WASHINGTON COUNTY FREE LIBRARY REQUEST FOR PROPOSALS RFP# WCFL_2026-NE Network Infrastructure Turnkey Replacement E-rate Category Two Internal Connections

Description: Name of Proposal: Network Equipment / Network Infrastructure Replacement Purpose: To replace WCFL firewalls/secure routers, switches, wireless access points, required five-year licensing, teleworker devices, and UPS power-backup systems with a complete, fully configured and operational turnkey solution. Funding: WCFL intends to seek E-rate Category Two support for eligible portions of this procurement. Award and implementation remain subject to WCFL approvals and the funding provisions stated in this RFP. 1. RFP Overview and Procurement Intent Washington County Free Library (WCFL) is soliciting proposals from qualified service providers to replace the Library system's existing network infrastructure. The project is intended as a complete turnkey replacement of the currently deployed Cisco Meraki-based network environment and associated UPS power-backup equipment. The successful vendor shall furnish all equipment, manufacturer licensing/subscriptions, accessories, optics, transceivers, stacking components, power supplies, mounting hardware, patching components, configuration labor, migration services, testing, documentation, training/knowledge transfer, removal of replaced equipment as directed by WCFL, and all other items necessary to deliver a fully functional production system. WCFL currently uses centralized Meraki Dashboard management and intends to preserve or improve the existing operational model, including cloud management, centralized visibility, remote troubleshooting, site-to-site VPN, advanced security/content filtering, multi-site wireless management, switch stacking, and consistent policy administration. References to Cisco/Meraki and APC models establish a minimum required level of quality, functionality, interoperability, lifecycle suitability, and performance. Equivalent products may be proposed only under the equivalency requirements of this RFP. 2. Procurement Schedule Milestone Date RFP Released October 7, 2026 FCC Form 470 Posted/Certified October 7, 2026 Final Day for Questions October 21, 2026 at 5pm EST Bidder Conference / Site Walkthrough Mandatory meeting November 3, 2026 at 10am in Hagerstown Room 334 Response Deadline / Bids Close December 1, 2026 at 5pm EST Bid Opening December 2, 2026 Evaluation of Proposals December 2 - 10, 2026 Anticipated Award / Contract Execution December 11, 2026 Anticipated Project Start After E-rate approval, Spring/Summer 2027 or later as authorized by WCFL Target Project Completion July 1, 2027, subject to applicable USAC service-delivery deadlines and approved extensions The FCC Form 470 and this RFP shall remain publicly available for at least the minimum competitive-bidding period required by E-rate rules. WCFL will not select a service provider or enter into a binding agreement before the applicable Allowable Contract Date. 3. Questions, Communications, and Submission Instructions Questions: Questions must be submitted in writing to Ian Seibert at iseibert@washcolibrary.org. Allow approximately 24 hours for a response during normal business days. Material clarifications or changes that affect competitive procurement will be issued to all bidders by written addendum or other publicly available procurement notice as appropriate. Verify the latest RFP version prior to bid at the website referenced by WCFL. Submit Proposal To: Washington County Free Library, Attn: Ian Seibert - RFP Proposals, 100 S. Potomac Street, Hagerstown, MD 21740. Proposals may also be submitted electronically to iseibert@washcolibrary.org. - When submitting a paper proposal, unless modified in the final release or by written addendum, submit one (1) original and one (1) copy of the complete proposal in a sealed envelope or package. - When submitting a paper proposal, the outside of the package shall clearly identify the vendor, return address, RFP number, and proposal title. - Faxed proposals will not be accepted. - Proposals received after the published deadline may be rejected as late and returned unopened to the extent permitted by applicable procurement rules. - No bidder may rely on oral statements, interpretations, or instructions. Only the written RFP and written addenda are binding. Bidders are responsible for verifying that they have received and incorporated all addenda before submitting a proposal. Bidders may inspect publicly accessible branch locations at their convenience. Any requested access to nonpublic areas must be scheduled with WCFL IT staff at WCFL's convenience. No new permanent structured cabling is included in this project. 4. RFP Specific Response Requirements (Full list of submission content requirements included: company experience and qualifications; technical personnel; references; technical solutions and statement of work; detailed bill of materials and pricing for all hardware, licenses, accessories, optics, modules, labor, removal/disposal, freight, etc.; E-rate eligibility worksheet and allocation; SPIN; SPI invoicing capability and BEAR support; subcontractor identification; deviations/exceptions; manufacturer documentation and equivalency comparisons; project schedule; warranty and support.) 5. Proposal Evaluation and Scoring WCFL will select the most cost-effective proposal in accordance with E-rate requirements and applicable state/local procurement requirements. Evaluation factors and weights include: Price of E-rate ELIGIBLE goods and services 30%; Price of other/ineligible costs and total cost of ownership 10%; Relevant experience/references 15%; Personnel qualifications 10%; Technical solution/turnkey compliance 10%; E-rate process support and SPI capability 10%; Energy efficiency/operational savings 5%; Maryland-based company preference 5%; Project management/implementation plan 5% (Total 100%). WCFL may verify references, request clarifications, and reject materially incomplete or non-responsive proposals. 6. E-rate Compliance, Funding, Eligibility, and Invoicing (Requirements include maintaining a valid SPIN; filing SPAC/FCC Form 473; identifying eligible percentages for each line item; SPI invoicing preferred but not mandatory; support for BEAR if WCFL elects; timely PIA and audit responses; retention of records for at least 10 years; cooperation with audits; eligibility governed by FCC Eligible Services List for the funding year.) 7. Funding Contingency and Contract Term Any award is contingent upon WCFL approval, availability of local funds, and unless WCFL elects otherwise, receipt of satisfactory E-rate funding for eligible portions. WCFL may cancel, reduce scope, defer implementation, or proceed using other funds if E-rate funding is denied, reduced, delayed, or unavailable. WCFL may waive the E-rate funding contingency and proceed using non-E-rate funds. Contract term begins on the date specified in the final contract and extends through completion, acceptance, warranties, support, licensing, and documentation obligations. Minimum five (5) year licensing/subscription term required. 8. General Contract and Procurement Terms (Extensive general terms: right to reject proposals, preference for single prime contractor, no price/product/scope changes without written approval, new genuine manufacturer equipment only, title transfer upon payment/acceptance, vendor responsibilities for damages, compliance with laws and insurance requirements, indemnification, assignment restrictions, termination rights, confidentiality of network/configuration information, prohibition on undisclosed remote-access software, precedence of contract documents, firm pricing for 120 days after proposal deadline, substitution rules, tax-exempt status handling, vendor as independent contractor, recordkeeping and audit cooperation.) 9. Payment, Invoicing, and Final Acceptance Invoices itemized to match awarded bill of materials and approved change orders. WCFL will not pay for unapproved substitutions, omitted-required items, duplicate charges, or work outside approved scope. Progress payments do not constitute acceptance. Final acceptance after equipment installed, licensed, configured, tested, documented, accepted, and punch-list resolved. Vendor to correct defects at no additional cost. 10. Turnkey Scope of Work Vendor shall provide complete turnkey solution including procurement and delivery of all hardware, licenses/subscriptions, support entitlements, power supplies, rack/mount hardware, optics/transceivers, cables, stacking components, staging, firmware updates, Dashboard claiming, configuration, labeling, asset tagging, rack mounting, installation, cutover, testing, troubleshooting, removal of replaced equipment as authorized, disposal/packaging removal, final asset inventory, knowledge transfer, and correction of deficiencies. No new permanent structured cabling required; vendor to use existing structured cabling and provide necessary patch cables and adapters. 11. Project Planning, Cutover, and Installation Requirements Vendor to coordinate implementation schedule, minimize disruption, document existing configurations, maintain rollback approach, sequence branch deployments with WCFL, follow manufacturer specifications and industry practices for installations, and obtain prior approval for any condition that materially affects cost, performance, or schedule. 12. System-Level Technical and Management Requirements Cloud architecture with centralized management (no on-premises controller unless approved); unified management across wireless/switching/security; Layer 7 application visibility and traffic shaping; multi-site management from single administrative interface; centralized monitoring and alerting; secure admin access with role-based controls and MFA; support for Bonjour/mDNS gateway; interoperability with existing Meraki camera environment; automatic firmware/security updates; minimize downtime during migration. Equivalents must include any additional costs for migration/management. 13. Wireless Access Points - Cisco Wireless CW9174I and CW9177E or Equivalent Specified Model: Cisco Wireless CW9174I Wi-Fi 7 Indoor Access Point, Meraki cloud-managed, or approved equivalent/current successor. Quantity: 27. Detailed technical requirements for Wi-Fi 7 tri-band operation, radio MIMO configurations, MLO, 4096-QAM, channel widths, multigigabit RJ-45 uplink, PoE requirements, integrated antennas, dedicated scanning/security radio, BLE/IoT radio, WPA3/802.1X, Layer 7 visibility, remote packet capture, cloud management, mounting hardware, and manufacturer-standard limited lifetime hardware warranty or better with advanced replacement where available. Specified Model: Cisco Wireless CW9177E Outdoor Wi-Fi 7 Access Point, external-antenna model, or approved equivalent/current successor. Quantity: 2. Outdoor directional link replacement for existing MR76-HW units; vendor to verify antenna compatibility and include replacement antennas, mounts, adapters, weatherproofing, surge protection, and accessories if required. Detailed outdoor performance, environmental rating, multigigabit interfaces, PoE++ requirements, Meraki Dashboard support, validation of RF/link performance, and acceptance requirements included. 13.1 Wireless Installation and Acceptance Remove existing MR44 and MR76 APs and install replacements in existing locations unless otherwise approved. Use existing structured cabling; claim/license/configure APs in WCFL organization; validate PoE class and negotiated link speed; validate staff/patron connectivity and roaming; provide final AP inventory; outdoor APs require additional link validation and weatherproofing verification. 14. Switching - Cisco Catalyst 9300-M / 9300X-M Families or Equivalent General requirements include cloud-managed through Meraki Dashboard or equivalent, two installed active field-replaceable power supplies per switch, physical data stacking operating as one logical unit, inclusion of all stack and power components, ring topology stacking where supported, non-blocking switching, VLANs, STP/RSTP, LLDP, link aggregation, port mirroring, IGMP snooping, 802.1X, IPv4/IPv6 ACLs, DHCP security, QoS, remote port monitoring, historical utilization, cable testing, alerting, firmware management, and PoE on access ports as required. 14.2 Hagerstown / Central - 48-Port Multigigabit PoE Access Switches Primary Model: Cisco Catalyst C9300-48UN-M (Meraki-managed), or equivalent. Quantity: 17. Requirements: 48 copper access ports supporting at least 100M/1G/2.5G/5G, PoE on every port with UPOE/802.3bt support where needed, modular uplinks, physical stacking, two installed redundant hot-swappable power supplies, Layer 3 capability, Meraki Dashboard management, and required features in Section 14.1. 14.3 Hagerstown 10 GbE Switches Primary Model: Cisco Catalyst C9300X-48TX-M (Meraki-managed), or equivalent. Quantity: 4. Requirements: 48 copper multigigabit ports with native 10 GbE copper RJ45 capability, modular uplinks, included optics/DAC, physical stacking, two installed hot-swappable power supplies. PoE not required. 14.4 Branch Libraries - 24-Port 1 GbE PoE Access Switches Primary Model: Cisco Catalyst C9300-24P-M (Meraki-managed), or equivalent. Quantity: 14 (two per seven branch libraries). Requirements: 24 1 GbE access ports, PoE/PoE+ on every port, power supplies sized for load with redundancy, modular high-speed uplinks, physical stacking (two switches per branch stack), two installed redundant field-replaceable power supplies per switch, and inclusion of all necessary cables/hardware. 14.5 Switch Installation and Acceptance Confirm rack location/stack membership/uplink design/power/PoE budget; connect redundant supplies to separate protected power paths; physically stack designated switches; configure firmware/licensing/VLANs/trunks/link aggregation; demonstrate resiliency of power and stacking; validate negotiated speeds and PoE class; provide as-built stack diagrams and inventories. 15. Firewalls / Secure Routers - Cisco 8000 Series with Meraki MX OS or Equivalent General requirements: Meraki MX OS or equivalent manageable from WCFL's cloud-management environment; stateful Layer 3/Layer 7 firewalling, VLANs, DHCP, routing, NAT, traffic shaping, WAN failover/load balancing, site-to-site VPN/Auto VPN, client VPN, IDS/IPS, malware protection, URL/content filtering, remote packet capture, syslog, telemetry, IPv6, and centralized updates. Include all optics, patch cables, power cords, and accessories. 15.2 Branch Security Appliances Primary Model: Cisco C8121-G2-MX or equivalent. Quantity: 7. Requirements: min 2 Gbps firewall throughput, 1 Gbps advanced-security throughput, two multigigabit WAN interfaces, at least ten 1 GbE LAN interfaces, Advanced Security licensing for five years, and mounting hardware. 15.3 Hagerstown / Central High-Availability Security Appliances Primary Model: Cisco C8355-G2-MX or equivalent. Quantity: 2 configured as HA warm-spare pair. Requirements: min 10 Gbps firewall throughput, 4 Gbps advanced-security throughput, min 5 Gbps site-to-site VPN throughput, capacity for ~5,000 devices, 10 GbE SFP+ WAN/LAN interfaces, advanced security licensing, two installed power supplies, warm-spare HA configuration, and required optics/cables. 15.4 Firewall Migration and Acceptance Document/export existing MX85/MX250 configuration; migrate settings; finalize rules/VPN/topology before cutover; test branch WAN/VPN/security and Hagerstown HA failover; provide as-built topology, serial/license inventory, and knowledge transfer. 16. Teleworker Security Appliances Specified Model: Cisco Meraki Z4C cellular teleworker gateway or approved equivalent. Quantity: 3 for Bookmobile Department. Requirements: integrated cellular connectivity, Meraki Dashboard management, Auto VPN, remote monitoring, security licensing for five years, and all accessories and activation/licensing components. 17. UPS / Power Backup Replace UPS systems at all locations. Hagerstown/Central: six (6) high-capacity online lithium-ion UPS systems (APC SRTL5KRM2UT or equivalent). Each branch: one (1) short-depth lithium-ion UPS (APC SMTL1500RM3UC or equivalent). Requirements include pure sine-wave power, all rails/hardware/management subscriptions, verification of electrical compatibility, installation/transfer/load testing, removal of existing UPS per WCFL direction, battery disposal compliance, and firmware updates. 18. Licensing Requirements All required cloud management, security, support, software, and subscription licensing included for a minimum five (5) year term. Licensing assigned per-device where supported; vendor to verify compatibility and provide model-specific SKUs, registration, activation/expiration dates, and must provide new legitimate manufacturer licensing. 19. Equivalent Products, Substitutions, and Interoperability Brand names establish minimum requirements; equivalents allowed only if they meet or exceed mandatory requirements, include feature-by-feature comparison and documentation of integration with Meraki environment, and include any additional appliances/subscriptions/migration costs. WCFL may reject alternates that reduce functionality or introduce additional unpriced costs. 20. Project Documentation, Acceptance Criteria, and Warranty Required final documentation includes hardware inventory, switch and wireless documentation, firewall documentation, UPS documentation, licensing schedule, final project SOW, test results, punch-list closure, and knowledge-transfer materials. Acceptance tests specified for devices visibility/health in cloud management, licenses active, wireless coverage/PoE/link speed validation, outdoor link validation, switch stack resilience, Meraki camera interoperability, firewall and HA failover testing, UPS transfer and runtime validation, and no unresolved alarms or incomplete documentation. Warranty: manufacturer warranties to be registered to WCFL; vendor to provide minimum one (1) year workmanship/configuration warranty beginning at final acceptance; manufacturer hardware/software warranties and five-year licensing terms remain separate. 21. Equipment Locations, Quantities, and Occupancy Detailed table of locations, addresses, quantities of APs, switches, firewalls, UPS, and occupancy for each branch and the Hagerstown Central location. Branch allocation: fourteen (14) C9300-24P-M branch access switches as two stacked switches per branch. Bookmobile Department: three (3) Z4C teleworker appliances based from Hagerstown/Central. 22. Required Pricing / Bill of Materials Format Bidders shall provide a complete cost proposal with hardware, licensing, installation, and other costs separately identifiable. Items may not be shown as $0.00 or free. Pricing worksheet to include manufacturer SKU, unit price, extended price, E-rate eligible percentage, eligible amount, ineligible amount, and assumptions. Tax-exempt status: WCFL is tax-exempt and proposal pricing shall exclude Maryland sales and use tax and any other taxes from which WCFL is legally exempt. 23. Vendor Certifications and Signature Bidder to certify review of RFP and addenda, accuracy and completeness of proposal, inclusion of all items required for turnkey solution except listed exceptions, authorization to submit proposal, provide company contact information, SPIN, signature, and indicate SPI invoicing capability (Yes/No).