REǪUEST FOR PROPOSAL:

INFORMATION TECHNOLOGY (IT) MANAGED SERVICES

RFP: LEAD/OPS -IT/RFP001/2026/27

Proposals Due: June 24, 2026, at 3:00 PM CDT

Proposals are to be submitted through LEAD’s online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities

Primary RFP Contacts:

Mr. Paye Horton https://leadpublicschools.bonfirehub.com/opportunities

Contents

1. Project overview 5

I. Purpose of Procurement 5

II. Background 5

III. LEAD Public Schools IT Overview 5

IV. RFP Contact 7

V. Contract Term 8

VI. Instructions to Supplier 8

1. Definitions 8

2. Schedule of Events 8

3. Submission of Proposal 9

I. Proposal to be Submitted on Time 9

II. Withdrawal of Proposals 12

4. Evaluation and Award 12

I. Stage 1- Administrative & Mandatory Requirements Review 12

III. Stage III- Financial Evaluation & Final Recommendation (30 points) 13

Stage IV- Final Ranking & Recommendations 13

5. Contract Negotiation Process 14

I. Time period for Negotiation 14

II. Failure to Enter into Agreement 14

III. Notification of Negotiation Status 14

6. Terms and Conditions of The RFP Process 14

I. Term and Renewal 14

II. Termination 15

III. Insurance Coverage (See Exhibit F) 15

IV. Indemnification 15

V. Confidentiality 15

VI. Limitation of Liability 16

VII. Governing Law & Interpretation 16

VIII. Dispute Resolution 16

IX. Attorneys’ Fees 16

X. Force Majeure 16

XI. Bidder to Follow Instructions 16

XII. Proposal Language 17

XIII. No Incorporation by Reference 17

XIV. Past Performance 17

XV. Information in RFP Only an Estimate 17

XVI. Cost of Preparing Responses 17

XVII. Proposal to be Retained by LEAD Public Schools 17

XVIII. No Guarantee of Volume of Work or Exclusivity of Contract 17

7. SPECIAL TERMS AND CONDITIONS 18

I. Purpose 18

II. License 18

III. Service Level Expectations (SLAs) 18

IV. Staffing and Continuity of Service 18

V. Transition and Implementation Requirements 18

VI. Right to Modify Scope / Reduction of Services 19

VII. Transition Assistance Upon Termination 19

VIII. Cybersecurity and Data Protection 20

IX. Onsite Support Requirements 20

X. Equipment and Asset Management 20

XI. Reporting Requirements 20

XII. Subcontractors 21

XIII. Ownership of Data and Documentation 21

XIV. Full Visibility, Administrative Access, and Anti-Lock-In Requirements 21

XV. Compliance with School Policies 22

XVI. Guarantees by the Successful Bidder(s) 22

XIX. Purchase Rebate Program (Exhibit H) 22

XX. Delivery of Services 23

XXI. Local Representative 23

XXII. Billing 23

8. Communication after Issuance of RFP 23

I. Bidder to Review RFP 23

II. All New Information to Bidder by way of Addendum 23

III. Verify, Clarify, and Supplement 23

IV. Notification of other Bidders 24

9. Conflict of Interest and Prohibited Conduct 24

I. Conflict of interest 24

II. Disqualification for Conflict of Interest 24

III. Disqualification of Prohibited Conduct 24

IV. Prohibited Bidder Communications 24

V. No Lobbying 25

VI. Illegal or Unethical Conduct 25

10. Past Performance or Past Conduct 25

11. Procurement Process Non-Binding 25

I. No Contract and No Claims 25

I. No Contract until Execution of Written Agreement 25

12. Cancellation 26

1. Project overview

I. Purpose of Procurement

LEAD Public Schools is soliciting proposals from qualified Managed Service

Providers (MSPs) to deliver comprehensive IT support services across all LEAD campuses. The selected vendor will provide end-to-end management of desktops, laptops, servers, and other network-connected devices, as well as help desk support, monitoring, security administration, and technology consulting.

It is the intent of LEAD Public Schools to secure a three (3) year contract, with two

(2) optional one-year extensions. These renewal options shall be held solely at the discretion of LEAD Public Schools.

This RFP seeks a partner capable of delivering high-quality, reliable, and scalable

IT services that support both instructional and operational needs across the district.

II. Background

LEAD Public Schools is a public charter network serving grades K–12 in Nashville, Tennessee. LEAD is committed to ensuring every student graduates with a high-quality, positive-ROI postsecondary pathway. The district is seeking a partner to accelerate CCR outcomes, strengthen instructional alignment, and build long-term sustainability through leadership development and strategic planning.

The project’s requirements are more fully described in Exhibit A, Scope of Work

(SOW)

III. LEAD Public Schools IT Overview

LEAD Public Schools’ IT ecosystem consists of a distributed network supporting multiple school sites, each requiring reliable connectivity, secure access, and consistent device management. The environment includes a mix of student and staff devices such as desktops, laptops, and instructional technology tools used daily for teaching, learning, and assessment.

The district relies on a centralized IT function to ensure standardization across campuses while maintaining flexibility to support individual school needs. Key operational priorities include uptime, cybersecurity, data protection, and responsive end-user support.

Core IT functions typically include:

Device management and support for student and staff endpoints (laptops, desktops, and peripherals)

Network infrastructure support across multiple campus locations Help desk services for incident response and troubleshooting Security monitoring and access control to protect sensitive student and operational data Support for instructional technology platforms and digital learning tools

Coordination with school leadership to align technology with academic and operational goals

The IT environment is built to be scalable and support growth, ensuring that technology systems can adapt to increasing instructional demands, evolving software platforms, and enhanced security requirements across all LEAD campuses.

User Count Breakdown

Location Number of Students Number of Teachers

LEAD Academy 447 60

LEAD Cameron 435 65

LEAD Neely’s Bend 215 29

LEAD Southeast Elementary

95 21

LEAD Southeast Middle 386 57

LEAD Southeast High School

400 52

Target Capacity:

Due to the expansion of Neely’s Bend to a combined Middle and High

School campus, the goal is to transition to a campus-core network model capable of supporting approximately 2,000 devices/endpoints by

2027 and beyond.

Staff/Users:

The current Meraki MX95 firewall is rated for approximately 500 users, indicating the existing network was scaled for a smaller user base than the projected future need.

Campus Computer Count and Device Types o Student Devices: The primary computing device for students is the

Chromebook. A total of 3.661 Chromebooks. Device models include

Lenovo and Dell.

o Staff Devices: All staff members are issued standard computing devices, typically MacBooks (specifically, procurement is underway for

MacBook Air M3 devices).

o Instructional Technology: The organization is deploying

Promethean ActivPanel displays, which are industry-standard interactive boards, across campuses. Current deployment plans cover a grand total of 54 High School units and 35 Middle School units.

IT Infrastructure Overview o Network Management: The entire network infrastructure is managed via a cloud-managed Meraki Dashboard, providing centralized control over Wi-Fi access points, network switches, and security appliances.

o Managed Services: Technology Lab is the incumbent Managed

Service Provider (MSP), responsible for managed IT services, including server management, network performance monitoring, and help desk support.

o Firewall & Capacity: The current foundational network security device is the Meraki MX95, which is at or near capacity. The planned upgrade for Neely’s Bend is to the Meraki MX250 (campus-core class for

$\approx 2,000+$ users).

o Core Cloud/Systems:

Google Workspace for Education: Serves as the central platform for all staff and student email, collaboration, document management, and cloud storage.

Student Information Systems (SIS): Primary systems for student data management is Infinite Campus.

Learning Management System (LMS): Critical application for curriculum delivery (e.g., Canvas).

Any Other Relevant Technology Details o E-Rate Funding Model: The organization is leveraging E-Rate

Category 2 funding, qualifying for an 85% federal reimbursement rate to minimize the cost of major infrastructure upgrades.

o Hardware Acquisition Strategy: For the network upgrade, the district is adopting a Hardware as a Service (HaaS) model (or Managed

Internal Broadband Services/MIBS), shifting lifecycle responsibilities

(management, refresh) to the provider and avoiding large capital purchases (e.g., avoiding a $30k+ upfront firewall purchase).

o Data Architecture: The data team operates an ELT pattern (Extract, Load, Transform), utilizing Google BigQuery as the data warehouse and dbt for data modeling and transformation.

o Rostering: Automated rostering and data flows are used to connect

SIS data to educational applications like Clever (for educational applications and Google Workspace provisioning) and DeansList (for daily attendance).

o Security: Multi-Factor Authentication is mandatory for all staff, and data is protected using AES-256 encryption at rest and TLS 1.3 in transit.

IV. RFP Contact

For the purposes of the procurement, the “RFP Contact” will be:

Name: Paye Horton Title: Procurement Specialist Email: procurement@leadpublischools.org mailto:procurement@leadpublischools.org

Bidders and their representatives are not permitted to contact any employees and or officers of LEAD Public Schools, other than the RFP Contact, concerning matters regarding this RFP. Failure to adhere to this rule may result in the disqualification of the bidder and the rejection of the bidder’s proposal.

V. Contract Term

This agreement shall be Firm Fixed Price only. The contract may be amended in writing by mutual consent of the parties.

VI. Instructions to Supplier

By submitting a response to the RFP, the supplier acknowledges that the supplier.

a) Has read the information and instructions.

b) Agrees to comply with the information and instructions contained herein.

1. Definitions

This RFP includes the following key terms:

Service Provider- A person, partnership, company or corporation which offers services as described herein in exchange for payment. Synonymous with contractor, respondent, proposer, bidders, seller, etc. herein.

Firm Fixed Price – a price which is not subject to any adjustment and included the entire base scope of services as presented in this RFP. Also referenced throughout as “FFP”

Issuing Officer- A Procurement Professional designated in the procurement solicitation to Supplier’s only point of contact with the Department following the publication of a procurement solicitation until such time as the results of the procurement solicitation are announced.

2. Schedule of Events

The following table outlines this solicitation’s schedule of events, which will be strictly adhered to unless dictated otherwise by LEAD and at its sole discretion.

Failure to observe all events within the timeline could result in disqualification of a

Service Provider’s response.

Event Date (All times CDT/CST)

RFP Release Date/Question Period Opens May 27, 2026

Question Period Closes

June 10, 2026, at 3:00 P.M.

Question Responses Sent to All Bidders June 15, 2026, at 3:00 P.M.

Proposals Due June 24, 2026, by 3:00 P.M.

Contract Commencement Date August 1, 2026

3. Submission of Proposal

Proposal and Documentations must be submitted through the online Bonfire Portal at:

https://leadpublicschools.bonfirehub.com/opportunities

I. Proposal to be Submitted on Time

Proposals that a Bonfire account is required. Visit the link for more details and to register as a vendor. Bidders should contact Bonfire at support@goBonfire.com for technical questions leading to submissions. Your submission must be uploaded, submitted, and finalized prior to the Closing Time of June 24, 2026 @ 3 PM CST. We strongly recommend that you give yourself sufficient time and at least one (1) day before Closing Time to begin the upload process and finalize your submission.

A. Cover Letter

Include:

o Vendor legal name and headquarters location o Primary contact name, title, phone number, and email address o Brief overview of the firm o Statement confirming the proposal is valid for a specified period

(example: 90–120 days) o Signature of an authorized representative

B. Executive Summary

Provide a concise overview of:

o Understanding of LEAD Public Schools’ needs o Proposed service approach o Key differentiators o Experience supporting K–12 organizations or multi-site environments https://leadpublicschools.bonfirehub.com/opportunities mailto:support@goBonfire.com

C. Company Profile & Qualifications

Include:

o Years in business o Company ownership structure o Number of employees and technical staff o Office locations o Certifications and partnerships o Relevant experience with managed IT services o Experience supporting schools, charter networks, or nonprofit organizations

D. Technical Approach & Scope of Services

Describe the proposed approach for delivering services, including:

o Help desk support o Remote and onsite support o Device management o Server and network administration o Cybersecurity services o User onboarding/offboarding o Monitoring and alerting o Backup and disaster recovery o Asset management o Escalation procedures o Service level commitments (SLAs)

Vendors should clearly identify any services that are subcontracted

E. Staffing & Account Management

Include:

o Organizational chart or support structure o Key personnel assigned to the account o Certifications and qualifications of assigned staff o Account management structure o Escalation contacts o Staffing continuity plan

F. Implementation & Transition Plan

Provide:

o Proposed implementation timeline o Transition methodology o Knowledge transfer approach o Communication plan o Risk mitigation strategy during transition

G. Cybersecurity & Compliance

Include details regarding:

o Security framework or standards followed o Endpoint protection o MFA and identity management support o Incident response procedures o Data Privacy Practices o Compliance experience applicable to K–12 environments

H. References

Provide at least three (3) client references that include:

o Organization name o Contact name and title o Email address and phone number o Description of services provided o Length of engagement

I. Pricing Proposal

Provide detailed pricing that clearly identifies:

o Recurring monthly costs o One-time implementation costs o Hourly rates (if applicable) o Optional services o Hardware procurement markups (if any) o Travel expenses (if applicable)

Pricing should remain valid for a minimum of ninety (90) days from the submission deadline.

Submittal Format: the following documents must be uploaded as prescribed in Bonfire:

Exhibit B, Fee Proposal Form

Exhibit C, Suspension and Debarment Certification

Exhibit D, Non-Collusive Affidavit

Exhibit E, Authorization to Release Information

Exhibit F, Insurance Requirements

Licenses and Certifications (Including W-9)

Signed Addenda acknowledgement

Any additional forms required by the RFP

Insurance Certificate(s). If award is made, the Firm shall provide an updated certificate which shall meet all requirements listed in this RFP including LEAD Public Schools being named as an additional insured.

II. Withdrawal of Proposals

At any time throughout the RFP process until the execution of a written agreement for provision of the Deliverables, a bidder may withdraw a submitted proposal. To withdraw a proposal, a notice of withdrawal must be sent to the RFP Contact and must be signed by an authorized representative of the proponent. LEAD Public

Schools is under no obligation to return withdrawn proposals.

4. Evaluation and Award

LEAD will use a multi-stage, transparent, and criteria-based selection process to evaluate proposals and identify the vendor that provides the best overall value to LEAD Public Schools. The process includes the following steps:

I. Stage 1- Administrative & Mandatory Requirements Review

The initial review will determine whether the proposal is complete and responsive to the RFP requirements.

Proposals may be rejected during this stage for:

o Failure to submit required forms or exhibits o Incomplete proposal submissions o Failure to meet mandatory qualifications o Missing signatures or certifications o Failure to provide required insurance documentation o Late submission

The review may include verification of:

o Vendor eligibility o Financial stability o Required licenses and certifications o Insurance coverage requirements o Acknowledgment of addenda o Compliance with submission instructions

Only proposals deemed responsive and compliant will advance to Stage 2

II. Stage II- Panel Evaluation & Scoring

Responsive proposals will undergo a detailed technical evaluation by the

Evaluation Panel. (70 points)

The committee will evaluate each proposal based on criteria including, but not limited to:

Evaluation Criteria Possible Points

Understanding of LEAD’s Environment &

Needs

Managed IT Service Approach & Methodology 20

K–12 / Multi-Site Support Experience 10

Cybersecurity & Compliance Capabilities 5

Staffing Model & Technical Qualifications 5

Transition & Implementation Plan 5

Service Levels & Customer Support 10

References & Past Performance 5

During this stage, LEAD Public Schools may:

o Request clarification responses o Conduct interviews or presentations o Conduct reference checks

Only the highest-ranked proposers may advance to Stage 3

III. Stage III- Financial Evaluation & Final Recommendation (30 points)

The final stage will evaluate overall pricing

Pricing considerations include:

o Monthly managed service fees o One-time implementation costs o Optional service pricing o Hourly support rates o Hardware procurement markups o Long-term cost predictability o Overall value to LEAD Public Schools

Stage IV- Final Ranking & Recommendations

Final Ranking & Recommendation

LEAD will compile:

o Consensus evaluation scores o Presentation scores o Reference check findings o Financial analysis

LEAD Public Schools reserves the right to reject any or all proposals, waive minor irregularities, and award the contract in the best interest of the organization. The vendor with the highest overall weighted score may be recommended for award based on best value. A written recommendation will be submitted for final approval.

5. Contract Negotiation Process

Any negotiations will be subject to the process rules contained in the Terms and Conditions of the RFP Process and will not constitute a legally binding offer to enter into a contract on the part of LEAD Public Schools or the Bidder, and there will be no legally binding relationship created with any proponent prior to the execution of a written agreement. Negotiations may include requests by LEAD Public Schools for supplementary information from the Bidders to verify, clarify, or supplement the information provided in its proposal or to confirm the conclusions reached in the evaluation, and may include requests by LEAD Public Schools for improved pricing or performance terms from the proponent.

I. Time period for Negotiation

LEAD intends to conclude negotiations and finalize the agreement with the top-ranked Bidder during the Contract Negotiation Period, commencing from the date LEAD Public Schools invites the top-ranked proponent to enter negotiations. A Bidder invited to enter into direct contract negotiations should therefore be prepared to satisfy the pre-conditions of award listed in the RFP Particulars (Exhibit G), provide requested information in a timely fashion and conduct its negotiations expeditiously.

II. Failure to Enter into Agreement

If the pre-conditions of award listed in (Exhibit G) are not satisfied or if the parties cannot conclude negotiations and finalize the agreement for the Deliverables within the Contract Negotiation Period, LEAD Public Schools may discontinue negotiations with the top-ranked proponent and may invite the next-best-ranked proponent to enter into negotiations. This process will continue until an agreement is finalized, until there are no more proponents remaining that are eligible for negotiations, or until LEAD Public Schools elects to cancel the RFP process.

III. Notification of Negotiation Status

Other Bidders that may become eligible for contract negotiations may be notified at the commencement of the negotiation process with the top-ranked proponent.

6. Terms and Conditions of The RFP Process

General Information and Instruction

I. Term and Renewal

The initial contract term shall be three (3) years unless otherwise terminated in accordance with the terms of the agreement. LEAD Public Schools reserves the right to renew the agreement for up to two (2) additional one-year terms upon mutual written agreement.

II. Termination

LEAD Public Schools may terminate the agreement, in whole or in part, with or without cause, upon sixty (60) days written notice to the Vendor.

LEAD Public Schools may terminate the agreement immediately for cause, including but not limited to:

o Failure to perform services in accordance with contract requirements o Material breach of contract o Failure to maintain required insurance or licenses o Data security breaches or confidentiality violations o Bankruptcy or insolvency of the Vendor

Upon termination, the Vendor shall cooperate fully in transitioning services, including providing all requested documentation, system credentials, configurations, and records necessary for continuity of operations.

LEAD Public Schools shall only be responsible for payment for services satisfactorily performed through the effective date of termination.

III. Insurance Coverage (See Exhibit F)

The Vendor shall maintain insurance coverage throughout the duration of the contract, including but not limited to:

o Commercial General Liability o Professional Liability / Errors & Omissions o Workers’ Compensation o Cyber Liability Insurance, if applicable

Certificates of insurance shall be provided upon request and must identify LEAD Public

Schools as an additional insured where required.

IV. Indemnification

The Vendor shall indemnify, defend, and hold harmless LEAD Public Schools, its board members, employees, and agents from and against any claims, damages, losses, liabilities, and expenses arising out of or resulting from the Vendor’s negligent acts, errors, omissions, or willful misconduct in the performance of services under the agreement.

V. Confidentiality

The Vendor acknowledges that it may have access to confidential or proprietary information belonging to LEAD Public Schools, staff, students, or families. The Vendor agrees to maintain the confidentiality of all such information and comply with all applicable federal, state, and local privacy laws and regulations.

The Vendor shall not disclose confidential information to any third party without prior written consent from LEAD Public Schools.

VI. Limitation of Liability

The Vendor shall be responsible for all damages arising from its negligence, misconduct, or breach of contract. Nothing in the agreement shall limit the Vendor’s liability for confidentiality breaches, data security incidents, intellectual property infringement, fraud, or willful misconduct

VII. Governing Law & Interpretation

These Terms and Conditions of the RFP Process:

a) are intended to be interpreted broadly and independently (with no particular provision intended to limit the scope of any other provision). are non-exhaustive and will not be construed as intending to limit the pre-existing rights of the parties to engage in pre-contractual discussions in accordance with the common law governing direct commercial negotiations; and are to be governed by and construed in accordance with the laws of the State of Tennessee and the federal laws applicable therein.

VIII. Dispute Resolution

The parties agree to make good faith efforts to resolve disputes informally prior to initiating legal action. Any legal proceedings arising from the agreement shall be brought in a court of competent jurisdiction located in the State of Tennessee.

IX. Attorneys’ Fees

Each party shall bear its own attorneys’ fees, costs, and expenses associated with contract negotiation and administration. In the event of litigation or other legal action arising out of this Agreement, the prevailing party may seek recovery of reasonable attorneys’ fees and costs to the extent permitted under applicable law and awarded by a court of competent jurisdiction.

Nothing herein shall obligate LEAD Public Schools to pay attorneys’ fees except as finally awarded under applicable law.

X. Force Majeure

Neither party shall be liable for delays or failure to perform caused by events beyond reasonable control, including but not limited to natural disasters, acts of government, labor disputes, pandemics, or interruptions in utilities or communications, provided that the affected party gives prompt written notice and resumes performance as soon as reasonably possible.

XI. Bidder to Follow Instructions

Bidders should structure their proposals in accordance with the instructions in this RFP.

Where information is requested in this RFP, any response made in a proposal should reference the applicable section numbers of this RFP.

XII. Proposal Language

All proposals are to be in English only.

XIII. No Incorporation by Reference

No terms, conditions, policies, or provisions included in the Vendor’s proposal, quotation, invoice, website, click-through agreement, or other materials shall be incorporated into or become part of any resulting agreement unless expressly accepted in writing by LEAD Public Schools.

XIV. Past Performance

In the evaluation process, LEAD Public Schools may consider the Bidder’s past performance or conduct on previous contracts with other institutions.

XV. Information in RFP Only an Estimate

LEAD Public School and its representative(s) make no representation, warranty, or guarantee as to the accuracy of the information contained in this RFP or issued by way of addenda. Any quantities shown or data contained in this RFP or provided by way of addenda are estimates only and are for the sole purpose of indicating to proponents the general scale and scope of the Deliverables. It is the proponent’s responsibility to obtain all the information necessary to prepare a proposal in response to this RFP.

XVI. Cost of Preparing Responses

Each response should be prepared simply and economically, avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete presentation. The cost for developing the response and participating in the procurement process is the sole responsibility of the supplier. LEAD Public Schools will not provide reimbursement for such costs.

XVII. Proposal to be Retained by LEAD Public Schools

LEAD Public Schools will not return the proposal or any accompanying documentation submitted by a Bidder.

XVIII. No Guarantee of Volume of Work or Exclusivity of Contract

LEAD Public Schools makes no guarantee of the value or volume of work to be assigned to the successful Bidder. The agreement to be negotiated with the selected Bidder will not be an exclusive contract for the provision of the described Deliverables.

LEAD Public Schools may contract with others for goods and services the same as or similar to the Deliverables or may obtain such goods and services internally.

7. SPECIAL TERMS AND CONDITIONS

I. Purpose

LEAD Public Schools Is requesting proposals from qualified firms to provide professional Services.

II. License

Successful Bidders shall maintain in current status all federal, state, and local licenses and permits required by the operation of the business conducted by the Bidder.

III. Service Level Expectations (SLAs)

The Vendor shall maintain documented service levels for response and resolution times. Vendors shall include proposed SLA metrics within their proposal.

At a minimum, the Vendor shall:

o Provide a defined help desk escalation process o Track and document support tickets o Maintain communication regarding ticket status and resolution o Prioritize critical system outages and cybersecurity incidents

Failure to consistently meet agreed-upon service levels may be considered grounds for corrective action or contract termination.

IV. Staffing and Continuity of Service

The Vendor shall provide qualified personnel with appropriate technical certifications and experience to support the services outlined in the agreement.

The Vendor shall notify LEAD Public Schools of any significant staffing changes affecting service delivery and shall ensure continuity of support throughout the contract term.

LEAD Public Schools reserves the right to request replacement of Vendor personnel whose performance is determined to be unsatisfactory or disruptive to operations.

V. Transition and Implementation Requirements

The Vendor shall provide a detailed implementation and transition plan prior to the start of services.

The transition plan shall include:

o Knowledge transfer procedures o Documentation review o Network and systems assessment o Communication protocols o Implementation timeline o Risk mitigation strategies

The Vendor shall coordinate all transition activities to minimize disruption to school operations.

VI. Right to Modify Scope / Reduction of Services

LEAD Public Schools reserves the right, at its sole discretion and at any time during the term of the Agreement, to increase, decrease, suspend, or otherwise modify the scope, volume, locations, service levels, staffing requirements, or specific components of the Managed IT Services described in this solicitation and resulting contract based on operational needs, funding availability, enrollment changes, technology initiatives, organizational restructuring, or other business considerations.

The Vendor acknowledges and agrees that:

o No minimum volume of work, devices, users, campuses, or spend is guaranteed under the Agreement;

o Services may be reduced, consolidated, transitioned, or eliminated in whole or in part without constituting breach, default, or termination for cause by LEAD Public Schools;

o Any corresponding adjustment in compensation shall be limited to the reasonable value of services actually requested and performed;

o Vendor shall not be entitled to penalties, early termination fees, lost profits, recovery of anticipated revenue, stranded cost claims, or other damages arising from a reduction or modification of services;

o Vendor shall cooperate in good faith with any transition, reduction, or reallocation of services directed by LEAD Public Schools.

LEAD Public Schools reserves the right to remove individual service categories, campuses, technologies, or operational responsibilities from the Agreement and procure such services through alternate providers, internal resources, grant-funded initiatives, or other procurement methods as deemed in the best interest of the organization.

Any material scope modification impacting pricing shall be documented through a mutually executed written amendment; however, reductions in scope shall not require LEAD Public Schools to maintain historical spending levels or minimum purchase commitments unless expressly stated otherwise in the Agreement.

VII. Transition Assistance Upon Termination

Upon expiration or termination of the agreement, the Vendor shall cooperate fully with LEAD Public Schools and any successor provider to ensure an orderly transition of services.

The Vendor shall provide, upon request:

o Administrative credentials and passwords o Network documentation and configurations o Asset inventories o Licensing information o System backups, where applicable o Open ticket and project status information

The Vendor shall not withhold information, access, or documentation necessary for continuity of operations.

VIII. Cybersecurity and Data Protection

The Vendor shall maintain industry-standard cybersecurity practices and safeguards to protect LEAD Public Schools systems and data.

The Vendor shall:

o Maintain endpoint protection and monitoring tools o Utilize multi-factor authentication where applicable o Notify LEAD Public Schools promptly of any suspected or confirmed security incident o Cooperate fully during incident investigations and remediation efforts

The Vendor shall comply with all applicable student and data privacy laws and regulations.

IX. Onsite Support Requirements

The Vendor shall provide onsite support services as required to support campus operations, infrastructure issues, device deployment, and critical incidents.

Vendors shall clearly identify:

o Standard onsite support availability o Emergency response procedures o Any limitations on onsite support hours or frequency

X. Equipment and Asset Management

The Vendor shall maintain accurate records of devices and technology assets managed under the agreement, including:

o Device inventory o Warranty tracking o Lifecycle recommendations o Asset status reporting

Asset records shall be made available to LEAD Public Schools upon request.

XI. Reporting Requirements

The Vendor shall provide regular reporting to LEAD Public Schools, which may include:

o Ticket metrics and response times o System uptime and monitoring reports o Cybersecurity alerts and incident summaries o Asset inventory updates o Project status updates o Strategic technology recommendations

Reporting frequency shall be mutually agreed upon during contract negotiations.

XII. Subcontractors

The Vendor shall not subcontract services without prior written approval from LEAD Public Schools.

The Vendor shall remain fully responsible for the performance, conduct, and compliance of any approved subcontractors.

XIII. Ownership of Data and Documentation

All data, configurations, documentation, reports, and materials developed or maintained under the agreement shall remain the property of LEAD Public Schools.

The Vendor shall provide requested data and documentation in a usable electronic format upon request or upon termination of the agreement.

XIV. Full Visibility, Administrative Access, and Anti-Lock-In Requirements

LEAD Public Schools shall maintain full ownership, visibility, and administrative control over all technology environments, systems, platforms, infrastructure, configurations, accounts, credentials, documentation, monitoring tools, and data managed, accessed, configured, or maintained by the Vendor under the Agreement.

Vendor shall provide LEAD Public Schools, upon request and at all times during the term of the Agreement, with complete and unrestricted access to:

Administrative accounts and privileges;

System configurations and architecture documentation;

Network diagrams and asset inventories;

Security tools, dashboards, alerts, logs, and monitoring data;

Monitoring and management platforms;

Licensing information and subscription details;

Backup configurations, retention schedules, and recovery procedures;

User account structures, permissions, and authentication settings;

Ticketing systems, reports, service history, and operational records.

Vendor shall not implement any system, credential structure, toolset, configuration, or access restriction that limits, prevents, delays, or materially impairs LEAD Public

Schools’ visibility into or control over its technology environment.

All administrator credentials, encryption keys, configurations, documentation, records, and environment-related materials shall remain the sole property of LEAD Public

Schools and shall be provided immediately upon request, upon personnel changes, during transition activities, and upon expiration or termination of the Agreement.

Vendor shall not withhold access, documentation, credentials, logs, backups, configurations, or system information for any reason, including but not limited to payment disputes, contract disputes, service reductions, transition activities, or termination of services.

Vendor shall not deploy proprietary management practices, exclusive administrative control structures, undocumented dependencies, tenant ownership restrictions, or technical barriers designed to inhibit, delay, or complicate LEAD Public Schools’ ability to:

Transition services to another provider;

Bring services in-house;

Access or export its own data, systems, or configurations; or

Maintain uninterrupted operational continuity.

All systems, tenant environments, cloud services, domains, licensing portals, administrative consoles, and critical technology assets utilized in support of LEAD

Public Schools shall be registered in the name of, and owned by, LEAD Public Schools whenever commercially and technically feasible.

Upon request or termination of the Agreement, Vendor shall fully cooperate in an orderly transition of services and shall provide all requested credentials, documentation, inventories, exports, configurations, backups, and operational information in a commercially standard and usable format without additional fee except for mutually agreed transition services.

LEAD Public Schools reserves the right to independently audit, access, monitor, validate, or transition any portion of its technology environment at any time without interference, restriction, penalty, degradation of service, or loss of access imposed by

Vendor.

XV. Compliance with School Policies

The Vendor and its personnel shall comply with all applicable LEAD Public Schools policies, procedures, campus safety requirements, visitor protocols, and technology use standards while performing services on school property or accessing school systems.

XVI. Guarantees by the Successful Bidder(s)

Bidder guarantees that equipment or material offered is standard, new and as required by the specifications. Every item delivered must be guaranteed against faulty material and workmanship for a period of at least one (1) year from the date of purchase. If during this period such faults develop, the successful bidder agrees to replace the item affected with coast to LEAD.

XIX. Purchase Rebate Program (Exhibit H)

XX. Delivery of Services

Services must be received with time agreed by LEAD and the Bidder. LEAD shall make decisions as to compliance with contract services and time and their decisions shall be final. The items on this contract shall be delivered per the specifications and instructions.

XXI. Local Representative

Bidders shall always have a LOCAL field representative available during the contract period.

XXII. Billing

All billing notices must be sent to bills@leadpublicschool.org as shown on the purchase order(s). All invoices shall identify the specific item(s) being billed. Any purchase order issued by LEAD Public Schools will refer to the RFP number of this Solicitation.

8. Communication after Issuance of RFP

I. Bidder to Review RFP

Bidders should promptly examine all of the documents comprising this RFP and may direct questions or seek additional information in writing to the RFP Contact at procurement@leadpublicschools.org on or before the Deadline for Questions.

Once the Deadline for Questions has passed, proponents will not be able to send messages. No such communications are to be directed to anyone other than the RFP Contact. LEAD Public Schools is under no obligation to provide additional information, and LEAD Public Schools is not responsible for any information provided by or obtained from any source other than the RFP Contact. It is the responsibility of the Bidder’s to seek clarification from the RFP Contact on any matter it considers to be unclear. LEAD Public Schools is not responsible for any misunderstanding on the part of the Bidder’s concerning this RFP or its process.

II. All New Information to Bidder by way of Addendum

This RFP may be amended only by addendum. If LEAD Public Schools, for any reason, determines that it is necessary to provide additional information relating to this RFP, such information will be communicated to all Bidders by addendum. Each addendum forms an integral part of this RFP and may contain important information, including significant changes to this RFP. Bidders are responsible for obtaining all addenda issued by LEAD Public Schools.

III. Verify, Clarify, and Supplement

When evaluating proposals, LEAD Public Schools may request further information from the Bidders or third parties in order to verify, clarify, or supplement the information provided in the Bidder’s proposal, including but not limited to clarification with respect to whether a proposal meets the mandatory technical requirements. LEAD Public Schools may revisit, re-evaluate, and rescore the proponent’s response or ranking on the basis of any such information.

mailto:bills@leadpublicschool.org mailto:procurement@leadpublicschools.org

IV. Notification of other Bidders

Once an agreement is executed by LEAD Public Schools and a bidder, the other Bidders may be notified directly in writing and will be notified by public posting of the outcome of the procurement process.

9. Conflict of Interest and Prohibited Conduct

I. Conflict of interest

For the purposes of this RFP, the term “Conflict of Interest” includes, but is not limited to, any situation or circumstance where:

in relation to the RFP process, the proponent has an unfair advantage or engages in conduct, directly or indirectly, that may give it an unfair advantage, including but not limited to (i) having, or having access to, confidential information of LEAD Public Schools in the preparation of its proposal that is not available to other Bidders; (ii) having been involved in the development of the RFP, including having provided advice or assistance in the development of the RFP; (iii) receiving advice or assistance in the preparation of its response from any individual or entity that was involved in the development of the RFP; (iv) communicating with any person with a view to influencing preferred treatment in the RFP process (including but not limited to the lobbying of decision makers involved in the RFP process); or (v) engaging in conduct that compromises, or could be seen to compromise, the integrity of the open and competitive RFP process or render that process non-competitive or unfair; or in relation to the performance of its contractual obligations under a contract for the Deliverables, the Bidder’s other commitments, relationships, or financial interests (i) could, or could be seen to, exercise an improper influence over the objective, unbiased, and impartial exercise of its independent judgement; or (ii) could, or could be seen to, compromise, impair or be incompatible with the effective performance of its contractual obligations.

II. Disqualification for Conflict of Interest

LEAD Public Schools may disqualify a Bidder for any conduct, situation, or circumstances, determined by LEAD Public Schools, in its sole and absolute discretion, to constitute a Conflict of Interest as defined above.

III. Disqualification of Prohibited Conduct

LEAD Public School may disqualify a Bidders, rescind an invitation to negotiate or terminate a contract subsequently entered into if LEAD Public Schools determines that the Bidder has engaged in any conduct prohibited by this RFP.

IV. Prohibited Bidder Communications

Proponents must not engage in any communications that could constitute a Conflict of Interest.

V. No Lobbying

Bidders must not, in relation to this RFP or the evaluation and selection process, engage directly or indirectly in any form of political or other lobbying whatsoever to influence the selection of the successful proponent(s).

VI. Illegal or Unethical Conduct

Bidders must not engage in any illegal business practices, including activities such as bid-rigging, price-fixing, bribery, fraud, coercion, or collusion. Proponents must not engage in any unethical conduct, including lobbying, as described above, or other inappropriate communications; offering gifts to any employees, officers and or other representatives of LEAD Public Schools; deceitfulness; submitting proposals containing misrepresentations or other misleading or inaccurate information; or any other conduct that compromises or may be seen to compromise the competitive process provided for in this RFP.

10. Past Performance or Past Conduct

LEAD Public Schools may prohibit a supplier from participating in a procurement process based on past performance or based on inappropriate conduct in a prior procurement process, including but not limited to the following:

a) illegal or unethical conduct as described above.

The refusal of the supplier to honour its submitted pricing or other commitments;

or any conduct, situation or circumstance determined by LEAD Public Schools, in its sole and absolute discretion, to have constituted an undisclosed Conflict of Interest.

11. Procurement Process Non-Binding

I. No Contract and No Claims

This procurement process is not intended to create and will not create a formal, legally binding bidding process and will instead be governed by the law applicable to direct commercial negotiations. For greater certainty and without limitation:

a) this RFP will not give rise to any Contract A–based tendering law duties or any other legal obligations arising out of any process contract or collateral contract;

and neither the Bidder nor LEAD Public Schools will have the right to make any claims (in contract, tort, or otherwise) against the other with respect to the award of a contract, failure to award a contract, or failure to honor a proposal submitted in response to this RFP.

I. No Contract until Execution of Written Agreement

This RFP process is intended to identify prospective suppliers for the purposes of negotiating potential agreements. No legal relationship or obligation regarding the procurement of any good or service will be created between the proponent and LEAD Public Schools by this RFP process until the successful negotiation and execution of a written agreement for the acquisition of such goods and/or services.

12. Cancellation

LEAD Public Schools may cancel or amend the RFP process without liability at any time.

Exhibits

Exhibit A – Scope of Services Exhibit B – Fee Proposal Form Exhibit C – Suspension and Debarment Certification Exhibit D – Non-Collusion Affidavit Exhibit E – Authorization to Release Information Exhibit F – Insurance Requirements Exhibit G – Precondition for Award Exhibit H – Rebate Program

LEAD PUBLIC SCHOOLS

EXHIBIT A

SCOPE OF SERVICES

(DELIVERABLES, SERVICES LEVELS & Additional Project-Based Services )

Managed IT Services

The selected Vendor shall provide comprehensive Managed IT Services for LEAD Public

Schools, including proactive management, monitoring, support, maintenance, and strategic technology services across all campuses and administrative locations.

Services shall include, but are not limited to, the following:

1. Help Desk & End User Support

The Vendor shall provide centralized help desk services for LEAD Public Schools staff and authorized users, including:

o Remote technical support o Troubleshooting hardware and software issues o User account support o Password resets and access management o Escalation management o Ticket tracking and resolution documentation o Support shall be available during agreed-upon business hours, with emergency support procedures for critical outages.

2. Network & Infrastructure Management

The Vendor shall manage and support LEAD Public Schools’ network infrastructure, including:

o Network monitoring and maintenance o Switches, firewalls, and wireless infrastructure o Internet connectivity monitoring o Server administration o Backup and recovery systems o Network performance optimization o Patch management and firmware updates

3. Cloud & SaaS Management

The Vendor shall manage and support LEAD Public Schools’ cloud-based systems and

Software as a Service (SaaS) platforms, including but not limited to:

o Google Workspace administration o Learning management systems (including Canvas) o Student and staff collaboration platforms o Identity and access management systems o Cloud storage and backup platforms o Educational and administrative SaaS applications o Services shall include:

o User provisioning and deprovisioning o Security administration o Configuration management o Access control management o Monitoring and issue resolution o Vendor coordination and support escalation

4. Cybersecurity Services

The Vendor shall provide cybersecurity monitoring and support services, including:

o Endpoint protection management o Security monitoring and alerting o Multi-factor authentication support o Threat detection and response o Vulnerability management o Security patching o Incident response coordination o Security best practice recommendations

The Vendor shall notify LEAD Public Schools immediately upon discovery of any suspected or confirmed cybersecurity incident affecting LEAD systems or data.

5. Software & License Management

The Vendor shall maintain inventory and management of all applicable software licenses, subscriptions, and renewals, including:

o License tracking and documentation o Renewal monitoring and notification o Subscription management o Compliance monitoring o Vendor coordination o User license assignment management

The Vendor shall proactively notify LEAD Public Schools of upcoming renewals, expirations, or compliance risks.

6. Device & Asset Management

The Vendor shall maintain accurate records and management of technology assets, including:

o Device inventory management o Warranty tracking o Lifecycle planning o Asset tagging support o Device deployment and replacement coordination

7. Onsite Support Services

The Vendor shall provide onsite support services as necessary for:

Infrastructure troubleshooting o Device deployment and setup o Campus support needs o Emergency response o Project implementation activities

The Vendor shall clearly define standard onsite support availability and escalation procedures

8. Strategic Technology Support

The Vendor shall provide strategic IT planning and advisory services, including:

o Technology roadmap recommendations o Infrastructure improvement planning o Budgetary planning support o Cybersecurity risk mitigation recommendations o Technology lifecycle planning

Deliverables

The Vendor shall provide the following deliverables throughout the contract term:

1. Comprehensive Technical Documentation

The Vendor shall develop, maintain, and continuously update…