864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

SHAWNDA STOVALL DR. MALINDA B. COBB BOBBY A. SMITH, CPA

President Interim Superintendent of Schools Chief Financial Officer

SCHOOLS and LIBRARIES CYBER SECURITY PILOT PROGRAM

FORM 470 – CBR420250538

BID COVER SHEET

DATE:

SLD SPIN #

VENDOR

NAME:

ADDRESS:

PHONE:

CONTACT

NAME:

EMAIL:

BOND REQUIRED

BID BOND ATTACHED: ____________YES _________NO

Addendum(s) Acknowledged: (If Applicable)

Yes #______________ Dated _______________ Yes #______________ Dated _______________

BIDS DUE BY 3:00 P.M. EST, TUESDAY, AUGUST 5, 2025

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

SHAWNDA STOVALL DR. MALINDA B. COBB BOBBY A. SMITH, CPA

President Interim Superintendent of Schools Chief Financial Officer

TO: BIDDING VENDORS

FROM: RICHMOND COUNTY SCHOOL SYSTEM

DATE: June 13, 2025

SUBJECT:

SCHOOLS and LIBRARIES - CYBER SECURITY PILOT PROGRAM

FORM 470-CBR420250538

You are invited to submit a sealed bid to contract with the County Board of Education of Richmond County, Georgia, (hereinafter referred to as “Richmond County School System”, “RCBOE” or “Owner”) to provide a comprehensive cybersecurity solution that addresses the security needs across our digital infrastructure regarding E-Rate 2025 Form 470-

CBR420250538.

STANDARD TERMS AND CONDITIONS

1. TIME AND PLACE: Bids will be received by the Richmond County School System until 3:00 p.m. local time on Tuesday, August 5, 2025, at 864 Broad Street, Augusta, Georgia 30901. No extension of the bidding period will be made.

2. LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

3. BID FORM: All bid pricing must be made on the included bid form. Itemization will be your own form. All bid prices must be filled in with ink or typewritten. You must also include a digital copy of your proposal on a usb flash drive.

RICHMOND COUNTY SCHOOL SYSTEM INFORMATION TECHNOLGY

JUNE 13, 2025 SCHOOLS and LIBRARY CYBER SECURITY PILOT

PROGRAM FORM 470-CBR420250538

4. DELIVERY AND FREIGHT REQUIREMENTS: Bid prices will include delivery and freight charges with delivery to be made to the Richmond County School System.

5. SEALED BID REQUIREMENT: Each bid (an original and one digital copy (via usb flash drive) must be submitted in a sealed envelope addressed to Dr. Malinda B. Cobb, Interim Superintendent; c/o Mr. Bobby Smith, Chief Financial Officer; Richmond County School System; 864 Broad Street; Augusta, Georgia, 30901. Each sealed envelope containing a bid must be plainly marked on the outside “Schools and Libraries Cyber Security Pilot Program” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Malinda B. Cobb, Interim Superintendent, c/o Mr. Bobby A. Smith, Chief Financial Officer, Richmond County School System, 864 Broad Street, Augusta, GA 30901.

6. E-RATE COMPLIANCE AND FUNDING CONDITIONS: Vendor understands and agrees that this RFP is promulgated pursuant to the seeking of “E-Rate” funding. Accordingly, by participating in this process, vendor certifies that it is and will continue to be in comply by following all the requirements of this program. Further, vendor understands and acknowledges that the actual execution of any contract awarded as a result of this RFP process are contingent upon 1) Securing of the requested funding from USAC, and

2) The Richmond County School System deciding to move forward when such funding has been granted. Notwithstanding these contingencies, the Richmond County School System may also decide to move forward with any of these projects using other funding sources.

7. CONTRACT PERIOD: Anticipated award date is August 19, 2025 with all work being completed within 3 years. It is anticipated that the contract will be signed by/on August 26, 2025. The 471 will be filed as soon possible after that date. Once the 471 is filed, it will be reviewed and a decision will be made on the funding along with an FCDL (Funding Decision Letter). Once the FCDL is received, a form 486 needs to be filed where the starting dates can be set. Service delivery of recurring services shall start upon receipt of an FCDL(s) for the services requested, and of an accepted filing of an associated form 486. The term for the services shall be 36 months unless extended for no more twelve (12) one-month extensions approved by RCSS, awarded vendor and USAC.

8. Bidders should be familiar with the information required for the District to file Cybersecurity as found in the “Schools and Libraries Cybersecurity Pilot Program Description of Services Ordered and Certification Form User Guide FCC Form 471” located at https://www.usac.org/wp-content/uploads/e-rate/documents/cyber_pilot/tip_sheets/Pilot-FCC-Form-471_UserGuide.pdf

Specifically noting data required in the “Manage FRN Line Items” section starting on page 19 and through page 21. This application is not for a consortium so pages 22 and 23 do not apply.

https://www.usac.org/wp-content/uploads/e-rate/documents/cyber_pilot/tip_sheets/Pilot-FCC-Form-471_UserGuide.pdf https://www.usac.org/wp-content/uploads/e-rate/documents/cyber_pilot/tip_sheets/Pilot-FCC-Form-471_UserGuide.pdf

9. PROOF OF INSURANCE: The contractor will be required to carry Workmen’s Compensation Insurance, Contractor’s Protective Liability Insurance, Personal Injury, including death limits of $100,000 for each person and $250,000 for each accident; Property Damage limits of $50,000 for each accident and $100,000 for the aggregate of operations. Certificates of Insurance must be sent to Richmond County School System. prior to commencement of work.

10. BID BONDS: Bid must be accompanied by a bid bond in the amount of not less than 5% of the base bid. Personal checks, letters of credit, etc. are NOT acceptable. The successful bidder will be required to furnish performance and payment bonds in an amount equal to 100% of the contract price.

11. CERTIFICATION: Upon notification of acceptance of the bid, and at the request of the Director for the Information Technology Department for the Richmond County School System, the vendor will provide certification that their product meets or exceeds the specifications presented by this invitation.

12. REJECTION OF BIDS: The Richmond County School System reserves the right to reject, in whole or in part, any and all bids received, to waive technicalities, or to negotiate any term(s) or provision(s) of such bids as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all bids for use by the Richmond County School System. Disqualification of bids will occur under the following circumstances:

A. Failure to submit response(s) to this RFP in a timely fashion as specified on page

2 under item #2 in the Standard Terms and Conditions.

B. Failure to submit required information (non-responsive bid). In this instance, and prior to disqualification, the Richmond County School reserves the right to request immediate clarification of any information found lacking. Failure to respond promptly will be cause for disqualification.

C. The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous bids or bids which are uncertain as to terms or compliance with specifications.

13. RIGHT TO RE-BID: The Richmond County School System reserves the right to reject any and all bids. The right is reserved to reject any and all quotations, to omit any items called for or to accept the bid deemed best for the Richmond County School System.

14. NON-WITHDRAWAL PERIOD: Bids may not be withdrawn after submission date.

15. STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year:

O.C.G.A. 20-2-506:

“Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty

(30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.”

16. JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Jurisdiction and venue will be that of a court of competent jurisdiction in Richmond County, Georgia.”

17. BUY OUT CLAUSE: If in the event the contractor sells, transfers or relinquishes, whether voluntarily or by operation of law, their ownership interest in the corporation, partnership or proprietorship identified under this agreement, this agreement shall terminate unless the prior written consent has been granted by the Richmond County School System. Such consent shall not be unreasonably withheld. The contractor shall promptly notify the Richmond County School System of any actual or proposed change in, transfer or acquisition by another party of control of said corporation, partnership, or proprietorship. For purposes of this document, the word “control” as used herein is not limited to major stockholders but includes actual working control in whatever manner exercised. Any approval by the Richmond County School System of transfer of ownership or control shall be contingent upon the prospective controlling party becoming a signatory to the agreement and otherwise complying with all the terms and conditions herein.

18. CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable products or services, the Richmond County School System reserves the right to make other temporary arrangements for the procurement of network infrastructure.

19. DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender, or who has been convicted of sexual abuse, to any school building or school property when students are attending school or a school-related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT “1” for Sex Offender Acknowledgement Form.

20. E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41- 4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT “2” for E-Verify Affidavit Form.

21. SMOKE FREE ENVIRONMENT: In order to promote a tobacco free environment in our school system, all visitors are prohibited from smoking or using tobacco or smokeless tobacco products while on school board property.

22. AWARD METHOD: Vendor selection will follow USAC guidelines where cost is the primary selection factor for proposals meeting specifications. The Richmond County Board of Education reserves the right to award this contract based on lowest responsible and responsive bidder meeting specifications and overall general value received. Vendor selection will follow USAC guidelines where cost is the primary selection factor for proposals meeting specifications.

23. TIME OF THE ESSENCE: Failure of the successful vendor to deliver the merchandise or service within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs and will forfeit the bid bond.

24. TAX EXEMPT: The Richmond County School System is exempt for State sales taxes. Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

25. QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING

THIS BID: All communications concerning this bid must be submitted in writing by electronic mail only to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins (706) 826-1298 Email perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

The originating department may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before JULY 2, 2025; 12 NOON.

On Monday, July 7, 2025 all questions and answers will be posted on www.rcboe.org/bids and the USAC website.

26. ADDENDUMS: In the event an addendum becomes necessary, it will originate in the Business Office and will be distributed via the website www.rcobe.org/bids, and addended to the form 470 on the USAC website. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form. No Addenda will be published after July 7, 2025.

27. INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcboe.org/bids http://www.rcboe.org/bids http://www.rcobe.org/bids http://www.rcobe.org/bids

SPECIFICATIONS FOR E-RATE 2025

CYBER SECURITY – FORM 470 – CBR420250538

The Richmond County School System is seeking proposals from qualified vendors to provide a comprehensive cybersecurity solution that addresses the security needs across our digital infrastructure. The proposed solution should deliver a robust, enterprise-grade platform that enhances the district’s ability to detect, prevent, respond, and recover from evolving cyber threats.

By adopting an integrated threat detection and response platform, the district will strengthen its overall security posture, protect student and staff sensitive data, support the digital learning environments, and maintain compliance with K-12 cybersecurity standards. This solution will also ensure that instructional and operational systems remain secure, reliable, and resilient.

The following information is intended for vendors responding to the Richmond County School System’s E-Rate 2025 Form 470-CBR420250538. A site survey or assessment is not required as part of the bid preparation process. The details provided within the RFP offer a comprehensive overview of the Richmond County School System’s environment and should be sufficient for developing a complete response. RCBOE will not accept separate bids for individual components of this project.

A single, integrated solution from one vendor is required.

Vendors should submit a detailed and organized proposal that directly addresses all requirements outlined in the RFP. Proposals must reflect a clear understanding of the school system’s environment and needs, and should include relevant technical specifications, implementation approaches, timelines, and complete costs. Vendors are encouraged to showcase their experience, qualifications, and any value-added services that align with and support the goals of this RFP.

GOAL:

o Ensure full compliance with K-12 cybersecurity standards, including FERPA, CIPA, and Title IVA.

o Enhance endpoint threat detection, prevention, and response capabilities across the district o Achieve security and protection across all endpoints, network traffic, and cloud-based systems, through centralized log aggregation and behavior threat analysis o Improve the speed and accuracy of detecting and containing threats such as ransomware and data exfiltration.

o Strengthen the district’s cybersecurity posture through real-time threat monitoring and automated response mechanisms.

o Enhance or supplement existing antivirus and device protection tools with a more advanced, integrated cybersecurity solution

SCOPE

o Monitor different types of network traffic flow within and across the technology environment o Detection of Ransomware and data exfiltration activities o Real-time blocking of Threats o Real-time monitoring and alerting o Real-time identity threat detection and response o Identity protection with prioritization of critical assets (systems and users) o Automated Threat hunting capabilities o Manual threat hunting capability o Incident triage, escalation, and reporting o Automated incident response o Actionable, timely, and context-tailored Remediation guidance o After Business hours containment and isolation of incidents o Monitor Multiple Tenants from a single Dashboard o Role-Based activity Dashboards for school Technicians to support minor incidents o Built-in dashboards and reports o Custom Reports capability o Generate scheduled reports o Ability to export log data/reports for compliance purposes o CISO or MDR team Reviews o 24/7/365 Security Operation Center o U.S.-based analysts

Technical Requirements o Minimal impact on network performance and endpoint resources o Ingest and correlate data from multiple security layers using SIEM, XDR, or NAC technology o Support for cloud-based and hybrid environments (e.g., on-prem servers and cloud SaaS platforms) o Audit logging of administrative actions o Integrate with SAML authentication o Annual External Penetration Test

Deployment, Training, & Support o Implementation timeline (from start to go live) o Documentation and onboarding materials o Product onboarding and administrator training o Ongoing technical support o knowledge transfer

Performance & SLA Requirements o Multiple communication support channels o SLA for response times (critical, high, medium, low) o Escalation procedures o Uptime and availability targets (Monthly or Yearly) o Redundancy and Resilience SOC o CISO or MDR team review frequency

Vendor Requirements o Company background o Reference o Offered solution (architecture, deployment model) o References from K-12 or government agencies o Industry recognized Controls and Standards o Current SOC’s Compliance documentation o Organization/ Platform Certifications o Key Contact Information, i.e., Project Manager, Engineer, Technical Lead, Escalation POC Support/help desk, billing, etc.

Proposal cost and Total Cost of Ownership Provide detailed itemization where applicable:

o Product Cost to include the following:

-# of devices and device types, i.e., users, servers, etc.

-features, add-ons -one-time\reoccurring costs -discounts, multi-year options, or educational pricing models o data ingestion and/or storage o Licensing scalability with growth or reduction o Support and maintenance fees o Project implementation o Incident Response Retainer hours (service included) o Annual Pen Test

ENVIRONMENTAL OVERVIEW:

Richmond County School System Assets

Counts

Data Center (RCBOE) 1

Windows Devices 17,000

Chrome Books 29,000

MacOS 150

Servers 165

PAL ATO Firewalls 5220 2

Aruba Switches 3810 817

Aruba Switches 6300 67

Aruba Switches 2500 42

Public IP Addresses 5000

Cloud Tenants (Google & Microsoft Azure) 2

Local Active Directory 1

High Schools 9

Middle Schools 9

Elementary Schools 30

Special Schools 7

District operational Departments 4

E-RATE 2025 PROGRAM:

Many items in the Bid Documents may be partially funded through the federal E-rate program administered by the Schools and Libraries Division (SLD) of the Universal Service Administrative Corporation (USAC). These items include Enhanced CAT6e and twisted pair cable and associated installation costs as well as switches, routers and firewalls. For this reason, all bidders must register with USAC and have a Service Provider Identification Number (SPIN) assigned. More information about the E-rate program and obtaining a SPIN can be found at the School and Library Division’s web site at http://www.universalservice.org/sl by clicking on the “Service Providers” box.

In those cases where goods or services receive E-rate funding, Richmond County School District will pay its share of the costs and will require the service provider to directly invoice the E-Rate program for the remainder of the funding.

http://www.universalservice.org/sl

E-RATE 2025

CYBER SECURITY FORM 470-CBR420250538

BID FORM

Due: AUGUST 5, 2025

NO LATER THAN 3:00 P.M.

ITEM DESCRIPTION TOTAL PRICE

Cyber Security Solution

Your proposal must include an itemized price list of services.

You must turn in one paper copy of all required documents and one digital copy (usb flash drive). RCSS will receive sealed bids per the instructions outlined in #5 under Standard Terms and Conditions and Conditions on page 3 of this document.

Company:

Address:

Phone No.:

Authorized Representati ve:

Date:

EMAIL:

SIGNATURE: ______________________________________________________________________________

E-RATE 2025 ATTACHMENT “1”

CYBER SECURITY FORM 470-CBR420250538

SEX OFFENDER ACKNOWLEDGEMENT FORM

Read, sign and return this form to the Richmond County Board of Education along with bid:

The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A.

§35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract.

The Contractor (or Vendor) is certifying to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding my or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Company Name: _____________________________________________________________________________________

Contractor (or Vendor) signature

Date signed

Witness signature Date signed

E-RATE 2025 ATTACHMENT “1”

CYBER SECURITY FORM 470-CBR420250538

E-VERIFY AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Richmond County School System

By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number:

Date of Authorization:

Name of Project: ERATE 2025 CYBER SECURITY

Solicitation Number (if applicable): FORM 470 – CBR420250538

Name of Public Employer: Richmond County School System

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on , _, 202 in (city), (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,202 .

NOTARY PUBLIC _______________________________________________________________________________________________ My Commission Expires:

1 F 2

BID FORM