Posted: 5/30/2025

Type of Addition: ADDENDUM 2: QUESTIONS & ANSWERS

Overview: This Addendum No. 1 to RFP 2025-122 is issued by the City of Beaufort Finance Department. Except as modified by this addendum, all areas of the RFP not specifically mentioned in or affected by this addendum, shall remain unchanged.

1. Please confirm if a bid bond is required to be submitted as part of the proposal. Yes, see page 13, g.ii. Submitter must include a bid bond equal to 10% of the total annual fixed fee for year-1.
2. Is a performance bond required to be submitted as part of the proposal? No, a performance bond is not required.
3. Please confirm if bidders are allowed to provide three letters of reference from commercial/private sector firms. Bidders may provide letters of reference from commercial/private sector firms.
4. Are we allowed to propose hybrid engagement model ( Onsite/Offshore). Yes, hybrid engagement models will be considered.
5. Do you have a current incumbent and what is budget for this RFP? The current incumbent firm is InterDev. LLC., Roswell, GA. The fiscal year 2026 annual budget is $322,122.
6. what is the term on closing the performance bond out? A performance bond is not required.
7. Can you please provide the difference between, the rate card mentioned here as hourly, 1/2 & 1/4 hourly rates? The ½ & ¼ hour rate sections are provided to be used if necessary.
8. Shall we get the notary signature from other states apart from SC? A notary signature from another state is acceptable.
Please provide an inventory of the hardware components, including desktop PC’s, laptops, tablets, phones, servers, printers, etc. See SCHEDULE A below

9. Does the City currently use an internal ticketing system for IT support requests? If so, what system is in place? ConnectWise
10. Page 8, Item #8 references “daily onsite technical support,” while page 6 references “weekly onsite technical support.” Can you please clarify the expected frequency and number of hours for onsite presence? Daily on-site presence, Monday through Friday 8:00 AM to 5:00 PM. Hybrid engagement models will be considered.
11. Can the City provide details on its current server infrastructure? Specifically:
a. Are the servers physical, virtualized, or a combination? Combination, mostly Virtualized.
b. What virtualization platform is in use (e.g., Hyper-V, VMware)? VMWare
c. What operating systems are currently in place? Tyler Munis
12. Regarding network equipment (Page 8, Item #6), can you provide:
a. A count of each device type (firewalls, switches, routers, access points, etc.)? See SCHEDULE A below
b. The brands and models currently in use? See SCHEDULE A below
13. Item #6 also mentions “installation and support of printers, scanners, and network devices.” Can you provide:
a. The quantity and types of these devices? See SCHEDULE A below
b. The brands/models currently deployed? See SCHEDULE A below
14. Page 8, Item #8 refers to “daily administration of new and ongoing technology projects.” Can you clarify if this refers to ongoing routine support, or if these are scoped projects requiring additional planning and resources?
a. What is the current amount of data (in TB or GB) being backed up? 38TB
b. What is the existing backup solution in use (hardware/software)? Datto
15. Would the awarded firm be expected to take over the existing backup system or propose and implement a new backup and disaster recovery plan? Existing system.
16. On page 6, the RFP references a requirement to “own company data center with redundant data center relationships and SSAE 16 compliance.” Could you clarify:
a. Is the City expecting the selected vendor to host City data? No.
b. If so, is co-location acceptable, or must the vendor own and operate the data center?
c. What are the specific expectations regarding SSAE 16 compliance (e.g., audited certification)? To provide a framework for SOC reporting, as needed.
17. What cyber liability insurance requirements must be met by the selected vendor? The cyber liability insurance requirements include a multi-factor authentication attestation form to be reviewed and completed by the City’s IT vendor.
18. Regarding the requirement for “IT staff to maintain CJIS certification,” please clarify:
a. Does this apply to individual technicians or to the vendor as an organization? Individual technicians.
b. Will the City assist in facilitating the CJIS clearance process for vendor personnel? No.
19. Page 6 states that proposals must include a bid bond equal to 10% of the annual fixed fee for Year 1, and the awarded firm must provide a performance bond of the same amount. Could you please clarify:
a. What forms of bid and performance bonds are acceptable (e.g., surety, certified check)? The bid bond can be in the form of a surety certificate or certified cashier’s check.
20. What is the timing on closing out the performance bond? See #2. a performance bond is not required.
a. How is it handled Year 2, 3, etc.? See #2
b. On page 6, “Schedule A” summary of IT equipment and software is referenced. Is this document publicly available for review? If so, can it be shared or accessed online? See SCHEDULE A below
21. Could you please provide a comprehensive list of devices currently in your IT environment that would fall under the scope of monitoring and management? See SCHEDULE A below.
• The list should include the following as applicable:
• Current user count
• Firewalls
• Network Attached Storage (NAS)
• Network switches
• Wireless access points
• Workstations and laptops
• Uninterruptible Power Supplies (UPS)
• What is the estimated or allocated budget for this RFP? See #5.
22. Is there any local vendor preference? No.
23. Are remote services acceptable for this engagement? Combined on-site and remote services will be considered.
24. If onsite presence is required, could you please estimate the percentage of work expected to be performed onsite? Daily on-site presence, Monday through Friday 8:00 AM to 5:00 PM. Hybrid engagement models will be considered.
25. Additionally, how many consultants do you currently have onsite, or how many would you expect to be onsite under this contract? There are currently two on-site consultants. Proposers are expected to recommend number of consultants to be considered.
26. What ticketing system is currently in use? Additionally, could you share the average number of support tickets generated per month? ConnectWise
27. Is there a current incumbent providing these services? If so, are there any pain points with their services? InterDev, Roswell, GA is the current services provider. There are no pain points to note.
28. Is this a re-compete RFP? This RFP is issued to replace the current contract.
29. Could you please share current suppliers’ pricing and proposals? The fiscal year 2026 annual budget is $322,122.
30. Can you share details about the Incumbent’s performance or areas for improvement? The City is satisfied with the incumbent’s performance. There are no pain points to note.
31. Could you please provide us what your current annual expenditure is for this contract and for how many FTEs? See #5.
32. How many incumbents are currently awarded for this contract? What is the annual value of each contract of each incumbent? There is currently one incumbent, InterDev, Roswell, GA . The fiscal year 2026 annual budget is $322,122.
33. When are those contracts with the Incumbents expiring? October 31, 2025.
34. What is the anticipated annual budget for this contract? See #5.
35. Is there any page limit for the requested “Key Personnel” resumes? No.
36. Refer to “Exhibit A” Can we provide onsite support services instead of Off-site desktop support, Off-site server, LAN, and WAN support, Off-site routine maintenance and system documentation, Off-site server, LAN, and WAN project planning and implementation? Combined on-site and remote services will be considered.
37. We noticed the 10% M/WBE participation goal referenced under "Goal for Participation" on page 3 of the RFP. As a certified MBE/DBE/SBE with the Maryland Department of Transportation (MDOT), we would like to understand if our certification counts toward this goal, or if it is limited to South Carolina-certified M/WBEs. Could you please clarify? The W/MBE certification is not limited to South Carolina. However, a specific expectation has not been set for this RFP.
38. Could you please confirm if any presentation materials or a recording of the pre-bid meeting will be made available for review for those who could not attend? PREBID MEETING RFP 2025-122 INFORMATION TECHNOLOGY SERVICES-20250520_110120-Meeting Recording.mp4
39.
40. Refer to Section II, point g (ii), which states that the awarded firm must provide a Performance Bond equal to 10% of the annual amount of the fixed fee. However, within the same document, there is a comment from Alan Eisenman suggesting that this requirement be removed, given that the contract is service-based. Could you please clarify whether the performance bond is still required under this solicitation? A performance bond is not required.
41. The RFP states that the City adopts South Carolina's goal of 10% M/WBE participation, but also notes that no specific expectation has been set for this RFP. Can you confirm whether meeting the specified M/WBE participation goal is mandatory? a specific expectation has not been set for this RFP.
42. Do we need to engage one M/WBE firm or two different MBE and WBE firms. The W/MBE specific expectation has not been set for this RFP.
43. Does the City maintain a directory or have a recommended list of certified M/WBE firms we can contact for potential partnership? No.
44. Please confirm if the City would accept the list of references or are the letters of reference are mandatory. Letters of reference are preferred.
45. Will oral presentations or interviews be required for shortlisted vendors? If yes, will it be on-site or can it be done remotely. The city may decide to conduct interviews which may be conducted remotely.
46. Is there an incumbent or is this a new requirement. See #5.
47. If the key personnel are not available at the time of award, will the replacement be allowed. Proposer should provide an explanation for this in the proposal.
48. The RFP requires a bid bond equal to 10% of the total Year-1 annual fixed fee. Can you confirm whether the bid bond requirement is mandatory for this IT services contract, given that it is not a construction or supply contract? A bid bond is required.
49. The RFP also mentions a performance bond equal to 10% of the fixed fee, though this is typically not standard for service contracts. Can you clarify whether a performance bond will still be required for this contract? See #2
50. Can the bid bond be submitted electronically with the proposal, or is a hard copy required? A scanned copy of the bid bond is sufficient for email submissions. The hard copy will be submitted upon award of the contract.
51. Bid Bond: Is the bid bond required to be submitted with the initial proposal (by June 13, 2025), or only upon award? Yes.
52. Performance Bond: Is the performance bond due after award notification, or is it also required at the proposal submission stage? See #2, a performance bond is not required.
53. Could you please confirm if bidders are allowed to submit a redacted version of the proposal. Yes.
54. Is there any M/WBE participation goal allocated for this engagement? If yes provide us the allocated percentage and the list of M/WBE vendors. A W/MBE specific expectation has not been set for this RFP.
55. What are the operating hours of the helpdesk (24/7, business hours, weekends etc.) Daily on-site presence, Monday through Friday 8:00 AM to 5:00 PM. Hybrid engagement models will be considered.
56. Is there a requirement for the help desk team to be onsite at the City's premises or is remote/offshore support acceptable. The W/MBE specific expectation has not been set for this RFP.
57. What help desk solution is currently being used?, See #10 ConnectWise
58. Can this solution be continued by the selected vendor, or Should a new help desk platform be proposed? A new help desk platform should be proposed.
59. Could you confirm whether the help desk scope includes: only infrastructure support, or Application, integration, and third-party systems support as well? Application, integration, and third-party systems support
60. Kindly provide help desk/ticket volume data, including: Average 253/month.
61. Monthly average 253/month, maximum, and minimum contacts (by phone, email, web, etc.)
62. Breakdown of tickets by category and severity 63 Security/month on Average
184 Support/month on Average
63. 1st contact resolution rate 30 day average time to resolution = 1.28 hours
64. Average speed to answer Not tracked.
65. Call abandonment rate Not tracked.
66. What are the City's expectations regarding response times for different types of help desk requests? JJ/. Response times are based upon many factor. Proposer should address response times in the proposal.
67. Could you please share a ticket dump for the last 6 months, with a breakdown of incident types and service requests? A request has been submitted to the incumbent vendor.
68. Please share the scope and list of responsibilities under Cloud Services and Application Management. To be provide as soon as possible.
69. Please support us in locating the Schedule A - summary of IT equipment and software referenced in the RFP: See SCHEDULE A below
70. Could you please share the current IT assessment report, if available? See SCHEDULE A below
71. Kindly elaborate the scope of services and list to be covered for Software Installation and support. To be provided as soon as possible.
72. Is there a defined transition timeline to be considered as part of the implementation? the Incumbent contract is due to expire October 31, 2025.
73. Kindly confirm if a bid bond is required at the time of proposal submission or can be submitted during the contract phase. A bid bond is required until the contract is awarded.
74. Please support us in locating the following forms referenced in the RFP:
75. Non-Resident Taxpayer Affidavit (S.S. Department of Revenue I-312) See addendum 2.a
76. Certification of Compliance with the South Carolina Illegal Immigration Reform See addendum 2.b
77. Please confirm whether the pricing form should be submitted as part of the technical proposal or as a separate document. Submit pricing for Exhibit A including with the proposal.
78. Could you please share the recording of the Pre-Bid meeting with us. PREBID MEETING RFP 2025-122 INFORMATION TECHNOLOGY SERVICES-20250520_110120-Meeting Recording.mp4
79. Kindly provide details of the incumbent vendor, including:
80. Current pricing & Team Size annual budget is $322,122. 2 FTEs
81. Known challenges or pain points There are no known challenges or pain points to note.
82. Kindly share the list of monitoring tools currently in use, and confirm whether these can be leveraged by the selected vendor. For the above listed services, where possible ownership/management would be transferred.
83. We assume that bidders can propose hybrid engagement model (Combining Onsite & Offshore support). Kindly confirm. Confirmed
84. Kindly confirm if digital signatures are accepted on the proposal forms. Digital Signatures are acceptable.
What is the breakdown of devices? Specifically: See SCHEDULE A below for 86-89.
How many computers/laptops (combined total): ___________
a. How many for the Police Department only: ___________
85. How many tablets: ___________
a. How many for the Police Department only: ___________
86. How many cell phones: ___________
a. How many for the Police Department only: ___________
: What is the breakdown of the servers (stated 19 virtual / 3 physical host servers / 1 storage array / 5 physical, this is perfect for the overall):
87. How many for the Police Department only: ___________
What is the amount of data backup being conducted, specifically how many terabytes (TBs)?
88. How many TB in total: ___________
a. How many for the Police Department only: ___________

It was stated that there were approximately 180 employees, out of that number:
89. How many work on a computer for day-to-day use (Full users): Approx. 125
90. How many only need email and to get online occasionally (Mobile users): Approx. 50
91. How many for the Police Department only (Full users): Request submitted to the incumbent vendor.
92. How many for the Police Department only (Mobile users): Request submitted to the incumbent vendor.
93.
Types of equipment do you currently have installed? See SCHEDULE A below
94. Firewalls: ___________
95. Switches: ___________
96. Access Points (Aps): ___________
97. You listed currently having Huntress, Sentinel One and Cisco umbrella installed.
98. Was this for awareness only (what InterDev currently uses): The services listed are ones that InterDev currently has deployed.
99. Was this purchased by the city separately: The services listed above (Huntress, S1, Cisco) are through InterDev .
If purchased by the city, are you a month-to-month or under contract: ___________
100. Business license required for the City of Beaufort after company selection or before? A business license after the contractor has been selected.
When is selection determination date? A selection is expected to be made in July 2025.

101. Q9: When is your current contract with InterDev up? October 31, 2025
102. Q10: When are you looking to go live with new services? November 1. 2025.

All Bidders shall acknowledge receipt and acceptance of this addendum by signing in the space provided in the RFP Signature Page. Bids submitted without this Addendum may be considered non-responsive.

 
SCHEDULE A

Hardware components:
• Desktop PCs: 77
• Laptops: 121
• Tablets: 10 Windows; 6 iPad
• Phones:
o 70 Cell
o 125 desk
• Servers: 16
• Firewalls 3x Fortinet
• Switches
o 22x Cisco
o 1x Fortinet
• Routers 1x Cisco
• Access points
o 25x Ruckus
o 3x Meraki
o
Devices specifically for the Police Department.
• PCs
o 47 MDCs
o 25 desktops
o 18 Laptops
• Tablets None
• Phones
o 42 Cell
o 40 Desktop

Documents:

• Addendum_2.a_SCDOR_NON_RESIDENT_TAX_PAYER_ID_I312.pdf
• Addendum_2.b_SCDOR_M_56_SC_Illegal_Immigr_Contr_Cert.pdf
• ADDENDUM_2_QUESTIONS_ANSWERS_RFP_2025_122.pdf

Posted: 6/12/2025

Type of Addition: Addendum 4 ADDITIONAL QUESTIONS & ANSWERS

Overview: This Addendum No. 4 to RFP 2025-122 is issued by the City of Beaufort Finance Department. Except as modified by this addendum, all areas of the RFP not specifically mentioned in or affected by this addendum, shall remain unchanged.

1. Could you please share a ticket dump for the last 6 months, with a breakdown of incident types and service requests?


2. How many people are assigned to the police department we can account for as “Full users?” Note: Normally this is just the number of employees in the police department. 60 full Police Users
3. How many physical site locations does the police department have? Two locations for IT support
4. How many servers belong to the police department? One
5. How many phone lines does the city have? 128
6. Does the city need to be quoted for fax services? If so, approximately how many pages does the city send/receive in a month? No
All Bidders shall acknowledge receipt and acceptance of this addendum by signing in the space provided in the RFP Signature Page. Bids submitted without acknowledging this addendum may be considered non-responsive.

 

Documents:

• ADDENDUM_4_ADDITIONAL_QUESTIONS_ANSWERS_RFP_2025_122.pdf