Introduction

The Root Agency is seeking proposals from qualified vendors that provide customized technical support services. The selected vendor will have technical experience in data security, efficient file management strategies, and providing technical training to our staff as needed.

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Background

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The Root Agency helps philanthropy Take Root and Grow. Rooted in technology, development, and creative services, we are an extension of nonprofit teams through our shared-services model. Meeting clients where they are, we provide the most customizable development programs with the greatest value on the market. Together, we've raised more than $100 million nationwide. We are headquartered in Dunedin, Florida.

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Objectives

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The primary objectives of this RFP are:

     • Ensure the security of our data and systems

     • Implement effective file management solutions

     • Provide technical training to enhance staff skills and productivity

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Scope of Work

The selected vendor will be expected to provide the following services:

 Data Security:

      • Conduct an initial assessment of our current data security measures
      • Implement best practice for data encryption, access control, and threat                  detection
      • Regularly monitor and update security protocols to address emerging                    threats 

      • Provide incident response services in the event of a security breach

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File Management

      • Assess our existing file management systems and processes
      • Recommend and implement improvements to streamline file organization          and access
      • Provide ongoing support for file backups, version control, and archiving

      • Ensure compatibility with existing software applications and platforms

   

Technical Training

      • Develop customized training programs based on the needs of different                  departments
      • Conduct in-person or virtual training sessions for staff members
      • Provide documentation and resources for self-paced learning

      • Offer ongoing support and refresher courses as needed 

       

Proposal Requirements

 Vendors interested in submitting a proposal must provide the following information: 

  • Company profile, including relevant experience in providing technical                    support services

  • Details of proposed methodologies and approaches for each service area 

    (data security, file management, technical training)

  • Proposed timeline for implementation and ongoing support

  • Cost breakdown, including any upfront fees, recurring charges, and 

    additional costs

  • References form previous clients with similar requirements

  • Cost for scaled project deliverable options (i.e., Phase 1, Phase 2, Phase 3, as

    applicable

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Evaluation Criteria

 Proposals will be evaluated based on the following criteria:

  • Demonstrated expertise and experience in data security, file management,

    and technical training

  • Clarity and comprehensiveness of proposed methodologies and approaches

  • Alignment with the objectives and scope of work outlined in this RFP

  • Cost-effectiveness and value for money

  • References and client testimonials

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Submission Instructions

 Interested vendors should submit their proposals electronically to info@therootagency.com no later than April 1, 2024. Late submissions will not be considered. Any questions or clarifications regarding this RFP should be directed to info@therootagency.com at (727) 470-8125

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Timeline

  • RFP Issuance Date: February 19, 2024

  • Deadline for Questions/Clarifications: March 15, 2024

  • Proposal for Submission Deadline: March 22, 2024

  • Vendor Presentations/Demonstrations (if necessary): March 29, 2024

  • Anticipated Contract Award Date: April 1, 2024

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The Root Agency reserves the right to reject any or all proposals received in response to this RFP and to negotiate separately with any vendor. Submission of a proposal indicates acceptance of the terms and conditions outlined herein.

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