Bids & RFP
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
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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, business card).
- A commitment to five (5) revisions per item to ensure alignment with County expectations.
Upon completion of the project, Jefferson County shall own all copyrights and intellectual property rights to the final designs and deliverables.
We look forward to reviewing proposals that reflect innovation, fiscal responsibility, and a deep understanding of government operations. Jefferson County is committed to a transparent and collaborative selection process, and we welcome vendors who share our values of public stewardship and community empowerment.
Key dates for vendor engagement:
- Deadline to Express Interest: December 19, 2025
- Deadline to Submit Clarifying Questions: January 2, 2026
- Final Proposal Submission Deadline: January 30, 2026
Sincerely, Jefferson County Procurement Office
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Website Modernization and Hosting Platform
Addendum No1 JeffCo Website Modernization
December 5, 2025
Subject: Request for Proposal – Website Modernization and Hosting Platform
To Whom It May Concern,
Jefferson County, West Virginia invites qualified vendors to submit proposals for the design, development, and hosting of a modern, secure, and compliant website platform to serve our residents, businesses, and civic partners. This initiative is a cornerstone of our broader digital infrastructure modernization strategy and reflects our commitment to accessibility, transparency, and operational excellence.
The selected vendor will be entrusted with migrating our legacy on-premise website (jeffersoncountywv.org) to a cloud-hosted platform under the new domain jeffcowv.gov. The platform must meet ADA (WCAG 2.1 AA or higher) and IPC/PCI DSS compliance standards, support embedded media and livestreaming, and provide intuitive content management tools for non-technical staff. Robust analytics, disaster recovery, and scalable architecture are essential.
To ensure alignment with Jefferson County’s vision, all proposals must include a custom-built sample website or interactive prototype specifically designed for Jefferson County, WV. This sample must reflect the County’s branding, civic mission, and modernization goals. Generic portfolio examples or previously developed sites will not be accepted. The sample will allow our evaluation team to assess actual vendor capabilities in usability, accessibility, visual clarity, and civic engagement potential.
We look forward to reviewing proposals that reflect innovation, fiscal responsibility, and a deep understanding of government operations. Jefferson County is committed to a transparent and collaborative selection process, and we welcome vendors who share our values of public stewardship and community empowerment.
Key dates for vendor engagement:
- Deadline to Express Interest: December 19, 2025
- Deadline to Submit Clarifying Questions: January 2, 2026
- Final Proposal Submission Deadline: January 30, 2026
We appreciate your consideration and look forward to reviewing proposals that align with our mission to modernize infrastructure while honoring the trust of our constituents.
Sincerely, Jefferson County Procurement Office
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Digital Assets (Photography & Videography Collection)
December 5, 2025
Subject: Request for Proposal – Digital Assets (Photography & Videography Collection)
To Whom It May Concern,
Jefferson County, West Virginia invites qualified vendors and individuals to submit proposals for the creation and delivery of a comprehensive portfolio of high-quality digital assets. These assets will be used to promote Jefferson County’s civic mission, tourism, historical landmarks, and community engagement initiatives across websites, promotional materials, and public-facing platforms.
The selected vendor will deliver a curated collection of 1,000 total assets consisting of approximately 90% photographs and 10% videos. All photographs must be provided in high-resolution (minimum 300 DPI) suitable for both print and digital use, and all videos must be delivered in 4K or higher resolution, including a balanced mix of drone/aerial and ground-level perspectives.
To ensure alignment with Jefferson County’s vision, all proposals must include:
- Five (5) sample photographs and one (1) sample video specifically envisioned for Jefferson County, WV. These samples must demonstrate the vendor’s vision, composition, and attention to detail.
- A final portfolio that reflects seasonal coverage, historical landmarks, civic institutions, tourism attractions, and adventure activities.
- Metadata or keynotes for each asset identifying location and subject (e.g., “Harpers Ferry Township,” “Charlestown Courthouse”).
Upon completion of the project, Jefferson County shall own all copyrights and intellectual property rights to the final assets and deliverables.
We look forward to reviewing proposals that reflect innovation, technical excellence, and a deep understanding of government and tourism operations.
Key dates for vendor engagement:
- Deadline to Express Interest: December 19, 2025
- Deadline to Submit Clarifying Questions: January 2, 2026
- Final Proposal Submission Deadline: January 30, 2026
Sincerely, Jefferson County Procurement Office
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Surveillance System Modernization & AV Integration
Jefferson County, WV Procurement Office Charles Town, WV 25414 September 8, 2025 Subject: Request for Proposal – Surveillance System Modernization & AV Integration
To Whom It May Concern,
Jefferson County, West Virginia invites qualified vendors to submit proposals for a comprehensive modernization of surveillance infrastructure across six campuses, including phased deployment at Buildings 393 and 330. This initiative supports court system monitoring, strategic reuse of legacy equipment, and optional AV upgrades for conference rooms.
As a non-profit, tax-exempt government entity, Jefferson County is committed to delivering cost-effective, secure, and sustainable solutions that reflect responsible stewardship of taxpayer resources. Vendors must demonstrate fiscal accountability, long-term value, and inspection-ready documentation throughout their proposals.
Key dates for vendor engagement:
- Deadline to Express Interest: December 19, 2025
- Deadline to Submit Clarifying Questions: January 2, 2026
- Final Proposal Submission Deadline: January 30, 2026
We appreciate your consideration and look forward to reviewing proposals that align with our mission to modernize infrastructure while honoring the trust of our constituents.
Sincerely, Jefferson County Procurement Office
______________________________________________________________________________________________________
Jefferson County IT Modernization Initiative
Jefferson County Commission
Request for Proposal (RFP) Addendum
RFP Title: Jefferson County IT Modernization Initiative
Date Issued: December 9, 2025
Addendum Number: 1
Purpose of Addendum
This addendum is issued by the Jefferson County Commission Procurement Office to provide clarifications in response to vendor inquiries. The information herein is intended to assist all vendors equally in preparing proposals.
This addendum does not alter, amend, or otherwise modify the requirements of the original RFP. Vendors are reminded that proposals must be based on the published RFP and any official addenda. Jefferson County reserves the right to further clarify, amend, or modify the RFP at its sole discretion.
Clarifications
General / Administrative
- Project Start and Completion Dates: No fixed start or completion dates are specified. Vendors should propose realistic timelines aligned with the acceptance criteria in Appendix B.
- Phased Implementation: Required. Vendors may propose sequencing and overlap based on prior experience and judgment.
- Kickoff/Closeout Meetings: Vendors should include formal kickoff and closeout milestones in their project plans.
- Licensing: Appendix D provides the licensing breakdown (~325 E1, ~50 G3, ~25 G5). Vendors should include licensing costs in their proposals.
Compliance & Certifications
- Compliance Certifications (FIPS 201, NIST SP 800-73, CJIS, FedRAMP): Vendors should demonstrate proof of compliance through prior projects, FedRAMP ATO, or case studies.
- ADA and IPC Compliance: ADA refers to the Americans with Disabilities Act. IPC refers to the International Interchange Processing Consortium standards for encryption of data in transit and at rest.
- Retention Policies: Vendors must preserve compliance with state regulations, particularly for sensitive prosecutorial and court data.
PIV Smart Card System
- Standards: FIPS 201 compliance is required.
- Hardware/Integration: Vendors must include issuance equipment. Smart cards will also be used for access to restricted areas.
- CA Options: Vendors must propose both cloud-based and on-premise Certificate Authority options, with lifecycle cost comparison.
Endpoint Protection
- Coverage: Microsoft Defender for Endpoint must be deployed across all county devices. Vendors should assume Windows 10/11 compatibility.
Network Infrastructure (Optional)
- Firewall/Network Hardware: Current equipment includes SonicWall, WatchGuard, and Aruba HPE. Vendors should propose modernization options.
- DNS/DHCP: Vendors must provide both cloud and on-premise options.
Documentation & Acceptance
- Performance Rubric: Vendors should include the rubric section in their packet for transparency.
- Expectation Memorandum: Vendors may cross-reference where expectations are addressed in their proposals.
- Training & SOPs: Vendors must provide administrator and end-user training, fillable SOPs, and inspection-ready documentation.
- Acceptance: Based on successful completion of acceptance tests outlined in Appendix B.
Contractual & Legal
- Sample Contract: Jefferson County does not provide a sample contract. Vendors should supply their own draft contract for review.
- Licenses/Permits: Information on permits can be found at www.jeffersoncountywv.org.
- Equal Treatment: All vendors will receive the same clarifications. No vendor will receive individualized guidance beyond official addenda.
Reminder
- Vendors are expected to use prior experience and professional judgment to propose the best approach.
- Any information not explicitly provided in the RFP or addenda should be addressed through vendor assumptions and solution design.
- Jefferson County will evaluate proposals based on the published criteria; no vendor will receive individualized guidance beyond official addenda.
Issued by:
Jefferson County Commission Procurement Office
124 East Washington Street, Charles Town, WV 25414
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REQUEST FOR PROPOSAL
FOR MURAL ARTIST SERVICES
REQUEST FOR PROPOSAL
For Mural Artist Services
As of December 18, 2025, the Jefferson County Commission is seeking written proposals from qualified artists to design and install a commemorative mural (or series of murals) in recognition of the America250 celebration. The goal of this project is to enhance public spaces within the County Commission building with artwork that reflects local heritage, community identity, and the spirit of America’s 250th anniversary. Completed proposals must be received by January 9, 2026.