Document text
Vendor Selection Memo
To Robert Haines, Chief Financial Officer
From Jenna Okafor, Procurement Manager
Date 13 November 2026
Subject Award recommendation — HFC-RFP-2026-014, Managed IT Services
1. What we bought and why
Harborview Family Clinics needs one provider for managed IT services across nine clinics and the administrative office from 30 November 2026: 24/7 service desk, endpoint and network management, security monitoring, backup and onsite support. The current contract ends in January 2027. Budget approved for the first year: $250,000.
2. Process
RFP HFC-RFP-2026-014 issued on 2 October 2026 to five suppliers; proposals due 23 October 2026.
Four proposals received on time. Lakeshore Digital Group declined to bid (capacity).
Seven questions received and answered to all suppliers on 13 October 2026.
All four suppliers met every must requirement and were scored.
The panel scored independently, then met on 6 November 2026 to review differences. Scores were not changed after price was revealed.
Shortlist presentations held on 4 November 2026; reference checks completed for the top two suppliers.
Evaluation panel
Evaluator Role
Dana Whitfield Director of Operations (chair)
Marcus Ellery IT Manager
Priya Raman Compliance and Privacy Officer
Jenna Okafor Procurement Manager, facilitator (did not score)
3. Results
Weighted scores from the evaluation workbook. Price score = lowest 3-year cost ÷ supplier's 3-year cost × 5. Score out of 100 = weighted score ÷ 5 × 100.
Rank Supplier Must not met 3-year cost, USD Weighted (of 5) Score (of 100)
1 Corvalis Tech Partners LLC 0 $662,900.00 4.44 88.8
2 Meridale Systems Inc. 0 $696,750.00 3.95 78.9
3 Brightmoor IT Services Inc. 0 $723,600.00 3.91 78.3
4 Tallgrass Networks LLC 0 $613,500.00 3.37 67.3
Average panel score by criterion (1–5)
Criterion Weight Corvalis Meridale Brightmoor Tallgrass
Technical solution and fit 25% 4.67 4.00 3.67 3.00
Security and HIPAA compliance 20% 4.67 3.67 4.00 2.67
Service levels 15% 4.00 3.67 4.33 3.33
Healthcare experience and references 10% 4.33 4.33 3.33 2.67
Transition plan 5% 3.67 3.33 3.67 3.33
Account management and reporting 5% 4.00 3.67 3.67 3.00
Price (3-year cost), price score 20% 4.63 4.40 4.24 5.00
4. Recommendation and rationale
We recommend awarding the contract to Corvalis Tech Partners LLC for a 3-year cost of $662,900.00 ($18,500.00 one-time and $214,800.00 a year).
Highest score on the two heaviest criteria, technical solution and security, and the only supplier with a 15-minute response to priority 1 incidents in its standard terms.
Current SOC 2 Type II report and a 24/7 security operations center included in the annual price.
Tallgrass Networks LLC offered the lowest 3-year cost, $49,400.00 less, but has no SOC 2 Type II report until 2027 and no experience with EHR systems; the panel scored it lowest on security and healthcare experience.
The first-year cost, $233,300.00, is within the approved budget of $250,000.
Both references contacted for Corvalis confirmed on-time transitions and stable service desk staffing.
5. Conditions before contract signature
HIPAA Business Associate Agreement signed in our form.
Certificates of insurance: cyber liability $2,000,000 and professional liability $1,000,000.
Service credits for missed priority 1 response targets added to the service level agreement.
Named transition manager and a dated transition plan of six weeks accepted by our IT Manager.
Prices held as proposed for the full 3-year term; annual increases capped at 3% for renewal years.
6. Conflict of interest declaration
Each evaluator declares that they have no financial or personal interest in any supplier that responded to this RFP, have not accepted gifts or hospitality from any of them, and kept the proposals confidential.
Evaluator Declaration Signature Date
Dana Whitfield No conflict 13 November 2026
Marcus Ellery No conflict 13 November 2026
Priya Raman No conflict 13 November 2026
7. Approval
Prepared by Signature: ______________________________ Date: ______________
Jenna Okafor, Procurement Manager
Evaluation panel chair Signature: ______________________________ Date: ______________
Dana Whitfield, Director of Operations
Approved by Signature: ______________________________ Date: ______________
Robert Haines, Chief Financial Officer
Appendix A. Letter to the selected supplier
13 November 2026
Evan Mitchell
Corvalis Tech Partners LLC
Subject: HFC-RFP-2026-014 — Managed IT Services: notice of intent to award
Dear Evan,
Thank you for your proposal. We are pleased to tell you that Harborview Family Clinics intends to award the Managed IT Services contract to Corvalis Tech Partners LLC, subject to agreeing the contract and the conditions below.
Before signature we need the signed Business Associate Agreement, certificates of insurance, service credits for priority 1 response targets in the service level agreement, and your named transition manager. We aim to sign by 20 November 2026 and start the transition on 30 November 2026.
This letter is not a contract; the award becomes binding only when both parties sign the services agreement. I will send the draft agreement this week.
Sincerely,
Jenna Okafor
Procurement Manager, Harborview Family Clinics
procurement@harborview-clinics.example
Appendix B1. Letter to an unsuccessful supplier
13 November 2026
Karen Liu
Meridale Systems Inc.
Subject: HFC-RFP-2026-014 — Managed IT Services: outcome
Dear Karen,
Thank you for responding to our request for proposal and for the time your team put into the proposal and presentation. After evaluating all proposals against the published criteria, we have decided to award the contract to another supplier.
If you would like a short debrief on how your proposal was scored, reply to this letter by 27 November 2026 and we will arrange a call. We would be glad to receive your proposals for future requests.
Sincerely,
Jenna Okafor
Procurement Manager, Harborview Family Clinics
procurement@harborview-clinics.example
Appendix B2. Letter to an unsuccessful supplier
13 November 2026
Alicia Grant
Brightmoor IT Services Inc.
Subject: HFC-RFP-2026-014 — Managed IT Services: outcome
Dear Alicia,
Thank you for responding to our request for proposal and for the time your team put into the proposal and presentation. After evaluating all proposals against the published criteria, we have decided to award the contract to another supplier.
If you would like a short debrief on how your proposal was scored, reply to this letter by 27 November 2026 and we will arrange a call. We would be glad to receive your proposals for future requests.
Sincerely,
Jenna Okafor
Procurement Manager, Harborview Family Clinics
procurement@harborview-clinics.example
Appendix B3. Letter to an unsuccessful supplier
13 November 2026
Omar Haddad
Tallgrass Networks LLC
Subject: HFC-RFP-2026-014 — Managed IT Services: outcome
Dear Omar,
Thank you for responding to our request for proposal and for the time your team put into the proposal and presentation. After evaluating all proposals against the published criteria, we have decided to award the contract to another supplier.
If you would like a short debrief on how your proposal was scored, reply to this letter by 27 November 2026 and we will arrange a call. We would be glad to receive your proposals for future requests.
Sincerely,
Jenna Okafor
Procurement Manager, Harborview Family Clinics
procurement@harborview-clinics.example
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