IT Equipment, Hardware and Managed Services
- Client
- El Dorado County Fire Protection District
- Solicitation No.
- RFP-EDCFD-2026-IT-01
- Posted
- 10/22/2026
- Category
- IT Services (Computer Maintenance and Technical Services)
- Budget
- Looking for Proposals
- NAICS
- —
- Set-aside
- —
- Contact
- —
Description
AI GeneratedThe El Dorado County Fire Protection District requires a qualified vendor to supply IT equipment and hardware, as well as deliver managed services including IT management, cybersecurity, cloud migration, enterprise AI integration, network administration, and migration labor. Bidding is restricted to onshore USA organizations authorized to do business in California that meet strict background check, insurance, licensing, and security requirements. Offsite performance at the vendor's premises is required, with on-site hardware delivery to Diamond Springs, California. Vendors must email proposals to [email protected] by November 13, 2026, at 5:00 PM Pacific Time. An optional pre-proposal conference takes place on October 22, 2026, at 10:00 AM Pacific Time, and written questions are due by October 28, 2026, at 5:00 PM Pacific Time. Submissions must include technical specifications, key personnel details, and a completed Exhibit B pricing schedule. The evaluation panel scores proposals out of 100 maximum points based on total cost/price, vendor experience and references, technical criteria, and service framework compliance. The District anticipates awarding a three-year contract starting around February 1, 2027, with two one-year extension options.
Key solicitation details
AI-extracted from RFP-EDCFD-2026-IT-01-Revised (2).pdf. Confirm against the original documents before bidding.
The El Dorado County Fire Protection District is seeking proposals for IT equipment and hardware (Part I) and ongoing managed IT services (Part II). Proposers may respond to Part I, Part II, or both, as the District may award them separately. Eligible bidders must be USA organizations with valid California business licenses and authority to do business in California.
- Issued by
- El Dorado County Fire Protection District
- Issue Date
- Tuesday, October 13, 2026
- Pre-Proposal Conference
- Thursday, October 22, 2026, 10:00 AM (Pacific Time)
- Written Questions Due
- Wednesday, October 28, 2026, 5:00 PM (Pacific Time)
- Proposal Deadline
- Friday, November 13, 2026, 5:00 PM (Pacific Time)
- Evaluation, reference checks, and interviews
- November 16 – December 4, 2026
- Anticipated Award
- January 21, 2027
- Contract start
- on or about February 1, 2027
- How to submit
- Electronic via email
- Submission details
- Submit to [email protected] as a single PDF maximum 25 MB per email, or via secure file-sharing link for larger files.
- Contract term
- Three (3) Years with Two (2) One-Year Options
- Place of performance
- Work performed offsite at vendor premises and on-site at 501 Main St, Diamond Springs, CA 95619 and District fire stations.
- Insurance and bonding
- Insurers rated A-:VII or better by A.M. Best. General Liability ($1M/occurrence, $2M aggregate), Auto ($1M), Workers Comp ($1M), Cyber Liability ($2M), Tech E&O ($2M).
How proposals are evaluated
| Total Cost / Price (Part I) | 35% |
| Total Cost / Price (Part II) | 25% |
| Vendor Experience & References (Part I) | 15% |
| Vendor Experience & References (Part II) | 20% |
Scope of work
- Supply of 25 desktop computers, 18 laptops, 20 docking stations, and 70 monitors
- Supply of 35 keyboard and mouse sets and 10 camera and audio packages
- Data, profile, printer, and application migration labor for 43 units
- Cybersecurity assessment and remediation performed by an independent third-party firm
- Establishment and maintenance of a District-owned Configuration Management Database (CMDB)
- Core managed IT services, MSSP cybersecurity, and 24/7 security event monitoring
- Server migration to Microsoft Azure Government or AWS GovCloud
- Enterprise AI integration using Claude (Anthropic) or equivalent walled solution
Minimum qualifications
- Onshore (USA organization Only)
- Valid business license and authority to do business in California
- Independent third-party firm designated for cybersecurity assessment
- Personnel with administrative access must pass background checks acceptable to the District
- Personnel requiring access to CJI must complete CJIS Security Policy fingerprint-based background checks
Documents to include with the bid
- Technical proposal addressing Sections 2.8 through 2.18
- Completed Exhibit A pricing schedule
- Completed Exhibit B pricing schedule
- Cloud migration plan outline
- Staffing plan including key personnel, certifications, and resumes
- Signed Non-Disclosure Agreement (NDA)
- Signed HIPAA Business Associate Agreement (BAA)
- System Security Plan (SSP) for the AI environment prior to go-live
- Non-Collusion & Debarment Certification
- Certificates of insurance and endorsements
Verify important details
Document checkConfirm submission instructions and amendments with the issuing agency before responding.
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