Current Openings at Red Door Family Shelter
Request for Proposal (RFP) – IT Infrastructure Assessment
Description
REQUEST FOR PROPOSALS (IT)
Purpose: The Red Door Family Shelter (“Red Door”) is seeking proposals from qualified vendors to conduct a comprehensive assessment of our IT systems. This project aims to evaluate our current IT infrastructure, networks, security measures, and overall operations, identify areas for improvement, and provide recommendations for future planning and enhancements. Proposals must be submitted by 5:00 PM EDT on September 30, 2024.
Timelines & Schedule:
Proposal Submission Deadline: September 30, 2024
Evaluation Period: October 1 - October 14, 2024
Contract Award: Mid-October
Completion of Deliverables: End of December 2024
Implementation of Recommendations: 2025 - 2027
Background: For 40 years, the Red Door Family Shelter has helped reduce the impact of homelessness by providing safe and supportive emergency shelter to over 500 families annually in the Greater Toronto Area. Our programs, which include counseling, medical assistance, legal and immigration support, childcare, educational programs, and housing support, help clients rebuild their lives and heal.
The Red Door operates three sites:
- Administrative Office: Located at Carlaw and Lakeshore East.
- Family Shelter: Located in the Leslieville community.
- Gender-Based Violence Shelter: Location undisclosed for safety reasons.
Our operating budget is approximately $8 million, with primary funding from the City of Toronto and the Ministry of Children, Community and Social Services. About 30% of our funding comes from foundations, corporations, and individual donors.
Project Overview: As our IT infrastructure evolves, we seek comprehensive support and strategic guidance to enhance operational efficiency, security, and scalability. The primary goal of this project is to engage a capable company that can collaborate closely with our internal teams to modernize our technology, streamline processes, and ensure robust data protection. We aim for seamless integration of new technologies that support our growth while maintaining high reliability and user satisfaction. Proposals should address our immediate technical needs, present innovative solutions, and demonstrate expertise in cyber security and emerging trends.
Scope of Work: To achieve our strategic plan objectives, we require a forward-thinking approach to IT management and cyber security, including an in-depth assessment of all aspects of the organization’s IT infrastructure, which include but are not limited to:
- Assessment of hardware and software components, including servers, workstations, storage systems, and networking equipment.
- Analysis of cyber security measures, including firewalls, antivirus solutions, access controls, and data protection mechanisms.
- Review of backup and disaster recovery procedures.
- Propose an incident response plan, data recovery plan, and risk management strategy.
- Assessment of IT policies, procedures, and compliance with industry standards and regulations.
- Review of data management processes, including onboarding and offboarding steps.
- Identification of performance bottlenecks and scalability issues.
- Evaluation of the effectiveness of our current IT support processes and the role of a privacy officer.
- Documentation of findings, recommendations for improvements, and a prioritized action plan that aligns with our strategic goals.
Current Status: Red Door has approximately 65 workstations using Windows and Microsoft 365 across our three sites, as well as remote work. We recently migrated our servers to Microsoft Azure and use several third-party databases. Two of our sites use a VOIP phone system, while the third relies on a landline. Our systems are managed by a third-party IT company.
Deliverables:
- Comprehensive assessment report detailing findings, recommendations, and action plan.
- Executive summary for non-technical stakeholders.
- Documentation of current IT infrastructure and configurations.
Proposal Requirements:
- Company overview, including relevant experience and related services for not-for-profit and charity sectors, particularly similar organizations.
- Approach and methodology for conducting the assessment.
- Proposed timeline and key milestones.
- Detailed cost proposal, including all expenses.
- A brief statement that explains why your company is the right fit for this project.
- Three (3) references of similar clients and a summary of the scope of services provided.
Evaluation: The Review Panel will assess proposals on a qualitative basis.
Contact Information: For any questions about the RFP only, please email Olivia Webb, Administrative Coordinator at info@reddoorshelter.ca. Emails received after the proposal deadline of September 30, 2024, will not receive a response.
Thank you for your interest in providing your services to the Red Door Family Shelter.
We look forward to your proposal.