Organization: Leadership for Educational Equity (LEE)
RFP Publication to Vendors: June 6, 2025
Deadline for Vendor Questions: June 16, 2025
Proposal Submission Deadline (Preferred): July 7, 2025
1. Introduction & Purpose
LEE is seeking proposals from qualified Hardware-as-a-Service (HaaS) providers to replace its current hardware provisioning and management solution. The selected provider will deliver end-to-end hardware lifecycle services including provisioning, maintenance, support, and secure decommissioning.
2. Organizational Background
LEE is a national, nonpartisan, nonprofit organization supporting about 125 primarily remote staff members using Dell ThinkPads, Mac laptops, Verizon mobile phones, and MiFi devices.
3. Project Objective & Timeline
Objective: Replace Designdata with a new HaaS provider.
Target Go-Live: Early October 2025.
Key Timeline Milestones:
- RFP Publication: June 6, 2025
- Vendor Q&A Ends: June 16, 2025
- Proposals Due: July 7, 2025
- Evaluation Complete: July 21, 2025
- Interviews/Demos (if needed): July 28, 2025
- Vendor Selected & Contract Signed: August 4, 2025
- Onboarding Starts: August 4, 2025
- Target Go-Live: October 3–5, 2025
4. Scope of Services Required
Vendors must support the full hardware lifecycle for laptops, mobile phones, and MiFi devices.
Required Services Include:
- Subscription-based hardware procurement (Windows/macOS laptops, Verizon mobile phones, MiFi devices).
- Hardware maintenance, patching, and troubleshooting.
- End-user support with defined SLAs (helpdesk, ticketing).
- Hardware refresh cycles (3–4 years), secure decommissioning (NIST 800-88).
- Microsoft 365 license management (E3, E5).
- Joiner-Mover-Leaver (JML) integration.
- Portal or reports for asset tracking and SLA performance.
- Security: encryption, endpoint protection, compliance flexibility.
5. Security Requirements & Vendor Vetting
Minimum Requirements:
- Data encryption in transit and at rest.
- Access controls, privacy protection, data segregation.
- Compliance (SOC 2 Type II, ISO 27001).
- Incident response plan with timelines and detection details.
- Vetting of subprocessors and supply chain.
- Certified data destruction processes.
- Adherence to LEE IT/security policies.
Security will be a major evaluation factor.
6. Proposal Submission Requirements
Submit via email to: techadmin@wearelee.org
Deadline: July 7, 2025, 5:00 PM ET
(Consideration may extend to July 11, 2025)
Proposals should include:
- Cover Letter
- Executive Summary
- Company Profile
- Name, address, contact info
- Company history
- HaaS experience with nonprofits
- Understanding of LEE’s Requirements
- Proposed Solution
- Hardware models and specs
- End-user support
- JML process
- Imaging and deployment
- Reporting and asset tracking
- Security Plan
- Transition & Implementation Plan
- SLA Framework
- Pricing Structure
- Per-device/user pricing
- Setup or transition fees
- Optional services, Microsoft 365 licensing
- References (on request)
- Value-Added Services (optional)
- Acceptance of Terms
7. Evaluation Criteria
Proposals will be assessed on:
- Understanding of LEE’s needs
- Completeness and feasibility of solution
- Technical capability and experience
- Security posture and certifications
- Support quality and SLAs
- Transition plan realism
- Pricing clarity and value
- Cultural fit and adaptability
LEE reserves the right to:
- Request clarifications or additional info
- Conduct interviews or site visits
- Reject or negotiate proposals
- Monitor performance in perpetuity
8. RFP Timeline Summary
- RFP Release: June 6, 2025
- Questions Due: June 16, 2025
- Answers Provided: June 18, 2025
- Preferred Proposal Deadline: July 7, 2025
- Final Deadline: July 11, 2025
- Evaluation: July 7 – 21, 2025
- Demos (if needed): July 21 – 28, 2025
- Final Vendor Selection: July 28, 2025
- Contract Negotiation & Signing: By August 4, 2025
- Vendor Onboarding: Starts August 4, 2025
- Go-Live: October 7–9, 2025
We look forward to receiving your proposal.
