Request for Proposal (RFP): Managed IT Services

Issued by: Lead the Way

Issued on: November 14th

Submission Deadline: December 5th, 2025 at 5:00 PM ET

Contact Email: frederick@ltwohio.org

Subject Line: “RFP Submission – Managed Services Proposal”

1. Introduction

Lead The Way, headquartered in Columbus, Ohio, is seeking proposals from qualified

Managed Service Providers (MSPs) to deliver comprehensive IT support and infrastructure

services. This RFP outlines the scope of services required, budget constraints, contract

terms, reporting expectations, and submission guidelines. The selected MSP will support

Lead The Way’s technology operations and strategic IT initiatives.

2. Scope of Services

The selected MSP must provide the following services:

• Remote Help Desk Support

• Device Management

• Network Monitoring (24/7)

• Antivirus and Malware Protection

• Workstation Maintenance

• Vulnerability Scanning

• Firewall Configuration and Maintenance (as needed)

• Remote Device Management

• Microsoft (EntraID – device and user) Management

• Additional services such as IT Policy Review, Asset Inventory Management, and

Business Application Support

• KPI Report addressing these

All services must comply with the minimum standards, coverage hours (8:00 AM – 5:00 PM

EST, Monday–Friday), and response/resolution times defined in the agreement.

3. Budget

Lead The Way has a strict monthly budget of $1,700.00 USD. The proposals must clearly

demonstrate how services will be delivered within this financial limit.

4. Contract Term

This RFP is for a two-year contract only. Automatic renewal clauses will not be

accepted.

5. Reporting Requirements

Monthly Reports for CIO:

• Service Request Summary (volume, type, resolution time)

• Device Health and Performance Metrics

• Network Monitoring Alerts and Actions Taken

• Patch and Update Compliance

• Security Incident Reports (including malware/virus activity)

• Vulnerability Scan Results and Remediation Status

Monthly Reports for CFO and CEO:

• Monthly Financial Summary (services rendered vs. budget)

• Risk and Compliance Overview

• Strategic IT Recommendations

• Service Level Agreement (SLA) Compliance Summary

6. Proposal Requirements

Each proposal must include:

• Cover letter summarizing qualifications and interest

• Detailed pricing breakdown aligned with the budget

• Service delivery plan

• Proof of Insurance (liability and Professional)

• Cybersecurity Insurance is not mandatory, but it is a valuable asset.

• Confirmation of compliance with minimum standards and service request methods

• At least two client references

• Sample monthly reports (CIO and CFO/CEO versions)

7. Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

Criteria Weight (%)

Alignment with Scope and Budget 25%

Service Quality and Reliability 20%

Vendor Experience and References 15%

Reporting Capabilities 15%

SLA and Response/Resolution Commitments 15%

Compliance with Contract Terms 10%

8. Device Inventory

Lead The Way currently operates the following devices, which must be covered under the

proposed managed services:

• 23x Windows 10/11 Laptops

• 2x MacBooks

• 2x Network Printers

• 3x Local printers

• 1x Network (Switch/Router/Firewall)

9. Submission Instructions

• Submit proposals electronically in PDF format

• Email to: frederick@ltwohio.org

• Subject line: “RFP Submission – Managed Services Proposal”

10. Timeline Tentative will be updated

▪ RFP Release Date: November 14, 2025

▪ Initial Vendor Q&A Meeting: November 24, 2025, at 10:00 AM EST (virtual via

Zoom – link to be provided upon request)

▪ Deadline for Questions: November 28, 2025, at 5:00 PM ET

▪ Proposal Submission Deadline: December 5th, 2025 at 5:00 PM ET

▪ Vendor Selection Notification: December 12, 2025

▪ Contract Start Date: December 28, 2025