Family Eldercare

Request for Proposal:
Co-Managed IT Services

Family Eldercare is seeking proposals from qualified managed service providers to deliver co-managed information technology services in partnership with our internal IT staff.

Proposals are due Friday, October 23, 2026 at 5:00 PM Central Time.

About Family Eldercare

Family Eldercare has served Central Texas since 1982, providing services that promote dignity and stability for older adults and adults with disabilities. We serve more than 15,000 clients annually through guardianship, financial services, rapid rehousing, permanent supportive housing, service coordination, in-home counseling, Rainbow Connections, and our annual Summer Fan Drive.

Our technology environment supports roughly 110 staff working across a main office, two residential communities, and eight service coordination and HUD Permanent Supportive Housing sites. Because our staff handle sensitive client information every day, we apply HIPAA standards organization-wide.

What We're Looking For

We are seeking proposals from qualified managed service providers to deliver co-managed information technology services in partnership with our internal IT staff.

Our IT & Data Manager handles Tier 1/Tier 2 end-user support, endpoint procurement and asset lifecycle, device provisioning and user onboarding/offboarding, line-of-business application administration, and management of internet, print, and telephony vendors.

The selected provider will deliver:

  • Network and server administration across all named sites, including resident and guest network infrastructure and VLAN segmentation at our two residential communities
  • Cybersecurity operations — EDR/XDR, email security, firewall management, security monitoring and incident response, and BitLocker verification with recovery keys escrowed to Family Eldercare
  • Backup and disaster recovery across three data classes: on-premises virtual machines, Microsoft 365 data, and quarterly line-of-business snapshot exports, each with documented retention, RPO/RTO commitments, and restore verification
  • Replacement firewall and BDR provisioning at cutover, as the incumbent’s equipment is vendor-owned and will be returned
  • Tier 3 escalation support with a stated monthly block-hour allotment
  • Group Policy, identity, and VPN administration, including support for planned Entra ID, SSPR, and Intune initiatives
  • Strategic IT guidance — technology reviews, budgeting support, and roadmap collaboration
  • Supplemental help desk coverage, priced separately, for approximately 20 planned days per year plus occasional same-day coverage

Full scope, service level commitments, a detailed environment summary, and a breakdown of responsibilities are in the RFP document and appendices.

An addendum published September 17, 2026 clarifies how the minimum qualifications apply to the responding entity and in a prime/subcontractor arrangement, sets the date on which “three years of continuous operation” is measured, and adds requirements on personnel location and remote administrative access.

The consolidated Vendor Q&A was published on October 2, 2026 and responds to written questions received by the September 22, 2026 deadline. Questions have been combined and edited for clarity, grouped by subject, and are not attributed to individual respondents.

A Draft Business Associate Agreement was published on October 9, 2026 to establish mutual understanding of obligations and ensure respondents are able to affirm ability to execute as condition of submitting a responsive proposal; this draft is subject to revision between Family Eldercare and the selected respondent during contract negotiation.

Download Full RFP Document
Download RFP Addendum 1
Download Consolidated Vendor Q&A
Download Draft BAA

How to Respond

1. Register your intent.

  • Email a notice of intent to respond to procurement@familyeldercare.org.
  • Registered respondents receive answers to vendor questions and any addenda by email as they are issued.

2. Submit questions by September 22nd, 2026.

  • Substantive questions about scope, requirements, or evaluation must be submitted in writing to the IT & Data Manager, Karan Dodia, at procurement@familyeldercare.org so that answers can be shared with all respondents.
  • Administrative and logistical questions may be raised by phone call or message to (512) 483-3566.
  • Answers will be posted to this page on a rolling basis, with a consolidated set issued no later than October 2nd, 2026.

3. Submit your proposal by October 23rd, 2026, 5:00 PM CT.

  • Email a single PDF named [VendorName]_FEC_MSP_Proposal.pdf to procurement@familyeldercare.org. You will receive an acknowledgment email within one business day.
  • Proposals are limited to 15 pages excluding pricing detail, appendices, and certifications, in 11pt Arial or Times New Roman with standard margins.
  • Pricing must follow the form and detail required in Section 6 of the RFP.
  • Late submissions will not be considered.

Please do not contact other Family Eldercare staff or board members about this solicitation during the RFP process—doing so may result in disqualification.

At A Glance: Timeline

Date Milestone
Sep 3, 2026 RFP Issued
Sep 17, 2026 RFP Addendum 1 Issued
Sep 22, 2026 Vendor Questions & Notices of Intent Due
Oct 2, 2026 Consolidated Q&A Responses Posted
Oct 9, 2026 Draft BAA Published
Oct 23, 2026 Proposals Due
Nov 4 – Nov 13, 2026 Finalist Vendor Interviews
Nov 20, 2026 Final Selection Notification
Nov 20 – Dec 4, 2026 Contract Negotiation & Execution
Dec 7, 2026 – Jan 31, 2027 Onboarding Period
Feb 1, 2027 Anticipated Contract Start

Are you a good fit?

Notify us of your intent to respond, ask questions, and submit your final proposal:

Email Procurement