IT & Website Management Services (Retainer-Based)

Please Note: Submissions will only be considered if complete as outlined below and submitted to the email referenced below. Applications online will not be considered.

Introduction:

Virtual Peace of Mind (VPM) is seeking proposals from qualified IT professionals or firms to provide comprehensive website management and technical support on a monthly retainer basis. As a rapidly growing mental health organization serving clients across multiple states VPM requires reliable secure and timely IT oversight to ensure our online platforms run efficiently and safely.

The selected partner will support the organizations existing websites troubleshoot technical issues as they arise ensure security best practices are implemented and serve as a technical liaison in internal and external meetings.

Scope of Work:

The IT professional or firm will be responsible for providing ongoing website and technical support services including but not limited to:

Website Management & Maintenance

• Monitor update and maintain all VPM website(s) (private practice SAP program landing pages portals etc.).
• Perform routine updates to plug-ins themes integrations and CMS elements.
• Resolve website errors bugs crashes or integration failures promptly.
• Ensure website backups HIPPA compliance BAA SSL certificates and hosting environments remain functional and secure.

Technical Issue Resolution

• Provide same-day or rapid response troubleshooting for website malfunctions or disruptions.
• Diagnosing and correct performance issues loading errors and user experience barriers.

Security & Compliance

• Monitor security vulnerabilities and implement recommended protections.
• Ensure all site structures and data handling align with industry-standard security practices.
• Participate in meetings when cybersecurity or website infrastructure questions arise.

Liaison & Communication Duties

• Communicate effectively with third-party developers hosting companies and software vendors as needed.
• Clarify technical requirements and translate organizational needs into actionable developer instructions.
• Provide periodic updates on website performance security posture and improvement recommendations.

Strategic Technical Support

• Offer guidance on system integrations new features and technological scalability.
• Advise on IT implications related to growth new district partnerships and platform expansion.

Retainer Expectations

The awarded contractor will be retained on a monthly basis with expectations that include:

• Guaranteed availability for urgent issues
• Set number of support hours per month
• Prioritized scheduling for VPM-related tasks
• Monthly reporting on work completed pending tasks risks and recommendations

VPM is open to reviewing proposed retainer structures (hourly hybrid fixed retention with add-ons etc.).

Proposal Requirements:

Interested candidates should submit a proposal that includes:

• Company or Individual Overview
• • Background experience and relevant qualifications
  • Summary of technical expertise
• Experience & Portfolio

1. • Examples of managing and supporting healthcare education or high-security websites
   • Demonstrated experience with WordPress hosting platforms and integrations

• Approach to Retainer Support

1. • Proposed retainer structure and monthly availability
   • Estimated response times for urgent and non-urgent tasks

• Security & Compliance Knowledge

1. • Understanding of website security protocols
   • Experience with compliance requirements (HIPAA or similar preferred but not required)

• Pricing

1. • Monthly retainer fee
   • Hourly rate for work beyond retainer
   • Any additional service packages

• References

1. • At least two recent clients who can speak to reliability and communication

Evaluation Criteria:

Proposals will be evaluated based on:

• Technical expertise and relevant experience
• Ability to meet the scope of work
• Responsiveness and communication style
• Cost-effectiveness and clarity of pricing
• Proven reliability and availability

Submission Instructions:

Proposals should be emailed to:

Dr. Tiffinee Yancey CEO
Virtual Peace of Mind

Required Experience:

Manager