The City expects the Proposer selected for award of contract to start work as soon as a contract is signed, if contract is needed.

The City anticipates all work will be completed within four months of contract execution, or at a later date if agreed to in writing by both parties.

The services to be provided include an assessment of the current state of the City's information technology systems, services, security, and processes, and an evaluation of how those functions currently align with the City’s mission, objectives, and priorities. The assessment will identify gaps between the City’s current IT operations with generally accepted best practices, and prioritized recommendations for how the City should close gaps to align with best practices and to better support the City’s mission and objectives.

This project will require the consultant to work in cooperation with the CIO, the IT steering committee (“Senior IT”), Department Heads, managers, and staff throughout the city to illicit challenges and opportunities, and to understand the City's mission and objectives.

The consultant will create and deliver (1) a project plan that identifies the tasks, milestones, and a timeline for completion of the IT Assessment; (2) an IT Assessment that presents a clear understanding of the current state of City technology; (3) a prioritized list of recommendations, incorporated into the IT Assessment, based on the consultant’s evaluation of the current state; and (4) a presentation that summarizes the key findings and recommendations of the IT assessment. In addition, the consultant must provide the source materials used in the creation of the IT Assessment. These deliverables are further defined below.

Project Plan

The consultant will work with the City to develop and maintain the following Project Management Deliverables related to this project during the course of the engagement.

• Project Management Plan
• Project Schedule
• Risk Register
• Weekly Project Status Reports

With the exception of the Weekly Project Status Reports, consultant must provide the above deliverables within one month of the Contract commencement date.

IT Assessment

The IT Assessment will include an evaluation of the City’s current state related to IT systems, services, and information security, including relevant benchmarks from similar organizations, as well as a detailed description of the recommended future state, based on widely recognized industry standards and best practices such as those published by NIST, ISO, CIS, OWASP, ISACA, Gartner, and Info-Tech. The outcome of this assessment is envisioned to be a comprehensive report with supporting analysis.

The key elements addressed and included within the IT Assessment should include:

• Business Objectives and IT Alignment - Evaluate how the City's IT objectives align with its overall business goals and long-term strategic plans. Identify any gaps and provide recommendations on how to align IT initiatives with these objectives more effectively.
• Enterprise Applications - Audit existing applications to determine their current state, identify any gaps in functionality, and assess the potential need for upgrades or new software. Analyze the use of cloud-based applications for their benefits in terms of cost, scalability, and efficiency.
• IT Infrastructure - Review the city's IT infrastructure, including hardware, software, networks, and data centers. Assess the overall health, scalability, and future readiness of these elements, and suggest areas for improvement or upgrades.
• IT Risk and Cyber Security Review - Analyze the city's IT risks and assess vulnerabilities, including cyber threats, data breaches, and compliance with relevant regulations such as PCI and CJIS. Develop a prioritized list of risks and recommended remediations.
• Data Governance - Evaluate how the city manages, secures, and utilizes its data. This includes assessing data privacy practices, the state of the city's data architecture, and the effectiveness of data management strategies.
• IT Service Management - Examine the city's current IT service delivery and support structures. Assess the effectiveness of these systems, including help desk functions, end-user support, and the process for managing IT service requests.
• Cost Analysis - Assess the city's current IT expenditures and develop a forward-looking view of the IT budget. Estimate expected costs for necessary upgrades, replacements, new initiatives, and ongoing maintenance and support.
• Personnel and Organizational Structure - Review the current IT organizational structure and roles, assessing current resourcing against the city's IT needs. Identify areas where additional training or hiring may be required.

Consultants are encouraged to submit proposals that optimize the allocation of resources to meet the objectives outlined above.

The selected consultant must complete the IT Assessment within three months of contract execution, or at a later date if agreed to in writing by both parties. 

Summary Presentation

The consultant is required to develop and deliver a comprehensive presentation that effectively communicates the key findings and recommendations of the IT Assessment. This presentation is intended for the organization's IT steering committee ("Senior IT"), Executive Team, and Department Heads. It should be crafted to facilitate an informed decision-making process regarding future IT strategies and investments.

• Format - The presentation should be prepared in a commonly used format such as Microsoft PowerPoint, Google Slides, or a comparable platform.
• Length - The presentation should not exceed 30 slides, ensuring concise delivery of information while covering all essential findings.
• Structure - The presentation should follow a logical flow, beginning with an introduction, followed by methodology, key findings segmented by assessment areas (e.g., information systems, technologies, security), recommendations, and a conclusion.
• Visual Aids - Incorporate relevant charts, graphs, and infographics to illustrate data and findings. Visual representations should be clear, relevant, and accompanied by legends as necessary.
• Analysis - Each key finding should be presented along with potential implications for the organization, benchmarks (if applicable), and supporting data.
• Recommendations - Prioritized recommendations should be clear, actionable, supported by the assessment's findings, and include potential benefits, and anticipated challenges or risks.

The consultant should approach this presentation with the understanding that the audience comprises diverse backgrounds with varying degrees of technical expertise. The content should be accessible and clear for all attendees while maintaining depth and relevance.

The finalized presentation file should be submitted to the City of Beaverton project liaison at least one week prior to the scheduled presentation date to allow for any final adjustments and internal distribution. Adjustments may be requested to ensure alignment with the organization's objectives and clarity for the intended audiences.

The selected consultant must complete the Summary Presentation within four months of contract execution, or at a later date if agreed to in writing by both parties.

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

Proposal Content

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

• A description of the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.
• A description of the proposed work products that will result from each task or activity.
• A description of any points of input and review with City staff.
• A description of the time frame estimated to complete each task.
• A description of how you will meet the goals of the project and the characteristics described in the scope of work.
• A description of the process or tools required by the scope of work.
• To the extent applicable, a description of and a stated rationale for any proposed alternative approaches to stated objectives of this project.

Contract Price

Submit a cost proposal for the services described under the “Scope of Work” using a fixed deliverables-based pricing model. Include travel and all other anticipated expenses that affect cost, direct or indirect, in the fixed deliverables cost proposal. Break the cost proposal down by each of the deliverables described in the Scope of Work section.

The total cost of the proposal cannot exceed $45,000. While high-quality services are expected, it is acknowledged that financial constraints from the RFP’s fixed budget may necessitate certain limitations or exclusions in service offerings. Therefore, consultants are required to clearly indicate any specific limitations or exclusions in their proposals, as this information will be considered during the evaluation process.

Submissions in response to the RFP shall be submitted electronically through the City's Portal: https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted Thursday, November 30, 2023, no later than 2:00 pm.

The City is conducting this Informal Solicitation pursuant to pursuant to Beaverton Purchasing Code Section 47-0290. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this Informal Solicitation will result in a single contract with a single vendor for the preferred solution.

All questions regarding this project proposal shall be submitted through the portal.

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

The Contract Administrator will be Travis Luckey, who can be reached by telephone at (971) 275-4981 or by e-mail at [email protected].

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565. 

The City may award one contract or multiple contracts, as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration. 

The City is not obligated because of the submission of a proposal to enter into a contract with any Proposer and has no financial obligation to any Proposer arising from this Informal RFP. 

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of Oregon, through the Certification Office for Business Inclusion and Diversity (COBID).  A directory of these state-certified firms is available at www.oregon4biz.com/certification. 

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.