RFP_010-0-2024SNB Firewall Security Services.pdf

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REQUEST FOR PROPOSALS

Newport News Public Schools ISSUING OFFICE: DATE: January 18, 2024

PURCHASING DEPARTMENT

12465 WARWICK BOULEVARD

NEWPORT NEWS, VA 23606-3041

TELEPHONE: (757) 591-4525

FAX: (757) 591-4593

Attention of Offeror is Directed to Section 2.2-4367 to 2.2-4377 Code of Virginia (Ethics In Public Contracting)

SEALED PROPOSALS will be received in the Issuing Office above until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Newport News Public Schools is not responsible for late delivery by U.S. Postal mail or other couriers.

All inquiries for information regarding this Request for Proposal are to be directed to the Issuing Office as defined herein.

COMMODITY: FIREWALL SECURITY SERVICES NIGP CODE: 20464, 20890

PLEASE FILL IN OFFEROR’S NAME & ADDRESS

IN THE SPACES PROVIDED BELOW:

91830, 83883

THIS IS NOT AN ORDER

THE SCHOOL BOARD OF THE CITY OF NEWPORT NEWS, HEREAFTER REFERRED TO AS NEWPORT NEWS PUBLIC SCHOOLS (NNPS), RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL PROPOSALS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITIES IN THE COMPETITVE NEGOTIATIONS PROCESS.

FURTHER, NNPS RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN ITSBEST INTEREST. THE ENTIRE CONTENTS OF THE REQUEST FOR PROPOSALS, ANY ADDENDA, OFFEROR'S

PROPOSAL AND NEGOTIATED CHANGES SHALL BE INCORPORATED BY REFERENCE INTO ANY

RESULTINGCONTRACT.

NNPS DOES NOT DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

DESCRIPTION OF GOODS/SERVICES

FIREWALL SECURITY SERVICES

ACKNOWLEDGE RECEIPT OF ADDENDUM: #1 #2 #3_ #4 (Please Initial)

IN COMPLIANCE WITH THIS SOLICITATION AND TO ALL THE CONDITIONS IMPOSED HEREIN, THE UNDERSIGNED AGREES TO PERFORM ANY CONTRACT AWARDED AS A RESULT OF THIS SOLICITATION. THE FOLLOWING SECTION SHALL BE SIGNED BY AN AGENT AUTHORIZED

TO BIND THE COMPANY. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN PROPOSAL REJECTION.

Authorized Agent: _ _ _

Signature Type or Print Name

Email Address Telephone Number Fax Number Company FEI/FIN#

RFP ITEM NO.

010-0-2024/SNB

PROCUREMENT OFFICER

Shannon Bailey, VCO, VCCO

CLOSING DATE

March 1, 2024

CLOSING TIME

2:00 PM EST

PRE-PROPOSAL CONFERENCE

(OPTIONAL)

DATE: January 25, 2024

TIME: 3:00 PM EST

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ANTI-COLLUSION/NONDISCRIMINATION/DRUG-FREE WORKPLACE REQUIREMENTS

ANTI-COLLUSION CLAUSE:

IN THE PREPARATION AND SUBMISSION OF THIS PROPOSAL, SAID OFFEROR DID NOT EITHER DIRECTLY OR INDIRECTLY ENTER INTO ANY COMBINATION OR ARRANGEMENT WITH ANY PERSON, FIRM OR CORPORATION, OR ENTER INTO ANY AGREEMENT, PARTICIPATE IN ANY COLLUSION, OR OTHERWISE TAKE ANY ACTION IN VIOLATION OF THE SHERMAN ACT (15 U.S.C. SECTION 1), SECTIONS 59.1-9.1 THROUGH 59.1-9.17 OR SECTIONS 59.1-68.6 THROUGH 59.1-68.8 OF THE CODE OF VIRGINIA.

THE UNDERSIGNED OFFEROR HEREBY CERTIFIES THAT THIS AGREEMENT, OR ANY CLAIMS RESULTING THEREFROM, IS NOT THE RESULT OF, OR AFFECTED BY, ANY ACT OF COLLUSION WITH, OR ANY ACT OF, ANOTHER PERSON OR PERSONS, FIRM OR CORPORATION ENGAGED IN THE SAME LINE OF BUSINESS OR COMMERCE; AND, THAT NO PERSON ACTING FOR, OR EMPLOYED BY, NNPS HAS AN INTEREST IN, OR IS CONCERNED WITH, THIS PROPOSAL; AND, THAT NO PERSON OR PERSONS, FIRM OR CORPORATION OTHER THAN THE UNDERSIGNED, HAVE, OR ARE, INTERESTED IN THIS PROPOSAL.

DRUG-FREE WORKPLACE:

DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL OFFEROR AGREES TO (I) PROVIDE A DRUG-FREE WORKPLACE FOR THE SUCCESSFUL OFFEROR'S EMPLOYEES; (II) POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, A STATEMENT NOTIFYING EMPLOYEES THAT THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION, OR USE OF A CONTROLLED SUBSTANCE OR MARIJUANA IS PROHIBITED IN THE SUCCESSFUL OFFEROR'S WORKPLACE AND SPECIFYING THE ACTIONS THAT WILL BE TAKEN AGAINST EMPLOYEES FOR VIOLATIONS OF SUCH PROHIBITION; (III) STATE IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL OFFEROR THAT THE SUCCESSFUL OFFEROR MAINTAINS A DRUG-FREE WORKPLACE;

AND (IV) INCLUDE THE PROVISIONS OF THE FOREGOING CLAUSES IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH SUSUCCESSFUL OFFEROR OR VENDOR.

FOR THE PURPOSE OF THIS SECTION, "DRUG-FREE WORKPLACE" MEANS A SITE FOR THE PERFORMANCE OR WORK DONE IN CONNECTION WITH A SPECIFIC CONTRACT AWARDED TO A SUCCESSFUL OFFEROR IN ACCORDANCE WITH FEDERAL LAW, THE EMPLOYEES OF WHOM ARE PROHIBITED FROM ENGAGING IN THE UNLAWFUL MANUFACTURE, SALE, DISTRIBUTION, DISPENSATION, POSSESSION OR USE OF ANY CONTROLLED SUBSTANCE OR MARIJUANA DURING THE PERFORMANCE OF THE

CONTRACT.

EMPLOYMENT DISCRIMINATION BY THE SUCESSFUL OFFEROR SHALL BE PROHIBITED:

1. DURING THE PERFORMANCE OF THIS CONTRACT, THE SUCCESSFUL OFFEROR AGREES AS FOLLOWS:

a THE OFFEROR, SHALL NOT DISCRIMINATE AGAINST ANY EMPLOYEE OR APPLICANT FOR EMPLOYMENT BECAUSE OF RACE, RELIGION, COLOR, SEX, NATIONAL ORIGIN, AGE, DISABILITY, OR ANY OTHER BASIS PROHIBITED BY STATE LAW RELATING TO DISCRIMINATION IN EMPLOYMENT, EXCEPT WHERE THERE IS A BONA FIDE OCCUPATIONAL QUALIFICATION REASONABLY NECESSARY TO THE NORMAL OPERATION OF THE SUCCESSFUL OFFEROR. THE SUCCESSFUL OFFEROR AGREES TO POST IN CONSPICUOUS PLACES, AVAILABLE TO EMPLOYEES AND APPLICANTS FOR EMPLOYMENT, NOTICES SETTING FORTH THE PROVISIONS OF THIS NONDISCRIMINATION CLAUSE.

b. THE SUCCESSFUL OFFEROR, IN ALL SOLICITATIONS OR ADVERTISEMENTS FOR EMPLOYEES PLACED BY OR ON BEHALF OF THE SUCCESSFUL OFFEROR, SHALL STATE THAT SUCH SUCCESSFUL OFFEROR IS AN EQUAL OPPORTUNITY

EMPLOYER.

c. NOTICES, ADVERTISEMENTS, AND SOLICITATIONS PLACED IN ACCORDANCE WITH FEDERAL LAW, RULE OR REGULATION SHALL BE DEEMED SUFFICIENT FOR THE PURPOSE OF MEETING THE REQUIREMENTS OF THIS SECTION.

2. THE SUCCESSFUL OFFEROR WILL INCLUDE THE PROVISIONS OF THE FOREGOING PARAGRAPHS A, B, AND C IN EVERY SUBCONTRACT OR PURCHASE ORDER OF OVER $10,000, SO THAT THE PROVISIONS WILL BE BINDING UPON EACH

SUBCONTRACTOR OR VENDOR.

Name and Address of OFFEROR: Date: Authorized Signature

Printed Name: Title:

Phone Number: Fax Number:

Email Address:

Federal Tax Identification Number/Social Security Number: _

Is Offeror a "minority" business? Yes No If yes, please indicate the "minority" classification below:

□ African American Hispanic American American Indian Eskimo Asian American Aleut Other; Please Explain: Is Offeror Woman Owned? Yes No Is Offeror a Small Business? Yes No Is Offeror a Faith-Based Organization? Yes No

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TABLE OF CONTENTS

PAGE

I. PURPOSE 4

II. BACKGROUND 4

III. STATEMENT OF NEEDS 4

VI. PROPOSAL PREPARATION AND SUBMISSION REQUIREMENTS 9

V. EVALUATION AND AWARD CRITERIA 12

VI. GENERAL TERMS AND CONDITIONS 12

VII. SPECIAL TERMS AND CONDITIONS 19

VIII. METHOD OF PAYMENT 20

The following shall be submitted as part of your RFP submission:

ATTACHMENTS:

Attachment A – Pricing Schedule (Must submit with proposal)

Attachment B – Firewall Diagram

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I. PURPOSE

The purpose of this RFP is to solicit sealed proposals for firewall security services. Newport News Public Schools (“NNPS”) is seeking Offerors to provide upgrades to its existing Firewall Solution. NNPS is looking for Offerors who can provide a solution that will address its current and future firewall needs.

II. BACKGROUND

The Newport News Public Schools division educates 26,000 children in 42 schools: 5 early childhood centers, 24 elementary schools, 7 middle schools, 5 high schools, 1 middle/high combination school. NNPS employees’ number 4,688. The network design for NNPS consists of two, geographically diverse data centers, across a fiber optic wide area network (“WAN”). The WAN serves 50+ individual facilities to provide connectivity across the district.

The district currently utilizes two Checkpoint 23800 Security Appliances running software code R81. These devices are configured in High Availability mode (Split Core). OSPF is used between the core, firewall, and our internet routers. The device has IPS, Anti-Bot, Anti-Virus, URL Filtering, Application Control, and VPN next generation firewall features configured.

PRICING

Pricing for the requested items under this contract must be provided to NNPS in the format of the table in the attached Pricing Schedule “Attachment A – Pricing Schedule”. All items offered must be in new, unused condition.

EQUIPMENT REQUESTED

This RFP seeks a company that can provide NNPS with firewall, firewall services, management, hardware, and professional services. The offeror should provide a turnkey, full solution which is inclusive of any software. The proposed solution should include threat protection, cloud management, and log analytics/analysis.

III. STATEMENT OF NEEDS

1. MINIMUM REQUIREMENTS

Utilizing E-rate funds, Newport News Public Schools (“NNPS”) is seeking to upgrade/replace its current firewall solution with next generation firewall hardware, software, support, and related services. The goals of the proposed solution are to provide:

• Full Data Inspection (Deep Packet Inspection) services to all inbound/outbound traffic with at least 40 GBs of combined throughput.

• Protect the districts users, network, and data from internal and external threats.

• Create firewall policies based on authentication of internal users and devices.

• Integration with the district’s existing network hardware and software solutions.

2. CONNECTIVITY AND HARDWARE REQUIREMENTS

• Support at a minimum 40 Gbps sustained throughput with all threat management extensions enabled. The proposed firewall solution must be extensible to accommodate the school division’s growing needs and keep up with higher throughput requirements.

• Per firewall, include a minimum of four (4) 10 Gbps SFP+ ports. Additional ports along with the ability to utilize QSFP+ are desired. All ports must compatible and work with the existing network equipment.

• Hardware compatibility with 60km SFP+ modules that support single mode fiber (SMF).

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• The proposed solution should provide a modular hot swappable (1+1 redundant) dual power supply.

• It is preferred that the proposed firewall solution should utilize solid-state hard drives (SSD), with sufficient storage to retain the operational data on the device.

• The proposed solution must support dual stacking of IPv4 and IPv6 protocols for all firewall features and functions.

It should also support the implementation of IPv6 in the future.

• The proposed solution must offer platforms including Windows operating system, Linux operating system, and all virtual environments including but not limited to VMWare, Azure, and Hyper-V.

• The proposed solution must support stateful protocol filtering, deep packet inspection, and detection of attacks within the payload.

• It is desired that the proposed solution provides micro segmentation capabilities to block the lateral movement of nefarious network traffic in the data center network.

• It is desired that the proposed solution integrates with the school divisions’ SIEM solution and other 3rd party logging tools.

•A minimum of 8 network interfaces on the proposed device for connections to the internet, network core, and other switch gear.

3. FIREWALL MANAGEMENT

a. The proposed solution must be fully CIPA, COPPA, HIPPA and PCI compliant and capable.

b. Centralized Management - The proposed solution must be manageable via one management console for all proposed features that are included.

c. Firewall Rule Verification – The proposed solution should notify the administrator in the when a new rule either masks another rule, duplicates, and overlaps or interferes with existing configuration.

d. Encryption – Communication between management servers, interfaces and all appliances must be encrypted.

e. Device Monitoring - The proposed solution must offer real-time monitoring, proactive alerts, historical reporting, and troubleshooting tools; preferably utilizing artificial intelligence (AI) or cloud.

f. Software Updates - The proposed solution must offer the ability for updates to be scheduled individually by each component, device, or globally.

g. Support Tickets - It is desired that the solution provide an ability to launch/open service tickets with support from the management interface.

h. Automation – It is desired that the proposed solution provides the ability to automate routine tasks and drill-downs to produce maximum efficiency with minimal effort.

i. Administrator Management - The proposed solution must offer the ability must allow administrative functions to be delegated to users based on roles/permissions and or groupings of endpoints they are responsible for managing.

j. Cloud Management – The proposed solution must offer cloud management capability. Some examples of cloud management include, but are not limited to configuration management, reporting, and analytics. Proposals should include a detailed explanation of the offeror’s cloud management solution.

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k. Log Analysis – The proposed solution must include features to search, analyze, and visualize data to obtain operational insights. Proposals should include a detailed explanation of the various types of log analysis that can be compiled through their solution.\

l. Virtual Systems / Domains – It is desired that the proposed solution have the ability to support VDOMs or multiple contexts for potential future use.

4. USER IDENTITY AND REPORTING

a. The solution must have the ability to utilize multiple authentication and security methods and identity stores to include local user data base, TACACS+, Microsoft Active Directory, Microsoft Azure Active Directory, LDAP-compliant directory, Radius, and SAML.

b. The proposed solution must provide an interface to Active Directory (AD) to pull user IDs and groups that can then be used in firewall rules. Must support cloud connectivity on Azure Active Directory.

c. The proposed solution must provide integrated and customizable search with, at minimum, the ability to search data from all systems for information relevant to an incident investigation or risk analysis.

d. The proposed solution must provide manual and scheduled scans of specified systems for indicators derived from threat intelligence or other sources.

e. The proposed solution must provide integrated analytics (including visualization) and support the creation of custom analytics, in order to identify anomalous endpoint behaviors, support incident investigation, and perform event analysis.

5. THREAT MANAGEMENT - The solution must have the ability to segment our server/service infrastructure from internal and external threats; to include (not limited to):

a. Threat Prevention (IPS/IDS) – Inspection of traffic for threats, regardless of protocol, port of encryption. Block known vulnerabilities, malware, exploits, spyware, and command and control (C2)

b. Application Control – Identify and manage user network application activity based on users, group, or IP range.

c. Anti-Bot and Anti-Virus - Leverage cloud-based malware detection, sandboxing and multiple analysis techniques to identify and protect against unknown file-based threats while resisting evasion techniques.

d. URL Filtering

i. Categorize and Filter URLs: The solution must be able to block, allow and limit available bandwidth specific URL categories and/or reputation of the URL

ii. Protect against web-based phishing, malware, and command-and control sites.

iii. Offer granular filtering controls for individual users, groups, applications, and network ranges.

iv. Log all the URLs that are passing through the URL filter, both blocked and permitted. Provide the history/report of URLs a user has accessed (whether blocked or allowed) over a certain period.

v. It is desirable that the solution provide an ability for users to submit URLs that may be miscategorized.

vi. SSL Decryption - the proposed device should have the capability to do SSL decryption/TLS deep inspection.

e. Internet of Things (IOT) Security – It is desired that the solution offers threat protection for IOT devices.

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f. DNS Security – It is desired that the solution offers threat protection from DNS and malicious domain-based attacks.

g. Threat Intelligence - The proposed solution must provide integration with vendor and/or third-party threat intelligence databases. Please describe how this information is obtained, managed, and updated within the solution. Please specify if there are any additional components needed for this feature.

h. Third Party AV – It is desired that the firewall solution is able to work with the school divisions existing desktop and server antivirus solutions in addition to other third party antivirus vendors.

6. SUPPORT

a. Provide manufacturer 24x7x365 dial-in support for all features with an initial response time of one hour or less.

b. Provide a Return Merchandise Authorization (“RMA”) for defective/failed equipment.

c. Pricing for any additional maintenance and support for hardware and/or software must be specified in the proposal and include options for 1-, 3-, and 5-year renewals.

d. Please provide a three- year product road map and all proposed systems and sub-components must be guaranteed not to be End-of-Life for at least five years.

7. OTHER REQUIREMENTS

a. System configuration – Assistance in the setup, configuration, and optimization of the management solution. The proposed solution should be configured using industry best practices.

i. Migration of all current firewall settings, network configurations, rules, policies, and other information from the current Firewall solution. The existing solution has the following configuration that will need to be migrated to the proposed solution.

i. 1200 Security Objects

ii. 104 Security Policies

iii. 163 NAT Statements

iv. 3 Firewall Zones

v. 1 DMZ

vi. 8 VPN / Teleworker Groups

ii. Provide a list of the printed documentation provided for operation, use, and administration of the implemented solution.

b. Professional Training and Learning Opportunities

i. Provide manufacturer certified training, along with vouchers for four NNPS employees to be trained to configure and maintain the proposed solution.

ii. The training should include a full knowledge transfer of the setup and configuration of the device, along with any information needed to support the proposed solution.

8. E-RATE CONSIDERATIONS

a. The district intends to seek E-rate funding for the eligible hardware, components, and licensing. All bid responses must clearly identify the E-rate eligibility. Installation is required for this project.

b. Bids for all make/model firewall will be considered that meet the above-described requirements. This applies to all portions of the RFP.

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c. Per USAC E-rate rules, “cost of eligible services” will be the highest valued criterion in the evaluation process;

however, other criteria with a lesser value will also be considered.

d. Respondents shall document the ability to participate in the E-rate program by supplying their current SPIN

(Service Provider Identification Number) as part of their proposal.

e. Proposals for multi-year contracts and contracts with optional renewals will be considered but are not required.

f. Proposals that include generic/encyclopedic price lists or proposed by an artificial intelligence system that does not take into consideration the specific needs of NNPS will be considered non-responsive subject to disqualification.

g. Proposals that include used, refurbished, or open-box items will be considered non-responsive and will not be included in the evaluation.

h. Subject to contract restrictions, services may be reevaluated for cost-effectiveness at any time during the life of the agreement.

i. Offerors proposing equipment whose prices may increase depending upon new U.S. government tariffs imposed on imports are encouraged to (a) identify such products in their offers, and (b) propose an acceptable methodology for limiting price adjustments over the life of the contract.

j. Offerors proposing to temporarily loan equipment for product demonstration and/or evaluation purposes are required to clearly state that such loans are of limited duration. Product demos extending beyond thirty (30) days must be explicitly authorized by both parties and provided at a fair market rate.

k. By submitting a proposal on the requested services herein, the vendor certifies its proposed services and/or products comply with Part 47 Section 54.9 and 54.10 of the FCC rules which prohibits the sale, provision, maintenance, modification, or other support of equipment or services provided or manufactured by Huawei, ZTE, or any other covered company posing a national security threat to the integrity of communications networks or the communications supply chain. See https://www.usac.org/about/reports-orders/supply-chain/ for more details.

l. As required by E-rate rules, all proposals in response to this Form 470 must offer the Lowest Corresponding Price

("LCP") see https://www.usac.org/e-rate/service-providers/step-2-responding-to-bids/lowest-corresponding-price/ .

Part requirements:

NNPS is seeking a firewall at each one of the District’s data centers. The addresses of the data centers are below

• 12511 Warwick Blvd, Suite A, Newport News, VA 23606

• 12580 Patrick Henry Drive, Newport News, VA 23602

Equivalent and compatible makes and models of equipment will be considered. The equipment listed below is desired by NNPS. Installation is required.

• Quantity of 2 – FortiGate 3201F or equivalent Next Generation Firewalls with threat protection bundles o Installation o Configuration o Training

• Quantity of 2 – Fortinet FortiManager Cloud Subscription License with premium support (FC1-10-MVCLD-227-60). 5 Year License is preferred.

• Quantity of 4 – Fortiswitch 424-E or equivalent Network Switches (Non PoE).

• Quantity of 8 - 10Gb SFP Modules (Short and Long Distance) https://www.usac.org/e-rate/service-providers/step-2-responding-to-bids/lowest-corresponding-price/

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AWARD

Award shall be made based on the overall most cost-effective solution for firewall services and related components requested in this RFP. The bid total will consider price of the eligible products and/or services as the primary factor. The intent of this RFP is to award a single contract for the full scope of the project, however award to more than one (1) Offeror may be considered if an alternate item(s) is deemed equivalent by and is in the best interest of NNPS. Bidder must provide a price for each item for the bid to be considered, otherwise the bid may be subject to disqualification. NNPS will consider all bids for alternate products with equivalent specifications to the descriptions meeting the specification listed in ’Attachment A – Pricing Schedule’. Offeror shall provide a manufacturer’s cut sheet for each alternate item submitted. NNPS reserves the right to request Bidder to provide a sample of any alternative item.

CONTRACT REQUIREMENTS

During the contract term and any and all extensions, the service provider shall provide the parts and products described in the contract. The service provider understands and agrees that this is a requirements contract and that NNPS shall have no obligation to the service provider if no parts and products are required. Any quantities that are included in the scope of work reflect the current expectation of NNPS. The quantities indicated are an estimate only and NNPS is under no obligation to the service provider to buy any amount of the parts and products as a result of having provided this estimate or of having any typical or measurable requirement in the past. The service provider understands and agrees that NNPS may require parts and products in an amount less than or in excess of the estimated quantities and that the quantity actually used, whether in excess of the estimate or less than the estimate, shall not give rise to any claim for compensation other than the total of the unit prices in the contract for the quantity actually required by NNPS.

B. SPECIFIC REQUIREMENTS

1. All parts and products offered and furnished shall be a standard first-quality product, new and unused, and listed in the bidder's regular published catalogue or price list(s).

2. Service provider shall package and label all material to reference purchase order number and contact name.

3. A brief description of the history and organization of the offeror’s company.

4. A description of at least three (3) similar projects completed by the offeror within the past two years to include personal references with contact information for each.

5. A general description of the techniques, approaches, and methods to be used in completing the project.

6. The equipment must be 100% compatible with the existing infrastructure management solution as applicable.

7. The awarded vendor must comply with state and local building code.

8. Service provider must receive all equipment and arrange for delivery to the district according to specific instructions from the district staff facilitating the receipt of goods.

9. Service Provider's E-rate SPIN number must be included in the proposal response.

10. Bidder must provide pricing for each item listed in the attached Pricing Schedule: Pricing Schedule “Attachment A –

Pricing Schedule”.

11. NNPS reserves the right to add similar parts and products or delete parts and products specified in the resultant contract as requirements change during the period of the contract. NNPS and the Service provider will mutually agree to prices for items/services to be added to the contract. Contract amendments will be issued for all additions or deletions.

12. During the course of the contract, NNPS may make emergency requests of the service provider, which requires immediate response. The service provide must make every reasonable effort to accommodate the needs of NNPS.

13. During the course of the contract, NNPS may purchase additional equipment from the service provider, which requires immediate response. The service provider must make every reasonable effort to accommodate the needs of NNPS.

14. The service provider’s sales/delivery ticket shall contain the following information:

a. Service Provider’s Name

b. Purchase Order Number

c. E-rate Funding Request Number (FRN)

d. Itemized list of equipment provided

e. Quantity, unit price of each item, and total of equipment.

f. Invoiced to Newport News Public Schools

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I V . SPECIAL INSTRUCTIONS TO THE OFFEROR

Definitions

Issuing Office:

Wherever used in this Request for Proposal, Issuing Office will be:

Shannon Bailey, VCCO, VCO Director of Procurement Newport News Public Schools Purchasing Department 12465 Warwick Boulevard Newport News, VA 23606-3041 Phone: (757) 591-4560 x10752 Fax: (757) 591-4593 Email: shannon.bailey1@nn.k12.va.us

NNPS Contract Administrator:

Wherever used in this Request for Proposal and for purposes of any notices under this contract, the NNPS Contract Administrator will be:

David Saunders Information Security Analyst 12465 Warwick Boulevard Newport News, VA 23606-3041 Phone: 881-5461, x12134 Email: david.saunders@nn.k12.va.us

A. Contact with NNPS Staff, Representatives, and/or Agents:

Direct contact with NNPS staff, representatives, and/or agents other than Purchasing Department staff on the subject of this RFP or any subject related to this RFP is expressly prohibited except with the prior knowledge and permission of the Purchasing Agent.

B. Offerors of Record:

Offerors receiving a copy of this RFP from a source other than the Issuing Office via www.eva.virginia.gov must contact the Issuing Office and provide Offeror’s name, address, contact person, telephone and fax number, and the RFP Item Number. Offeror will be added to the eVA Planholders’ list and will receive notification of any addenda to the RFP.

C. Preproposal Conference (Non-mandatory) A pre-proposal conference will be held virtually on ZOOM on January 25, 2024 at 3:00 PM EST to answer any questions regarding this RFP at the following link, meeting ID, and password.

Join Zoom Meeting link:

https://nn-k12-va-us.zoom.us/j/89653183736?pwd=cTRMSk5uTjU3WFRjeXFlUzBvdHB6dz09

Meeting ID: 896 5318 3736 Passcode: 594125 mailto:david.saunders@nn.k12.va.us http://www.eva.virginia.gov/ https://nn-k12-va-us.zoom.us/j/89653183736?pwd=cTRMSk5uTjU3WFRjeXFlUzBvdHB6dz09

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Any changes determined necessary as a result of this conference or any other source that may affect the responses to the Proposal will be formally addressed by the Issuing Office via addenda. Attending this conference is not mandatory, but advisable.

D. Questions:

Offerors must submit questions regarding the Request For Proposal in writing to the Issuing Office to shannon.bailey1@nn.k12.va.us no later than 4:00 PM - EST on January 30, 2024. Necessary replies will be issued to all Offerors of record as addenda that shall become part of the contract documents. Oral instructions do not form a part of the Proposal documents.

Offeror is responsible for checking the NNPS Purchasing webpage, eVA.virginia.gov web site or contacting the Issuing Office within 48 hours prior to Proposal closing to secure any addenda issued for this RFP.

E. Changes or Modifications:

Changes or modifications to this Request for Proposals made prior to the date and time of closing will be addressed by addenda from the Issuing Office. Offerors are to acknowledge receipt of addenda in the space provided on the cover page of this Request for Proposal. Oral communications are not a part of the Proposal documents. This RFP and any addenda shall be incorporated, by reference, into any resulting contract.

F. RFP Closing:

Offeror shall ensure its Proposal is time stamped by the Issuing Office no later than the Closing Date and Time shown on the cover page of this Information for Proposal. Proposals received after the specified date and time (timestamped 2:01PM - EST or later) will not be considered and will be returned to the Offeror unopened.

G. Proposal Submittal Requirements:

1. Each Proposal submission shall be submitted to the Issuing Office and shall include the following documents:

a) The cover page of this Request for Proposal, which will contain:

1) Original signature of an agent authorized to bind the company;

2) Requested contact information;

3) Company FEI/TIN number; and,

4) Acknowledgment of any addenda on page one (1);

b) Vendor Pricing Schedule requested in this RFP

c) Completed and signed anti-collusion/nondiscrimination clauses on page 2;

2. Offerors are encouraged to submit their Proposals on recycled paper and to use double-sided copying.

3. Proposals must be submitted utilizing the following requirements:

a) Offerors shall submit proposals in a sealed envelope or package, and clearly label the shipping/mailing packaging as well as the outside of your envelope or package with the Request for Proposal's item number, RFP number, date and time of the RFP closing, and the Offeror’s name and address.

Proposals received by telephone, telegraph, facsimile, or any other means of electronic transfer shall not be accepted.

b) Submit the one (1) original, four (4) copies and one (1) electronic copy (CD or USB drive) of the proposal.

The CD must be a:

• “standard compact disk (CD) [using 780 nm wavelength laser diode light]; or a digital video disk or digital versatile disc” (DVD) [using 650 nm wavelength laser diode light-Note: Blue-ray™disks are not acceptable]. The media shall be capable of being read in a standard personal computer (PC) CD or DVD-drive. The media shall use a “standard” CD-file system format [ISO 9660], be virus-free, and may contain PC files in any of the following formats:

• Adobe(c) Personal-Document-Files (pdf), version 9.0 or greater

• Microsoft(c) Word ‘document’ files (doc), version 12, or greater (Word 2007)

• Microsoft(c) Excel ‘spreadsheet’ files (xls), version 12 or greater (Excel 2007) mailto:shanno.bailey1@nn.k12.va.us

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• Microsoft(c) Powerpoint ‘presentation’ files (ppt), version 12 or greater (PowerPoint 2007)

• American Standard Code for Information Interchange (ASCII) text (txt) (e.g. Microsoft(c) Notepad, any version).

• Tagged Information Format (tif or TIFF) files

c) Proposals must include all elements noted in the “Preparation of Proposals” section below.

d) Include a statement setting forth the basis for protection of proprietary information, if any, as detailed in the “Proprietary Information/Disclosure” section.

4. Proposals are to be organized in the following tabs:

Tab 1 – Executive Summary The executive summary should include but not limited to:

• Background information about the organization (philosophy, ownership, size, facilities, locations, etc.)

• Size and location of the office that will serve NNPS.

• Offeror’s qualifications to perform the services, including all resources available to the Offeror during the performance of the contract.

• Qualifications and resumes of all personnel providing services for the duration of the contracted services.

• A copy of certificate verifying the firm is registered to do business in the Commonwealth of Virginia.

Tab 2 – Methodology and Tools To Include but not limited to the following:

• An overview of the Offeror’s understanding of the Statement of Need

• The firm’s written technical plan and best practical approach towards providing an audit of Newport News

Public Schools data systems and networks as described in the Statement of Needs. Describe the approach for all services listed within the Statement of Needs (What, when, and how services will be performed, and time frame for completion (to include all deliverables)

• Provide detail list of any scanning tools, equipment, etc. that the Offeror will use to complete the audit.

• Provide a list of all hardware or software options that will be used.

Tab 3 – Deliverables Include an assessment report for EACH requested service to include:

• An executive summary of services performed

• Scope of services performed

• Detailed results of identified by performed tests and/or analyses

• Detailed explanation of the implications of the identified vulnerabilities, the business impact, and the potential risks

• Detailed steps of immediate mitigation of the associated risks

• Recommended high-risk areas for immediate attention, as applicable

Tab 4 – Financial Proposal (To include price)

• The firm’s financial proposal and relevant terms including discounts, a breakdown of overall costs (per service as listed in Statement of Needs) to include any fees associated with the delivery of services.

• Completed price sheet (Attachment A) must include all applicable cost components in final price.

• The Offeror’s price will be subject to negotiations.

• After negotiations and award of this contract, the Successful Offeror’s pricing for the services provided under this contract shall be a firm fixed price for the duration of the contract and any extensions.

• Offeror is to identify any NNPS resources required.

• If Offeror intends to subcontract any part of work under this contract, the Offeror shall indicate which services or functions will be subcontracted.

• Include a copy of the three (3) most recent annual reports and financial statements for each quarter since the last annual report to date. If company is privately held, supply sufficient information to document the Company’s financial status and capability to perform under this contract. Include any financial ratings held by the firm with

13 | P a g e date of rating, and legal name of company to which the rating applies.

Tab 5-Experience Include experience and qualifications of assigned personnel as it relates to the Statement of Needs. Description should include but not limited to:

• Offeror’s established experience record in providing comparable services to organizations similar to

NNPS .

• Number and types of customers the Offeror has served with comparable services.

• Statement detailing why the Offeror is fully qualified and most suitable candidate to provide NNPS with the services required within the RFP.

• Include a minimum of four (4) references for which the Offeror has completed services comparable to those described herein. Two (2) of the references must be for active accounts and two (2) must be recently(within the past 5 years) terminated accounts. (The terminated accounts should not be those that were terminated due to solely to merger, acquisition, or other such industry action.) Include references for work performed in an environment comparable to NNPS. For each reference detail the following:

• Name and Address of Firm

• Name, title, address, email address, phone number and fax of a contact for the firm

• Number of years Offeror has severed the firm

• Brief summary of scope of services provided

• Information detailing project of similar scope that the Offeror is currently engaged in; to include name and address of firm, name, title, address email address, and phone number of contact within firm

Tab 6-Proprietary Information

• Include a statement setting forth the basis for protection of proprietary information, if any, as detailed in the

“Proprietary Information/Disclosure” section. Include trade secrets or proprietary information that shall not be subject to public disclosure under the Virginia Freedom of Information Act, the Offeror must invoke the protection of Code of Virginia, § 2.2-4342F, in writing, prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

Tab 7-Exceptions/Deviations

• Detail any exceptions taken to the Statement of Needs and Terms and Conditions section of the RFP. For each exception, specify the RFP page number, section number, and the exception taken. The Offeror should not incorporate its standard contract document into its proposal by reference or in full text, without listing the exception taken to the Statement of Needs/Terms and Conditions section of the RFP.

Offerors may present alternative methods to the Statement of Needs outlined in the RFP. However, unsolicited optional and/or alternative offers should first present a response to NNPS objectives detailed in the Statement of Needs section of the solicitation. Offerors must address all evaluation criteria, with respect to any alternate solutions proposed. Exceptions and/or alternatives will be subject to negotiations.

H. Evaluation of Proposals:

1. After the RFP closes, NNPS will select for further consideration one or more Offerors deemed to be fully qualified and best suited among those submitting proposals based on Offerors’ responses to the information requested in this

RFP.

2. In assessing responses to the RFP, consideration will be given to several factors, including, but not limited to, the conformity of the responses to the specifications of the RFP, the competency and responsibility of Offerors, the ability of the Offerors to perform satisfactory service, and the dollar amounts of the proposals. Overall proposal rating include:

• Exceptional: Submission exceeds expectations, has an excellent probability of success in achieving all objectives. Very innovative.

• Good: Very good probability of success. Achieves all objectives in a reasonable fashion.

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• Acceptable: Has reasonable probability of success. Some objectives may not be met.

• Poor: Falls short of expectations and has a low probability of success.

• Unacceptable: Submission fails to meet requirements and the approach has no probability of success.

3. NNPS shall assess each response in accordance with the criteria weighted detailed below:

Criteria Weight Methodology and Tools 30 points Deliverables 20 points Price 35 points Experience 15 points Total 100 points

4. Exceptions/Alternatives will also be considered.

5. Based on the initial evaluation, NNPS may request the selected Offerors to make oral presentations and provide product demonstrations. Thereafter, NNPS will conduct negotiations with each of the selected short-listed Offerors.

Individuals representing the Offeror during negotiations shall have the authority to negotiate and contractually bind the company to a contract.

6. After negotiations are completed, NNPS will select the Offeror who, in NNPS’s opinion, has made the best proposal and shall award the contract to that Offeror (referred to in this RFP as the Successful Offeror). Should NNPS 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.

7. NNPS is not required to furnish a statement of the reason(s) why a proposal was not deemed to be the most advantageous.

I. Presentation/Demonstration:

If in NNPS’s opinion, vendor presentations or demonstrations of the Offeror’s proposed system’s features and capabilities are warranted, NNPS will notify the appropriate vendors. Such presentation or demonstration will be at an NNPS site at a date and time mutually agreed to between NNPS and Offeror and will be at the Offeror’s expense.

I. Cost of Responding:

This solicitation does not commit NNPS to pay any costs incurred by the Offeror or any other party in the preparation and/or submission of proposals or in making necessary studies or designs for the preparation thereof, nor is NNPS obligated to procure or contract for such services.

V. GENERAL TERMS AND CONDITIONS

A. Contract Document:

This RFP, its addenda, Successful Offeror’s proposal, any additional information requested, and negotiated changes and will constitute the final contract hereafter referred to as this “contract”. These documents will be incorporated by reference into the NNPS purchase order awarding this contract. This contract shall be governed by the contract documents in the following order of precedence:

1. This RFP document;

2. Any negotiated changes to the foregoing documents; and

3. Offeror’s proposal

B. Proposal Binding for One-hundred Twenty (120) Days:

Offeror agrees that its Proposal shall be binding and may not be withdrawn for a period of one-hundred

(120) calendar days after the scheduled closing date of this Request For Proposals.

C. Proprietary Information/Non-Disclosure:

Offeror is advised that the Virginia Public Procurement Act (Section 2.2-4342, Code of Virginia, 1950 as

15 | P a g e amended)shall govern public inspection of all records submitted by Offeror. Specifically, if Offeror seeks to protect any proprietary data or materials, pursuant to Section 2.2-4342, Offeror shall:

1. Invoke the protections of this section prior to or upon submission of the data or other materials,

2. Provide a statement that identifies the data or other materials to be protected and that states the reasons why protection is necessary.

3. Submit trade secrets or other proprietary information under separate cover in a sealed envelope clearly marked “PROPRIETARY”.

4. Information submitted that does not meet the above requirements will be considered public information in accordance with State statutes.

5. NNPS reserves the right to submit such information to the NNPS attorney for concurrence of the Offeror’s claim that it is in fact proprietary.

6. References to the proprietary information may be made within the body of the Proposal; however, all information contained within the body of the Proposal shall be public information in accordance with State statutes.

7. Trade secrets or proprietary information submitted by an Offeror in conjunction with this RFP is not subject to public disclosure under the Virginia Freedom of Information Act (VFOIA).

8. Information submitted that does not meet the above requirements will be considered public information in accordance with the VFOIA.

9. An all-inclusive statement that the entire Proposal is proprietary is unacceptable. A statement that Offeror’s costs and/or Proposal pricing are to be protected is unacceptable. Offeror will be requested to remove any such statement(s) in order to be eligible for further consideration.

D. Contract Modification(s):

After award, any and all modifications to this contract shall be mutually agreed to by both parties, in writing, and authorized by the NNPS Purchasing Agent or his designee via issuance of a change order (purchase order).

E. Offeror Obligation:

Offeror shall carefully examine the contents of this Request for Proposals and any subsequent addenda.

Failure to do so shall not relieve the Successful Offeror of its obligation to fulfill the requirements of any contract awarded as a result of this RFP.

F. Conditions of Work:

Offeror shall inform itself fully of the conditions relating to services required herein. Failure to do so will not relieve a Successful Offeror of the obligation to furnish all goods and/or services necessary to carry out the provisions of this contract.

G. Prime Contractor:

If in its performance of this contract, Successful Offeror supplies goods or services by or through another party or subcontractor, Successful Offeror agrees that:

1. Successful Offeror shall act as the prime contractor for the goods and services to be provided under contract and shall be the sole point of contact with regard to all obligations under this contract.

2. Successful Offeror represents and warrants that Successful Offeror has made third parties or subcontractorsaware of the proposed use and disposition of the other party’s products or services, and that such other party has agreed in writing that it has no objection and that NNPS is not liable to such third parties or subcontractors for any work performed under this contract.

3. The use of subcontractors and the work they perform must receive the prior written approval of NNPS. NNPS will designate a Contract Administrator to approve such work.

4. Successful Offeror shall be solely responsible for all work performed and materials provided by subcontractors.

5. Successful Offeror shall be responsible for the liability of subcontractors for the types and limits required of the Successful Offeror under this contract.

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H. Subcontractors:

Contractor's use of subcontractors and the work they are to perform must receive written approval from the Contract Administrator at least ten (10) calendar days prior to the work being performed. Contractor shall be solely responsible for all work performed and materials provided by subcontractors. Contractor shall be responsible for the liability of subcontractors for the types and limits required of the Contractor.

I. Non-Assignment:

Successful Offeror shall not assign its rights and duties under this Agreement without the prior written consent of the NNPS Contract Administrator.

J. Antitrust:

Any perceived anti-trust violation will be reported to the State Attorney General for possible enforcement of anti-trust laws.

K. Anti-collusion/Nondiscrimination Requirements Form:

The attached “Anti-collusion/Nondiscrimination Requirements” form, on page 2 of this RFP, shall be executed by Offeror and is to be submitted with Offeror’s Proposal. The requirements set forth on said form shall be considered to be binding terms and conditions in any contract resulting from this RFP. A contract will not be awarded to an Offeror who has not signed the anti-collusion/nondiscrimination statement.

L. Compliance with Federal, State, and Local Laws and Federal Immigration Law:

Contractor does not, and shall not during the performance of the contract for goods and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986.

M. Hold Harmless/Indemnification:

It is understood and agreed that Successful Offeror hereby assumes the entire responsibility and liability for any and all material damages to persons or property caused by or resulting from or arising out of any act or omission on the part of Successful Offeror, its subcontractors, agents or employees under or in connection with this Contract or the performance or failure to perform any work required by this Contract. Successful Offeror agrees to indemnify and hold harmless NNPS and its agents, volunteers, servants, employees and officials from and against any and all claims, losses, or expenses, including reasonable attorney's fees and litigation expenses suffered by any indemnified party or entity as the result of claims or suits due to, arising out of or in connection with (a) any and all such damages, real or alleged, (b) the violation of any law applicable to this Contract, and (c) the performance of the work by Successful Offeror or those for whom Successful Offeror is legally liable. Upon written demand by NNPS, Successful Offeror shall assume and defend at Successful Offeror's sole expense any and all such suits or defense of claims made against NNPS, its agents, volunteers, servants, employees or officials.

N. Notices:

1. All notices, requests, demands, and elections under this Contract, other than routine operational communications, shall be in writing and shall be deemed to have been duly given on the date when hand-delivered, or on the date of the confirmed facsimile transmission, or on the date received when delivered by courier that has a reliable system for tracking delivery, or six (6) NNPS business days after the date of mailing when mailed by United States mail, registered or certified mail, return receipt requested, postage prepaid. All notices shall be addressed to the following individuals:

To NNPS: NNPS Contract Administrator as designated in this RFP.

To Successful Offeror: Successful Offeror’s Contract Administrator as defined in Successful Offeror’s Proposal.

2. Either party may from time to time change the individual(s) to receive notices and/or its address for notification purposes by giving the other party written notice as provided above.

O. Non-Performance:

1. Delivery Delays: NNPS reserves the right to procure goods and/or services to be provided under this

Contract from other sources in the event Successful Offeror fails to deliver such goods and/or service deliverables in accordance with delivery dates and time frames set forth in this Contract.

2. Unacceptable Deliveries (Rejections): Upon notification by NNPS that goods and/or service

17 | P a g e deliverables provided by the Successful Offeror under this Contract are damaged and/or not…