Request for Proposals  


Big Sandy Area Community Action Program (BSACAP), a registered 501 (c)3 nonprofit organization, is soliciting bids on an Information Technology project related to migration of services. This project includes providing BSACAP with a detailed overview of the available options to conduct a migration of services and applications to another on-premises server with the goal of moving all users and applications from a server that has reached full capacity on the primary hard drive to another server with adequate hard drive space and upgraded OS.

 Services to be provided

The scope of this project includes providing a comprehensive solution to migration and upgrade needs as defined above and must provide options for assessing, planning, implementation, and proposed timeframe.

Current Build:

  • Dell PowerEdge T630
  • Windows Server 2012 R2
  • SQL Server 2008 and 2012
  • Financial Edge and MIP Accounting Software

Required elements:

  • Identify and setup an existing server in our current environment.
  • Install Windows Server 2019 Licensing or newer that can connect to Azure AD.
  • Install SQL Server release that is currently supported and compatible with current applications.
  • Install client versions of financial software on end-user workstations.
  • Migrating database for two (2) separate financial applications that run concurrently.
  • Other services related to financial server.

Maintenance and support agreements are in place for all financial software. This will serve as an additional resource to the successful respondent for support and guidance through the software vendor’s respective support channels and KB articles.

Proposal Preparation and Submission Requirements

Respondents are expected to provide an explicit, detailed, and complete discussion of the work in their proposal. The successful respondent(s) will be chosen through a qualitative review of these factors. The following criteria will be used to evaluate the proposals received:

  • Companies should possess knowledge, expertise and experience in the planning, project management and execution of the services for which they are responding.
  • References to similar customers.
  • Capability of proposed solution.
  • Cost of services provided, including onetime costs as well as contract terms and cost.

The proposal shall clearly address all the information requested herein. Since the written proposal will weigh heavily in the evaluation process, information submitted should be complete and provide a convincing case that the vendor can perform high quality work within schedule and budget constraints. The proposal should be thorough yet concise and to be prepared at your own expense.

Please include within the proposal a contact information for a primary point of contact assigned to the project.

There is a two (2) week submission window. The proposal shall be mailed to the official contact listed below, to be received no later than March 23, 2022 at 4:30 p.m..

Office of Executive Director
230 Court Street
Suite 323
Paintsville, KY 41240

Award Process

Proposals will be reviewed within five (5) days following the submission deadline. Respondents awarded the project will be informed via telephone within five (5) business days following the review period. Other respondents will be informed of the decision by mail.

BSACAP reserves the right to reject any and all proposals.