |
| Agency: | City of Spearfish |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Proposals-Managed Information Technology Services
|
| Category: | Procurement Opportunities |
| Status: | Open |
| Bid Recipient: | Michelle DeNeui |
|
Attachment Preview
REQUEST FOR PROPOSALS
Managed Information Technology Services
Issue Date: 11/9/2026
City of Spearfish
625 North 5th Street
Spearfish, SD 57783
(605) 642-1325
https://www.spearfish.gov
CITY OF SPEARFISH – MANAGED IT SERVICES AGREEMENT REQUEST FOR PROPOSAL
RFP Schedule and Deadlines
RFP Coordinator
RFP Issue Date
Questions Due By
Answers Provided By
Proposal Deadline
Anticipated Award Date
Michelle DeNeui, Finance Officer, (605) 642-1325, m.deneui@spearfish.gov
November 9, 2026
December 1, 2026
December 15, 2026
January 15, 2027 – 8:00 AM - Mountain
March 1, 2027
Contents
1. Overview and Objectives
2. Environment and Assumptions
3. Scope of Services
4. Pricing Schedule
5. Qualifications, Format, and Submission
6. Terms and Conditions
1. Overview and Objectives
1.1 Purpose
The City of Spearfish (“City”) invites qualified Managed Service Providers (“MSPs”) to submit proposals to provide
comprehensive, secure, and proactive managed information technology services for approximately 150 users and
their associated endpoints, applications, servers, network devices, and supporting infrastructure. The selected
contractor (“Provider”) will act as an accountable operational partner with the City’s leadership, application
vendors, and end users.
1.2 Additional Expectations
• Technology solutions, policies, and procedures installed, managed, and maintained by Provider must ensure
City meets all defined requirements as outlined by CJIS. The City maintains the right to have third party
assessments of the solutions provided at any time.
• Provider must work directly with SecureSD or any other Federal or State programs to take advantage of any
licensing and technology services provided by the organization or program that can help reduce expenses.
• Provider must review current and future expenses, such as licensing and hardware upgrades, and
communicate those needs with the City on a quarterly and annual basis to ensure there are no unplanned
hardware, software, or subscription expenses.
2. Environment and Assumptions
Proposers must identify assumptions, exclusions, required prerequisites, and price impacts within their proposal.
Users and Departments
Endpoints
Servers and Storage
Cloud and Productivity
Network and Phone
>150 users across 10 departments and 15 locations
Windows desktops/laptops and any approved macOS/mobile devices
Physical/virtual servers, directory/identity services, file/print, and storage
Microsoft 365 or equivalent, email, collaboration, SaaS applications, and third-
party vendor applications
Firewalls, switches, wireless, VPN/remote access, internet circuits, DNS/DHCP,
and inter-site connectivity. VOIP phone solution provided by third party.
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CITY OF SPEARFISH – MANAGED IT SERVICES AGREEMENT REQUEST FOR PROPOSAL
3. Scope of Services
3.1 Help Desk and End-User Support
• Single point of contact for incidents and service requests through phone, email, web portal, and approved
remote-support tools; provide ticket numbers and status updates.
• Support for desktop/laptop operating systems, peripherals, printing/scanning, docks, monitors, approved
mobile devices, office productivity tools, collaboration/meeting applications, email, identity, file access, and
departmental software.
• Remote and on-site support; emergency response as defined by a pre-defined SLA.
• New-hire, role-change, leave, and termination workflows, including account creation/deactivation,
group/license assignment, equipment setup, access approval, and asset return.
• Desktop and application troubleshooting, installation, packaging, updates, configuration, compatibility testing,
and vendor escalation for supported line-of-business applications.
• Support for approved remote work and secure remote access.
3.2 Endpoint and Device Lifecycle Management
• Maintain a detailed inventory of endpoints, servers, network devices, mobile devices, software, warranties,
assigned users, ownership, location, operating system, encryption status, and lifecycle status.
• Endpoint Detection and Response (EDR) or equivalent managed detection capability.
• Anti-malware/virus and ransomware protection.
• Patch and vulnerability management for operating systems, browsers, common applications, firmware, and
third-party software.
• Hardware refresh recommendations, warranty tracking, approved procurement assistance, secure
configuration, and end-of-life replacement planning.
• The City will own all network equipment including computers, nodes, switches, firewalls, etc. A hardware-as-a-
service pricing contract is not an option for the City.
3.3 Identity, Access, and Productivity Platforms
• Administration of directory services, cloud identity, SSO, MFA, conditional access, group/role design, service
accounts, and access reviews.
• Microsoft 365 licensing and account administration: Exchange/email, Teams/meetings, SharePoint/OneDrive
or equivalents, and collaboration security.
• Email security including anti-phishing, impersonation protection, malicious attachment/link defense,
monitoring, and user-reported phishing handling.
• Provide staff security training as well as regular network and email security testing and reporting.
3.4 Server, Storage, and Application Infrastructure
• Administration and support of physical and virtual servers, hypervisors, operating systems,
directory/DNS/DHCP, file/print services, storage, certificates, scheduled tasks, and system services.
3.5 Network, Connectivity, and Voice
• Monitor, configure, maintain, and document firewalls, routers, switches, wireless access points/controllers,
VLANs, VPN, DNS/DHCP, internet circuits, remote access solutions, and inter-site links.
• Bandwidth, latency, availability, and capacity monitoring; ISP and telecommunications vendor coordination.
• VoIP/phone system support
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CITY OF SPEARFISH – MANAGED IT SERVICES AGREEMENT REQUEST FOR PROPOSAL
• Network diagrams, IP address management, configuration backups, firmware lifecycle, and recovery
procedures.
3.6 Backup, Disaster Recovery, and Business Continuity
• Design and operate a documented backup strategy for in-scope servers, endpoints where required, critical
SaaS data, network configurations, and business-critical application data.
• Perform and document routine restore tests and at least annual recovery exercises for agreed critical systems.
• Assist City with creating a disaster recovery and incident response plan that accounts for device/network
failure and/or security intrusions.
3.7 Strategic Planning, Professional Services, and Special Projects
• Outline pricing and approach to providing resources to help with strategic IT planning and projects that are out
of scope of the managed services agreement.
4. Pricing Schedule
• Provide a complete three-year total cost of ownership, with annual pricing and any optional renewal years.
Clearly state annual increases, minimum commitments, price assumptions, overage rates, and termination
fees.
• The base fee must include all labor, tools, routine monitoring, standard reporting, account management, and
recurring maintenance necessary to deliver the described services with clearly itemized exclusions.
• Identify every fee triggered by adding a user/device, remote site, new server, application, or security log source.
• Identify which products are City-owned and which are Provider-owned; explain what happens to licenses and
data on termination.
5. Qualifications, Format, and Submission
5.1 Minimum Qualifications
• At least five years delivering managed IT services to public-sector or similarly regulated organizations, with a
minimum of three comparable references supporting approximately 100–200 users.
• Demonstrated capability across end-user support, servers, networking, cloud productivity, identity,
backup/disaster recovery, endpoint security, vulnerability management, third party applications, and incident
response.
• Experience providing and supporting CJIS-regulated environments.
• Adequate professional liability/errors and omissions, cyber liability, commercial general liability, workers’
compensation, and other insurance required by the City; proposed limits and exclusions must be stated.
5.2 Proposal Requirements
Proposals must include the following:
• Company Overview – Description of firm, primary contact, qualifications, and relevant experience.
• Base Services Approach – Description of how the vendor will provide required base services.
• References – Listing of current or past municipal or small government clients within last 5 years.
• Fee Schedule – Summary of a three-year cost of ownership broken down by service provided
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5.3 Evaluation Criteria
CITY OF SPEARFISH – MANAGED IT SERVICES AGREEMENT REQUEST FOR PROPOSAL
Proposals will be evaluated based on the following criteria:
• Responsiveness to RFP Requirements
• Demonstrated Experience and References
• Clarity and Feasibility of Proposed Agreement
• Cost and Overall Value
5.4 Submission Instructions
Proposals must be received no later than 8:00 AM Mountain time on January 15, 2027. We encourage proposals to
be submitted by email. Emailed submissions should include “Proposal for IT Managed Services” in the subject line
and be addressed to m.deneui@spearfish.gov. Proposals must be submitted in PDF format.
6. Terms and Conditions
• The City reserves the right to request clarification of information submitted, and to request additional
information on any proposal.
• The City reserves the right to award any contract to the next most qualified Provider if the successful Provider
does not execute a contract within 30 days of being notified of selection.
• The City shall not be responsible for any costs incurred by the Provider in preparing, submitting or presenting its
response to the RFP.
• The City reserves the right to reject any or all proposals, waive minor informalities where permitted, request
clarification or demonstrations, negotiate with one or more Proposers, make no award, or award by service
category.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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