St Joseph School District

All bid deadlines are 11:59pm Pacific Time the date of the bid deadline listed unless otherwise noted.

IFCB Posted : Nov 20, 2015

Bid Deadline : Wednesday, Nov 25, 2015

Questions Due By : Wednesday, Nov 18, 2015

Applicant Address : Saint Joseph, MO 64501

IFCB ID : 160002677

IFCB Requirements :

· All Questions and Bids must be submitted using the on-line IFCB system. If for some reason the system is down before the respective deadline, please email your bid to info@crwconsulting.com or fax it to 918.445.0049. Bids or questions submitted in this fashion will be disqualified if the on-line system is active at the time of submission.

· Bidder must agree to participate in USF Program (AKA “E-rate”) for the corresponding funding year.

· Please include the correct Service Provider Identification Number (SPIN) on your bid.

· By submitting a bid, bidder certifies that the bidder does have a valid (non-red light status) SPIN for the E-rate program at the time of submission. Should the Applicant discover that the bidder is on red light status, or if the FCC classifies the bidder as on red-light status before work is performed and invoices are paid, the contract will be null and void and the applicant will have no payment obligations to the bidder.

· Bidder is expected to provide the lowest corresponding price per E-rate rules. See http://www.usac.org/sl/service-providers/step02/lowest-corresponding-price.aspx for details.

· Contracts must not prohibit SPIN changes.

· Bidder must agree to provide the Applicant the choice of discount methods (SPI or BEAR).

· Bidder will be automatically disqualified if the District determines that the bidding company has offered any employee of the District any individual gift of more than $20 or gifts totaling more than $50 within a 12 month period.

· All contracts awarded will be contingent upon E-rate funding and final board approval. The applicant may choose to do all or part of the project upon funding notification.

· All contracts awarded under this IFCB bidding process may be voluntarily renewed by the applicant, upon written notice to the provider, for five consecutive one year terms.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines, voice mail, caller ID, inside wire maintenance, 900 call blocking, or other bundled ineligible services.

· E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding internet access service, please identify the amount to be cost-allocated out for the ineligible services – email service, web hosting, content filtering, or other bundled ineligible services.

· Bidders for all services and products (except for tariffed telecommunications services or month-to-month services which do not have a related contract) must also submit a contract for products or services.

· If the Applicant is requesting bids for equipment with specific make and model numbers listed, the Applicant will also accept bids for functionally equivalent equipment.

· THERE ARE THREE SEPARATE C2 PROJECTS. SERVICE PROVIDERS ARE REQUIRED TO BID THE ENTIRE PROJECT (A, B, AND/OR C) BIDS FOR INDIVIDUAL COMPONENTS OF PROJECT A, PROJECT B, PROJECT C WILL BE DISQUALIFIED.

· DISQUALIFICATION FACTOR: Vendors are required to submit bids via the template “Internal connections – Template V15” or “Basic Maintenance Template V15” for each individual school that is receiving equipment and a separate template for all shared equipment. Please name each template for the name of the school and project. Example: “Smith Elementary School Wireless Project” or “Wireless project shared equipment for all schools.” Vendors that do not submit bids in the required template format will be disqualified from the process.

· PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECT MUST ATTEND ONE OF TWO MANDATORY WALKTHROUGHS. THE FIRST WALKTHROUGH WILL BE FRIDAY, NOVEMBER 6, 2015, AND THE SECOND WALKTHROUGH WILL BE FRIDAY, NOVEMBER 10, 2015, AT 9AM. MEET AT 3401 RENICK ST., ST. JOSEPH, MO 64507. BIDS RECEIVED FROM PROVIDERS WHO DID NOT ATTEND ONE OF THE MANDATORY WALKTHROUGHS WILL BE DISQUALIFIED

Services and Equipment Requested :

UPDATE: A REVISED SPECIFICATIONS SHEET (11/17) HAS BEEN ADDED

UPDATE 11/19 - A DOCUMENT WITH BASIC INFO ABOUT THE SERVER CLOSETS HAS BEEN ADDED

UPDATE 11/11/2015: WE HAVE ADDED TWO DOCUMENTS, THE REVISED SPECIFICATIONS AND THE PREVAILING WAGE RATE DOCUMENTS

UPDATE: WE HAD PREVIOUSLY LISTED AN INCORRECT SITE VISIT DATE FOR C2. THE CORRECT SITE VISIT DATES ARE 11/6/2015 AND 11/13/2015. SEE BELOW FOR DETAILS.

UPDATE 11/3 - A DOCUMENT, ST. JOE PHONE LINES, HAS BEEN ADDED

Local phone service – Approx 270 analog lines. Please include separate pricing for any installation, activation, and/or initial configuration costs. Please also include separate pricing for maintenance and technical support E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding local phone service, please identify the amount to be cost-allocated out for the ineligible services - DID lines, voice mail, caller ID, inside wire maintenance, 900 call blocking, or other bundled ineligible services.

Long distance service – Approx 270 lines

Cellular phone service – Approx 85 lines. E-rate rules require applicants to evaluate the cost of eligible goods and services, and to cost-allocate out the amount for ineligible services from their funding request. If your company will be bidding bundled data and voice plans, please identify the amount to be cost-allocated out for the ineligible data, text messaging functions or other bundled ineligible services.

CATEGORY TWO DISQUALIFICATION FACTORS:

· Vendors are required to submit bids via the template “Internal connections – Template V15 – 1” or “Basic Maintenance Template V15 – 1” for each individual school that is receiving equipment and a separate template for all shared equipment. Please name each template for the name of the school and project. Example: “Smith Elementary School Wireless Project” or “Wireless project shared equipment for all schools.” Vendors that do not submit bids in the required template format will be disqualified from the process.

· PROVIDERS WISHING TO BID ON THE CATEGORY TWO PROJECT MUST ATTEND ONE OF TWO MANDATORY WALKTHROUGHS. THE FIRST WALKTHROUGH WILL BE FRIDAY, NOVEMBER 6, 2015, AND THE SECOND WALKTHROUGH WILL BE FRIDAY, NOVEMBER 13, 2015, AT 9AM. MEET AT 3401 RENICK ST., ST. JOSEPH, MO 64507. BIDS RECEIVED FROM PROVIDERS WHO DID NOT ATTEND ONE OF THE MANDATORY WALKTHROUGHS WILL BE DISQUALIFIED

CATEGORY TWO PROJECT DETAILS:

There are additional documents available for download (St Joseph C2 List and E-rate Specifications) that details the equipment the applicant is seeking at each school. There are also four zip files available for download (Elementary1, Elementary2, MiddleSchool, and HighSchool) that contain building diagrams of schools included in the C2 projects.

There are three Category Two Projects. Project A is for cabling only. Project B is for switches only. Project C is for WAPs, controller, and connector. Do NOT combine Projects on one bid – each project should be bid separately. Please include pricing for installation, activation, and/or initial configuration costs. We would like for you to submit your bids in your normal format – a word/excel/PDF as you normally would (in addition to the required templates). The winning vendor will be required to complete, for each school (and all shared equipment), the 2016 USAC C2 Templates when they become available.

There is an additional document associated with this IFCB. Please click the buttons to download the document.

StJosephC2List.xlsx
InternalConnectionsTemplateV1511424.xlsm
Elementary1.zip
Elementary2.zip
HighSchools.zip
MiddleSchools.zip
SpecificationsforErate.pdf
SJSDPhoneLinesRevised2.xlsx
SpecificationsforEraterevised.docx
PrevailingWageRateSt.Joe.pdf
CopyofofSJSDNetworkClosets.xlsx
SpecificationsforEraterevised1117153.docx

Bid deadline has been reached.

Questions Received with Applicant Answers ( Ask Questions? )

Is there a Wage Order or Prevailing Wages required for this project?

Answer:
Yes, there is. http://labor.mo.gov/DLS/PrevailingWage/pwBodies

Is this request for Aruba Access Points to expand on an already existing Aruba networks infrastructure, or is this a new project to replace/upgrade an infrastructure?

Answer:
This is to expand an existing Aruba install.

Do you already have Extreme switches installed? Is this to augment or to replace?

Answer:
Yes, we already have Extreme switches installed. These are to add to support new access points.

1. Are you looking for Cloud Communication system with 270 users? 2. If answer to Question 1 is Yes, How many sites?

Answer:
No

Will you accept bid for 270 SIP trunks with unlimited free nationwide usage including Canada? If answer is Yes, current PBX has to support PRI or SIP.

Answer:
Our current phone system will not allow SIP trunks, too old.

How many voice/fax/alarm lines are needed at each site?

Answer:
We have added a spreadsheet - St. Joe Phone lines to this IFCB. There are two tabs on that spreadsheet that detail the phone lines.

Would you please confirm the date of the second mandatory site visit? You have Friday, November 10th and the 10th is a Tuesday.

Answer:
That should be Friday Nov 13 - thank you for catching that. We have updated the IFCB.

What are the prevailing wage rates for this project? I contacted the MO Department of Labor and they stated that the public body who put this out for bid will provide the actual rates of pay.

Answer:
Those have been added as an attachment to this IFCB.

On the bid response for the cabling do you want a breakdown of all the pricing on the different equipment and labor, i.e. cable price, patch panel price, labor price. Or just a total Per drop/run price?

Answer:
Total per drop price

for all the 3 projects do you want a break down cost for each individual site? Or is one total pricing quote per project good enough?

Answer:
We need breakdowns for each school. You are required to fill out the templates for each school (we have to apply by school because the budgets are done by school). You are encouraged to provide your bids in the normal format, in addition to the required templates.

What questions were asked at the vendor site visit?

Answer:
1. Do they submit bids to USAC or CRW website. CRW

2. Do they submit invoicing to SJSD or USAC. SJSD – the district only wants to pay for the non-discounted portion of the equipment. The district doesn’t want to pay in full.

3. Do they submit a bid for each project per school. Yes, bids have to come in by each school.

Please break out the requirements aligned to this applicants cellular request. Cellular phone service â€“ Approx 85 lines

Answer:
We have used 300 pooled minutes in the past. We currently have unlimited data/texting.

For Classrooms with no drop Ceilings will you want wiremold/conduit across the ceiling?

Answer:
Wiremold should be sufficient.

- Do you anticipate any of the x450-G2 switching to be stacked? - Are you looking at the 750w or 1100w power supply module? - Are you requiring or looking for redundant power supply?

Answer:
There will be a new 470 posted soon that will address your questions. You should submit your bid for this IFCB based upon the information in this IFCB.

This template is very confusing. You say you want the quotes broken down by building. But there is no place on this template to list the building. Where in the template do we denote which building we are quoting? Or do we have to create a separate singular template for each building within each project? Also where do we put the total amount for each project? Within the template at the bottom? Or just on the separate excel quote we are submitting as well? Also in the break down of pricing these categories are listed: Lease or Non-Purchase Arrangement Monthly Recurring Eligible Cost Monthly Recurring Ineligible Cost One-time Eligible Cost One-time Ineligible Cost We are not submitting any lease. Do we just put no in this space? We are not offering any monthly costs. Do we just put no in here? Or leave it blank? On cabling project you are asking for a total per run cost. I do not see any category for this. Is it just considered "cabling"? Also if we are quoting a total cable run cost, there will be no make or model. DO we just leave those columns blank?

Answer:
We understand your frustration. We wish USAC had made these templates easier and more intuitive to use. Please remember that we encourage you to submit your bids in your normal fashion (you can submit multiple documents by hitting your refresh button). However, we do require the templates to completed, and they need to be completed for each school. If there are buildings for which you are unsure which school they go with, you can ask that question or just submit a separate template for that building. When you title the template for each building, title it with the name for the building – an example would be “Wireless Smith Elementary.” If you are not submitting an lease costs, those columns should be zero dollar amounts. For cabling runs, you can simply indicate “Cat 5e” or “Cat 6” (whatever you are bidding). There is no place for the total overall cost on the template.

If the cabling needs to be terminated on patch panels provided by the installer, can you please indicate how many patch panels will be needed at each school?

Answer:
We just attached to the IFCB a spreadsheet that indicates the # of wiring closets, which should answer your question

If penetrations are needed in walls, can this be a an adder to the price or do we need to somehow include this in our pricing?

Answer:
This will need to be included in the price

Are we to provide any Patch Cords for this project? If so, are they needed on each end and what length?

Answer:
No patch cable needed.

Question deadline has been reached.