Project Information

Bid Title

City of Fairview Park Managed IT Services RFP 2025

Issuing Agency

Fairview Park city

Location

Ohio

Published Date

Nov 3, 2025

Closing Date

Nov 24, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	City of Fairview Park Managed IT Services RFP 2025
Category:	Finance
Status:	Open

Publication Date/Time: 11/3/2025 3:00 PM Closing Date/Time: 11/24/2025 4:00 PM Submittal Information: Email SOQ by 11/14/2025 4 p.m. to: henry.chaski@fairviewparkohio.gov Related Documents: City of Fairview Park Managed IT Services RFP 2025

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20777 Lorain Road

Fairview Park, Ohio 44126

Bill Schneider

Mayor

November 2025

Request for Proposal (RFP)

Managed Information Technology Services

City of Fairview Park, Ohio

1. Introduction

The City of Fairview Park is requesting proposals from qualified vendors to provide comprehensive

managed Information Technology (IT) services. These services will support daily IT operations for all

City departments, including public safety departments that require compliance with LEADS (Law

Enforcement Automated Data System) certification.

The City intends to enter into a service agreement with a provider that demonstrates expertise in

municipal IT support, strong cybersecurity practices, and experience working with law enforcement or

public sector organizations requiring secure systems management.

The City seeks a trusted technology partner—not merely a contractor—capable of strategic alignment

with the City’s digital initiatives, continuous modernization, and proactive technology leadership. The

selected firm will serve as an extension of the City’s internal team, collaborating on innovation,

resilience, and operational excellence.

2. Scope of Work

The selected vendor will be responsible for delivering a full range of IT services to support the City’s

systems, users, and infrastructure. Services may include, but are not limited to:

• Help desk and user support for at least 80+ users (remote and on-site)

• Mobile device management (phones, tablets) and integration

• Serve as the primary liaison among installers, vendors, and end users for the deployment,

administration, and maintenance of GPS tracking systems on City vehicles and assets, as well as

physical security systems such as door access control, surveillance cameras, and related

infrastructure. Responsibilities also extend to coordination with the City’s internet and phone

service providers. The selected vendor shall provide management, configuration, and technical

support for all City desk phones, including both current analog systems and any existing or

future VoIP (Voice over Internet Protocol) implementations. This includes troubleshooting

connectivity or performance issues, coordinating with the City’s phone service providers as

needed, ensuring integration with network infrastructure, and assisting in planning or

implementing system upgrades or replacements.

440-333-2200 (City Hall)

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20777 Lorain Road

Fairview Park, Ohio 44126

Bill Schneider

Mayor

• Network monitoring and administration

• Server and workstation maintenance

• System upgrades and patching

• Cloud services and Microsoft 365 administration

• Software deployment, licensing, and vendor coordination for both general business and

specialized public safety applications

• Backup, recovery, and disaster planning

• Cybersecurity threat detection and prevention

• LEADS-compliant systems support

• Coordination with third-party vendors (software, telecom, hardware providers)

• Support and recommendations for future IT planning and budgeting

• Onboarding and offboarding of users

• Maintenance of IT documentation and inventory

• Management and support for all connected peripheral devices and systems

The vendor must ensure minimal downtime and support a secure, compliant, and efficient IT

environment across all departments.

3. Requirements

The City of Fairview Park is soliciting proposals from qualified vendors to provide comprehensive

Information Technology (IT) services to support municipal operations, including but not limited to

public safety departments that utilize sensitive law enforcement systems. The successful proposer will

demonstrate the ability to deliver responsive, secure, and reliable IT support tailored to a municipal

government environment.

3.1. General Requirements

The selected vendor shall be responsible for providing the following core IT services:

• Help Desk and End-User Support:

The vendor shall provide 24/7/365 help desk support for all City departments, including after-

hours support through live technician coverage, with proactive monitoring to ensure immediate

resolution of critical issues. A help desk ticketing system accessible by all staff shall track

resolution times and service metrics.

• Onsite Presence:

The vendor shall provide a minimum of one full day per week of onsite technical presence for

system review, maintenance, user support, and consultation. Additional onsite visits shall be

scheduled as needed to ensure hands-on service for critical issues or technology deployments.

• Network Administration and Monitoring:

Manage and monitor the City’s network infrastructure, including switches, routers, firewalls,

440-333-2200 (City Hall)

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20777 Lorain Road

Fairview Park, Ohio 44126

Bill Schneider

Mayor

wireless access points, and internet connectivity. Proactive monitoring should identify and

resolve issues before they impact operations.

• Server and Workstation Management:

Maintain and support the City’s servers (both physical and virtual) and workstations, including

operating system updates, patch management, and performance optimization.

• Cybersecurity:

Implement and manage appropriate cybersecurity measures to protect sensitive City data,

including anti-virus, anti-malware, endpoint protection, multi-factor authentication, and threat

response protocols. The vendor must demonstrate compliance with the FBI CJIS Security

Policy and Ohio Administrative Code Chapter 4501:2-10 regarding LEADS access control,

information assurance, and background screening.

o Security measures shall include:

o Managed Detection and Response (MDR) tools

o Annual independent vulnerability assessments

o Staff training on LEADS and CJIS security awareness

o Incident response procedures aligned with state requirements

o All devices and systems (including mobile phones, tablets, cameras, door access control,

GPS trackers, and public safety software) must be included in patch management,

cybersecurity protocols, and incident response planning.

• Backup and Disaster Recovery:

Provide and maintain a robust backup and disaster recovery plan to ensure business continuity

for all critical systems and data.

• Asset Management:

The vendor shall maintain an accurate inventory of all IT assets, including servers,

workstations, mobile devices, cameras, access control systems, GPS trackers, software licenses,

and network infrastructure.

• Strategic IT Planning:

Assist in developing short- and long-term IT plans that align with the City’s goals and comply

with regulatory and security standards.

3.2. Personnel Requirements

• All vendor technicians supporting systems with access to or integration with LEADS or

OHLEG data must maintain active LEADS certification through the Ohio State Highway

Patrol’s LEADS Agency certification process, including required biennial recertification and

annual CJIS Security Awareness training. Proof of current certification and training completion

for all assigned staff must be provided upon contract initiation and annually thereafter.

• Personnel must also demonstrate experience supporting public sector environments, especially

municipal or law enforcement agencies.

• A primary point of contact (Account Manager or Project Lead) must be designated and

available to City staff for coordination, scheduling, and issue escalation.

440-333-2200 (City Hall)

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20777 Lorain Road

Fairview Park, Ohio 44126

Bill Schneider

Mayor

3.3. Experience and Qualifications

Proposers must meet the following qualifications:

• Minimum of five (5) years providing IT support services to municipal or government clients of

similar size and complexity.

• Demonstrated knowledge of compliance with CJIS (Criminal Justice Information Services)

security policies is strongly preferred.

• Ability to pass criminal background checks and comply with all confidentiality agreements and

data protection requirements.

• Proof of professional liability insurance and other required coverage as outlined in Section 7 of

this RFP.

4. Proposal Submission Requirements

Proposals must include the following:

1. Company Overview

o Name, address, and primary contact information

o Brief company history and core areas of expertise

2. Experience

o Description of relevant projects with municipal or public safety clients

o Three (3) client references with contact information

3. Personnel

o Résumés or bios of staff who will be assigned to the City

o Documentation of current LEADS certifications

4. Approach to Services

o Description of help desk process, issue escalation, response times

o Proactive maintenance and monitoring practices

o Cybersecurity protocols and tools

o Backup and recovery methodology

5. Pricing

o Detailed breakdown of monthly service costs

o Hourly rates for additional services (if applicable)

o Any startup/onboarding fees

6. Certifications & Insurance

o Proof of LEADS certification

o Copy of professional liability and cybersecurity insurance policies

7. Sample Reports or Documentation

o Examples of asset inventories, monitoring reports, or service reports (if available)

440-333-2200 (City Hall)

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20777 Lorain Road

Fairview Park, Ohio 44126

Bill Schneider

Mayor

All proposals must be submitted in PDF format, either via email or sealed envelope, no later than the

deadline outlined in Section 8.

5. Evaluation Criteria

Proposals will be evaluated based on the following:

Criteria

Commitment to Partnership and Strategic Collaboration

Experience with municipal and Public Safety IT

Staff Qualifications and LEADS Certification

Technical Approach and Service Delivery

Cost Competitiveness

References and Past Performance

Weight

10%

20%

20%

20%

20%

10%

The City reserves the right to request interviews, presentations, or clarifications from finalists prior to

final selection.

6. Contract Terms

• The initial contract term will be three (3) years, with the option to renew annually for up to two

(2) additional years, subject to satisfactory performance and mutual agreement.

• The City reserves the right to terminate the contract with 30 days’ written notice for cause or

convenience.

• All work performed shall be in compliance with City policies, state and federal regulations, and

applicable security protocols.

7. Insurance Requirements

The selected vendor must maintain the following insurance coverage throughout the duration of the

contract:

• General Liability – Minimum $1,000,000 per occurrence

• Professional Liability / Errors & Omissions – Minimum $1,000,000

• Cybersecurity/Data Breach Insurance – Minimum $500,000

• Workers’ Compensation – As required by Ohio law

Certificates of insurance must be provided upon award and maintained on file with the City.

440-333-2200 (City Hall)

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Commodity Codes

• NAICS 541512Computer Systems Design Services
• NAICS 541513Computer Facilities Management Services
• NAICS 541519Other Computer Related Services

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