Cybersecurity Equipment Procurement

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
REQUEST FOR PROPOSALS
Cybersecurity Equipment Procurement
Issued by
Upshur County Commission
91 West Main Street, Suite 101
Buckhannon, West Virginia 26201
RFP Title Cybersecurity Equipment Procurement
Funding Program State and Local Cybersecurity Grant Program (SLCGP)
Subaward Number 23-CYBER-39
Federal Award Number EMW-2023-CY-00062
Issue Date September 10, 2026
Proposal Due Date and Time October 7, 2026 no later than 4:00 p.m.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
Table of Contents
1. Introduction and Invitation
2. Background
3. Procurement Objectives
4. Scope of Work
5. Minimum Vendor Qualifications
6. Proposal Submission Requirements
7. Proposal Schedule
8. Questions and Communications
9. Evaluation and Award
10. Federal Grant and Procurement Compliance
11. General Terms and Conditions
12. Required Forms and Certifications
13. Proposal Submission Checklist
Appendix A: Equipment Schedule
Appendix B: Office Deployment Matrix
Appendix C: Vendor Certification Language
1. Introduction and Invitation
The Upshur County Commission invites qualified vendors to submit proposals for the purchase and delivery of
cybersecurity-related network, server, endpoint, storage, wireless, and supporting technology equipment. The
County intends to use this procurement to support its cybersecurity modernization efforts and to replace or upgrade
outdated or unsupported hardware across County offices and agencies.
This procurement is associated with the State and Local Cybersecurity Grant Program (SLCGP). Vendors are
expected to submit complete, responsive, and competitive proposals that meet the requirements of this RFP,
applicable County procurement procedures, and all applicable federal and state grant requirements.
2. Background
Upshur County has stated that its cybersecurity and IT strategy is based on guidance from its managed service
provider and aligned with the NIST Cybersecurity Framework to the extent the County can participate in and fund
required upgrades. The County has also documented efforts related to CISA services, MS-ISAC participation, NCSR
auditing and compliance requirements, and cybersecurity improvement activities under the SLCGP.
The approved project is focused on upgrading or replacing outdated and unsupported hardware throughout the
County's IT infrastructure. The requested equipment includes firewalls, switching, wireless access points, servers,
network attached storage and backup equipment, mobile connectivity equipment, workstations, laptops or
equivalent endpoint devices, monitors, and related cybersecurity equipment.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
3. Procurement Objectives
* Obtain competitive proposals for the equipment listed in Appendix A.
* Ensure proposed equipment is new, unused, current-production or manufacturer-supported, and suitable for
governmental cybersecurity and infrastructure operations.
* Maintain full and open competition, including the use of brand-name-or-equal specifications where specific
models are listed for reference.
* Support County cybersecurity improvements involving network protection, endpoint reliability, backup and
recovery, vulnerability reduction, and modernization of unsupported equipment.
* Ensure all purchases comply with applicable federal award conditions, County procurement procedures, and
applicable state and local requirements.
4. Scope of Work
The selected vendor or vendors shall provide the equipment identified in Appendix A and, where applicable,
manufacturer subscriptions, security licensing, warranty coverage, and related accessories required for the
equipment to be complete and operational. Unless specifically authorized in writing by the County, this RFP is
intended primarily for equipment procurement and delivery. Installation, configuration, and production testing may
be performed separately by or through the County's designated technology support resources.
4.1 Required Deliverables
* A complete itemized proposal showing each proposed item, manufacturer, model, part number, quantity, unit
price, extended price, warranty or support term, and any applicable subscription term.
* Clear identification of any proposed equivalent item when responding with equipment other than the reference
item listed in Appendix A.
* Manufacturer datasheets or equivalent technical documentation sufficient for the County to evaluate proposed
substitutions.
* Estimated shipping, handling, delivery, freight, and any other charges stated separately from equipment costs.
* Delivery plan describing expected lead times, partial shipment options, backorder handling, and the point at
which title and risk of loss transfer to the County.
* Confirmation that equipment will be delivered new, undamaged, and in working order, with all standard
accessories, power supplies, licenses, registration instructions, and warranty documentation.
4.2 Delivery Location
Unless otherwise directed by the County, delivery shall be made to Upshur County Commission, 91 West Main Street,
Suite 101, Buckhannon, West Virginia 26201, or another County-designated location specified in the award
documents.
4.3 Brand Name or Equal
Specific manufacturer and model references are included to establish the County's minimum functional, technical,
and compatibility requirements. Vendors may propose equivalent products, provided the proposal clearly identifies
the substitute product and demonstrates that the proposed item meets or exceeds the functional, performance,
support, and compatibility requirements of the referenced item. The County reserves the right to determine whether a
proposed equivalent item is acceptable.
5. Minimum Vendor Qualifications
* Vendor must be legally authorized to conduct business and provide the proposed equipment.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
* Vendor must be capable of supplying new equipment through authorized, reputable, or manufacturer-recognized
supply channels.
* Vendor must not be suspended, debarred, proposed for debarment, declared ineligible, or voluntarily excluded
from participation in covered federal transactions.
* Vendor must comply with all applicable federal, state, and local requirements related to this federally funded
procurement.
* Vendor must disclose any actual or apparent conflict of interest related to this procurement.
* Vendor must certify that proposed equipment and services do not violate federal restrictions on covered
telecommunications equipment or services.
6. Proposal Submission Requirements
Proposals shall be organized in the order below and should be clear, complete, and concise. Failure to provide
required information may result in a proposal being deemed non-responsive.
Section Required Content
Brief introduction, vendor legal name, primary contact, address,
A. Cover Letter telephone number, email address, and signature of an authorized
representative.
Summary of the proposed response, including whether the
B. Executive Summary vendor is proposing all items or only a portion of the equipment
schedule.
Line-item pricing for each proposed item, including manufacturer,
C. Itemized Pricing Workbook or Table model, part number, quantity, unit price, extended price,
warranty/support term, and delivery charges.
Datasheets and technical information for all proposed
D. Technical Specifications
equipment, including proposed equivalents.
Warranty term, support channel, return/replacement process,
E. Warranty and Support manufacturer registration details, and any included subscription
or licensing term.
Expected lead times, backorder handling, partial shipment
F. Delivery Plan
approach, shipping method, and delivery point.
Debarment and suspension certification, lobbying certification if
G. Compliance Certifications applicable, conflict-of-interest disclosure, and covered
telecommunications equipment certification.
Any exceptions to this RFP, terms, or requested equipment must
H. Exceptions be clearly identified. Exceptions not stated in the proposal may be
deemed waived.
7. Proposal Schedule
Milestone Date / Time
RFP Issued September 10, 2026
Publish in the Record Delta (Class II-0 legal ad) September 16th and 23rd
Deadline for Written Questions submitted via email September 25, 2026

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
Milestone Date / Time
County Response to Questions / Addenda October 2, 2026
Proposal Due Date October 7, 2026 no later than 4:00 p.m.
Open, review, read aloud bid submissions October 8, 2026 at 9:30 a.m.
Anticipated Evaluation Period October 9th through 16th
Anticipated Award Date October 22, 2026
Target Delivery Period 120 calendar days after award
The County may modify this schedule by written addendum. Vendors are responsible for monitoring all County-
issued addenda and incorporating them into their proposals.
8. Questions and Communications
All questions regarding this RFP must be submitted in writing to the County-designated contact listed below. Vendors
should not rely on oral statements, informal communications, or responses not issued by written addendum.
County Contact Tabatha Perry, County Administrator
Email tperry@upshurcounty.org
Telephone 304-472-0535 x2
Reference Cybersecurity Equipment Procurement RFP
9. Evaluation and Award
The County may award to the responsive and responsible vendor or vendors whose proposal is determined to be in
the best interest of the County. The County may award by line item, group of items, total package, or any combination
thereof, and may reject or cancel any or all proposals when in the County's best interest.
Evaluation Factor Relative Consideration
Responsiveness and completeness of proposal Pass/Fail and qualitative consideration
Compliance with minimum specifications and acceptable
High
equivalency documentation
Total cost and line-item pricing High
Warranty, support coverage, licensing/subscription term, and
Medium to High
manufacturer supportability
Delivery schedule, lead time, and backorder management Medium
Vendor qualifications, supply-chain reliability, and compliance
Medium
certifications
Quality and clarity of exceptions, if any Medium
The County is not obligated to select the lowest-priced proposal if another proposal is determined to provide the best
overall value, compliance, reliability, delivery capability, or public interest benefit, subject to applicable procurement
requirements.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
10. Federal Grant and Procurement Compliance
This procurement is funded in whole or in part by federal financial assistance through the State and Local
Cybersecurity Grant Program. Vendors shall comply with all applicable requirements incorporated into the award,
including requirements that flow down to contractors where applicable.
10.1 Federal Funding Acknowledgement
Documents describing projects or programs funded in whole or in part with DHS federal funds must acknowledge the
use of federal funding. This RFP is issued in support of a project funded in whole or in part through DHS/FEMA SLCGP
assistance.
10.2 Procurement Standards
The County intends to conduct this procurement in a manner consistent with applicable documented procurement
procedures, state and local requirements, and federal procurement standards, including 2 C.F.R. 200.317 through
200.327, as applicable.
10.3 Full and Open Competition
The County intends for this procurement to provide full and open competition. Specifications are not intended to
unduly restrict competition. Vendors may propose brand-name-or-equal alternatives where specifically identified,
provided the proposal demonstrates equivalency.
10.4 Organizational Conflicts of Interest
Any vendor, contractor, consultant, or individual that developed or drafted specifications, requirements, statements
of work, invitations for bids, requests for proposals, grant application materials, project plans, or project budgets
related to this procurement may be excluded from competing if required by applicable federal procurement
standards or County determination. Vendors must disclose any actual, potential, or apparent organizational conflict
of interest.
10.5 Debarment, Suspension, and Lobbying
Vendors must certify that they and their principals are not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency. Vendors
must also comply with applicable lobbying restrictions and disclosure requirements.
10.6 Covered Telecommunications Equipment or Services
Vendors must certify that federal award funds will not be used to procure or obtain equipment, systems, or services
prohibited under Section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 and
applicable federal regulations, including 2 C.F.R. 200.216, 200.327, and 200.471, as applicable.
10.7 Allowable Costs and Delivery Timing
Costs must be allowable under the federal award and all required products and services must be delivered within the
applicable budget period or period of performance. Vendors should not propose items or services that fall outside the
cybersecurity purpose of the project or applicable grant requirements.
10.8 Funding Contingency
Award and payment are contingent upon the availability of federal and local funding, final County approval, and
compliance with all applicable grant and procurement requirements. The County reserves the right to reduce, cancel,
or terminate any award if funding is withdrawn, reduced, delayed, or otherwise unavailable.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
11. General Terms and Conditions
* Reservation of Rights. The County reserves the right to accept or reject any or all proposals, waive informalities,
request clarification, negotiate where permitted, award in whole or in part, and cancel this procurement if in the
County's best interest.
* No Obligation. Issuance of this RFP does not obligate the County to award a contract or reimburse any proposal
preparation costs.
* Public Records. Proposals may be subject to applicable public records laws. Vendors should clearly identify any
information they believe is confidential or proprietary, subject to final determination under applicable law.
* Addenda. Any changes to this RFP will be issued by written addendum. Vendors are responsible for
acknowledging all addenda in their proposals.
* Substitutions. Any substitution after award must be approved in writing by the County before shipment or
invoicing.
* Taxes. Vendor shall identify any applicable taxes, fees, freight, or other charges. The County may require tax
exemption treatment where applicable.
* Invoices. Invoices must include vendor name, remit-to address, item description, quantity, unit price, extended
price, serial numbers where applicable, and any required grant documentation. A completed W-9 must be
submitted prior to issuance of the first invoice.
* Inspection and Acceptance. The County may inspect all delivered equipment before acceptance. Damaged,
incomplete, incorrect, counterfeit, gray-market, unsupported, or nonconforming items may be rejected.
* No Assignment. Vendor may not assign the award, purchase order, or related obligations without written County
approval.
12. Required Forms and Certifications
The following forms or equivalent written certifications should be submitted with the proposal or upon request by the
County:
* Vendor proposal cover sheet and authorized signature.
* Itemized pricing schedule.
* Debarment and suspension certification.
* Lobbying certification and, if applicable, Standard Form-LLL disclosure.
* Conflict-of-interest disclosure.
* Covered telecommunications equipment or services certification.
* Bid Bond - Guarantee in the amount of not less than ten percent (10%) of the aggregate amount of the base bid. In
lieu of a bid bond, the vendor may provide a certified check, cashier's check or irrevocable letter of credit. Any
certified check or cashier's check provided in lieu of a bond must be the same amount and delivered on the same
schedule as the bond it replaces. Personal or business checks are not acceptable.
* Exceptions to RFP terms, if any.
* W-9, vendor registration, or other County-required vendor setup documentation, if selected for award.

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
13. Proposal Submission Checklist
Included Item Notes
Cover letter signed by authorized

representative
Executive summary
Completed itemized pricing schedule
Technical specifications/datasheets for

proposed equipment
Warranty, support, and subscription

documentation
Delivery timeline and shipping terms
Compliance certifications
Conflict-of-interest disclosure
Bid Bond or similar
Exceptions or deviations, if any
Acknowledgement of addenda
Appendix A: Proposed Equipment Schedule
All model references are stated as "or equal."
Line Equipment Description Qty. AEL Code
SonicWall TZ470 Firewall, 3-year APSS subscription and 10 SSL VPN licenses, 05NP-00-
1 1
or equal FWAL
04HW-03-
2 Cisco C1300 24-Port Switch, or equal 1
NETD
04HW-03-
3 Cisco C1300 48-Port Switch, or equal 4
NETD
04HW-03-
4 Ubiquiti Wireless Pro Access Point, or equal 12
NETD
04HW-01-
5 Synology DS-224+ 8TB NAS/Backup, or equal 3
INHW
04HW-03-
6 Ubiquiti 8-Port PoE Switch, or equal 1
NETD
05NP-00-
7 SonicWall TZ370 Firewall, 3-year APSS subscription, or equal 2
FWAL
04HW-01-
8 Synology DS-224+ 4TB NAS/Backup, or equal 1
INHW

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
Line Equipment Description Qty. AEL Code
04HW-01-
9 Dell PowerEdge T360 Server, or equal 4
INHW
04HW-03-
10 Cisco C1300 8-Port Switch, or equal 5
NETD
04HW-03-
11 Cisco C1300 24-Port PoE Switch, or equal 3
NETD
04HW-03-
12 Ubiquiti Wireless Bridge UBB, or equal 1
NETD
SonicWall TZ570 Firewall, 3-year APSS subscription and 10 SSL VPN licenses, 05NP-00-
13 1
or equal FWAL
04HW-03-
14 Cisco C1300 48-Port PoE Switch, or equal 2
NETD
04HW-03-
15 Cisco C1300 8-Port PoE Switch, or equal 1
NETD
04HW-03-
16 Ubiquiti 24-Port PoE Switch, or equal 1
NETD
04HW-03-
17 Cisco C1300 24-Port PoE Switch with fiber modules, or equal 1
NETD
04HW-01-
18 Synology DS-224+ 12TB NAS/Backup, or equal 1
INHW
04HW-01-
19 Synology DS-423+ 24TB NAS/Backup, or equal 2
INHW
04HW-03-
20 Peplink MAX BR1 LTE modem with Shark antenna, or equal 7
NETD
04HW-01-
22 Dell Precision 3680 workstation, or equal 13
INHW
04HW-01-
23 Apple 11-inch iPad, A16 chip, or equal 1
INHW
04HW-01-
24 Dell 27-inch LCD monitor, or equal 4
INHW
05NP-00-
25 FortiGate firewall with IoT Advanced Threat Protection, or equal 1
FWAL
Appendix B: Office Deployment Matrix
The following matrix is included to help vendors understand the County offices and agencies associated with the
equipment request. The County may adjust final allocation or shipping instructions after award.
Office / Agency Associated Equipment
SonicWall TZ470 Firewall, Cisco C1300 24-Port Switch, Cisco C1300 48-Port Switch,
911
Ubiquiti Wireless Pro Access Point, Synology DS-224+ 8TB NAS/Backup

Request for Proposals | Upshur County Commission | Cybersecurity Equipment Procurement
Office / Agency Associated Equipment
Ubiquiti 8-Port PoE Switch, Ubiquiti Wireless Pro Access Point, SonicWall TZ370
Animal Control
Firewall, Synology DS-224+ 4TB NAS/Backup
Assessor Cisco C1300 48-Port Switch, Dell PowerEdge T360 Server
Cisco C1300 48-Port Switch, Dell PowerEdge T360 Server, Cisco C1300 8-Port
County Clerk
Switches
Cisco C1300 24-Port PoE Switch, Ubiquiti Wireless Pro Access Point, Ubiquiti Wireless
Annex
Bridge UBB
SonicWall TZ570 Firewall, Cisco C1300 48-Port PoE Switches, Cisco C1300 8-Port PoE
Courthouse
Switch, Cisco C1300 8-Port Switches, Ubiquiti Wireless Pro Access Points
Ubiquiti 24-Port PoE Switch, Dell PowerEdge T360 Server, Ubiquiti Wireless Pro Access
Curry Library
Point, Synology DS-224+ 8TB NAS/Backup
Cisco C1300 24-Port PoE Switch with fiber modules, Synology DS-224+ 8TB
Day Report
NAS/Backup
OEM Cisco C1300 48-Port Switch, Synology DS-224+ 12TB NAS/Backup
Cisco C1300 24-Port PoE Switch, SonicWall TZ370 Firewall, Ubiquiti Wireless Pro
Prosecutor
Access Point, Synology DS-423+ 24TB NAS/Backup
Dell PowerEdge T360 Server, Synology DS-423+ 24TB NAS/Backup, Peplink MAX BR1
Sheriff
LTE modems with Shark antennas, Dell Precision 3680 workstations
Tax Ubiquiti Wireless Pro Access Point, Cisco C1300 24-Port PoE Switch
Apple 11-inch iPad A16 chip, Dell 27-inch LCD monitors, Dell Precision 3680
Map/Address
workstation
911 Dispatch FortiGate firewall with IoT Advanced Threat Protection
Appendix C: Vendor Certification Language
C.1 Debarment and Suspension Certification
By signing and submitting a proposal, the vendor certifies to the best of its knowledge and belief that the vendor and
its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded from covered transactions by any federal department or agency. The vendor shall provide immediate
written notice to the County if this certification becomes erroneous by reason of changed circumstances.
C.2 Lobbying Certification
By signing and submitting a proposal, the vendor certifies that no federal appropriated funds have been paid or will be
paid, by or on behalf of the vendor, to any person for influencing or attempting to influence an officer or employee of
any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with the awarding of any federal award or federally funded contract. If any non-federal funds have been
used for such activities, the vendor shall complete and submit the required disclosure form.
C.3 Covered Telecommunications Certification
By signing and submitting a proposal, the vendor certifies that it will not provide equipment, systems, or services
prohibited by Section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 or applicable
implementing regulations. The vendor further certifies that proposed equipment does not use covered