The Columbia Chamber, located at 1225 Lady Street, Suite 100, Columbia, SC 29201, is seeking proposals from qualified firms to provide comprehensive IT and Telecommunications services. This request covers operations for both the Columbia Chamber (a 501(c)(6) organization) and the Navigating from Good to Great Foundation dba Riverbanks Foundation (a 501(c)(3) organization).

Services requested include both information technology infrastructure and telecommunications systems, including phone and VoIP system support, management, and related services.

Project Overview and Scope of Service

The Chamber operates approximately 19 workstations at one location supported by an onsite server. Proposals should include the provision and installation of a new onsite server and cloud-based management server. All Chamber technology platforms are web-based.

The Chamber also utilizes a business phone and VoIP system and requires ongoing telecommunications support, system management, and recommendations for equipment upgrades or replacements as needed.

Server and Network Infrastructure Requirements

• Migration of data and systems from the existing server environment to the new server, including validation of successful data transfer and system functionality
• User Authentication
• Network Security Policy Enforcement (via Active Directory)
• File Storage
• Regular Server Backups with routine restoration testing to ensure full recoverability

Comprehensive IT and Telecommunication Support 

Should include, but not be limited to:

• Desktop/workstation management and support
  • Server and Network management
  • 24/7 security monitoring
  • Endpoint protection and security
  • Firewall and network management
  • Phone and VoIP Systems
  • Email filtering, email and web security
  • Asset and Patch management
  • Remote Support Tools
  • Anti-ransomware solutions
  • Risk mitigation
  • Cybersecurity Tools
  • Backup and Disaster Recovery
  • Network Documentation Platform
  • Support and management of cloud-based systems and productivity tools
  • Identify security and operational risks and provide recommendations for improvement
  • Maintain accurate and up-to-date documentation of the Chamber’s technology systems and network environment
  • Additional IT and telecommunications support services as needed

Relocation and Transition Support

• Assist with planning, coordination, and reinstallation of technology systems at a new location (if needed)
• Provide technical assistance to support continuity of operations during any relocation or transition (if needed)
• Assist with the orderly transition of services if the agreement ends or a new vendor is selected
• Provide complete system documentation and administrative access credentials at the end of services or during vendor transition
• Ensure all Chamber data remains the property of the Chamber and is accessible at all times upon request

Vendor Proposal Requirements

Please include the following in your RFP response:

Company Information

• Company name and overview (background, size, location, areas of expertise)
• Primary project contact (name, email, phone, mailing address)

Team Qualifications

• Key personnel and bios
• Relevant experience, including work with nonprofit organizations

Service Approach and Delivery 

• Description of how the firm will deliver the services outlined
• Description of the onboarding process for new clients, including implementation timelines, transition planning, and post-implementation support
• Description of preferred or standard technology platforms used
• Summary of approach to both monthly and annual deliverables

Service Level Response 

• The vendor should define and maintain service level response commitments, including:
  • Response time for critical system outages or security incidents
  • Response time for high-priority operational issues
  • Response time for routine service requests
  • Help desk availability hours
  • Escalation procedures
  • After-hours support availability
  • Monitoring and alerting capabilities

Pricing and Cost Structure

Detailed pricing for the full scope of work, including:

• Hardware 
• Software 
• Installation 
• Monitoring 
• Ongoing support 
• Recurring monthly service costs 
• Hardware upgrade or replacement 
• Optional or additional services 
• Annual price escalation terms, if applicable
• Any additional one-time or recurring fees not listed above

Contract and Service Terms

• Vendor proposals shall provide a summary of your standard contract term, renewal provisions, and termination notice requirements.

References

• At least three (3) nonprofit clients who can speak to your performance

Insurance Requirements

If selected, the vendor must provide proof of the following insurance coverage:

• Cyber Liability Insurance 
  • General Liability Insurance
  • Professional Liability (Errors & Omissions) Insurance

Deadline:

Proposals must be received by 12:00 PM on Friday, May 11, 2026, via email to ceo@columbiachamber.com.  Questions may be submitted to this email as well. 

Onsite visits are available by appointment and may be scheduled through the same email address listed above.

The Chamber reserves the right to reject any or all proposals and to request additional information or clarifications from any or all respondents.  Chamber partnership and investment is required.