RFP: Managed IT Services for Headquarters Relocation FAQs

Thank you for your interest in our Technology Stack RFP. Below are responses to general questions submitted by interested vendors. Please note that detailed internal system information and environment specifics will only be shared with finalists as part of the next stage of the selection process.

To Apply, Click link below:

RFP: Managed IT Services for Headquarters Relocation

What is the new deadline for proposal submissions?

The deadline for submitting proposals has been extended to May 6, 2025.

How should proposals be submitted?

All proposals must be submitted by email to jairos@bronxdefenders.org with the subject line: “RFP Response: Managed IT Services – [Vendor Name]”. Proposals should be submitted as a single PDF.

Is there a preferred format for the proposal?

Yes. Please follow the structure outlined in Section 7 of the RFP:
– Executive Summary
– Company Information
– Service Approach & Methodology
– Staffing & Key Personnel
– Project Plan & Timeline
– Pricing & Cost Structure
– References

The RFP reads as if it’s asking for a proposal/fee structure to relocate the organization to the new building in 3-5 years. To do this we would need to know certain specific pieces of information… Am I mistaken?

You are correct that the RFP includes future planning for the relocation. However, at this stage, we are primarily looking for:

Your approach to supporting the relocation planning process (including network design, relocation readiness, and IT infrastructure recommendations).
Your ongoing managed services proposal for the current environment with flexibility to scale into the relocation project.

Specifics like physical layout, network design needs, and AV/security requirements will be addressed as we move closer to relocation. We welcome providers who can offer phased planning for these future needs.

The RFP asks for resumes and descriptions of our staff’s experience. Do you want resumes or outline descriptions of experience? I have provided both.

An outline of experience is acceptable. Please ensure it includes relevant qualifications, certifications, and roles for key personnel assigned to this engagement.

Is 24/7 network monitoring required?

Yes, continuous 24 x 7 monitoring is expected as part of the service scope.

What network performance expectations or SLAs (Service Level Agreements) does the organization require?

We expect the selected MSP to provide clear SLAs that cover network uptime, incident response times, resolution timeframes, and performance reporting. Specific SLA targets will be defined in collaboration with the MSP during contract negotiations.

Are alert thresholds, response playbooks, and escalation paths already defined?

Basic escalation paths are in place. However, we expect the selected MSP to collaborate with us on reviewing and refining these processes, including thresholds and response playbooks.

What level of involvement is expected from your internal IT team during the transition and ongoing management?

We expect a collaborative approach where the MSP manages day-to-day IT Network and cybersecurity operations, network activities, and compliance. At the same time, our internal team provides oversight, institutional knowledge, and coordination support. The internal team will remain engaged throughout the project for decision-making and governance.

Do you require Quality of Service (QoS) policies?

We are interested in maintaining efficient network performance. QoS policies may be discussed further with finalists as part of the solution design phase.

Are remote diagnostic tools or licenses (such as TeamViewer, AnyDesk, RMM) already in place?

This level of detail will be shared with finalists. Vendors may propose their own tools or indicate how they would leverage existing solutions.

How many endpoints are assumed for network monitoring?

The environment includes fewer than 1000 endpoints. Final counts and details will be shared with selected vendors.

Can you tell me the approximate headcount?

We currently operate across multiple locations with approximately 450 staff. Staff distribution varies by office, but our largest concentration is at the Bronx headquarters. During the next phase, finalists will receive more detailed breakdowns by location.

Is there a centralized IT asset management or CMDB system in place?

We maintain basic asset tracking. Detailed CMDB or software asset management tool usage will be discussed with finalists.

Do you require configuration relationships to be mapped (e.g., linking servers to switches, DBs, or apps)?

Yes, understanding configuration relationships is important to us, though the level of detail and method of mapping will be confirmed with the selected provider.

Can you outline the key applications outside of LegalServer, PIKA. What are you using for funding, HR, finance etc.?

We have core systems in place for HR, finance, and grants management. During the finalist stage, specific tools and configurations will be shared with selected vendors. At this point, we ask that you describe your general approach to integrating or managing typical nonprofit back-office systems.

You are using Microsoft 365. Do you have nonprofit pricing? Can you give a sense of your current licensing levels?

Yes, we leverage Microsoft 365 nonprofit licensing. Our environment includes a mix of licenses. More detailed licensing breakdowns will be shared during the finalist stage.

Are you using Intune and/or Autopilot for endpoint management or provisioning?

We use Entra ID for cloud identity and device management, among other tools. We welcome input on best practices for expanding the use of these tools.

VoIP – do you have an existing VoIP provider? Can you share who it is? Will this provider also service the new space?

Yes, we have an existing VoIP provider supporting our current offices. Details regarding the provider and their involvement in the new space will be shared with finalists. We are also open to recommendations on telephony solutions that align with our relocation plans.

How much data are you currently storing? How much is local, and how much is in Azure Storage?

We operate with a hybrid storage model, utilizing both local and Azure cloud storage. Specific data volumes and architectural details will be discussed with finalists during solution planning.

How does the organization prefer to handle IT procurement—through the MSP or a separate vendor?

We are open to either approach depending on the solution and pricing. Procurement can be handled through the MSP or separately, based on what best meets the organization’s needs.

Last Updated: April 24, 2025