AWARD OF CONTRACT – RFP 2026-IT-01 MANAGED INFORMATION TECHNOLOGY SERVICES

AWARD OF CONTRACT – RFP 2026-IT-01 MANAGED INFORMATION TECHNOLOGY SERVICES

RECOMMENDATION:

THAT the Managed Information Technology Services RFP 2026-IT-01 be awarded to Tecnet Canada Inc. in the amount of $205,200; net of taxes.

ALTERNATIVE OPTIONS:

Option #2: Defer consideration of the contract award and direct staff to provide additional information.

PURPOSE:

To present the results of the Request for Proposal (RFP) process for Managed Information Technology Services and seek Council approval to award the contract.

BACKGROUND:

The Town issued RFP 2026-IT-01 seeking a qualified Managed Services Provider (MSP) to support the delivery of information technology services across the organization.

The scope of services includes:

• Service desk and end-user support
• Infrastructure and network administration
• Microsoft 365, Azure, and Intune administration
• Cybersecurity monitoring and management
• Vendor coordination and application support
• Strategic technology planning and advisory services

A total of six proposals were received and evaluated by a cross-functional evaluation committee. Proposals were assessed using a weighted evaluation matrix that considered pricing, value, qualifications and references, understanding of requirements, service delivery and service levels, technical capability, cybersecurity, and transition and onboarding planning.

The proposed agreement consists of an initial three-year term, with the option for the Town to extend the agreement for up to two additional one-year renewal terms, subject to satisfactory performance and mutual agreement between the Town and the service provider. Although no effective date has been established, Tecnet has provided a detailed transition plan, including an onboarding period where Tecnet and the incumbent provider will overlap services. Staff expect the transition to remain within the approved 2026 budget.

ANALYSIS:

Following completion of the evaluation process, Tecnet Canada Inc. achieved the highest overall evaluation score and was identified as the preferred proponent. Tecnet's proposal demonstrated the strongest overall value to the Town when considering pricing, service delivery, technical capability, cybersecurity, and transition planning.

The submission includes a managed services fee of $5,700 per month, resulting in an initial three-year contract term of $205,200. Any additional project work, optional services, or approved scope changes would be addressed separately and subject to Town approval and budget availability.

ALIGNMENT:

The recommended option aligns with the Town’s core guiding documents as follows:

• Strategic Plan: Supports reliable, secure, and efficient delivery of municipal services through modern technology infrastructure and cybersecurity practices.
• Official Community Plan: Supports effective and sustainable municipal operations.
• Other Policy Documents: Consistent with the Town's procurement and financial management policies.

PUBLIC PARTICIPATION GOAL:

The desired level of public participation for the recommended option is:

[x] Inform
[ ] Consult
[ ] N/A
[ ] Involve
[ ] Collaborate
[ ] Empower

TIME CRITICAL:

Timely award of the contract will allow contract finalization, onboarding activities, and transition planning to proceed in accordance with operational and budget requirements.

CONCURRENCE:

REVIEWED BY:

ATTACHMENTS:

• RFP 2026-IT-01 Managed Information Technology Services-Summary.pdf