BID # 64 OF 2026

CISCO DUO ESSENTIALS SUBSCRIPTION LICENSE RENEWAL FOR THE

COUNTY OF ERIE INFORMATION TECHNOLOGY DEPARTMENT

BID RECEIPT

CONFIRMATION

PAGE

BY SIGNING AND FAXING THIS PAGE TO

(814) 451-6065 YOU ARE CONFIRMING RECEIPT OF THE

ATTACHED BID

YOU MAY ALSO EMAIL TO JWAGNER@ERIECOUNTYPA.GOV

PLEASE RETURN WHETHER

BIDDING OR NOT

IF YOU HAVE QUESTIONS, PLEASE CALL

(814) 451-6244

COMPANY: __________________________

RECEIVED BY: __________________________

DATE: __________________________

CONTACT NAME: __________________________

PHONE: __________________________

FAX: __________________________

E-MAIL: __________________________

mailto:JWAGNER@ERIECOUNTYPA.GOV

COUNTY OF ERIE

DEPARTMENT OF ADMINISTRATION

BUREAU OF PURCHASING

BID DOCUMENTS

FOR

CISCO DUO ESSENTIALS SUBSCRIPTION LICENSE RENEWAL

FOR THE

ERIE, PENNSYLVANIA

TO BE OPENED ON: NOVEMBER 3RD, 2026

LEGAL NOTICE

The County of Erie Manager of Procurement, Erie County

Courthouse, 140 West 6th Street, Room 106, Erie, PA 16501, will receive bids electronically via PennBid and open sealed bids on

November 3rd, 2026 at 10:30 AM at the Office of the County Controller, Erie County Courthouse, 140 West 6th Street, Room 107, Erie, PA

16501, for Cisco Duo Essentials Subscription License Renewal for the

County of Erie Information Technology Department.

Specifications and bid requirements are available at no cost on

PennBid at https://pennbid.bonfirehub.com.

Erica Coe

Manager of Procurement

Advertise: October 21st, 2026

October 23rd, 2026

Please charge to Account #L0960556 – Thank you!

https://pennbid.bonfirehub.com/

CISCO DUO ESSENTIALS SUBSCRIPTION LICENSE RENEWAL FOR

THE COUNTY OF ERIE INFORMATION TECHNOLOGY DEPARTMENT

GENERAL SPECIFICATIONS

FAILURE TO ADHERE TO THESE GENERAL SPECIFICATIONS WILL RESULT IN

YOUR BID BEING REJECTED!

1. It is the intent of the County to bid – Cisco Duo Essentials Subscription License Renewal for the County of Erie Information Technology.

2. All bids must be submitted electronically via PennBid at https://pennbid.bonfirehub.com, on or before November 3rd, 2026 at 10:30 AM. Bids will be opened at that time.

3. A certified or cashier’s check or bid bond with corporate surety payable to the County of Erie in the amount of Ten (10%) percent of the total amount bid must accompany each sealed proposal to guarantee acceptance of the contract if awarded.

4. Faxed, emailed or hand delivered bids will not be accepted under any circumstances.

5. The County of Erie reserves the right to accept or reject any or all bids, to waive any defects in form or technicalities or to advertise for new bids where acceptance, rejection, waiving or advertising of such would be in accordance with the best interest of the County; also, to sit and act as the sole judge of the merit and qualifications of the equipment, supplies or services offered. Any interpretation of equivalency shall be determined finally and conclusively by the County of Erie.

6. The contract will be awarded at the time of opening of the bids or at a subsequent time and place to be announced at the time of opening.

7. The Bidder shall disclose any conflict of interest that arises or may arise with regard to the potential contract. Conflict of interest arises if any County official or employee has any financial interest, direct or indirect, in the potential contract.

8. The successful bidder will be required to sign a contract containing the following provision: Equal Employment Opportunity Clause. (a) (1) The contractor shall not discriminate against any employee or applicant for employment because of race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, national origin, criminal history or source of income. The contractor shall take affirmative action to insure that applicants are employed and that employees are treated during employment, without regard to their race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, national origin, criminal history or source of income. As used herein, “treated” means and includes, without limitation, the following:

recruited, whether advertising or other means; compensated, whether in the form of rates of pay or other forms of compensation; selected for training, including apprenticeship; promoted; upgraded; demoted;

downgraded; transferred; laid off; and terminated. The contractor agrees to and shall post in conspicuous places available to employees and applicants for employment, notices to be provided by the contracting officers setting forth the provisions of this nondiscrimination clause. (2) The contractor shall in all solicitations or advertisements for employees place by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, disability of the person, religious creed, ancestry, age, familial status, sex, gender identity, sexual orientation, natural origin, criminal history or source of income.

(3) The contractor shall send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice advising the labor union or worker’s representative of the contractor’s commitment under the Equal Employment Opportunity Clause of the County and shall post copies of the notice in conspicuous places available to employees and applicants for employment. (4) The contractor shall furnish all information and reports requested by the County Executive or the County Council to ascertain compliance with the program. (5) The contractor shall take such action with respect to any subcontractor as the County may direct as a means of enforcing the provisions of subsections (a)(1) to (8) hereof, including penalties and sanctions for noncompliance, provided, however, that in the event the contractor becomes involved in or is threatened with litigation as the result of such direction by the County, the County shall enter into such litigation as is necessary to protect the interests of the County to effectuate the County’s Equal Employment Opportunity Program, and in the case of contracts receiving federal assistance, the contractor or the County may request the United States to enter into such litigation to protect the interests of the United States.

(6) The contractor shall file and shall cause his subcontractors, if any, to file compliance reports with the County. Compliance reports filed at such times as directed shall contain information as to the employment practices, policies, programs, and statistics of the contractor and his subcontractor’s. (7) The contractor shall include the provisions of subsections (a) (1) through (8) of the Equal Employment Opportunity Clause in every subcontract or purchase order so that such provisions will be binding upon each subcontractor or vendor. (8) Refusal by the contractor or subcontractor to comply with any portion of this program as herein stated and described will subject the offending party to any and all of the following penalties: (a) Withholding of all future payments under the involved public contract to the contractor in violation until it is determined that the contractor or subcontractor is in compliance with the provisions of the contract; (b) Refusal of all future bids for any public contract with the County or any of its departments or divisions until such time as the contractor or subcontractor demonstrates that he has established and shall carry out the policies of the program as herein outlined. (c) Cancellation of the public contract ad declaration of forfeiture of the performance bond; (d) In cases in which there is substantial or material violation or the threat of substantial or material violation of the compliance procedure of as may be provided for by contract, appropriate proceedings may be brought to enforce those provisions, including the enjoining, within applicable law, of contractors, subcontractors, or other organizations, individuals, or groups who prevent directly, indirectly, or seek to prevent directly or indirectly, compliance with the policy, as herein outlined.

9. The bidder shall not be allowed to take advantage of any errors, inconsistencies, irregularities or omissions in the specifications. Where errors, inconsistencies, irregularities or omissions appear in the specification, the bidder will promptly notify the County of same prior to the time set for the bid opening.

10. All bids must be made on the Bid Form furnished by the County. No bid will be considered unless the Bid Form is completed properly.

11. THE BID PACKAGE MUST INCLUDE THE ORIGINAL BID FORM, NON-

COLLUSION AFFIDAVIT AND CASHIER’S CHECK OR BID BOND.

12. The County is not liable for non-receipt of bids if sent in any other manner than required or submitted after the due date and time.

13. The County will not be responsible for any costs incurred by the vendors in responding to this Bid Form or any costs incurred in responding to any demonstrations or samples required.

14. Any discounts or terms must be shown on the Bid Form. Such discounts, if any, may be computed and considered in tabulating the bids.

15. All freight and other costs shall be included in the bid price.

16. In consideration of furnishing the equipment and/or performing the services called for herein, the supplier will be paid within thirty (30) days of invoice receipt.

17. Any questions with respect to the General Specifications or Technical Specifications contained in this bid should be submitted via the “Ask a Question” feature in PennBid at https://pennbid.bonfirehub.com.

18. The County is exempt from all State of PA sales tax by State law.

19. The Non-Collusion Affidavit attached to these specifications must be completed and submitted with the Bid Form. Failure to do this will result in disqualification of the bid. Instructions are as follows:

a. This Non-Collusion Affidavit must be executed by the member, officer or employee of the bidder who makes the final decision on prices and the amount quoted in the bid.

b. Bid rigging and other efforts to restrain competition and the making of false sworn statements in connection with the submission of bids are unlawful and may be subject to criminal prosecution. The person who signs the Affidavit should examine it carefully before signing and assure himself or herself that each statement is true and accurate, making diligent inquiry, necessary, of all other persons employed or associated with the bidder with responsibilities associated with the bidder with responsibilities for the preparation, approval or submission of the bid.

c. In the case of a bid submitted by a joint venture, each party to the venture must be identified in the bid documents and an Affidavit must be submitted separately on behalf of each party.

d. The term “complementary bid” as used in the Affidavit has the meaning commonly associated with that term in the bidding process and includes the knowing submission of bids higher than the bid of another firm, any intentionally high or non-competitive bid and any other form of bid submitted for the purpose of giving a false appearance of competition.

20. All bid equipment in this bid must be new. New shall be construed to mean the bid equipment shall be assembled using exclusively new, first time usage parts. The equipment shall not contain rebuilt or remanufactured parts or any used parts, which have been rebuilt to new specifications. The County reserves the right to require a sworn statement from the manufacturer guaranteeing the bid equipment shall meet all requirements of these specifications.

21. All items on this bid must be of CURRENT MANUFACTURE. The term CURRENT MANUFACTURE shall mean the most recent line of the bid items made available to the bidder by the manufacturer.

22. The County reserves the right to purchase additional bid items at the bid price, within 90-days of delivery and installation.

23. The bidder may include with the bid a brochure containing photographs, technical specifications and any other features of the bid equipment to completely inform the County of Erie concerning the equipment the bidder proposes to furnish and install.

24. Bids may be held by the County for a reasonable amount of time, to be determined by the County, for the purpose of reviewing the bids and investing the qualifications of bidders prior to awarding the contract.

25. The awarding of the contract shall be contingent upon the approval of funds by the County of Erie or any other governmental agencies or any other necessary source.

26. Successful vendor will be required to obtain the appropriate security clearances, at their own costs, for each individual who will be working for the vendor in any County building. Those clearances are as follows:

•PA Child Abuse Clearance Form

•PA Criminal History Clearance

•FBI Fingerprint Clearance

27. The following are absolute minimum specifications. The County requests that the vendor not bid on any machine that does not meet specification without condition.

RIGHT-TO-KNOW LAW

1.1 The Pennsylvania Right-to-Know Law (RTKL), 65 P.S.§ 67.101-67.3104, applies to this agreement.

1.2 Unless the Vendor provides the County, in writing, with the name and contact information of another person, the County will notify the provider using the Vendor information provided by the Vendor in this Agreement if the County needs the Vendor’s assistance in any matter arising out of the RTKL. The Vendor must notify the County in wiring of any change in the name or the contact information within a reasonable time prior to the change.

1.3 Upon notification to the Vendor that the County has received a request for records under the RTKL related to this Agreement that may be in the Vendor’s possession, constituting or alleged to constitute a public record in accordance with the RTKL (“Requested

Information”), the Vendor must

1.3.1 provide the County, within five business days after receipt of the County’s written notification, access to, and copies of, any document or information in the Vendor’s possession arising out of this Agreement that the County reasonably believes is

Requested Information and may be a public record under the RTKL; and

1.3.2 provide other assistance that the County may reasonably request, in order to comply with the RTKL with respect to this Agreement.

1.4 If the Vendor considers the Requested Information to include a request for a Trade

Secret or Confidential Proprietary Information, as those terms are defined by the RTKL, or information that the Vendor considers exempt from production under the RTKL, the

Vendor must notify the County and provide, within five business days of receiving the

County’s written notification, a written statement signed by a representative of the

Vendor explaining why the requested material is exempt from public disclosure under the RTKL.

1.5 The County will rely upon the written statement from the Vendor in denying an RTKL request for the Requested Information unless the County determines that the Requested

Information is clearly not protected from disclosure under the RTKL.

1.6 If the Vendor fails to provide the Requested Information within the time period required by these provisions, the Vendor must indemnify and hold the County harmless for any damages, including any statutory damages assessed against the County, penalties, costs, detriment, or harm that the County may incur as a result of the Vendor’s failure to perform any actions as required in this section, which may include the public release of

Requested Information.

1.7 The County will reimburse the Vendor for any costs associated with complying with these provisions only to the extent allowed under the fee schedule established by the

Office of Open Records or as otherwise provided by the RTKL if the fee schedule is inapplicable.

1.8 The Vendor may file a legal challenge to a decision by the County to release a record to the public in Pennsylvania courts, however, the Vendor must indemnify the County for any legal expenses incurred by the County as a result of such a challenge and must hold the County harmless for any damages, penalties, costs, detriment, or harm that the

County may incur as a result of the Vendor’s failure, including any statutory damages assessed against the County, regardless of the outcome of such legal challenge. As between the parties, the Vendor agrees to waive all rights or remedies that may be available to it as a result of the County’s disclosure if Requested Information pursuant to the RTKL.

1.9 In the event that an appeal is filed with an Appeals Officer designated under 65 P.S. §

67.503(a) or a court, the County will notify Vendor of the appeal and inform Vendor of its ability to participate in the appeal pursuant to 65 P.S § 67.1101(c). To the extent that a request involves the confidential proprietary information or trade secrets of Vendor, County and Vendor agree that County has no obligation to take any steps, other than notifying Vendor of the appeal, with respect to defending the release of such records.

1.10 The Vendor’s duties relating to the RTKL are continuing duties that survive the expiration of the Agreement and will continue as long as the Vendor as Requested Information in its possession.

NON-COLLUSION AFFIDAVIT

Cisco Duo Essentials Subscription License Renewal For the County of Erie

Information Technology Department

State of ______________________________:

: s.s.

County of ____________________________:

I state that I am ____________________ of__________________________ and that I

(TITLE) (NAME OF FIRM)

am authorized to make this affidavit on behalf of my firm and its owner, directors and officers. I am the person responsible in my firm for price (s) and the amount of this bid.

I state that:

1. The price(s) and amount of bid have been arrived at independently and without consultation, communication, or agreement with any other contractor, bidder, or potential bidder.

2. Neither the price(s) nor the amount of the bid and neither the approximate price(s) nor approximate amount of this bid have been disclosed to any other firm or person who is a bidder or potential bidder and they will not be disclosed before bid opening.

3. No attempt has been made or will be made to induce and any firm or person to refrain from bidding on this contract or to submit a bid higher than this bid or to submit any intentionally high or noncompetitive or other form of complementary bid.

4. The bid of my firm is made in good faith and not pursuant to any agreement or discussion with or inducement from any firm or person to submit a complementary or other noncompetitive bid.

5. ______________________, its affiliates, subsidiaries, officers, directors and

(NAME OF FIRM)

employees are not currently under investigation by any governmental agency and have not in the law four years been convicted or found liable for any act prohibited by State or Federal Law in jurisdiction, involving conspiracy or collusion with respect to bidding on any public contract except as follows:

I state that ______________________________ understands and acknowledges that

(NAME OF FIRM)

the above representations are material and important and will be relied on by the County of Erie in awarding the contract (s) for which this bid is submitted. I understand and my firm understands that misstatement in this affidavit is and shall be treated as fraudulent concealment from the

County of Erie of the true facts relating to the submission of bids for this contract.

NAME

COMPANY POSITION

SWORN TO AND SUBSCRIBED

BEFORE ME THIS __________DAY

OF _______________, 20__________

Notary Public

My commission expires:___________

CISCO DUO ESSENTIALS SUBSCRIPTION LICENSE RENEWAL FOR

THE COUNTY OF ERIE INFORMATION TECHNOLOGY DEPARTMENT

TECHNICAL SPECIFICATIONS

Description:

➢ Current Contract # 206145138

➢ Subscription ID – SUB 1923344

➢ Start Date: 11/26/2026

➢ End Date: 11/25/2027

➢ NO SUBSTITUTIONS WILL BE ACCEPTED

Quantity Description

1 Cisco Duo Basic Support

1450 Cisco Duo Essentials Subscription License Renewal

BID FORM

Having carefully studied the preceding Specification and being thoroughly familiar with all requirements set forth herein, all attendant conditions, the undersigned agrees to supply all services and materials required therein for the following sum (s):

Quantity Description Each Price

1 Cisco Duo Basic Support $___________________

1450 Cisco Duo Essentials Subscription

License Renewal $___________________

TOTAL $______________________________________

**(10% BID BOND IS BASED ON THIS AMOUNT)**

The undersigned further agrees to sign the contract within seven (7) days of the date of the Purchase Order issued by the County of Erie. The undersigned acknowledges the right of the County of Erie to reject any or all bids and to waive any defects in form.

I (we) certify that this Bid was prepared independently and without collusion with any known bidders.

Company Name: __________________________________________

Contact Name: __________________________________________

Address: __________________________________________

Phone: __________________________________________

Fax: __________________________________________

Email: __________________________________________

Enclosed: Bid Bond __________*

Certified Check ____________*

The undersigned acknowledges receipt of the addenda, if any:

Addendum No. __________, dated __________

Addendum No. __________, dated __________