Project Information

Bid Title

Security Licenses for Internal Network Connections

Issuing Agency

Shawnee Mission School District

Location

Kansas

Published Date

Dec 17, 2025

Closing Date

Jan 14, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP 25-015

Original Source

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Bid Documents

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Project Description

Bid/Proposal Summary	Title	Due Date & Time	Bid Summary
RFP 25-015	Security Licenses for Internal Network Connections	January 14, 2026  1:00 pm (local time)

Attachment Preview

RFP 25-015

Page 1 of 18

Return sealed envelope/package to:

Shawnee Mission School District

Purchasing Department

8200 W. 71st Street

Shawnee Mission, Kansas 66204

ATTN: Reed Beebe

DATE: December 17, 2025 RFP NO. 25-015

RFP TITLE: Security Licenses for Internal Network

Connections

E-Rate 470 Number: 470 #260009534

Proposals will be accepted until:

Date: January 14, 2026

Day: Wednesday

Time: 1:00 p.m. (local time)

Terms, conditions, and specifications under which

proposals are requested are included. Please review

thoroughly.

General Instructions:

The Shawnee Mission School District (“SMSD”) invites qualified vendors to submit proposals for

Security Licenses for Internal Connections per the following terms, conditions, and specifications. All

work to be performed under this RFP is contingent upon E-Rate funding, and SMSD reserves the right to

cancel any project upon failure to receive E-Rate funding.

*Please note that vendors may request a copy of this RFP in Word format by emailing

purchasing@smsd.org.

Official Contact:

Any questions regarding this Request for Proposal (“RFP”) should be directed to Reed Beebe via email at

purchasing@smsd.org:

Reed Beebe

Shawnee Mission School District

8200 W. 71st Street

Shawnee Mission, KS 66204

913-993-6475

purchasing@smsd.org

All questions concerning this RFP must be received no later than Tuesday, January 6, 2026 by 1:00

p.m. (local time). SMSD will address questions via addenda; it is currently anticipated that any

applicable addenda will be issued by Wednesday, January 7, 2026 by 4:00 p.m. (local time).

Addenda/Cancellation:

SMSD may modify or cancel this RFP at any time prior to the RFP due date by issuance of an Addendum

or Cancellation. Such Addenda and/or Cancellations will be posted on SMSD’s website, currently:

www.smsd.org (Go to About; Department Teams; Purchasing & Bidding; Bids & Bid Summaries View

Page. Link follows: https://www.smsd.org/about/departments/purchasing-bidding/bids-bid-summaries

RFP 25-015

Page 2 of 18

RFP Awards:

SMSD reserves the right to accept or reject any or all proposals, to make a partial award, to make no

award, or to make a multiple vendor award. The acceptance or rejection of any or all proposals and the

making of an award, partial award, or no award shall be at the sole discretion of SMSD. SMSD reserves

the right to request additional information. The contract shall be awarded to the qualified Service

Provider(s) whose proposal (which may include and incorporate the outcome of any subsequent

negotiations), is determined to be in the best interests of SMSD.

Clarification of Proposals:

SMSD reserves the right to obtain clarification of any point in a proposal or to obtain additional

information necessary to properly evaluate a particular proposal. Failure of a Service Provider to respond

to such a request for additional information or clarification could result in rejection of a proposal.

Information in RFP Only an Estimate:

SMSD and its representatives make no representations, warranty, or guarantee as to the accuracy of the

information contained in the RFP or issued via addenda. Any quantities or data contained in this RFP or

related addenda are good-faith estimates provided only as general background information.

Method of Selection:

Award will be made to the most responsive and responsible Service Provider offering the best value and

most economical proposal as defined by SMSD. In general, the following criteria will be used:

Experience and Qualifications; Compatibility; and Cost/Charges.

Available points for these respective criteria will be assigned as follows, for a maximum total of 100

evaluation points:

 Experience and Qualifications – Demonstrates that the company has financial strength/stability

to remain a long-term technology partner; demonstrates a proven history of providing high quality

service and support (i.e., technical expertise, customer service, etc.) [5 points]

 Compatibility – the proposed products meet District needs and do not require significant

additional resources to deploy or utilize. [25 points]

 E-Rate Eligible Cost/Charges – a quantitative comparison of a vendor’s E-Rate eligible product

costs compared to other vendors’ respective E-Rate eligible product costs. [40 points](NOTE:

The vendor with the lowest E-Rate Eligible Cost/Charges will receive the full 40 points;

other vendors will be assigned points by dividing the lowest E-Rate eligible costs by the

vendor’s respective E-Rate eligible costs, and then multiplying that percentage by 40

points.)

 E-Rate Ineligible Cost/Charges – a quantitative comparison of a vendor’s E-Rate ineligible

costs compared to other vendors’ respective E-Rate ineligible product costs. [30 points] (NOTE:

A vendor that has no applicable E-Rate ineligible costs will automatically receive 30 points

in the evaluation process. Vendors with E-Rate ineligible costs will be assigned points based

on relative comparison to other vendors’ E-Rate ineligible costs, with the vendor having the

lowest non-zero ineligible costs receiving 30 points; other vendors will be assigned points by

dividing the lowest E-Rate ineligible cost by the vendor’s respective E-Rate ineligible cost,

and then multiplying that percentage by 30 points.)

RFP 25-015

Page 3 of 18

SMSD staff will do an initial evaluation of eligible proposals, utilizing their expertise, experience, and

the criteria outlined in this RFP. After this initial evaluation, SMSD may ask the top-ranked Service

Provider to provide product/service demonstrations and/or additional information. Contingent upon

SMSD’s review of any post-initial evaluation information or demonstrations provided by the top-ranked

Service Provider, SMSD, at its sole discretion, may determine that the top-ranked Service Provider’s

proposed solution does not meet RFP requirements, and then consider the next top-ranked Service

Provider for a contract award (requesting demonstrations and information if needed), and so on, until a

satisfactory solution is confirmed by SMSD.

SMSD may negotiate with the selected Service Provider(s) for mutually agreeable contract terms before

making a contract award. Negotiations could include, but not be limited to, price, scope of work,

products/services offered, and the terms and conditions listed in the RFP.

Confidentiality of Information:

SMSD is a state agency, and information submitted to SMSD in response to SMSD solicitations for

product or service information is generally a public record. Accordingly, no response shall restrict

SMSD’s ability to produce the solicitation response and/or any corresponding documents in response to a

lawful request or from otherwise complying with the Kansas Open Records Act (K.S.A. 45-215 et seq.)

Appeal of Award:

An unsuccessful Service Provider disputing an award decision may submit an appeal in writing to

SMSD’s Chief Financial Officer via purchasing@smsd.org. An appeal alleging irregularities or

improprieties (such as malfeasance and/or misfeasance) during the procurement process must be received

by the Chief Financial Officer within five working days after the award is made (that is, approved by

SMSD’s Board of Education), and must describe the basis for the appeal, and must include all argument

and evidence the disputant wishes the Chief Financial Officer to consider. Keeping track of the date an

award is made, via SMSD’s website as outlined under the section “Addenda/Cancellation/Notice of

Award and Bid Results,” shall be the responsibility of the disputant.

Submission of Proposal:

All proposals must be received no later than 1:00 p.m. (local time), Wednesday, January 14, 2026, and

should be clearly identified as “RFP 25-015 Security Licenses for Internal Network Connections”.

Please note that vendors may request a copy of this RFP in Word format by emailing

purchasing@smsd.org.

SMSD uses the electronic bidding/proposal system Public Purchase. SMSD prefers that proposals be

submitted electronically as outlined in Attachment F.

Electronic delivery outside of Public Purchase (i.e. email or fax) will not be accepted.

However, Service Providers wishing to submit hard copy proposals may still do so during this

transition period by following the instructions below:

Proposals may be submitted in hardcopy format (one physical copy, along with a thumb drive

containing a digital copy of the proposal) to the “Official Contact” address listed above, and shall be

received by delivery in person or via service (US Mail, UPS, FedEx, etc.) in a sealed envelope or box.

RFP 25-015

Page 4 of 18

Hardcopy proposals should be sealed and marked on the lower left-hand corner on the front of the

sealed envelope/box with the firm name and address of the Service Provider, RFP control number

(“25-015”), proposal due date (currently, January 14, 2026), and time (currently, 1:00 p.m. local time).

A. No attempt will be made to provide special internal mail service for such documents.

B. Proposals not at the appointed place at proposal receipt deadline will be rejected.

If sending by U.S. Postal Service, please allow a minimum of 24 hours for your bid to be processed and

delivered to the Purchasing Department by the Administrative Mail Center. It is the responsibility of the

Service Provider to ensure delivery of proposals to the Purchasing Department.

Proposal Availability:

Proposals received by SMSD will not be open to public review, nor disclosed to unauthorized persons,

prior to award of a contract. After award of a contract, all proposals shall be open to public inspection.

Key Date Summaries:

December 17, 2025

January 6, 2026 (1:00 p.m. local

time)

January 7, 2026 (4:00 p.m. local

time)

January 14, 2026 (1:00 p.m.

local time)

RFP issued

Service Provider questions regarding RFP

due

Current anticipated final date for any RFP

addenda to be issued by SMSD; however,

SMSD reserves the right to issue addenda

as needed past this date. Service

Providers are advised to check SMSD site

for addenda posts as outlined in the RFP.

RFP proposal submission deadline

SPECIFICATIONS

Scope of Proposal:

SMSD would like to contract with a vendor to provide Security Licenses for Internal Network

Connections per the following terms, conditions, and specifications. An outline of desired services and

requirements is provided in Attachment A.

Contract Term:

SMSD desires a license term of 60-months; the contract would begin on July 1, 2026 and run through

June 30, 2031.

Contract Components:

This RFP, the successful Service Provider(s)’s response thereto, and any additional written modifications,

contractual documents, and/or stipulations agreed upon by SMSD and the selected Service Provider(s)

will constitute the final contract. During the contractual period, any changes to the conditions outlined in

these materials must be approved by both parties in writing.

RFP 25-015

Page 5 of 18

Adjustment of Services:

Subject to the terms and conditions of any negotiated agreement, SMSD reserves the right to eliminate,

reduce or otherwise adjust the scope of services provided by the selected Service Provider(s). If the

selected Service Provider(s) does not complete the desired task(s) within the scheduled time frame for an

extended period, SMSD may obtain another Service Provider to complete the task(s). The cost of

obtaining another contractor for these services will be deducted from any costs owed by SMSD the

selected Service Provider(s).

Terms and Conditions:

SMSD’s standard terms and conditions are listed in Attachment E.

Permits and Licenses:

The selected vendor(s) will obtain and pay for all permits and licenses required by law that are associated

with the selected vendor(s) performance of services as listed in this RFP.

Acceptance of RFP Terms:

A proposal submitted in response to this RFP shall constitute a binding offer. The Service Provider may

suggest alternative terms (insurance requirements, termination requirements, etc.) for SMSD’s

consideration, but the Service Provider must identify clearly and thoroughly any variation between

its offer and the RFP. Failure to do so may be deemed a waiver of any right to subsequently modify the

terms of performance. Service Provider’s authorized representative may withdraw submitted proposals

only by written request received before the proposal due date.

PROPOSAL CONTENT AND FORMAT

To provide a degree of consistency in review of the submitted proposals, Proposers are required to

prepare their proposals in the format described below:

Proposal Response Form (Example Requirement Table):

An individual having full authority to submit a proposal and execute any resulting contract for products

or services (“authorized representative”) must complete and submit the attached “Questionnaire”

(Attachment B).

Service Providers may also provide any additional information (brochures, studies, outlines, exhibits,

etc.) to supplement the information listed in Attachment B.

Commodity Codes

• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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