CLOSED

IT Assessment

Request For Proposal

Information Technology & Services

Project ID: 24-035

Release Date: Monday, November 6, 2023

· Due Date: Thursday, November 30, 2023 2:00pm

Posted Monday, November 6, 2023 3:13pm

All dates & times in Pacific Time

Question & Answer

Questions and clarifications about the project

Question and answer is closed. No more questions can be submitted.

1. Residing in the US Nov 6 2023 at 3:48 PM

Anonymous Nov 6 2023 at 3:48 PM
User information is private
Can the work be partially or wholly delivered by a U.S. citizen who is residing outside of the country?
Nov 13 2023 at 9:16 AM
City of Beaverton
No, respondents should be able to visit city offices to gather information during the assessment and to deliver the summary presentation at the conclusion of the assessment.

2. Business Objectives and IT Alignment Nov 7 2023 at 1:39 PM

Anonymous Nov 7 2023 at 1:39 PM
User information is private
Does City have a business strategic plan in place?
Nov 13 2023 at 9:16 AM
City of Beaverton
No, but please refer to the City Council's Goals and Priorities here: https://www.beavertonoregon.gov/1095/City-Council-Goals-Priorities

3. Business Objectives and IT Alignment Nov 7 2023 at 1:40 PM

Anonymous Nov 7 2023 at 1:40 PM
User information is private
Does City have an IT strategic plan in place?
Nov 13 2023 at 9:16 AM
City of Beaverton
No. The outcome of this IT Assessment will be used as a key input in the creation of an IT Strategic Plan in 2024.

4. Business Objectives and IT Alignment Nov 7 2023 at 1:41 PM

Anonymous Nov 7 2023 at 1:41 PM
User information is private
Is City currently aligned with a best-practice framework, such as NIST, CIS, COBIT, or ISO?
Nov 13 2023 at 9:16 AM
City of Beaverton
The City's policies and procedures draw from various standards and frameworks as applicable.

5. Enterprise Application Nov 7 2023 at 1:42 PM

Anonymous Nov 7 2023 at 1:42 PM
User information is private
How many applications are in scope?
Nov 21 2023 at 10:13 AM
City of Beaverton
We define enterprise applications as those typically used by multiple departments or used heavily within a single large department. They often serve a large user base within the City and handle significant amounts of data. They demand substantial resources, including hardware, software, and labor for maintenance, enhancements, and support. By this definition, we have 14 enterprise applications, although some may reasonably be excluded based on the judgement and recommendation of the consultant.

6. IT Risk and Cyber Security Review Nov 7 2023 at 1:44 PM

Anonymous Nov 7 2023 at 1:44 PM
User information is private
Does the review just consist of IT/cybersecurity processes?
Nov 13 2023 at 9:16 AM
City of Beaverton
While the IT Assessment will focus a number of elements related to IT, information will need to be gathered and reviewed from sources outside of IT to evaluate areas such as business alignment and the effectiveness of IT service delivery.

7. IT Risk and Cyber Security Review Nov 7 2023 at 1:46 PM

Anonymous Nov 7 2023 at 1:46 PM
User information is private
Is technical vulnerability/penetration testing included? If so, what types (i.e., external/internal network, wireless network, web application, enterprise application, configuration reviews of network/security devices)? If so can city provide the numbers of external/internal network, wireless network, web application, enterprise application?
Nov 13 2023 at 9:16 AM
City of Beaverton
Proposals may include penetration testing, but that is not a core requirement of this IT Assessment. If you choose to include penetration testing, you can limit the scope such as by stating "up to X devices" as needed.

8. Data Governance Nov 7 2023 at 1:47 PM

Anonymous Nov 7 2023 at 1:47 PM
User information is private
Does City have a formal data governance policy/process in place?
Nov 13 2023 at 9:16 AM
City of Beaverton
Yes.

9. IT Infrastructure Nov 7 2023 at 1:49 PM

Anonymous Nov 7 2023 at 1:49 PM
User information is private
Does Vendor need to visit all locations or just the first five?
Nov 13 2023 at 9:16 AM
City of Beaverton
The vendor will not be required to visit all City facilities.

10. Page Limit Nov 9 2023 at 11:42 AM

Nov 9 2023 at 11:42 AM
City of Beaverton
Is there a target page limit or page range for responses?
Nov 13 2023 at 9:16 AM
City of Beaverton
No.

11. References Nov 9 2023 at 11:46 AM

Nov 9 2023 at 11:46 AM
City of Beaverton
Beaverton did not request references. Are references required/expected?
Nov 13 2023 at 9:16 AM
City of Beaverton
Yes, please include relevant references.

12. Schedule Nov 14 2023 at 9:26 AM

Anonymous Nov 14 2023 at 9:26 AM
User information is private
Could the City provide additional details to proposing firms about the factors driving its timeline?
Nov 21 2023 at 10:20 AM
City of Beaverton
The timeline is intended to ensure timely completion of the work. Proposals may recommend alternative timelines with supporting justification.

13. Timeline Nov 14 2023 at 9:27 AM

Anonymous Nov 14 2023 at 9:27 AM
User information is private
Would the City accept an alternative implementation timeline that reflects responder’s experience to deliver the scope of services requested by the City?
Nov 21 2023 at 10:20 AM
City of Beaverton
Yes.

14. No subject Nov 14 2023 at 9:35 AM

Anonymous Nov 14 2023 at 9:35 AM
User information is private
Is the City’s intent for the consultant to prioritize the recommendations in the assessment report, or facilitate City prioritization of recommendations?
Nov 21 2023 at 10:20 AM
City of Beaverton
The expectation is for the consultant to prioritize the recommendations in the assessment report.

15. No subject Nov 14 2023 at 9:35 AM

Anonymous Nov 14 2023 at 9:35 AM
User information is private
Please describe the City’s expected “source materials used in the creation of the IT Assessment."
Nov 21 2023 at 10:20 AM
City of Beaverton
For example, spreadsheets used for data collection, or an export of all responses submitted to an employee survey. Sharing source materials will enable the City to conduct its own supplementary analysis if additional context is desired in some areas.

16. timeline Nov 14 2023 at 3:44 PM

Anonymous Nov 14 2023 at 3:44 PM
User information is private
In Section 2.1 of the City's RFP, Schedule of Work ,the City states it 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. In Section 2.2, Scope of Work, the City states 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. Could the City clarify if it is requesting work completed in three or four months?
Nov 21 2023 at 11:55 AM
City of Beaverton
The target timeframe for the IT assessment itself is 3 months and the summary presentation should be done within 4 months.

17. No subject Nov 17 2023 at 3:04 PM

Anonymous Nov 17 2023 at 3:04 PM
User information is private
To help us better compose and prepare a proper response to the RFP, we have compiled the following general questions: 1. What challenges do you have with your current infrastructure? 2. Does the city have an accurate inventory of applications? 3. How is your connectivity managed across your 5 large locations (City Hall, Library, Municipal Courts, Public Safety and Public Works)? 4. Do you have any topology diagrams of your infrastructure? 5. Do you have an asset lists of all your current infrastructure devices? 6. Are you planning to migrate any on prem services to SaaS or IaaS? 7. Do you have any security controls in place for client devices, contractors or remote users? 8. How many IDFs, MDFs and server closets/rooms do you have between all your locations? 9. How are the IDFs and MDFs interconnected? 10. How does your WIFI infrastructure support your clients? • Are there connectivity challenges? • Are there coverage gaps that you’re looking to address? • What is your physical ethernet plant consist of CAT5, CAT5E, CAT6, CAT7? Thank you very much for your time and attention in reviewing these questions.
Nov 21 2023 at 10:20 AM
City of Beaverton
1. What challenges do you have with your current infrastructure? Response: Our challenges are typical for an organization such as ours, such as securing consistent capital funding for infrastructure modernization. 2. Does the city have an accurate inventory of applications? Response: Yes. 3. How is your connectivity managed across your 5 large locations (City Hall, Library, Municipal Courts, Public Safety and Public Works)? Response: The city uses public fiber to interconnect its 5 large locations. 4. Do you have any topology diagrams of your infrastructure? Response: Yes. 5. Do you have an asset lists of all your current infrastructure devices? Response: Yes. 6. Are you planning to migrate any on prem services to SaaS or IaaS? Response: Yes. 7. Do you have any security controls in place for client devices, contractors or remote users? Response: Yes. 8. How many IDFs, MDFs and server closets/rooms do you have between all your locations? Response: 20. 9. How are the IDFs and MDFs interconnected? Response: Fiber and CAT5E/CAT6 10. How does your WIFI infrastructure support your clients? • Are there connectivity challenges? Response: We do not have notable issues with Wi-Fi. • Are there coverage gaps that you’re looking to address? Response: We are not seeking to address Wi-Fi coverage gaps at this time. • What is your physical ethernet plant consist of CAT5, CAT5E, CAT6, CAT7? Response: CAT5, CAT5E, and CAT6

18. No subject Nov 21 2023 at 1:27 PM

Nov 21 2023 at 1:27 PM
City of Beaverton
1. Page 5 - states that the consultant will work in cooperation with the CIO, the IT steering committee (“Senior IT”), Department Heads, managers, and staff throughout the City. Can you provide an approximate number of personnel the consultant is expected to meet with? This information will be used to help identify how many interviews to plan. 2. Page 6 - Do you already have a list of the City’s mission, objectives, and priorities available or would the consultant be expected to identify those through interviews with other City officials? 3. Page 6 - discusses auditing existing enterprise applications. Can you please identify how many enterprise applications are in consideration for this bid? 4. Page 6 - discusses reviewing the IT infrastructure. Does each City physical location have its own servers that need to be included in the infrastructure review, necessitating a visit to each location, or is all of the infrastructure centrally located? 5. Page 6 - do existing network infrastructure diagrams exist, and do they accurately reflect the current infrastructure environment? 6. Page 6 - discusses performing a cybersecurity review of the City’s IT risks. Is this review expected to occur only within the IT organization or should the consultant also consider any cybersecurity related activities being performed by other City locations or departments? 7. Page 6 - discusses performing a cost analysis of the City’s IT expenditures. Are the current expenditures readily available or is the consultant expected to review various documents to identify the overall IT spend? 8. Page 6 - states the consultant must complete the IT Assessment within three months of contract execution yet section 2.1 Schedule of Work indicates a four month project timeframe. Please clarify if the project is expected to complete within 3 or 4 months?
Nov 21 2023 at 3:07 PM
City of Beaverton
1. Page 5 - states that the consultant will work in cooperation with the CIO, the IT steering committee (“Senior IT”), Department Heads, managers, and staff throughout the City. Can you provide an approximate number of personnel the consultant is expected to meet with? This information will be used to help identify how many interviews to plan. Response: Please refer to the City’s org chart and use your professional judgement to determine and propose the appropriate number of interviews. Org chart location: https://content.civicplus.com/api/assets/cc8b1cb6-bed5-486e-b908-aa5ddc75b4cf 2. Page 6 - Do you already have a list of the City’s mission, objectives, and priorities available or would the consultant be expected to identify those through interviews with other City officials? Response: Please refer to the City Council’s Goals and Priorities at the following location. Additional priorities and objectives will be identified through interviews and other information gathering means. https://www.beavertonoregon.gov/1095/City-Council-Goals-Priorities 3. Page 6 - discusses auditing existing enterprise applications. Can you please identify how many enterprise applications are in consideration for this bid? Response: We define enterprise applications as those typically used by multiple departments or used heavily within a single large department. They often serve a large user base within the City and handle significant amounts of data. They demand substantial resources, including hardware, software, and labor for maintenance, enhancements, and support. By this definition, we have 14 enterprise applications, although some may reasonably be excluded based on the judgement and recommendation of the consultant. 4. Page 6 - discusses reviewing the IT infrastructure. Does each City physical location have its own servers that need to be included in the infrastructure review, necessitating a visit to each location, or is all of the infrastructure centrally located? Response: Servers are largely centralized, but respondents may find value in visiting other City offices as a part of the information gathering process. 5. Page 6 - do existing network infrastructure diagrams exist, and do they accurately reflect the current infrastructure environment? Response: Yes. 6. Page 6 - discusses performing a cybersecurity review of the City’s IT risks. Is this review expected to occur only within the IT organization or should the consultant also consider any cybersecurity related activities being performed by other City locations or departments? Response: The consult should consider IT risks and cyber vulnerabilities across the enterprise. 7. Page 6 - discusses performing a cost analysis of the City’s IT expenditures. Are the current expenditures readily available or is the consultant expected to review various documents to identify the overall IT spend? Response: The current expenditures are readily available. 8. Page 6 - states the consultant must complete the IT Assessment within three months of contract execution yet section 2.1 Schedule of Work indicates a four month project timeframe. Please clarify if the project is expected to complete within 3 or 4 months? Response: The end-to-end project should be done within four months. The target timeframe for the IT assessment itself is three months and one additional month is provided to complete the summary presentation.

19. No subject Nov 22 2023 at 7:56 AM

Anonymous Nov 22 2023 at 7:56 AM
User information is private
Are subcontractors required to carry the same amount of insurance as the Contractor is required to carry?
Nov 22 2023 at 8:42 AM
City of Beaverton
They are not

20. 7.1 Nov 22 2023 at 7:55 AM

Anonymous Nov 22 2023 at 7:55 AM
User information is private
On Page 13, in Section 7.1, mention is made of 15% utilization of COBID (Certification Office for Business Inclusion and Diversity) certified companies. Can you confirm that this is aspirational goal and not a mandatory requirement?
Nov 22 2023 at 8:42 AM
City of Beaverton
This is only an aspirational goal

21. No subject Nov 22 2023 at 8:22 AM

Anonymous Nov 22 2023 at 8:22 AM
User information is private
Would the City be willing to accept umbrella liability coverage to make up the difference between what coverage a proposer has and the City’s required $2M commercial general liability coverage?
Nov 22 2023 at 8:42 AM
City of Beaverton
The City's legal department generally accepts this configuration.

22. No subject Nov 22 2023 at 4:06 PM

Anonymous Nov 22 2023 at 4:06 PM
User information is private
Do you have a business capability map? If so, are the applications mapped to the business capabilities?
Nov 28 2023 at 9:43 AM
City of Beaverton
No, we do not have a business capability map.

23. Nov 22 2023 at 4:05 PM

Anonymous Nov 22 2023 at 4:05 PM
User information is private
Given the size of your organization, how do you assign responsibilities for managing and continually improving processes?
Nov 28 2023 at 9:43 AM
City of Beaverton
Managers, supervisors, and leads work collaboratively with staff to manage and continually improve processes.

24. Current State Nov 22 2023 at 4:04 PM

Anonymous Nov 22 2023 at 4:04 PM
User information is private
Which processes does Beaverton have defined and documented?
Nov 28 2023 at 9:43 AM
City of Beaverton
Beaverton has numerous processes defined and documented. Details about current processes will be shared with the selected vendor.

25. Tools Nov 22 2023 at 4:02 PM

Anonymous Nov 22 2023 at 4:02 PM
User information is private
• What tools do you use to support Operations: o Service Desk o Monitoring o Configuration Management o Automation (if any)
Nov 28 2023 at 9:43 AM
City of Beaverton
Details about our specific technology stack will be shared with the selected vendor. In general, we use a mix of in-house and commercial off-the-shelf solutions.

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