Project Information

Bid Title

Domain Consolidation, Microsoft 365 Migration, Identity Architecture, PIV Smart Card System, Endpoint Protection, and Optional Network Infrastructure Support

Issuing Agency

County of Jefferson

Location

West Virginia

Published Date

Dec 15, 2025

Closing Date

Dec 30, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

^{_{REQUESTS FOR PROPOSALS}}

Jefferson County Modernization RFP

Domain Consolidation, Microsoft 365 Migration, Identity Architecture, PIV Smart Card System, Endpoint Protection, and Optional Network Infrastructure Support

Issued by:

Jefferson County Procurement Office
124 East Washington Street, Charles Town, WV 25414
Email: info@jeffcowv.gov
Web: www.jeffersoncountywv.org

Cover Letter

Jefferson County, West Virginia invites qualified vendors to submit proposals for a comprehensive IT modernization initiative. This project includes:

• Consolidation of multiple domains under the newly acquired jeffcowv.gov
• Migration to Microsoft 365, with E1 licensing as the baseline, and G3/G5 licensing for executives and directors
• Deployment of Azure AD identity architecture
• Implementation of a FIPS 201-compliant PIV smart card system, including issuance equipment and credential lifecycle management
• Modernization of endpoint protection using Microsoft Defender for Endpoint (MDE)
• Optional support for network infrastructure upgrades, including DNS, DHCP, and firewall segmentation

Vendors must provide options and pricing for both on-premise and cloud-based solutions for Certificate Authority (CA), DNS, and DHCP, with recommendations based on manageability, security, and long-term sustainability.

Jefferson County is a non-profit, tax-exempt government entity with a small IT team of five. Proposals must reflect fiscal responsibility, robust support, and inspection-ready documentation.

Key Dates:

• Deadline to Express Interest: November 24, 2025
• Deadline for Clarifying Questions: December 8, 2025
• Final Proposal Submission Deadline: December 30, 2025 by 17:00 EDT

______________________________________________________________________________________________________

Graphic Design & Branding Materials

Date: December 5, 2025

Subject: Request for Proposal – Graphic Design & Branding Materials

To Whom It May Concern,

Jefferson County, West Virginia invites qualified vendors to submit proposals for the design and delivery of modern, accessible, and scalable branding materials. This initiative is a cornerstone of our broader modernization strategy and reflects our commitment to accessibility, transparency, and operational excellence.

The selected vendor will be entrusted with creating a cohesive suite of design assets—including logos, letterheads, banners, and business cards—that embody Jefferson County’s civic mission and modernization goals. All designs must be ADA-compliant and delivered in vector-based formats (e.g., SVG, EPS, AI) or equivalent scalable formats to ensure that images can be resized without distortion or pixelation.

To ensure alignment with Jefferson County’s vision, all proposals must include:

• At least one sample design or prototype specifically envisioned for Jefferson County, WV. Generic portfolio examples will not be accepted.
• A final proposal that provides a minimum of three (3) samples per item (logo, letterhead, banner, busi

Attachment Preview

JEFFERSON COUNTY COMMISSION

124 East Washington Street, P.O. Box 250, Charles Town, WV 25414

Phone: (304) 728-3284 Fax: (304) 725-7916

Web: www.jeffersoncountywv.org

Email: info@jeffcowv.gov

Jefferson County Modernization RFP

Domain Consolidation, Microsoft 365 Migration, Identity Architecture, PIV Smart Card

System, Endpoint Protection, and Optional Network Infrastructure Support

Issued by:

Jefferson County Procurement Office

124 East Washington Street, Charles Town, WV 25414

Email: info@jeffcowv.gov

Web: www.jeffersoncountywv.org

Cover Letter

Jefferson County, West Virginia invites qualified vendors to submit proposals for a

comprehensive IT modernization initiative. This project includes:

• Consolidation of multiple domains under the newly acquired jeffcowv.gov

• Migration to Microsoft 365, with E1 licensing as the baseline, and G3/G5 licensing for

executives and directors

• Deployment of Azure AD identity architecture

• Implementation of a FIPS 201-compliant PIV smart card system, including issuance

equipment and credential lifecycle management

• Modernization of endpoint protection using Microsoft Defender for Endpoint (MDE)

• Optional support for network infrastructure upgrades, including DNS, DHCP, and firewall

segmentation

Vendors must provide options and pricing for both on-premise and cloud-based solutions for

Certificate Authority (CA), DNS, and DHCP, with recommendations based on manageability,

security, and long-term sustainability.

Jefferson County is a non-profit, tax-exempt government entity with a small IT team of five.

Proposals must reflect fiscal responsibility, robust support, and inspection-ready documentation.

Key Dates:

• Deadline to Express Interest: November 24, 2025

• Deadline for Clarifying Questions: December 8, 2025

• Final Proposal Submission Deadline: December 30, 2025 by 17:00 EDT

Contents

Jefferson County Modernization RFP ....................................................................................................... 1

Issued by: .............................................................................................................................................. 1

Cover Letter .............................................................................................................................................. 1

Project Overview....................................................................................................................................... 3

Scope of Work........................................................................................................................................... 3

1. Domain Consolidation & Microsoft 365 Migration........................................................................... 3

2. Identity Architecture ......................................................................................................................... 3

3. PIV Smart Card System...................................................................................................................... 3

4. Endpoint Protection .......................................................................................................................... 4

5. Network Infrastructure (Optional).................................................................................................... 4

6. Training & Support ............................................................................................................................ 4

Proposal Submission Requirements ......................................................................................................... 4

Evaluation Criteria..................................................................................................................................... 5

Vendor Packet........................................................................................................................................... 6

I. Vendor Information ........................................................................................................................... 6

II. Technical Proposal Checklist ............................................................................................................. 6

III. Pricing Worksheet ............................................................................................................................ 7

IV. Performance Rubric ......................................................................................................................... 7

V. Expectation Memorandum ............................................................................................................... 8

Appendices................................................................................................................................................ 9

Appendix A: Environment Assumptions Table...................................................................................... 9

Appendix B: Acceptance Test Checklist ................................................................................................ 9

Appendix C: SLA Matrix (During Migration and Post Migration up to 6 months) ................................ 9

Appendix D: Licensing Breakdown Template ..................................................................................... 10

Appendix E: Contractual Terms Summary .......................................................................................... 10

Final Notes .............................................................................................................................................. 13

Project Overview

Current Environment:

• Two environments with mixed on-prem Exchange servers

• ~400 employees (not all require full suite)

• 140 virtual machines across 6 ESXi hosts and 2 SANs

• 310 computers

• Multiple domains to consolidate: jeffersoncountywv.org, JCPAwv.org, jcesa.org, jcecc.local,

jcsdwv.org, jcda.org, jcprc.org, wvfp.org, jcdsr.org

• Existing Microsoft 365 E3 licensing

Modernization Goals:

• Consolidate domains under jeffcowv.gov

• Migrate mailboxes, archives, and services to Microsoft 365

• Replace all on-prem domain controllers with Azure AD

• Introduce PIV smart card authentication for secure access

• Deploy Microsoft Defender for Endpoint across all devices

• Evaluate and implement cloud vs on-prem options for CA, DNS, and DHCP

• Provide robust on-site engineering support and training for Jefferson County’s IT team

Scope of Work

1. Domain Consolidation & Microsoft 365 Migration

• Migrate all email accounts to jeffcowv.gov

• Preserve compliance and retention policies

• Decommission legacy Exchange servers

• Provide phased migration strategy with rollback plans

2. Identity Architecture

• Option A: Azure AD Buildout

• Option B: Hybrid On-Prem AD with Azure Sync

• Include GPO structure, VIP tiering, and conditional access policies

3. PIV Smart Card System

• FIPS 201-compliant smart cards

• Issuance equipment: printers, encoders, laminators, secure key injection tools

• Integration with Active Directory, Exchange, surveillance, and access control systems

• Support for digital signing, non-repudiation, and email encryption

• Two CA options required:

o Option A: Cloud-Based CA (e.g., Microsoft Entra ID integration)

o Option B: On-Prem AD CS with HSM

• Vendors must recommend best-fit model and provide lifecycle cost comparison

4. Endpoint Protection

• Deploy Microsoft Defender for Endpoint

• Configure Insider Risk Management

• Define device compliance policies and hardening

5. Network Infrastructure (Optional)

• Vendors may propose optional services for:

o DNS/DHCP modernization

o Firewall segmentation

o VLAN reconfiguration

o Zero Trust alignment

• Two options required for DNS/DHCP:

o Option A: Cloud-Based

o Option B: On-Premise

6. Training & Support

• Administrator and end-user training

• Fillable SOPs and training logs

• SLA-backed helpdesk and escalation paths

• Empowerment of county IT staff through documentation and knowledge transfer

Proposal Submission Requirements

Vendors must submit:

• Executive Summary

• Technical Proposal (including both options for CA, DNS, DHCP)

• Migration Timeline & Risk Mitigation Plan

• Staffing Plan & Government Experience

• Compliance Certifications (FIPS 201, NIST SP 800-73, CJIS, FedRAMP)

• Pricing Worksheet (initial investment + 3/5-year sustainment)

• Licensing Breakdown (E1 baseline, G3/G5 for VIPs)

• SLA Terms & Support Matrix

• References from similar deployments

• Completed Vendor Packet

Submission Instructions:

• Email proposals to: gabriel.a.areizaga@jeffcowv.gov

• Subject Line: “Modernization RFP – [Vendor Name]”

• Format: PDF for narrative, Excel for pricing

• Deadline: December 30, 2025 by 1700 EDT

Evaluation Criteria

Criteria

Weight

Cost-Effectiveness & Taxpayer Value 25%

Technical Capability & Architecture 20%

Government Experience & Compliance 15%

Support Quality & Staffing

15%

Phased Execution & Risk Mitigation 10%

Documentation & Training

10%

ROI Model & Sustainability

5%

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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