1-2026-180000-1031-Network Switch and Installation Services Request Final.pdf

HENRY COUNTY SCHOOLS

TO: Prospective Offerors

DATE: October 31, 2025

SUBJECT: 2026-180000-1031- Network Switch and Installation Services Request FY2026-FY2027

You are invited to submit Proposals for our Network Switch and Installation Services Request for Henry

County Schools. Henry County Schools is a political subdivision of the State of Georgia, by and through the

Henry County Board of Education.

Attached are the general conditions, technical specifications, and submittal format.

The written requirements contained in this Request for Proposal (RFP) shall not be changed or superseded except by written notice from Henry County Schools. Failure to comply with the written requirements for this

RFP may result in disqualification of the submitted proposal.

To be eligible for consideration, proposals shall be presented in accordance with the instructions of this solicitation and within the timeframe specified. Also, please pay special attention to the E-rate <Terms of

Service= in addendum M. It shall be the responsibility of the offeror to meet all specifications and guidelines set forth herein, in addition to all applicable laws and regulations. Henry County Schools, at its discretion, determines the criteria and process whereby proposals are evaluated and awarded. No damages shall be recoverable by any challenger as a result of these determinations or decisions. Henry County Schools reserves the right to reject any or all proposals; any part or parts of a proposal; waive any technicalities/informalities or irregularities; make modifications or specifications; and award any (or all) of the contract in a manner which is in the best interest of Henry County Schools.

Henry County Schools will leverage an electronic sourcing tool to administer this RFP and all offeror responses must be submitted electronically in accordance with the instructions contained in Section 1.B.2 <Proposal

Submission=. Questions and Answers will be managed through the electronic platform as outlined in Section

1.B.2(b) <Submitting Questions=.

Your interest and participation in the Henry County Schools' solicitation process is appreciated.

Sincerely, DIEZ

David Carter: Executive Director of Network Operations

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HENRY COUNTY SCHOOLS

HENRY COUNTY BOARD OF EDUCATION

Operations Division- Information Services

396 Tomlinson Street

McDonough, GA 30253

SOLICITATION NO. 2026-120000-1031

REQUEST FOR PROPOSALS

FOR

Network Switch and Installation Services Request

Opening: October 31, 2025, at 12:00 PM EST

Closing: December 12, 2025, at 1:00 PM EST

This cover sheet must be signed and submitted to be considered for award. Required addenda are defined within this document; additional requests may be communicated via Henry County Schools9 website. It is the responsibility of each Offeror to ensure it reviews and submits all applicable addenda with their solicitation. Offerors should not expect to be individually notified.

Company name: Date:

Mailing Address: Phone:

City: Fax:

State: Zip: SSN or Federal Tax ID:

Email: Title of Authorized Representative:

Printed Name: Authorized Signature:

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SECTION | - REQUEST FOR PROPOSAL OVERVIEW

A. PURPOSE

The Henry County School District is seeking bids for a turnkey network equipment and installation solution for

49 schools. Additionally, this RFP includes hardware only pricing for our non-E-rate buildings.

INFORMATION TO OFFERORS

1. RFP TIMETABLE

For general informational purposes, dates below are prospective and may be subject to change.

Any such change will be publicly communicated via the Henry County Schools9 website.

EVENT DATE

FCC Form 470 Posted/RFP Released 10/31/2025 at 12:00 PM EST

Questions from Bidders Due (in writing to Bonfire) 11/07/2025 at 4:00 PM EST

Addendum(s) Posted in EPC and Bonfire 11/13/2025 at 4:00 PM EST

Bid Due Date 12/12/2025 at 1:00 PM EST

Projected Contract Award Date Pending Approval

Contract Start Date 4/1/2026

Contract End Date 9/30/2028

2. PROPOSAL SUBMISSION

All offerors that desire to respond to this solicitation must register on Bonfire 4 Henry County Schools9 eSource portal provider. Offerors can access the electronic platform by accessing the direct link for this RFP or by visiting the Henry County Schools Purchasing website as follows:

https://henryk12.bonfirehub.com/opportunities/204529

Once a potential offeror reaches the Henry County Schools portal hosted by Bonfire, the offeror can register for free by clicking on <Create your free Bonfire account= on the 8Log In9 tab, or using the

<Log In= button in the top right-hand corner of the portal, then clicking on <Create your free Bonfire account=. Once registered, offerors can use this portal to view open projects and details and create a submission for a specific project. Informational addenda have been included on the Bonfire

Registration process and contact details for technical support. Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror's responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror9s submittal.

Potential offerors are encouraged to use commonly accepted software programs to create electronic files. If Henry County Schools is unable to open an electronic file due to a virus or because the file has become corrupted, the offeror's response may be considered incomplete and disqualified from further consideration.

Henry County Schools has the capability of viewing documents submitted in the following format:

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Microsoft Word or WordPad, Microsoft Excel, portable document format file (PDF), and plain text files with the file extension noted in parentheses (.txt). Unless the RFP specifically requests the use of another type of software or file format than those listed above, please contact the Issuing Party identified below prior to utilizing another type of software and/or file format. RFP SUBMISSION

CHECKLIST

The following components constitute a complete proposal submission:

Requested Information Category Required Document

Cover Sheet Signed RFP Coversheet wa Licensing A Affirmative response and evidence of appropriate licensure

OO Insurance 4 | Affirmative response and evidence of appropriate insurance

SO ScoredProposal | Technically Scored Responses

` Scored Proposal | Pricing Sheet o Required Addenda 4 A- Signed <Execution of Proposal= y | Required Addenda _ |B 4 Completed <Offeror Information= Form.

o Required Addenda | C-Offeror Reference and Experience form

Required Addenda | D-Signed <Certificate of Non-Collusion= wa | Required Addenda 4 E- Signed <Certificate of Non-Discrimination= enn Required Addenda H- Signed <Addenda Acknowledgement= | n Required Addenda 4 |- Signed <Offeror's Modification Form= |

Required Addenda 4 J- Immigration and Security Form (notarized) | o Required Addenda. L-Pricing Sheets | a Required Addenda - | M-E-rate Terms and Conditions |

SUBMITTING QUESTIONS

All questions concerning this RFP must be submitted in writing via the Bonfire electronic platform9s message feature for <Opportunity Q&A= by November 7, 2025, at 4:00 P.M. EST. No questions other than written will be accepted. No response other than written will be binding upon Henry County Schools. All offerors must submit questions by the deadline identified in the RFP TIMETABLE above for submitting questions. The Q&A document will also be posted in the E-rate Productivity Center (EPC) portal on the same date.

AUTHORIZED PARTY

The table on the coversheet to this RFP shall be completed and signed by the offeror. The coversheet to the submittal must be signed by a company officer who is legally authorized to

4 | Page enter into a contractual relationship in the name of the submitting firm.

c) NOTICE OF GEORGIA OPEN RECORDS ACT

By submitting a proposal, each offeror expressly acknowledges and agrees that Henry County

Schools is obligated to timely comply with requests for information pursuant to state and federal laws and regulation, including the Georgia Open Records Act (""GORA"), O.C.G.A. 8 50-

18-70 et seq. Henry County Schools will comply with GORA at its discretion and is not required to notify any offeror prior to compliance. Each offeror also agrees to comply with GORA and to make records subject to GORA, as determined by the Henry County Schools, available for inspection as required by law, unless otherwise exempt under other provisions of the GORA.

Further, if any offeror intends to reserve any record or information as confidential, trade secret, proprietary, or otherwise permissibly exempted under GORA or public record production, the offeror agrees that any such record will be labeled <PROPRIETARY TRADE SECRET= conspicuously on the records submitted in the platform; and it shall be the offeror's sole obligation to notify Henry County Schools of asserting such exemption. A <public copy= of the offer 4 including any appropriate redaction or modification to preserve the offeror9s asserted confidential, trade secret, and/or proprietary information 4 shall be mailed to Henry County

Schools (33 N. Zack Hinton Parkway; McDonough, GA 30253) and addressed to the attention of the issuing party of this solicitation. Henry County Schools must receive the public copy within three (3) business days following the deadline for quote submission outlined within this RFO. It shall be Henry County Schools9 intention to supply this <public copy= in response to public records requests including any such request made under GORA.

d) Bidders are required to enter pricing on the attached Excel spreadsheet 4 Addendum L. If other components are required for the requested equipment to be fully functional and are priced separately, bidders are asked to add these line items to their response. In addition, bidders are also requested to quote any other costs including shipping, delivery, taxes, fees, etc. that will be incurred by the district. The district will not be liable for any costs beyond those proposed herein. Bidders are also required to enter the percentage that the proposed product is E-rate eligible where requested on Addendum L 4 Equipment list pricing Excel Sheet. Addendum L:

should be submitted as an Excel document and not a pdf.

3. ISSUING PARTY DETAILS

The solicitation lead is David Carter, Executive Director of Network Operations for Henry County

Schools. Any question which arises must be submitted via the Bonfire electronic portal prior to the DEADLINE FOR QUESTIONS due date outlined above.

4. ADDITIONAL INFORMATION/ADDENDA

Henry County Schools will issue one document with responses to all submitted questions, inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the deadline for proposal submission. Offerors should not rely on any representations, statements

5 | Page or explanations other than those made in this RFP (which shall include any addendum). Where there appears to be a conflict between the RFP and any addendum issued, the last addendum issued will prevail.

Offerors must acknowledge any issued addenda defined within the Bonfire electronic platform.

Proposals which fail to acknowledge the offeror's receipt of any addendum may result in the rejection of the offer or result in the disqualification of the prospective offeror's submittal.

Offerors are not to include brochures, flyers, screenshots, or the like in the body of the scored questionnaire(s). Any supporting document(s) may be included at the end of the proposal package to support answers and comments to the questions. A table of contents should be included to reference each document and index it to the corresponding topic and question.

5. LATESUBMITTAL, LATE MODIFICATIONS AND LATE WITHDRAWALS

Submittals received afterthe due date and time will not be considered. Modifications received after the due date will not be considered.

6. REJECTION OF PROPOSALS

Henry County Schools may reject any and all proposal(s) and reserves the right to waive any irregularities or informalities in any proposal or in the submittal procedure. Submittals received after time or at any place other than the time and place as stated in the RFP will not be considered.

7. MINIMUM RFP ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the deadline for submission of proposals.

8. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and its own work, not a sham, is and was not created or submitted as result of collusion or made in the interest or on behalf of any person not therein named, and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

9. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of the RFP to Henry County Schools or any work performed in connection therewith is the responsibility of the offeror(s).

10, RFP OPENING

Submitted proposals will not be opened or read aloud publicly. All offerors will be notified of solicitation results through the electronic platform.

C. GENERAL PROCUREMENT INSTRUCTIONS

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1. Henry County Schools is governed by the Henry County Board of Education and is a recognized governmental entity. The Henry County Schools Purchasing Policy (Board Policy DJE) can be accessed from the Henry County Schools website and is incorporated into this solicitation by reference. By participating in this solicitation, an offeror agrees to be bound by the Henry County Schools

Purchasing Policy on any issue or action related to this solicitation or subsequent contract resulting from this solicitation.

2. Henry County Schools must receive all proposals no later than the date and time listed in this RFP.

Each proposal must be signed and dated by an official authorized to bind the firm. Late proposals will not be considered for award.

3. Bonfire Proposals must be submitted in the templates and/or format prescribed in the electronic platform. Proposals will be evaluated according to completeness, content, and experience with similar projects, ability of offeror and any hired staff. The advancement of offerorsto a finalist round and/or the award of a contract to one offeror does not mean other proposals lacked merit, rather all factors considered, the selected proposal(s) was deemed to be in the best interest of Henry County

Schools.

4. Offerors are cautioned that this is a request for proposals not a request to contract, and Henry

County Schools reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of Henry County Schools.

5. Elaborate proposals in the form of brochures or other presentations beyond that which is necessary to present a complete and effective proposal are not desired.

6. Any costs incurred by an offeror in preparing or submitting a proposal(s) are the offeror's sole responsibility; Henry County Schools will not reimburse any offeror for any costs incurred prior to contract award,

7. Proposals must be submitted in accordance with the requirements of the RFP. Failure to include any required information may cause rejection or disqualification of the proposal.

SECTION Il 4 GENERAL CONDITIONS

A. PURPOSE

The district is requesting competitive proposals from qualified and experienced offerors to provide turnkey network equipment functionally equivalent to Meraki layer 2 9300 switches and related components in 49 schools. The district is also requesting installation of all E-rate eligible components.

B. CONTRACT TERM

1. PARTIES

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Contract will be between Henry County Board of Education (HCBOE) and Awardee.

2. TERM

a. The district may choose to do all, part or none of the project regardless of E-rate funding.

b. Delivery of equipment can begin as early as April 1, 2026 but not before then.

c. The contract end date will be September 30, 2028.

d. The district reserves the right to extend the contract in the event supply chain issues continue to affect installation dates.

3. TERMINATION

Either party may terminate this Agreement without cause upon thirty (30) days prior written notice to the other party.

4. FUNDING OUT CLAUSE

a. It is necessary that fiscal funding-out provisions be included in all contracts in which the terms are for periods longer than one year. Therefore, the following funding-out provisions are an integral part of this RFP and must be agreed to by all Offerors. The district may, during the contract period, terminate or discontinue the purchase of goods, services or systems covered in this RFP at the end of the district's then current fiscal year and upon 30 days prior written notice to the contracted Offeror. Such prior written notice will state:

i. That the lack of appropriated funds is the reason for termination, and

ii. Agreement not to replace the items or services being terminated with items or services with functions similar to those performed by the items or services covered in this RFP from another Offeror in the succeeding funding period.

b. The complete statement <This written notification will thereafter release the district of all further obligations in any way related to such goods, services or systems covered herein.= must be included as part of any agreement with the district. No agreement will be considered that does not include this provision for <funding out=.

5. PAYMENTS AND PRICING

a. Payment for any work from this contract shall be made upon receipt, inspection, and acceptance of completed work and receipt of proper itemized invoices.

b. Allinvoices must be itemized and submitted in a consolidated manner to HCS within 30 business days of purchase and/or services rendered for the entirety of the agreement unless otherwise agreed upon by the district.

c. The district will not pay any penalties for late payment of invoices.

d. The district is exempt from State sales tax. All federal and state taxes and fees that can be eliminated in sales to public school systems in the State of Georgia should not be included in the proposed price.

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Proposed prices shall include all charges for completing the work as specified. All deliveries are

Free on Board (FOB) Designation with the District assuming ownership and liability when the project is complete at each specified site. All product warranties shall begin upon delivery to each specified site.

Pricing must remain firm for the duration of the contract.

The district requires Service Providing Invoicing (SPI)

C. OFFEROR QUALIFICATIONS

LICENSING 1.

All offerors for the project must be properly licensed under the laws of the State of Georgia and Henry

County, and in good standing before submitting any offer and before commencing any work.

INSURANCE

a. The offeror shall be responsible from the beginning of this Proposal for all injury or damage of any kind resulting from the work to persons or property, regardless of who may be the Owner of the property. In addition to the liability imposed upon the offeror on account of bodily injury

(including death), or property damage suffered through the offeror9s negligence, which, liability is not impaired or otherwise affected hereby, the offeror assumes the obligation to save the Owner harmless and to indemnify and defend the Owner from every claim, liability, expense, or payment arising out of or through injury (including death) to any person or persons or damage to property (regardless of who may be the Owner of the property) of any place in which work is located arising out of or suffered through any act or omission of the offeror or anyone either: (i.) directly or indirectly employed by or; (ii.) under the supervision of any contractor in the prosecution of the work included in this Proposal.

The offeror agrees to comply with the provisions of the Workers9 Compensation laws of the

State of Georgia. The offeror agrees that, prior to the beginning of any work by the offeror; the offeror shall furnish to Henry County Schools a Certificate from the insurance company showing issuance of Workmen9s Compensation coverage for the State of Georgia or a Certificate showing proof of the ability to pay compensation directly. Offerors are required to submit proof of a current insurance certificate via Henry County Schools9 electronic sourcing platform under <Requested Information=.

The offeror shall obtain and maintain, at their expense, insurances with minimum limits as shown below and shall protect the offeror and Owner for any claims for property damage or bodily injury, including death, which may arise out of operations under this solicitation. The offeror shall furnish the Owner certificates, policies, and cancellation endorsements as shown below:

Offerors General Liability Insurance-taken out in the name of the offeror.

l. Split Limits of Liability-Bodily Injury Liability: Limits of $1,000,000 for each occurrence and

$2,000,000 for the aggregate of operations. Property Damage Liability: Limits of

$1,000,000 for each occurrence and $2,000,000 for the aggregate of operations. Or if

Combined Single Limit Liability-Bodily Injury and Property Damage Combined:

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$1,000,000 each occurrence, $2,000,000 aggregate.

Il. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least

30 days prior written notice has been given to the Owner.

lil. Disposition-Certificate from insurance company showing insurance policy must be sent to the Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate in the electronic platform under <Requested Information= showing Henry County Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder,

e. Contractor9s Public and Automobile Liability Insurance:

l. Split Limits of Liability-Bodily Injury Liability-limits of $1,000,000 for each person and $1,000,000 each occurrence. Property Damage-limits of $1,000,000 for each occurrence.

il. Or if combined Single Limit of Liability-Bodily Injury and Property Damage Combined:

$2,000,000 each occurrence.

lil. Cancellation Endorsement-These insurance coverages shall not be cancelled until at least thirty (30) prior written notice has been given to the Owner.

IV. Disposition-Certificate from insurance company showing insurance policy sent to Owner prior to commencement of work. Offerors are required to submit proof of a current insurance certificate via Bonfire under <Required Information= showing Henry County

Schools, 33 North Zack Hinton Parkway, McDonough, GA 30253 as certificate holder.

f. | Acceptability of Insurance Companies-No insurance company will be acceptable unless written by a company licensed by the State Insurance Commissioner to do business in the State of

Georgia at the time the policy is issued. The company must, in addition, be acceptable to the

Owner.

3. SUSPENSION AND DEBARMENT

By submitting a bid or proposal, each offeror certifies that it is not currently suspended or debarred from submitting bids or proposals on contracts or in suspension or debarment proceedings by any agency of the State of Georgia and the federal government, nor is it an agent of any person or entity that is currently suspended or debarred from submitting bids on contracts or in suspension or debarment proceedings by any agency of the State of Georgia or the federal government.

4. BOYCOTT OF ISRAEL

By submitting a bid or proposal, an offeror certifies that it is not currently engaged in a boycott of

Israel as defined in O.C.G.A. § 50-5-85. Further each offeror agrees to not engage in any boycott of

Israel for the duration of any contract award as a result of this RFP.

5. CONFLICT OF INTEREST

By submitting a proposal, the offeror represents and warrants no official or employee of Henry

County Schools has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made as result of this RFP, or in any expected profits to arise therefrom. The offeror is required to disclose any real or apparent conflict of interest with any Henry County Schools officials or employees at the time of proposal submission. For the avoidance of doubt, this paragraph shall

10 | Page apply also to any real or apparent conflict of interest known or suspected to be held by any member of the Henry County Board of Education.

6. TRADE NAMES AND ALTERNATIVES

Proposals are requested on products that are functional equivalent, comparable to or better than the brands or items listed in this document. References to brand names, trade names, model numbers, or other descriptions are made to establish an approximate level of quality and functional capabilities and are not intended to exclude other products of similar capabilities. Specific names of products listed in this document are intended to convey the type of equipment sought. Comparable products of other manufacturers will be considered if proof of comparability and compatibility is contained in their proposal. Vendors, if proposing equipment other than specified, are to clearly identify the manufacturer and the model number and must provide written, complete justification as to how the product complies with all specifications outlined within this RFP and how the product integrates with existing devices as well as the complete list of manufacturer-published specifications related to the requested products. It shall be the responsibility of the proposers to furnish descriptive literature with their proposal such that specifications, or other data will provide an adequate basis for verifying the quality and functional capabilities of the product offered.

The district reserves the right to be the sole determiner of functional equivalency and select the proposal it believes to be in its best interest.

7. WARRANTIES

E-Rate program rules allow a manufacturer's multi-year warranty for a period up to three years that is provided as an integral part of an eligible component, without a separate identifiable cost, to be included in the cost of the component. Vendors are requested to provide details on warranties.

8. QUANTITIES

Stated in this document are approximate and final numbers may change with final request. The district reserves the right to order quantities in any size lot or lots of quantities at the proposed cost.

D. SCOPE OF WORK

1. CURRENT ENVIRONMENT

Henry County Schools is currently comprised entirely of Cisco 3850 48 port switches managed as 1OS devices. All district access points are managed via our Cisco Meraki dashboard.

2. PROPOSED SOLUTION

The Henry County School District is seeking bids for a turnkey network equipment and installation solution of Meraki layer 2, 9300 switches or functional equivalent in 49 of our school locations listed below. The district plans to use E-rate funds for this project. Because of the large scope of the project, the request for equipment will be split over two funding year. Equipment and installation for Middle and

High schools will be requested in the first year (FY2026). Equipment for all Elementary schools will be requested in the second year (FY2027).

First Year (FY2026) - Middle and High schools

Middle schools

Austin road

Dutchtown

Eagles Landing

Hampton

Luella

McDonough

Ola

Stockbridge

Union Grove

Woodland

High Schools

Dutchtown

Eagles Landing

Hampton

Luella

McDonough

Ola

Stockbridge

Union Grove

Woodland

Fairview PAC

Advanced Academy

Excel

100 Austin Rd, Stockbridge, GA 30281

155 Mitchell Rd, Hampton, GA 30228

295 Tunis Rd, McDonough, GA 30253

799 Hampton-Locust Grove, Hampton, GA 30228

2075 Hampton-LG Rd, Locust Grove, GA 30248

175 Postmaster Dr, McDonough, GA 30253

353 North Ola Rd, McDonough, GA 30252

533 Old Conyers Rd, Stockbridge, GA 30281

210 East Lake Rd, McDonough, GA 30252

820 N Moseley Dr, Stockbridge, GA 30281

149 Mitchell Rd, Hampton, GA 30228

301 Tunis Rd, McDonough, GA 30253

795 Hampton LG Rd, Hampton, GA 30228

603 Walker Drive, Locust Grove, GA 30248

155 Postmaster Dr, McDonough, GA 30253

357 North Ola Rd, McDonough, GA 30252

1151 Old Conyers Rd, Stockbridge, GA 30281

120 East Lake Rd, McDonough, GA 30252

800 N. Moseley Dr, Stockbridge, GA 30281

544 Fairview Rd. Stockbridge Ga. 30281

401 East Tomlinson St, McDonough Ga. 30253

330 East Tomlinson St. McDonough Ga. 30253

Second Year (FY2027) - Elementary schools

Austin Road elementary

Bethlehem elementary

Birch Creel elementary

Cotton Indian elementary

Dutchtown elementary

East lake elementary

Fairview elementary

Flippen elementary

Walnut Creek elementary

Wesley Lakes elementary

Woodland elementary

Hampton elementary

Hickory Flat elementary

Locust Grove elementary

Luella elementary

Mt. Carmel elementary

50 Austin Rd, Stockbridge, GA 30281

1000 Academic Pkwy, Locust Grove, GA 30248

850 Willow Lane, McDonough, GA 30253

1201 Old Conyers Rd, Stockbridge, GA 30281

159 Mitchell Rd, Hampton, GA 30228

199 East Lake Rd, McDonough, GA 30252

458 Fairview Rd, Stockbridge, GA 30281

425 Peach Dr, McDonough, GA 30253

3535 McDonough Pkwy, McDonough, GA 30253

685 McDonough Pkwy, McDonough, GA 30253

830 N. Moseley Dr, Stockbridge, GA 30281

10 Central Avenue, Hampton, GA 30228

841 Brannon Rd, McDonough, GA 30253

95 MLK Jr. Blvd, Locust Grove, GA 30248

575 Walker Drive, Locust Grove, GA 30248

2450 Mt. Carmel Rd, Hampton, Ga 30228

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Oakland elementary 551 Hwy 81 W, McDonough, GA 30253

Ola elementary 278 North Ola Rd, McDonough, GA 30252

Pates Creek elementary 1309 Jodeco Rd, Stockbridge, GA 30281

Red Oak elementary 175 Monarch Village Way, Stockbridge, GA 30281

Rock Springs elementary 1550 Stroud Rd, McDonough, GA 30252

Rocky Creek elementary 803 Hampton-LG Rd, Hampton, GA 30228

Smith-Barnes elementary 147 Tye Street, Stockbridge, GA 30281

Stockbridge elementary 4617 North Henry Blvd, Stockbridge, GA 30281

Timber Ridge elementary 2825 GA Hwy 20, McDonough, GA 30252

JB Henderson 354 North Ola Rd. McDonough Ga 30252

The proposed solution should meet the following criteria:

a. Vendor shall install new out of the box only. Gray market or refurbished switches will not be accepted.

b. HCS will only accept SPI billing from responders.

c. This project will be divided into two project phases over two funding years with the equipment for the first year ordered first.

d. The second-year phase equipment will be ordered with second phase funding request.

e. Proposed solution should be able to integrate into the existing centralized management dashboard.

The currently used dashboard is Cisco Meraki. If vendor proposes a solution that does not integrate, any costs to implement the proposed solution must be included with the proposal.

f. If functionally equivalent product is proposed, the vendor will be required to perform all the tasks performed in the scope of the project.

g. Vendor will need to take delivery of all new switches and store all relevant equipment until day of installation.

h. Vendor will upgrade code, configure all new switches, rack switches, cable switches with new patch cables, and confirm with Henry County Schools that all switches are functional and online in the Meraki or equivalent dashboard.

i. Vendor should have an up-to-date certified CCIE on staff for these installs. Provide proof of certification.

j. Vendor9s technical team will need to take inventory of existing switch configurations to replicate like for like into the existing HCS Meraki or equivalent dashboard. Current Cisco switches are IOS command line and not currently in the Meraki dashboard. VLAN and port configurations need to be exact and like for like from current switch configurations to Meraki dashboard configuration unless otherwise noted from the HCS team.

k. Vendor will need to prep switches at their location prior to site installation. This includes upgrading code, configuring and connecting to the Meraki or equivalent dashboard, labeling, installing fiber modules, installing SFPs, etc. This will be discussed with the HCS team to ensure smooth installation.

|. Proposed solution must be able to leverage Layer 7 traffic analysis with existing wireless equipment.

m. Vendor will import inventory into the HCS Meraki or equivalent dashboard and configure network and switch/switch stack configurations per HCS standards.

n. Vendor will replace all patch cables from patch panel to switchport using 10 foot slim run mini

CAT6 RJ45 snagless cables. Based on switch port count, this will be approximately 57,840 patch cables required. Patch cable color needs to be to our standards, listed below.

Vlan 100 Data-- Blue

Vlan 111 Video/ IPTV-- Orange

Vlan 113 IP Security Camera -Yellow

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Vlan 216 Wifi AP-- Green

Vlan 217 Projector4Purple

o. Note that current cables may not be the correct color so there needs to be attention to detail to make sure that the correct color patch cable is being connected to the correct VLAN port to keep consistent with the like for like configuration.

p. This will require the vendor to trace and keep track of current patch cable VLAN configurations and work with the vendors technical team to make sure the correct VLAN port configurations are transferred to the new switch port and correct patch panel port.

q. Submission of responses and pricing must be valid and honored for length of project.

r. Vendor should allow for small modifications in all HCS trailer IDF boxes to make new switches fit with the door closed.

s. HCS prefers that proponents must employ qualified and manufacturer certified field engineers local to Atlanta metro area for all products proposed. Vendor must address this preference in their response.

t. Proponent must be a participant in the Federal E-Rate program with a valid SPIN number.

u. Proponent must describe how your make and model is equivalent to the make and model listed in the pricing matrix sheet if you are proposing an alternate product of addendum L.

v. Velcro should be used with any existing wire management trays to arrange the patch cables in a neat and orderly appearance within the rack.

w. Vendor can re-use existing fiber patch cables but in the event a fiber patch cable becomes damaged or is unusable it would need to be replaced by the vendor at their expense.

x. Vendor will label all equipment per HCS standards.

y. Switch stack cables and dual power cables need to be installed per HCS standards.

At the end of the project the vendor will provide HCS with an excel spreadsheet of all inventory detailing building name, data closet room number, switch name, switch serial number and E-rate Funding Request Number (to be provided by the district). All newly installed equipment must be labeled with the Funding Request Number.

aa. The vendor is responsible for removing all existing network equipment being replaced from HCS property and provide the district with a letter of refuse for removed equipment for 49 schools.

bb. Vendor should remove all trash associated with project installs from each school site at the completion of site installation.

cc. Switch stacks should be stacked and cabled based on manufacturer recommendations.

dd. Vendoris required to provide appropriate length stacking cables based on stack size.

ee. Vendor will work with Henry County Schools for any remote access needed for the project.

ff. HCS reserves the right to purchase additional switches at the proposed pricing during contract time, outside E-rate funding as a hardware- only quote.

gg. All quoted hardware should come with appropriate 5-year licenses

OFFEROR PROPOSAL 4 TECHNICAL SCORED RESPONSES:

Using the templates provided in the electronic platform, the following information is requested to support selection of a qualified and responsive offeror:

CRITERIA FOR EVALUATION AND SCORING

All timely responses will be evaluated in accordance with the following steps:

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1. ADMINISTRATIVE REVIEW

Submittals will be reviewed by the issuing Party to determine compliance with the following requirements:

e Response was submitted by the deadline defined in the <RFP TIMETABLE= e Response is complete and contains all required documents defined in the <RFP

SUBMISSION CHECKLIST=

2. EVALUATING QUALIFICATION FACTORS

It is the intent of the district to award a contract to the most cost-effective provider based on the

Evaluation Criteria below. Per FCC guidelines, cost will carry the greatest weight but other factors important to the district will be considered.

Cost of E-rate Eligible Services 4 35 points

Prior Experience - 20 Points e Similar projects and references e Experience with this provider

Personnel and offer qualifications - 10 Points e Staff e Management

Responsiveness - 5 Points e Responsive to email, other communications, etc.

e Proximity of offices 4 Local preferred e Local representative available

Technical Merit - 30 Points e Bid meets the technical needs requested.

e Completed all bid requirements.

e Proof of functional equivalency

Total Points: 100

G. OTHER REQUIREMENTS

Bidder must provide the percentage that each product is E-rate eligibility in Column K of Appendix L. Bidder

MUST identify any proposed items that are 100% ineligible for E-rate support. Not including these in the bid will result in a loss of points under Technical Merit 4 Completed all bid requirements.

It is the intent of the district to award this bid in its entirety to a single vendor. The district may choose to do all, part, or none of the project regardless of E-rate funding.

H. FINAL SELECTION

Following review of all qualified proposals and selection of a suitable offeror, and preliminary contract negotiations, a recommendation for contract award will be made to the Henry County Board of Education.

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Any contract award will be made only upon approval by the Board. Following approval, Henry County

Schools will complete contract negotiations.

Note: Henry County Schools reserves the right to accept the response which is determined to be in the best interest of Henry County Schools and its employees. Henry County Schools reserves the right to reject any and/or all proposals.

ADDENDA

The following is a summary of all required and informational addenda included in this RFP. All addenda must be acknowledged by the offeror to submit a response to this RFP

| - Addendum Reference Addendum Title Addendum Category

A Execution of Proposal Required with submittal

B Offeror Information form Required with submittal

C Offeror Reference and Experience form Required with submittal

D Certification of Non-Collusion Required with submittal

E Certification of Non-Discrimination Required with submittal

F Bonfire Support Information Informational

G Henry County Schools Protest Procedure Informational

H Addenda Acknowledgement Required with submittal

| Offeror9s Modification Form Required with submittal

J Sample Copy of Henry County Schools Informational

Offeror Agreement

K Immigration and Security Forms Required with submittal

L Pricing Sheets Required with submittal

M E-rate Terms and Conditions Required with submittal

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ADDENDUM A

EXECUTION OF PROPOSAL

DATE:

The potential offeror certifies the following by placing an "X" in all blank spaces:

That this proposal was signed by an authorized representative of the firm.

That the potential offeror has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential offeror agrees to the conditions as set forth in this Request for

Proposal with no exceptions.

Therefore, in compliance with the foregoing Request for Proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Authorized Signature Date

Typed Name & Title

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ADDENDUM B

OFFEROR INFORMATION FORM

Mailing Address (Please type or print. Complete all items)

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Remittance Address (if different)

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Accepted Payment Methods (select all that apply)

[_] Check [_] Credit Card/Purchase Card []ACH [] Other:

Other Offeror Information

Federal Business ID: or Social Security #

Certification

Under penalty of perjury, | certify that:

1. The information stated in this application is factual and true, and

2. The number shown on this form is my correct taxpayer identification number (or l am waiting for a number to be issued to me), and

3. lam not subject to backup withholding because (a) lam exempt from backup withholding, or

(b) | have not been notified by the Internal Revenue Service that | am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that l am no longer subject to backup withholding.

Certification Instructions: You must cross out Item 3 above if you have been notified by the IRS that you are currently subject to backup withholding because of under reporting interest or dividends on your tax return. For real estate transactions, Item 3 does not apply. For mortgage interest paid, the acquisition or abandonment of secured property, contributions to an individual retirement account (IRA), and generally payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN.

(Representative9s Signature) Date

Please type or print representative9s name

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ADDENDUM C

OFFEROR9S REFERENCES AND EXPERIENCE

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Company Name Providing Reference

Business Name:

Address:

City, State, Zip:

Phone: Fax: Email:

Describe in Detail Services Provided (use additional sheets if necessary):

Important! This is a vital part of your RFP submission. HCS will verify client references. It is advisable that you inform your reference contact person that you have listed them for reference.

Contractor

Signature Date

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ADDENDUM D

CERTIFICATION OF NON-COLLUSION

| certify that this Proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a Proposal forthe same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. 8 50-5-67(e).

l certify that this Proposal is made without prior understanding, agreement, or connection with any member of the government agency letting this public works contract and is in all respects fair and without collusion or fraud per the requirements of O.C.G.A. 8 36-91-21(f).

| further certify that the provisions of the Official Code of Georgia Annotated 8 45-10-20 et. seg. has not and will not be violated in any respect.

| understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. | agree to abide by all conditions of this Proposal and certify that | am authorized to sign this Proposal for the Offeror.

The Offeror being sworn disposes and says, its agents, officers, or employees have not directly or indirectly entered into any agreements, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this Proposal.

Company Name:

Address:

City: State: ZIP:

Name: Title:

Signature: Date:

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ADDENDUM E

CERTIFICATION OF NON-DISCRIMINATION

In connection with the performance of work under this contract, the contractor agrees as follows:

The contractor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin or ancestry. The offeror shall take affirmative action to ensure that employees are treated without regard to their race, creed, color, sex, national origin or ancestry. Such action shall include, but not be limited to the following: employment, upgrading, demotion, transfer, recruiting or recruitment, advertising, lay-off or termination, rates of pay or other compensation and selection for training, including apprenticeship.

In the event the contractor is not in compliance with this non-discrimination clause, the contract may be cancelled or terminated by the Owner. The Owner may declare the contractor, ineligible for further contracts with the Owner until satisfactory proof of intent to comply shall be made by the offeror.

The contractor agrees to include this non-discrimination clause in any sub-contracts connected with the performance of this agreement.

Contractor

Signature

Date

ADDENDUM F

BONFIRE SUPPORT INFORMATION

Bonfire is Henry County Schools9 eSource portal provider. Bonfire provides direct support to Offerors.

Bonfire Support Hours are Monday - Friday 8:00am - 8:00pm EST.

Offerors should contact Bonfire via email (Support@GoBonfire.com) to launch a support case.

Alternatively, offerors can call Customer Service at 1-800-354-8010 (ext. #2). Note that if the offeror doesn't get through on the first try and leaves a voicemail, a support ticket will automatically be generated, and the Bonfire support team will respond in a timely manner.

Offerors can also visit https://gobonfire.com/support/ to access tutorials, videos, and other resources which can support the Offeror in completing a submittal.

Note: Henry County Schools utilizes but is not responsible for the operational capabilities of the Bonfire platform. It is the offeror's responsibility to contact Bonfire for all support needs. Offerors are encouraged to start submissions in advance of the deadline to gain familiarity with the platform and limit risk of technical complications in the offeror's submittal.

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ADDENDUM G

HENRY COUNTY SCHOOLS PROCUREMENT PROTEST PROCESS

Any Offeror not selected, or otherwise adversely affected by the decision-making process under a competitive procurement, may file written protest. An adversely affected Offeror must file such written protest and exhaust all administrative remedies afforded herein before seeking judicial review of any award of a contract resulting from a competitive procurement. In each instance of protest, the Offeror must demonstrate that it would be eligible to be awarded the contract in the event the protest was successful.

In order to be an adversely affected Offeror with a right to submit a written protest, the Offeror must itself claim to be eligible for award of the contract in the event the Protest were successful and must be next in line for the Award. In addition, the adversely affected Offeror must demonstrate at least one of the following reasons for the Protest:

(a) all higher-ranked Offerors are ineligible for Award of the Contract because their Proposals were nonresponsive;

(b) the School District has failed to conduct the evaluation of proposals in accordance with the criteria or processes described in this RFP;

(c) the School District has abused its discretion in rejecting the Offeror's proposal as nonresponsive; or

(d) the School District's evaluation of the proposals or its subsequent determination of award is otherwise in violation of Georgia Law.

The written protest shall specify, at minimum:

e the name and address of the protestor;

+. appropriate identification of the solicitation;

e anyandallgrounds upon which the protest is based;

e supporting exhibits, evidence or documents to substantiate any grounds; and e suggested changes that may remedy the defects.

To be considered, all protests must be in writing and must be submitted to the Superintendent9s Office in an envelope marked as follows: RFP Award Protest. Protests must be timely received by the

Superintendent9s Office to be considered. In all cases, the last date for any protest shall be within seven

(7) calendar days after issuance of the Award and such protest must be received by such date (not mailed or in route).

The Superintendent, or the Superintendent's designee, shall have the authority to settle or resolve a written protest submitted in accordance with the requirements of this Section. If the protest is not settled or resolved by mutual agreement, the Superintendent shall issue a written decision on the protest in a reasonably timely manner. After the District has issued ¡ts response, in the event that the protesting

Offeror is still aggrieved, the Offeror expressly agrees that the dispute shall be submitted to the Superior

Court of Henry County, to be decided before a Judge without a jury.

ADDENDUM H

ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Request for Proposal and the following

Addenda, receipt of all of which is hereby acknowledged by placing an "X= in all blank spaces:

Addendum A 4 required with submission

Addendum B 4 required with submission

Addendum C 4 required with submission

Addendum D - required with submission

Addendum E 4 required with submission

Addendum F - Informational

Addendum G - Informational

Addendum H 4 required with submission

Addendum |-4 required with submission

Addendum J 4 Informational

Addendum K-4 required with submission

Addendum L 4 required with submission

Addendum M 4 required with submission

Contractor9s Representative (First and Last Names)

Signature Date

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the Offeror9s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the County9s requirements.

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL.

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ADDENDUM I

Offeror's Modifications Form

The terms and conditions contained in the solicitation comprise the contract proposed by HCS. HFCS does not intend to make changes to those terms and conditions, unless necessary to clarify the scope of work and/or technical requirements.