R-SF-26018

Consultant Services to Support E-Rate Program

IMPORTANT NOTICE

THIS IS AN ELECTRONIC PROCUREMENT

SUBMISSIONS WILL ONLY BE ACCEPTED ELECTRONICALLY VIA THE BONFIRE PORTAL

(https://pwcs.bonfirehub.com/portal)

Prince William County Public Schools (PWCS) uses a procurement portal powered by Bonfire for accepting and evaluating proposals and bids. To register, visit https://pwcs.bonfirehub.com. Registration is free. Additional assistance is also available by emailing support@gobonfire.com or via the following link, https://pwcs.bonfirehub.com/portal/support.

Submitting proposals or bids via the Bonfire portal is mandatory for solicitations issued by PWCS. PWCS will not accept proposals or bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail) in response to solicitations issued by PWCS, unless otherwise stated in the solicitation.

PWCS strongly encourages bidders to submit proposals or bids well in advance of the submission deadline. A submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Bidders are responsible for the consequences of any failure to plan ahead in the submission of its proposal or bid.

A Pre-Proposal Conference will NOT be held for this procurement.

There will be no Public Opening of Proposals.

All questions pertaining to this solicitation must be submitted through the Bonfire portal by the deadline indicated in the solicitation. If you are unable to submit your question via Bonfire, submit them to the PWCS Procurement Coordinator, Sheila Farmer at farmersd@pwcs.edu and purchasing@pwcs.edu.

NOTE: Prince William County Public Schools (PWCS) conducts all procurement activities in accordance with PWCS purchasing regulations and all federal and state laws as applicable. Proposals and Bids submitted in response to PWCS’ solicitations must be submitted electronically through Bonfire on or before the date and time stipulated in the solicitation.

https://pwcs.bonfirehub.com/portal https://pwcs.bonfirehub.com/ mailto:support@gobonfire.com https://pwcs.bonfirehub.com/portal/support mailto:purchasing@pwcs.edu

ISSUE DATE:

March 31, 2026

REQUEST FOR PROPOSAL #:

R-SF-26018

TITLE: Consultant Services to Support E-Rate Program)

DEPARTMENT/SCHOOL:

Financial Services

CLOSING DATE/TIME:

April 30, 2026, no later than 11:00 a.m. E.T.

CONTRACT ADMINISTRATOR:

Sheila D. Farmer

PROPOSALS MUST BE SUBMITTED ELECTRONICALLY VIA THE BONFIRE PORTAL: Proposals shall be submitted electronically via the Bonfire portal, https://pwcs.bonfirehub.com/portal. PWCS will not accept proposals or bids submitted by paper, telephone, facsimile (“FAX”) transmission, or electronic mail (e-mail). A submission is not considered successful unless all necessary files have been uploaded and the ‘Submit & Finalize’ step has been completed. Proposals must be received no later than 11:00 a.m.. E.T. April 30, 2026. Offerors are responsible for ensuring that the PWCS Procurement Office receives their proposal submission by the deadline date and time indicated. Proposals received after the stated due date and time shall not be considered.

A Pre-Proposal Conference will NOT be held for this procurement and there will be No Public Opening of Proposals.

All questions pertaining to this solicitation must be submitted through the Bonfire portal no later than 11:00 A.M. E.T., April 13, 2026. If you are unable to submit your questions via Bonfire, submit them to the PWCS Procurement Coordinator, Sheila Farmer at farmersd@pwcs.edu and purchasing@pwcs.edu.

After reviewing any questions/requests submitted, the PWCS Procurement Office may issue an addendum to respond to items it deems necessary. Changes to this RFP will be made only by written addendum issued by the PWCS Procurement Office. Any Addenda will be posted to the Bonfire portal. It is the responsibility of the Offeror to visit the Bonfire portal for addendum postings.

OFFEROR ACKNOWLEDGEMENT:

Addendum No._____ Date: _______ Initial ______ Addendum No._____ Date: _______ Initial ______

Addendum No._____ Date: _______ Initial ______ Addendum No._____ Date: _______ Initial ______

Information the Offerors deem proprietary is to be included on the Proprietary Information Form, see Attachment E. This form shall be included in (Tab 7) of the proposal response. See Submission of Proprietary Information Section 7.6 for additional information.

Proprietary Information Enclosed: YES _______ NO All proposed exceptions to this RFP, and any proposed changes to the contract terms and conditions, are to be included on Attachment F. This form shall be included in (Tab 8) of the proposal response. See Submission of Proposed Exceptions, Section 7.8 for additional information.

Proposed Exceptions to the RFP: YES _______ NO

Company Name (Print):

RETURN THIS PAGE WITH YOUR PROPOSAL SUBMITTAL

https://pwcs.bonfirehub.com/portal mailto:purchasing@pwcs.edu

REQUEST FOR PROPOSALS TITLE PAGE - TWO

State Corporation Commission Section

STATE CORPORATION COMMISSION (SCC) IDENTIFICATION NUMBER

The Offeror agrees, if this proposal is accepted by PWCS, for such services and/or items, that the Offeror has met the requirements of the Virginia Public Procurement Act (VPPA) § 2.2-4311.2. Any falsification or misrepresentation contained in the statement submitted by Offeror pursuant to Title 13.1 or Title 50 may be cause for debarment by PWCS.

Offeror shall complete the following by checking the appropriate line that applies and provide the required information. Offerors failing to provide the required information indicated below will result in having their proposal not considered for evaluation.

Virginia State Corporation Commission (SCC) registration information. The offeror:

is a corporation or other business entity with the following SCC identification number: ____________ -

OR-

is not a corporation, limited liability company, limited partnership, registered limited liability partnership, or business trust -OR-is an out-of-state business entity that does not regularly and continuously maintain as part of its ordinary and customary business any employees, agents, offices, facilities, or inventories in Virginia (not counting any employees or agents in Virginia who merely solicit orders that require acceptance outside Virginia before they become contracts, and not counting any incidental presence of the bidder in Virginia that is needed in order to assemble, maintain, and repair goods in accordance with the contracts by which such goods were sold and shipped into Virginia from bidder’s out-of-state location) -OR-is an out-of-state business entity that is including with this bid an opinion of legal counsel which accurately and completely discloses the undersigned bidder’s current contacts with Virginia and describes why those contacts do not constitute the transaction of business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1 or 50 of the Code of Virginia.

**NOTE** Check the following box if you have not completed any of the foregoing options but currently have pending before the SCC an application for authority to transact business in the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification number after the due date for bids (PWCS reserves the right to determine in its sole discretion whether to allow such waiver):

Full Legal Name of Offeror: _______________________

R-SF-26018 Consultant Services to Support E-Rate Program

REQUEST FOR PROPOSALS TITLE PAGE - THREE

In compliance with this RFP and all the conditions imposed therein, the undersigned offers and agrees to furnish the goods/services in accordance with the attached proposal or as mutually agreed upon by subsequent negotiations. By my signature below, I certify that I am authorized to bind the Offeror in any and all negotiations and/or contractual matters relating to this RFP. Sign and type or print requested information.

My signature certifies that this firm or individual has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to PWCS, and that there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or person that could be considered as a conflict of interest or a potential conflict of interest to PWCS, pertaining to any and all work or services to be performed as a result of this request and any resulting contract with PWCS. By signing, Offeror certifies, acknowledges, and agrees to be bound by the conditions set forth in the General Terms and Conditions (Attachment A), Special Terms and Conditions, and Attachments contained herein are a part of any negotiated contract.

By my signature on this solicitation, I certify that this firm has proper licensing and certifications, which are legally required prior to and during the work, by providing the services specified in the Statement of Needs.

THIS PROPOSAL IS SUBMITTED BY:

Full Legal Name of Offeror:

Mailing Address: Remittance Address (If Different):

Phone: ( ) Fax: ( ) Email Address: Contact Person:

Tax Identification (FIN/SSN#):

Typed/Printed Name: Signature:

(Person signing must be authorized to bind Date: the Offeror in contractual matters)

INCLUDE PAGES 1, 2, and 3 OF THIS RFP AS THE FIRST 3 PAGES OF YOUR PROPOSAL RESPONSE

R-SF-26018 Consultant Services to Support E-rate Program

TABLE OF CONTENTS

TITLE PAGE NO.

COVER SHEETS ........................................................................................................................................... 1-3

1. PURPOSE

2. BACKGROUND

3. CONTRACT ADMINISTRATOR/TECHNICAL POINT-OF-CONTACT

4. CONTRACT TERM & RENEWAL

5. STATEMENT OF NEEDS

6. PROPOSED SCHEDULE OF IMPLEMENTATION ………………………………………………………

7. PROPOSAL SUBMISSION REQUIREMENTS ………..…………………………………………….………..8

8. EVALUATION CRITERIA………………………………………..…………...…………………………………12

9. METHOD OF AWARD…………………..……………………………………………………………………….12

10. SPECIAL TERMS AND CONDITIONS..……………………………………………………………………….12

ATTACHMENTS: PAGES 20 - 59

General Terms And Conditions (Attachment A) Contractor Data Sheet (Attachment B) Vendor Information Form (Attachment C) Certificate of Compliance (Attachment D) Proprietary Information Form (Attachment E) Proposed Exceptions Form (Attachment F) Proposed Pricing Schedule (Attachment G) Non-Disclosure Agreement (Attachment H) Virginia School Data Privacy Agreement (Attachment I)

1. PURPOSE: The purpose of this Request for Proposal (RFP) is to solicit proposals to establish a contract through competitive negotiations for Consultant Services to Support E-Rate Program for Prince William County Public Schools, herein referred to as PWCS, in accordance with the statement of needs, terms and conditions stated herein.

2. BACKGROUND: Prince William County Public Schools (PWCS) is located 35 miles southwest of Washington, D.C. and 80 miles north of Richmond, Virginia. The county encompasses 348 square miles and stretches from the Potomac River to the Bull Run Mountains.

As of September 30, 2025, PWCS had an enrollment of 89, 731 students from PK-12, making it the second largest school division in the Commonwealth of Virginia. The school system currently operates 62 elementary schools, 17 middle schools, 13 high schools, three combined schools (two serving grades 1–8 and one serving Kindergarten–8), and three other educational institutions.

The E-Rate Program is governed by the rules set forth in 47 C.F.R. Part 54, as administered by the Federal Communications Commission (FCC) and the Universal Service Administrative Company (USAC). These rules include all applicable E-Rate Modernization Orders and subsequent FCC rulemakings. [docs.fcc.gov]

In December 2014, the FCC adopted the Second E-Rate Modernization Order, which enhanced broadband options for schools and libraries and adjusted the program’s overall funding cap. The Order and its summary are publicly available at the following FCC resources:

• Second E-Rate Modernization Order:

https://www.fcc.gov/document/fcc-continues-e-rate-reboot-meet-nations-digital-learning-needs

• Summary of the Second E-Rate Modernization Order:

https://www.fcc.gov/general/summary-second-e-rate-modernization-order

The most current governing requirements for the program are reflected in the FCC’s Public Notice DA 25-471 (2025), which establishes the Category 2 funding floors and multipliers for Funding Years 2026–2030. This notice adjusts Category 2 funding levels by 20.7% based on inflation and sets the applicable five-year budget parameters for applicants.

• https://docs.fcc.gov/public/attachments/DA-25-471A1.pdf [docs.fcc.gov]

Additionally, all applicants and service providers must comply with the USAC FY2026 Eligible Services List (ESL), which details the services and equipment eligible for E-Rate support in the applicable funding year. The FY2026 ESL was issued on December 17, 2025 and can be found in the USAC E-Rate News Brief:

• https://www.usac.org/wp-content/uploads/e-rate/documents/Monthly_News_Brief/2025/News- Brief-2025-12-18.pdf [usac.org]

These documents collectively form the current framework for E-Rate program eligibility, funding, compliance, procurement standards, and administrative requirements, and supersede earlier guidance, including the 2014 modernization orders.

3. CONTRACT ADMINISTRATOR/TECHNICAL POINT OF CONTACT (TPOC): The following employees of PWCS are identified to use all powers under the contract to enforce its faithful performance:

https://docs.fcc.gov/public/attachments/DA-25-471A1.pdf https://docs.fcc.gov/public/attachments/DA-25-471A1.pdf https://www.usac.org/wp-content/uploads/e-rate/documents/Monthly_News_Brief/2025/News-Brief-2025-12-18.pdf

3.1. CONTRACT ADMINISTRATOR: As the Contract Administrator, the following individual, or her designee, shall serve as the interpreter of the conditions of the contract and shall use all powers under the contract to enforce its faithful performance.

Sheila Farmer, Procurement Coordinator, Procurement, 703-791-8737, FarmerSD@pwcs.edu

3.2 TECHNICAL POINT OF CONTACT: The following individual, or his designee, shall work directly with the Contractor in scheduling, coordinating work, and providing general direction under the resulting contract:

Ken Melnikoff, Assistant Director of DIIT, 703-791-7439 or Email: MelnikKL@pwcs.edu

4. CONTRACT TERM AND RENEWAL: The initial term of this contract shall be from September 1, 2026 to August 31, 2028, with the option to renew for two (2) additional two-year periods, two years at a time, upon mutual written consent of the parties to the contract. Proposed prices and discounts shall remain firm for the initial term of the contract. Refer to Prices and Price Adjustments in the Special Terms and Conditions.

5. STATEMENT OF NEEDS: Prince William County Public Schools is interested in receiving proposals from Contractors which are qualified to provide the necessary resources and capabilities to deliver and perform the required supplies, materials, equipment, and labor in the category of Consultant Services to Support E-Rate Program.

The scope of services consists of the following:

5.1. It is required that the successful offeror’s core business includes maintaining comprehensive and current expertise in all aspects of the E-Rate Program as governed by 47 C.F.R. Part 54, including all applicable FCC rules, orders, and program updates administered by the Federal Communications Commission (FCC) and the Universal Service Administrative Company (USAC).

This includes, but is not limited to:

• In-depth knowledge of current E-Rate program rules, funding requirements, and competitive bidding regulations established under FCC authority. [docs.fcc.gov]

• Familiarity with all relevant FCC Modernization Orders and subsequent rulemakings, including updates impacting eligibility, broadband standards, and program administration.

[secaerate.net]

• Expertise in the most recent FCC actions such as FCC DA 25-471 (2025) establishing Category 2 funding floors and multipliers for FY2026–2030. [docs.fcc.gov]

• Detailed understanding of the USAC FY2026 Eligible Services List (ESL) and all associated guidance governing eligible equipment, services, and cost-allocation requirements. [usac.org]

• Proficiency in the USAC E-Rate Productivity Center (EPC) electronic filing system, including submission of Forms 470, 471, 486, invoicing processes, and post-commitment requests.

[usac.org]

• Ability to provide end-to-end E-Rate application management, technical support, documentation assistance, and compliance guidance to school system clients.

5.2. Provide overview of how offeror shall submit all required documentation to receive the optimal amount of E-Rate funding reimbursement possible to offset the cost associated with PWCS technology projects.

5.3 Provide a comprehensive overview and understanding of the E-rate schedule and reimbursement criteria critical to optimizing reimbursements.

mailto:FarmerSD@pwcs.edu mailto:MelnikKL@pwcs.edu https://docs.fcc.gov/public/attachments/DA-25-471A1.pdf https://secaerate.net/FCC-Orders-Major https://docs.fcc.gov/public/attachments/DA-25-471A1.pdf https://www.usac.org/wp-content/uploads/e-rate/documents/Monthly_News_Brief/2025/News-Brief-2025-12-18.pdf https://www.usac.org/wp-content/uploads/e-rate/documents/Monthly_News_Brief/2025/News-Brief-2025-12-18.pdf

5.4. Full Comprehensive Consulting and Support Services to include but not limited to the following tasks (See Attachment G, Proposed Cost, Item 1):

5.4.1. Assisting with interpretation of E-rate eligible service, and guidance with participant’s strategy for utilizing E-Rate funds.

5.4.2. Project management of all activities leading up to the E-Rate application process, the process itself, and all subsequent actions related to the process.

5.4.3. Timely preparation and submission of all required forms.

5.4.4. Effectively advocate for the Member on all appeals and related SLD (Schools and Library

Division) correspondence.

5.4.5. Provide assistance with interpreting of E-rate eligible services and provide guidance to

PWCS staff in deciding the products and services for which E-rate will be filed. The E-rate consultant shall provide guidance in meeting E-rate procurement guidelines and will coordinate with the selected vendors.

5.4.6. Provide project management of all activities leading up to the E-Rate application process, the process itself, and all subsequent actions related to the process. The E-rate consultant will be responsible for notifying PWCS staff of all upcoming deadlines and how deadlines will be met.

5.4.7. Assist in finalizing solicitation for eligible services, as required, and use of Cooperative contracts for procurements where applicable.

5.4.8. Prepare, verify, and submit on time all E-rate documents (Forms 470, 471, 472, 474, 486, etc.) with minimal assistance from PWCS personnel. This is not merely an advisory role with PWCS staff performing the administrative tasks.

5.4.9. Ensure all deadlines regarding application, submission of forms or information and funding are met.

5.4.10. Provide support in responding to any information requests pertaining to applications (including, but not limited to, those functions related to Program Integrity Assurance and Selective Review). The E-rate consultant will review the request, and guide PWCS staff as to the exact information to gather in response. The E-rate consultant will draft any correspondence required, which will be reviewed and submitted in a collaborative manner.

5.4.11. Prepare any appeals that are necessary in response to applications submitted by the E-rate consultant and any outstanding appeals from previous years.

5.4.12. Coordinate as necessary with vendors used in the E-rate application process. This includes facilitating the receipt of all information needed from vendors for the E-rate filing process.

5.4.13. Include costs for all services in this proposal. Any additional cost resulting from any part of the E-rate process must be clearly noted in this proposal.

5.4.14. E-rate consultant must provide a list of school districts that they have served compatible to the size of PWCS.

5.4.15. E-rate consultant must provide demonstrated knowledge of Internal Connection, Internet Service, Wired and Wireless Telecommunications categories.

5.4.16. Interpret rules and guidelines to include FCC updates and changes.

5.4.17. Review and provide assistance with development of any solicitation documents and ensuring their E-rate compliance.

5.4.18. Shall transform PWCS supplied enrollment and school lunch participation data into the correct information format required for E-rate applications. An explanation of how this is accomplished with current clients is required in the proposal.

5.5. Provide consulting services related to the E-rate program, on an as-needed basis. Contractor shall provide all the technical advice and guidance needed to be successful in taking full advantage of this federal program. Consulting services will be calculated on an hourly basis (See Attachment G, Proposed Cost, Item 2).

5.6. Offerors are highly encouraged to include in their proposal a description of any significant task not listed in the Scope of Services which they know to be necessary under the proposed contract.

5.7. PWCS may add to the Scope of Services or make changes in the Scope of Services for services of a similar nature to those specified in the Scope of Services of this Request for Proposals as mutually agreed to at a price mutually agreed upon. The change must be approved by the Supervisor of Purchasing and a Contract Modification issued by the Purchasing Office to change the contract.

6. PROPOSED SCHEDULE OF IMPLEMENTATION: These dates are tentative and are subject to change.

Date Schedule of Items

March 31, 2026 Issue Request for Proposals April 13, 2026 Questions/Inquiries Must Be Submitted By 11:00 a.m. E.T.

April 30, 2026 Proposals Due Prior to 11:00 a.m. E.T.

May -June 2026 Discussions with Selected Offerors May-June 2026 Award Recommendation June -July 2026 Award of Contract

7. PROPOSAL SUBMISSION REQUIREMENTS:

7.1. RFP Response: In order to be considered for selection, Offeror must submit a complete response to this RFP. One (1) original, (1) original redacted copy (if applicable) of the proposal must be submitted to Prince William County Public Schools Procurement in electronic format and submitted via the Bonfire portal. The original shall be clearly marked and named as “ORIGINAL” and the redacted copy, clearly marked and named as “REDACTED COPY.” No other distribution of the proposal shall be made by the Offeror. The successful Offeror may be required to submit a paper copy of the proposal submittal at a later date, and upon written request.

7.2. If there is no proprietary information in the proposal, Offeror must check “NO” on Page 1 on the coversheet under Proprietary Information Enclosed and the submission of “REDACTED COPY” and Attachment E are not required.

7.3. Late Proposals: To be considered for selection, proposals must be received as identified herein by the PWCS Procurement Department by the designated due date and time.

7.4. Offeror Responsibility: PWCS will not be responsible for any expense incurred by any Offeror in preparing and submitting a proposal.

7.5. Use of Information and Documents: PWCS and its officials, employees and agents will copy and use the response of the offeror and documents included with the response, for various purposes related to analysis, evaluation, and decision to award a contract(s). Proposals shall be the property of PWCS. Following award, PWCS may be required to allow inspection and copying of documents and may also use the offeror’s documents in connection with any resulting contracts with that offeror. The offeror is responsible for obtaining any necessary authorizations for all such use of the documents and information, and for assuring that such copying and use is in conformance with laws related to trademarks and copyrights. Any documents or information for which the offeror has not obtained such authorization, or for which such copying and use is not authorized, shall not be submitted. The undersigned offeror agrees to indemnify, defend, and hold PWCS, its officials, employees, and agents harmless from any claims of any nature, including claims arising from trademark or copyright laws, related to use of information and documents submitted with the offeror’s response.

7.6. Submission of Proprietary Information: Trade secrets or proprietary information submitted by an offeror in connection with this procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the offeror must invoke these protections upon submission of the data or the materials and must identify the data or other materials to be protected and state the reason why protection is necessary. [Virginia Code Section 2.2-4342(F)].

Offerors shall submit on the Proprietary Information Form (Attachment E), any information considered by the offeror to be trade secrets or proprietary information, shall clearly identify the information as trade secrets or proprietary information and shall state the reason why protection is necessary. Offerors may not declare the entire proposal proprietary, nor may they declare proposed pricing to be proprietary. References may be made within the body of the proposal to proprietary or trade secret information however, any information not listed on the Proprietary Information Form shall be public information (Tab 7).

7.7. Mandatory Provisions: Mandatory provisions of this Request for Proposal are indicated by the inclusion of the words "shall" or "must" to identify the contractor's obligations.

7.8. Submission of Proposed Exceptions: PWCS’ proposed contract documents and this Request for Proposals contain terms and conditions PWCS favors or requires and intends to use for the resultant contract. Any contractor receiving a contract award shall be required to execute a contract in substantial compliance with PWCS standard contract and will be required to furnish all other required contract documents including tax identification or social security number within ten

(10) days after receipt of notification that the contract is ready for signature; otherwise, PWCS may award the contract to another Offeror. Any proposed exceptions shall be submitted on the Exceptions Form, Attachment F and should be included in your response under Tab 8.

7.9. Oral Presentations/Product Demonstrations: Offerors who submit a proposal in response to this RFP and are ranked among the top, may be required to give an oral presentation of their proposal to PWCS. This provides an opportunity for the Offeror to clarify or elaborate on the proposal. This is a fact finding and explanation session only and does not include negotiation. The Contract Administrator will schedule the time and location of these presentations. Oral presentations are an option of PWCS and may or may not be conducted.

7.10. Withdrawal of Proposals: No proposal can be withdrawn after it is filed unless the Offeror makes a request in writing to the PWCS Supervisor of Procurement prior to the time set for the opening of proposals or unless PWCS fails to award or issue a notice of intent to award the contract within one-hundred twenty (120) days after the date fixed for opening proposals.

7.11. Format and Content of Proposal: Offerors should organize their proposals using the following

TABBED-SECTION format (Tab 1 through Tab 10), preceded by a Table of Contents. Proposals should be as thorough and detailed as possible so that PWCS may properly evaluate your capabilities to provide the required services. The proposal should address the items included in the Statement of Needs. Proposals should provide straightforward and concise responses to requests for information and descriptions of qualifications and capabilities. Each section of the proposal should be clearly tabbed with all documentation and be in PDF format. Incomplete proposals may be determined nonresponsive.

7.11.1. Title Sheet Aages and Addenda, if applicable (TAB 1): Furnish the information requested on the REQUEST FOR PROPOSAL TITLE PAGES (Pages 1, 2, & 3) of this solicitation and include it as the first three pages of your proposal. The name stated on the Title Pages, page 1, 2 & 3 must be the full legal name of the Offeror and the address must be that of the office which will have responsibility for the services provided.

Offerors must specify on the introductory Title Page, page 1, if proposal contains trade secrets or proprietary information and if the proposal contains any exceptions to the content and requirements of the RFP and complete Attachments E & F.

All addenda acknowledgements, if any, should be acknowledged on page 1, and included in proposal.

Executive Summary: Include an executive summary to include a commitment to perform the work as required in the RFP, a statement that the Offeror has read and understands the RFP, the timeline requirements any uniquely specific information the Contractor wishes to highlight, and identification of the primary point of contact authorized to answer questions and make decisions regarding the proposal submission (including name(s), address, telephone number, and email address).

7.11.2. Project Methodology/Approach (TAB 2): Offeror shall respond to the Statement of Needs, Section 5. The Offeror shall provide a written narrative describing the ability to meet the minimum requirements set forth herein. Sufficient detail shall be provided to demonstrate the Offeror’s understanding, ability and/or willingness to satisfy all specified requirements. Offeror shall provide a detailed description and explanation of services offered in response to each requirement listed in the Statement of Needs, Section 5.

7.11.2.1. Offeror shall explain the relationship between PWCS and the Contractor needed to successfully implement the service requirements.

7.11.2.2. Based on the information provided in this Request for Proposal, the Offeror should identify in detail all materials and services expected from PWCS in addition to general assistance.

7.11.2.3. Information regarding innovative breakthroughs and any one-of-a-kind programs offered related to E-rate Consultation for K-12 is encouraged.

7.11.3. Experience & Qualifications (TAB 3): The Offeror shall indicate the expertise and experience of the firm relative to the Statement of Needs and minimum requirements contained in this RFP. Offeror shall identify experience with a school system similar size to PWCS.

7.11.3.1. Provide a brief history of the Offeror, including, but not limited to the year it was established and corporate office location.

7.11.3.2. Provide documentation of a minimum of (3) three previous projects with similar scope of work/experience with Consultant Services to Support E-Rate Program, preferably in the context of either political or school redistricting.

Include project description, company name, address, telephone number, email, point-of-contact, cost, and if project was completed on time and within budget.

7.11.3.3. Describe how much experience your company has had with Consultant

Services to Support E-Rate Program.

7.11.3.4. Include other relevant information the Offeror deems necessary to describe its qualifications to provide the services needed to successfully complete work described in the Statement of Needs or which the Offeror deems are relevant to its selection.

7.11.3.5. Describe any special strengths, insight, or innovativeness, which may be applicable to your firm but not requested herein.

7.11.4. Staff (TAB 4): Provide a statement of qualifications of each team member that may be used on the project(s) along with a description of their possible roles(s) on the project team.

7.11.4.1. Offeror must include a statement that the Offeror’s staff has the qualifications to perform and provide the services as outlined in Section 5, Statement of Needs. Identify any exceptions.

7.11.4.2. Submit resumes including experience with Consultant Services to Support the E-Rate Program and their proposed roles.

7.11.4.3. Provide certifications and documentation of the firm and staff.

7.11.5. References (TAB 5): The Offeror shall complete the Contractor Data Sheet (Attachment B), to include a minimum of three (3) organizations for whom the Offeror has provided these services of the same or greater scope within the past three (3) years and can attest to the Offeror’s qualifications and ability to perform the services described in the Statement of Needs. Offeror must include the business name, address, and name, telephone number, fax number and email address of the contract administrator. Prince William County Schools shall not be used as a reference. (Attachment B – Failure to complete this form and all information will result in a lower final score.) The Offeror is encouraged to contact their listed references to inform them of their inclusion and to confirm that the contact email information provided is accurate and current.

PWCS will contact the references provided and it will be the Offerors responsibility to ensure the firms listed respond to PWCS reference inquiry by the date requested.

7.11.6. Fees for Services (TAB 6): The Offeror shall complete the Proposed Pricing Schedule (Attachment G) for the services outlined in Section 5, Statement of Needs. Pricing is not considered to be proprietary or confidential. PWCS will only pay for actual work/services performed. Costs shall be in the form of firm-fixed annual fee and shall include all charges that may be imposed in fulfilling the requirements of this RFP, including all overhead, including but not limited to, labor, supervision, equipment, travel, postage, meetings, and other incidentals to complete the requirements. No other charges will be allowed. Offeror to include cost for in-person and virtual options.

Offeror may also include any optional services with pricing structure that are not outlined herein for PWCS consideration.

7.11.7. Proprietary Information (TAB 7): All proprietary information must be included on the

Proprietary Information Form, Attachment E. Include the Proprietary Information Form in this tab. See Section 7.6 for additional information.

7.11.8. Exceptions (TAB 8): Any exceptions being taken to the RFP must be included on the

Exceptions Form, Attachment F. Include the Exceptions Form in this tab. See Section 7.8 for additional information.

7.11.9. Other Information (TAB 9): Include other relevant information the Offeror deems it necessary to describe its qualifications to provide the services needed to successfully complete the work described in the Statement of Needs or which the Offeror deems are relevant to its selection.

7.11.10. Attachments (TAB 10): Complete and return the following attachments with your proposal submittal within Tab 10:

7.11.10.1. Attachment C – Completed Vendor Information Form

7.11.10.2. Attachment D – Certificate of Compliance

7.11.10.3. Attachment H – Non-Disclosure Agreement

7.11.10.4. Attachment I – Virginia School Data Privacy Agreement

8. EVALUATION CRITERIA:

EVALUATION CRITERIA POINT VALUE

(Out of a Possible 100 points)

Proposed Methodology/Approach 40

Experience/Qualifications/Staff 30

Proposed Pricing 25

References 5

9. METHOD OF AWARD: Following evaluation of the written proposals as submitted, selection shall be made of one or more Offeror(s) deemed to be fully qualified and best suited among those submitting proposals, on the basis of the evaluation factors included in the Request for Proposals. Negotiations may be conducted with offerors so selected. Pricing shall be considered but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, PWCS shall select the Offeror(s) which, in its opinion, has made the best proposal, and shall award the contract to these offeror(s). PWCS reserves the right to make multiple awards as a result of this solicitation. PWCS may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2-4359D). Should PWCS determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated. PWCS may request a Best and Final Offer(s) and/or make a recommendation for the contract award. The annual fixed fee for the full comprehensive consulting and support services included in the Pricing Schedule, Item 1, will be used for evaluation purposes.

10. SPECIAL TERMS AND CONDITIONS:

10.1. ACCEPTANCE AGREEMENT: The successful Offeror(s) will be issued a PWCS Acceptance Agreement upon contract award.

10.2. APPLICATION SERVICE PROVIDER (ASP) SECURITY STANDARDS FORM: If applicable, this form will be completed by the Contractor as it establishes the terms and conditions under which the parties agree to exchange or disclose certain information, some of which may be confidential and proprietary and subject to the restrictions on use and disclosure. The ASP form is a requirement for online software services that include staff or student data or require logins and approved by PWCS Information and Instructional Technology.

10.3. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written consent of PWCS.

10.4. AUDIT: The Contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by PWCS, whichever is sooner.

PWCS and its authorized agents shall have full access to and the right to examine any of said material during said period.

10.5. AUTHORITY TO TRANSACT BUSINESS IN THE COMMONWEALTH: Any Offeror registered or organized as a stock or nonstock corporation, limited liability company, business trust, or limited partnership or a registered limited liability partnership shall be authorized to transact business in the Commonwealth of Virginia as a domestic or foreign business entity as described in the Code of Virginia § 2.2-4311.2. The proper legal name of the firm or entity, form of the firm (i.e., corporation, limited partnership, etc.) and the identification number issued to the Offeror by the State Corporation Commission must be written in the space provided on the proposal submission form (cover page), and Vendor Information Form. Any Offeror not required to be authorized to transact business in the Commonwealth of Virginia shall include in its proposal a statement/documentation from their legal counsel describing why the Offeror is not required to be registered. Failure of a prospective and/or successful Offeror to provide such documentation shall be grounds for rejection of their proposal. For further information, refer to the Commonwealth of Virginia State Corporation Commission Web site at: www.scc.virginia.gov. Any falsification or misrepresentation contained in the statement submitted by the Offeror pursuant to the Code of Virginia § 2.2-4311.2., Code of Virginia, Title 13.1 or Title 50 may be cause for debarment by

PWCS.

10.6. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that PWCS shall be bound hereunder only to the extent of the funds available, or which may hereafter become available for the purpose of this contract. The obligation of PWCS on all contracts, including those which envision funding through current and successive fiscal years, shall be contingent upon actual PWCS SCHOOL BOARD appropriations for the fiscal year(s) involved.

http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4311.2 http://www.scc.virginia.gov/ http://leg1.state.va.us/cgi-bin/legp504.exe?000+cod+2.2-4311.2

10.7. AWARD OF CONTRACT: Multiple awards may be issued as a result of this solicitation. Multiple awards will ensure that any ensuing Master Agreements fulfill current and future requirements of the diverse and large number of PWCS departments, schools, and locations.

10.8. BEST AND FINAL OFFER (BAFO): At the conclusion of negotiations, the Offeror(s) may be asked to submit in writing a Best And Final Offer (BAFO). After the BAFO is submitted, no further negotiations shall be conducted with the offeror(s). The offeror’s proposal will be rescored to combine and include the information contained in the BAFO. The decision to award will be based on the final evaluation including the BAFO.

10.9. COMPLIANCE WITH PWCS GUIDELINES, PROCEDURES AND REGULATIONS: The

Contractor shall comply with all PWCS regulations and procedural instructions that may be issued from time to time by PWCS. However, the terms and conditions of the contract will not change without a written contract modification issued by Supervisor of Procurement.

10.10. COORDINATION OF SERVICES: The Contractor shall plan and coordinate the delivery of goods/services with PWCS TPOC requesting the goods and/or services. If there is a change to the schedule and/or deliverables, the PWCS TPOC, or designee, will provide written acceptance.

10.11. EXTRA CHARGES NOT ALLOWED: No services for which an additional cost or fee will be charged by the Contractor without the prior written authorization of the PWCS Procurement Supervisor. PWCS may, at any time, by written order, require changes in the services to be performed by the Contractor. If such changes cause an increase or decrease in the Contractors cost of, or time required for, performance of any services under this contract, an equitable adjustment shall be made and the contract shall be modified in writing accordingly. The Procurement Supervisor must approve all work that is beyond the scope of this Request for Proposal.

10.12. FAILURE TO DELIVER: Failure to comply with the terms and conditions of this solicitation or to deliver goods and/or services identified in the solicitation and resulting contract at the price quoted will be considered in default of the contract award. Should the Contractor be found in default of the contract, any excess cost which may result from default actions shall be at the expense of the Contractor. The Contractor shall, in this instance, be responsible for any and all costs incurred by PWCS to procure such products elsewhere.

10.13. GENERAL INSURANCE REQUIREMENTS:

10.13.1. The Contractor shall provide to the PWCS Supervisor of Procurement a Certificate of

Insurance indicating the coverage below prior to the start of any work under the contract and agrees to maintain such insurance until the completion of the contract. The Contractor shall provide the Procurement TPOC updated Certificate of Insurance upon its expiration. The minimum insurance coverage shall be:

10.13.1.1. Workers Compensation - Virginia Statutory Workers Compensation coverage including Virginia benefits and employers’ liability with limits of $100,000/$100,000/$500,000.

10.13.1.2. Commercial General Liability - $1,000,000 per occurrence limit with $2,000,000 general aggregate covering all premises and operations and including Personal Injury, Completed Operations, Contractual Liability and, where applicable to the project (as determined by PWCS), Products and Independent Contractors. The general aggregate limit shall apply to this project. PWCS is to be included as an additional insured with respect to the services being provided.

10.13.1.3. Automobile Liability - $1,000,000 combined single limit.

10.13.1.4. Prince William County School Board shall be named as additional insured on the CONTRACTOR's commercial general liability insurance policies and any excess liability or umbrella excess policies (if applicable). A thirty (30) day notice of cancellation or non-renewal in writing shall be furnished by the Contractor's insurance carrier(s) or insurance agent(s) to PWCS Procurement TPOC. The insurance certificate shall state contract number and title.

10.13.1.5. Umbrella/Excess Liability - $2,000,000 liability coverage over the primary limits for Comprehensive General Liability, Comprehensive Automobile

10.13.1.6. Liability, and the Employer’s Liability. Excess liability insurance will be written on occurrence basis.

10.13.2. Coverage Provisions:

10.13.2.1. The insurance certificate shall state contract number R-SF-26018, and title, Consultant services to Support E-rate Program.

10.13.2.2. All deductibles shall appear on the certificate(s).

10.13.2.3. The Offeror’s insurance shall be primary over any applicable insurance or self-insurance maintained by PWCS.

10.13.2.4. Shall provide thirty (30) days’ written notice to PWCS before any cancellation, suspension, or void of coverage in whole or part, where such provision is reasonable.

10.13.2.5. All coverage for subcontractors of the Offeror shall be subject to all of the requirements stated herein.

10.13.2.6. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by PWCS. At the option of PWCS, either:

the insurer shall reduce or eliminate such deductible or self-insured retention; or the Offeror shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

10.13.2.7. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage provided PWCS, its officers/officials, agents, employees, and volunteers.

10.13.2.8. The insurer shall agree to waive all rights of subrogation against PWCS, its officers/officials, agents, employees or volunteers for any act, omission, or condition of premises which the parties may be held liable by any reason.

10.13.2.9. The Offeror shall furnish PWCS Certificates of Insurance including endorsements affecting coverage. The certificates are to be signed by a person authorized by the insurance company(s) to bind coverage on its behalf.

10.13.2.10. All coverages designed herein shall be as broad as the Insurance

Services Office (ISO) forms filed for use with the Commonwealth of Virginia.

10.14. METHOD OF ORDERING:

10.14.1. Prince William County Schools (PWCS) may use three (3) different methods of placing orders from the final contract: Delivery Orders (DO’s), Purchase Orders (PC’s, PD’s and CT’s), and approved PWCS procurement cards (encouraged).

10.14.2. Procurement Card orders and payments may be made by the use of a Prince William

County Schools “Procurement” and/or “Single Use” Card. The Procurement and/or Single Use Card is currently a Master Card. Contractors are encouraged to accept this method of order and payment.

10.14.3. Contractors willing to accept PWCS procurement cards should check the box on the

Pricing Schedule (Reference Attachment G).

10.15. P-CARD OR SUA PAYMENT METHODS: PWCS is expressly permitted to pay vendors for any or all goods, services, or construction under the contract through either a procurement card (“p-card”) or a Single Use Account (“SUA”) method of payment, if the contractor accepts the noted payment method. In that event, PWCS reserves the right to pay any or all amounts due under the contract by using either a p-card (except when a purchase order is required) or a SUA method of payment, and the contractor must accept the PWCS p-card or a SUA method of payment, as applicable. Under this paragraph, contractor is prohibited from charging or requiring PWCS to pay any fee, charge, price, or other obligation for any reason related to or associated with the PWCS use of either a p-card or a SUA method of payment.

The Procurement and/or Single Use Card is currently a Master Card. Contractors are encouraged to accept this method of order and payment.

10.16. METHOD OF PAYMENT: Invoices shall include the PWCS Purchase Order number and

Contract number R-SF-26018. The Contractor shall be paid on the basis of invoices submitted, to be paid net thirty (30) days from receipt and approval by authorized PWCS official, upon satisfactory completion of delivery. Payment shall be made in accordance with all of the provisions thereof and upon receipt of a properly completed invoice. The School Board reserves the right to withhold any or all payments or portions thereof for Contractor's failure to perform in accordance with the provisions of the contract or any modifications thereto.

10.17. NEGOTIATION WITH THE LOWEST OFFEROR: Unless all proposals are canceled or rejected, PWCS reserves the right granted by Section 22-4318 of the Code of Virginia to negotiate with the lowest responsive and responsible Offeror to obtain a contract price within the funds available to PWCS whenever such low proposal exceeds PWCS’ available funds.

For the purpose of determining when such negotiations may take place, the term “available funds” shall mean those funds which were budgeted by PWCS for this contract prior to the issuance of the written Request for Proposal. Negotiations with the low Offeror may include both modifications of the proposal price and the Scope of the Work/Specifications to be performed. PWCS shall initiate such negotiations by written notice to the lowest responsive, responsible Offeror that its proposal exceeds the available funds and PWCS wishes to negotiate a lower contract price. The times, places and manner of negotiating shall be agreed to by PWCS and the lowest responsive, responsible Offeror.

10.18. NEWS RELEASES BY CONTRACTORS/VENDORS: As a matter of policy, PWCS does not endorse the products and services of a Contractor. A Contractor will not make news releases concerning any resultant contract from this solicitation without the prior written approval of PWCS. All proposed news releases will be routed to the Procurement Supervisor for review and approval.

10.19.